36C25026Q0055.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network 10 Contracting Office 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105

POINT OF CONTACT*

Contract Specialist Janel Tate Janel.Tate-Montgomery@va.gov 734-222-6179

PLACE OF PERFORMANCE

2121 Lake Avenue

Fort Wayne IN

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 10 Market Research, to conduct market research. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation or guarantee to issue a solicitation in the future. This Sources Sought Notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this Sources Sought Notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future modification.

The North American Industry Classification System (NAICS) Code is 561621- Fire alarm monitoring services

Size Standard – $25 Million

Product Service Code is H212 – Equipment and Materials Testing- Fire Control Equipment Purpose and Objectives This Sources Sought Notice is issued by VISN 10, Network Contracting Office (NCO) 10 located in Ann Arbor, MI for the purpose of collecting information about NIHCS Fire Alarm & Suppression Testing for the following locations:

· VANIHCS, Marion Campus, 1700 E 38th Street, Marion, Indiana, 46953

· VANIHCS, Fort Wayne Campus, 2121 Lake Ave, Fort Wayne, Indiana, 46805 The VA is seeking contractors to provide for this requirement for base plus four (4) one-year option years. It is anticipated that this will be a Firm Fixed Price contract that is set-aside for Veteran-Owned Small Businesses (VOSB) only.

A DRAFT copy of the Performance Work Statement (PWS) is attached.

Responses:

Please submit your response in accordance with the following instructions:

a) Responses shall be no more than 20 pages in length.

a. Responses are due by 10/15/2025 at 14:00 PM ET.

b) Responses shall be submitted via email.

a. Email Responses Only will be accepted.

b. No Phone calls.

c. No questions regarding the requirements, as all known information is provided in the DRAFT PWS.

d. Subject line of the Email shall include this 36C25026Q0055 – Firm Name – NIHCS Fire Alarm & Suppression Testing.

e. If your response contains proprietary information you will place “Proprietary Information” in front of the Sources Sought Notice Number.

f. No marketing materials are allowed as part of this Sources Sought Notice. The Government will not review any other information or attachments included in your submission that is not listed herein or exceeds the 20-page limitation.

g. Commercial pricing shall be included with detailed information on how each billable item is priced and billed within your company.

c) Contractors with Federal Supply Schedule (FSS)/General Services Administration Contracts that carries the desired services

a. If you do not have an FSS/GSA contract, you shall state “open market”

b. If you do have an FSS/GSA contract that provides these services, please provide the Schedule

c. Provide your GSA/FSS/SAC Contract Number

d. Provide the SIN for each billable item

e. If any of the items are not on your GSA/FSS contract you will mark which items are open market.

d) Contractor Point of Contact to include:

a. Name

b. Title

c. Phone

d. Email

e) Company Information to include:

a. Name

b. Address

c. SAM ID

d. Business Size

e. At minimum of 3 Past Performance/Experience within the last 2 years with contact information for these services of at least $250,000.00.

f. Provide a response to if your firm is interested in providing services for all locations, or which locations/states your firm would be capable of meeting the requirements.

g. Provide information as to how you would meet or exceed the requirements in the PWS.

f) Subcontractors:

a. Company Name

b. SAM ID

c. Business Size

d. At minimum of 3 Past Performance/Experience within the last 2 years with contact information for these services of at least $250,000.00.

e. What roll the subcontractor will play and estimated percentage of the work that the subcontractor will be responsible for.

g) Business Size/Type: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Hub Zone Small Business, Women Owned Small Business (WOSB), Small Disadvantaged Business (SDB), Small Business, or Large Business.

a. All prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete annual Representations and Certifications in SAM prior to any offer. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is no cost to use SAM.

b. FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and certified in the SBAs Veteran Small Business Certification (VetCert). Please include a copy of your VetCert certification with your response. Veteran Small Business Certification (sba.gov)

c. FOR ED/WOSB: Please note that as of 10/15/2020 firms can no longer self-certify. You will need to provide a copy of your confirmation from the Small Business Administration’s certification.

h) Contractor shall include any relevant comments about the attachments, if applicable.

i) Contractor shall provide a public price list/contract price list for the services described herein.

j) Contractor shall provide a detailed response to include your firm’s ability, capability, and responsibility to deliver the services presented in this Sources Sought Notice.

Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within the discretion of the Government.

STATEMENT OF WORK

I. PLACE OF PERFORMANCE

VANIHCS, Marion Campus, 1700 E 38th Street, Marion, Indiana, 46953 VANIHCS, Fort Wayne Campus, 2121 Lake Ave, Fort Wayne, Indiana, 46805

II. MAINTENANCE OF SERVICE

1. Fire Alarms:

The contractor shall provide labor to test and diagnose malfunctions of all Fire Alarm Systems for the Fort Wayne Campus of VA Northern Indiana Healthcare System for the following buildings:

Buildings- 1, 2, 3, 4, 5, 6, 7, 8, 16, and MRI Building The contractor shall provide labor to test and diagnose malfunctions of all Fire Alarm Systems for the Marion Campus of VA Northern Indiana Healthcare Systems for the following buildings:

Buildings- 2, 5, 6, 8, 9, 15&127 (same alarm panel), 16, 17, 49, 51-53(same alarm panel), 55, 65, 76, 79, 114, 124, 138(the new PACT building is considered an extension of building 138), 170, 172, 173, 174, 175, 185, and 1301-3004(same alarm panel).

1. Sprinklers:

1. The Contractor shall provide labor and materials to diagnose and repair malfunctions on all Automatic Sprinkler Systems for the Fort Wayne Campus of V.A. Northern Indiana Health Care System for the following buildings:

1. Buildings: 1, 2, 4, 8, and MRI building. These sprinkler systems are Wet with a small antifreeze system located on the dock area of the basement of Bldg. 1.

Contractor shall provide labor and materials to diagnose and repair malfunctions on all Automatic Sprinkler Systems for the Marion Campus of V.A. Northern Indiana Health Care System for the following buildings:

1. Buildings: 8, 9, 49, 127, and 175 these sprinkler systems are Dry.

Buildings: 16, 55, 76, 124, 138, 172, 174, and 185, these sprinkler systems are Wet.

There are a total of 20 wet sprinkler risers in Fort Wayne and 2 Antifreeze.

There are a total of 56 wet sprinkler risers in Marion, 1 antifreeze, and 5 dry systems.

Inspections/Tests

1. Annual inspections for all fire alarm systems will be determined by Environmental Health and Safety Department. Inspection dates shall be scheduled in advance with the Environmental Health and Safety Department. All inspections shall be completed, and written reports shall be submitted within thirty (30) days to the Contracting Officer Representative. The Contractor is required to ensure that all generated reports reference the relevant NFPA and TJC Standards (such as EC.02.03.01, among others). Any critical deficiencies found shall be reported immediately to the Safety Officer, Chief of Engineering, and Quality Management or Designee Annual testing/inspections will consist of the following:

1. During the annual testing the Fire Alarm Contractor shall test 100% of the fire alarm initiating devices and shall conduct an operational test of each device on the Fire Alarm System including a trouble test (supervisory) of one device on each zone (circuit).

2. Smoke detector sensitivity testing shall be performed during this inspection every year. The contractor shall verify correct operation of all annunciator panels, all summoning bells, all smoke dampers, all door holders, and all audio/visual devices related to or connected to the fire alarm system, sliding vertical and horizontal fire doors, and the Network System. All inspections and tests shall be in accordance with the most current Editions of National Fire Protection Association (NFPA 72) (Pulling information from the new Siemens fire alarm panel is acceptable).

3. During the Semi-annual/Annual inspection and testing, the Sprinkler Contractor shall conduct inspections which shall include a complete walk through of all accessible areas of sprinkled buildings and all required testing on all Automatic Sprinkler Systems. If areas are inaccessible the contractor shall contact the Engineering Department for access. All inspections and tests shall be completed and documented in accordance with the most current Editions of NFPA 25. Semi-annual/Annual Sprinkler Test shall consist of flowing, testing, and documenting all flow switches, testing, and documenting tamper devices, check all fire department connections and document results, check all post indicator valves, and document results and conduct and document the quarterly main drain tests.

4. Throughout all conducted tests, should any failure occur, the contractor is obligated to inform the COR, Safety Officer, and Engineering Supervisor. Once the issue has been resolved, the contractor will return to perform retesting.

5. The annual flow test shall be conducted on the Fire Pump in Bldg-1 at the Fort Wayne Campus. This shall be completed and documented in accordance with the most current Editions of NFPA 25. This shall be completed during the month of October.

1. EXAMPLE of testing schedule:

BUILDINGS 172, 175, AND 185

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES, AND AUTOMATIC SPRINKLER SYSTEMS

SEMI-ANNUAL INSPECTIONS AND TESTING OF THE AUTOMATIC SPRINKLER SYSTEMS

BUILDINGS 138 AND 174

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES, AND AUTOMATIC SPRINKLER SYSTEMS

SEMI-ANNUAL INSPECTIONS AND TESTING OF THE AUTOMATIC SPRINKLER SYSTEMS

BUILDINGS 1, 2, 3, 4, 5, 6, 7, 16 AND MRI BUILDING (FT WAYNE)

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES, AND AUTOMATIC SPRINKLER SYSTEMS

SEMI-ANNUAL INSPECTIONS AND TESTING OF THE AUTOMATIC SPRINKLER SYSTEMS

BUILDINGS 15/127, 16, 17, 55, AND 124

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES, AND AUTOMATIC SPRINKLER SYSTEMS

SEMI-ANNUAL INSPECTIONS AND TESTING OF THE AUTOMATIC SPRINKLER SYSTEMS

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES, AND AUTOMATIC SPRINKLER SYSTEMS

BUILDINGS 41, 79, 173, AND 1301-3004

ANNUAL INSPECTIONS AND TESTING OF ALL FIRE ALARM SYSTEMS, DEVICES

Building Sprinkler Inspection/Maintenance And Procedures

1. The sprinkler contractor shall do the following for the Sprinkler Flow Alarms:

Run water through all flow switches and verify all codes are clear and correct.

Check time delay on all flow switches. Time delay shall not exceed 90 seconds per NFPA 72. Record the time delay for alarm in the report that consolidates per the following buildings:

Fort Wayne Campus: Buildings: 1, 2, 4, 8, and MRI Building Marion Campus: Buildings: 2, 5, 6, 8, 9, 15, 16, 17, 55, 76, 79, 124, 138, 172, 174, and 185 water flow devices.

1. Record pressure gauge reading with the test drain valve completely closed and when drain is wide open. Readings from previous tests shall be listed on the report for comparison purposes.

1. Any significant differences found shall be reported to Safety Officer and Chief of Engineering.

1. The first year of the contract period shall include 5-year sprinkler system testing including: internal obstruction investigation, valves, valve components, strainers, filters, orifices, check valves. Hydrostatic Standpipe 5-year testing including: Flow testing. Risers must be included in the first year of the contract.

FD Connects hydrostatic testing at 150 psi from the fire department connection to the check valve. 5 Year test. This test is required for at least two (2) hours per NFPA 25 or current standard.

Semi-annual sprinkler system testing, including, but not limited to flows, tampers, main drain testing with quarterly main drain testing at Marion and Fort Wayne campuses.

Hydrostatic Standpipe flow test is to be conducted on the Marion Campus by January 2026. During the final option year of the contract, the contractor is required to carry out the standpipe flow test for both the Fort Wayne and Marion Campuses in the months of July and August of 2030.

Supervisory Signals

1. The Fire Alarm Contractor shall open fire alarm device circuits to verify trouble signal actuates. Every hardwired initiating circuit shall be tested for wiring supervision during each inspection. The method shall be by disconnecting one device per circuit in each building. Different devices are to be disconnected for supervision testing each inspection.

The Sprinkler Contractor shall check the operation of all supervisory controls on all Post Indicator valves. Verify closing valves procedures a trouble signal to the Fire Alarm Control Panel.

The Sprinkler Contractor shall check the operation of all supervisory controls on all sprinkler/standpipe shut off valves. All control valves must be exercised in the fully closed and fully open position. Verify closing valves produces a supervisory signal to the Fire Alarm Control Panel.

Smoke Detectors, Duct Smoke Detectors, Smoke Dampers

1. Activate smoke detectors and duct smoke detectors using the manufacturers recommended procedures for testing. Magnetic test switch methods are not acceptable. Approved Smoke Substitute must be used to verify smoke can always enter the smoke chambers.

Verify correct operation of mechanical equipment (i.e., fan shutdown) when appropriate devices are activated. Duct detectors shall shut down the AHU in which it is connected.

The exterior shall be cleaned using industry-approved process and material. The exterior of the screen and chamber shall be cleaned using non-electrostatic vacuum, specifically designed to prevent damage to the smoke detector.

The contractor will verify correct operation of elevator recall when lobby smoke detectors and elevator shaft smoke detectors are activated at the following building:

1. Fort Wayne Campus: Building: 1 Marion Campus: Buildings: 2, 5, 6, 16, 51, 55, 138, 172, 174, and 185.

Elevators shall function in accordance with ANSI A17.1. Repairs required on the elevator equipment are not covered in this contract. Elevator technician or specialist will be on site for assistance.

Elevator shaft dampers shall open, and smoke wall dampers shall close as set up in alarm sequence operation.

Fire damper links shall be changed out every 4 years at the Marion Campus, next due date Feb 2028.

Fire damper links shall be changed out every 6 years at the Fort Wayne Campus, next due date Feb 2030.

Fire Extinguishers

1. The contractor will perform yearly inspection, tagging, and labeling of all fire extinguishers. The contractor is required to work with Environmental Health and Safety Department to accomplish this task annually.

Kitchen Hood Suppression Systems

1. The contractor will provide the following services:

1. Semi-annual inspections Changing of fusible links Systems testing

Fire Hydrants

1. Annual testing needs to start in Option Year 1 in occurrence with NFPA 25. This testing needs to be completed between June through August.

The final year of the contract period shall include the 5-year requirement of testing all campus fire hydrants and piping flow per NFPA 25 requirements. This needs to be performed between June through August.

Electromagnetic Door Holders

1. The contractor will Verify correct operation of door holders when alarm conditional exists. All smoke doors shall close on the floor in which the alarm was initiated.

Report any doors that do not close properly to the Safety Officer and Chief of Engineering.

Audio/Visual Devices

1. The contractor will Verify that all audio/visual devices are operational. Strobes shall flash in unison with the audible signal and continue to flash March time until the Fire Alarm Control Panel is reset.

Annunciator Panel

1. Fire Alarm & Sprinkler Contractors shall verify that all alarms (flow, smoke and manual) correspond to the correct zone in which the device was initiated.

Preventative Maintenance

1. Annual preventative maintenance shall be performed on the system. Preventative maintenance shall include:

1. Smoke detectors, control panels, and all elevator shaft detectors shall be cleaned as needed.

2. Any smoke detector that fails sensitivity shall be cleaned and retested.

Network System

1. Fort Wayne Campus: Simplex Fire Alarm Control 4100 Network System shall be checked to verify proper operation and to verify that alarm and trouble conditions are received at Building-1, Room-15, and the contracted Monitoring Company.

Marion Campus: Siemens Industry Inc., Desigo Fire Safety System Model FC 2025/2050 and FV 2025/2050 shall be checked to verify proper operation and to verify that alarm and trouble conditions are received at Building-170, V.A. Police Dispatch office, and the contracted Monitoring Company.

Malfunctions And Reports

1. The Government shall provide when available at the request of the Contractor accurate CAD drawings showing the existing peripheral devices, fire alarm equipment, and sprinkler details using Government supplied drawings. The grid must be used for reporting of testing and shall contain the building number, the device/equipment type, and any problems encountered. The purpose of the grid is to maintain consistency in the reporting of the device/equipment tested, and to assure testing of all devices at the specified frequency. All new device/equipment tested, and to assure testing of all devices at the specified frequency. All new fire alarm devices will be assigned an identifying code and included on the Computer Aided Drawings (CAD).

All malfunctions identified during inspection and repair shall be reported immediately to Engineering, Quality Management, and Environmental Health and Safety Department. The report shall include the causative factor and method of correction. Contractor shall certify that the prescribed inspections and test were performed. Inspection reports are to be delivered to Environmental Health and Safety Department within thirty (30) days after completion of the inspection.

Parts

1. Unserviceable parts for the Fire Alarm and Sprinkler Systems shall be replaced by the contractor on an exchange basis. Unserviceable parts, which have been replaced, shall remain the property of the VA Medical Center.

Contractor Qualifications

1. Each bidder shall provide with this solicitation the following:

1. A list of employees to perform the services contained in this scope of work. The list is to include employment tenure, industry experience and tenure which specifically describes their qualifications to perform associated work, any NICET (National Institute for Certification in Engineering Technologies) certification levels and certification numbers for the employee(s) who have certification.

The Fire Alarm Contractor shall have a certified NICET Level III fire alarm system Engineering Technician on staff or one that is on contract with the bidding company.

Contractor shall have a Fire Protection Engineer on staff or one that is on contract with the bidding company.

The contractor shall show proof of insurance before entering contract. The insurance shall be to the following limits. These requirements are in lieu of insurance requirements in Paragraph 23

a. Property Damage Liability $3,000,000.00

b. Personal Injury Liability $3,000,000.00 The contractor shall maintain an adequate number of employees, perform scheduled and maintain continuous coverage.

The contractor shall have in their possession at the time of the commencement of the contract all necessary tools, test equipment, calibration instruments and technical service literature necessary to properly repair, calibrate, test, and maintain the equipment.

Current and past performance on other contracts will be considered in determining a contractor’s ability to successfully execute the terms and conditions of this bid.

The contractor shall be able to demonstrate the ability to service an of the magnitude of the Fort Wayne and Marion campuses of the VA Northern Indiana Health Care System and possess adequate backup resources. References shall be provided with bid submittal as evidence. A minimum of three (3) references must be included with the bid submittal.

All inspection reports shall describe each device in the system in a line-item fashion that includes type, location, and status of each device. These reports shall be typed and printed on high quality ink jet or laser printer.

General Requirements

1. Work Time

1. All testing shall be done during normal duty hours (7:00am through 3:30pm Monday through Friday) excluding Federal Holidays. Shunt and elevator recall testing shall be performed Monday through Friday excluding Federal Holidays. Testing of shunts and elevator Recall must be scheduled with Environmental Health and Safety Department as well as the Engineering Department five (5) days prior to testing.

1.

Federal Holidays are as follows:

· New Year’s Day

· Birthday of Martin Luther King, Jr.

· Washington’s Birthday

· Memorial Day

· Juneteenth National Independence Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

The contractor is to arrange all inspections and tests two weeks in advance with Contracting Officer Representative (COR).

Qualification of Bidders

1. A proposal will be considered only from bidders who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personal to furnish services in the volume required for all items under this solicitation. The successful bidder shall meet all Federal, State and Local codes and requirements for the operation of this service.

Evidence of Insurance Coverage

1. Before commencing work under this contract, the contractor shall furnish to the Contracting Officer, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation, of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation of change is to be furnished to the Contracting Officer.

Schedule of Insurance Coverage

1. In accordance with FAR clause 52.228-5 cited herein, the following Minimum coverage shall apply to this contract:

1. Workers’ compensation and employers’ liability: The contractors are required to comply with applicable Federal and State worker’s compensation and occupational disease statutes. If occupational diseases are not compensable under the statutes, they shall be covered under the employer’s liability section of the insurance policy, except when contract operation is so commingled with a contractor’s commercial operation that it would not be practical to require this coverage. Employer’s liability coverage of at least $100,000 is required, except states with exclusive and monopolistic funds that do not permit worker’s compensation to be written by private carriers.

General Liability: $500,00 per occurrence Automobile Liability: $250,00 per person, $500,000 per occurrence, and $100,000 property damage.

Record Management

1. Federal Records related to this contract, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA-approved records schedule, if applicable with NFPA, TJC Standards, and CARF.

Contractor will type all reports out with the following information (see attachment 1):

1. Location, device type, and address being tested States all codes pertained to that testing with applicable Joint Commission EP standard, NFPA, etc. (e.g. EC 02.03.05 EP 03 Annual testing of duct detectors, heat detectors, manual fire alarm boxes, and smoke detectors. NFPA 72 (2019) Table 14.4.3.2 (17) Date being tested Next required test date States if device passed or failed A summary report with all devices tested with pass/fail for each building Federal Records shall be stored per the National Archives & Records Administration (NARA) Records Management, as described in 36 Code of Federal Regulations (CFR) Chapter XII Subchapter B.

References

1. VHA Records Control Schedule (RCS) 10-1.

2. General Records Schedule (GRS).

3. NARA Records Management, 36 CFR Chapter XII Subchapter B.

Sources Sought Notice