REQUEST FOR PROPOSAL - REPORT WRITING SKILLS FOR FIRE ALARM INSPECTIONS

(Posting Date: 06/08/20)

Request for Proposal
 
CFAA Continuing Education Credits: Report Writing Skills for
Fire Alarm Inspections

 
 1.  Statement of Purpose

The overall objective of this contract is to develop continuing education training to improve the field inspection report writing skills of CFAA registered fire alarm technicians.

The scope of the project includes the development of four training modules (one hour each in length) of curriculum and associated training materials (guides, manuals, PowerPoint slide decks and four (4) tests for both in-person and online delivery.  

2.  Background Information

The Canadian Fire Alarm Association was established in 1973. Its mission is to maximize the effectiveness and use of fire alarm systems in the protection of life and property in Canada.

CFAA’s vision is to be recognized nationally as the definitive resource for fire alarm related information, education, qualifications, expertise and industry support with Chapters throughout Canada.

Currently the CFAA has more than 400 members representing fire alarm manufacturers, distributors, fire alarm testing and inspection companies, engineering firms, building owners/operators, third party testing and certification organizations, academia and Authorities Having Jurisdiction (AHJs). The CFAA and its Education Partners train fire alarm technicians and has more than 3500 Registered Fire Alarm Technicians across Canada.

3.  Scope of Work
 
The Contractor shall develop four fire alarm inspection report writing training modules (one hour each in length) and all associated training materials (guides, manuals, PowerPoint slide decks and four (4) tests for in-person and online delivery.
 
Below is an example outline of what should be covered in the course curriculum as a minimum. Proposals should include a more detailed outline of proposed curriculum (min. one page for each module) aimed at improving the quality and consistency of fire alarm inspection reports. The proposed curriculum should also highlight current inspection requirements by applicable Codes and Standards across Canada and highlight key Provincial/local differences pertaining to testing and inspecting in reporting documentation to meet the law. 
 
Example of Outline: (please note this is an example only and the proposals should include more detailed recommendations of the course outline – one page per module)

Principles of Effective Writing & Communications (1 hour)
  • be brief and concise;
  • some insights on multiculturalism
  • avoid jargon
  • inspection report-specific exercise
  • understanding what the recipient of the message cares about;
  • active listening
  • some insights on psychology
  • best practices in reporting documentation – what the building owner/operator and AHJ is looking for
The Importance of Inspection Reports (1 hour)
  • understanding the law as it pertains to fire alarm documentation;
  • understanding the role of the building owner/operator and the AHJ;
  • following the CFAA Code of Ethics;
  • clear, concise, complete reports with no errors
  • understanding language of the standards for reporting
  • provide at least three examples of correct and complete documentation
Common Errors & Issues in Inspection Reports (1 hour)
  • Battery calculations
  • Smoke detector sensitivity testing – missing info/ incomplete
  • Duct smoke detector testing – missing sensitivity testing and cleaning info.
  • Dry system trip – pressure differential measurements
  • Water flow testing – document all flow switch testing
Best Practices in Inspection Reports (1 hour) (using most recent forms)
  • present a standard report with common errors and omissions
  • discuss and correct errors and omissions
  • provide at least three examples of ITM reports with correct reporting/documentation
  • changes from ULC S536-04 to S536-13
  • report writing changes in the 2019 ULC536 & ULC537 editions
 4.  Deliverables

Checkpoint reviews will be established as follows:
 
  1. First draft of deliverables due October 30, 2020 – Review 4 course module PP decks and associated training materials
  2. Second draft of deliverables due November 30, 2020 – Incorporate CFAA recommended revisions and content into 4 course module PP slide decks and associated training materials
  3. Final Deliverables Due– Tuesday, December 15, 2020
5.  Intellectual Property & Copyright

The Intellectual Property and copyright of all of materials developed under this contract will remain solely with the Canadian Fire Alarm Association. The contracted party will not have any rights to use all or part of these training materials in future without written permission from the CFAA.

6.  Term of Contract

Start date of contract: October 1, 2020
End date of contract: December 15, 2020

7.  Payments, Incentives, and Penalties

Payments will be made in three (3) installments and upon satisfactory completion of all deliverables during checkpoint reviews.
 
November 1, 2020 – first payment (1/3 of total contract value)
December 1, 2020 – second payment (1/3 of total contract value)
December 16, 2020 – Final payment (1/3 of total contract value)

8.  Contractual Terms and Conditions
  1. Click link here for the full document including Appendix A -the Standard Contractors Agreement
9. Requirements for Proposal Preparation

A consistent structure in terms of content, information, and documents types simplifies things for the people evaluating the proposals. Therefore, you should request a particular structure for the proposal and provide an exhaustive list of documents you want to receive.

10. Evaluation and Award Process

The evaluation and selection will be made by a group of Board members of the CFAA and the Executive Director. The decision for the final contract award will be completed by September 25, 2020.

11.  Process Schedule

Proposal Release Date: Aug. 1, 2020

Deadline for Submitting Proposals: September 15, 2020