36C25525Q0418.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Albert (Al) Cheeks albert.cheeksJr@va.gov

(913) 946-1990

PLACE OF PERFORMANCE

Veterans Administation

Medical Center

2401 West Main Street

Marion IL

ADDITIONAL INFORMATION

DESCRIPTION

A. GENERAL INFORMATION:

The contractor must be an ANSUL distributor and ensure all service technicians inspecting equipment included in this statement of work (SOW) at the Marion VAMC, CBOCs, and Annexes have the required certifications in accordance with National Fire Prevention Association (NFPA) 10 standards for Portable Fire Extinguishers. The contractor shall utilize Marion VAMC’s current supply of fire extinguishers and mounting brackets currently have on hand until supplies have been depleted. Once gone the contractor is responsible for disposal of old extinguishers and procurement of additional fire extinguishers, mounting brackets, and carts for interim storage and transport sufficient to meet the needs of Marion VAMC, 10-Community Based Outpatient Clinics (CBOC), and an Annex space throughout Southern IL and parts of Indiana and Kentucky with an estimated 275 fire extinguishers. The contractor minimum requirements are as follows:

1) Inspector(s)/Technician(s) must be ANSUL Certified

2) Provide Mounting Brackets (as needed)

3) Provide ANSUL certified Fire Extinguishers (as needed)

4) Cart(s) for interim storage/transport

5) Monthly visual inspections of all fire extinguishers conducted months February through December

6) Annual inspections on all fire extinguishers conducted in the month of January

7) 6-year maintenance and recharge on all fire extinguishers (as needed)

8) 12-year hydrostatic pressure testing on all fire extinguishers (as needed)

B. LOCATIONS OF SERVICES PROVIDED:

The contractor shall inspect each location and conduct the monthly and annual inspections and maintenance for all potable fire extinguishers at the following locations:

1) Marion VAMC campus to include Bld.’s #1, #2, #7, #8, #13, #14, #15, #16, #23, #37, #38, #42, #43, #44, #47, #49, #81, #82, #83, MODS 1,3,4, T105, T105A, T106, T107, T108, T109, Diesel tank areas, Gas pump areas, and Helicopter Pad. Located at 2401 West Main St. Marion, IL. 62959

2) Primary Care Annex: 3404 Heartland St, Marion, IL 62959

3) Carbondale CBOC: 1130 E Walnut St, Ste 100, Carbondale, IL 62901

4) Mt Vernon CBOC: 4000 S Water Tower Pl, Mt Vernon, IL 62864

5) Effingham CBOC: 1011 Ford Ave, Effingham, IL 624001

6) Vincennes CBOC: 1813 Willow St, Ste 6A, Vincennes, IN 47591

7) Paducah CBOC: 2620 Perkins Creek Dr, Paducah, KY 42001

8) Mayfield CBOC: 1253 Paris Rd, Ste A, Mayfield, KY 42066

9) Owensboro CBOC: 2060 E Parrish Ave, Owensboro, KY 42303

10) Madisonville CBOC: 99 Stagecoach Rd, Madisonville, KY 42431

11) Additional Sites: Additional sites may be included during the performance period.

Note: The CBOCs, Annexes, and other leased space’s locations are subject to change. The COR will provide an updated list of the locations of these spaces to the contractor as changes occur and with every option year.

C. WORK HOURS:

1) Normal Work Hours: The service schedule will be developed between the contractor and the Contractor’s Representative (COR) before any service is performed.

2) National Holidays: The ten holidays observed by the Federal Government are: New Year's Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

D. SPECIFICATIONS:

1. The contractor shall perform inspections and maintenance in accordance with the most current additions of the following manuals:

a. ANSUL manufacturers maintenance manuals and recommendations

b. National Fire Protection Association Standards (NFPA)

c. National Fire Code

2. The contractor shall conform to all federal, state, and local regulations governing the use of the correct type (A, AB, ABC, CO2, K, MRI, etc.) of fire extinguishers needed at all locations.

3. The contractor is responsible for the installation, inspection, and maintenance of all fire extinguishers.

4. The contractor must provide tags and maintain monthly inspection tags on all in-service fire extinguishers. The inspection tag on each extinguisher must be legibly annotated by the inspecting technician and include the month and year of inspection along with the technician's initials.

5. The contractor is responsible for maintaining their ANSUL distributor status and ensuring all technicians are ANSUL certified.

6. The contractor is responsible for procuring new fire extinguishers and disposing of old/damaged fire extinguishers.

7. The contractor is responsible for building an inventory listing for all fire extinguishers. This is to be accomplished during January’s initial inspection. See Attachment B for a template. The sheet should be structured in such a way that allows for sorting by building number and location. Each extinguisher listed should contain the physical location with the following information:

a) Extinguisher Number (ordered sequentially, e.g., 1, 2, 3 etc...)

b) Building Number

c) Location (This should contain information on where the extinguisher is in the building, i.e., Floor and/or any other description necessary to identify the specific location of the extinguisher)

d) Size/Type (the Size and Type of extinguisher)

e) Mfg. Date (The date that the extinguisher was manufactured)

f) Last Hydro Test (the Year that the last Hydro Test was completed, if applicable)

g) Last 6-Year (the Year that the extinguisher had its last 6-year maintenance performed)

h) Date (day, month, and year) that extinguisher was inspected

7. Contractor is responsible for their own transportation for an on-site service technician to conduct monthly inspections. Monthly Inspection of Portable Fire Extinguishers. Each fire extinguisher must be inspected each month by the contractor. The inspection shall include, at a minimum, the following items:

a) Location, the fire extinguisher in its designated place

b) No obstruction to access or visibility.

c) Operating instructions on the nameplate are legible and facing outward.

d) Safety seals and tamper indicators are not broken or missing.

e) Fullness determined by weighing or “hefting.”

f) Inspect for obvious physical damage, corrosion, leakage, or clogged nozzle.

g) Pressure gauge reading or indicator in the operable range or position.

8. The contractor shall provide an on-site technician for annual maintenance of all Portable Fire Extinguishers. In January of every year, each fire extinguisher must have annual maintenance performed to include new tags and include, at a minimum, the following items:

a) Location in designated place

b) No obstruction to access or visibility.

c) Operating instructions on the nameplate are legible and facing outward.

d) Safety seals and tamper indicators are not broken or missing.

e) Fullness determined by weighing or “hefting.”

f) Examination for obvious physical damage, corrosion, leakage, or clogged nozzle.

g) Pressure gauge reading or indicator in the operable range or position & Tag replacement.

h) Survey any extinguishers due for 6-year and/or 12-year hydrostatic testing per NFPA 10 Standards.

9. Upon completion of each inspection the contractor’s service technician shall provide to the Safety Manager (or designee) a history report and a completed service ticket, which includes the following information:

a) Purchase order number.

b) Number of fire extinguishers inspected by location.

c) List of discrepancies found and/or extinguishers due for service (i.e., 6-year maintenance, 12-year hydrostatic testing, etc.).

10. When a deficiency is identified during an inspection of the portable fire extinguisher, the contractor must immediately replace it with the same type and size extinguisher.

E. POINT OF CONTACT:

The contractor shall appoint the Marion VAMC Safety Office as the point of contact. The safety office will work with the contractor to ensure all needs are met in accordance with this contract.

F. QUALITY ASSURANCE/CONTROL:

The Contractor will work with the Marion VAMC’s Safety Office to ensure the requirements of this contract are being met and deficiencies are identified and addressed in a timely manner. The contractor will provide a record of all inspections conducted and corrective actions taken. These documents shall be made available to the Government during the contract.

G. REQUIRED CONTRACTOR REPORTING:

1. The contractor is responsible for supplying, completing, and submitting all reports required or requested by Federal, State, or local ordinances, which pertain to any duties contained in the contract to the Marion VAMC Safety Office.

2. All tasks accomplished by contractor personnel will be performed to preclude damage or disfigurement of govern-owned furnishings, fixtures, equipment, and structures. The contractor will report any damages caused by their agent and will be responsible for repairing or replacing to the VA’s satisfaction. The government will not be held responsible for loss or damage to the contractor’s equipment or belongings.

H. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the COR and/or Safety Office with a list of contractor employees expected to enter the buildings. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. If warranted, an access badge will be given to the contractor’s employee(s) upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR/Safety Office. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s) to the Safety Office at the end of each monthly inspection.

3. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the Safety Office. Marion VAMC does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

I. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of option years. The contractor shall complete the work required under this SOW during the VA Calendar Year (1 January – 31 December) unless otherwise directed by the CO. Work shall be performed during the business hours of 7:00 a.m. through 4:00 p.m. from Monday through Friday. Excluding weekends and all federal holidays.

Attachment A to the Statement of Work

Sample Inventory Template

Fire Extinguisher Inventory

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?

Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your Unique Entity Identifier (UEI).

Responses to this notice shall be submitted via email to Al Cheeks, Albert.CheeksJr@va.gov. With the subject line of email: Fire Extinguisher Maintenance, 36C25525Q418. Telephone responses shall not be accepted. Responses must be received no later than Monday, Jun 23, 2025, at 1200pm CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Sources Sought Notice