4050 Esplanade Way Tallahassee, Florida 32399-0950 Tel: 850.488.2786 Fax: 850. 922.6149 Rick Scott, Governor Craig J. Nichols, Agency Secretary ATTACHMENT A - STATEMENT OF WORK INVITATION TO BID FOR FIRE SPRINKLER SYSTEM INSPECTIONS ITB NO.: DMS-14/15-004 THE STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES TABLE OF CONTENTS SECTION 1. STATEMENT OF WORK... 2 SECTION 2. CONTRACTOR DELIVERABLES... 2 SECTION 3. CONTRACT ADMINISTRATION...10 SECTION 4. PERFORMANCE MEASURES...10 SECTION 5. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE...10 SECTION 6. SUBCONTRACTORS...10 SECTION 7. ADDITIONS/DELETIONS...10 SECTION 8. TRANSITION PLAN...11 SECTION 9. WARRANTIES...11 Page 1 of 11
SECTION 1. STATEMENT OF WORK The Contractor shall furnish all labor, materials and equipment required for the performance of complete inspections, testing and maintenance services on the water-based fire protection systems as required by the Florida Fire Prevention Code and the National Fire Protection Association (NFPA) 25, at the Department s facilities identified in ATTACHMENT C FACILITY LIST. SECTION 2. CONTRACTOR DELIVERABLES 2.1 General Description of Services to be Provided 2.1.1 The Contractor shall perform inspections, testing and maintenance services on the water-based fire protection systems as required by the currently adopted edition of the NFPA 25 Standard for the Inspection, Testing and Maintenance of Water-Based Fire Protection Systems as referenced by Rule 69A-60.005, Florida Administrative Code. The currently adopted edition of the NFPA 25 is the 2008 edition and is subject to change during this Contract term. Upon adoption, the new edition of the NFPA 25 shall be deemed part of this Contract. 2.1.2 The Contractor shall complete all inspections, tests and maintenance required every three or five years during year one of the Contract and then every three or five years thereafter as required by the NFPA 25 for the remainder of the Contract term. The Contractor shall provide the Contract Manager and the Facility Manager with electronic copies of typed inspection, testing and maintenance reports on forms approved by the Contract Manager within two weeks after the inspection date. The Contractor shall provide the sample form(s) within 10 days of Contract execution for review and approval by the Contract Manager. 2.1.3 The Contractor shall run the fire pump weekly and perform weekly/monthly tests and inspections on fire pumps as required by the NFPA 25. 2.2 Rules and Regulations that Govern Services to be Provided 2.2.1 Safety Requirements The Contractor shall comply with applicable requirements of the Occupational Safety and Health Act (OSHA) and any standard thereunder. 2.2.2 National Fire Protection Association, Codes 72 and 101. 2.2.3 National Fire Protection Association, Standards 13, 14, 20, 22, 24 and 25. 2.2.4 Chapter 633, Florida Statutes. 2.2.5 Rule 69A, Florida Administrative Code. Page 2 of 11
2.3 Facilities Service Times All services, unless otherwise coordinated and approved by the Contract Manager or Facility Manager, shall be provided by the Contractor between the hours of 7:00 a.m. and 5:00 p.m. local time, Monday through Friday, excluding State holidays (section 110.117, Florida Statutes). All calls between these hours shall be considered regular working hours and not as defined in Section 2.9, Emergency, After Hour and Force Majeure Repairs. The Contractor shall respond to the Contract Manager or Facility Manager to establish the estimated time of arrival for required repairs. 2.4 General Facility Site Procedures For each visit to a site to perform work under this Contract, the Contractor's staff shall: 2.4.1 Check in and out with the Facility Manager or designee at each visit. 2.4.2 Perform all work without unnecessary interference to facility occupants. The Contractor shall confine operations at the site to areas permitted by law, ordinances, permits and the Contract documents, and shall not unreasonably encumber the site with any materials or equipment. 2.4.3 Protect existing facilities from damage and repair or replace, at the Contractor s expense, any damage to property caused by its employees or suppliers. 2.4.4 Keep premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from equipment. Upon completion of the work, the Contractor s staff shall remove all waste materials and rubbish from and about the installation area, as well as all tools, equipment, machinery and surplus materials, and shall clean all facility surfaces leaving the work area clean. 2.5 Special Conditions During overnight projects, the Contractor s staff shall clean and remove all debris, tools, equipment, machinery and surplus materials from tenant access areas prior to 7:30 a.m. of the next work day. 2.5.1 Year One Contractor Requirements 2.5.1.1 All inspections, tests and maintenance required every three or five years shall be performed during year one of the Contract, and then every three or five years afterwards as required by the NFPA 25 for the remainder of the Contract term. 2.5.1.2 Gauges not accurate to within three percent of the full scale shall be recalibrated or replaced by the Contractor at no cost to the Department. Page 3 of 11
2.5.1.3 The Contractor shall review all signage and labeling. Any required signage or labeling found to be improper or missing shall be corrected by the Contractor within 10 days at no additional cost to the Department. 2.5.1.4 Sprinklers using fast-response elements that have been in service more than 20 years shall be tested per the NFPA 25, Chapter 5.3.1 and 5.3.1.1.1.2. 2.5.1.5 Dry Sprinklers in service for more than 10 years shall be tested according to the NFPA 25, Chapter 5.3.1 and 5.3.1.1.1.5. 2.5.2 Maintenance Service 2.5.2.1 Inspect, test and service all air compressors for sprinkler systems; which includes, checking belts, oil, draining condensation in tanks, etc. This shall be performed on all visits. 2.5.2.2 Routine maintenance of sprinkler heads, including cleaning and dusting as required. 2.5.2.3 Maintenance shall include lubricating, adjusting and cleaning of internal components as required in the NFPA 25 along with the following: 2.5.2.3.1 Adjustment of all water flow switches as required for proper operation. Adjustments shall be performed immediately upon finding the device is not operating properly. 2.5.2.3.2 Adjustment of all tamper switches as required for proper operation. Adjustments shall be performed immediately upon finding the device is not operating properly. 2.5.2.3.3 Adjustment of all air pressure regulators as required for proper operation. Adjustments shall be performed immediately upon finding the device is not operating properly. 2.5.2.3.4 Adjust all pressure relief valves as required for proper operation. Adjustments shall be performed immediately upon finding the device is not operating properly. 2.5.2.3.5 Lubricating valves as required by the NFPA 25. 2.5.2.3.6 Cleaning of internal components of system valves as required by the NFPA 25. 2.5.2.3.7 Cleaning of strainers and filters as required by the NFPA 25. 2.5.3 Repairs and/or replacement of components shall not be part of this Contract unless specifically stated in Section 2.6. Page 4 of 11
2.5.4 Inspect all areas covered by the automatic sprinkler systems to determine if these areas and their contents are properly protected. Any deficiencies noted should be provided in writing to the Facility Manager s attention. 2.5.5 Inspect and test all alarms for proper operation. Record the time it takes for water flow alarms to come in. This information shall be included in the reports. 2.5.6 Inspect and test for proper operation the control valves, water supplies, tanks, pumps and fire department connections, and proper labeling of same. Any labeling found to be improper shall be corrected by the Contractor within 10 days at no additional cost to the Department. 2.5.7 All dry systems shall be trip tested after March 15 and before September 15 of each year. 2.5.8 Winterization of all dry pipe systems shall be performed between October and November of each year. 2.6 Required Repair Services 2.6.1 The following items shall be repaired under this Contract at no cost to the Department: 2.6.1.1 Reset dry systems whenever they trip. 2.6.1.2 Reset all preaction systems whenever they trip. 2.6.1.3 Replace all burnt out or missing indicator lights, lamps and LEDs on Fire Pump Controllers, Transfer Switches and remote annunciators. 2.6.1.4 Lube and repack all fire pumps and jockey pumps as required per the NFPA 25 or as needed. 2.6.1.5 Anti-freeze systems shall be inspected, tested and maintained per the NFPA 13 and 25. Maintenance to anti-freeze systems includes the draining and refilling of anti-freeze at no cost to the Department when required. 2.6.1.6 Gauges not accurate to within three percent of the full scale shall be recalibrated or replaced by the Contractor at no cost to the Department. 2.6.2 All labor, materials and equipment required for the above items shall be included as part of this Contract. 2.7 Excluded Services 2.7.1 Weekly and monthly inspections as required by the NFPA 25. Page 5 of 11
2.7.2 Any repair services not included in Section 2.6, Required Repair Services (noncovered Services. 2.8 Scheduling 2.8.1 Frequency of Test/Inspection Facilities shall be tested/inspected according to the schedule in ATTACHMENT H TEST AND INSPECTION SCHEDULE. This includes quarterly, semiannual and annual test/inspections as well as any other test/inspections required by the NFPA codes series 1, 13, 14, 20, 22, 24, 25, 72 and 101 as they relate to waterbased fire protection systems. The Contractor shall also furnish copies of the inspection and testing report forms it plans to use. These report forms shall be furnished to the Contract Manager within 10 working days upon Contract execution for the Contract Manager s review and approval. Upon each on-site test/inspection, the Contractor shall furnish a complete itemized report, within two weeks, to the Contract Manager and Facility Manager. All deficiencies must be itemized as a faulty component or a code violation, site the specific code(s) violated, and give the exact locations of the deficiencies. The report shall be type written on forms approved by the Contract Manager. Winterization of all dry pipe systems shall be performed between October and November of each year. 2.8.2 Test/Inspection Scheduling The Contractor shall notify the Contract Manager and Facility Manager at least one week ahead of the time of each quarterly test/inspection date so the Facility Manager can accompany the Contractor's Inspector on the inspection tour. This notice is required to make necessary arrangements to flow water and to minimize tenant disruption and liability. 2.9 Emergency and Non-Covered Services The Contractor shall stand ready and be available to perform emergency and noncovered services (see Section 2.7.2), as deemed necessary by the Contract Manager during and outside of normal working hours defined as 7:00 a.m. 5:00 p.m., Monday Friday, excluding State holidays. Services shall include, but not be limited to, the following: 2.9.1 Service shall be provided by qualified service personnel. 2.9.2 Travel time to and from a job site shall be non-billable. 2.9.3 The Contractor shall respond to an emergency service call within a maximum of one hour from the time the request is made by the Facility Manager or designee. An emergency service call shall be at the discretion of the Facility Manager or his designee. Page 6 of 11
2.9.4 Billable hours charged to the Department shall commence upon checking in and out with the Facility Manager or designee. 2.9.5 The Contractor shall charge the hourly rate for emergency and Non-covered services as noted in the ATTACHMENT E PRICE SHEET, Covered services beyond regular work hours, Non-covered services beyond regular work hours, and Non-covered services during regular work hours.. 2.9.6 All emergency repairs shall be initiated and authorized by the Facility Manager or designee. All parts installed shall be in accordance with Section 9.3, Parts and Parts Warranty. 2.9.7 In the event weekend or holiday work is required to complete a task, prior approval shall be obtained from the Facility Manager. 2.9.8 The Contractor shall have a service ticket on each emergency service call and shall obtain the Facility Manager or designee's signature at the facility being serviced. A copy of the service ticket shall be left with the Facility Manager or designee. Electronic service tickets shall be electronically delivered to the Facility Manager the date service is rendered. 2.9.9 Tripped dry system(s) or preaction system shall require immediate service to drain and reset the systems back to normal condition. 2.10 Contractor Staff Requirements 2.10.1 The Contractor shall assign service personnel to perform testing, inspections, and maintenance or service repairs as specified herein, and shall have backup personnel who are qualified to assume the responsibilities in the event of sickness or other causes of absence of the assigned service personnel. 2.10.2 All tests and inspections shall be performed by two of the Contractor s staff. One of the staff members shall remain at the facility fire alarm system to acknowledge the fire alarm panel and verify the tested devices report to the panel and to record the time it takes for water flow alarms to come in. 2.10.3 The Contractor s staff shall be qualified and experienced with a minimum of three years in the inspection, testing and maintenance of water-based fire protection systems. 2.10.4 The Contractor s staff shall carry identification as prepared by the Contractor. Identification information shall include the employee's full name, photograph (portrait) and company name. 2.10.5 The Contractor s Inspectors shall be certified by the National Institute for Certification in Engineering Technologies (NICET) with a level II or higher certification for Inspection and Testing of Water-Based-Systems. Page 7 of 11
2.10.6 Criminal Records Check Within 10 days of Contract execution, the Contractor shall verify staff members who will be performing services at the Department s facilities in order to undergo a security check as required in Section 18 of ATTACHMENT B - CONTRACT. Annual re-certification shall be required. 2.11 Reporting Requirements The Contractor shall keep and maintain complete and accurate records of all testing, inspections, maintenance and service repairs (including trouble calls) and parts installed. Copies of these records shall be provided to the Contract Manager and the Facility Manager at each visit and as indicted as follows: 2.11.1 Logbook The Contractor shall furnish all logbooks required by CODE to the Facility Manager at each site within 30 days of the Contract execution. The Contractor shall update the logbook with each visit that work is performed, in detail, including but not be limited to, date, time and other relevant comments. 2.11.2 Service Ticket The Contractor's staff shall prepare a service ticket at each site visit to show: 2.11.2.1 Facility name. 2.11.2.2 Date, time of arrival, departure and time spent. 2.11.2.3 Brief description of conditions found and work performed in written detail. 2.11.2.4 Name and signature of Contractor s staff. 2.11.2.5 Signature of the Facility Manager or designee. (Service tickets without authorized signature shall not be accepted as a valid site visit). 2.11.2.6 A copy of the signed service ticket shall be left with the Facility Manager or his/her designee. 2.11.2.7 Scanned copies of the signed service tickets shall be emailed to the Contract Manager or designee within two weeks of service being performed. 2.11.2.8 Utilization of any electronic device to document a service call or service ticket shall automatically send a copy of the document to the Facility Manager and the Contract Manager by means of e-mail upon completion. Electronic signature for verification of work completed shall be obtained. 2.11.3 Inspection/Testing Reports Within two weeks after each inspection, an electronic copy of the typed written report, on forms approved by the Contract Manager, shall be emailed to the Contract Manager and Facility Manager. The report shall list all code violations found, site the specific code(s) violated and any general recommendations the Page 8 of 11
Contractor may suggest. At the time of inspection, the Contractor shall update all logbooks. The Contractor shall also provide a written, itemized quote for the repair and/or correction of violations noted on the reports. The condition reports shall inform the Facility Manager of the current condition of the equipment and make recommendations regarding the need for repairs, alterations and/or modification to the equipment. The Contractor shall adhere to ATTACHMENT H TEST AND INSPECTION SCHEDULE for all test and inspections required to be performed. 2.11.4 Certification Letter Annually Annually, the Contractor shall submit to the Contract Manager copies of each Inspector s certifications. 2.12 Asbestos-Containing Materials Asbestos-containing materials may exist in the facility. Asbestos-containing materials shall not be disturbed. If any of these materials are encountered and need to be disturbed, the Contractor shall stop work and contact the Facility Manager immediately. The Facility Manager shall contact the Department s Environmental Specialist for direction. 2.13 Department Responsibilities 2.13.1 Provide the Contractor with access to the equipment to be tested, inspected and maintained. 2.13.2 Provide the Contractor written notice of any accident, alteration or change affecting the equipment. 2.13.3 Inform the Contractor of known asbestos-containing materials that exist in areas where the Contractor will be working. 2.14 Service Exceptions 2.14.1 The Contractor shall not be required to make any replacements or repairs necessitated by negligence, abuse, misuse or vandalism of the equipment or by any other cause beyond the Contractor ' s control except ordinary wear and tear. 2.14.2 The Contractor shall not make any alterations to the equipment without prior written approval from the Facility Manager or designee. 2.14.3 The Contractor shall not be responsible for cleaning any equipment caused by reasons beyond the Contractor s reasonable control, or as a result of improper janitorial or building maintenance functions. Page 9 of 11
2.15 Workmanship All work shall be under the Contractor s general direction, but subject to inspection by the Facility Manager or designee who may require the Contractor to correct defective workmanship and parts without cost to the Department, if it is found to be the Contractor s responsibility. SECTION 3. CONTRACTOR S CONTRACT ADMINISTRATION The Contractor shall designate a staff member to oversee all activities under the resulting Contract including, but not limited to, scheduled services, scheduled tests, unscheduled services, reporting, record keeping and billing. The Contractor shall provide this information to the Contract Manager upon Contract execution. SECTION 4. PERFORMANCE MEASURES See ATTACHMENT G - PERFORMANCE STANDARDS AND GUARANTEES. SECTION 5. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE 5.1 Withholding Payment In addition to the specific consequences explained in this Statement of Work, the State reserves the right to withhold payment or implement other appropriate remedies, such as Contract termination or nonrenewal, when the Contractor has failed to perform/comply with provisions of this Contract. These consequences for non-performance shall not be considered penalties. 5.2 Specific Consequences See ATTACHMENT G - PERFORMANCE STANDARDS AND GUARANTEES. SECTION 6. SUBCONTRACTORS No subcontracting shall be permitted under the resulting Contract of this solicitation. SECTION 7. ADDITIONS/DELETIONS During the term of the Contract, the Department shall have the right to add and/or delete facilities covered by the Contract as it deems appropriate with advance written notice to the Contractor. To add a facility, the Contract Manager shall obtain a price quote from the Contractor based on the Contract price for similar sized and equipped facilities covered under the Contract. Deletions shall result in a price reduction equal to the amount set forth in the Contract pricing. Addition and/or deletion of other facilities shall be upon written mutual agreement of both Parties through a Contract amendment. Page 10 of 11
SECTION 8. TRANSITION PLAN Within 10 working days after Contract execution, the Contract Manager shall conduct a preservice meeting or conference call with the Contractor to discuss the Statement of Work and to determine the services needed. SECTION 9. WARRANTIES 9.1 The Contractor warrants that all parts furnished under the Contract shall be free of defective material and workmanship for the life of the Contract, including renewals. 9.2 Warranty repairs shall be completed within the time specified in this Contract. If the time for repairs will exceed the specified time, the Contractor shall provide equivalent loaner equipment upon request. Loaner equipment shall be provided at no cost, including shipment to the Department s location and return of loan equipment to the Contractor. 9.3 Parts and Parts Warranty All installed parts must be new and in the original factory containers, unless refurbished equipment/parts for a specific repair is/are approved by the Contract Manager or Facility Manager in advance. The service ticket shall have a notation indicating the use of new or refurbished equipment/parts. The Contractor shall provide the Facility Manager or designee with a copy of the manufacturer s invoice. 9.3.1 All parts shall be warrantied per this section. When refurbished equipment/parts are used, it must be noted on the work order as refurbished. 9.3.2 The Contractor shall maintain a minimal inventory of parts sufficient for maintenance and repair of equipment at each facility. 9.3.3 The Contractor shall have and maintain all required service repair tools. Page 11 of 11