36C25225Q0515.docx

Special Notice Special Notice

GENERAL INFORMATION

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

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ADDITIONAL INFORMATION

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DESCRIPTION

Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with SYSTEC LTD., OF WISCONSIN.

The Contractor shall provide all supervision, labor, materials, tools and equipment to service and repair the Siemens Cerberus Pro Modular Fire Alarm System at the Clement J Zablocki VA Medical Center (VAMC), located at 5000 W National Ave, Milwaukee, WI.

This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus (4) four option year contract. The NAICS Code is 561621.

This Notice of Intent is not a request for competitive quotes. No solicitation documents are available, and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 9:00AM (Local Time) 06/10/2025. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated. However, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with SYSTEC LTD., OF WISCONSIN.

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED.

FIRE ALARM SYSTEM MAINTENANCE

STATEMENT OF WORK/SPECIFICATIONS

Contractor shall provide all supervision, labor, materials, tools, equipment, and points list necessary to provide service and repair to the Siemens Cerberus Pro Modular Fire Alarm System located at the Clement J. Zablocki VA Medical Center (VAMC), Milwaukee, WI 53295.

1. SPECIFIC TASK

A. Monthly, the Contractor shall provide two (2) eight (8) hour on-site visits, to be performed during normal work hours; normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 pm local time, at the Clement J. Zablocki VA Medical Center, to address any current or outstanding workorders related to the maintenance and operations of the Siemens Cerberus Pro Modular Fire Alarm System. Visits will be scheduled in advance with the Contracting Officer’s Representative (COR). Work shall include the following:

1. Regular Panel Maintenance

2. Resolve faults on Fire Alarm System

3. Troubleshoot system issues

4. Resolve failed devices such as, but not limited to batteries, smoke heads, heat heads, duct detectors, Pad 3’s

B. Contractor shall perform an annual reprogramming each contract year to address any changes or failures that occur.

C. All parts shall be provided by the VA. Any parts not stocked by the VA will be ordered on an as needed basis or as identified by the Contractor. Contractor shall not place parts orders without authorization from COR.

D. Contractor shall provide 24/7 (24 hours a day, seven days a week), service when required and will bill at the rate specified in the price schedule. If service needs to be provided after normal hours, then the optional LIN will be exercised.

E. All work/repairs that are required to be provided outside of the outlined maintenance work must be approved by the COR before work commences. This service will be paid separately from this contract and will not commence without Notice to Proceed from COR and a separate purchase order number. This contract does not cover replacement of the two (2) fire alarm system computers or the fiber network cable.

1.1. ADD ANNUNCIATOR PANEL

A. Contractor shall supply all tools, materials, and personnel necessary to install and commission a remote annunciator fire alarm panel in the Pipe and Electric Shop Supervisor Office, Building 111 Room B0225. Remote annunciator panel is being added to the Pipe and Electric Shop because of their responsibility of fire alarm repair and responses to know when an alarm or supervisory comes in on the system to better react to the problem in a timely manner.

B. Contractor shall run all communication lines and line voltage necessary for annunciator panel to function off existing fire alarm system.

C. Contractor shall be responsible for the addressing and commissioning of the annunciator panel and other components necessary for remote fire alarm system monitoring.

D. Work to be performed within 90 days of contract award.

2. HOURS OF COVERAGE:

A. Normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 PM local time, including federal holidays as listed below. Service/repairs may be performed outside of normal working hours.

E. Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract:

Labor Day

3. SERVICE MANUALS/TOOLS/EQUIPMENT:

The VAMC will not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE’s all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The locations and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

4. DOCUMENTATION/REPORTS:

Contractor shall provide documentation of work performed under this contract within three (3) days of completion of work. All documentation shall be provided in an electronic format (PFD, Excel or Word). The documentation shall include detailed descriptions of the service provided to include at a minimum:

A. Name of contractor and contract number, name of FSE who performed services.

B. Contractor service report number/log number.

C. Date, time (starting and ending), equipment downtime and hours on-site for service call.

D. VA purchase order number.

E. Description of problem reported by COR/user (if applicable).

F. Description of equipment to be serviced: inventory id number, manufacturer’s name, device name, model number, serial number, and any other manufacturer’s identification numbers.

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs

5. FACILITY CHECK IN/OUT REQUIREMENTS:

The Contractor shall be required to report to Graphics Center, Bldg. 113 to log in. This check in is mandatory. Upon completion of work, the FSE shall be required to log out at Graphics Center.

VA Contact Person (s) _________________________________

Contractor – Provide telephone number(s) to call for your Service Department: ____________

Provide name(s) of authorized contact person(s): _____________________________________________

6. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business, with an office and full-time staff. The staff includes a fully qualified FSE and fully qualified FSE who will serve as the back-up and be regular employees of the contractor.

B. Fully Qualified is defined for the purposes of this contract as having at least three (3) years of experience, within the last five (5) years performing this same service.

C. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

D. Each respondent must have access to include codes for reprogramming

7. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

A. No contractor or sub-contractor employee shall be permitted to perform work or access non-public areas unescorted without an Identification (ID) card obtained from the VA Police. Contractor's and any Subcontractor's employees will be required to provide 2 forms of ID and be accompanied by the COR to obtain ID.

B. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

C. Smoking is prohibited both inside and outside (entire campus) at the VAMC.

D. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

8. SECURITY REQUIREMENTS:

Contractor personnel performing services on this contract at the VA facility shall be badged. Fingerprinting is required with the badging process, at the Personal Identification Verification (PIV) office in Building 70, E wing south basement level. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

9. DEFINITIONS/ACRONYMS:

A. CO – Contracting Officer

B. COR – Contracting Officer’s Technical Representative

C. FSE – Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

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

E. VA – Veterans Affairs

F. VAMC – Department of Veterans Affairs Medical Center

Special Notice