36C25025Q0924 0001_1.docx

Fire Alarm Maintenance, Repairs, Testing & Inspection – RFQ Questions Asked & Answered

GENERAL INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contracting Officer Jeannie Ortiz jeanne.ortiz@va.gov

NO PHONE CALLS ACCEPTED

PLACE OF PERFORMANCE

1500 Weiss Street

Saginaw, MI 48602

VENDORS ARE PROHIBITED FROM CONTACTING THE FACILITY

IN REGARD TO THIS RFQ

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4.

REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE

CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

09-17-2025 36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105 36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105 To all Offerors/Bidders

36C25025Q0924

X X X See CONTINUATION Page

1. The question and answer period deadline expired on 09/16/2025 at 10:00 am. No further questions will be accepted.

2. This modification is to answer all industry questions received; please review the attached answers.

Jeannie Ortiz Contracting Officer Page 1 of Page 1 of

1. The solicitation asks for a fire alarm services, but then calls out to test sprinkler systems components that are completed by sprinkler technicians not fire alarm, what is the intent of this solicitation, just fire alarm or both?

· This contract is for FIRE ALARM services only.

· The are no sprinkler system components called out to be tested. Sprinkler system components that are connected to the Fire Alarm system must be verified by this contract in coordination with the VA Fire Sprinkler and Suppression contractor.

2. How many sprinkler systems are there in the building?

· Buildings 1, 6, 9, 19, 21, 22, & 32 are fully sprinklered.

· Building 1 loading dock has a dry system with a compressor. Building 1 Energy Center roof has a dry system with a compressor.

· Building 22 loading dock also has a dry system with a compressor.

3. What type of sprinkler systems are there (wet-pipe, dry, pre-action, etc.)?

· Both wet and dry.

4. Your numbers call out 78 tamper switches, but only two flow-switches, these numbers do not make sense. You will have floor control valves, zone control valves, etc (this is why you will have so many tamper switches) and many of those will have their own flow switches. We need to know the accurate number as we have to visually test those on quarterly inspections and physically test them on semi-annual

· There are approximately 61 water flows, the statement of work calls out “WATER FLOWS - 2 JB”. JB is Job since water flows are tested on a semi-annual basis by the Fire Sprinkler and Suppression contractor. The fire alarm contractor must verify the EST3 panel, and Fireworks graphical command and control center reported the device and location correctly.

5. While there are quarterly sprinkler inspections, there are no fire alarm quarterly inspections. Which are we doing?

· This is a Fire Alarm contract and does not require quarterly inspections, however; quarterly maintenance of the fire alarm system is required to be performed. The expectation is that a EST3/Fireworks technician will be on-site for a minimum of 8 hours reviewing and correcting any non-emergent errors or faults on the system and/or performing programming to add or remove devices from the system.

6. How many main drains are there (we need to do a main drain test each quarter if we are doing sprinkler inspections)?

· N/A. This is a FIRE ALARM contract.

7. How many and what temperature and type are the fusible links on the Ansul systems (we need to change every six months, and the prices can range from $4 to well over $25 depending on the type and temperature)?

· This is Not Applicable. The Ansul systems are Inspected, tested, and maintained under the Fire Sprinkler and Suppression contract. They are only shown here for reference for this contract to provide validation that the ANSUL systems report correctly to the fire Alarm system. Although Building 22 has (2) 360 degree links, Building 1 first floor has (3) links, Building 1 second floor has (3) 360 degree links and (2) 500 degree links. All are type ML fusible links.

8. We need to know the model number and revision of all panels. Many Edwards EST panels are obsolete (also Fireworks is no longer being supported) we need to know if we can get those panels, and an expected cost in order to properly bid this job.

· Listed below are all the panels and cards.

CODE REV

HARD

BOOT

REV

DATA

BASE

REV

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

07-24-25

· Fireworks is currently still being supported. You can check out www.edwardsfiresafety.com or log into your myeddie account. The Fireworks PC was replaced in 2024, and Version 9.2 software was installed. The computer and monitor hardware for the Fireworks graphical display are not included in this contract for a catastrophic failure of the hardware only. The government would provide a new PC or monitor in the event of a catastrophic failure and the contractor will be responsible for loading and maintaining the software.

9. What is the recourse if we find a bad panel and it is obsolete are we expected to upgrade the whole system on this contract?

· Components for this system are still available, however; we are planning on upgrading the system from an EST3 to an EST4 in the near future, which only requires the head ends to be replaced.

10. What are the type and temperature of the fusible links for the fire dampers?

· Curtain-type fire dampers utilize a fusible link to close the damper blades when exposed to high temperatures. The fusible link is a crucial component that melts at a specific temperature, typically around 165°F, causing the damper blades to close and prevent the spread of fire.

11. The solicitation says we are to make repairs for things we find during the inspection, what about things that break outside the inspection period?

· Emergency Service – Contractor shall respond within six (6) hours upon notification of system trouble. Unless it is an item specifically listed as an exclusionary item, all repairs are included in the firm, fixed-pricing.

12. What autoCAD drawings are we reviewing and for what purpose?

· The primary purpose for the review of the As-Built drawings is to maintain accuracy of devices and locations. Periodic construction activities or a change in occupancy types dictate system modifications.

13. How many elevators are there?

· There are (7) elevators total.

· There are (3) traction elevators in Building 1 that share a machine room. There are ZERO sprinklers and Fire Detection devices in those Hoistways, however there is one smoke detector in the machine room that will put all three traction elevators into Primary Recall. There are (6) stops for each of these (3) Elevators with recall smoke detectors on every floor.

· There are (2) hydraulic elevators in Building 22 that share a Hoistway and machine room. These are sprinklered with (2) heat detectors, (1) above each sprinkler head in the Hoistway. There are also (2) heat detectors in the machine room. There is also (1) smoke detector in the Hoistway and (1) smoke detector in the machine room. There are (3) stops for each of these Elevators with recall smoke detectors on every floor.

· There is (1) hydraulic elevator in Building 6 which is a two stop and is sprinkled. There are two heat detectors and smoke detectors in the Hoistway, and one smoke and heat detector in the machine room.

· There is (1) hydraulic elevator in Building 1 in the front lobby. This unit is sprinklered and has (2) smoke detectors and (2) heat detectors. One of each in the Hoistway and machine room.

14. Who is responsible for coordinating and paying the elevator contractor to conduct the elevator recall test?

· The Elevator fire alarm device testing is included in the Elevator Service provider’s contract. There is no cost impact on this project. It will be the responsibility of the Fire Alarm testing contractor to coordinate with the Elevator Service Provider.

15. We would like to request a site visit. We need to see the condition of these systems in order to make a determination of how many repairs we need to anticipate.

· A site visit will NOT be offered.

16. How many service calls were needed over the last two years? (Year over year average).

· Two service calls have been needed in the last two years. One for the ground fault on the data card and the other one for the power supply.

17. How many and what repairs have been made on the fire alarm, fire sprinkler systems over the last two years.

· 2025 – Ground Fault Data card building 1 main panel, Building 21 BPS power supply.

· 2024 – None

· 2023 – None

18. Does the EST-3 system have backup programming available that you can share with offerors?

· No. The program is backed up on a thumb drive but will only be provided to the contract awardee.

19. Does the Fireworks system have backup programming available that you can share with offerors?

· No. The program is backed up on a thumb drive but will only be provided to the contract awardee.

20. Are the existing devices tagged or labeled with current UIDs or are we responsible to tag or label all devices?

· All devices are supposed to be tagged; however we cannot guarantee they all are.

21. Can you confirm the successful offeror is not responsible to cover cost for the facilities elevator maintenance contractor for testing elevator devices?

· Yes, the Elevator Services contractor will be paid by the Government under a separate contract.

22. Please verify the quantity of Waterflow and Tamper switches. The list states two (2) Waterflow Switches and Seventy-Eight (78) Tamper Switches. Is this correct? Usually, we see more waterflow switches than 2, especially in multi floor buildings where each floor has its own waterflow switch.

· Waterflows are listed by Job. (2) JB. They are tested by the Fire Sprinkler and Suppression Contractor and only need to be verified that they report correctly to the fire alarm panel and Fireworks interface.

23. Item 14 under conformance standards states “Exclusions: Dampers and Damper Motors.” However, the solicitation documents including the price/cost schedule states dampers are to be inspected. Please confirm damper inspections are required for this contract?

· Yes, Dampers are to be inspected and tested; however, Dampers and damper motors are excluded from a replacement standpoint. If a damper or damper motor fails, the Government would ask for separate quotes for replacement.

a. If so, please confirm the total number of fire/smoke dampers requiring inspection for buildings 1 and 22. The equipment list shows 85 fusible links controlling fire dampers, does this mean there are 85 dampers total?

· Building 1 – 73 Dampers

a. 30 Mechanical

b. 43 Curtain type with Fusible Link

· Building 22 - 76 Dampers

a. 42 Mechanical

b. 34 Curtain type with Fusible Link

b. Can you provide the current life safety drawings for damper location verification?

· No. Current drawings will be provided to the contract awardee only. It is the expectation that the Contractor perform a thorough survey of both buildings and confirm types and locations of all smoke and fire dampers. We are aware of several dampers that are inaccessible and also several that are shown on the drawings as being a smoke or fire dampers which are not. We expect the contractor staff to be knowledgeable in identifying the differences and correcting the as-bult drawings with the correct quantities and types. Inaccessible dampers shall be noted as such, and no further action would be required. All inaccessible dampers shall be shown to the VA COR. Inaccessibility due to a technician’s physical limitations will not be acceptable.

c. Will any of the dampers require a vertical scissor lift or ladder greater than 6 feet to access?

· There are some that will require a ladder greater than 6 feet to access.

d. Will any of the dampers require HEPA containment carts for the inspection?

· No.

· If so, how many? N/A

· Will the VA provide a HEPA containment cart for our use, or will we be required to provide our own? N/A

24. Item 10 (the second sub item b) under conformance standards, states the contractor must identify, repair, and document all repairs and modifications needed during onsite testing, inspection and maintenance. The Price/Cost Schedule does not include a line item for repairs. At the time our quotes are submitted, we will not know what these future repairs over the next 5 years may require. In our experience performing dozens of fire alarm inspection contracts, repairs are typically handled either through pre-funded NTE CLINs reserved for repairs, or, after inspection and testing is completed, we would provide quotes for each repair required and a contract modification is provided to proceed with the repairs. Can you please clarify how this will be addressed under this contract?

· This contract is firm, fixed-price and includes all maintenance & repairs. There is no separate CLIN for repairs.

25. Because this contract is to inspect and test the fire alarm system only and not the sprinkler system or other referenced systems, will it be acceptable to test the auxiliary devices (waterflow switches, tamper switches, kitchen systems, etc) by shorting the circuit at the device/alarm monitoring module?

· This project only requires verification of those devices. They will be tested under a separate Fire Sprinkler & Suppression contract. Shorting the circuits will not be acceptable.

26. The item/device list mentions semi-annual testing of Ansul systems. Are you requiring us to test the Ansul system in accordance with NFPA 17A (not referenced in Conformance Standards item 1), or are you requiring only to verify the fire alarm panel is receiving the signal from these monitoring modules? The price/cost schedule does not have a line item for Ansul Suppression System inspection and testing, so it seems like we’re not inspecting and testing those systems and just verifying signals. Please clarify.

· The ANSUL systems will be tested under a separate Fire Sprinkler & Suppression contract. This contract only requires coordination and verification.

27. Will the as-built drawings be accurate to field conditions prior to contract award? Or will we be required to completely survey the buildings (and fire alarm systems) against the drawings to verify all device locations? This will be simple to maintain provided we are confident when these drawings are handed to us they are confirmed to be accurate, then through maintenance and repairs, if changes are made, we can update the drawings.

· No guarantee is made to the accuracy of the drawings; however, no survey is required. When performing the required testing the field technicians can verify the device on the drawing.

28. Item 22 under conformance standards, sub item b, references the contractors secure internet-based data center, is this referring to Building Reports, or something else? Please clarify as typically Building Reports (or similar platform) is used throughout most VA’s.

· Building Reports.

29. Item 22 under conformance standards, sub item c, references the contractor must provide two (2) e-copies in CD/DVD format. Most computers/laptops no longer have CD/DVD drives, would the VA accept secure email with attachments or USB thumb drives in lieu of CD/DVDs?

· Provide CD/DVD as required by the Statement of Work.