Description
1. Contracting Officer's Representative (COR): Billy Steele Engineering Service 3600 Memorial Blvd Kerrville, Texas 78028 2. Contract Overview: Full inspection, testing, maintenance, and repair contract for South Texas Veterans Healthcare System (STVHCS) Kerrville Campus (KC) hospital fire alarms and suppression system and ancillary devices as listed. Additionally, inspection, testing, maintenance, and repair required-documentation will be provided and updated by the Contractor quarterly, and/or as devices are serviced or repaired, in the form of secure internet-based database, bound and tabbed hard copy, and e-copy formats. Fire Alarm Monitoring will be provided as part of this contract. 3. Background: Kerrville Campus has an FCI 7100 Fire Alarm System with approximately 2000 separate devices. This contract calls for the 100% inspection, testing, maintenance, and repair off all associated devices in compliance with applicable and up-to-date NFPA requirements and The Joint Commission (TJC). The Contractor will perform all required inspection, testing, and maintenance, along with required repairs, of the campus Fire Suppression System. The Contractor will provide Fire Alarm Monitoring Services as part of this contract. During the initial year, the Contractor will use all available documents and drawings in order to create accurate 100% As-Builts. The Contractor will keep as-builts up to date throughout the life of the contract. The contractor's qualifications must comply with current NFPA, state, and federal requirements. 4. Scope: 4.1. Fire Alarm System Inspection, Testing, and Maintenance (ITM): Contractor must be able to inspect, test, maintain, and repair 100% of all fire alarm system devices in accordance with NFPA and The Joint Commission (TJC). The campus is composed of several buildings encompassing fire alarm components. Bldgs 1, 2, 11 (7 story Hospital), 18, 19, 20, 22, 29, 40, 41, 44, 46, 47, 84, 86, 90, 96 (2 story Nursing Home), 97, 98a, 98b, 114, 115, and 119 contain fire alarm components and are included in this contract. See Attachment 2 for Site Map. The following schedule is anticipated by the VA. Based upon NFPA, TJC, and VA requirements, this schedule is subject to change. 4.1.1. February of each year: 4.1.1.1. Annual testing for all components requiring annual testing. 4.1.1.2. Semi-Annual for all components requiring semi-annual testing. 4.1.1.3. Quarterly testing for all components requiring quarterly testing. 4.1.2. May of each year: 4.1.2.1. Quarterly testing for all components requiring quarterly testing. 4.1.3. August of each year: 4.1.3.1. Semi-Annual for all components requiring semi-annual testing. 4.1.3.2. Quarterly testing for all components requiring quarterly testing. 4.1.4. November of each year: 4.1.4.1. Quarterly testing for all components requiring quarterly testing. 4.2. Fire Suppression System Inspection, Testing, and Maintenance (ITM): Contractor shall perform all NFPA and TJC required inspection, testing, and maintenance, of the campus Fire Suppression System components. The campus is composed of several buildings encompassing fire suppression components. Bldgs 1, 2, 11 (7 story Hospital), 18, 19, 22, 40, 41, 44, 46, 47, 84, 86, 90, 96 (2 story Nursing Home), 97, 98a, 98b, 114, 115, and 119 contain fire suppression components and are included in this contract. See Attachment 2 for Site Map. Frequency: Contractor shall perform requirements simultaneously with Fire Alarm ITM as defined in this contract. 4.3. Fire Alarm Monitoring: Contractor shall provide monitoring and notification (to first responders) of the campus Fire Alarm System 24 hours/day, 7 days per week. 4.4. As-Builts: During the Base Year contract, the Contractor will use all available original drawings, as-builts, etc. in order to establish a CAD drawing and complete schematic of the entire Fire Alarm and Fire Suppression System. This will require extensive onsite analysis, measurement, research, etc. in order to provide complete and 100% drawings. The final plans will be reviewed by a licensed Fire Protection Engineer in order to ensure During option years 1 and 2 5. Testing Specific Tasks 5.1 Contractor shall provide 100% ITM and repair service for the following fire alarm devices. Approximate current number of devices is listed below. Additionally, this list is not all inclusive and is intended to serve as a guide in order to evaluate the level of work required. Devices change periodically as devices are placed in and out of service: 5.1.1 Approximately 85 Duct Detectors 5.1.2 Approximately 91 Smoke Detectors 5.1.3 Approximately 75 Water Flow Devices 5.1.4 Approximately 71 Heat Detectors 5.1.5 Approximately 187 Pull Stations 5.1.6 Approximately 128 Audible Devices (Speakers) 5.1.7 Approximately 534 Visual Devices (Strobes) 5.1.8 Approximately 71 Tamper Switches 5.1.9 Approximately 16 Electromagnetic Releasing Devices 5.1.10 Approximately 11 CO Detectors 5.1.11 Approximately 85 Horn Strobe Devices 5.1.12 Approximately 277 Speaker/Strobe Devices 5.1.13 Approximately 10 Voice Evacuation Devices 5.1.14 Approximately 14 Control Panels 5.1.15 Approximately 24 Power Supply Devices 5.1.16 Approximately 96 Batteries 5.1.17 Approximately 30 Fan Shutdown Devices 5.1.18 1 Communicator Device 5.1.19 1 Initiating Device 5.1.20 3 Annunciating Devices (Main Panels) 5.1.21 3 Supervisory Devices 5.1.22 2 Kitchen Hood Detectors 5.1.23 2 Range Hood Chemical System Detectors 5.2 Contractor shall provide 100% ITM and repair service for the following fire suppression devices. Approximate current number of devices is listed below. Additionally, this list is not all inclusive and is intended to serve as a guide in order to evaluate the level of work required. Devices change periodically as devices are placed in and out of service: 5.2.1 Sprinkler Heads 5.2.2 Dry Systems - 3 5.2.3 Wet Systems - 8 5.2.4 Pre-Action Systems - 0 5.2.5 Fire Hydrants - 14 5.2.6 Fire Pumps - 1 - Capacity 1000GPM/60HP Pump/Electric System 5.2.7 Valve Tamper devices - 81 5.2.8 Standpipes - 4 (7 Floors) 5.2.9 Risers/Drains - approximately 10 5.2.10 Water Flow devices - 92 5.3 The fire alarm panel's sensitivity self-diagnostic report will be reviewed during the inspection. Any detectors reported to be outside of the allowable range will be repaired or replaced. 5.4 The Contractor shall provide all necessary test equipment, parts and labor to perform required inspection, testing, maintenance, and repairs as defined. 5.5 During all onsite work, the Contractor will provide a daily in-brief prior to any work completed and an out-brief prior to departure to the COR. Prior e-mailed coordination shall occur regarding routine ITM in order to ensure COR availability during each cycle. 5.6 All devices of the fire alarm and suppression system shall have a VA UID number. Vendor may use their own unique identification number in addition to the VA UID numbers. All inventories and inspection reports shall be organized by the VA UID, not the Contractor's UID. 6. Repairs and Parts - Fire Alarm and Fire Suppression System: 6.1 Routine scheduled Inspection, Testing, and Maintenance (Parts available): Contractor shall be qualified to complete repairs and competent in order to identify any and all needed repairs and modifications needed during onsite ITM. All Contractor-identified deficiencies shall be repaired and documented immediately by the Contractor while on site, and at the time of discovery with VA-supplied parts, if available. This service is inclusive of this Contract and not billable to the VA. 6.1.1 Example Fire Alarm Components supplied by VA, when available, are listed in paragraph 5.1 6.1.2 Example Fire Suppression Components supplied by VA, when available, are sprinkler heads, water flow devices, and tamper flow devices 6.2 Routine scheduled Inspection, Testing, and Maintenance (Parts unavailable): If VA-supplied parts are unavailable during routine ITM, the Contractor will provide parts and repair within 2 calendar days, pending parts availability. This provision will be subject to the billable labor rates as defined in the Bid Schedule. 6.3 All other times (Call backs): Contractor will provide independently-billable troubleshooting, repair, maintenance service, and parts as requested by the VA. This provision will be subject to the billable labor rates as defined in the Bid Schedule. 6.4 Normal business hours calls (M-F, 0800-1600, excluding holidays) require 4 hour response times. 6.5 After hours calls (all other times) require 4 hour response times during the after-hours period. 6.6 All parts supplied by the Contractor will be billed by the Contractor to the VA per market rates. 6.7 All Contractor-provided parts will be approved by the COR. All parts replaced by the Contractor shall be provided to the government, unless core charges apply. 6.8 A hard copy and e-copy (e-mailed) of all findings and repairs will be given to the COR by the end of the day in which the repairs were made. 7. Performance Monitoring: The KD Engineering Section will monitor the Contractors performance 8. Security Requirements. 8.1 Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. 8.2 Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA. 8.2.1 The Contractor will act accordingly in the event confidential data is encountered and abide by the conditions set forth in the Privacy Act 8.2.2 In that no Patient Information will be transmitted through the system, there is no need for tips 140.2 certification. 8.3 Records Manager: There will be no federal records created, maintained, used or disposition with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.]. 9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): Government will provide parts as defined in this contract. 10. Other Pertinent Information or Special Considerations 10.1. Contractors Requirements: 10.1.1. Contractors must be able to obtain and wear a VA Badge at all times while on site. 10.1.2. Contractor employees must meet NFPA, state, local, and federal criteria 10.1.3. Contractor will obtain work permits from KC Engineering Section. 10.2. Identification of Potential Conflicts of Interest (COI): 10.2.1. Contractor must not work for or affiliated with the Department of Veteran Affairs. 11. Risk Control 11.1 Contractor will be required to attend Infection Control Training class. 11.2 Contractor must provide proof of tuberculosis (TB) testing for each contractor working onsite. Testing results must be less than one year old. 12. Documentation Requirements 12.1 All documentation requirements will be kept current and up-to date. Documented results are due with 5 business days after each ITM cycle. 12.2 Contractor will provide a secure internet-based data-center with drop down filterable menus for all ITM and repair activities. The filters shall be able to separate by individual device, group of devices, buildings, dates, EC/EP # per TJC, etc. 12.3 Contractor will provide e-copy of all data by means of CD/DVD quarterly for all inspection, testing, maintenance, and repair activities for each individual device covered under this contract. E-folders shall match binder tabs exactly with all matching documents individually delineated for ease of identification. E-copy folders should replicate hard copy binder. 12.4 Contractor will provide (2) 3-ring binders per quarter that clearly documents all TJC and NFPA requirements for all ITM and repair activities for each individual device covered under this contract. An index shall be included in the front of the binder delineating all tabbed items. 12.5 Data Organization: Each quarterly binder (and associated internet-based data-center and CD/DVD) shall be clearly tabbed out as follows: 12.5.1 Binder 1: Tabs shall have all TJC-required documentation requirements only: 12.5.1.1 Sample mandatory documentation requirements for TJC are EC.01.02.05, EPs 1-5, 9, and 19 with regard to Bldgs 11 and 96 only. Note, these requirements could change, and it is up to the Contractor to ensure documentation contains the most current requirements per TJC. See Attachment 1 for sample requirements. 12.5.1.2 If an EC/EP Component contains documentation requirement for more than (1) device, sub tabs will be created so that each separately-grouped device under a single EC/EP identifier has its own unique section. Example: EC.02.03.05, EP9 12.5.1.3 Each tab shall have a cover sheet specifically delineating TJC (EC/EP identifier) and NFPA requirements verbatim out of the most current standard. 12.5.1.4 Each tab shall have a second cover sheet defining time/testing interval requirements for the specific tabbed item per NFPA and TJC individually. 12.5.2 Binder 2: All other Fire Alarm and Suppression System testing requirements (outlying buildings, items not specifically identified by TJC for documentation, etc.) will be contained within a secondary binder. The binder will match Binder 1 in regard to organization and set-up. 12.6 If a device fails, contractor will initiate a Work Order (WO) via electronic correspondence to VA identifying device (description/UID), location, date discovered fault. 12.7 An additional WO will be initiated at conclusion of repairs, identifying repair and retest. Both WOs will be filed by Contractor behind appropriate tabbed section. 12.8 If an item fails for a prolonged period due to complex repair requirements or awaiting parts, an Interim Life Safety Measure (ILSM) may be required. The Contractor will initiate this process in accordance with VA policies and guidelines, providing a written ILSM plan submittal for approval and routing by VA COR. Once approved and implemented by the VA, the Contractor will ensure the ILSM does not expire and the document is filed behind appropriate tabbed section. 13. Place of Performance 13.1 Kerrville Campus (KC) located at 3600 Memorial Blvd., Kerrville, Texas 78028-5768, 0800-1600, Monday - Friday, excluding holidays. 14. Period of Performance 14.1 Contractor will perform contract on an annual basis with option years, not to exceed 5 total years. See Bid Schedule. ? Bid Schedule Base Year = 1 August 2015 - 30 Sep 2015 Option Year 1 = 1 Oct 2015 - 30 Sep 2016 Option Year 2 = 1 Oct 2016 - 30 Sep 2017 Option Year 3 = 1 Oct 2017 - 30 Sep 2018 Option Year 4 = 1 Oct 2018 - 30 Sep 2019 Term Description Bid Base Year 100% Inspection, Testing, Maintenance, and Repair of all Fire Alarm devices Base Year 100% Inspection, Testing, Maintenance, and Repair of all Fire Suppression devices Base Year 100% Documentation of all devices Base Year Fire Alarm Monitoring Base Year Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Alarm Base Year Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Alarm Base Year Trip Charge for Call Backs: Fire Alarm Base Year Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Suppression Base Year Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Suppression Base Year Trip Charge for Call Backs: Fire Suppression Base Year As-Builts: Initial Option Year 1 100% Inspection, Testing, Maintenance, and Repair of all Fire Alarm devices Option Year 1 100% Inspection, Testing, Maintenance, and Repair of all Fire Suppression devices Option Year 1 100% Documentation of all devices Option Year 1 Fire Alarm Monitoring Option Year 1 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Alarm Option Year 1 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Alarm Option Year 1 Trip Charge for Call Backs: Fire Alarm Option Year 1 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Suppression Option Year 1 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Suppression Option Year 1 Trip Charge for Call Backs: Fire Suppression Option Year 1 As-Builts Option Year 2 100% Inspection, Testing, Maintenance, and Repair of all Fire Alarm devices Option Year 2 100% Inspection, Testing, Maintenance, and Repair of all Fire Suppression devices Option Year 2 100% Documentation of all devices Option Year 2 Fire Alarm Monitoring Option Year 2 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Alarm Option Year 2 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Alarm Option Year 2 Trip Charge for Call Backs: Fire Alarm Option Year 2 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Suppression Option Year 2 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Suppression Option Year 2 Trip Charge for Call Backs: Fire Suppression Option Year 2 As-Builts Option Year 3 100% Inspection, Testing, Maintenance, and Repair of all Fire Alarm devices Option Year 3 100% Inspection, Testing, Maintenance, and Repair of all Fire Suppression devices Option Year 3 100% Documentation of all devices Option Year 3 Fire Alarm Monitoring Option Year 3 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Alarm Option Year 3 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Alarm Option Year 3 Trip Charge for Call Backs: Fire Alarm Option Year 3 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Suppression Option Year 3 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Suppression Option Year 3 Trip Charge for Call Backs: Fire Suppression Option Year 3 As-Builts Option Year 4 100% Inspection, Testing, Maintenance, and Repair of all Fire Alarm devices Option Year 4 100% Inspection, Testing, Maintenance, and Repair of all Fire Suppression devices Option Year 4 100% Documentation of all devices Option Year 4 Fire Alarm Monitoring Option Year 4 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Alarm Option Year 4 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Alarm Option Year 4 Trip Charge for Call Backs: Fire Alarm Option Year 4 Contractor Labor rate (per hour) for billable expenses: Normal Hours: Fire Suppression Option Year 4 Contractor Labor rate (per hour) for billable expenses: After Hours: Fire Suppression Option Year 4 Trip Charge for Call Backs: Fire Suppression Option Year 4 As-Builts ? Attachment 1: Sample Joint Commission Requirements for Documentation Attachment 2: Site Map