SPECIFICATION

							                            Technical Specification
                                    (Document 3b)

Introduction

This specification is intended to provide tenderers with as much information as possible
regarding the provision of these services in relation to Fire Alarm and Emergency Lighting
servicing and maintenance, in accordance with British Standard requirements.
The Trusts have a great variety of systems and equipment ranging from the complex to the
simple. The Successful Contractor will be expected to be able to effectively report upon,
maintain and service these and advise upon any problems.

1   Specific Standards and Policies applicable to the service

    1.1 Fire Alarms

    British Standard 5839 Part1 2002 in conjunction with HTM 82 and relevant European
    Standards
    Published Document 7974 (sub-system 4) 2003

    1.2 Emergency Lighting

    British Standard 5266 Part 1 1999. In conjunction with other relevant parts of this
    standard and BS EN 1838

    The Trust policy for the Control of Construction and Maintenance Activities. Copies are
    available on request from the Estates Department, Towers Hospital, Gipsy Lane,
    Leicester.

2   Reducing Unwanted Fire Alarm Systems

    The Trust is committed to reducing unwanted fire alarm signals in accordance with the
    principles laid down in Fire Practice Note 11 “Reducing Unwanted Fire Alarm Signals in
    Healthcare Premises” The successful Contractor will be expected to assist the Trust
    and advise on any improvements that can be made to reduce the number of such
    alarms. (i.e. in accordance with this note and Section 3 of B.S 5839 Part 1. 2002).

3   Outline Service Requirement

    3.1 Testing of Emergency Light Fittings

          Testing shall be in accordance with the requirements of BS 5266-1 1999

    3.2 Servicing and testing of Fire Alarm Systems

          Three monthly, six monthly and annual certification of each fire alarm system will
          be required in accordance with the Risk Assessed premises schedule attached at
          Appendix I, in accordance with the requirements of the specification and BS.5839
          Part 1. 2002. The trust places particular emphasis on section 3 (Limitation of
          false alarms) and section 6, (Maintenance) of this BS 5839.




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    3.3   Door Release Mechanisms

          Automatic Door Release Mechanisms, ventilation interlocks and all other
          equipment that is designed to operate on actuation of or in conjunction with the
          fire alarm system shall be included in the tests referred to in 3.2 above. The
          servicing requirements for door release mechanisms are given in section 10.

     3.4 Risk Assessments

          The Successful Contractor will be expected to develop specific Risk
          Assessments for the provision of the service.

4    Premise Plans

     Premise Plans are available to view from the Estates office, based on Autocad. These
     are the best available at the time of issue of the tender, and guarantees cannot be
     given as to the accuracy or completeness in respect of the numbers and locations of
     all items of equipment.

     The successful Contractor will be expected to undertake a survey to confirm the
     schedule of installations, and to provide drawings/updated drawings on Autocad.

5   Programme/Liaison

     Tenderers are required to submit with their offer a provisional programme of visits
     stating the date of commencement and the anticipated duration at each site, for both
     the service and maintenance of Emergency Lighting and Fire Alarms.

     The successful Contractor will then be required to confirm/submit a final programme,
     which will be used for the contract period.

     Progress with the Programme, and any deviation or failure to adhere to the
     Programme must be notified to and agreed by the Nominated Liaison Officer.

6    Testing of Emergency Light Fittings

      6.1     Weekly/monthly inspection and tests are not part of this contract.

      6.2     Emergency lighting and internally illuminated exit signs shall be tested and
              serviced in accordance with the requirements of BS 5266, Part 1 1999.

      6.3     The Contractor shall carry out the 6-monthly tests in accordance with BS
              5266 Part 1, 1999.

      6.4     The Contractor shall carry out the three-yearly inspection (BS 5266 Part 1,
              1999) once per year.

      6.5     The majority of emergency light fittings have associated mains interrupting
              test switches; the remainder can be tested by interruption of the mains at the
              distribution board (or consumer unit). In such cases the isolation of mains
              supply for the duration of the test shall be by isolation of the appropriate
              circuit by removal of the individual fuse or m.c.b, so to minimize the
              inconvenience to the site. Prior to any circuits being isolated the site
              manager must be informed to ensure that the isolation of the circuits will not
              unduly affect the safe provision of healthcare and/or other services.



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     6.6     For both the six-monthly and annual inspection and tests the contractor shall
             complete and submit to the Nominated Liaison Officer within 10 days of the
             test, a periodic inspection and test certificate in the format as outlined in BS
             5266 Part 1 1999. annexe C and annexe D.

     6.7    If the emergency lighting is found to be faulty, deficient or otherwise
            non-operational the Contractor shall, as soon as practicable (and in any
            event prior to leaving the premises) report the defect and any remedial action
            necessary to the site manager and the Nominated Liaison Officer and
            subsequently include this action in the written report.

     6.8     Additionally, in the report the Contractor shall record the means of isolating
             the emergency light/s from mains supply, for the purpose of test e.g. test
             switch, test button, withdrawal of fuse, withdrawal of m.c.b. mains isolator
             off. Where indicated reference numbers of isolation equipment shall be
             determined. E.g. distribution board or fuse way/ mcb reference number.

     6.9     A copy of the report will be left with the site manager for insertion in the site
            Fire Manual/Log Book. The contractor will enter his visit, and purpose of
            the visit, in the Site Fire Manual/Log Book. If the Site Fire Manual/Log Book is
            not available, the contractor must clearly state this in his report.

7    Servicing of Fire Alarm Systems

     The Contractor shall carry out 3 monthly/6 monthly services, and 12 monthly
     certification, on each fire alarm system (inclusive of all its associated equipment) in
     accordance with current British Standards (i.e. Section 6 of B.S. 5839 Part 1. 2002,
     including work stated in Clauses 45.3 & 45.4 of that section).

8    Emergency Servicing/Repair of Fire Alarm Systems

     The Successful Contractor shall provide a 24-hour 365 days call out facility.
     When required, the Contractor shall attend the site within 4 hours of being
     contacted, and will rectify/repair the system. If repair is not possible, the Contractor
     must make the majority of the system temporarily operational. To facilitate this
     service the Contractor shall carry a sufficient stock of appropriate spares.

9    New or Replacement Equipment

     New equipment having a cost below £100 may be installed as required.
     New equipment having a cost between £100-£500 requires the verbal permission of
     the Nominated Liaison Officer or his designated deputy.
     New equipment having a cost over £500 requires a written quotation.

10   Servicing of Automatic Door Release Mechanisms

     10.1    The Contractor shall carry out 3 monthly/6 monthly services, and 12 monthly
             certification, on each Door release mechanism, (inclusive of all its associated
             equipment) in accordance with current British Standards 5839-3 1988.

     10.2   The Contractor shall undertake any necessary limited repair (as Paragraph
            9).

     10.3   The Contractor shall, check that every door release is de-energised in the
            event of an alarm condition; if such is not de-energised the contractor shall


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            trace the fault ("welded" relay contacts, or the like) replace the relevant
            component and set the system to work.

     10.3   The Contractor shall also check that having been electrically released each
            door (or doors, if double) do fully and totally close into rebates in frames.

     10.4   If impeded in closing by (a) wedge under door the contractor shall remove
            such and hand such to most senior staff person on site, and enter that
            situation in his report and the site Fire Manual/Log. (b) Defective closing
            device, door impinging on floor, door too large for frame, defective or non-
            existent selectors on double doors, or whatever causes the Contractor shall
            report.

     10.5   All of the above works and or observations shall be reported upon in a written
            report submitted to the Nominated Liaison Officer, within 10 days of the
            service.

11   Reporting Requirements for MAINTENANCE and SERVICING ACTIVITIES.

     11.1   Every site visit shall be effectively and clearly documented in service and
            maintenance reports and site manual/log books. If the Site Fire Manual/Log
            Book is not available, this must be clearly stated in the report.

     11.2   Reports shall include schedules showing specific numbers, type and exact
            location of every device tested or maintained on respective installations.

     11.3   Each test, the outcome of the test and any remedial action taken or
            necessary shall be clearly shown on the reports.

     11.4   These reports shall be submitted to the Nominated Liaison Officer detailed in
            9.2, together with any information considered relevant to the proper and safe
            running of the alarm systems.

     11.5   A copy of the report will be left with the site manager for insertion in the site
            Fire Manual/Log Book. The Contractor will enter his visit, and purpose of
            the visit, in the Site Fire Manual/Log Book. If the Site Fire Manual/Log Book
            is not available, the Contractor must clearly state this in his report.

     11.6   In addition any remedial action necessary to rectify faults shall be e
            effectively communicated to the person in charge of the site and the Primary
            Liaison officer before the contractor leaves the site.




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