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Statement of Work (SOW)
Fire Alarm systems - Inspection and Repair
Eastern Oklahoma VA Health System (EOVAHS) - Muskogee, OK
Jack C. Montgomery VA Medical Center

BRIEF SCOPE OF WORK
(This is for information only)
Scope of Work:
The contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, and related services, in accordance with the SOW and drawing required for the service of fire alarm systems, wet-based fire alarm systems, Hydrants, fire pumps, dry chemical systems (hood systems) and equipment (scheduled and unscheduled), to include but not be limited to, repairs, emergency service, trouble shooting, ground fault repair, annual, semi-annual, and quarterly inspections. Contractor must furnish a fully completed inspection form for each separate system, within 3 business days of the Completion of Inspection. Reports must be uniform throughout the year, and year by year. Either official testing report from most current NFPA 72, or Building Reports generated report.

Buildings at the Jack C Montgomery Medical Center to have the Fire alarm system, Fire Suppression system, and the Fire pump inspected and/or tested are:
Bldg. 1: A-wing 6 floors, B-wing 6 floors, C-wing 4 floors, E-wing 1 floor
Bldg. 6, 7, 8, 9, 10
Bldg. 11
Bldg. 38
Bldg. 18: one floor, basement, subbasement
Bldg. 22: 3 floors, 1 sub-basement
Bldg. 24: 2 floors, 1 basement, 1 sub-basement
Bldg. 26: 2 floors
Bldg. 46, Generator
Bldg. 50, Generator
Bldg. 52, 1 floor
Bldg. 53, A-wing 5 floors, B-wing 6 floors, C-wing 5 floors, 4 interstitials, basement, sub-basement
Bldg. 54
Bldg. 56, Generators
Elevators 13
Bldg. 58
Bldg. 60

General
Annual test and Inspection:
All fire alarm system control panels, initiating devices, indicating devices, power supplies, annunciators, batteries, and digital voice controls.
Cleaning and vacuuming of all smoke detectors.
Testing functions including, but not limited to, roof top unit and air handler unit shutdown, three (3) roll down overhead doors and elevator recall.
Inspection and testing of all electro-mechanical releasing devices.
Semi-annual test and inspection:
Inspect and test all batteries related to fire alarm systems. Replace batteries (furnished by VA) in accordance with the most current NFPA 72, when batteries reach 5 years old or when test below 65 percent.
Visual inspection of all control panels, power supplies, and manual fire alarm boxes
Quarterly test and inspection:
Send alarm signal to local fire department, ensure signal is received within 90 seconds.
Any provision or partial provision of the Contract drawing(s), documents or requirements that is not consistent with this SOW and Drawing(s), is null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract drawing(s), documents, or requirements must remain in full force and effect.
No system will be left out of service at the end of a workday or over a weekend without written permission from the COR or COR representative.
All tests and inspections must be performed in accordance with the most recent edition of National Fire Prevention Association (NFPA) 25, NFPA 72, NFPA 101, NFPA 13, NFPA 20, NFPA 291, NFPA 96 and Joint Commission Inspection Requirements.
Contractor must furnish a minimum of 3 service technicians throughout the duration of the inspection. At least one of the service technicians must be NICET level 2 certified and have the card specializing in the appropriate field including, but not limited to, fire alarm systems, inspection and testing of fire alarm systems and inspection and testing of water-based systems. Card must be provided to COR upon request.
Contractor must furnish a schedule of all Buildings to be tested. The COR or COR designated representative must give prior approval for the shut-down of the fire alarm of each Building.
Contractor must furnish a record log, hard copy must be stored in the fire alarm panel room in Building 1, that must include, but not be limited to, repairs, and abnormal findings. Log Must be maintained on the day of any service being provided.
Documentation: All components and devices must be logged for:
Exact location of each device tested, including system address.
Ensure point description that is programmed into the fire alarm system is accurate. If location is not accurate in programming of panel, documentation must be made.
Replacement of parts:
All fire alarm replacement part(s) will be furnished by VA; however, Contractor must include labor to install the part(s).
Sprinkler head replacement is excluded from this contract.
Contractor must furnish and replace all gauges when gauge reaches 5 years of last replacement, in accordance with the most recent NFPA 25 standards.
The replacement of a complete fire pump, or fire pump motor is excluded from this contract.

Water-based systems:
Replace seals and packing in equipment including, but not limited to, valves and pumps as needed.
Annual test and inspection:
Inspect devices including, but not limited to, hangers/braces/supports, hydraulic design information sign, gauges, pipe, pipe fittings, sprinklers, spare sprinklers, backflow prevention assemblies control valves, electric fire pump, diesel fire pump, and jockey pumps.
Test devices including, but not limited to, antifreeze solution control valves, electric fire pump, diesel fire pump, jockey pump, and dry system trip test.
Dry pipe system low points are to be drained upon completion of the trip tests.
Operate each control valve through its full range and returned to normal position.
Conduct main drain tests.
Quarterly Testing:
Inspect and test devices including, but not limited to, gauges, supervisory signal devices, waterflow alarm devices and fire department connection.
Kitchen hood fire suppression systems: semi-annual tests, inspection, and maintenance of all elements of the hood suppression system including, but not limited to, power shut offs, gas shut offs, and a physical initiation of the system without expelling the extinguishing material. Work is to include replacement of chemical extinguishing material and links when required.
Hydrants, standpipes, and fire pumps:
Annual fire hydrant flow test:
Hydrant test must be furnished in accordance with the most recent NFPA 25 and most recent NFPA 291.
Hydrant flow test reports must be prepared on graph forms or flow report data forms. The graphs must depict the volume, gallons per minute (GPM), of water flow at 20 PSI residual pressure.
Contractor must furnish all tools required including, but not limited to, a water diverter funnel which is necessary for fire hydrant testing.
Annual standpipe flow test:
Contractor must furnish the annual standpipe flow test in accordance with the most recent NFPA 25
Contractor must furnish all tools required including, but not limited to, a water diverter funnel and fall protection for standpipes located on the roof.
Annual fire pump full flow test: one (1) diesel pump, one (1) electric, and two (2) jockey pumps.
Contractor must test each fire pump annually to determine and record flow rate, pump pressure, pump motor AMP(s), voltage(s) and speed at peak load.
The flow must be maintained for a minimum of one (1) hour.
Weekly fire pump test (no Flow): To be completed on both diesel and electric fire pumps.
Perform weekly tests on fire pumps one day of the week approved in writing by the COR.
Confirm all signals report to fire alarm control panel including, but not limited to, pump running, pump off, and control valve closure.
Document all tests using forms approved in writing by the COR.
Scheduled Equipment:
Device list along with quantity is furnished in this SOW; however, Contactor must verify quantities.
If device count is greater than plus (+) or minus (-) 5 percent (%) of quantities listed below, then the contract may be adjusted via a modification.

Device List
Device Type-existing Buildings
Quantity-Must be verified by Contractor
Duct Detector
49
Pull Station
147
Smoke Detector
266
Tamper Switch
65
Waterflow Switch
70
Door Holder
1
Drain Test Valve
21
Supervisory Device
24
Control Strobe
15
Control Speaker
11
Photoelectric Smoke Detector
1

Drawing:
Contractor must verify dimensions, locations, measurements, and quantities. Contractor must notify COR of verification and differing site conditions.
Drawing Number: PS564, Fire Hydrant Site Plan, 07/11/2019.
Contractor Access and Activities
Contractor must comply with the VA security management program.
Contractor must not enter the work site without VA issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VA property. Contractor superintendent must escort Contractor employees to Engineering (Building 7-A) to obtain badge(s). The Contractor must maintain a log of Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Updated Badge log must be given to the COR weekly or as directed by COR. Contractor s superintendent must return all badges on day of departure of employee from contract to COR. Contractor s superintendent must return all remaining badges at contract closeout to COR. Lost Badges must be reported immediately to the COR and documented on badge log. Contractor is responsible for a $100.00 fee for each lost or unreturned badge to VA.
Property Access Regular Business Hours: PM must be scheduled during normal business hours, 0730 to 1600 hours, Monday through Friday (excluding the following Federal holidays New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day).
COR must be informed in the following situations:
To schedule any work.
After arriving on site but before any work is started.
To provide an approximate timeframe for the work.
As soon as it is known that the work will take longer than expected.
At completion of work prior to leaving the facility.
To report any incomplete aspects of the work or issues that could not be corrected during the visit.
To furnish a written plan for corrective action for any work that cannot be completely within 24 hours. Plan must be furnished to and approved by the COR.
Safety must be the Contractor s highest priority. The Contractor must be in accordance with Federal, State, Local OSHA regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. The Contractor must furnish and have in place Personal Protective Equipment (PPE) including, but not limited to, safety signage, cones, and barricades, to protect the safety of VA patients, employees, visitors, volunteers, tenants and others. Contractor must not be permitted to work without proper PPE and can be directed to leave job site. Contractor must furnish required safety items and wear required PPE. Work must be conducted in a manner and at times which would present the least amount of disruption to the VA healthcare facility.
Contractor must not leave or unattended out-of-service any utility, fire protection, or security system without written permission of the COR. If a utility, fire protection, or security system is not functioning at the end of a work period without written permission of the COR, then the Contractor must restore the system(s) to working order prior to leaving the jobsite or must furnish an around-the-clock watch until the system is functioning properly. If the Contractor fails to do so, the Contractor must reimburse the Government for any costs incurred by the VA to furnish around-the-clock watch and/or repair the system(s).
Vehicles and Construction equipment: Contractors keys to unattended vehicles and equipment must be removed and vehicles locked.
Unloading and Parking: No materials or equipment are permitted through the front entry. Use loading dock entrance only for loading and unloading, do not leave vehicle(s) unattended. Contractor parking on VA property is limited to availability of designated Contractor parking. Contractor must have prior written approval of on-site Contractor parking from COR.
Elevators: Contractor must use COR designated elevators and must protect elevator cabs and controls during periods of use. Contractor must not exceed elevator weight limits. Designated elevator(s) and usage times are not to interfere with VA activities.
Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used in the buildings.
Noise: Contractor must coordinate and schedule noise making activities with the COR. For any noise making work activities, the Contractor must furnish a written request to the COR for COR approval a minimum of seven (7) business days prior to noise making activities. The COR will schedule and provide written authorization to proceed three (3) business days in advance of the proposed activity.
Disposal: The Contractor must submit a written request(s) for disposal of any government owned materials, equipment, or property in advance to the COR for COR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from VA property daily into the Contractor supplied containers. Construction debris created from the contract must not be disposed of at the job site, in dumpsters, or on VA property. Disposal of construction debris, materials, equipment, and substances from the contract must be in accordance with applicable Federal, State, Local and environmental laws, rules or regulations. The Contractor must ensure and furnish appropriate documentation to the CO that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The Contractor must furnish shipping manifest and documentation of proper disposal of any construction debris, materials, equipment, and substances from the contract work prior to final payment. Contractor must return the work site to the condition in which it was found at the Contractor s expense.
Warranty: Contractor must guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor must furnish a minimum 1-year parts and labor warranty on materials, equipment, parts and components, furnished and any manufacturer s warranty greater than one (1) year.
Photography: Contractor must not photograph any patients, personnel, visitors, and others on VA property. Contractor must be escorted by VA personnel to take jobsite related photos and be coordinated by COR.
Other requirements:
Anything remaining in place that is damaged or defaced by the Contractor must be restored by the Contractor to the existing condition, at no additional expense to the Government.
The Contractor must furnish adequate protection to VA property and personnel prior to work activities. Contractor moved items must be put back by the Contractor to original locations and conditions as work is completed, at no additional expense to the Government.
No unauthorized work to be initiated without the prior written approval of the CO.
Work required for the project must be in accordance with the best practices and in accordance with the intent of the SOW, drawings, and specifications.
Utilities and work areas may not be immediately available, and the Contractor must be flexible in the inspections schedule at no additional cost to VA.
All OEM recommended safety aspects of the equipment being serviced must be adhered to.

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

Please communicate via e-mail to jeffery.eller@va.gov by COB 12/12/2022 as to your company s interest and ability to perform service per this brief Scope of Work.
If interested, please provide the following:

Please state your company s business size as related to NAICS code 541350
As per the Limitations of Subcontracting: (see FAR 19.505)
As Primary Contractor: what % of Total Contract Value will you retain?
If using a Subcontractor: what % of Total Contract Value will go to them?
Please provide SAMs Unique Entity Identifier number
If you have an FSS/GSA contract that includes this service
Provide FSS/GSA contract number if applicable

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