36C24425Q0197.docx

SUBJECT*

Building Automation Systems | Fire Alarm Maintenance | Smoke/Fire Alarm System Maint (VA-24-00092846)

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4 Services 2 1010 Delafield Rd.

POINT OF CONTACT*

Contract Specialist Andrew Chmielewski andrew.chmielewski@va.gov 412-860-7204

PLACE OF PERFORMANCE

1601 Kirkwood Hwy.

Wilmington DE

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice.

The Department of Veterans Affairs, Wilmington, DE VAMC, has a requirement for necessary labor, equipment, additives and materials necessary to perform utility plant gauge calibrations as described in the attached draft SOW (Attachment A). Potential Sources shall respond with their ability to provide these services as outlined in the draft SOW.

The North American Industry Classification System (NAICS) code being considered for this procurement is 561621, Security Systems Services, and the Product Service Code (PSC) is H312 Inspection Fire Control Equipment. The Small Business Size Standard is $19 million. Responses to this notice should include the following:

All responses shall be submitted in writing via email no later than 2:00 PM (ET) December 18, 2024 to Andrew Chmielewski at Andrew.chmielewski@va.gov.

Simply responding as an “interested party” in www.fbo.gov does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the FBO website in the near future. Responses to this sources sought announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://beta.sam.gov in order to be eligible for award of Government contracts.

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Fire Alarm and Sprinkler Inspection, Testing, and Maintenance (ITM) Statement of Work

GENERAL

Contractor shall provide all labor, materials, tools, and test instruments required to inspect, test, maintain and repair the fire alarm system, and the fire alarm central annunciation system, and all applicable components associated, in accordance with NFPA 72 and NFPA 25.

1. Scope. Contractor shall provide labor and materials for the testing of the Notifier System with related components, the fire sprinkler system, and the standpipes and fire pump at the Wilmington VA Medical Center as indicated herein.

2. Description of Work.: The Prime Contractor shall be a certified “Notifier System” contractor and shall not subcontract any part or parts of this contract. The VA adheres to the most current NFPA Standards. Therefore, the contractor shall perform annual tests and inspections on the fire alarm and sprinkler system in accordance with the most current National Fire Protection Association (NFPA) Standards, recommendations, manufacturer’s recommended procedures, and following the frequency standards required by The Joint Commission on Accreditation of Healthcare Organizations (TJC).

3. The contractor shall deliver an electronic written (not handwritten) record, in conjunction with its digital file, which shall describe the test and inspection results, and services performed. This report shall be detailed based on the Elements of Performance (EP) specified by The Joint Commission. It is to include the name, number, and location of the device of activity, date of activity, required frequency of activity, NFPA standard referenced for activity, TJC Element of Performance referenced for the activity, results of the activity and name/contact information including affiliation of the person who performed the activity. If the contractor wishes to barcode devices in an effort to ensure test reports are accurate, the contractor shall ensure they have enough staff to conduct this activity while ensuring the inspection is completed within required the required timeframe. In addition to an EP-based report, the contractor shall also provide a spreadsheet database file of all testable items which may be cross-referenced by device number to the EP-based report. Each EP based report shall only show test result for that EP. For example, Supervisory signal device testing results should not be intermixed with waterflow devices, and so on.

The contractor will provide an Inspection and Testing schedule no less than sixty (60) days prior to the quarter of the required inspection and testing date.

Testing and Inspections shall be performed as required per the most current edition of the NFPA Standard. Testing frequencies at the Main Medical Center, Community Living Center and all on-campus buildings are to be as follows:

Work performed as a result of misuse, abuse, vandalism or negligence is not covered by this agreement and will require a separate purchase order, issued only by approval of the Contracting Officer prior to the performance of the work.

The resulting contract will be a five-year, firm-fixed-price Indefinite Delivery - Indefinite Quantity (IDIQ) contract.

FIRE ALARM AND SPRINKLER INSPECTORS

Inspection – Fire Alarm inspection services shall be performed in accordance with the latest edition of NFPA 72, Testing and Maintenance of Fire Alarm Systems, including appendices. Sprinkler System inspection services shall be performed in accordance with the latest edition of NFPA 25, Testing and Maintenance of Water-based Sprinkler Systems, including appendices.

Report – Fire Alarm inspection reports shall be submitted to the requesting agency on the “suggested form”, as found in NFPA 72 and NFPA 25 or Program POC authorized equivalent.

Hours Of Operation - The contractor shall coordinate with the Program POC to decide when testing, maintenance and repair can be performed. Testing, maintenance and repair can be performed during normal business hours when it does not interfere with building operations. When testing, maintenance or repair will interfere with building operations; it shall be performed after normal business hours.

And;

a. When making routine and/or periodic inspections and tests, to determine that the equipment conforms to the applicable Code edition (edition under which it was installed), and that the alterations conform to Code requirements. Determine that periodic tests performed by the owner, or his agent are conducted in accordance with Code requirements and results of these tests demonstrate Code compliance.

b. Report the results of inspections and tests in accordance with applicable local regulations, or as directed by the Program POC.

c. When required by the Government, the inspector shall perform a maintenance quality control audit. Detail requirements shall be listed in the request for service from the Program POC.

d. Preventative Maintenance Inspection and Testing. The Contractor shall perform normal fire alarm system inspection; testing and maintenance as covered in NFPA 72, and sprinkler system inspection; testing and maintenance as covered in NFPA 25.

CERTIFICATIONS AND QUALIFICATIONS

1. Certifications: All Fire Alarm Technicians shall be certified by the National Institute for Certification in Engineering Technologies (NICET).

2. Number of Employees. The Contractor shall have available at all times a sufficient number of capable and qualified employees to enable the contractor to properly, adequately, and safely perform all work required under the terms of this contract.

3. Fire Alarm Systems Engineering Technicians. Fire Alarm Systems technicians performing contract work shall meet NFPA 72’s qualifications and also hold at least a NICET Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm Systems. Additionally, the Technician must have experience in the past five years in fire alarm system testing, repair, maintenance, installation, and related activities of buildings and equipment comparable to the buildings and equipment covered by this contract.

4. Addressable Systems. Technicians modifying the fire alarm control panel of systems shall be factory trained and currently certified for the operating system, including software version, of the particular fire alarm system, and shall provide documentation of this certification per NFPA 72.

5. Licenses & Permits. Contractor and subcontractor personnel engaged in the activities specified by this contract shall be also required to possess certificates of training, licenses, and permits as required by the state, county, parish, city, and other local jurisdictions when the alarm system is installed in a facility covered by such state, county, parish, city, and other local jurisdictions.

6. Documentation. The Contractor shall provide to the Program POC documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. The Contractor shall insure that all certificates of training, licenses, permits, and bonds are current and valid. All offers must include documentation and proof of the above certifications and qualifications for each employee.

CONTRACTOR SPECIAL REQUIREMENTS

1. The contractor at the contractor’s expense will obtain all necessary permits, and licenses for performing fire alarm tests and inspections.

2. The contractor agrees to utilize responsible, capable, NICET certified, employees (as outlined in Certifications and Qualifications of Inspectors) in the performance of any task associated with this solicitation. The contractor may be asked to remove persons who pose a threat to health, safety, or security of an installation. Contractor personnel, while on site shall possess current NICET certification.

INSPECTION, TESTING, AND MAINTENANCE FOR FIRE ALARM(S) AND SPRINKLER SYSTEM(S)

1. Inspection, Testing and Maintenance: Inspect, test and maintain fire alarm system in accordance with NFPA 72, Fire Alarm Code and NFPA 25, Sprinkler Systems.

a. Testing Frequencies from NFPA 72 and NFPA 25 shall be used.

b. Testing Methods from NFPA 72 and NFPA 25 shall be used.

c. All inspections and testing for quarterly intervals shall be conducted within +/- 10 days of the previous inspection and testing.

d. All inspection and testing for semi-annual intervals shall be conducted within +/- 20 days of the previous inspection and testing. All semi annual inspection, testing, and maintenance shall be initiated and completed within the same month.

e. All inspection and testing for annual intervals shall be conducted within +/- 30 days of the previous inspection and testing.

2. Scheduling. Within 30 days of receiving the delivery order, the Contractor shall submit to the Program POC a proposed work schedule for each fire alarm and suppression system inspection.

3. INSPECTION, TESTING AND MAINTENANCE RECORDS. Within 14 days after completing the inspection and testing, the Contractor will furnish an electronic report to the Program POC that includes the following:

a. A Contractor’s Inspection and Testing Form that includes all the information required by NFPA 72 and NFPA 25, including listing of the NFPA Standard to which the work was completed. Inspection, Testing and Maintenance Records and Inspection and Testing Form from NFPA 72, NFPA 25 shall be used.

b. The Contractor shall provide an inspection record for each individual standard listed per The Joint Commission for the Accreditation of Health Care Organizations (See Above “Description of Work”).

c. The Contractors Inspection and Testing Form shall also include any deficiencies to equipment noted during the testing, and individual costs to correct each deficiency noted. Each cost shall itemize both a parts cost and a labor cost.

d. The Form shall be provided electronically (by email) to the Program POC.

e. If any database is used to document Inspection, Testing, and Maintenance Records by the Contractor, the Contractor shall provide “Administrator Access” or the equivalent to ensure the Wilmington VA Medical Center has access to the database to pull records as necessary.

4. Reporting of Deficiencies. Devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer’s recommendations shall be reported as a deficiency. A list of deficiencies shall be provided by the contractor prior to leaving each day to ensure the Wilmington VA Medical Center has the ability to take proper actions.

5. Correction of Deficiencies. Within two business days from the date of inspection, the Contractor shall provide the Safety Office a quote to repair deficiencies identified during the inspection. When listed deficiencies have been corrected, the Contractor shall sign and date the inspection report and return it to the Program POC. The contractor will then schedule retesting of the corrected deficiencies. Retesting will be scheduled and completed within 10 days of the completed repairs.

6. Repair Response. Requirements for critical repairs include:

a. After being notified of a critical repair request, make live voice contact with the Program POC within one hour, have a qualified technician on-site within 24 hours of a valid order for repairs, and complete the repair within 48 hours from time of arrival.

b. After being notified of a non-critical repair request, make live voice contact with the Program POC within one business day, have a qualified technician on-site within five days of a valid order for repairs, and complete the repair within 96 hours from time of arrival.

7. Testing after repairs. All repairs shall be tested according to requirements of NFPA 72. A representative of the Government may witness testing. Notify the Program POC of the schedule for testing with sufficient notice to allow testing to be witnessed. Contractor must provide written certification that repairs are complete. The document shall also include the names and titles of the witnesses to the test.

Contractor shall provide, in writing, before leaving the building:

a. Suspected cause(s) of the malfunction(s), and actions to prevent reoccurrence.

b. A list of components used to make the repair.

c. Hours required to make the repair.

8. Repair Records. Upon request, the Contractor shall furnish a record of all repairs they have made to an individual fire alarm system. All records must be maintained at the Contractor’s office for a minimum period of 3 years.

9. Government Assistance. The Contractor shall contact the Program POC for assistance in coordinating any service.

10. Notification. Before proceeding with any testing, the Contractor shall coordinate the notification of all persons and facilities that receive alarm, supervisory or trouble signals (e.g. Program POC, dispatcher, Police). The Contractor will coordinate with the Program POC to ensure that all building occupants are notified. At the conclusion of testing, the Contractor shall notify those previously notified that the testing has been concluded.

11. After Hours. The Contractor may be required to perform some work, inspections, and tests outside the normal working hours of the building occupants. Any scheduled work that is disruptive to the tenants (testing audible devices, elevator capture, fan shutdown, etc.) shall be performed after the building occupant’s normal working hours. The Contractor shall coordinate with the Program POC to coordinate after-hours access to the building.

12. Damage to Fire Alarm System. Any damage to the fire alarm or associated equipment (e.g. fans, elevators, generators, pumps) caused by normal testing shall be repaired by the Contractor at no additional cost to the Government. At its discretion, the Government may have representatives present to witness any or all such tests. All costs associated with this damage shall be borne by the Contractor.

13. Safety Hazards. The Contractor shall immediately notify the Program POC of any recognized safety hazard that might severely affect building occupants.

14. Tests and Inspections. At its discretion, the Government reserves the right to make any test or inspection it deems necessary to make sure the system is being properly maintained.

REPAIRS AND UNSCHEDULED WORK

1. Definition of Repairs. Repairs are defined as unscheduled work to repair or modify a fire alarm system, or to correct recurring system and/or equipment malfunction(s).

2. Repair Parts. Contractors who perform repairs under this contract shall be capable of providing replacement parts within 24 hours for the central processing unit (CPU), controller, monitoring and signaling cards, display boards, and other critical parts that may be necessary to restore the equipment and systems.

3. Repairs and Unscheduled Work. The Contractor shall perform Repairs and Unscheduled Work for fire alarm systems as covered in NFPA 72 and Sprinklers as covered in NFPA 25.

4. Fire Alarm Inventory Changes. The Government will inform the Contractor of any changes to the inventory. These changes will be reflected in the Inspection and Testing documentation that is provided from the Contractor to ensure all inventory and testing are accurate.

ESTIMATED WORKLOAD

End of Document