Question and Answer Document - CTX Annual Fire Extinguisher Inspection .pdf

Question and Answer Document RFQ 36C25727Q0014 – CTX Annual Fire Extinguisher Inspections

1. Can you please provide the breakdown of the 970 extinguishers by site (Temple, Waco, Austin), type and size, and identify which units are due for 6-year, 12-year, 5-year and 10-year service in each period? Are the CLIN quantities estimates, with payment based on actual units serviced? We don’t have an accurate account of all extinguishers. There are approximately 40 extinguishers in Austin – the rest are in Temple and Waco.

2. SOW B.2 requires a temporary replacement extinguisher to be left for each unit taken for servicing. Can you please confirm the maximum number of units that may be removed at one time (i.e., how many loaner units are needed), and confirm that extinguishers may be serviced off-site at the contractor's shop?

The maximum number of extinguishers you can remove at one time depends on how many you can take to your shop to do services on at one time. Just ensure that the extinguishers have an operational replacement while the services are being performed.

If the vehicle you’re driving can carry 50 temporary replacement extinguishers in then that is how many of our extinguishers you can take out for services.

3. SOW B.1, page 4: Please confirm that all inspection, maintenance and hydrostatic-testing work must be performed directly by the prime, including any offsite servicing. We have not assumed the standard 50% services certificate permits subcontracting where the SOW expressly prohibits it. Please distinguish any permissible supplies-only purchase from prohibited subcontracted services. All inspection, maintenance, recharge, and hydrostatic‑testing work must be performed directly by the prime contractor.

Subcontracting of any portion of the SOW‑covered services is not permitted.

The prime must use its own personnel for all required fire‑extinguisher services.

Supplies‑only purchases are permitted, but any service activity performed by a subcontractor is prohibited. Thus, the 50% rule in VAAR 852.219-75 does not override the explicit SOW prohibition. Only materials procurement (e.g., parts, replacement extinguishers) may be purchased; no third-party labor is allowable.

4. Section D, page 23: WD 2015-5237 Revision 30 and WD 2015-5215 Revision 36 are referenced but are not among the two attachments currently listed in SAM. Please provide both governing determinations and identify which applies to each performance location and service classification. WD 2015-5237 Rev 32 – Bell (Temple), WD 2015- 5215 Rev 36 – Travis (Austin), WD 2015-5261 Rev 31 – McLennan (Waco)

5. SF1449, page 1, and the site-visit addendum, page 24: The October 6 site visit was labeled 9 a.m. CDT on the cover and CST in the addendum. Please confirm the controlling time zone, whether attendance was mandatory, and whether an offeror that did not attend may submit a quotation. Is another site visit or a written site-information package available? We understand technical questions are due October 9 at 10 a.m.

CDT and quotations October 15 at 10 a.m. CDT; please confirm. The correct time zone is CDT.

6. SF1449, page 1: The offeror block contains CAGE 9VRY2 and UEI DLF7PFYR2U44.

Please confirm whether those prefilled identifiers should be removed and issue a clean offeror form. We will not adopt another entity's identifiers. Block 17a will have the awardee information. This is not required to be filled out at this time.

7. VAAR 852.204-72, page 15: The Tier 1 table lists refrigeration/HVAC-R and ice-dispenser positions. Please confirm the applicable fire-extinguisher personnel categories, vetting/credentialing requirements and any required trade licenses or certifications for this work.

NFPA‑10 certified fire‑extinguisher technicians Hydrostatic test certifications (DOT / manufacturer) VA PIV badge requirements

8. Clause C.6, pages 14-15: The printed 52.240-91 text jumps from item (7) of the intelligence-community definition to performance-reporting provisions, with cross-references to paragraphs not shown. Please supply the complete applicable clause text and confirm its governing version. Reference https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_240_91

9. SOW B.2, pages 4-5: The SOW states work is onsite at each facility, while servicing is performed at a location determined by the contractor. Please clarify the permitted servicing location, transport arrangements and temporary-replacement requirements.

Please also provide the current device inventory and distribution by Temple, Waco and Austin, including types, ratings and previous test dates, so the annual and multi-year testing CLINs can be priced correctly.

We have not assumed subcontracting permission, verified direct-service capacity, a licensing waiver or any change in the agency's quantities. Thank you for clarifying these points. The SOW states:

Work is onsite at each VA facility Servicing “at a location determined by the contractor

10. Is the Statement of Work intended to prohibit all subcontracting of the fire extinguisher inspection, maintenance, recharge, and hydrostatic-testing work under this requirement?

Yes. The Statement of Work requires the contractor to perform the fire extinguisher inspection, maintenance, recharge, and hydrostatic-testing services identified in the SOW. Subcontracting of the work covered by the SOW is not permitted under this requirement.

11. If subcontracting is permitted, may the certified SDVOSB prime subcontract a portion of the required services. As stated above, subcontracting of the work identified in the SOW is not permitted. Therefore, the contractor shall perform the required services with its own personnel and may not subcontract any portion of the work covered by the SOW.

12. If the prohibition in the SOW is intended to require complete self-performance by the prime contractor, please confirm that the language in the SOW takes precedence over the subcontracting structure otherwise contemplated by VAAR 852.219-75. The SOW https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_240_91 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_240_91 requirement prohibiting subcontracting is a specific performance requirement applicable to this procurement. Compliance with VAAR 852.219-75 does not alter or supersede the requirement that the contractor perform the work identified in the SOW without subcontracting. Offerors shall comply with all solicitation requirements, including both the SOW and applicable VAAR clauses.

13. How many extinguishers are at each site (Temple, Waco, Austin), broken down by type (5 lb, 10 lb, dry chem, CO2, water, water mist, wet chem)?

We don’t have an accurate account of all extinguishers. There are approximately 40 extinguishers in Austin – the rest are in Temple and Waco.

14. Can the government provide last year's inspection reports or the extinguisher inventory with serial numbers, buildings, and rooms?

15. Which months or window does each period cover? Are the option periods 12-month periods, and when does each start?

The inspections in the past would take a week, two days for Temple and Waco and a day for Austin. In a base + 4 contract the inspections would occur in the same month every year to stay within NFPA 10 code.

16. The 60-day completion window conflicts with five priced periods. Is the 60 days per period?

The inspections in the past would take a week, two days for Temple and Waco and a day year to stay within NFPA 10 code

17. Who is the incumbent, and what was the prior price or contract number? There is incumbent, reference contract 36C25721P1411.

18. For the 6-, 12-, 5- and 10-year items, which units are due, and how many in each period?

We included the different services for the different types of extinguishers as the need for each service or extinguisher can be different from year to year, but all get an annual inspection yearly. (5,10,6,12-year maintenance)

19. Do the 20 and 15 unit counts include recharge and hydro costs, or only labor? recharge and hydro costs, if needed.

20. Section B.2, SOW Paragraph A.2, Page 4; Section B.3, CLIN 0001, Page 7. CLIN

0001 lists 970 extinguishers across the Temple, Waco, and Austin facilities. Can the Government provide the quantity at each facility by agent type and size, including any wheeled, clean agent, Halon 1211, foam (AFFF), or Class D units? Scope of Work: The contractor shall furnish all labor, equipment, materials and related items necessary to perform annual maintenance, 5-year, 10-year, 6-year, and 12-year maintenance on 5lb, 10lb, stored pressure chemical, carbon dioxide, water, water mist and wet chemical fire extinguishers. Work is to be completed on any/all classes and ratings of stored pressure fire extinguishers, in accordance with (IAW) National Fire Protection Association (NFPA) standard 10, Standard for Portable Fire Extinguishers, current edition.

21. Section B.2, SOW Paragraph A.2, Page 4; Section B.3, CLIN 0001, Page 7. Will VA staff continue to perform the monthly inspections required by NFPA 10, with only annual inspections and maintenance included in this contract?

Yes

22. Section B.2, SOW Paragraph A.4, Page 4; Section B.3, Pages 7-8; Section C.3, Page 10. Paragraph A.4 requires all work to be completed within 60 calendar days of award. The Price/Cost Schedule also includes four option periods, and FAR 52.217-9 allows a total duration of up to five years. What are the periods of performance for the base period and each option period?

The inspections in the past would take a week, two days for Temple and Waco and a day year to stay within NFPA 10 code. These inspections should be set for November 2026

23. Section B.2, SOW Paragraph A.4, Page 4; Section B.3, Page 7. Paragraph A.4 addresses extinguishers discharged during the contract period, but the Price/Cost Schedule has no CLIN for recharge outside the 6-year and 12-year services. Which CLIN should the contractor use to invoice recharge of a discharged unit, or of a unit found below operating pressure during annual maintenance?

VA has a few spare extinguishers that can replace if this occurs.

24. Section B.2, SOW Paragraph B.1, Page 4. Hydrostatic testing of carbon dioxide extinguishers and other DOT-specification cylinders must be performed by a requalifier holding a PHMSA Requalifier Identification Number (RIN). Does the prohibition on subcontracting in Paragraph B.1 apply to hydrostatic testing performed by a third-party DOT requalifier? Hydrostatic testing under DOT regulations is considered a service, not a supply. A DOT-certified facility (holding a RIN) performs requalification services, not material supply. Yes — the prohibition applies to hydrostatic testing. This means: The prime must either already hold a DOT RIN, or Obtain its own RIN before performing testing, But cannot subcontract the actual hydrostatic testing to a third-party requalifier. If enforced literally, this requirement significantly restricts eligibility and should be reconfirmed by leadership because very few fire-protection contractors maintain their own RIN.

25. Section B.2, SOW Paragraph B.2 (Location of Work), Page 4. Is the scope limited to extinguishers in buildings at the three listed addresses, excluding extinguishers in Government vehicles and at CTVHCS community-based outpatient clinics?

The inspections are only required at the three listed addresses and no vehicles.

26. Section B.2, SOW Paragraph B.2 (Collection and Distribution), Pages 4-5. NFPA 10 annual inspection is normally performed at the extinguisher’s location. May the contractor perform annual inspection in place, with temporary replacements required only for units removed from the facility for 6-year maintenance, hydrostatic testing, or recharge?

Yes

27. Section B.2, SOW Paragraph B.2 (Collection and Distribution), Pages 4-5.

Temporary replacements for MRI areas must be non-magnetic. How many non-magnetic (MRI-compatible) extinguishers are in the inventory at each facility?

Maybe 10

28. Section B.2, SOW Paragraphs A.2 and B.3, Pages 4-5. Should the cost of replacement parts found deficient during maintenance, such as gauges, hoses, nozzles, discharge horns, and mounting brackets, be included in the unit prices?

29. Section B.2, SOW Paragraphs B.2 (Collection and Distribution) and B.4, Pages 4-5.

When an extinguisher fails maintenance or hydrostatic testing, or must be removed from service under NFPA 10 (for example, a nonrechargeable unit past its 12-year service life), how long must the contractor’s temporary replacement remain in place while VA procures a new unit?

30. Section B.2, SOW Paragraph B.4, Page 5. Will the contractor be responsible for disposing of condemned extinguishers and spent agent, or will VA retain condemned units for turn-in through VA property disposal?

The VA will handle disposal and turn-in as necessary

31. Section B.2, SOW Paragraphs B.4 and B.7, Page 5. If VA elects to purchase a replacement extinguisher from the contractor, how will that purchase be ordered and paid, since the Price/Cost Schedule has no CLIN for new extinguishers?

VA has a few spare extinguishers that can plus the contract is for inspections not purchase

32. Section B.2, SOW Paragraphs B.5 and D, Page 5. Is there a required format for the inspection report, such as a VA Excel template, a PDF report, or data entry into a VA system?

The VA would like it to be an excel spreadsheet with the ability for us to adjust as needed between inspection years to add or remove extinguishers as necessary. The spreadsheet shall be broken down by extinguisher/ serial number, campus (Waco, Temple, Austin) building, room number/ location, type of extinguisher/ manufacturer (Amerex, Badger etc.) manufacturer’s date and what service was performed (Annual, 5,10,6,12 years etc.)

33. Section B.2, SOW Paragraphs A.4 and B.8, Pages 4-5. Paragraph B.8 states the contractor will service extinguishers as scheduled by the facility occupant, while Paragraph A.4 requires completion within 60 days. Will the contractor schedule work through the COR, or directly with each facility occupant?

Contractor will schedule through the POC. The inspections in the past would take a week, two days for Temple and Waco and a day for Austin. In a base + 4 contract the inspections would occur in the same month every year to stay within NFPA 10 code.

These inspections should be set for November 2026

34. Section B.3, CLINs 0004, 1004, 2004, 3004, and 4004, Pages 7-8. Do the 5-year CLINs cover the 5-year hydrostatic test and recharge required by NFPA 10, Table 8.3.1, for carbon dioxide, water, water mist, and wet chemical extinguishers? If so, what is the anticipated quantity for each contract year? 15 EA per the Price/Cost Schedule

35. Section B.3, Pages 7-8. Will payment be based on the actual number of extinguishers serviced at the quoted unit prices, including quantities above or below the CLIN quantities?

Yes. We included the different services for the different types of extinguishers as the need for each service or extinguisher can be different from year to year, but all of them receive an annual inspection yearly. (5,10,6,12-year maintenance)

36. Section E.2, Addendum to FAR 52.212-1, Page 24. Will the Government post the sign-in sheet from the October 6, 2026 site visit?

It appears that no vendor attended site visit on October 6,.