36C25224Q0512_1.docx

The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is searching for vendors with the capabilities to provide maintenance and repair and testing to the FIRE BARRIER INSPECTION, MAINTENANCE AND REPAIR located at Milwaukee VAMC in Milwaukee WI.

The Contractor shall provide all project coordination, labor, material, tools, management, travel, and equipment necessary to inspect and repair the building fire and smoke walls located within the Clement J. Zablocki Medical Center, Milwaukee, WI as defined in the Statement of Work The North American Industry Classification System (NAICS) code for this procurement is 238310.

All interested, responsible sources must submit a capability statement and questions by Tuesday, July 24, 2024 to Michelle.Klug2@va.gov to include the following:

· Company Experience in providing maintenance and repair services to referenced equipment, to include number of years and any examples of current contracts in place with government or commercial entities;

· Customer point of contact information for contracts listed in company experience along with a description of equipment serviced under the contract;

· Verification of authorization and training related to servicing referenced equipment;

· Number of qualified maintenance personnel employed;

· DUNS number, organization name, organization address, point of contact, business size under NAICS 238310, and socioeconomic status;

· Any questions related to the work as described in the SOW.

This Sources Sought is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in Contract Opportunities. Telephone inquiries will not be returned.

FIRE BARRIER INSPECTION AND REPAIR

STATEMENT OF WORK

1.0 SCOPE

The Contractor shall provide all project coordination, labor, material, tools, management, travel, and equipment necessary to inspect and repair the Rated Wall Assemblies located within the Clement J. Zablocki Medical Center, Milwaukee, WI as identified on the Statement of Condition Drawings (SOC DWGS) for Buildings 111 and 144. The approximate combined square footage is 922,455. Work is to begin within 90 days of Contract Award Date.

The Medical Center is currently fire stopped with HILTI Firestop Materials. This is done because Hilti maintains a fire stop library of tested and approved UL Systems accredited by a testing laboratory to create continuity. The installed systems are designed to maintain rated compartment barriers as required by code. Additional information on the installed Hilti UL Systems can be found at https://www.hilti.com/firestops.

2.0 TASKS/DELIVERABLES

Base plus all option years:

1. Rated walls and floors are located using Statement of Condition (also known as Life Safety) drawings only. Follow all code references and notes listed under each wall type and description listed on Drawing No. PEN-X.

a. 2 Hour Fire Barriers, to include all floors.

b. 1 Hour Fire Barriers

c. 2 Hour Fire/Smoke Barriers

d. 1 Hour Fire/Smoke Barriers

e. 30 Minute Smoke Barriers

f. Smoke Resistive Hazardous Areas

NOTE: Inspection and repairs may occur at the same time or separately, it is dependent on the contractor. If the contractor chooses to inspect and repair separately, the contractor has forty-eight (48) hours after the completion of the inspection to submit a repair schedule to the COR for approval.

Contractor must notify the COR immediately if unable to access an area to inspect/repair.

2. Hard lid gypsum ceiling investigation

a. Inspect the rated barrier above all hard ceilings.

1) Contractor must provide the most minimally invasive option per location to view rated barrier for inspection.

2) Drill small holes to use scope camera.

b. Holes will be repaired and painted post inspection

3. Wall Repairs, if required

a. Partial Wall Removal

1) Repair areas may require small partial wall removal as preparation

b. Metal Studs

1) Install metal stud, top and bottom track where appropriate in accordance with UL classified U300, U400 or V400 series 1hour or 2 hour Fire/Smoke rated barriers.

2) Penetrations will be framed out appropriately according to the specific UL Firestop System.

c. Gypsum Board

1) Install and fire tape type X 5/8” fire rated gypsum board in accordance with UL classified U300, U400 or V400 series 1 hour or 2- hour Fire/Smoke rated walls.

d. CMU/Concrete Masonry Unit Wall Repair

1) Install CMU block or other material compatible where appropriate with the wall type being repaired in accordance with UL classified lightweight or normal weight (100-150 psf.) concrete or concrete block.

e. Removal of Foreign Material

1) Installation of firestop systems may require removal of foreign material (including, but not limited to, drywall mud, mortar, spray foam, fireproofing and structolite) to create required annular space to accept the appropriate firestop system.

f. Installation

1) Sealing and correcting penetrations/joints. Ensure all products have good adhesion and penetrations and joints are sealed completely. Only penetrations within the large wall repair areas will be corrected

2) Repair of existing walls and partitions to include but not limited to caulking, taping and mudding of wall and ceiling repairs to ensure rated and non-rated enclosures conform to the required ratings as required by code.

4. Infection Control

a. Contractor is required to follow all infection control procedures for the area of the inspection to include using a portable containment and/or plastic barriers. The facility will provide the infection control levels of every area in the building. See Statement of Condition (also known as Life Safety) drawings.

1) Infectious Control Barriers are dependent on the work being performed and patient risk group. Corridors must remain a minimum 5 Ft. wide, shark tanks/HEPA carts/infection control carts are acceptable to allow for ceiling tile removal in corridors. An ICRA will be required for all work. (See Attachment A within “Memorandum FMD-058 Infection Control Risk Assessments (ICRA) for Work Orders, dated January 2017” for work conditions not requiring an Infection Control Permit or Review.)

5. Engineering Judgments

a. When field conditions are outside the parameters of an UL tested system, an engineering judgment will be obtained from the manufacturer (Hilti) and installed.

b. Non-standard methods will require an engineering judgement from Hilti and an explanation as to why this is required. This documentation will be reviewed by the Medical Center.

c. It is anticipated that 20% of the firestops will need engineering judgment from Hilti.

d. The Contractor shall notify the COR immediately when Engineering Judgements have been requested from Hilti and must provide the COR with a copy of the documentation submitted to Hilti.

NOTE: Hilti does not charge for engineering judgement when using their products. There should be no additional charge to the contractor from the vendor and results can be expected within five (5) days of acknowledge submittal to Hilti.

6. Documentation During Inspection

a. All information will be recorded electronically using a computer program (Electronic Drawings-based tracking and verification program) that utilizes Statement of Condition (also known as Life Safety) drawings to denote all inspection points and deficiency locations. The VA will be provided access to the program and be able to download the drawings, notes, and inspection information. Opening any of the marks on the drawings will display a page detailing the deficiency type, U.L. System deployed, product used, wall type, and date/time of repair, as well as before and after pictures.

Contractor shall be required to identify, as part of the wall inspection, the Fire/Smoke walls that are not labeled and provide this information in the final report and in the computer program.

7. Additional Information:

a. Noise restrictions are dependent on the areas. On in-patient wards, loud noise between 9 pm and 6 am is not acceptable. Near the ORs (2nd floor) and procedure rooms (EP Lab/Cath Lab/Angio, etc.) loud drilling during the day when procedures are taking place is not approved.

b. The VA follows NFPA and other applicable national codes and standards. The VA is its own AHJ. Any specifics are found at www.cfm.va.gov/index.asp

c. Known existing ACM on ducts and pipes is marked. If discovered during work, contractor to notify the COR and the VA will examine and contain or remediate. The medical center has certified individuals who can remediate. If in good condition and not impacting work, the VA will direct this ACM to be left undisturbed.

OPTIONAL CLINS (base year only)

1. Larger than 12”X12” (no more than 10 annually)

a. Install HILTI firestop systems per the manufactures cut sheets for all penetrations and joints which are currently not sealed (or the post installed firestop product surface area) greater than 12” x 12” (or the aggregate square inch equivalent) and found to be deficient. Contractor to base quote on 10 penetrations with pipes or ductwork 12x12 or larger (horizontal or vertical) that will require fire stopping. If a penetration is found to be smaller than 12” X 12”, the contractor shall notify the COR immediately.

1) If an area is inaccessible, the contractor shall notify the COR immediately upon conclusion of the current days’ work. The COR will coordinate access to these rooms for the next work day.

b. Install UL firestop system identification labels to all repaired penetrations and or joints.

3.0 TECHNICAL REQUIREMENTS

The contractor shall provide a list of previous experience as listed below to include the name of the facility, location, facility size, year completed inspection/repairs, and a Point of Contact:

1. Minimum of 3 years conducting fire wall inspections and maintenance, to include fire stopping.

1. At least two (2) years’ experience within the last three (3) years performing fire wall inspections and maintenance in a VA hospital or other type of medical center greater than 450,000 SQ. FT. and at least 6 stories high.

1. Contractor shall also provide copies of the following for each employee performing the work:

a. Hilti Fire Stop Installation Training Certificate

b. Contractor shall provide proof of electronic computer program (Electronic Drawings-based tracking and verification program) that utilizes Statement of Condition (also known as Life Safety) drawings to denote all inspection points and deficiency locations.

4.0 SAFETY DATA SHEETS

Prior to commencement of services, the Contractor shall provide Safety Data Sheets to the COR in accordance with VA and OSHA regulations.

5.0 AUTHORIZED SERVICES

Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the contractor must notify the Contracting Officer or COR of the nature and reasoning for additional work. If appropriate, the Contracting Officer may authorize the additional services or repairs under an amendment to the contract or a separate purchase authorization. No emergency type work is authorized.

6.0 TEST EQUIPMENT

The contractor shall provide all test equipment necessary for the execution of this service. The Government will not furnish parts and/or test equipment in the performance of this contract.

7.0 SAFETY STANDARDS

The contractor shall be required to adhere to all VA, OSHA and EPA safety related policies, procedures, standards, and regulations. The contractor shall convey to its personnel and consultants the appropriate information regarding safety requirements, including the requirements of hazard communication.

Life Safety Measures (ILSMs) (Attachment A) and the infection control policy for the Medical Center (Attachment B) are attached.

If equipment needs to be lockout/tagout, the COR will coordinate this to be done.

The contractor shall provide protective equipment to its personnel as required to execute the requirements of this contract.

Contractor shall use medical center power outlets after review of the capacity to prevent overloading of the circuit. Prior to connection, review with maintenance staff is required.

8.0 REPORTS

A written Employee Service Report (ESR) report and updated electronic files documenting all penetrations and corrections must be submitted at the completion of each visit. Report must be in format mutually acceptable to VA and Contractor. The report shall also include, but not limited to, manufacturer of products used, UL classification, and a copy of any Safety Data Sheets previously submitted as required by the specifications and OSHA. In addition, each ESR must, at a minimum, document the information listed below legibly and in complete detail. Failure to provide written reports could result in delay of payments.

1. Name of Contractor

2. Name of Field Service Employee (FSE) who performed services

3. Contractor service ESR number/log number

4. Date, time (starting and ending), of the inspection and repairs

5. VA purchase order number (Using the incorrect number could delay processing of invoices)

6. Identification of work completed: Floor and wing of the where the work too place.

7. Itemized description of services performed including location of access panels and documenting of discrepancies, system impairments, and recommendations

8. Signatures of the FSE performing the services and the VA employee who witnessed the services described. The VA will be available for spot inspections, so as not delay the contractor’s work.

The contractor shall maintain a complete orderly and chronological file including drawings, complete parts list, and copies of all reports as required by these specifications. A record of all callbacks and repairs shall be kept by the contractor indicating any difficulty experiences and the corrective measures taken to eliminate these difficulties.

9.1 Inspection Report

The contractor shall supply one copy of the following reports will be supplied in both electronic and hard-copy format:

1. A spreadsheet report documenting all penetrations inspected and repaired, as well as the deficiencies repaired, location, corrective action, product used, and UL System. UL cut sheet for each system used will also be supplied.

2. Pictures of each deficiency (before and after repair) and UL system employed.

3. An open item report listing areas that were not accessible.

4. List of all walls that are not labeled with “fire/smoke wall” stenciling.

9.0 HOURS OF OPERATION

1. Normal hours of operation for the Medical Center are Monday through Friday from 8:00 am to 4:30 pm, excluding National holidays. Based on the area the inspection will occur, work may be required after the normal business hours so as not to affect patient care and critical procedures.

2. Work cannot impact patient care and corridors must be maintained at 5 Ft. width. Off hours’ work is anticipated in procedure rooms, ORs and rooms that provide patient care services (CLINICAL AREAS) during the day. All Clinical Areas may require work outside normal business hours.

3. Federal and National Holidays observed by the VAMC are:

New Year's Day Labor Day Independence Day Memorial Day Thanksgiving Day Christmas Day M L King's Birthday Columbus Day President's Day Veterans Day Independence Day Juneteenth Day

Also, included would be any other day specifically declared by the President of the United States to be a National Holiday.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

10.0 SECURITY REQUIREMENTS

1. All contractors working at Milwaukee VAMC shall be fingerprinted prior to being allowed to work on campus. Contractor ID badges can be obtained from PIV office typically 3-5 days after approved SAC form is received and fingerprints clear. ID badges are required for contractor employees working at VAMC Milwaukee. Contractors who have been fingerprinted at other VAs and have contractor badges from other VAs can have their information transferred, thus reducing the time to get a Milwaukee VA badge. Individual’s names and the name of the VA where the finger printing occurred at should be forwarded to the VA COR after award to expedite the badging process.

2. Contractor

a. Furnish SAC form to each employee and subcontractor employee, regardless of how long they will be on site, and have them fill out the form. Blank SAC form is included as appendix to this specification.

b. When form is legibly completed by hand, scan each form with file name as above then dash then employee name (e.g., 08 SAC FORM – John Doe).

c. Email form to VA COR (a.k.a., COR)

3. VA and Requestor

a. VA COR signs form, then emails Fingerprinting Office (fingerprinting) and PIV Office (badging) of pending visit from person named, forwarding form as email attachment.

b. Contractor/Requestor visits Fingerprinting/PIV Office, building 70, E-wing south, ground floor.

c. VA Fingerprinting Office will check to ensure proper form was received.

4. VA Processing

a. Fingerprinting begins background check process. Fingerprinting must be done within 4 weeks after contract award. Contractor may be escorted by a VA employee while this process is being completed.

b. Assuming background check allows, then within 3 to 10 business days, VA should send to Contractor/Requestor notice that they may now obtain their Physical Access Control (PAC) badge.

c. VA PIV Office staff take photo and issue PAC badge.

5. Badge Usage

a. Wear badge, readily visible, above waist level, not on head or hard hat, when on grounds doing work.

b. Lanyards and clips are not included but may be purchased at Canteen Store.

c. Superintendent shall inspect personnel badge (should be visible).

d. Badges allow keyless entry into restricted areas. Names, dates, and times of access are recorded by VA Police.

e. Badges will be valid for 90 days. The PM will notify PIV office to extend badge access for another 90 days if appropriate.

f. Badge wearer, not anyone else, must get badge issues taken care of. For example, it is not allowed to hand over badge to superintendent to walk them down to FM or PIV for entering code on back of badge, into SAM box system. Violations may result in suspension or revocation of construction access.

11.0 PROTECTION OF GOVERNMENT PROPERTY

During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, ceiling tiles, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from the Contractor operations shall be repaired by the Contractor, including painting, refinishing, ceiling tile replacement or replacement, if necessary, at no additional cost to the Government and to match the existing finish, paint or ceiling tile. The Contractor shall be responsible to meet OSHA/Safety requirements in the performance of the work. This shall include, but not limited to, taking all the necessary precautions to protect the patients, visitors, and/or staff at each location. The Contractor shall be held responsible for any injuries and /or damage, which may be caused because of the Contractors failure to adhere to these requirements.

Damage - Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and/or replaced to the satisfaction of the VA at the Contractor’s expense.

12.0 FACILTY CHECK-IN REQUIREMENTS

The Contractor shall be required to report to the Facilities Management Office, Bldg. 70, Wing E or the Graphics Center, Bldg. 113 to log in for services performed under this contract. This check in is mandatory.

Telephone Number & Extension:

414-384-2000 x41080

13.0 DEFINITIONS/ACRONYMS

Acceptance Signature – VA employee who is authorized to sign-off on the ESR, which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.

ACM – Asbestos Containing Material

AHJ – Authority Having Jurisdiction

CO – Contracting Officer

COR – Contracting Officer’s Representative

ESR – Employee/Vendor Service Report – A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

FSE – Field Service Employee - A person who is authorized by the Contractor to perform services on the VAMC premises.

VA – Veterans Affairs

VAMC – Department of Veterans Affairs Medical Center

14.0 ATTACHMENTS

A – Medical Center Memorandum 00S-214 Interim Life Safety measures (ILSM), dated July 2017

B – Memorandum FMD-2 Infection Control Policies and Procedures Facility Management Division, dated April 2015

C – Memorandum FMD-058 Infection Control Risk Assessments (PICRA) for Work Orders, dated January 2017

D – VA Milwaukee Statement of Condition Drawings (Life Safety Drawings) for Building 111 and 144, dated 2023

FIRE BARRIER INSPECTION, MAINTENANCE AND REPAIR