RFI Response-10-15-2026.docx

83-27-1-669-0009, CertaSite:

Requesting Clarification on Section 6.3 Monitoring: - Please clarify if there is a specific style of monitoring hardware that must be utilized, would the fire alarm company be able to provide that monitoring service, if monitoring hardware is needed to be installed, what would the timeline / handoff look like between current monitoring service and new monitoring service.

Requesting previous annual inspection reports for the systems listed in 7.0

ANSWER: The monitoring hardware is already present. The vendor would only need to contract with a central monitoring company. There are two reporting units, one at RLR and the second at the Cold Springs Road site. A typical monitoring company would be General Alarm located in Indy. This reference is not a recommendation, but an example of a company that can provide the monitoring required. There are others, as well. The VA is reluctant to provide previous reports due to serious questions about completeness and accuracy.

MLM Enterprises:

· Please verify that this request is for fire alarm testing, minor fire alarm repair and fire alarm monitoring only. There were questions on if Ansul systems and sprinkler systems are included in this scope, even during the site visit.

Answer: This proposal is for device testing which includes some “wet” devices. The items to be tested are listed in table 7.1. The only Ansul systems are linked to the various kitchen hoods, and those items are under a separate contract. Test the devices listed in Table 7.1.

· Please provide previous inspection and testing reports Answer: The VA declines to release previous testing reports in that they are of questionable accuracy and completeness. We have included a detailed device listing for Heat Detectors (Table 7.1.3) which provides an example of the level of device information provided to the successful bidder for their use during their inspection.

· Are there current deficinies and ongoing projects that will impact fire alarm testing?

Answer: There are always on-going projects in a medical center. The VA cannot generalize regarding which projects may be under active construction at any given time in the future and how this project may impact any given work task or project.

· What testing must take place during afterhours? Is it horns and strobe testing that must take place after 5pm? A complete list of required after hours testing would be great – can we test horns and strobes after hours and test smokes, heats, pulls etc. during the day? For example, would sensitivity testing need to take place after hours?

Answer: Testing that is not disruptive may be done during the day. Disruptive testing would require being done in the evening hours. As part of the coordination, the successful bidder will be required to provide a detailed schedule as to device type to be tested, time of day testing, etc.

Who is the existing monitoring provider?

Answer: General Alarm, Indy

· How is the signal being transmitted currently, are the sites connected through a common communicator or a separate communicator utilized?

Answer: Answered previously

· Is migrating to a new monitoring vendor permitted or must the contractor continue monitoring through existing provider?

Answer: The bidder may select any monitoring vendor subject to approval by the VA

· Would hardware (radio or cell dialers be an acceptable form of transmission for signal) Answer: Only landline, hardwired systems are acceptable

· Will the government and previous contractors be available to assist with monitoring transition?

Answer: The VA will provide general contact info for the current monitoring vendor. Cooperation with a previous contractor will not be possible or available.

· How many separate monitoring accounts there or is it one account monitoring the complex.

Answer: Previously answered.

· Would the leader/Nicet 3 be required to be onsite during all testing and work?

· If NICET 3 is not available would NICET 2 or 1 be acceptable?

Answer: A Nicet 3 person is required to be on site during active testing.

· Please define what a typical minor repair is and if there is a threshold as to when a minor repair becomes a major repair, would replacement devices be furnished by the government or contractor.

· How would emergency service work be handled?

Answer: Minor repairs are delineated under Section 6.6 of the SOW. Replacement materials shall be considered work beyond the scope of this contract and shall be acquired separately via government purchase card. Emergency service work would be outside the scope of this contract and would be acquired and purchased via government purchase card.

MMC-001:

1. SOW 5.1–5.5: Must the five years of contractor experience and three comparable completed contracts belong to the bidding entity, or may accurately attributed experience of a qualified proposed subcontractor be evaluated? When must the contractor and personnel qualification evidence be provided?

2. SOW 6.1–6.2 and Schedule CLIN 4001: With performance starting December 15, what first-year testing date controls: December 1 or 90 days after receipt of the signed contract? Should CLIN 4001 end December 14 or December 31, 2031?

3. SOW 3.5, 5.2, 6.1 and 7.0 device tables: Please identify installed panel manufacturers/models and required proprietary programming access; provide the referenced ICRA/PCRA plans; and confirm whether the tables fully define water-based inspection/testing or supply the additional sprinkler inventory.

Answer:

1.Qualifications may apply to the sub-contractor. Qualification submittals will be required from the apparent low bidder and prior to execution of contract.

2. A complete inspection and draft inspection reports must be completed by December 31, 2026, in order for the VA to be in compliance with Joint Commission Accreditation requirements. CLIN 4001 end date should read December 14, 2031.

3. The majority of monitoring equipment is Siemens although there is small quantity of Honeywell equipment still in use. The VA believes the individual tables adequately reflect the extent and type of water-based devices to be tested as part of the testing protocol. ICRA requirements are still under consideration but should be minimal and expecte, assuming previous medical center work.

P&MG SERVICES:

Question 1 | SOW 6.6 - Deficiencies and Corrective Work What qualifies as an “incidental repair”?

Answer: See the last paragraph under Section 6.6 for a description of incidental and minor repair.

Question 2 | SOW 5.1 - Contractor Qualifications; 6.5 - Functional Testing Requirements; 6.6 - Deficiencies and Corrective Work Is troubleshooting expected to be included in the inspection package?

Answer: The VA expects a tested and fully functional fire alarm system at the conclusion of the testing. If “troubleshooting” is required, then it is included.

Question 3 | SOW 6.6 - Deficiencies and Corrective Work (Access Deficiency) For devices that are inaccessible during the scheduled testing visit, must return-trip labor be included in the quoted inspection price, or will that labor be separately authorized and compensated?

Answer: All devices have been tested previously, and the VA does not believe any are “inaccessible” Question 4 | SOW 6.4 - Device Inventory and Reconciliation; 9.1 - Excel Files Will the VA provide the editable Excel device inventory referenced in Section 9.1 for use in preparing quotes, or will it only be provided after contract award?

Answer: Previously answered. The number of devices is provided in the SOW. The VA does not believe a detailed listing of the location of every device is necessary to bid the work.

Question 5 | SOW 5.2 - Supervisor Qualifications; 7.1.14 - Protected Master Fire Alarm Panel Please identify the make, model, and software version of each fire alarm control panel (FACP).

Answer: Previously addressed.

Question 6 | SOW 1.3 - Place of Performance; 6.2 - Fire Alarm Monitoring; 6.3 - Pre-Work Requirements and Submittals; 7.1.10 and 7.7.8 - Communicators Please identify all locations where monitoring is expected to be part of the bid package.

Answer: Ther are new Section 7.0 Table provide as part of these responses. Buildings and locations are listed in these tables.

Question 7 | SOW 6.7 - Reporting Requirements; 8.2 - Reports Please provide the most recent fire alarm inspection report as well as the most recent wet system sprinkler inspection report.

Answer: Previously prepared reports will not be available due to data and quality completeness issues.

Question 8 | SOW 6.2 - Testing Frequency; 7.1.5, 7.2.1, 7.3.1, 7.4.1, 7.5.2, 7.6.2 and 7.7.2 - Smoke Detectors Please identify the date of the most recent smoke detector sensitivity testing as well as confirm the quantity of smoke detectors requiring sensitivity testing Answer: Due to questionable performance by previous contractors, the first inspection shall be regarded as a “fresh” inspection, in that all devices shall be fully tested during the December 2026 inspection.

Question 9 | SOW 2.3 - Hours of Work; 6.2 - Testing Frequency Please identify anticipated and historically utilized after hours testing windows.

Answer: After hours testing windows are typically 1700-2400. Depending upon what other work is going on, testing hours may vary. Ther is no way to tell in advance if disruptions will occur.

Question 10 | SOW 3.1 - Identification/Badging; 6.3 - Pre-Work Requirements and Submittals What access will be given to technicians once vetted, and which areas will require an escort? Will the VA provide escorts when required for after-hours testing?

Answer: Once badged, the contractor will have significant access to almost all areas of the Medical Center. For “sensitive” areas, VA will provide escorts both during the day and evening hours.

Question 11 | SOW 6.3 - Pre-Work Requirements and Submittals (special tools and lifts); 9.0 - Government Furnished Property Please identify devices requiring lifts for access. Will the VA provide required lifts or is the contractor responsible for those?

Answer: The vast majority of devices are easily accessible. Contactors shall provide their own access means if special access is required.

Question 12 | SOW 1.1 - Requirement/Summary; 6.1 - General Information; 6.2 - Testing Frequency; 7.1.18 - Pre-Action System; 7.1.23-7.1.29; 7.7.4-7.7.5 Please clarify the scope of work for the water-based sprinkler systems, including the pre-action system sprinkler-side trip test, riser drain tests, and FDCs listed in Section 7.0.

Answer: Testing shall be in compliance with the latest edition of NFPA and Joint Commission requirements.

Question 13 | SOW 6.2 - Testing Frequency; 7.1.25-7.1.27 - Fire Pump Power, Running and Trouble Please clarify the scope of work for the fire pump, including whether it is limited to alarm interface verification or includes mechanical inspection and testing.

Answer: Testing shall be in compliance with the most recent NFPA rules.

Question 14 | SOW 6.2 - Testing Frequency; 7.1.16 - Kitchen Hoods What is the scope of work for the kitchen hoods? (alarm interface verification only, hood inspection, hood cleaning, etc.?)

Answer: Hood cleaning is not included. No work involving the fire suppression system. Alarm verification only.

Question 15 | SOW 6.2 - Testing Frequency; 6.5 - Functional Testing Requirements; 7.1.22 - Elevators Will the VA provide elevator service technicians where required for recall testing or is the contractor responsible?

Answer: The VA has elevator technicians on site, and they will be available for assistance.

Question 16 | SOW 2.2 - Coordination Requirements; 6.3 - Pre-Work Requirements and Submittals; 6.5 - Functional Testing Requirements; 7.1.12-7.1.13 Will the VA provide engineering support for verification/resetting of HVAC equipment during testing or will the contractor be responsible?

Answer: The VA will provide HVAC Technicians to assist. However, the Contractor shall be organized with his requests. Assistance will not be provided every day. A schedule and “assistance” plan shall be required.

Question 17 | SOW 6.4 - Device Inventory and Reconciliation; 7.0 - Specific Work Items If devices outside of the SOW are identified, are those to be considered within the SOW or will they be addressed through contract modification?

Answer: The VA will provide information in good faith but does not guarantee it to be 100% accurate or complete. Every device will be tested whether listed as part of the Tables or not.

Question 18 | SOW 6.6 - Deficiencies and Corrective Work What criteria determine whether an item is an incidental part or minor repair under Section 6.6? Are there labor-hour, parts-cost, or total-cost thresholds?

Answer: Use the information provided in Section 6.6 regarding the definition of minor, adjustments, etc. Anything beyond is not part of this contract and will be addressed separately.

Question 19 | SOW 8.2 - Reports (daily report) Does the VA have a specific “daily report” template or does the contractor need to provide their own?

Answer: The contractor shall provide his own daily report, handwritten and later incorporated into the final report.

Question 20 | SOW 6.3 - Pre-Work Requirements and Submittals; 6.7 - Reporting Requirements; 8.2 - Reports Does the VA require an existing report template, or may the contractor use its own format provided it meets the SOW and Joint Commission requirements, including the searchable PDF and editable Excel deliverables in Section 8.2?

Answer: The report format shall be left to the contractor’s discretion so long as it is clear, concise and complete. Electronic and searchable is preferred.

Question 21 | SOW 6.2 - Testing Frequency (electronic releasing devices); 7.1.6 - Releasing Devices Please clarify what the 192 releasing devices listed in Section 7.1.6 are and what equipment or systems they are connected to.

Answer: These devices are door hold-open devices.

Hurt Vet Fire and Security Base year starts 12-15-2026 and testing is due within 90 days, but SOW 6.2 says annual work is due by December 1. What is the base-year completion deadline?

Answer: Due to questionable previous testing, the first test which must be completed by December 31, 2026, includes all devices. This first test shall be considered a “fresh” inspection, and the contractor may not rely upon any previous testing results. After the first test, then the frequency of testing as defined by the Joint Commission and NFPA come into effect.

When were the last annual tests completed for each device type?

Answer: See previous response The monitoring agreement is required for one year only. Is monitoring required for all option years?

Answer: External monitoring shall be required for each year of the contract.

SOW 6.2 schedules testing in December and June only, but the tables list monthly and quarterly tasks (elevator recall, battery inspections, FDC and riser drain tests). Is the contractor responsible for these monthly and quarterly tasks, or does VA perform them?

Answer: The contractor shall be responsible for all testing at whatever frequency is required.

The solicitation requires the Project Supervisor to hold both NICET Level III certification in Water-Based Systems Layout and NICET Level III certification in Fire Alarm Systems. Will the Government accept a Project Supervisor who holds NICET Level III in either discipline, rather than both?

Answer: The VA requires both certifications but, for example, if there is no testing of “water” based devices going on, the water based, Nicet 3 person’s presence is not required. The contractor may rotate personnel in and out according to the job and testing requirements.

Does “every two years” apply to smoke detector sensitivity testing only, with functional testing still required annually?

Answer: Testing shall be completed in accordance with Joint Commission and NFPA requirements.

SOW 6.2 limits kitchen hood work to alarm notification testing, but Table 7.1.16 lists semi-annual testing under NFPA 96. Is the scope limited to verifying the hood system’s alarm signal to the fire alarm panel, or does it include semi-annual inspection of the kitchen hood suppression systems?

Answer: Previously clarified.

NFPA 80 and NFPA 105 are listed as references. Are fire door, smoke door, and fire/smoke damper inspections in scope?

Answer: Only the devices listed in Table 7.1 are included.

Does the annual pre-action “trip test” include a full-flow trip test?

Answer: All inspection and testing are governed by Joint Commission and NFPA requirements. If required under these standards, then it is included in the project.

Adept Patriot Services The solicitation lists three protected master fire alarm panels under Building 1 but does not identify the installed fire alarm manufacturer or panel models. Section 5.2 requires manufacturer training when programming, diagnostics, database changes, or proprietary testing functions are required.

Please provide the manufacturer, model, and quantity of all fire alarm control panels and network nodes serving Buildings 1, 5, 6, 19, 23, the Vivarium, and Building 9 at the Cold Springs Road site. Please identify any proprietary software, licenses, access credentials, or manufacturer authorization/training required to perform the specified inspection, testing, maintenance, and minor repairs, and confirm what system access the VA will provide.

Answer: The basic equipment is a mix of Honeywell and Siemens equipment with Siemens being about 90% of all equipment present. Honeywell is a legacy system and is isolated to only one area. Further information is not available. Siemens training is required. Honeywell specific training is not required.

Southern Building Company:

Answer: See the previous response.

Chris Murpy:

1. Does this scope of work include going into elevator shafts? If so, do we coordinate with elevator company for monthly inspections or the VA Indianapolis?

Answer: The VA has an elevator tech on site during the day. He will assist with your testing efforts for this issue.

2. Do Fire techs need to be NICET trained or will factor training suffice?

Answer: Per Section 5.3 NICET training required.

3. For work that needs to be done after hours, what will the after-hours be?

Answer: Previously answered.

4. Does this include any return trips for retesting? 5. Can the kithen hoods be tested during normal business hours?

Answer: These devices may be tested during the day, although some hours are preferable compared to others. Early in the day would be best.

Accord Federal Services:

1. Are we expected to go in the elevator shafts? Are we to coordinate with the elevator company for the monthly inspections?

Answer: See previous answer

2. Do the "workers" need to all be NICET or factory trained or just the lead tech?

Answer: Previously answered.

3. For items that are to be done after hours, what hours can we be onsite?

Answer: Previously answered

4. Does this contract include any return trips for retesting?

Answer: Previously answered

5. Are we responsible for uploading reports to AHJ?

Answer: No reports are provided to the VA only.

6. Can the kitchen hoods be tested during normal business hours?

Answer: Previously answered.