36C25023Q0702.docx

SUBJECT*

Life Safety Assessment - Statement of Conditions

GENERAL INFORMATION

Network Contracting Office (NCO) 10 Dayton VA Medical Center 3140 Governors Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Mary Jane Crim maryjane.crim@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Dayton VA Medical Center

4100 West Third Street

Dayton OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” 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 2023-02.

This solicitation is set-aside for Service Disabled Veteran Owned Small Business (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 541690, with a small business size standard of $19 Million.

The FSC/PSC is R499.

The Dayton VA Medical Center is seeking to purchase life safety assessment/statement of conditions services.

The following Wage Determination applies to this procurement:

Wage Determination: 2015-4731 Revision No.: 19 Date of Revision: 12/27/2022 Available At: www.sam.gov

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE

ITEM INFORMATION

Life Safety Assessment/Statement of Conditions

STATEMENT OF WORK

INTRODUCTION

Dayton VA conducted a thorough Statement of Conditions (SOC) survey in 2020. We are updating this survey at the Dayton facility to maintain continuous readiness. The Statement of Conditions survey process shall focus on the latest edition of the Life Safety Code. The purpose of the survey update is to identify problems and issues that must be resolved in managing life safety deficiencies and develop processes that will assist us in maintaining compliance with LSC and JC standards.

SPECIFICATIONS/REQUIREMENTS

1. A review and update of the Statement of Conditions survey shall be conducted at the facility. The survey shall include a life safety assessment review for buildings required for SOC focusing on the facility’s compliance in meeting their stated abatement dates for deficiencies identified in the latest signed Statement of Conditions report.

2. Prior to the site visit, Dayton will provide the contractor a current copy of its Statement of Conditions drawings, as well as drawings of any renovations/changes that have taken place in the past three years, as well as all Plans for Improvement from 2020 with corrective actions and completion dates noted. Include copies of equivalencies and/or time extensions granted by JC if applicable. A brief needs assessment will be conducted at the beginning of the survey to determine if there are any specific areas the hospital wants to address. The contractor shall conduct a building tour to assess compliance with the Life Safety Code, focusing on areas of the hospital that include but are not limited to patient sleeping areas, other healthcare occupancies, areas renovated in the last year, any areas where in-house changes have occurred, etc.

3. The contractor shall walk through the rest of the hospital conducting a quality assurance/compliance audit of Plan for Improvement items whose abatement dates have already passed, or where corrective action is underway. Any deficiency noted shall be marked on the working copy of the Statement of Conditions drawings submitted. At the end of the survey, an exit conference shall be held with facility personnel to identify process and/or problematic issues that need to be addressed. These items may focus on deficiencies found during the tour, or insufficient updating of the Plan for Improvement documentation. At the exit debriefing, the contractor shall provide the facility the marked up working drawings from the walkthrough that shall identify each deficiency found by location for correction.

4. In addition, a minimum of 20min fire barriers, 20min smoke barriers, and 20min hazardous rooms shall be examined for penetrations around ductwork and/or conduit/cabling above the drop ceiling.

5. The contractor shall discuss the alternatives and recommend options for maintaining life safety compliance on ongoing construction projects, as well as offer advice on how to best manage upcoming projects.

6. The contractor shall also conduct an informal on-site educational session assisting the facility’s trades' employees in properly inspecting and assessing compliance of the life safety features they are responsible for, as well as training someone at the facility to be responsible for the overall life safety maintenance program. Other training and educational sessions shall also be offered to the facility, including methods to assist maintenance personnel and construction managers maintain compliance with the LSC, or ways to implement the infection control risk assessment (ICRA) along with the preconstruction ILSM process. These sessions shall be tailored to address the specific questions or needs at the hospital, and the background of those attending.

7. The contractor shall advise/assist the center how to enter/update the latest Statement of Conditions information electronically into the JC extranet website as needed.

8. The hospital surveys shall be coordinated at the site with the staff who have responsibility for the SOC (may be Chief Engineer, Facilities Manager and/or Safety Manager). Survey schedules shall be approved/finalized at least two weeks in advance of the survey.

9. The surveyor shall use the most current Life Safety Code Standard that is adopted by the VA. Where the standards differ significantly from the Life Safety Code that JC currently uses, he/she shall point out the differences in writing and advise the site regarding compliance alternatives.

10. The surveyor shall possess the appropriate qualifications and credentials for conducting the surveys. He/she shall be a fire protection engineer, and a recognized expert on fire/life safety matters. He/she must have at least five years experience in conducting Statement of Conditions surveys. Experience on national committees is preferred. Evidence of qualifications and credentials, as well as three references must be submitted with bid. Previous VA experience is preferred. If surveyor performance is less than satisfactory, the VA reserves the right to request a substitute surveyor at no additional cost to the VA.

11. All costs, including travel costs, and materials furnished to the facilities must be included in the bid submitted.

DELIVERABLES

1. Surveyor shall submit a written report (referencing Life Safety Code standard) and updated fire safety plans within thirty (30) working days after the visit. The report shall be submitted letter format and cite deficiencies in process and/or program issues identified during the onsite evaluation, along with a recommendation on how best to resolve each deficiency. The report shall be submitted in an electronic format in Microsoft Word simultaneously to the Chief Engineer/Facilities Manager and the Safety and Health Manager. Report shall be formatted by buildings.

2. Surveyor shall submit three (3) complete bound copies of the Statements of Conditions. SOCs shall be due no later than 30 days after completion of survey.

SOC Binders shall contain the following:

· Company qualifications

· Building descriptions (each building)

· Drawings (each building) in color

· Life Safety Assessments

· Plans for Improvement

3. Surveyor shall provide three sets of color half size prints of all of the architectural floor plans showing compartmentation wall types. Drawings are to be updated utilizing current Statements of Conditions, CAD floor plans, past renovation project prints, and original as-built drawings. Electronic versions of the drawings are to be provided in CAD and PDF, each wall type is to be setup as a layer.

4. The total performance period is 90 days

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations 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, but primary description shall be in a narrative describing technical approach and methods to complete required tasks;

(5) Terms of any express warranty;

(6) Price and any discount terms to include a breakdown of labor and vendor provided supplies;

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

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts (minimum of three and maximum of 5) for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. This includes completing the attached Certificate of Compliance – Limitation on Subcontracting.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(h) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) [Reserved].

(l) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

· 52.204-7, System for Award Management (OCT 2018)

· 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020)

2. FAR 52.212-2, “Evaluation-Commercial Items” (NOV 2021)

3. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (DEC 2022)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2021)

· 52.204-13, System for Award Management Maintenance (OCT 2018)

· 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020)

· 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (NOV 2021)

· 852.203-70, Commercial Advertising

· 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023)(DEVIATION)

· 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (JAN 2023)(DEVIATION)

· 852.232-72, Electronic Submission of Payment Requests

· 852.242-71, Administrative Contracting Officer (OCT 2020)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (JULY 2021) DEVIATION

The following subparagraphs of FAR 52.212-5 are applicable:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)

· 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note)

· 52.222-3, Convict Labor (JUN 2003) (E.O. 11755)

· 52.222-21, Prohibition of Segregated Facilities (APR 2015)

· 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246)

· 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)

· 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627)

· 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

· 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) (31 U.S.C. 3332)

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67)

· 52.222-55, Minimum Wages Under Executive Order 13658 (JAN 2022)

· 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706) All quoters shall submit the following: Items listed above in 52.212-1(b) Submission of Quotations

All quotes shall be sent to maryjane.crim@va.gov.

52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government.

(b) The following factors shall be used to evaluate quotations:

1. Price – Most advantageous to the Government

2. Past performance – Successful past performance similar in size and scope

3. Technical – Ability for contractor to demonstrate technical approach and methods meet industry standards.

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is accepting alternate quotations. The evaluation will consider the following:

(1) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation, specifically the following:

a. Technical approach which shows (provided in narrative):

i. How the contractor will meet the required schedule

ii. Reporting of progress and issues to the POC

(2) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(3) Price: The Government will evaluate the total price.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than May 19, 2022 at 4PM EST at maryjane.crim@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. All questions shall be submitted not later than May 17, 2023 @4PM. Any questions submitted after that date and time may not be considered.

Point of Contact Mary Jane Crim maryjane.crim@va.gov See attached document: LOS Certificate of Compliance.