Questions asked in reference to Solicitation 36C25925Q0223.docx
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- Attached to
- H342--Life Safety Device Inspection, Testing and Maintenance Base Year Plus Four Option Years
- Solicitation number
- 36C25925Q0223
About this file
This document contains questions and responses for Solicitation 36C25925Q0223, a Life Safety Device Inspection, Testing and Maintenance contract with the Department of Veterans Affairs Veterans Health Administration. The solicitation covers fire extinguisher inspection and maintenance services at a VA facility, with specific requirements including mandatory badging, background checks, and multiple safety certifications for contractor personnel. Key contract details include working hours of 0800-1700 Monday-Friday, personal identification verification (PIV) card and key fob access, and mandatory safety training including HIPAA and Building 7 VMU Entrant Awareness Training.
The contract involves inspecting various fire extinguishers, including 12 CO2 extinguishers, 12 clean agent extinguishers, 6 water extinguishers, 11 5-lb ABC extinguishers, 479 10-lb ABC extinguishers, and 1 wheeled unit. Contractors must adhere to a Quality Assurance and Surveillance Plan (QASP), wear appropriate personal protective equipment (PPE) when entering specific areas like operating rooms and sterile processing spaces, and maintain comprehensive documentation using a VA-approved database. Specific certifications required include Level 2 Fire Safety Certificate, Basic Fire Safety Training, Health and Safety Awareness Certification, and ongoing professional development documentation.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25925Q0223 0003_1.docx | DOCX document | |
| 36C25925Q0223 0003.docx | DOCX document | |
| 36C25925Q0223 0002_1.docx | DOCX document | |
| 36C25925Q0223 0002.docx | DOCX document | |
| AED Locations 2025_0103.docx | DOCX document | |
| 36C25925Q0223 0001_1.docx | DOCX document | |
| January 2025.xlsx | XLSX spreadsheet | |
| 36C25925Q0223 0001.docx | DOCX document | |
| Eyewash and Shower July 2024.pdf | ||
| 36C25925Q0223.docx | DOCX document | |
| 36C25925Q0223_1.docx | DOCX document |
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Text version
Questions asked in reference to Solicitation 36C25925Q0223.
Questions and Responses are listed below.
Question (1) - Are badging and background checks required for site personnel?
Response (1) – Yes, badging and background is required for all contractors who will be working onsite.
Question (2) - What certifications will be required to complete the work and will the VA require copies of these?
| Response (2) – a. | Level 2 Certificate in Fire Safety and Fire Extinguisher Maintenance (BAFE approved) |
| b. | Basic Fire Safety Training Certificate |
| c. | Health and Safety Awareness Certification |
| d. | Practical Hands-on Training |
| e. | Regular Continuing Professional Development (CPD) |
| f. | Company-specific training certification |
| g. | Once the contract is awarded, HIPAA (PHI/PII) Privacy training will be required and provided through the VA TMS system. There is an annual requirement to retake this training. This is the same training that all VA staff take. |
Yes, please submit copy of training to COR
Question (3) - Will VA personnel be available without delay when the shift is complete and starting for the required daily in and out briefs each work day?
| Response (3) – a. | Yes, contractor must check in and check out with VA Personnel. Work must be performed during business hours 0800-1700 M-F |
| b. | Barring any unforeseen emergencies. VA personnel in question are the hospital’s safety staff and may have to respond to urgent calls. All reasonable efforts will be made to have a staff member available. VA personnel carry work cellphones and will always be available that way if not in person. |
Question (4) - Must the inspectors request access to all locations as they are entered which will require coordination for entering the VA spaces?
| Response (4) - a. | Access to required locations will be granted to badge and key fob upon completion of background test. |
| i. | Some location required donning Personal Protective Equipment (PPE) to enter space i.e (Sterile Processing Services and Operating Suite) |
| b. | Inspectors will have a PIV access card, and a key fob assigned to them personally. They will be responsible and accountable for the card and key. Each badge and key will be given appropriate access levels, however, there are some limitations and there may be instances where an inspector will find they don’t readily have access. They are to communicate the location (building, room) to the COR immediately so that access can be added to their card or key. |
Question (5) - Are 6 and 12-year maintenance inspections due within the period of this contract?
Response (5) - a. Fire Extinguisher that required a 6 and 12 year inspection in 2025 were completed on 01/26/2025.
Question (6) - Is an escort required or needed in any spaces?
| Response (6) - a. | No, once the contractor has completed the background check, escort is not required. |
| b. | Inspectors will have a PIV access card, and a key fob assigned to them personally. They will be responsible and accountable for the card and key. Each badge and key will be given appropriate access levels. |
Question (7) - Will we be able to access all spaces without any delays?
| Response (7) – a. | Some locations may have a delay such as the Operation Rooms having a procedure in place. Other locations include the chiller building that required notification to Boiler Plant at ext 1043 |
| b. | The issuance of personal PIV access cards and key fobs is intended to remove any delays or barriers to inspectors accessing areas they need to get into. Inspectors will be given access to the chiller plant and other generator buildings for performance of this contract. Use of cards or keys for access will be audited by VA randomly. Delays due to operational needs (such as OR cases) are part and parcel of working in a functioning hospital. |
Question (8) - Is PPE required for any locations we need to enter?
| Response (8) – a. | Yes, the contractor may be required to don gowns, wear gloves, hearing protection and eye protection to enter certain spaces. Inspector must wear appropriate attire (jeans, t-shirt or similar and must wear hard composite shoes (no skirts, shorts, sandals or similar are permitted). |
| b. | Professional work attire is expected. Inspectors wearing inappropriate clothing will be asked to leave. The contractor is expected to supply safety shoes. The VA will provide all other PPE required for entering any areas, not limited to: Boiler Plant, Operating Suite, Sterile Processing, potentially some research labs, and Chiller Plant. |
Question (9) - Are we going to be required to follow protocols indicated in a Quality Assurance and Surveillance plan?
Response (9) - a. Yes, contractor must follow QASP plan
Question (10) - Who must complete the QA and Surveillance Plans?
Response (10) - a. The COR completes QASP annually.
Question (11) - Does the VA audit our activities?
Response (11) - a. Yes, the activities are audited as per stated on the QASP
Question (12) - Section 3.1.3.1.4 indicates “…documented utilizing a database maintained by the VA…”. What are our requirements for using this database and how will it be accessed.
Response (12) - a. An alternate platform database for collecting data can be provided by the vendor at the vendor’s expense. This platform must be accessible by VA personnel any time during the duration of the contract.
Question (13) - What safety training is required for access to the VA?
Response (13) - a. There are two VA courses that need to be completed to obtain badge. Privacy and HIPPA training
Question (14) - What other training is required for access to the VA?
Response (14) - a. Building 7 VMU Entrant Awareness Training is required to enter building 7.
Question (15) - What are the sizes, quantities, and types of fire extinguishers?
| Response (15) - a. | CO2 EXTINGUISHER 12 |
| b. | CLEAN AGENT EXTINGUISHER 12 |
| c. | WATER 6 |
| d. | 5 LB ABC 11 |
| e. | 10 LB ABC 479 |
| f. | WU WHEELED UNIT 1 |
Question (16) - Does the VA have any aviation fire extinguishers?
Response (16) - a. 1/ WU WHEELED UNIT 1
Question (17) - Does the VA have any specialized fire extinguishers?
Response (17) - NO
Question (18) - Are fire suppression systems part of this contract?
Response (18) – NO
Question (19) - Can we skip water temperature measurements even though they are required?
Response (19) – NO
Question (20) - Are the tamper evident seals supplied by us still required?
Response (20) - YES
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