Routine Fire Safety Systems inspection and testing. (Detectors and Dampers)

Damper & Detector Inspect Test Service FY26

General Information: This is a non-personal services contract to provide fire life safety inspection and testing for VA SORCC [Southern Oregon Rehabilitation Center and Clinics].  The Government shall not exercise any supervision or control over the contract service providers performing the services herein.  Such contract service providers shall be accountable solely to the Contractor, who in return is responsible to the Government.

BACKGROUND: VA SORCC is required to conduct routine Fire Safety Systems inspection and testing.  This inspection is critical to maintaining a safe environment for patients, visitors, and staff members. VA SORCC requires to inspect and test life/safety support devices per various NFPA and need to be accessed periodically by safety personnel for inspections, maintenance and internal inventory purposes.  However, VA SORCC does not have the manpower, equipment or certifications to conduct this task.  This contract fulfills a one-time inspection requirement. 

1. 1. General Requirements

1. 1. 1. VA Southern Oregon Rehabilitation Center and Clinics located at 8495 Crater Lake Highway. White City, OR 97503

1. 1. 1. The Contractor shall meet all Veteran’s Health Administration (VHA) follow Infection Control Risk Assessment (ICRA) requirements prior to conducting inspection and testing activities.  See attachment 3.

1. 1. 1. The contractor shall perform all inspection and testing of detectors and dampers. Inspections shall be in accordance with the current edition of applicable NFPA and the manufacturer’s recommendations. The work shall be performed in a manner that will ensure serviceability and prevent deterioration in value or effectiveness. The contractor shall have only competent and qualified personnel perform the work.

1. 1. 1. Scope of work includes completing required damper & detector inspections and testing within all identified locations listed on Dampers and Detectors List FY25 [12.5.2025].  See attachment 4.  Veterans’ Affairs (VA) will provide drawings of these facilities of their current inventory. Information, including drawings and other documentation, provided to the Contractor, shall be used for reference only. The Contractor shall field check everything and shall not use any drawings provided for plan or elevation views.

Construction Security Requirements:

1. The General Contractor is responsible for assuring that all sub-contractors working on the project and their employees also comply with these regulations.
2. All contractors need to check in with VA Police and Facility Management Service (FMS) prior to conducting any work.
3. For working outside the “regular hours” as defined in the contract, the General Contractor shall give 3 days' notice to the Contracting Officer so that escort arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section.
4. No photography of VA premises is allowed without written permission of the Contracting Officer.
5. VA reserves the right to close or shut down the project site and order General Contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

1. 1. 1. Existing Fire Suppression and Detection Systems: Do not impair automatic suppression, smoke and heat detection, and fire alarm systems without first coordinating with FMS and Facility Safety.

1. 1. 1. Smoking: Smoking is prohibited on VA Property.

1. 1. Inspection and Testing

1. 1. 1. Fire Detection: Contractor shall perform inspections and testing to ensure Fire Alarm Systems and equipment are in continual compliance with all applicable NFPAs, and the equipment manufactures specifications. Inspections shall ensure fire alarm installations are in accordance with applicable NFPA Codes, and other required fire alarm installation standards. Contractor shall:

• • • • Visually inspect fire alarm systems to assure systems are installed in accordance with applicable NFPA Codes and manufacture system design criteria.
      • Visually inspect fire alarm systems to assure that obvious damages or changes that might affect the system operability are visually identified.
      • Tests fire alarm and signaling systems to ensure system operational reliability.
      • Perform inspections and testing services in compliance with the latest Joint Commission/NFPA Standards. The inspection/testing frequency will be performed in accordance with the most current Joint Commission concurrence on EC & LS Standards.
      • Perform preventative maintenance inspections of the fire alarm systems and components.
      • Make sure to document all test results to include any discrepancies. Any critical discrepancies will be immediately brought to FMS.
      • Verify AHU Shutdown with testing of duct detectors.
      • Test results in NFPA (VHA/Joint Commission) compliant format.
      • Test all audio/visual devices. 
      • Provide all necessary labor, material and equipment to perform inspect and test of the listed on “Dampers and Detectors List FY25 [12.5.2025]”.  See attachment 4. 
      • Maintain and provide a list of all system devices to the facility with testing status

1. 1. 1. Notification - Before proceeding with any testing, all persons and facilities receiving alarm (monitoring company), supervisory, or trouble signals and all building occupants shall be notified of the testing to prevent unnecessary response. Coordinate notifications with VA Police and FMS safety personnel.

• • • • At the conclusion of testing, those previously notified (and others, as necessary) shall be notified that testing has been concluded.
      • The VA representative and service personnel shall coordinate system testing to prevent interruption of critical building systems or equipment.

1. 1. 1. Contractor shall provide Performance Verification to ensure operational integrity. The Contractor shall provide a detailed inspection, testing and maintenance program within 30 days after award. The program shall be written to clearly establish the scope of the testing for the fire suppression, extinguishers, alarm and signaling systems. The program and results shall be documented with the testing records.

• • • • Inspection, testing and maintenance programs shall satisfy the requirements of NFPA standards and conform to the equipment manufacturer’s published instructions.
      • Inspection, testing and maintenance programs shall verify and ensure correct operation of the system.
      • Testing shall include verification that the releasing circuits and components energized or actuated by the fire alarm system are electrically monitored for integrity and operate as intended on alarm.

1. 1. 1. Contractor shall notify VA safety and a COR immediately if any devices are impaired corrective actions to resolve discovered impairment and deficiencies. The following requirements shall be applicable when a system is impaired.  If repairs are needed, contractor will provide separate repair quote(s) per building/device. No repairs will be authorized without approval by contracting officer.

1. 1. Contractor Qualifications

1. 1. 1. All work shall be performed by a factory trained Qualified Person as follows:

• • • • Inspection, Testing, and Service Personnel. (SIG-TMS) - Personnel, either individually or through their affiliation with an organization that is registered, licensed or certified

 by a state or local authority, shall be recognized as qualified and experienced in the inspection, testing, and maintenance of systems addressed within the scope of applicable NFPA. 

• • • • Inspection Personnel. Inspections shall be performed by personnel who have developed competence through training and experience acceptable to the authority having jurisdiction.
      • Testing Personnel. Testing personnel shall have knowledge and experience of the testing requirements for fire alarm and signaling equipment of this Code acceptable to the authority having jurisdiction.
      • Service Personnel. Service personnel shall be qualified in the maintenance and servicing of systems addressed within the scope of this Code. Qualified personnel shall include, but not be limited to, one or more of the following:
        1. Personnel who are factory trained and certified for the specific type and brand of system being serviced.
        2. Personnel who are certified by a nationally recognized certification organization acceptable to the authority having jurisdiction.
        3. Personnel, either individually or through their affiliation with an organization that is registered, licensed, or certified by a state or local authority to perform service on systems addressed within the scope of this Code.
        4. Personnel who are employed and qualified by an organization listed by a nationally recognized testing laboratory for the servicing of systems within the scope of this Code.

1. 1. 1. The Government reserves the right to reject any personnel found unqualified in the performance of work for which they are employed.

1. 1. Hours of Operation:

The Contractor shall accomplish the tasks within the normal hours of operation. Work shall be planned to minimize interference with the functions of the hospital. The period of performance shall be 300 calendar days upon a notice to proceed.  Normal

hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. excluding the following Federal Holidays.

New Year’s Day                                                       Labor Day

Dr Martin Luther King Jr.’s Birthday                     Columbus Day

President’s Day                                                        Veteran’s Day

Memorial Day                                                           Thanksgiving Day

Juneteenth                                                                Christmas Day

Independence Day                                     

5.0  Security Requirements: The Contractor employees shall not have access to Veteran Affairs sensitive or computer information and will not require routine access to Veteran Affairs Facilities. The Contractor employees shall require intermittent access only and will be escorted by Veteran Affairs employees while at Veteran Affairs Facilities. No background investigation is required.