CSS_Fire Alarm Maint and Testing_36C24126Q0613.pdf

Description

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12, “Acquisition of Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01, dated 3/13/2026.

This solicitation is SDVOSB set-aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541990, with a small business size standard of $19.5 million. The FSC/PSC is J042.

The Bedford VA Medical center located at 200 Springs Road in Bedford, MA 01730 is seeking to purchase Fire Alarm System Inspection, Testing, Maintenance, and Certification Services, with four

(4) one-year option periods. Wage Determination 2015-4047, Rev 34 is applicable (see Attachment 1).

STATEMENT OF WORK

REPAIRS, MAINTENANCE, INSPECTIONS, TESTING, AND CERTIFICATION FOR

FIRE ALARM DETECTION SYSTEM AND NETWORK

Department of Veterans Affairs – VA Bedford Healthcare System (HCS)

200 Springs Road, Bedford, MA

The Bedford Healthcare System is requesting services for the inspection, testing, maintenance, repairs, and servicing of Fire Alarm Systems, Fire Suppression Systems, Kitchen Suppression Systems, and Fire Extinguishers. All Regularly Scheduled Services and inspection services will include the costs of all parts, labor, travel, tools, equipment and personnel necessary to perform all inspections, testing, repair, replacement, and maintenance as required during the contract period at The Bedford VAMC and all associated Community Base Outpatient Clinics (CBOC), known herein as VA Bedford HCS. All work will be in accordance with the Statement of Work, Final Contract, component manufacturer, most recent VHA, NFPA, OSHA, and The Joint Commission (TJC) codes, definitions, and requirements.

Clarification of Funds:

It is the understanding of the government and agreed upon by the contractor at the time of contract award/signature that the contractor will provide all Regularly Scheduled Services described within this SOW for the Primary Cost Associated with the contract. The Primary Cost Associated with the contract is defined as the line item listed as Fire Alarm Maintenance & Testing. The subsequent costs or line items listed by hourly rates are to be used on an as needed basis for extensive/persistent problems, renovation work, to include items being added where none were installed previously, and after-hours emergency service calls. All costs incurred by the contract will only be requested in writing, specifically by the contract COR only. All work completed requires acceptance in writing/email by the contracts assigned COR only. The line items listed under hourly rates are not intended or approved for use for Regularly Scheduled Service, maintenance, general repairs, standard troubleshooting, regular testing, normal repairs, or standard replacements.

Places of Performance:

Apart from the VA Bedford Health Care Services (VA Bedford HCS) main facility and the Crescent House Transitional Residence Program (Crescent House), all associated Community-Based Outreach Centers (CBOC) locations are leased. Due to varying lease expiration dates with the potential for locations to move, the lease locations are fluid and may be subject to change but will remain in the same general area/county.

The following six (6) locations, unless otherwise stated, will be considered for the simplification of this contract all known and identified as VA Bedford HCS.

1. VA Bedford Healthcare Center - 200 Springs Road, Bedford, MA 01730 (Middlesex County) o All Services (Inspection/Maintenance/Repairs/Programming – FireWorks)

2. Crescent House Transitional Residence Program (Crescent House) - 15 Veterans Way Lowell, MA 01852 (Middlesex County) o All Services (Inspection/Maintenance/Repairs - Fireworks System Not Installed)

3. Gloucester VA Clinic (Gloucester CBOC) - 199 Main Street Gloucester, MA 01930-6029 (Essex County) o Fire Extinguishers Only

4. Haverhill VA Clinic (Haverhill CBOC) - 209 Summer Street Haverhill, MA 01830-5201 (Essex County) o Fire Extinguishers Only

5. Lynn VA Clinic (Lynn CBOC) - 225 Boston Street Suite 107 Lynn, MA 01904-3123 (Essex County) o Fire Extinguishers Only

6. Lowell Vet Center - 10 George Street Suite 300 Lowell, MA 01852 (Middlesex County) o Fire Extinguishers Only

Period of Performance:

• The period of performance shall be 12-month Base Year with four 12-month Optional periods of performance.

Fire Alarm System Historical Information:

VA Bedford Medical Center (Primary Campus) Fire Alarm Detection System and Network has undergone multiple renovations and upgrades over the last 4-7 years. New Edwards EST3 panels were installed, new fiberoptic cabling has been installed throughout the campus connecting all 28 fire alarm panels, all new notification devices have been installed, 2 buildings have brand new sprinkler systems installed, one building has been renovated with a brand-new entire system, and all new wiring has been pulled for devices throughout the buildings. All fire alarm panels are scheduled to be upgraded again within the next 3 years from Edwards EST3’s to EST4’s. (Contract not associated with this contract).

Crescent House Transitional Residence Program facility (Crescent House) Fire Alarm System has also had multiple upgrades to include the installation of an Edwards EST4 panel and remote annunciator (September 2026).

The Fire Alarm System at the Primary Campus is also connected to the Edwards FireWorks Incident Management Command and Control Platform.

General:

• The contractor will furnish all labor, parts, travel, tools and equipment necessary to perform all inspections, testing, repair, replacement and all regularly scheduled maintenance as defined and required during the period specified within this contract. All consumable parts/devices will be changed (Fire Extinguishers & Batteries) at the end of their respective serviceable lives or when they need to be removed for testing. All testing will be completed in accordance with NFPA codes in use and Joint Commission requirements.

• The contractor shall provide all labor, travel, and materials to repair or replace any equipment covered in this contract under Regularly Scheduled Maintenance; Fire Alarm components, Sprinkler System components, Suppression System components, Fire Extinguishers: due to premature failure, failure during inspection or testing, discharged due to use, or causes other than damage. End of service life or removal from service for testing (5yr test on fire extinguishers) will be included.

• Regularly Scheduled Maintenance will require the contractor to replace all equipment at the end of its service life or defective devices identified while inspecting/certifying systems to the government. Any replaced Fire Alarm System Components will be returned to the COR at the time of replacement minus batteries, fire extinguishers, and large wet system components. For the excepted components pictures of the equipment in place will suffice. Fire Extinguishers due for 5-year testing (up to 180/yr), Fire Alarm System batteries at the end of their 5-year lifespan, and Fire Alarm System Components that have failed regular scheduled testing. The contractor will be responsible for the cost of replacing approximately 180 fire extinguishers per year on average and approximately 750 by contract end.

o 2.5lb, Dry Chemical – ABC Rated 115 o 5lb, Dry Chemical – ABC Rated 535 o 10lb, Dry Chemical – ABC Rated 40 o 20lb, Dry Chemical – ABC Rated 26 o 10lb, Carbon Dioxide – BC Rated 3 o 6L, Wet Chemical – K Rated 4

(Fire Extinguisher types and counts are approximate and are subject to change based on the needs of the facility)

The contractor will also be responsible for the cost of replacing all lead acid batteries over the course of the contracts 5yrs for the entire fire alarm system and connected components. The batteries and fire extinguishers are currently in various stages of service lives, and some will be expected to be replaced shortly after contract execution.

(Any replaced Fire Alarm System Components will be returned to the COR at the time of replacement)

• The contractor shall provide all labor and materials to perform monthly, annual and 5yr changeout of all fire extinguisher inspections and or replacements on all VA Bedford HCS fire extinguishers to meet NFPA 10. Annual inspections to be conducted by the 15th day of the month prior to the due date to ensure timely inspection.

• Regularly Scheduled Maintenance will also include regular service, inspection, and certifications of all fire alarm system backflow preventors and check valves as required by the manufacturer, VHA, NFPA, OSHA, and The Joint Commission (TJC) codes, definitions, and requirements.

Specifications:

1) Contractor Certification Requirements

a) Contractor shall provide personnel that are factory trained for all work associated with the Fire Alarm systems at each division. Proof of certification will be provided for each employee performing work in connection with this contract.

b) Contractor shall be certified for

i) Inspecting, maintaining, testing and servicing of

(1) Fire Alarm Systems and associated appurtenances

(2) Fire Suppression Systems and associated appurtenances

(3) Sprinkler Systems

(4) Kitchen Suppression Systems

(5) Fire Pumps

(6) Fire Hydrants

(7) Backflow preventors

(8) Post Indicators valves (PIV)

ii) Inspecting, testing, recharging, and servicing Portable Fire Extinguishers.

iii) Inspecting, maintenance, servicing, and installation of Fixed Dry Chemical Extinguishing

Systems.

iv) Programming and maintenance of EST IRC-3, FCC, Fireworks, EST-3, and EST-4. Company must have a “C” license in the State of Massachusetts, and all personnel must have a “D” license.

c) Shall be certified in the inspection, testing, recharging and servicing of Fixed Dry Chemical

Extinguishing Systems as required by the Commonwealth of Massachusetts General Law Chapter

148 & 527 CMR 23.00.

d) Certifications shall be submitted at the start of the contract and updated quarterly, or as new personnel are assigned.

e) Contractor at minimum shall be trained for:

i) 2 Hour Asbestos Awareness Training

ii) 10 Hour OSHA Construction Safety

iii) Permit Required Confined Space Trained

iv) Medically cleared and fit tested

v) Factory trained by major equipment manufacturers for all relevant fire alarm equipment at

VAMC.

f) Contractor shall not have:

i) A letter of concern within the last year.

ii) A notice to cure within the last 3 years.

2) Contractor Pre-Inspections Requirements

a) Required documentation:

i) Contractor shall complete the necessary paperwork to obtain a personal identification verification PIV card with VAMC. Contractor shall also complete the IACIC Health Assessment Clearance/Allergy Screening Program form, in order to gain access to the Research areas. This form requires the date of the last tetanus vaccination and purified protein derivative (PPD) test.

b) Required VAMC Staff Training:

(1) Contractor shall provide one (1) eight (8) hour on-site training session prior to testing or inspections. Training session for VAMC staff shall include but not be limited to

(a) Accessing testing documentation

(b) Reading and understanding documentation

(c) Verifying documentation meets NFPA and TJC testing requirements.

c) Check in/out procedures:

i) Contractor shall submit (in writing) a preliminary schedule of work for the coming work year.

ii) Contractor shall schedule with the Safety Office, at least one week prior to arrival, to perform routine work and testing.

(1) A list of work and testing to be completed shall be submitted to the Safety Office during scheduling.

iii) Contractor shall notify VAMC at least 24 hours in advance of cancellation of a scheduled visit.

(1) Contractor shall set up a new time for testing and inspecting during the notification of cancellation.

iv) All routine work shall be performed between the hours of 7:00 am to 4:00 pm, Monday thru Friday unless otherwise requested and approved in advance by the Safety office.

v) Government Issued contractor identification cards (PIV Badges) shall always be worn while at VA Bedford HCS. Badges will be issued and returned at the beginning/end of each visit.

vi) Contractor shall report to the Safety Office upon arrival for:

(1) PIV Badge issuance.

(2) Contractor Visitor Sign-In listing their arrival time and reason for visit, neatly and legibly.

(3) Log description of work assigned to be accomplished under the Daily Log Contract Work, neatly and legibly.

(4) Receive the assignment of any keys needed to accomplish the given tasks.

(5) Contractor shall notify the police dispatch at VAMC, USRO, safety office, and fire alarm monitoring, prior to commencing programming, maintenance, and/or testing and supply police dispatch at VAMC, USRO, safety office, and fire alarm monitoring with the location and duration of the programming, maintenance and/or testing.

vii) Upon completion the contractor shall report back to the Safety Office (COR) prior to departure to:

(1) Update the initial Log with a detailed description of work completed, the time the work was completed, identify in clear legible writing any remaining work to be completed, and when that work is planned on being completed.

(2) Establish a plan of action with the contract COR for any work remaining and when that work will be planned on being completed.

(3) Debrief the contract COR with:

(a) Summation of the work completed

(b) Review of all testing completed

(c) List of any findings identified, and their unique identification numbers assigned per part or problem

(4) Turn over to the contract COR any service parts that were replaced.

Exceptions: Fire Extinguishers, Batteries, Large Wet System Components - pictures of these new devices installed are satisfactory

(5) Turn over any certifications and/or testing paperwork.

(6) Verify any systems taken offline for maintenance or service have been placed back into a fully operational state.

(7) Verbally review with the COR any relevant upcoming return visits.

(8) Return PIV Badge.

viii) Contractor shall check out keys with the Safety Office or Engineer work order clerk for inspection and testing purposes and shall return keys daily.

(1) During afterhours and weekend work, the contractor shall contact the Utilities System

Repair Operator (USRO) for access to necessary areas.

ix) Proper personal protection equipment (PPE) shall be worn in all confined spaces.

x) Contractor will adhere to all OSHA safety regulations and follow proper Lock-out Tag-out procedures.

xi) Contractor shall debrief the Safety Office on all testing and findings at the end of each day of testing and inspecting.

(1) The contractor shall work with Safety Office to create and review a plan of action for all found deficiencies that have not been corrected prior to their departure.

(2) Any findings that are an immediate impact to life and health must be brought to the attention of the Safety Department ASAP (Safety Manager, Duty Engineer and VAP after hours).

3) Contractor Inspection & Testing Requirements

All testing and inspections shall be in compliance with current VHA, NFPA, OSHA, and TJC regulations. The more stringent regulation shall always take precedence over differing requirements.

Contractor shall provide all parts, labor, travel, and materials to repair or replace any equipment covered in this contract, to include but not limited to: Fire Alarms, Fire Sprinklers, Fixed Fire Suppression Systems, PIV, Rolling and Fire Doors, Fire Extinguishers to 100% inventory or Suppression System that are discharged due to use, premature failure, or failure during any inspection and testing procedure, this includes replacement of fusible links. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility. Contractor shall be responsible for all damages caused by their company or their sub-contractors and repair or hire a competent contractor to make repairs for any damages caused. Financial payment is not acceptable compensation for damage repairs.

Contractor shall be on site, during or after normal business hours, within two (2) hours of notification by phone call to the contractor's business office or by notification via email in response to a failed system or alarm reset repair, unless other emergency criteria has been adopted by this agency and the contractor in writing.

Contractor shall be on site within two (2) hours of notification by phone call to the contractor's business office or by notification via email in response to an accreditation inspection.

Contractor shall be on site within twelve (12) hours notification by phone call to the contractor’s business office or by notification via email in response to a service call/request for service.

Computerized lists of device types, locations, and known deficiencies will be made available to the government upon request.

a) Testing and Inspections also included in this contract to be performed by the contractor

i) Contractor shall test a minimum of one fourth of all devices per Fire Alarm System zone each quarter per NFPA and cumulatively 100% of all devices annually.

(1) There are approximately 490 Pull Stations, 100 Duct Detectors, 70 heat detectors, 120 Batteries, and 850 Smoke detectors, 25 backflow preventors, 750 Fire Extinguishers. This is not a complete list of all devices, see SOW Attachment A – Device Location and Testing for the complete list.

ii) Contractor shall visually inspect and clean Smoke Detectors and Sprinkler Heads of dust and foreign material semi-annually.

iii) Contractor shall inspect and test all Valve Supervisory Switches semi-annually in accordance with NFPA requirements.

iv) Contractor shall test smoke detectors with auxiliary control functions annually. One fourth of all detectors with auxiliary control (door closers, elevator shut down, HVAC) shall be tested quarterly and cumulatively 100% of all devices annually. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

v) Contractor shall inspect and test each building Fire Alarm Panel for operational condition and ring through to facility fire alarm monitoring receiver and shall provide documentation to the Safety Officer. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

vi) Contractor shall inspect and maintain central station receiver for proper coding, imprinting, time accuracy, and adequate reeled paper installed. Said testing shall be done quarterly. Reeled paper shall be checked after each service call. The contractor shall supply the reeled paper to all equipment that requires it. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

vii) Contractor shall test all notification devices annually; one quarter shall be tested each quarter and cumulatively 100% shall be tested annually. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

viii) Contractor shall test the elevators at each facility in accordance with current NFPA 72. This test shall include the Phase One, Phase Two and Shunt Trip. The elevator tests shall be coordinated with the elevator contractor.

ix) Contractor shall inspect and verify operational condition and proper labeling of one fourth of all remote annunciators quarterly. All annunciators shall be tested annually. Manufacturer recommendations and current NFPA 72 requirements shall be followed.

x) Contractor shall inspect and maintain all batteries and battery charging systems in accordance with current NFPA 72. The contractor will service and replace any/all batteries connected to the fire alarm system to keep the fire alarm system in compliance with the required codes, regulations, and manufacturer recommendations. Detailed annual battery maintenance reports shall be submitted to the Contracting Officer’s Representative (COR) and a copy to the Safety Office.

(1) Contractor shall be able to replace all batteries tested that fail on any given day at the time the batteries fail the test(s).

xi) Contractor shall test all manual pull stations annually. To meet NFPA Code requirements for quarterly testing of the Fire Alarm System, one-fourth of all manual pull stations will be tested each quarter, including testing of supervisory circuits.

xii) Contractor shall test Smoke Detectors, Duct Smoke Detectors, and restorable type Heat Detectors annually. To meet NFPA Code requirements for quarterly testing, one fourth of all detectors shall be tested each quarter, including testing of supervisory circuits. Testing documentation shall indicate that the HVAC shuts down, and the dampers close, when the smoke detector is activated.

xiii) Contractor shall provide labor and materials to perform testing, inspection, and recharging as necessary regardless of discharge reasons, all dry-system suppression systems.

(1) There is approximately Seven (7) dry-chemical suppression systems.

(a) Building 3 - Kitchen

(b) Building 7 – Kitchen Stoves (1-3)

(c) Building 78 – Canteen Kitchen

(d) Building 19/21 – Mass Accumulation Sites (1-2)

xiv) Contractor shall test and/or inspect all rolling doors and magnetic door hold releases in accordance with NFPA and TJC standards.

(1) There are two (2) rolling doors.

(2) There are currently approximately 142 door release devices.

xv) Contractor shall test Sprinkler System water flow devices semi-annually, two times per year. If the semi-annual tests show that the system is not reliable, quarterly testing must be initiated.

One half of the water flow devices shall be tested quarterly, including testing of supervisory circuits in accordance with NFPA and TJC requirements.

xvi) Contractor shall flow, test, and document all Main Drains on all risers annually in accordance with NFPA and TJC requirements.

xvii) Contractor shall test electric motor-driven fire pumps monthly under no-flow conditions per NFPA and TJC requirements.

(1) Contractor shall test fire pumps under flow conditions annually.

(2) There is one electric fire pump.

xviii) Shall provide labor and materials to perform Three (3) and Five (5) year testing of standpipe and dry pipe systems in accordance with NFPA 25.

xix) Contractor shall annually inspect, service, and flow test all hydrants and report in accordance with NFPA 25 and NFPA 291.

(1) There are approximately 40 hydrants.

xx) Contractor shall provide annual testing of all fire extinguishers. Annual inspections shall be performed on in-service units and semi-annual inspections will be performed on all spare units.

Reports shall be provided indicating units passed or failed and reason.

(1) Contractor shall provide labor and materials for all recharges, hydro testing, 5-year inspection and replacement of damaged or expired units. All new units shall be provided by the contractor with initial inspection tag and ready for use.

(2) Annual testing shall take place in the month of February.

xxi) Contractor shall provide monthly testing of all fire extinguishers in accordance with NFPA and TJC requirements.

(1) Any fire extinguishers that fail the monthly inspection shall be replaced at the time of inspection with a compliant extinguisher.

(2) Anticipate 180 failures / replacements a year. The contractor will be responsible for the replacement cost annually.

xxii) Contractor shall inspect all Fire Extinguishers within twenty-four (24) hours upon finding and notification of a missed inspection, unless other arrangements have been established through the Safety Office at the contractor’s expense.

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

xxiv) Contractor shall provide relevant and/or necessary upgrades to the Fireworks System.

xxv) Repairs, maintenance, and all regularly scheduled service on all fire alarms, suppression, and prevention systems are to be completed by the contractor.

(1) A report of repairs, maintenance, and service shall be submitted to Safety/Engineering and Contract COR upon completion of the repair or maintenance.

(2) Replaced components shall be returned to the COR upon completion of replacement/repair less the following: fire extinguishers, batteries, and large wet system components. Pictures of replaced components will suffice.

xxvi) Contractor shall correct all deficiencies immediately. If immediate actions cannot be performed, the contractor must contact Safety/Engineering immediately and set forth an approved, by Safety/Engineering, plan of action and timeline for correction.

xxvii) Contractor shall notify COR and Safety/Engineering immediately if they are unable to perform test(s) on equipment due to lack of equipment, malfunction of the equipment, or lack of access to equipment.

(1) The contractor shall create a plan of action for correcting the malfunction and implement the corrective action immediately once approved by the safety office.

(2) Once corrective measures have been implemented and the malfunction has been corrected, immediate testing shall be performed to ensure correction works as designed and to keep the system within code compliance.

(3) If corrective action cannot be implemented to a deficiency that is deemed critical to life safety, or if a building/system is going to be offline for more than 8 hours in a 24hr period, a fire watch shall be established in accordance with NFPA requirements.

(a) Fire watch shall be the responsibility of the contractor and approved by the Safety/Engineering team.

(b) An Interim Life Safety Measure (ILSM) form must be filled out by the contractor then submitted and approved by the Safety office.

xxviii) Contractor shall include 280 hours (annually) of additional labor at normal hour’s rate for use at the discretion of the VA for unforeseen problems, projects, emergency repairs, etc.

xxix) Contractor shall include 40 hours (annually) of additional labor at Level 2 technician (Programming) rate to be used only for active programming/reprogramming within Edwards FireWorks System.

xxx) Contractor shall include 60 hours (annually) of additional labor at after-hours rate for use at the discretion of the VA for unforeseen problems, projects, emergency repairs, etc.

4) Contractor Reporting & Documentation Requirements

a) Shall provide semi-annual training (4-hour ea.) to engineering and safety personnel on the operation and understanding of the EST fire Alarm system including the station fireworks system. Training will include basic panel understanding, key functions, disabling/enabling of an initiating device, global disconnects, etc.

b) The contractor shall supply a computerized list of device types with names, brands, model numbers, serial numbers (if applicable), manufactured dates, installation dates (if known), expiration/replacement dates, quantities, location/building/floor/room, and dates tested and inspected. Software shall be compatible with VA Bedford HCS existing software (preferably in a spreadsheet).

c) The contractor shall leave a list of deficiencies/missed items, in writing, during an end of work debrief with the Safety Office, which will occur at the end of every inspection/testing day.

i) Any deficiencies found during required testing, under this contract, shall be identified with a unique identifier to allow tracking of corrections through to invoicing/billing.

ii) Weekly, the contractor shall provide an updated electronic spreadsheet containing the list of deficiencies.

iii) Electronic spreadsheet shall contain at minimum:

(1) Date of inspection

(2) Unique identifier

(3) Building number

(4) Floor level

(5) Room number closest to deficiency location

(6) Deficient equipment

(7) Proposed corrective action.

(8) Timeline for correction

(9) Corrected or still deficient

(10) Date Corrected

(11) Corrective actions taken

iv) When the deficiency is repaired and/or corrected, the contractor shall include the unique identifier on a correction report, which shall be sent to Safety Office electronically.

v) Monthly meetings are to be scheduled to review deficiency list with the COR and Safety/Engineering.

vi) Contractor shall provide documentation of areas not inspected during monthly inspection and show specific cause, beyond the contactor's control, for not inspecting any device.

d) Contractor shall submit digital copies of testing, inspection, and maintenance reports within 10 days from the date of service and hard copies within 30 days. These reports shall contain but are not limited to:

i) Individual report for each NFPA and/or TJC standard the test/inspection complies with.

ii) Date the test/inspection was performed.

iii) Staff member who tested the equipment and their certification.

iv) Test/inspection that was performed on the piece of equipment.

v) The results of the test/inspection.

vi) Deficiency on the equipment with unique identifier.

vii) Corrective action taken.

e) The contractor shall submit a digital summary of all monthly testing and inspection reports.

i) The summary shall include:

(1) Building number

(2) System tested

f) Contractor shall submit twice annually a compact disk (CD)/USB drive with testing reports organized by Building and TJC life safety and environment of care standards, EC and EP numbers, i.e. Building 2 EC 02.03.05 Ep:1, Building 78 EC 02.03.05 EP: 2 etc.

g) A list of all alarms that occurred at VA Bedford HCS shall be submitted by the contractor to the COR monthly and additional reports if requested earlier.

5) PERFORMANCE REQUIREMENT:

• The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance

Threshold Method of Surveillance

The contractor shall provide timely responses to service requests.

Contractor shall be on site within 2 Hours after notification in response to a failed system or alarm reset repair. Contractor shall be on site within 12 Hours after notification in response to a regular service call/request.

99%

Periodic Surveillance Customer Complaint

The contractor shall debrief the Safety Office on all testing and findings at the end of each day of testing and inspecting.

Service Technician debrief reports on file with the Safety Office at end of test/inspection day. 95%

Periodic Surveillance Customer Complaint

The contractor shall turn over to the COR all replaced/changed out equipment minus batteries, fire extinguishers, and large components. Pictures must be provided of those components installed.

Components received by contract COR at time of replacement, prior to contractor leaving the facility (Check- Out).

99%

Periodic Surveillance Customer Complaint

The contractor shall create unique identifiers for all system problems and inform COR of issues

Unique identifiers received, tracked, and closed out with problem resolutions 100%

Periodic Surveillance Customer Complaint Billing Tracking

The contractor shall provide, semi-annual, four (4) hours of continued on-site training on testing and reporting documentation per year.

Semi-annual training agenda filed in the Safety Office after each training session 95%

Periodic Surveillance Customer Complaint

The Contractor shall submit digital and paper copies of testing, inspection, and maintenance reports.

Digital copies within 10 days and hard copies within 30 days from the date of service.

Digital and hard copy receipt of reports cross-checked to date that testing/inspections were performed.

Digital/Hard copies delivered within their respective time restraints. 100%

Periodic Surveillance Customer Complaint

All testing and inspections shall be in compliance with current

VHA, NFPA, OSHA,

and TJC regulations.

Documentation of testing/inspection to state compliance testing regulation.

This will be cross-checked with new regulations.

100%

Periodic Surveillance Customer Complaint

The contractor shall provide twice yearly a digital inventory list of all fire alarm system components

Spreadsheets with updated and accurate inventory including device components, make, model, serial number, manufacture dates, service life, installation location with building number, room number, room/area description

95%

Periodic Surveillance Customer Complaint

The contractor shall provide a fully functional, properly tested, and maintained fire alarm system

No problematic consistent/repeat troubles, alerts, problems in the Fireworks System 95%

Fireworks Network Periodic Surveillance Customer Complaint Federal Inspections Joint Commission Inspecitons

Complete, accurate, and up-to-date information listed and displayed in digital inspection and compliance reporting platform/database

No inaccurate or blank entry data points in the database and accurate information updated each time something is replaced. All in use equipment is captured and inspected respectively.

100%

Periodic Surveillance Customer Complaint

END OF STATEMENT OF WORK

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Repairs, Maintenance, Inspections, Testing, and Certification for Fire Alarm Detection System and Network Department of Veterans Affairs – VA Bedford Healthcare System (HCS) 200 Springs Road, Bedford, MA 01730 Contract No.: [TBD] Solicitation No.: 36C24126Q0613 Period of Performance: 12-month Base Year + four 12-month Option Periods

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method for the Contracting Officer's Representative (COR) to evaluate contractor performance against the requirements of the Statement of Work (SOW) for fire alarm, fire suppression, kitchen suppression, and fire extinguisher inspection, testing, maintenance, and certification services at VA Bedford HCS and associated CBOCs.

This QASP does not replace, but implements, the Inspection of Services clause incorporated into the contract (FAR 52.212-4 or FAR 52.246-4, as applicable) and is used in conjunction with the COR's Contracting Officer Representative Handbook responsibilities and applicable VAAR/VAAM surveillance guidance.

Note to file: The SOW as drafted contains an embedded Performance Requirements Summary (PRS) table. This QASP supersedes and expands that table for surveillance purposes. Recommend the SOW's internal table either be removed prior to solicitation issuance or expressly cross-referenced to this QASP to avoid two governing performance documents with potentially conflicting thresholds.

2. ROLES AND RESPONSIBILITIES

Role Responsibility

Contracting Officer

(CO)

Retains sole authority to take contractual action (cure notices, show cause, deductions, termination). Issues COR delegation letter. Reviews QASP surveillance results for contract administration decisions.

Contracting Officer's Representative (COR)

Conducts day-to-day surveillance per this QASP; documents findings; maintains surveillance files; recommends action to CO;

does NOT have authority to direct changes in scope, price, or terms.

Safety Office / Safety Manager

Receives daily debriefs, deficiency lists, and training records per SOW; provides input to COR; co-monitors life-safety-critical items.

Engineering Service Coordinates access, keys, and building-specific logistics; may provide technical review of contractor-submitted test data.

Contractor (QC representative)

Maintains its own Quality Control Plan (QCP); self-reports deficiencies; the QASP surveillance is independent of, and not a substitute for, contractor self-inspection under its QCP.

3. METHODS OF SURVEILLANCE

The following surveillance methods are used, applied per performance objective in Section 4:

Method Description Applied To

100% Inspection COR reviews every instance of the deliverable/event

Life-safety response times, deficiency corrections, fire watch establishment, replaced-component turnover, unique identifier tracking

Periodic/Random Sampling

COR samples a statistically representative subset per period (recommend minimum 10% or all events in a randomly selected month per quarter)

Recurring administrative reports, training documentation, inventory spreadsheet accuracy

Validated Customer Complaint

Complaints from Safety Office, Engineering, or facility staff are logged and validated by COR before being counted against performance

All objectives, as a supplemental method

Periodic Inspection (Scheduled/Unscheduled)

COR or Safety Office conducts unannounced spot checks during contractor site visits

On-site conduct, PPE compliance, badge/key procedures, LOTO adherence

4. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

AQL = Acceptable Quality Level. PWS/SOW paragraph references correspond to the source document provided.

# Performance Objective SOW Ref. Performance

Standard AQL Surveillance Method

Surveillance Frequency

Timely emergency/ failed-system response

Inspection & Testing Requests

On-site within 2 hrs of notification for failed system/alarm reset/accreditation inspection

99% 100% Inspection

Per occurrence;

monthly roll-up

Timely routine service call response

Inspection & Testing Request

On-site within 12 hrs of notification for routine service/request

99% 100% Inspection

Per occurrence;

monthly roll-up

# Performance Objective SOW Ref. Performance

Standard AQL Surveillance Method

Surveillance Frequency

3 Daily debrief completion

Pre- Inspection

Request

Written debrief with Safety Office at end of each test/inspection day, including summary, findings, unique identifiers, and turnover of parts

95% 100% Inspection

Daily;

monthly roll-up

Replaced-component turnover

Reporting Requests

Components (less batteries, extinguishers, large wet-system parts) turned over to COR at time of replacement, prior to contractor departure; pictures for excepted items

99% 100% Inspection

Per occurrence

Unique deficiency identifier tracking

Reporting Requests

Every deficiency assigned unique ID;

tracked to closure;

reconciled to invoicing

100% 100% Inspection

Continuous;

verified at monthly meeting

Weekly deficiency spreadsheet

Reporting Requests

Updated electronic spreadsheet submitted weekly with all required data fields (date, ID, building, floor, room, equipment, corrective action, timeline, status, date corrected)

100%

Periodic Sampling (100% for completeness check; sample for data accuracy)

Weekly

Monthly deficiency review meeting

Reporting Requests

Meeting held monthly with COR/Safety- Engineering to review open deficiency list

100% 100% Inspection Monthly

Standard AQL Surveillance Method

Surveillance Frequency

Digital/hard-copy report timeliness

Reporting Requests

Digital reports within 10 days of service; hard copies within 30 days

100% 100% Inspection

Per service event

9 Semi-annual training delivery

Reporting Requests /

PRS

4-hour semi-annual training to Engineering/Safety on EST system and FireWorks; agenda filed with Safety Office

95% 100% Inspection Semi-annually

Semi-annual

CD/USB

compliance package

Reporting Requests

Twice-annual submission of testing reports organized by building and TJC EC/EP numbers

100% 100% Inspection Semi-annually

Quarterly device testing cadence (25% per quarter, 100% annually)

Inspection & Testing Requests

Pull stations, detectors, notification devices, annunciators tested per NFPA 72 quarterly/annual cycle

100% annual cumula tive

Periodic Sampling + reconciliation at year-end

Quarterly verification;

annual reconciliation

Fire extinguisher monthly inspection

Inspection & Testing Requests

100% monthly visual inspection;

failed units replaced at time of inspection

100% Periodic Sampling Monthly

Fire extinguisher monthly, annual, 5-yr testing

Inspection & Testing Requests

Annual testing in February; 5-year hydro/recharge per schedule

100% 100% Inspection

Monthly, Annual (Feb), per 5-yr cycle

Missed inspection makeup

Pre- Inspection Requests

Any missed extinguisher inspection corrected within 24 hrs of discovery/notificati on, absent Safety

100% 100% Inspection

Per occurrence

Standard AQL Surveillance Method

Surveillance Frequency

Office-approved exception

Deficiency correction / plan of action

Inspection & Testing Requests

Immediate correction at no cost; if not immediate, Safety/Engineering-approved plan of action and timeline established

100% 100% Inspection

Per occurrence

Fire watch / ILSM for uncorrected critical deficiencies

Inspection & Testing Requests

Fire watch established per NFPA when life-safety-critical deficiency cannot be immediately corrected; ILSM form submitted and approved

100% 100% Inspection

Per occurrence

Battery maintenance reporting

Inspection & Testing Requests

Annual battery maintenance report to COR and Safety Office

100% 100% Inspection Annual

Digital inventory list accuracy

Reporting Requests /

PRS

Twice-yearly digital inventory (device type, brand, model, serial, mfr/install/expirati on dates, location) with no blank/inaccurate fields

95% Periodic Sampling Semi-annual

System reliability / repeat troubles (FireWorks)

PRS

No pattern of recurring/unresolve d troubles or alerts in FireWorks platform

95%

Periodic Inspection +

Validated Complaint

Monthly trend review

Certification currency

Certificatio n Requests

Personnel certifications 100% 100%

Inspection Quarterly

Standard AQL Surveillance Method

Surveillance Frequency current and submitted at contract start, updated quarterly or upon new personnel assignment; MA "C"/"D" licenses current

Contractor conduct / site procedures

Pre- Inspection Requests

Badge issuance/return, sign-in, key checkout/return, notification of police dispatch/USRO/fir e monitoring prior to work, PPE and LOTO compliance

95%

Periodic Inspection

(un-announced)

Random, minimum monthly

As-needed labor hour utilization tracking

General

280 hrs standard labor, 40 hrs Level 2/programming, 60 hrs after-hours tracked against COR-directed use only

100% 100% Inspection

Quarterly reconciliation

Monthly alarm activity report

Reporting Requests

List of all alarms occurring at VA Bedford HCS submitted monthly to COR

100% 100% Inspection Monthly

Regulatory compliance basis

General

All testing/inspection documentation cites the specific

NFPA/TJC/OSHA

/VHA standard being met; most stringent standard

100%

Periodic Sampling with technical review

Per report cycle

Standard AQL Surveillance Method

Surveillance Frequency applied where conflicts exist

5. SURVEILLANCE DOCUMENTATION

The COR will maintain a Surveillance Log (electronic, retained per NARA/VA records schedule) documenting, at minimum:

• Date and PRS item(s) surveilled

• Method applied and sample basis (if sampling)

• Result (Met / Not Met / Partially Met)

• Narrative of any deficiency, including reference to SOW paragraph

• Contractor notification date and method

• Corrective action and closure date

• COR signature/date

Monthly, the COR will prepare a Performance Summary Memo to the CO summarizing PRS results, trends, and any recommended contract administration action. This memo supports CPARS narrative development at the required reporting interval.

6. UNSATISFACTORY PERFORMANCE / NONCONFORMANCE PROCESS

1. Identification — COR documents nonconformance against the applicable PRS item in the Surveillance Log.

2. Notification — COR notifies the contractor in writing (email sufficient per SOW) describing the deficiency and referencing the SOW paragraph and PRS item number.

Only the COR (not Safety Office or Engineering directly) issues formal deficiency notices for contract administration purposes, consistent with the SOW's "COR only" acceptance/direction language.

3. Contractor Response — Contractor proposes corrective action and timeline; for life-safety-critical items, correction is expected immediately or a fire watch/ILSM is invoked per SOW.

4. COR Verification — COR verifies correction and closes out the item in the Surveillance Log with the unique identifier (for deficiency-tracked items).

5. Escalation — Repeated or uncorrected nonconformance, or any nonconformance affecting life safety, is elevated to the CO for consideration of remedies under the

Inspection of Services clause, including but not limited to withholding of payment, required re-performance at no additional cost, CPARS documentation, cure notice, or termination for default, as appropriate to severity.

Note: This QASP does not itself impose financial deductions. Deduction/withholding authority derives from the Inspection of Services clause and the CO's independent judgment; if the Government intends a fixed deduction schedule (common in some VA facility-services contracts), that should be added either as a contract line item remedy or Section H clause — recommend coordinating with your CO/legal on whether to add this prior to solicitation issuance, since it is not currently reflected in the SOW.

7. QASP REVIEW AND UPDATES

This QASP will be reviewed by the COR and CO at minimum annually (aligned with option period exercise) and updated if:

• SOW is modified via contract modification

• Surveillance data indicates PRS items are not capturing actual risk areas

• New systems/equipment are added to the fire alarm network (e.g., EST3-to-EST4 upgrade, though noted as a separate contract)

The contract period of performance:

Base: 9/1/2026 – 08/31/2027 Option Year 1: 9/1/2027 – 08/31/2028 Option Year 2: 9/1/2028 – 08/31/2029 Option Year 3: 9/1/2029 – 08/31/2030 Option Year 4: 9/1/2030 – 08/31/2031

Places of Performance:

Apart from the VA Bedford Health Care Services (VA Bedford HCS) main facility and the Crescent House Transitional Residence Program (Crescent House), all associated Community-Based Outreach Centers (CBOC) locations are leased. Due to varying lease expiration dates with the potential for locations to move, the lease locations are fluid and may be subject to change but will remain in the same general area/county.

The following six (6) locations, unless otherwise stated, will be considered for the simplification of this contract all known and identified as VA Bedford HCS.

1. VA Bedford Healthcare Center - 200 Springs Road, Bedford, MA 01730 (Middlesex County) o All Services (Inspection/Maintenance/Repairs/Programming – FireWorks)

2. Crescent House Transitional Residence Program (Crescent House) - 15 Veterans Way Lowell, MA

01852 (Middlesex County) o All Services (Inspection/Maintenance/Repairs - Fireworks System Not Installed)

3. Gloucester VA Clinic (Gloucester CBOC) - 199 Main Street Gloucester, MA 01930-6029 (Essex County)

a. Fire Extinguishers Only

4. Haverhill VA Clinic (Haverhill CBOC) - 209 Summer Street Haverhill, MA 01830-5201 (Essex

County)

a. Fire Extinguishers Only

5. Lynn VA Clinic (Lynn CBOC) - 225 Boston Street Suite 107 Lynn, MA 01904-3123 (Essex County)

a. Fire Extinguishers Only

6. Lowell Vet Center - 10 George Street Suite 300 Lowell, MA 01852 (Middlesex County)

a. Fire Extinguishers Only

The following solicitation provisions apply to this acquisition:

1. 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (Sep 2024)

2. FAR 52.203-18 Prohibition on Contracting with Entities (JAN 2017)

3. FAR 52.209-7, Information Regarding Responsibility Matters (Oct 2018) (DEVIATION NOV

2025)

4. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show—

(1) The solicitation number.

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) Certifications that the offeror shall complete electronically);

(9) Acknowledgment of Quotation Amendments;

(10) Past performance information

(11) Demonstrate ability to me perform the requirements of the Statement of Work.

(12) Demonstrate required qualifications.

(13) A signed certificate of compliance with 852.219-75 “VA Notice Limitations on Subcontracting – Certificate of Compliance for Services and Construction” (Attachment 4)

(14) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

Quoters shall list exception(s) and rationale for the exception(s),…