Combined Synopsis Solicitation Fire Protection.docx

Combined Synopsis Solicitation – Northampton VAMC – Fire Protection and Maintenance

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 36C24124Q0551 and the solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.

(iv) This requirement is being issued as an open market, SDVOSB set-aside. The associated NAICS 541990 and small business size standard is $19.5 million.

(v) The Government intends to award a firm-fixed price award for Fire Protection and Maintenance Services at the Northampton VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.

(vi) The Contractor shall provide all resources necessary to provide Fire Protection and Maintenance IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details.

(vii) The Place of Performance is Northampton, MA as described per the (Performance Work Statement).

(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda’s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Site Visit: 23 May 2024 @ 11am. Meet out front of Building 1 on the side with the flagpole.

Submission of Quotes:

Evaluation Process:

Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.

Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15.

The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Price (Follow these instructions):

0. Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.

1. Past Performance:

1. Offeror shall utilize Attachment 2 – Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner.

2. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement).

2. Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement).

2. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.

SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA’s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time.

(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda’s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Northampton 2015-4095 Rev 26 posted on beta.sam.gov)

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due 30-May- 2024 by 4:00 PM EST. RFQ responses must be submitted via email to: carissa.sarazin@va.gov. Hand deliveries shall not be accepted.

(xvi) The POC of this solicitation is carissa.sarazin@va.gov)

ATTACHMENT 1

PRICE SCHEDULE

ATTACHMENT 2

PAST PERFORMANCE WORKSHEET

1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:

2. Contracting Activity Address:

10. Place of Performance:

11. Description of Work (Use a continuation sheet if necessary):

12. List any commendations or awards received:

13. List of Major Subcontractors:

ATTACHMENT 3

STATEMENT OF WORK

FOR NORTHAMPTON VAMC FIRE PROTECTION SYSTEMS TESTING & INSPECTING

421 North Main Street Leeds Ma 01053

SUMMARY

This scope of work (SOW) is for testing and inspection of the Fire Protection System (FPS) installed at the VA Central Western Massachusetts (VACWM), Leeds, MA (421 N. Main St), and Cherry Street Apartments, Northampton, MA locations (2,4,6,8 Cherry Street).

Testing and inspection shall be performed in accordance with applicable codes referenced in National Fire Protection Association (NFPA) 101,72,13, 99, 25, Most current editions.

Due to ongoing site construction and system upgrading required for compliance, the VA may add or delete devices in the master list. Contractor is responsible for list as-is at the time of each service and is responsible to contact the VA prior for updates if needed for planning purposes.

Contractor shall make every effort to minimize disruption to site operations and is responsible to coordinate with the VA prior to service for updates on potential testing conflicts. A detailed plan (typical start/finish estimate per building, planned time loss of critical equipment such as elevators, X-Ray, and Clinic Areas etc.) to efficiently cover the master list inventory shall be submitted to the Contracting Officer’s Representative (COR) at least two weeks prior to service dates.

The contractor, with assistance from the COR, if necessary, coordinates with the outside resources needed, i.e., elevator company, fire department etc. the Contractor shall be responsible for the cost and coordination of acquiring a licensed elevator technician to assist in the elevator portion of Fire alarm testing on all elevators.

SECTION A: STATEMENT OF WORK

Contractor shall provide all labor, parts, travel, tools, and equipment to perform all inspections, testing, repair, replacement, and maintenance, as required, to maintain adequate systems functions during the contract period specified at the VACWM and Cherry Street locations in accordance with the applicable NFPA requirements and recommendations.

Certification: Contractor certification is required for inspecting, maintaining, testing, and servicing Fire Alarm Systems, Sprinkler Systems, Suppression Systems, Kitchen Ansul Systems, Fire Hydrants, Backflow Preventers and Fire Pumps. Contractor certification is required to perform inspection, testing, and recharging for Portable Fire Extinguishers and inspection, maintenance, and installation of Fixed Dry Chemical Extinguishing Systems, certification will meet equally or exceed as required by the Commonwealth of Massachusetts General Law Chapter 148 and 527 CMR 23.00. Contractor shall submit proof of certification(s) for each employee performing work on the premises in connection with this contract, prior to starting work.

Contractor shall provide personnel trained and familiar with the equipment installed at the facility and manufactured by Honeywell and Notifier.

Contractor shall provide all labor, travel, and materials to repair or replace any equipment covered in this contract, to include but not limited to: Fire Alarm System, Sprinkler System, Fire Extinguisher or Suppression System that is discharged due to use, premature failure, or failure during any inspection or testing procedure. A separate line item in the price schedule will allow for additional funding to be available for repairs or replacement. The COR will be notified of any repairs that are needed by the contractor, a quote will be provided to the COR and the COR shall agree to the quote pricing and repairs before any commencement of work by the contractor. Contractor shall respond to trouble shooting calls, during and after normal hours.

Response time is expected to be within one (1) hour of notification by phone call, via the contractor’s business office, unless emergency criteria have been adopted as a contingency by the agency and the contractor.

Normal Work Hours: All routine work shall be performed from 8:00 am to 4:30 pm, Monday Friday unless otherwise requested. Contractor and their subs shall report to the COR in person or by phone call upon arrival and departure of the facility daily, before starting work leaving for the day. Work shall be scheduled at least two weeks in advance.

Report and Timeliness: All annual testing must be completed within a two-week consecutive timeframe. VA FMS requires reports to be submitted within 5 business days after completion of those two weeks of testing. All quarterly and semi-annual testing / inspections should be completed within 8 business days and the reports must be submitted within 5 business days after completion.

While all testing and inspecting throughout the year takes place. Contractor shall provide a competent person to be at the facilities head end Fire computer and will be responsible for the monitoring of the facilities fire alarm system while all testing/inspecting is taking place. And communicate any actual events that may happen outside of the testing areas, to the VAMCs police dispatch.

The A&A requirements do not apply, and a Security Accreditation Package is not required

1. Contractor shall test all devices per Fire Alarm System zone. Testing and documentation will be performed /completed in accordance with The Joint Commission Elements of Performance. Please see above on Reports and Timeliness after devices have been tested.

2. Contractor shall test manual pull stations required to meet NFPA Code requirements, including testing of supervisory circuits.

3. Contractor shall test and inspect, Smoke Detectors, Duct Smoke Detectors and restorable type Heat Detectors required to meet NFPA Code requirements, including testing of supervisory circuits.

4. Contractor shall remove non-restorable type Heat Detectors, circuit test electrically and mechanically and replace with a unit in accordance with NFPA requirements.

5. Contractor shall test smoke detectors with auxiliary control functions (door closers, elevator shut down, HVAC). Manufacturer recommendations and current NFPA 72 requirements shall be followed.

6. Contractor shall perform a 6 month visual inspection of each battery and smoke and heat detector and document the encounter.

7. Contractor shall inspect and test each facility City Master Dialer, for operational condition and ring through to each Local Fire Department. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

8. Contractor shall inspect and test each building Fire Alarm Panel for operational condition and ring, per facility central station receiver and Local Fire Department City Dialer. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

9. Contractor shall inspect and maintain each facility central station receiver for proper coding, imprinting, time accuracy, and adequate paper installed. Paper shall be checked after each service call. The contractor shall supply the paper to all equipment that requires it.

Manufacturer recommendations and current NFPA 72 requirements shall be followed.

10. Contractor shall test all notification devices annually. Manufacturer recommendations and current NFPA 72 requirements shall be followed. All notification devices to include speaker strobes/ strobes shall be properly labeled for testing purposes.

11. Contractor shall inspect and verify operational condition and proper labeling of all remote annunciators. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

12. Contractor shall inspect and maintain all batteries and battery charging systems in accordance with current NFPA 72. Detailed annual battery maintenance reports shall be submitted.

13. Contractor shall visually inspect and clean Smoke Detectors and Sprinkler Heads of dust and foreign material.

14. Contractor shall inspect and test all Valve Supervisory in accordance with NFPA requirements.

15. Contractor shall test Sprinkler System water flow devices including testing of supervisory circuits in accordance with NFPA requirements.

16. Contractor shall flow, test, and document all Main Drains on all risers in accordance with NFPA requirements. The VAMC will require quarterly testing of all Main Drains.

17. Contractor shall flow, test, and document all Hydrants in accordance with NFPA requirements. The VAMC will require annual Flow GPM and Flow curve testing and documentation.

18. Contractor shall test all Fire Pumps on station under flow and document in accordance with NFPA requirements. as well will assure the Parallel and angular alignment is completed on the pump.

19. Contractor shall test all dry sprinkler systems to also include full flows in accordance with NFPA.

20. Contractor shall provide all labor, travel, equipment, and material to perform annual certification, with documentation, of all Portable Fire Extinguishers to meet current NFPA requirements.

21. Contractor shall provide all labor, travel, equipment, and materials to test and certify, all Fixed Fire Suppression Systems with individual documentation, in accordance with current NFPA requirements. Work shall be scheduled at least two (2) weeks in advance.

22. Contractor shall provide new/replacement hangers for Fire Extinguishers and Fire Extinguisher placards/signage as necessary.

23. Contractor shall provide the VAMC with a computerized list of device types, locations, and testing dates upon request or at a minimum, annually. Software shall be compatible with VAMC existing software.

24. Contractor shall submit test reports. These reports will be sufficiently detailed that one would be able to see exactly what test was performed on what piece of equipment, what the results were, and what standard the test was conducted under. Test reports shall be provided in an EXCEL or similar format that allows sorting of data by various fields. Test results must be uniquely identifiable to item tested. See above “Reports and Timeliness” for details. All reports will satisfy the VHA Joint Commission standards.

25. Costs of repair, replacement of parts or materials determined to be defective during testing shall be on an as-needed basis as determined by the servicing technician and the COR. Cost for maintenance of Fixed Extinguisher Systems shall include replacement of fusible links. All deficiencies and defects shall be itemized and reported as cost of repairs. These costs shall be included in the contract price.

26. Keys will be issued out for Contractor’s use and returned daily.

27. Devices totals may be changed based on construction areas coming into use or adding devices /modules/etc. due to changes in code or room usage. These additions will be provided to contractor NLT 30 days after activation and will be expected to be placed into the list of devices to be tested at the next required interval. Station does not expect over 100 devices / modules in a year.

28. TJC Intervals and Testing Requirements. All testing needs to be in accordance with TJC testing requirements and intervals for the VHA (different from CMS requirements).

SECTION B: SUPPLIES/SERVICES AND PRICE/COST

SUMMARY: CONTRACTOR

29: Pressure gauges belonging to the fire protection system will be replaced according to NFPA requirements.

30: The testing and inspecting in addition to the above, will include 5-year Fire Department hydro testing in all buildings.

31: Contractors shall report to COR and VA police every day upon arrival and departure, that contractual work is being completed and Shall be escorted by VA personnel, if entry to any areas where sensitive information is stored. As well as always have appropriate identifiable badging visible.

SECTION B: SUPPLIES/SERVICES AND PRICE/COST

SUMMARY: CONTRACTOR shall provide all parts, labor, travel, and tools necessary to perform all required testing/repair/replacement of the equipment listed below for the VACWM and Cherry Street facility for a base 12-month period of performance with (4) annual option years, to be exercised at the discretion of the government in strict accordance with the attached terms and specifications.

ITEM

NO. DESCRIPTION OF DEVICE/SERVICE QUANTITY

1 NOTIFIER FACP 18

2 HONEYWELL Fire-Lite Control Panel 1

3 remote Annunciator 1

4 Battery Testing 171

5 Carbon Monoxide Detectors 14

6 local smoke detectors 50

7 Modules 785

8 devices 625

9 dry sprinkler mechanical trip test 15

10 Fire pump flow test 1

11 notification devices 950

12 door closers 65

13 door restrictors 65

14 hydrant flow tests 22

15 sprinkler back flow preventors 21

16 kitchen suppression systems 7 (including fusible links)

17 HAZMAT Storage Suppression Systems 1 (including fusible links)

18 fire suppression (wet) system 22

19 portable fire extinguishers (annual) 340

20 hydro static testing extinguisher 2

21 as-required diagnostic service 20 hours

22 Fire dampers 270

23 sprinkler obstruction 22 buildings

24 Fire dept. hydro tests 21

Modules to include: MONITOR/RELAY/ CONTROL

FLOWS

PULL STATIONS

SUPIVISORIES

TAMPERS

DOOR HOLDERS

DUCT SHUTDOWNS

SHUNTS

ECT.

DEVICES TO INCLUDE:

SMOKE DETECTORS

HEAT DETECTORS

O2 DETECTORS

CO2 DETECTORS

ECT.