RFP# 481608/EK
Agreement #506Rider 101 – Specifications and Scope of Work ANNUAL INSPECTION, MAINTENANCE, AND SERVICING OF PORTABLE FIRE EXTINGUISHERS AND OCCUPANT-USE HOSE STATIONS SPECIFICATIONS
I.
Introduction
The University of Texas M. D. Anderson Cancer Center in Houston, Texas, celebrating six decades of Making Cancer History™, is one of the world’s most respected institutions devoted exclusively to cancer patient care, research, education and prevention. Created by the Texas Legislature in 1941 as a component of The University of Texas System, M. D. Anderson continues to rank among the nation’s top cancer hospitals in U. S. News and World Reports America’s Best Hospitals survey since its inception 15 years ago. II.
Scope
The vendor is to provide the University of Texas M. D. Anderson Cancer Center a proposal for providing the scope of work described herein. This scope of work is to include all associated costs for labor, tools, travel, lodging, equipment, parts, components, materials and any other items necessary to inspect, maintain and repair the portable fire extinguishers and occupant-use hose stations at the locations specified herein (Attachment A). The fire extinguishers and fire hose stations in the locations listed in (Attachment A) shall be inspected and maintain in accordance with the manufacturers’ established operating standards, applicable code requirements, and project specifications. III. Project Specifications 1. In addition to the general scope of work specifications, each section listed below outlines specific requirements for these sections: a. b. c. d. e. f.
Monthly inspection of portable fire extinguishers Monthly inspection of occupant-use hose stations Annual maintenance of portable fire extinguishers Annual maintenance and re-racking of occupant-use hose stations Recharging of fire extinguishers Hydrostatic testing, six-year maintenance and recharging of portable fire extinguishers g. Hydrostatic testing of occupant-use hose stations h. Annual inspections of fire extinguishers and fire hose stations for Bastrop and Smithville facilities.
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2. The selected vendor must provide a formal written letter that acknowledges that each employee involved with the performance of contract has read and understands all the requirements. 3. Requests for clarification, or additional information concerning project scope or specifications shall be directed to the M. D. Anderson Project Manager using the attached Vendor’s Request For Additional Project Information form. 4. The vendor must ensure all Service Technicians inspecting, servicing and maintaining equipment listed in the scope of work at M. D. Anderson, be in possession of the required licensing by The Texas Department of License to perform these services. 5. Each month the vendor will be given a list of all fire extinguishers and fire hose stations that require monthly inspecting by the Project Manager or designate. The list will be divided by building and location within the building. Upon completion of the monthly inspections, the vendor will be responsible for recording all changes made in the field, and return the completed list to the to the Project Manager within 5 business days-. In addition, the vendor must provide the Project Manager with a monthly Discrepancy Report, listing any fire extinguishers or fire hose stations that could not be inspected during the month, or fire extinguishers that need to be remounted. The Discrepancy Report must be generated using Microsoft Word, and submitted via e-mail to the Project Manager. 6. Upon completion of all inspections, and service work, the vendor’s service technician shall provide to the Project Manager a completed service ticket, which includes the following information: a. Purchase order number b. Number of hours billed for each service technician c. Number of fire extinguishers inspected d. Number of fire hose stations inspected 7. Any parts used during the inspections that are not included in the inspection fee or covered by warranty. 8. The vendor must complete the NFPA mandated annual maintenance inspections of both the portable fire extinguishers and occupant-use hose stations within (12) months of the previous annual inspections. 9. In addition to the manufacturer’s specifications, the vendor’s service technician is to inspect extinguishers in order to meet the requirements of the following codes: NFPA 10 – Standard for Portable Fire Extinguishers Systems NFPA 1962 – Standard for the Inspection, Care, and Use of Fire Hose, Couplings, Nozzles and the Service Testing of Fire Hose 10. The vendor shall not perform any work outside of the scope of this scope of work document without prior approval by M. D. Anderson’s Project Manager.
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IV. Monthly Inspection of Portable Fire Extinguishers: 1.
Each individual fire extinguisher must be inspected each month by the vendor. The inspection shall include at a minimum the following criteria: Location, the Fire extinguisher in its designated place No obstruction to access or visibility Operating instructions on nameplate are legible and facing outward Safety seals and tamper indicators are not broken or missing Fullness determined by weighing or “hefting” Examination for obvious physical damage, corrosion, leakage, or clogged nozzle Pressure gauge reading or indicator in the operable range or position Condition of tires, wheels, carriage, hose, and nozzle checked (for wheeled units only) HMIS label in place
2.
When a deficiency, related to the predetermined criteria is identified during the inspection of a portable fire extinguisher, the vendor must immediately replace the fire extinguisher with the same type and size from the M. D. Anderson’s stock. The vendor will be paid the fee agreed to in the Pricing Schedule for this service.
3.
The vendor must maintain monthly inspection tags on all fire extinguishers that are in service. The inspection tag must have legibly notated the month and year of the inspection and must be initialed by the inspecting technician. The vendor shall include as part of its monthly inspection fee, the cost of replacing each tag annually.
V.
Monthly Inspection of Occupant-Use Hose Stations: 1. Each individual occupant-use hose station must be inspected each month by the vendor. The inspection procedures shall include at least the following criteria: Access is not obstructed The hose is in its proper position The hose and nozzle have not been vandalized There is no evidence of mildew or rotting Proper signage is installed on the cabinet door 2.
When a deficiency, related to the predetermined criteria, is identified during the inspection of an occupant-use hose station, the vendor must immediate replace the fire hose from the owner’s stock. The vendor will be paid the fee agreed to in the Pricing Schedule for such services.
3.
The Vendor must maintain monthly inspection tags on all occupant-use hose stations that are in service. The inspection tag must have legibly notated the month, the year of the inspection and be initialed by the inspecting technician. The vendor shall include as part of its monthly inspection fee the cost of replacing each tag annually. 3
VI.
Annual Maintenance of Portable Fire Extinguishers: 1. Each fire extinguisher shall be subject to an annual maintenance that includes a thorough examination of the basic elements of a fire extinguisher including the following criteria: a. All necessary mechanical parts of fire extinguishers b. Extinguishing agent of both cartridge and cylinder-operated dry chemical, storedpressure, loaded stream, and pump tank fire extinguishers c. Expelling means of all extinguishers d. Weigh all carbon dioxide and halogenated fire extinguishers as required by the manufacturer 2. As part of the annual maintenance and where applicable, the vendor shall perform conductivity testing on carbon dioxide fire extinguishers hoses. Hose assemblies found to be nonconductive shall be replaced with a new assembly or one from owner’s stock, if available. The vendor shall record applicable information on a metallic label (or other durable material) affixed to the carbon dioxide fire extinguisher when a hose assembly passes conductivity testing. The label shall include the following information: 3. Month and year the test was performed indicated by a hole-punch. 4. Name or initials of person performing the test and the name of the vendor performing the test. 5. The vendor will be paid the fee agreed to in the Pricing Schedule for this service. 6. At the time of the annual maintenance, the vendor shall remove the tamper seal on all rechargeable fire extinguishers by operating the pull pin or locking device. After the applicable maintenance procedures are completed, the vendor shall install a new tamper seal. 7. Each fire extinguisher shall have a tag or label securely attached that indicates the month, and the year the maintenance was performed. The tag must identify the vendor’s service technician’s name, license number, and the company name. 8. The vendor must complete an Annual Report for all fire extinguishers prior to submitting a service ticket. All reports must be typed or legibly printed . 9. During the maintenance and inspection of fire extinguishers, any extinguisher that is identified as having a deficiency other than fire extinguishers requiring testing, the vendor shall immediately replace the fire extinguisher with the same type and size from the MDACC’s stock. The vendor will be paid the fee agreed to in the Pricing Schedule for this service.
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VII.
Annual Maintenance Inspection of Occupant-Use Hose Stations:
1.
The vendor shall un-rack and re-rack each hose annually that is not subject to service-testing for the year. The hose must be physically inspected to include the following criteria: Access is not obstructed The hose is in it’s proper position The hose and nozzle have not been vandalized There is no evidence of mildew or rotting Proper signage is installed on the cabinet door
2.
The vendor shall clean out occupant-use hose station cabinets of all accumulated debris. Each cabinet must be wiped out.
3.
Each occupant-use hose station shall have a tag or label securely attached that indicates the month and the year maintenance was performed. The tag must identify the vendor’s service technician name, license number, and the company name.
4.
The vendor must complete the Annual Report for all occupant-use hose stations prior to submitting a service ticket. All reports must be typed or printed legibly.
VIII. Recharging of Fire Extinguishers: 1. All fire extinguisher that are within two years of their required six year maintenance date or hydrostatic date shall be tested at time of service. 2. The cost of the pressurizing gas used to pressurize stored-pressure fire extinguishers shall be included in the Pricing Schedule. 3. Each fire extinguisher that needs recharging must have a “Verification of Service” collar located around the neck of the container. The collar shall contain a single circular piece of uninterrupted material forming a hole of a size that will not permit the collar assembly to move over the neck of the container unless the valve is completely removed. The collar shall not interfere with the operation of the fire extinguisher. The “Verification of Service” collar shall include the month and year the service was performed, indicated by a perforation, such as is done by a hand punch. 4. Each fire extinguisher shall have a maintenance tag or label securely attached that indicates the month and year recharging was performed. The tag must identify the Service Technician’s name, license number, and the company name 5. When recharging any fire extinguisher, the recommendations of the manufacturer shall be followed. 6. After recharging a fire extinguisher, a leak test shall be performed on stored-pressure and self-expelling types of fire extinguishers 5
IX.
Six-Year Maintenance and Hydrostatic Testing of Portable Fire Extinguishers: 1. The vendor will be responsible for exchanging out all fire extinguishers that require either six-year maintenance or hydrostatic testing. The vendor shall replace the fire extinguisher with the same type and size from M. D. Anderson’s stock. The vendor shall include this service as part of their Pricing Schedule for hydrostatic testing and six-year maintenance. 2. Every six years, stored-pressure fire extinguishers that require a 12-year hydrostatic test shall be emptied and subjected to the applicable maintenance procedures. The removal of agent from halon agent fire extinguishers shall only be done using a listed halon closed recovery system. When the applicable maintenance procedures are performed, during periodic recharging or hydrostatic testing, the six year requirement shall begin reset from that date. 3. The cost of the pressurizing gas used to pressurize stored-pressure fire extinguishers shall be included in the Pricing Schedule. 4. All fire extinguishers that require recharging as a result of either six-year maintenance or hydrostatic testing must have a “Verification of Service” collar located around the neck of the container. The collar shall contain a single circular piece of uninterrupted material forming a hole of a size that will not permit the collar assembly to move over the neck of the container unless the valve is completely removed. The collar shall not interfere with the operation of the fire extinguisher. The “Verification of Service” collar shall include the month and year the service was performed, indicated by a perforation, such as is done by a hand punch. 5. Hydrostatic testing shall be performed by persons trained in pressure testing procedures and only conducted by companies that have the proper safeguards, suitable testing equipment, facilities and appropriate service manuals available. 6. Each fire extinguisher shall be subject to hydrostatic testing interval outlined in the NFPA 10 – Standard for Portable Fire Extinguishers 2002 Edition. 7. As part of the hydrostatic testing of carbon dioxide fire extinguishers, vendor shall perform conductivity testing on all carbon dioxide fire extinguishers hoses that require such testing. Hose assemblies found to be nonconductive shall be replaced. Carbon Dioxide hose assemblies that pass a conductivity test shall have the test information recorded on a suitable metallic label or equally durable material affixed to the extinguisher. The label shall include the following information: a. Month and year the test was performed, indicated by hole-punch b. Name or initials of person performing the test and the name of the vendor performing the test. 8. The vendor shall include the service in their Pricing Schedule for hydrostatic testing of carbon dioxide fire extinguishers. 6
9. All hydrostatically tested cylinders and apparatus, except water-type extinguishers, shall be thoroughly dried after testing. The temperature used for drying shall not exceed 150°F (65°C) inside the shell. 10. A permanent record shall be maintained for each cylinder tested. High-Pressure cylinders that pass the hydrostatic test shall be stamped with the retester’s identification number and month and year of the retest per TC/DOT requirements. 11. Fire extinguisher cylinders of the low-pressure type that pass a pressure hydrostatic test shall have the information recorded on a suitable metallic label with a minimum size of 2 in. x 3 ½ in. (5.1 cm x 8.9 cm). The label shall be affixed by a heatless process. These labels shall be of the type that self-destructs when removal from a fire extinguisher cylinder shell is attempted. The following information shall be included on the label: a. Month and year the test was performed, indicated by a perforation, such as is done by hand punch. b. Test pressure used c. Name and initials of the person performing the test, and name of the agency performing the test 12. In addition, the vendor is responsible to remove all expired labels. 13. Each fire extinguisher shall have a maintenance tag or label securely attached that indicates the month and the year the recharging was performed. The tag must identify the vendor’s service technician name, license number, and the vendor’s name 14. The vendor shall extinguishers.
follow
manufacturer’s
recommendations
when
recharging
15. The vendor shall perform a leak test on stored-pressure and self-expelling types of fire extinguishers after recharging. X.
Hydrostatic Testing of Occupant-Use Hose Stations: 1. Occupant-use hose stations shall be removed and service-tested at intervals not exceeding 5 years after the date of manufacture and every 3 years thereafter. 2. Hoses subject to service-testing shall have the following information stenciled on them after each test. a. The name of the company that serviced the unit b. The month and year of the test 3. Each occupant-use hose that is tested and reinstalled shall have a maintenance tag or label securely attached that indicates the month, and year the recharging was performed. The tag must identify the Service Technician name, license number, and the company name
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XI.
Annual Inspections of Fire Extinguishers, Occupant-Use Hose Stations and Fire Suppression Systems for The Bastrop and Smithville Campuses: 1. The vendor will be required to inspect the equipment listed above at both the Bastrop and Smithville Campuses. 2. The vendor will be paid at an hourly rate described herein for a total number of hours not to exceed 15 hours for the annual inspections of fire extinguishers and occupant-use hose stations. 3. The vendor will not be paid any additional fees for the services described above. Any parts used for the above referenced services will be paid for separately.
XII. Inspection/Testing Activities The EH&S representative shall coordinate activities with the vendor (i.e. scheduling the testing of a building’s fire sprinkler system). All testing shall be performed in compliance with applicable NFPA standards and documented accordingly. XIII.
Records Reporting Records/results of inspection, testing and maintenance must be submitted to MDACC EH&S group electronically within 10 business days of completion of testing of each building or agreed upon section of a building. The format of the records shall be prescribed by MDACC and shall utilize an acceptable data format (typically either Microsoft Excel® or Microsoft Access®), at MDACC’s discretion. If MDACC develops a custom software solution, M.D. Anderson will provide a copy of the custom software solution to the awarded vendor but will not provide commercially available copies of the base software (e.g. Access® or Excel®). The awarded vendor will be responsible to purchase and maintain all licensing pertaining to their own use of any said software.
XIV.
Submittal Deadline and Location
1. The owner will receive Responses at the time and location described below: November 24, 2008, 2:30 PM LOCAL TIME The University of Texas M. D. Anderson Cancer Center Supply Chain Services 1020 Holcombe Blvd., Suite 14.1450 Houston, Texas 77030 Attn: Erick Kelley 8
a) Submit five (6) identical copies of the Responses. An original signature must be included on the Execution of Offer document. b) Responses received after the deadline will be returned to the respondent unopened. c) The Owner will not acknowledge or receive responses that are delivered by telephone, facsimile (fax), or electronic mail (e-mail). d) Properly submitted Responses will not be returned to respondents. e) Response materials must be enclosed in a sealed envelope (box or container) addressed to the Point of Contact person; the package must clearly identify the submittal deadline, the RFP number, and the name and return address of the respondent. f) Properly submitted Responses will be opened publicly and the names of the respondents will be read aloud. XV.
Key Milestone Schedule Description
Date
Request for Proposal (RFP) Posted
11/04/2008
RFP Bid Closing
11/24/2008
Evaluation Team Work
12/01 /2008
Short List Bidders Notified (if required) Short List Bidder Presentations Award Notification & Regrets Notifications
12/08/2008
Contract Signatures
12/15/2008
XVI. Invoicing Procedures and Payment 1. M.D. Anderson is exempt from all state of Texas sales and use taxes. 2. Contractor shall submit all invoices to M.D. Anderson’s Accounts Payable department as described below: a) All invoices must clearly reference the assigned Purchase Order. All invoices received that do not reference a Purchase Order will be returned to the vendor b) All invoices must clearly reference property worksite or a reasonably acceptable worksite abbreviation for the work completed. c) All invoices must clearly indicate charges for each property site. Charges will be reviewed by Project Coordinator and approved prior to payment by M.D. Anderson. 9
d) Invoices should be sent by mail or e-mail to one of the following: Accounts Payable- unit 199 P.O. Box 301401 Houston, Texas 77230-1401 or
[email protected] (send one invoice per e-mail and include vendor name in subject line, ie, ABC Supply Invoice 1234) XVII. Point-of-Contact The Owner designates the following person, as its representative and Point-of-Contact for this RFP. Respondents shall restrict all contact with the Owner and direct all questions regarding this RFP, including questions regarding terms and conditions, to the Point-of-Contact person. Erick Kelley, Sourcing Specialist Sourcing & Contract Management Phone: 713-745-8335 Email:
[email protected] XVIII. Selection Criteria The final selection of a vendor to undertake this project will be made by a broad spectrum of stakeholders on the evaluation team based on the following criteria and weighting:
Weight 40% 25% 20% 15%
Selection Description Cost Respondent’s Profile Approach to Project Services & General Requirements Report Example
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XIX.
Respondent General Questionnaire
NOTICE: With few exceptions, individuals are entitled on request to be informed about the information that governmental bodies of the State of Texas collect about such individuals. Under Sections 552.021 and 552.023, Government Code, individuals are entitled to receive and review such information. Under Section 559.004, Government Code, individuals are entitled to have governmental bodies of the State of Texas correct information about such individuals that is incorrect. Proposals must include responses to the questions contained in this Respondent General Questionnaire. Respondent should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Respondent should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Respondent will explain the reason when responding N/A or N/R. 1.
Respondent Profile a)
Legal name of Respondent’s company:
Address of principal place of business:
b)
Address of office that would be providing service under the Agreement:
c)
Number of years in Business: 11
d)
State of incorporation:
e)
Number of Employees:
f)
Annual Revenues Volume:
g)
Name of Parent Corporation, if any ______________________________ NOTE: If Respondent is a subsidiary, M.D. Anderson prefers to enter into a contract or agreement with the Parent Corporation or to receive assurances of performance from the Parent Corporation.
h)
State whether Respondent will provide a copy of its financial statements for the past two (2) years, if requested by M.D. Anderson.
i)
Respondent will provide a financial rating of the Respondent entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Respondent.
j)
Is Respondent currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Respondent will explain the expected impact, both in organizational and directional terms.
k)
Respondent will provide any details of all past or pending litigation or claims filed against Respondent that would affect its performance under the Agreement with M.D. Anderson (if any).
l)
Is Respondent currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Respondent will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.
m)
Respondent will provide a customer reference list of no less than three (3) organizations with which Respondent currently has contracts and/or to which Respondent has previously provided services (within the past five (5) years) of a type and scope similar to those required by M.D. Anderson’s RFP. Respondent will include in its customer reference list the customer’s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Respondent.
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n)
2.
3.
4.
Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Respondent and any employee of M.D. Anderson? If yes, Respondent will explain.
Approach to Project Services a)
Respondent will provide a statement of the Respondent’s service approach and will describe any unique benefits to M.D. Anderson from doing business with Respondent.
b)
Respondent will provide an estimate of the earliest starting date for services following execution of the Agreement.
General Requirements a)
Respondent will provide summary resumes for its proposed key personnel who will be providing services under the Agreement with M.D. Anderson, including their specific experiences with similar service projects, and number of years of employment with Respondent.
b)
Respondent will describe any difficulties it anticipates in performing its duties under the Agreement with M.D. Anderson and how Respondent plans to manage these difficulties. Respondent will describe the assistance it will require from M.D. Anderson.
Report Example a)
Respondents’ Project and Proposal shall include in its Tab 8 an example of a previously developed report, appropriately redacted if necessary, demonstrating its abilities to produce work of the type requested by this RFP.
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