36C24720Q0289-0005001.pdf

Fire Alarm System and Inspection Solicitation 36C24720Q0289

Questions and Answers

Q1. Were there 2 or more SDVOSB's that responded to the sources sought notice? If so, how is this solicitation not an SDVOSB Set-aside? How does the Rule of Two not apply?

A1. Previous quotes submitted exceeded Government budget. Therefore, SDVOSB set-aside was dissolved and opened the solicitation to Small Businesses.

Q2. The NFPA 72-2016 states that the technician performing inspection can have one of several certifications 1. Factory Training 2. Nationally Recognized Certification Organization (NICET, NFPA) 3.

State Certified 4. Qualified by Organization listed by nationally recognized testing lab. Since the VA is using NFPA is NICET and Factory Training acceptable? See attached.

A2. As required per SOW section 6.

Q3. The South Carolina Fire Marshall Office is not the AHJ for the Dorn VAMC. Requiring a contractor to have a SC fire alarm license, SC licensed techs, SC Fire Sprinkler License, Notifier Certified Techs & Notifier Onyx Work Techs would be overly restrictive and hamper small business participation. Also, the NFPA which the VA follows allows for tech to be one of several certifications to meet this requirement (see NFPA 72-16 or 19 Annex A10.5.3, A10.5.3.1, A10.5.3.2, A10.5.3.4(1-3). Can a subcontractor certification be used for meeting one or more of the required certifications?

A3. Prime contractor shall have the required SC license per SOW section 6.

Q4. Can the update (added, deleted, relocated device, graphics) to Notifier System be performed semi-annually instead of quarterly? Due to the number of ongoing projects at any given time at the VA it would be difficult for a vendor to continuously update the system quarterly. This would also allow for manufacturer software updates to be done more effectively. Also updating the drawings quarterly would be very expensive.

A4. SOW updated to require semi-annual updates.

Q5. Can you confirm the fire sprinkler system will not require any as-builts updating? If it does can you provide the frequency?

A5. Fire sprinkler system will not require as-built updating. The contractor is responsible for maintaining an inventory of fire heads and ensuring adequate spares are available per NFPA 25.

Q6. Is it the responsibility of the contractor performing the renovation or construction to provide the awarded fire alarm contractor with fire alarm and sprinkler as-builts? If not, how would the bidding contractors estimate this cost? Is there an estimated number of projects per year?

A6. Yes – as-built CAD drawings will be provided by the VA. The number of projects approved for construction each year is unknown and subject to availability of funding. Typically, 1-2 are completed.

Q7. Are there any device/equipment located in vaults or confined spaces? If so, what exact equipment is located in a confined space, so we know how often we need to access the space?

A7. Yes, there are devices (such as smokes and dampers) within confined and hazardous (asbestos, lead) spaces as documented in SOW.

Q8. With notifier some equipment will be software update limited because of age of the device/equipment. Is the awarded contractor to provide a labor/materials quote to replace outdated equipment? The labor should be included as no specific notifier equipment inventory has been provided in the sow.

A8. Yes. All pricing must be detailed – at a minimum showing labor and material.

Q9. Are FM200 and Kitchen Hood System Testing to be performed after normal hours? If so, please provide the hours work can be performed?

A9. No.

Q10. Can the master device/equipment inventory be extended from 90 calendar days to 120 calendar days from award? This is a large site with a large amount of equipment that needs to be inventoried. It would be difficult to make an accurate inventory in 90 calendar days.

A10. Baseline inventory is required within 90 days. A 2016 inventory and recent project related inventories will be provided to the contractor for field validation to establish a consolidation baseline.

Recent projects have upgraded devices and documentation for all facilities will be provided as follows:

Inventory list of initiating devices (spreadsheet) for buildings 5, 6, 7, 8, 9, 20, 21, 22, 36, 100, 100A, 103, 103A, 105, 106, 114, and 120.

As-builts drawings in PDF and AutoCAD for buildings 7, 100, 103, 103A, and 106. We have as-builts in PDF for building 21.

Currently under design which will have as-built documentation after construction are buildings 5, 6, 8, 9, 20, 22, 25, 36, 100A, 105, 114, 120. Also included are connecting corridors from 100 to 103, 100 to 106, 100 to 5.

In general, the inventory data and drawings are available but must be validated and maintained semi-annually by the Contractor. Semi-annual updates must include CAD/PDF files and (2) sets of hard copies – one to be maintained in the ECC as red-line drawings picked up by the contractor semi-annually for updating and the other for the Engineering office (B20).

Q11. Is the master device/equipment inventory to include the quantity, specific location, type of each sprinkler heads? If so, will current as built be provided by the VA? Will the VA supply only a building layout to which the contractor is responsible for locating each fire sprinkler head?

A11. Yes. Yes - existing drawings are available in PDF for buildings 100, 106, 100A, 103/103A, 21, 22, 6, 7, 9, 114, and 120. Drawings must be validated by the contractor and converted to CAD and PDF for the first semi-annual update. Inventory shall include all items listed.

Q12. Is the master device/equipment inventory to include the specific location, type, address of each fire alarm device to include monitor modules, relay modules, power supply, door holder, audio?

audio/visual, visual, battery, detector? If so, will current as-builts (with device locations/information) be provided by the VA? Will the VA supply only a building layout to which the contractor is responsible for locating each fire alarm device/equipment?

A12. Inventory shall be as described and in accordance with any additional requirements of NFPA 72.

No – detailed as-builts will be provided. See response to question 10.

Q13. Section 6.b - How would the awarded contactor be aware of each incident? There could be audio/visual devices that are removed during a renovation/construction project that would never out the panel in trouble. Is the renovation/construction/VA Staff team responsible for notifying the awarded contractor? and providing updated as built?

A13. Yes, all information will be provided by VA staff to the COR for issuance to the fire alarm service contractor.

Q14. In section 6.c it is confusing on how often the drawings shall be provided. Can you please clarify if they are provided quarterly or annually? The drawings will be provided in the beginning of the contract.

All updates will be given and be updated quarterly by the awarded contractor.

A14. SOW updated – drawings will be updated semi-annually. See question 10 response.

Q15. Section 6.d - Does the VA have a current listing of all items? is this in excel?

A15. Yes – inventory must be validated within 90 days and maintained by the service contractor.

Q16. Section 87 - How is the labor to cover critical and non-critical service calls to be billed? if critical and noncritical service labor is to be covered please provide an estimate on the number of service calls annually? Will service calls be billed against a separate line item?

A16. Labor and material are covered by the allowance (separate line item). Labor costs must be submitted and approved by the COR (critical/non-critical/after-hours, etc.). Rates shall be competitive with GSA/general industry.

Q17. Is the contractor required to perform monthly fire pump run?

A17. No

Q18. Is the contractor required to perform monthly visual inspection of sprinkler gauges?

A18. Monthly will be done in-house by Government employees which consist of visuals.

Q19. Is the contractor responsible for any monthly inspections? If so, please provide that information and quantity of devices?

A19. Monthly will be done in-house by Government employees which consist of visuals.

Q20. Can you confirm that repair labor for other sprinkler items such as FDC Caps, fire pumps, jockey pumps, leaking drain, failed backflows, etc. is not included in the base contract? When these items are found should the contractor provide labor/materials quote?

A20. Yes, labor for repairs is not included in the base contract. Contractor shall provide labor/material quotes to the COR.

Q21. Section 8 - IAW TJC/VHA memorandum 23 quarterly inspection "Quarterly means performing something within the calendar quarter. As an extreme example, if the task was performed January 5 for the first quarter and June 28 for the second quarter, that would still be considered quarterly. The obvious ideal would have been January 5, April 5, and so on, but occasionally these sequences change."

Can you provide documentation of the change to the TJC/VHA Requirement?

A21. Every device requiring quarterly testing shall have been tested four times-10 days plus or minus for quarterly required tests

Q22. Section 9.d - Is the VA covering the cost of the elevator contractor to be onsite for elevator recall/shunt trip testing? If not, then can the VA provide elevator contractor name and POC?

A22. Yes - the elevator contractor will coordinate when needed for fire alarm testing. It is required as part of the elevator service contract.

Q23. Section 6.e - Can the VA provide a percentage of +/- for quantity of devices? What someone considers approximate could vary. Having a percentage of difference would be a good measuring point in case there is more devices. Such as 420 dampers approx. and there is actually 450. Some might think that is within the approximate number. After the inventory by the awarded fire alarm contractor, an accurate count will forthcoming.

A23. +/- 10%

Q24. Section 12 - Are there previous inspection report for fire damper? Will there be life safety prints provided by the VA available for the inspector?

A24. Yes – both will be available.

Q25. Section 9 - Will the VA provide a dedicated escort for all annual/semiannual/Inventory fire alarm/sprinkler/suppression systems testing? We want to ensure that the techs have access as they are walking thru a facility to perform a full inspection. Having to track down an escort each time our tech can't get thru a room is costly. If the VA can't provide full time escort for annual/semi-annual/inventory can the contractor be provided a master key for those inspections?

A25. Employees familiar with the systems will escort technicians. Keys will also be available to the contractor.

Q26. In section 14.a of PWS. Can you confirm that the contractor should provide labor and materials pricing for making repairs of items found defective during any of listed inspections?

A26. Yes – labor/material for repairs must be submitted to the COR for approval.

Q27. Section 14.b - Will VA provide staff and access for testing audio/visuals after hours? Some doors or area might be locked, and contractor would need VA staff to access.

A27. Yes; however, in general testing can be completed during normal business hours.

Q28. Section 17.d - Is the cost to respond to a service call reimbursable?

A28. Yes. Labor rates for diagnostic/repairs services must be submitted initially. We

Q29. Attachment D - is the water tank storage, fire ext., fire hoses hydro, fire doors, exit signs, battery backup lights, OR lights, Annual fuel quality test to be performed by others? if not please provide details on any required testing under this contract.

A29. Yes, Attachment “D” Tabs #14- 23 are the responsibility of the government. Tab #24 is for Fire alarm batteries.

Q30. What areas will require after-hours labor for testing/service.

A30. Testing – none anticipated. Service – generally none unless unique circumstances present. Submit normal and after-hours rates.

Q31. Will a list of approved VA employees be provided that can request critical and non-critical service?

A31. Yes

Q32. CLIN 0002 – Initial Inventory – does this include CAD sprinkler drawings also?

A32. Yes – for sprinkler heads. Current drawings to be validated are available in PDF for some buildings.

See previous responses.

Q33. CLIN 0006 – Does this included wet chemical systems also?

A33. Yes

Q34. Damper Count –The VA references 420 on page 8 but also references 310 dampers on the cost schedule. Should we use the 310 or 420 number?

A34. 310 is closer to actual. 420 was approximated to include additional buildings but may be overestimating.

Q35. Are there updated CAD drawings available from the 2020 damper inspection?

A35. Yes (2019)

Q36. Is a containment tent required? If so, does the vendor need to supply a containment tent?

A36. Yes, in required areas. Yes.

Q37. CLIN 0002- Are CAD Drawings required for the Fire/Smoke Dampers?

A37. Yes – baseline drawings will be provided in CAD/PDF. Contractor must maintain and provide revisions semi-annually.

Q38. 12-year hydrostatic tests will be due on the wet/dry chemical tanks in FY 2022 and 2023. Should we include this in the price?

A38. No

Q39. Which month of the year do you do hydrants and backflows?

A39. Hydrants – July; Backflows – May.

Q40. On Page 10 section 9C it says that the inspections and preventative maintenance includes replacing parts. We would like to verify that any parts being replaced will be quoted separately using lowest GSA price for parts and labor and are not included in our pricing for this contract (per section 14A).

A40. Correct, the pricing is inclusive of the 100K NTE CLIN allowance and will be added to all potential offer submissions in the total evaluated price. In general, commercially available pricing may be more competitive. Whichever is lower.

Q41. Clarification on Question 3. If a small business contractor is working in conjunction with another small business contractor to meet the entire sow. Would a technical submission be deemed acceptable if contractor A has NICET Certs /SC Fire Sprinkler and SC Fire Alarm/ Notifier Certs? So together they would meet all required certification required in section 6 of the SOW.

A41. Read section 6.c of SOW. Prime Contractor will be responsible. State of South Carolina Fire Alarm System and/or Fire Sprinkler Systems licenses.

Q42. Clarification on Question 5: The answer on question 5 appears to contradict the answer given for question 32. The inventory, location type of sprinkler heads is what would be listed on fire sprinkler system as-builts. Can you please clarify what exactly the government is asking for? Also if current not current as-builts for fire sprinkler this could take significant time locating all sprinkler heads in a facility. to include those mounted above ceiling or high above duct work.

A42. Yes, there is a 2012 (PDF) sprinkler drawing of locations as guidance for the inventory. Government is asking for what type sprinkler head. Example: Wet Pipe, Dry Pipe, Foam Fire, Pre-action, and Deluge Fire Sprinkler Systems. There is a difference between CAD drawings and as built. Per NFPA 25 the sprinkler type shall be in conjunction with area and temperature. Mechanical rooms are normally hotter so you would have a higher temperature sprinkler head.

Q43. Clarification on Question 10: Is there a current excel or pdf list of the sprinkler heads location and type?If not this would be a significant effort to be done in 90 days given the level of access required and current covid 19 pandemic. The tech would need access into every room, above the ceiling and above equipment. Given the current Covid 19 issues can this initial inventory timeframe be extended?

A43. Yes, there is a 2012 (PDF) sprinkler drawing of sprinklers locations. Access will be taken into consideration during current COVID-19 pandemic. Currently, there is no access except emergencies. The PDF drawings are 8 years old and the sprinkler system has been inspected and test since then. All past documents up to the current FEBRUARY 2020 testing will be available. The government will assist in this requirement.

Q44. Clarification on Question 21: The Joint Commission and VHA Authority Having Jurisdiction have released a memorandum in Jan 2020. The memo provides guidance for the variance on time inspection frequency. On Please see attached memorandum. Is the local VA overriding the VHA Fire Protection Engineer AHJ and Joint Commission Guidance? If so, can you provide memorandum or documentation authorizing the change?

A44. Frequency is IAW SOW. Joint Commission takes their code reference from the NFPA, the VA uses the most current NFPA requirement where TJC uses 2012

Q45. Clarification on question 39. The NFPA 25 requires that a fire hydrant be flowed annually but a GPM, Static PSI, Residual PSI reading is not required. Is the government looking to get GPM, static psi and residual psi for each hydrant?

A45. Yes, base year of contract will require a base line on pressure for each of the hydrants. Hydrant flow will still be done annually according to NFPA 25 AND 291.

Q46. In Q&A number 16, The answer mentions a separate line item for an allowance. The current Cost Schedule does not include a line item for an allowance. Will there be a revised Cost Schedule posted for this bid?

A46. CLIN structure has been revised for the base year and all option years. Note: there are “Not to Exceed” (NTE) CLINS included.