QA - 36C24726Q0305 - Fire Protection PM final.docx

QA - 36C24726Q0305 – Fire System Maintenance

1. Exact Device Counts: The SOW lists "310 +/- 10" fire extinguishers and "27 Buildings" . Can the Government provide an exact inventory of devices (smoke detectors, pull stations, heat sensors, and sprinkler heads) per building to ensure accurate labor hour calculations?

We do not have an exact count of fire sprinkler heads. Pull stations and smoke detectors would not be the responsibility of this contract. This is purely fire suppression. Fire alarm items will be covered under another contract.

1. FM200 Specifics: For the Data Center FM200 system, what is the cylinder size, agent weight, and date of the last hydrostatic test?

5 tanks total. Refurbished in 2025. System is not currently active. Tanks were checked by certified inspector on 5/4/26.

Tank 1: 259 lbs Tank 2: 117 lbs Tank 3: 50 lbs Tank 4: 430 lbs Tank 5: 186 lbs

1. Kitchen Hood Brands: The SOW identifies 13 kitchen hoods. Are these all Simplex-integrated, or are they standalone systems (e.g., Ansul, RangeGuard)?

I will attach latest inspection (10/8/2025) with information.

1. Fire Shutter Manufacturers: For the 7 fire shutters/curtains, are these motorized or manual? Are there specific proprietary parts required for the annual NFPA 80 inspection?

I will include fire door inspection report from September 16, 2025.

1. Hydrant Water Source: Are the 27 fire hydrants part of a private VA loop, or are they connected to the municipal Dublin water system? If municipal, does the VA or the contractor handle coordination and permitting with the city?

The VA has a dedicated loop.

1. System Condition: Are there any currently known "Red Tag" or "Yellow Tag" deficiencies that the incoming contractor will be expected to inherit and resolve immediately upon award?

All yellow/red tag items should be resolved when this contract is active. If not, contingency fund will be used to correct deficiencies.

1. Simplex Programming: Since the campus utilizes a Simplex Fire Suppression system, will the Government provide the necessary software keys, dongles, and administrative passwords required for programming and system bypasses?

Information will be given for system bypasses. Any programming work would need to be sub contracted to JCI.

1. JCI Support: Does the VA maintain a separate service agreement with Johnson Controls (JCI) for proprietary software updates, or is the contractor responsible for sub-contracting Simplex-specific programming tasks?

No programming needs known. The fire alarm system is notifier and will be covered under a separate contractor. We do not hold a contract with JCI for proprietary upgrades. If JCI is needed for emergency or unforeseen conditions, they will need to be subcontracted using the contingency fund.

1. Stock Requirements: The SOW requires the contractor to "maintain stock of common Simplex parts". Can the Government provide a "Recommended Spare Parts List" or define the minimum required inventory to be kept on-site or in the contractor’s service vehicles?

General request for common parts to be in stock. Pressure switches, tamper switches, flow meters, etc. that will send the system throw a supervisory, trouble, or alarm.

1. Manufacturer Training: The SOW states technicians "shall have attended one or more fire sprinkler equipment manufacturers' maintenance/service schools". Does this requirement apply to every technician on-site, or is it sufficient for the Lead Technician/Project Manager to hold these certifications?

All technicians need to hold a certification.

1. NICET Requirements: While the SOW mentions "certified fire suppression system contractor", it does not specify NICET levels. Will the Government require NICET Level II or III for the technicians performing the inspections and repairs?

Level I is not sufficient without a L II or L III supervising

1. QFDI Equivalency: For the Qualified Fire Door Inspector (QFDI) certification, will the Government accept equivalent certifications from the Door and Access Systems Manufacturers Association (DASMA)?

No

1. Definition of "Disruption": The SOW requires work that "disrupts patient care... longer than 15 minutes" to be performed after-hours (1700-0500). Does the Government consider audible alarm testing/ringing throughout a building to be a disruption of patient care?

Yes, audible alarms are considered to be a disruption of patient care for outpatient services. Mental Health, radiology, dental, Panels have alarm and strobe disables that allow tests to be performed without setting off alarms. In-patient (nursing homes and domiciliary) wards need to be tested during normal hours to prevent alarms in the evening.

1. Utility Outage Coordination: How much lead time is required for requesting a utility outage for after-hours work?

Standard outages require a 14 calendar day notification.

1. Escort Requirements: Will technicians require a VA-provided escort at all times in sensitive areas (e.g., Mental Health, Sleep Study Lab, Surgery), or will they be granted independent badge access after PIV vetting?.

Badges will be permitted. Badging can take up to 3 months. Most areas can be accessed once badges are issued.

1. Contingency Fund Billing: CLIN 0005 specifies a $50,000 Contingency Fund. Is this a "Plug Number" that all offerors must use in their price schedule, or is the $50,000 an "up to" amount that the contractor must bid against?

All bidders should include $50,000.00 as a line item. This is not meant to introduce more competition to solicitation.

1. Repair Quotes: For repairs exceeding the routine maintenance scope, is there a pre-negotiated labor rate the Government expects, or will each quote be evaluated on a case-by-case basis within the 10-day window?

Each repair will be evaluated on a case-by-case basis.

1. Invoicing Arrears: The SOW specifies monthly invoicing in arrears. Will the Government allow for the billing of the Annual/Semi-Annual CLINs immediately following the completion and acceptance of those specific reports?

Yes, invoices do not have to be divided and billed based on a 12-month period. Work that is completed can be invoiced.

1. Electronic Reporting: Does the VA require the use of a specific third-party reporting software (e.g., BuildingReports, InfoPoint) for the submission of NFPA-compliant digital reports?

No

1. Joint Commission Standards: Are there specific reporting formats required to satisfy upcoming Joint Commission (TJC) or VHA Directive audits?

No, we’re looking for someone that has passed FDAI or CFDAI exams.

1. Historical Pricing: Can the Government provide the incumbent contractor's name and the total value of the previous contract for these services?

2. If there's an Incumbent, has there been any significant "Change in Scope" or increase in the numbers between the incumbent's award solicitation and this 2026 solicitation?

JCI held the base plus four years contract for fire alarm and fire suppression. The cost was around $114,000.00. We have split fire alarm and fire suppression into 2 sperate contracts. This contract is for fire suppression only. We added fire doors, kitchen hoods, and the FM200 to this contract. They are currently on separate contracts. We pay around $5,000 a year for the 2 FM-200 inspections and around $10,00 for the kitchen hoods/fire door inspections.