Cleveland - Annual Test-Inspection of Firefly Device and Door Drop - Solicitation RFIs.pdf

Solicitation: 36C25027Q0034 Annual Test-Inspection of Firefly Device and Door Drop at the Cleveland VA Medical Center, Cleveland, OH – Request for Information

1. The CLINs say 18 devices. Place of Performance says 15 main hospital and 4 Fisher House locations, which is 19. The Specific Tasks list shows only 14 main hospital locations. What is the total number of Firefly devices and doors in scope?

VA Response:

1. BB512 (Radiology)

2. BAC 311 (3 doors in OP Pharmacy)

3. BC 307 (IP Pharmacy)

4. BF 525 (Mail room)

5. 1F540 (Histology)

6. 1F 564 (Specimen Receiving)

7. 1F 565 (Blood Bank)

8. 1B 420 (Agent Cashier)

9. BD410 (Clothing room)

10. 2A128 (2 doors in C&D Clinic)

11. 1L822 (Women’s Health Reception)

12. 6F113 (Cares Tower 6th floor food service) = 15 main hospital + 4 Fisher House

2. If the count is 19, which main hospital location is missing from the Specific Tasks list?

VA Response:

6F113 (Cares Tower 6th floor food service)

3. Specific Tasks calls for a visual inspection of 19 devices but drop testing of only 18 doors. Which device is inspected but not drop tested?

VA Response:

All doors need to be drop tested. The unit in BF525 (mail room) is fusible link only

4. What are the Firefly model numbers and battery specifications for the installed units?

VA Response:

Main Hospital

1. BB512 (Radiology) model: Cookson FKA

2. BAC 311 (3 doors in OP Pharmacy) model: Firefly III plus

3. BC 307 (IP Pharmacy) model: Cookson AR-D2

4. BF 525 (Mail room) not identified, fusible link only

5. 1F540 (Histology) model: Cookson Firefly III plus

6. 1F 564 (Specimen Receiving) model: Cookson Firefly III plus

7. 1F 565 (Blood Bank) model: Cookson Firefly III plus

8. 1B 420 (Agent Cashier) model: Cookson Firefly II

9. BD410 (Clothing room) model: Cookson AR-D

10. 2A128 (2 doors in C&D Clinic) model: Cornell SS90 WPS B

11. 1L822 (Women’s Health Reception) model: Cookson AR-D

12. 6F113 (Cares Tower 6th floor food service) model: Cookson Firegard AR-D

Note: Batteries could be NP12-12 or PS-1250 F 1

Fisher House

13. Fisher House 1 model: US Smoke and Fire SD240GS smoke curtain (2 each)

14. Fisher House 2 model: US Smoke and Fire SD240GS smoke curtain (2 each)

15. Batteries: Genesis NP7-12

5. Does the visual inspection cover the complete rolling door assembly under NFPA 80, or only the Firefly release devices?

VA Response:

The PM will require a visual inspection of the entire unit, including the firefly unit, door assembly, track, any locking mechanism, any operating system (the 6th floor is operated via push button station)

6. Are minor adjustments needed to get a passing test (reset, tension, governor) included in the firm-fixed price? Or does any adjustment trigger the separate purchase order described in Other Pertinent Information (b)?

VA Response:

A minor adjustment or tightening of fasteners should be considered part of the PM. Any “major” repair or fix would be considered a PM failure, trigger a corrective workorder on our end and would require a follow-up repair and subsequent PO to complete that work.

7. Specific Tasks says testing happens in January. Other Pertinent Information (a) says December, to line up with the MAXIMO PM work order. Which month governs?

VA Response:

The PM is issued into our system in December for the January PM cycle.

The PM needs to be completed by the contractor by 31 January each year.

8. Will any doors need to be tested outside 0700 to 1600 Monday through Friday because of clinical operations?

VA Response:

No, the PM’s will be completed during normal business hours. When the PM date is coordinated between the COR and the contractor, all of the shutdown and HVA documents have been completed, all services will be notified and given the test date(s). The affected services will be expected to allow reasonable access to the roll down door/ Firefly area to perform the PM. A slight variation of the scheduled PM inspection time will be accommodated by either the contractor or the affected service to allow for uninterrupted patient care.

9. Will the drop test be started by an actual fire alarm signal to the Firefly devices, or by the contractor using the device’s test function?

VA Response:

The contractor will use the test function on the Firefly unit to perform the drop test. For the units that only have a fusible link, the test shall be conducted by disconnecting the fusible link and verifying the door operates properly.

10. Will VA’s Electric Shop or fire alarm vendor put the system in test mode and restore it, or does the contractor need to provide a fire alarm technician?

VA Response:

A shutdown request will be sent to the Electric Shop two weeks prior to the scheduled date and they will put the fire system in “test”. This form and a HVA (Hazard Vulnerability Assessment) form will be completed filed for the work. A representative from the Machine Shop will escort the contractor to the appropriate locations.

11. The Description paragraph covers Chillicothe VAMC lockout/tagout (LOTO) procedures, and the QCP section cites OSHA 1910.147 and Subpart S. Can VA confirm that this language was carried over by mistake and doesn’t apply here?

VA Response:

The description paragraph details has typos. A new cover sheet for the combined synopsis solicitation will be posted (see amendment attachment)

12. The PWS cites NFPA 80 5.2.4.1 (swinging doors) and NFPA 105 (smoke doors), but these are rolling fire doors. Can VA confirm that the NFPA 80 rolling steel fire door requirements govern?

VA Response:

NFPA 80 chapter 5, 11 and 13 are applicable to include the inspection of the complete assembly, annual operational drop testing, testing of the applicable automatic-closing activation methods, resetting and repeat testing, documentation of results, and the use of a trained rolling steel fire-door systems technician.

13. Which edition of NFPA 80 applies?

VA Response:

NFPA 80, standard for Fire Doors and other Opening Protectives, 2022 edition shall be used

14. “Joint Commission EC.02.02.5” doesn’t match Joint Commission numbering.

Which standard and EP did VA intend?

VA Response:

It appears to be a typo. It should be joint Commission Standard EC.02.03.05 EP25 concerning annual fire-door inspection and testing

15. The technical evaluation requires showing compliance with MCP OOS-013 and MCP OOS-041. Can VA provide copies of both?

VA Response:

These specific Medical Center Policies (MCP) will be removed from the Evaluation Factors for this requirement. The MCP will be reviewed with the contactor post- award.

16. Section 52.212-2 shows a question mark after the IDEA requirement. Which specific IDEA certification is required?

VA Response:

a) The question mark is a typo.

b) The IDEA certification required is: The credential is “Certified Rolling

Steel Fire Door Technician certification”

17. Does the IDEA requirement apply to the firm or to the technician who performs and signs the inspections?

VA Response:

Each technician that performs the work and signs the inspection reports shall hold the IDEA certification

18. Will VA accept equivalent credentials such as DHI FDAI, NFPA 80 ITM certification, or Cookson factory training?

VA Response:

The IDEA certification should be specific to rolling steel fire doors. A Cookson factory training program would be acceptable if relevant rolling steel fire door testing and inspection are included in the syllabus.

19. Will past performance on general fire door ITM count, or does it have to be rolling fire door work with Firefly or similar release devices?

VA Response:

a) The experience needs to be for rolling steel fire doors with firefly or similar device

20. Clause 52.219-1 lists NAICS 812331 with a $40M size standard, but the notice lists 541350 at $11.5M. Can VA confirm that 541350 applies?

VA Response:

That is a typo within clause 52.219-1. The NAICS code is 541350, size standard $11.5 million

21. CLIN 1001 is labeled Option 2, and the Option Year 4 end date appears as both 12-01-2031 and 12-30-2031. Can VA confirm the correct CLIN labels and performance dates?

VA Response:

a) CLIN 1001 has a typo, it is Option 1. Option Year 4 will end 12-1- 2031. A revised Price/Cost Schedule will be posted.

22. Is this a recompete, and if so, what is the prior contract number?

VA Response:

a) This is not a re-compete.

23. Can VA share last year’s inspection report so offerors can price for known deficiencies?

VA Response:

Previous inspection reports and results will be provided to the contractor awarded the contract.