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Loch Raven Fire Alarm Preventative Maintenance Contract Scope of Work Loch Raven VAMC General: The Loch Raven VA Medical Center requests periodic inspections of Fire Alarm Systems throughout the campu... Loch Raven Fire Alarm Preventative Maintenance Contract Scope of Work Loch Raven VAMC General: The Loch Raven VA Medical Center requests periodic inspections of Fire Alarm Systems throughout the campus at 3900 Loch Raven Blvd. Baltimore, Md. Systems include 7 buildings with multiple fire alarm systems and devices. The contractor shall provide all personnel, management, material, parts, equipment, supplies, and labor to perform: Annual inspection and preventive maintenance located at the Loch Raven VAMC. The contractor will perform all preventive maintenance service and functional test to ensure that the equipment performs in compliance with manufacturers operating and maintenance instructions. A written service report will provide a detailed description of work performed and cost, which includes an itemized breakdown for labor, hours, parts, material, and warranty information. About the site: The Loch Raven VA Community Living & Rehabilitation Center Provides rehabilitation and recreation therapy for our recovering veterans. The main building also provides hospice, nursing home care and care for patients with Alzheimer s. The surrounding campus provides services including mental health care, audiology, care for Veterans who are blind or have low vision, and more. Period of Performance: The estimated period of performance for this contract to begin on October 1, 2024 and terminate on Sept. 30, 2025 provided services and materials. I. SCOPE OF WORK Inspection, Testing and Calibration Requirements: 1. Test Fire Alarm Sensors, Smoke Detectors and Duct Detectors for Proper Functionality Regular testing of fire alarm sensors and detectors is essential to ensure their proper functionality. This includes smoke detectors, heat detectors, flame detectors, and any other specialized sensors and adjoining wiring in the system. By investing in a service & maintenance plan, businesses can identify any faulty elements that may require immediate attention. This ensures early detection and minimizes the risk of false alarms or system failure during an actual emergency. Building #1 x100 Devices Building #2 x10 Devices Building #4 x20 Devices Building #5 x35 Devices Building #6 x10 Devices Building #7 x50 Devices Building #14 x10 Devices Frequency: Quarterly 2. Assess Alarm Audibility: Sounder and Alert Device Testing Fire alarm audibility is crucial to alert occupants in the event of a fire. The fire alarm maintenance plan includes checking the audibility of sounders and alert devices throughout the premises. This will ensure that the alarms are loud enough to be heard clearly in all areas, including noisy environments or spaces with background music. Engineer the contractors testing shall encompass both audible alarms and visual strobe lights for individuals with hearing impairments. Building #1 x50 Audible Devices Building #2 x2 Audible Devices Building #4 x0 Audible Devices (Recommend installation) what is the fire standard for audio alarms NEC for healthcare Building #5 x15 Audible Devices Building #6 x4 Audible Devices Building #7 x20 Audible Devices Building #14 x2 Audible Devices Frequency: Annually 3. Evaluate Power Supply and Battery Backup Systems Reliable power supply is essential for fire alarm systems to function effectively. Technicians will check the power supply and battery backup systems during maintenance visits. They will also ensure that the main power source is connected and functioning correctly, and the batteries are fully charged. Additionally, the battery backup system will be tested by simulating a power failure to confirm that it can sustain the fire alarm system during a loss of power emergency. Building #1 x15 Power Supply/Battery Backups Building #2 x2 Power Supply/Battery Backups Building #4 x Power Supply/Battery Backups Building #5 x15 Power Supply/Battery Backups Building #6 x4 Power Supply/Battery Backups Building #7 x20 Power Supply/Battery Backups Building #14 x2 Power Supply/Battery Backups Frequency: Annually 4. Verify Control Panel Functionality and Integration The control panel serves as the nerve center of the fire alarm system. Servicing involves verifying its functionality and integration with all connected devices, as well as ensuring that the control panel displays accurate information and responds appropriately to sensor activations. Engineers will test communication links between the control panel and other system components, such as sprinkler systems or emergency evacuation systems, to ensure seamless integration. Repair and or reprogram panel as needed. Building #1 x1 Control Panel Building #2 x1 Control Panel Building #4 x1 Control Panel Building #5 x1 Control Panel Building #6 x1 Control Panel Building #7 x1 Control Panel Building #14 x1 Control Panel Frequency: Quarterly 5. Address False Alarms and Troubleshoot Common Issues False alarms can disrupt business operations and desensitize occupants to real emergencies. Engineer testing every six months to a year provides an opportunity to identify and address common issues. Engineers will analyze the cause of any false alarms, such as dust accumulation or environmental factors, and take appropriate measures to minimize their occurrence. Troubleshooting these common issues will help to maintain the system s reliability. 6. Keep Detailed Records of Fire Alarm Maintenance Activities Maintaining comprehensive records of fire alarm maintenance activities is essential for regulatory compliance and insurance purposes. When Contractors visit a commercial premises, they will document the date, time, and details of each testing session, including any issues identified and their resolutions. These records provide an invaluable reference for future maintenance, system upgrades, and audits. Deliverables Fire alarm maintenance providers play a pivotal role in ensuring compliance. They also have a range of responsibilities to fulfil: System Maintenance: Fire alarm maintenance providers shall regularly conduct preventative maintenance on the system, including control panels, detectors, alarms, and notification devices. This inspection ensures that all components are in prime working condition. Duct detectors and smoke detectors must be cleaned and cleared during periodic maintenance as described in section 6 of the contract. Testing and Calibration: Regularly conduct testing and calibration of fire alarm system components to ensure they meet the required sensitivity and functionality standards. Contractor to test control panel buttons, displays and adjoining systems for proper operation in each building. Replace as necessary. Testing and calibration may lead to some overlap in existing nationwide fire alarm inspection contract that is completed annually. Preventative Maintenance Contractor will coordinate with annual fire inspection contractor to keep system in compliance Prime working order. Fault Identification and Correction: Identify any faults or issues with the system promptly and rectify them. This includes addressing false alarms, faulty detectors, or malfunctioning control panels. Battery Checks: Ensure that backup batteries are in good working order. In the event of a power failure, these batteries are crucial to the system s continued operation. Batteries are to be labeled with dates when replaced. Batteries are to be swapped out every 3 years or per current Federal or NFPA 72 standards. Upkeep of Documentation: Maintain detailed records of all fire alarm maintenance activities, including inspections, tests, and any corrective actions taken. This documentation serves as evidence of compliance during audits or inspections. Documentation shall be electronically sent to the COR quarterly in spreadsheet format or approved electronic method. Compliance with Regulations: Stay current with fire safety regulations and standards, ensuring all fire alarm maintenance activities comply with federal law and current NFPA policies 1, 3, 4, 13, 20, 86, 91, 96, 97, 99, 101, 105, and 110. Notification of Building Owner: The building supervisor & the COR must be notified of the condition of the fire alarm system, any issues identified, and any recommended actions for improvement or compliance. Notification must be same day for life safety standards. Frequency and Intervals: Fire alarm maintenance requires regular checks and inspections. According to NFPA 1, 3, 4, 13, 20, 86, 91, 96, 97, 99, 101, 105, and 110 commercial fire alarm systems should be inspected at least every six months. Quarterly inspections are recommended for larger premises where more complex systems may be utilized. Documentation and Record-Keeping: Essential Legal Requirements Maintaining comprehensive records of fire alarm maintenance is a legal obligation as stated in several sections of the NFPA. These records serve as evidence of compliance and are essential in case of inspections or audits. The Veterans Administration has regular audits and inspections. Records are to be kept at the home office of the contractor for a minimum of 3 years. Copies of records are to be transferred electronically to the COR at designated intervals not to exceed quarterly deliverables unless otherwise stated. Comprehensive Records: Maintain organized and up-to-date records of all fire alarm maintenance activities, including inspection reports, testing logs, and equipment maintenance schedules. Training and Certification: Ensure that all personnel involved in fire alarm maintenance are appropriately trained and certified. Keep records of their qualifications to be sent to the COR annually. Communication: Communicate with your fire alarm inspection provider about the upcoming audit or inspection. Ensure everyone is prepared to support the process and provide any necessary documentation. Collaboration: Work closely with the auditing authority, inspection provider, offering full cooperation during the process. Address any issues or questions promptly and transparently. Integration with Existing Building Fire Control Panels Programming: Properly program all devices that are installed to control panel to properly operate device as needed. Assessment and Planning: Conduct a comprehensive evaluation of your building s fire safety needs. Determine how fire alarm maintenance fits into the broader safety management system. Documentation Integration: Ensure that fire alarm maintenance records, including inspection reports, testing logs, and maintenance schedules, are integrated into your building s safety documentation and management platform.  Emergency Protocols: Integrate fire alarm activation and response protocols into your building s emergency procedures. Ensure that building occupants are aware of these protocols. Contractor to assist with fire drills once per quarter. Contractor will shadow VA safety departments and give recommendations on more productive protocols as necessary. Regular Training: Include fire alarm maintenance and response training for Facilities and Engineering department as a component of the safety training programmed for building occupants and staff. Automation: Consider implementing automated monitoring and reporting systems that notify responsible personnel or maintenance providers in real-time in case of a fire alarm activation or system fault. Each building system to be evaluated annually for potential upgrades. Document and submit upgrade requirements in written form to COR.  Communicating Fire Alarm Maintenance Requirements to Occupants Properly communicating fire alarm maintenance requirements to occupants is crucial for each building. Here are some examples of how contractors can effectively convey these requirements: Clear Notices: Display clear and visible notices in common areas which meet NFPA and federal standards. Display temporary or permanent markings in corridors, and other high-traffic zones to inform occupants about upcoming maintenance schedules and any temporary disruptions. In-Person Meetings: Organize meetings or sessions to discuss fire alarm maintenance, upkeep and fire plans in each building with each building manager and COR. This is to be done annually. Each building will have a written emergency response plan completed by the contractor and turned into the COR which should be readily accessible to all occupants. Fire Alarm Maintenance Legal Requirements Your Fire Alarm Maintenance Legal Requirements Fire safety is a paramount concern for businesses, and fire alarm maintenance is a critical aspect of ensuring the safety of occupants and compliance with legal requirements. Here, we ll be able to give you an in-depth understanding of fire alarm maintenance legal requirements. Whether you re a building owner, a responsible person or someone in charge of fire safety within your organization, it s essential to understand the legal obligations, regulations, and codes that govern fire alarm maintenance. In this blog, we explore the critical aspects of fire alarm maintenance in the context of legal compliance. Introduction to Fire Alarm Maintenance Legal Requirements Fire alarm systems are your first line of defense in a fire emergency. Ensuring their proper function is vital for occupants safety and is legally mandated through your Fire Risk Assessment. Legal Framework: Fire Safety Regulations and Codes The Regulatory Reform (Fire Safety) Order 2005 is a crucial piece of legislation that outlines the requirements for fire safety in non-domestic premises in England and Wales. It places the responsibility for fire safety on the responsible person and requires a comprehensive fire risk assessment, including fire detection and alarm systems maintenance. Relevant NFPA standards 1, 3, 4, 13, 20, 86, 91, 96, 97, 99, 101, 105, and 110 to confirm compliance. Summary of Legal Requirements As of 2006, it is required by law that any non-domestic premises take out a regular fire risk assessment. If your business has five or more people, you must also keep a written record of your assessments. A competent professional should also install Your fire alarm systems (Ideally BAFE registered). Furthermore, according to NFPA 1, 3, 4, 13, 20, 86, 91, 96, 97, 99, 101, 105, and 110, commercial fire alarm systems should be inspected at least every six months. Quarterly inspections are recommended for larger premises where more complex systems may be utilized. Additionally, businesses must appoint a fire safety marshal, carry out regular fire risk assessments, ensure that staff understand all fire safety procedures, and conduct regular fire drills. It is worth noting that building owners and occupiers bear equal responsibility for fire alarm maintenance. They are legally obligated to ensure fire alarm systems are installed, tested and maintained correctly. Understanding the Importance of Compliance with Fire Alarm Maintenance Compliance with fire alarm maintenance legal requirements is not merely a matter of fulfilling obligations; it s about safeguarding lives and property. Noncompliance can have dire consequences, including the loss of life and severe legal repercussions. Deliverables All maintenance records will be given to the COR quarterly unless otherwise stated in the contract Sensors, smoke detectors, duct detectors device maintenance documents will be sent to the COR quarterly Audible device maintenance documents will be sent to the COR Annually Battery backup maintenance documents will be sent to the COR Annually Control panel maintenance documents will be sent to the COR Quarterly Fire drill walkthroughs documents will be sent to the COR Annually Exact counts on building devices at Loch Raven will be documented and given to COR within 90 days of award CLIN 001 Sensors, Smoke detectors, Duct detectors device Preventative Maintenance CLIN 002 Audible Device Preventative Maintenance & Testing CLIN 003 Battery Backup Preventative Maintenance and Replacement CLIN 004 Control Panel Preventative Maintenance CLIN 005 General Repair Action Found During Preventative Maintenance CLIN 006 Emergency Repairs Trouble Shooting CLIN 007 Minor software upgrades to outdated systems CLIN 008 Annual Software Licenses CLIN 009 Fire Drill Walkthroughs CLIN 010 Fire Alarm Response Training CLIN 011 Automation Building Monitoring Integration (Dial out) CLIN 012 Sprinkler Head cleaning and Preventative Maintenance CLIN 013 Repair and or Reprogram Panel HAZARDOUS MATERIAL REPORTING: The Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the project duration. Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative. In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761. Smoking Policy: Smoking is not permitted within the VAMC facilities. Smoking is prohibited on the campus ground or military base. Contractors found smoking in/on campus, in their vehicles will be removed from campus and contractors supervision notified. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Changes. Only those services specified herein are authorized. Services that are not included in the contract shall NOT be provided unless authorized via a modification issued by the Contracting Officer. Badges and Parking: Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the grounds or one of its clinics. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Follow all state, local and federal parking guidelines. Parking information is available from the VAMC Security Office. The Government shall not validate or reimburse for parking violations under any circumstance. Contractors will find the nearest location to the campus and where parking is available. Contractors may not park in non-designated areas. Contractors may temporarily park vehicles closer to buildings for drop off purposes that do not exceed 30 minutes per day. At the Loch Raven Campus, contractors will park along the designated contractors parking area. National Holidays: Listed below are the eleven national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Also included would be any day specifically declared by the President of the United States of America as a National holiday. Point of Contact and COR: All questions, clarifications, or ambiguities must be in writing to: Robert Dye 3900 Loch Raven Blvd Baltimore, MD 21218 (410) 605-7000 x57532 Robert.Dye85@va.gov Louis Hopson 3900 Loch Raven Blvd Baltimore, MD 21218 (410) 605-7000 x55889 (443) 986-2593 Louis.hopson@va.gov