Fire Alarm Systems Inspection and Testing

Bids are being requested to provide the School Board with qualified Contractor(s) to perform all operations in connection with the inspection and testing of Fire Alarm Systems. The intent is to assure that the Life Safety/Fire Detection and other related systems servicing the School Board’s facilities are properly inspected and tested in compliance with the Florida Fire Prevention Code, NFPA 72, NFPA 70, and SREF codes. The awarded Respondent shall use BuildingReports.com or equal, the web-based reporting system, for creating, updating, and maintaining all inspections, testing, and service work performed. 1.05 SERVICING PERSONNEL QUALIFICATIONSThe awarded Respondent’s key personnel must have a minimum of five (5) years of experience inspecting and testing fire alarm systems for educational facilities within the State of Florida. The awarded Respondent(s) shall have employees that meet the following requirements for the term(s) of this contract:A. Minimum (1) employee with NICET level 4 (Senior Engineering Technicians) on staff. B. Two (2) employees with NICET level 2 (Associate Engineering Technicians) or higher on staff.C. All service and inspection personnel shall be in compliance with Florida Statutes 489 and certified as Fire Alarm System Agents or NICET level 1 or higher. Service and Inspection Team personnel shall be formally trained on Fire Alarm System Inspection procedures by a nationally recognized training provider. D. Minimum of (1) employee on the service and inspection team with certification of training in working on the specific brand and/or manufacture of each type of fire alarm systems currently existing in School District facilities on staff.E. Respondent must provide the following information in its submittal for each employee assigned to perform services under this contract. Failure of the Respondent to provide proof of Licensing / Certification with the RFP Response shall result in disqualification of the Respondent.1. Photograph of the employee2. Name of the employee3. NICET certificate number and grade4. Copy of FASA identification card or certificates5. Copy of certificate of training to work on specific manufacturer’s fire alarm system.6. Alarm Company’s Name, address and phone number7. Contractor License holder’s signature8. Employee’s signatureF. Provide proof of Continuing Education requirements upon request of the School Board.G. Fire Alarm Service Agent (FASA) Card must be available at all times with each employee performing work under this contract. If the Respondent’s personnel status changes after the award of this solicitation, the awarded Respondent is required to notify the School Board and provide the required information for replacement staff as listed above. If the awarded Respondent is unable to maintain the required staff, the School Board may terminate the award for failure to continue to meet the minimum requirements of the Bid.1.06 FIRE ALARM SYSTEM “LOGBOOKS” Documentation - The awarded Respondent(s) shall update each “Fire Alarm System Logbook” when the system is inspected and tested. This logbook shall contain, at a minimum, the following documentation to record all work performed on the fire alarm system: A. Date and Time of inspection/test etc.,B. Name and address of protected property,C. Service entity’s name, address and phone number,D. Names of Inspectors,E. Description and location of equipment in the building where inspection was performed,F. Type of inspection performed on the system,G. System operating instructions,H. NFPA 72 Inspection & Testing Forms.These records are kept on site and placed in the fire alarm system logbook, per FFPC 6th Edition, NFPA 72 Section 7.7 and 14.6.2.1.07 INSPECTIONS AND REPORTING The awarded Respondent(s) shall perform all visual inspections of the system and connected devices in accordance with the most recent edition of the Florida Fire Prevention Code, including, but not limited to, applicable NFPA 72, and shall be completed quarterly, semi-annually, and/or annually as required by testing frequencies established by Code for the appropriate system and/or device. The awarded Respondent(s) shall ensure visually that there are no adverse changes that may affect the system performance.A. The awarded Respondent shall employ a bar-coded system to meet the requirements of School Board’s required, fire alarm inspection documentation system: www.BuildingReports.com or equal.B. Web-based Reporting System The awarded Respondent shall provide the School Board with access to the www.BuildingReports.com or equal web-based reporting system for creating, updating and maintaining all inspections, testing, and service work performed as part of this specification. Any initial set up of the BuildingReports.com or equal reporting system shall be the responsibility of the Respondent(s) and included in the proposed price.C. Inspection Portal and Online Access The awarded Respondent(s) shall provide the School Board with a secure hosted Inspection Portal for review of reports and other data used in the BuildingReports.com or equal reporting system. The Inspection Portal must be capable of providing color coded status flags (or other approved status indicator) for immediate notification of inspection results.1. Green flag for passed inspections. 2. Yellow flag for inspections with notes and/or recommendations 3. Red flag for inspections with failures or other discrepancies D. Inspection Reports/Data 1. Reports will be supplied in each of the following formats: a. Online - Viewable over the Internet in a web page. b. Download - Ability to download. c. Email - Microsoft Word Document attached to an email. 2. Report Format – The inspection report is to include the following sections (or tabs, if hard copy) at a minimum:Information required by NFPA 72 Fire Alarm and Signaling Code Inspection and Testing Forma. Inspection Log – A listing of every device installed in a building by location, services performed and the time and date of service.b. Discrepancy Report – A listing of any devices that did not pass the inspection. The report should include a description for each device or item. c. Proposed Solutions Report - Solutions for any discrepancies found in the report. This report should include the services to be performed in order to correct any discrepancies found during the inspection.d. Device Inventory Report - An inventory listing of the quantity of devices by manufacturer, model number, and installation date. The inventory report should also group by installation date to allow for consideration of replacement of older devices, if necessary or required elsewhere in this specification. A final count of unique devices shall be provided in summary per site.e. Notifications – A list of School District personnel notified prior to and after completing inspections and testing. Notification shall include the name of the school district employee(s) notified, method of notification, and time and date of notification. 3. The awarded Respondent will be required to provide a service ticket and acquire a signature from an employee of the School District site each day the Inspection Team is present on the site to conduct inspection and testing. The service ticket shall include the following information: a. The site name and address, b. The date and times of the tests and inspection, c. A description of the work completed, and buildings accessed, d. The names of the vendor and each member of the testing and inspection team on campus, e. A list verifying that ALL fire alarm panels are left in proper operation mode with NO trouble signals showing or if a trouble signal is showing on a panel, that the School Board Designated Representative was notified of the panel trouble signal, f. A list of District personnel notified of the inspection schedule as required herein and date(s) and method(s) of said notification(s). 4. The Awarded Respondent will be required to take a picture of the fire alarm control panel before the inspection is started and after the inspection is concluded and the panel is returned to normal operation mode. The pictures should be time and date stamped and be provided to the School District with the Service Ticket. The intent of the before and after pictures is to show that there were no trouble signals on the panel. 5. Delivery of Inspection Reports - Reports shall be completed by the vendor and submitted online for access and review by the School Board within 48 hours of completion of inspection. Printed reports with a copy of the appropriate invoice(s) shall be delivered by the awarded Respondent to the School Board’s Designated Representative within thirty (30) days after completion of each inspection. Each site must be invoiced separately and must include the purchase order number typed on the invoice. Handwritten copies of invoices will not be accepted.E. Fire Alarm System Tags1. A MAXIMUM of two (2) tags will be permitted on the FACP (Fire Alarm Control Panel).2. Previous like tags must be removed by the awarded Respondent before a new tag may be installed.3. The first tag permitted shall be the Vendor’s “fire alarm system inspection tag”, with the completed “month” and “year” punched out. Inked out month, day, and year tags are not acceptable.4. The second tag permitted on the front of the FACP panel door will be the most recent non-inspection related fire alarm service tag.5. No other tags are permitted on the FACP.6. “Wall papering” of tags is not permitted.7. All other type inspection tags, repair tags, service tags, etc. and recording of service to any portion of the fire alarm system must be recorded in the building’s fire alarm record service logbook. A log sheet is present at all FACP locations.8. The Fire Alarm service tag must be affixed to the Fire Alarm Control Panel(s) each time a system is inspected, tested, service, repaired, installed, etc.9. Where a building contains multiple panels, each panel will be appropriately tagged and maintained current in accordance with Code.F. Backup/Archive Services 1. Awarded Respondent(s) shall provide secure online access to data and reports for a period of at least five years. All data and reports shall be available for access 24 hours a day, 365 days a year for a minimum of 5 years using only a standard internet browser.2. After the initial 5-year period, a data archive shall be available for a minimum of 2 years. After this period, data shall be made available on a CD/DVD or other suitable media for archival purposes and delivered to the School Board upon request. 3. Data for the system shall be backed up daily onto other hard drive media. Tape back¬up systems are not permitted for data back-ups. G. The awarded Respondent(s) shall not place any advertisement or contact information on any School District of Osceola County properties other than that which is incorporated on the state-required Fire Alarm Service Tag.1.08 INSPECTIONS AND TESTING SCHEDULINGA. The awarded Respondent(s) will be provided with the location of all sites awarded and contact information for the School Board Designated Representative for work required herein and for the School Principal or Site Administrator for each school/facility included in this Bid. The contact information for the School Board Designated Representative will include email addresses and phone numbers for use during regular work hours and phone numbers for contact required after regular work hours. B. The awarded Respondent(s) will be provided a copy of the School District’s Assessment Calendar with all testing dates listed for various school levels/types. The advanced scheduling of the fire alarm system testing, and inspections is critical. The awarded Respondent(s) will be required to give consideration to the School District’s Assessment Calendar in setting dates for testing and Inspections. Student testing will most likely be scheduled for each and every day of the school year at one or multiple locations. Be advised that due to some student testing requirements, the awarded Respondent(s) personnel will be prevented from entering either certain rooms or buildings on campus or they may be prevented from entering the entire campus on certain days. C. The awarded Respondent(s) will provide an estimated schedule for testing and inspections for all sites/facilities within 10 days after authorization to proceed with work required from the School District. The schedule shall include the date(s) and start time(s) for each site and an estimate of the amount of time and/or days that will be required to complete required inspections for each facility/site. Any changes made to this schedule that will result in any sites’ test and inspection process being changed by more than 14 calendar days shall be submitted to the School Board Designated Representative for approval. D. The schedule for all Fire Alarm System tests and inspections must be confirmed in advance with the School Board Designated Representative and the School Principal or Site Administrator at least fourteen (14) calendar days prior to the test and inspection date. Requests for schedule modifications will be made in writing to the Awarded Respondent(s). E. The awarded Respondent(s) will be responsible for notifying all authorities and entities that have response capabilities prior to testing. Any fines associated with false alarms or a response arising from lack of coordination by the Awarded Respondent will be the responsibility of the Awarded Respondent. F. The School District has a bid in place with an outside contracting company to monitor activity for each fire alarm system. The awarded Respondent(s) will be responsible to notify this monitoring company prior to testing. The notification to the monitoring company shall include a timeline needed to complete the inspection and the name of the inspection technician and the inspection company.G. All horn tests (sounding of horns) must be conducted after 4:30 PM and prior to 9:30 PM to prevent interruption to the educational process. Personnel at each site must receive advance notice of all Fire Alarm System horn tests prior to sounding the alarm. H. All awarded Respondents’ personnel will be required to check in at the School or Facility administration office each day prior to beginning tests and inspections and will be required to receive a visitors badge to be worn at all times while on the school/facility campus. 1.09 TESTING PROCEDURES A. Fire Alarm System Inspection and Testing shall be in accordance with the Florida Fire Prevention Code and NFPA 72, and shall be completed quarterly, semi-annually, and/or annually as required by testing frequencies established by Code for the appropriate system and/or device. B. The awarded Respondent shall provide a dedicated Inspection Team(s) to perform all tests and Inspections. The awarded bidder(s) shall provide personnel, certified at NICET Level II or IV, to directly supervise each Inspection Team and must either be on-site with the inspection team or within direct phone contact throughout the duration of the inspection in the event consultation or notifications are required. C. The awarded Respondent’s Inspection Team(s) shall be comprised of a minimum of two (2) Inspection Technicians, each. Each and every Inspection Team member shall have training and certification at the FASA or NICET I level or higher. Inspection Team personnel shall be formally trained on Fire Alarm System Inspection procedures by a nationally recognized training provider. At least one (1) member of the on-site inspection team shall have been trained to work on the specific type/manufacture panel and fire alarm system installed on site. A copy of the certification of the panel manufacturer’s training and the FASA/NICET certification or ID cards shall be provided to the School Board Designated Representative at least 24 hours prior to beginning the inspection. D. Awarded Respondent(s) shall furnish all labor, materials, tools, and test equipment including all ladders and lifts needed to complete the work specified herein. No deviation from stated work is permitted without owner authorization in writing, in advance.E. Awarded Respondent(s) shall ensure that all School Board materials, equipment, property, and fire alarm devices, and/or components located on site remain on site unless said devices or components are removed for additional testing as required by Code. This includes, but is not limited to, all panel access keys. Any devices or components removed for additional testing as required by Code shall be noted in the inspection report. F. The inspection team shall take precautions to not disrupt the educational process while accessing classrooms to complete the required inspections. The inspection team will take actions necessary to allow utilities to continue to function during the testing and inspection process, including the air conditioning system and gas utilities for the kitchen, etc. The School Board Designated Representative, Principal, and/or site administrator may remove the inspection team from the school campus or site if they deem that inspection team to be a nuisance or force disruptive to the educational process. G. Before proceeding with testing, all persons and entities/facilities that will receive an alarm, supervisory, or trouble signal as a result of a test shall be notified by the awarded Respondent to prevent unnecessary response. All building occupants shall also be notified. At the conclusion of testing those previously notified shall be further notified that testing has been concluded. Any fines associated with false alarms arising from lack of coordination of the Awarded Respondent shall be the responsibility of the Awarded Respondent.H. The Awarded Respondent shall make a notification to the School Board Designated Representative PRIOR to proceeding with any and all Inspection and Testing work if the Fire Alarm panel(s) is in Trouble mode when the inspection team arrives on site,I. When the fire alarm system is restored to normal system operation at the end of the Inspection and Testing process each day, the panel(s) shall be checked to make sure that NO Trouble signals are showing. If the panel(s) show a trouble signal, the Awarded Respondent shall notify the School Board Designated Representative PRIOR to leaving the premises. The condition of the panel showing Trouble or NO Trouble signal shall be noted on the service ticket created for the Inspection and Testing conducted at the site. J. The Awarded Respondent will be required to provide a service ticket and acquire a signature from an employee of the School District site each day the Inspection Team is present on the site to conduct inspection and testing. The service ticket shall include the following information: 1. The site name and address, 2. the date and times of the tests and inspection, 3. a description of the work completed, and buildings accessed, 4. the names of the vendor and each member of the testing and inspection team on campus, 5. a list verifying that ALL fire alarm panels are left in proper operation mode with NO trouble signals showing or if a trouble signal is showing on a panel, that the School Board Designated Representative was notified of the panel trouble signal, 6. a list of District personnel notified of the inspection schedule as required herein and date(s) and method(s) of said notification(s). K. The Awarded Respondent will be required to take a picture of the fire alarm control panel before the inspection is started and after the inspection is concluded and the panel is returned to normal operation mode. The pictures should be time and date stamped and be provided to the School District with the Service Ticket. The intent of the before and after pictures is to show that there were no trouble signals on the panel. 1.10 EQUIPMENT / DEVICE TESTING All testing and inspection of fire alarm system equipment and devices shall be conducted in accordance with applicable code.A. Special Conditions1. Duct Detectors shall be cleaned on an annual basis.2. Smoke Detector shall be tested in accordance with applicable code.3. Water flow devices for “wet pipe systems”: Functional Inspection and Testing of water flow and pressure switches will include static testing only. No water will flow through the system.4. Horn Tests: Sounding of horns must be conducted after 4:30 PM and prior to 9:30 PM. Personnel at each site must be noticed in advance of all horn and audio tests. All tests must be scheduled in advance with the School Principal or Site Administrator. See Section 1.08 Inspections and Testing Scheduling.5. Any device found to be defective or in need of an upgrade due to age shall be reported to the School Board Designated Representative, in writing, within 48 hours of the completion of the Inspection and Test process for the site.1.11 TESTING FREQUENCY Testing shall be performed in accordance with the schedules in NFPA 72 The awarded Respondent(s) shall test the system, sub-systems, and connected devices quarterly, semi-annually, and/or annually as required by testing frequencies in accordance with The Florida Fire Prevention Code and NFPA 72 and adhere to School Board supplied schedules.