36C24124Q0803.docx

VA Connecticut Healthcare System Fire Door Inspection and Labeling

GENERAL INFORMATION

SET-ASIDE

VAMC Manchester

718 Smyth Road Manchester NH 03104

POINT OF CONTACT*

Contract Specialist Nathan Langone Nathan.Langone@va.gov 603-340-0102

PLACE OF PERFORMANCE

950 Campbell Ave

West Haven CT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541990 (All other professional, scientific, and technical services) SBA size standard $19.5 Million. VA Connecticut Healthcare System West Haven and Newington Campuses require Fire Door compliance verification and Field Labeling of Fire Doors and Frames. VACHS is currently seeking services for all labor, materials, transportation, parts, disposal, and expertise necessary to provide required Fire Door Field Inspections and Labeling of the VACHS inventory per NFPA 80, NFPA 101. The full SOW is attached below for reference.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 17:00 EST, 9th of August 2024. All responses under this Sources Sought Notice must be emailed to Nathan.Langone@va.gov with Sources Sought # 36C24124Q0803 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

STATEMENT OF WORK

FIRE DOOR AND SMOKE DOOR

FIELD LABELING

BACKGROUND

VA Connecticut Healthcare System West Haven and Newington Campuses require Fire Door compliance verification and Field Labeling of Fire Doors and Frames. VACHS is currently seeking services for all labor, materials, transportation, parts, disposal, and expertise necessary to provide required Fire Door Field Inspections and Labeling of the VACHS inventory per NFPA 80, NFPA 101.

JUSTIFICATION

Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities by establishing services that result in few operational delays, improved communications, increased efficiency within the facility and improve the quality of services to veterans as required by VHA Directives.

LOCATION OF SERVICES

VA Connecticut Healthcare System VACHS Fire Door and Smoke Door Field Labeling

VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516

VA Medical Center Newington 555 Willard Avenue Newington, CT 06111

Page 1 of

PERIOD OF PERFORMANCE

The period of performance is 120 calendar days from NTP.

QUALIFICATIONS

To be considered eligible for consideration, potential bidders shall provide upon request, documentation of certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer’s Representative (COR) specifically reserve the right to reject any of the Service Provider’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

SCOPE OF WORK

The service provider shall furnish all labor, materials, equipment, tools, supervision, disposal, and all incidentals to complete the work for the services described in this document including verification and compliance of Fire Door and Smoke Door labels on existing door frames and fire doors and smoke doors identified herein Fire Door Field Labeling/Re-Labeling, and on-site training of VACHS Maintenance & Operations and Safety Department staff required per NFPA 101 and NFPA 80 (2021).

Scheduled Fire Door Field Labeling shall be completed Monday through Friday in non-critical/non-patient contact areas and buildings during regular business hours as coordinated; or Monday through Saturday outside of regular business hours after 5:00 p.m. and before 6:00 a.m. or as coordinated with the VA COR for Sunday. A minimum notice of seven (7) calendar days is required. No work shall be performed on Government Holidays unless an emergency status has been indicated by the Contracting Officer.

US Federal Holidays:

Page 1 of

New Year’s Day Martin Luther King Jr. Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day VA Connecticut Healthcare System VACHS Fire Door Field Labeling

Service Provider shall coordinate with VA COR and Safety & Outage Coordinator to ensure that no patients are within critical patient areas and/or receiving treatment before performing work.

Work in Canteen storage areas requires coordination with Canteen Service for access and escort personnel. Areas of the Operating Room, Sterile Processing Service, and other areas considered to be Sterile may require the Service Provider to wear disposable shoe covers, overalls, and head cover.

Work in Animal Research, Pharmacy, and other Laboratory areas require coordination with designated department POC’s and requires coordination and escort personnel. Access to certain areas in laboratory and research shall be accessed by a limited number of contractors and may require completion of a confidential health questionnaire submitted to VACHS Occupational Health and the VACHS Research Department.

Operation of Fire Doors and Smoke Doors engaging or activating a local door alarm, wander guard, or fire alarm require coordination with the FMS Safety and Outage Coordinator and VA Medical Center Safety Service in Newington and West Haven.

Description of Services:

1. Service Provider shall schedule and coordinate all work with VA COR and VA Safety Designee.

2. Any required outages shall follow proper coordination and notification through the VA COR and Safety & Outage Coordinator.

3. All LOTO requests and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075.

4. Service provider shall locate all fire doors and smoke doors, and once located, verify the Fire Door, Smoke Door, Frame, and any applicable labels are present. Remove any labels that are not legible, damaged, or are not deemed compliant by the inspector.

a. Apply appropriate Fire Door and Smoke Door Label(s) per NFPA 80.

b. In the event the service provider identifies inoperable latches, egress hardware, incorrect labeling, etc., the service provider shall notify the VA Contracting Officer and COR and provide a report of deficiencies identified.

c. Include a quantity of five (5) additional Fire Door and Smoke Door Labels should additional Fire Door inventory be identified by the Service Provider or the Medical Center.

5. Service provider shall recommend any updates to the Door and Hardware Schedule as required; and include fire and/or smoke doors and hardware that are not included in the base inventory if identified.

6. Service provider shall identify all fire doors that are missing labels and apply a label attached to the fire door and frame as required by NFPA 80 Section 4.2.

7. Service Provider shall perform and provide safety, supervision, PPE, and cleanup associated with completing the referenced Fire Door and Smoke Door labeling.

8. Work shall be completed in accordance with industry standard and comply with VA Regulations and code requirements to include but not limited to OSHA and NFPA.

9. A safe environment shall be always maintained. Tools, equipment, and work area shall be secure. Do not leave work site (tools, equipment, etc.) unattended or accessible by the public.

10. Prohibited equipment: Work area is within an active medical center. Equipment that uses hydrocarbon fuel, flammable fuel, and/or produces carbon monoxide exhaust are prohibited from use within the medical center or where fumes can be introduced into the medical center. At its option the Service Provider shall use either electric or electric pneumatic tools to perform the required work, if required.

11. Means of egress: Do not block any exit, discharge, or path of travel from occupied buildings.

SUBMITTALS/DELIVERABLES

1. Prior to the start of work, provide the following:

a. Site Specific Safety Plan

b. Schedule of Work Plan

c. When Hours Work Plan and Request

d. Infection Control Plan (if required)

2. Hospital furnished databases and plans shall be used as a guide for location of all Fire Doors.

a. VACHS shall furnish a current inventory of West Haven Fire Door Labeling Deficiencies Inventory.

b. VACHS shall furnish an electronic Door and Hardware Schedule for West Haven and Newington Campuses.

c. VACHS shall furnish electronic record drawings for West Haven and Newington Campuses. No current labeling deficiencies inventory is available for Newington.

3. Service Provider shall provide shop drawing(s) of both electronic and physical sample(s) of the proposed labels to be used.

4. Service Provider shall provide a written, hard copy and electronic report of inventory completed with frame and fire door and smoke door labeling. (Collectively, “Inspection Services” and “Labeling Services” reference NFPA 80, 2021).

5. Service Provider shall provide a written, hard copy and electronic report of any deficiencies discovered to the VA COR and Contracting Officer. Repairs and replacements identified in the generated report shall not be considered for modification or inclusion into this contract.

6. Service Provider shall provide two (2) hours of certified NFPA Fire and Smoke Door Inspection Training to VA Connecticut Staff at Newington and West Haven campuses.

a. on-site first shift training, two (2) one-hour onsite training sessions to be coordinated with Safety and Outage Coordinator and VACHS Safety Department for a maximum of eight (8) staff (four (4) staff at each location).

West Haven Campus Buildings Building 1: Clinical Building 2: Clinical Building 2A: NIC Building 3: NIC Building 4: NIC Building 5: NIC Building 6: NIC Building 7: NIC Building 8: NIC Building 8A: NIC Building 9: NIC Building 10: NIC

Building 11: NIC Building 11A: NIC Building 12: NIC Building 12A: NIC Fisher House: NIC Building 14A: NIC Building 15: NIC Building 15A: NIC Building 16: NIC Building 19: NIC Building 21: NIC Building 22: NIC

Building 24: NIC Building 27: NIC Building 32: NIC Building 34: NIC Building 35: NIC Building 35A: NIC Building 36: NIC Building 36A: NIC Building 38: NIC Building 39: NIC Building 50: NIC

PER

FISHER HOUSE

West Haven Campus Map: Not to Scale

West Haven Deficiencies

Newington Campus Buildings

Building 1: Clinical Building 2C: Clinical Building 2E: Admin/Clinical Building 2W: Clinical Building 3: Engineering Building 4: NIC Building 6: NIC Building 7: NIC Building 8: NIC Building 11: Engineering Building 12: Engineering Building 14: NIC Building 21: NIC Building 30: NIC Building 32: Admin

Building 33: NIC Building 34: NIC Building 42: NIC Building 46: NIC Building 50: NIC Building 64: NIC Building 65: NIC Building 168: NIC

Page 1 of

Victory Gardens Not in Contract )Newington Campus Map: Not to Scale

SPECIAL INSTRUCTIONS

All Service Provider personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 15 in West Haven and/or the 3rd Floor of Building 3 in Newington and/or retain a temporary VA badge. Each visiting individual be required to enter their name, their company’s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours.

A. General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed.

B. Approved Plans and Permits: Prior to the start of work, submit to VA copies of all required permits.

C. Site Visits: Day to day administration will be performed by the COR. Periodic reviews, tests, and other field observation by the Government are not to be interpreted as superintendence nor as resulting in any approval of the Service Provider’s apparent progress toward meeting the Government’s objectives; but are intended to discover any information that the Contracting Officer may be able to call to the Service Provider’s attention to prevent costly misdirection of effort.

The Service Provider shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion.

D. The Service Provider shall develop and provide to the VA the following:

a. Safety Plan: The Service Provider shall produce work in accordance with the latest editions of all applicable VHA guidelines (e.g. Standards, Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (TJC) requirements), NFPA, Federal and State codes pertinent to the project scope.

b. Schedule of Work Plan.

c. When Hours Work Plan and Request.

d. Infection Control Plan.

E. All applicable personnel on site are required to obtain an Occupational Safety and Health Administration (OSHA) 10 hour certification, and the site competent person for the Service Provider must obtain an OSHA 30 hour construction certification.

F. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

G. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

H. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

I. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

J. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

Safety Codes / Certification / Licensing:

Environmental abatement work, if necessary, is to be performed by Service Provider under supervision and monitoring for the VA by a Certified Industrial Hygienist.

The Service Provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the Service Provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.

Travel:

Service Provider and/or subcontractors will travel from their place of business to the West Haven and Newington VA Medical Center of the VA Connecticut Healthcare Syste image1.emf image2.emf