36C26124Q1020.docx

SUBJECT*

Palo Alto Fire Alarm Maintenance Base + 4 Option Years 1/1/25-12/31/29

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 21 VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086

POINT OF CONTACT*

SABLE WILLIAMS

SABLE.WILLIAMS1@VA.GOV

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Department of Veterans Affairs is in the process of determining the acquisition strategy for Fire Protection Service for VA Palo Alto Health Care System with locations in Palo Alto, Menlo Park, Mountain View, Sunnyvale, and Livermore California. Please note that this Request for Information (RFI) is for information only and does not constitute a solicitation for competitive bids/proposals and is not to be construed as a commitment by the Government. However, all interested parties who believe they can meet the requirement are invited to submit information describing their capability to provide the required services.

OVERVIEW: SEE ATTACHED SOW

Please include the follow information about your organization in your response (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) SAM UEI Number, (5) Size of Business: Large or Small, (6) SAM status, (7) Point(s) of contact, and (8) email address.

Organizations responding to this RFI should provide the company’s capabilities to perform this requirement. The NAICS code is 561621. The Size Standard is $25 million. The information received as a result of this notice will be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the VA not to open the requirement to open competition, based on responses to this sources sought synopsis is solely within the discretion of the VA. The Government does not intend to pay for any information provided under this sources sought synopsis.

All responses must be sent via e-mail to Sable Williams, Contracting Officer, at sable.williams1@va.gov. Responses to this sources sought synopsis are due by 11:00 AM PST on September 4, 2024.

Statement of Work Fire Alarm and Sprinkler Inspection, Testing; and Fire Alarm Maintenance for Palo Alto, Menlo Park, Mountain View, Sunnyvale, and Livermore Veterans Affairs Medical Centers

1.0 General Information

1.1 The Contractor shall furnish all labor, tools, material, parts necessary to provide testing, maintenance and repair/correction of fire alarms and suppression systems at the Palo Alto, Menlo Park, and Livermore Divisions, including VA in Mountain View, all VA Residential and Transition Home units in Menlo Park inspection and testing only of fire protection systems at the facilities in accordance with National Fire Protection Association (NFPA) 101 “Life Safety Code”, NFPA-72 “National Fire Alarm Code”, NFPA- 99 “Health Care Facilities”, and NFPA-25, “Standard for Inspection, Testing and Maintenance of Water-based Fire Protection Systems” and The Joint Commission accreditation standards for hospitals. The total number of devices is approximately 12,000.

1.2 The Contractor shall be required to provide a 24-hour/7 days per week emergency service coverage with a maximum on-site response time of 4 hours. Additionally, the Contractor shall provide unlimited service(repair) calls. If technical personnel do not answer the Contractor’s telephones, a technical maintenance representative shall respond by telephone to the COR or designated representative within one hour of a service call from the COR or designated representative. The COR shall provide a list of individuals authorized to make calls for service.

1.3 Period of Performance. The Period of Performance shall be base year plus four option years beginning January 1, 2025 – December 31, 2029.

1.4 Contractor Work Hours:

1.4.1 Normal business hours are from 7:00AM to 4:30PM Monday thru Friday excluding Federal Holidays. Testing and routine repair work outside this time must be requested and approved by the COR. Repair of critical system problems will be completed as soon as possible, including after normal business hours and on weekends.

1.4.2 Requests for non-emergency after hours work must be submitted to the supervisor of the Electronics Shop and scheduled at a mutually acceptable time.

2.0 Contractor Qualifications/ Work Requirements

2.1 The Offeror (‘the Contractor”) shall provide a dedicated employee to supervise all activity as well as the necessary level of professional, technical, and administrative support required to facilitate the contract’s operation objectives within time limits established by NFPA, TJC, LTCI, and this contract. The Contractor’s direct employee supervising the contract will meet with the COR on-site daily during at least two full weeks of each month and meet with the COR on-site on any additional days while at the facilities with the COR to review the work plan, findings, documentation, and follow-up.

2.2 This work will not be more than 50% sub-contracted without approval from the COR.

2.2.3 The Contractor shall ensure all work is performed with on-site supervision during all work hours by a competent person for either alarm or suppression inspection/testing who is an employee of the Contractor.

2.2.4 The services to be provided by the Contractor under this agreement shall consist of Fire Alarm and Fire Suppression System Inspections and Testing at all sites listed herein; and Maintenance of the Fire Alarm systems only. The Contractor shall conduct all testing in accordance with NFPA and Joint Commission requirements within stipulated time frames, maintain on site documentation and reports for periodic inspections from outside entities, conduct monthly on-site in-person supervision and reviews of all activity and documentation, and furnish all materials associated with the required inspection, testing and maintenance activities.

2.2.5 All tasks shall be performed in strict accordance with the Statement of Work.

2.2.6 The Contractor shall furnish all labor, tools, material, parts necessary to provide inspection, testing, maintenance and repair/correction of the fire alarm systems listed in section 1.1 and inspection and testing only of fire suppression systems at the same facilities in accordance with National Fire Protection Association (NFPA) 101 “Life Safety Code”, NFPA-72 “National Fire Alarm Code”, NFPA- 99 “Health Care Facilities”, and NFPA-25, “Standard for Inspection, Testing and Maintenance of Water-based Fire Protection Systems” and The Joint Commission accreditation standards for hospitals.

2.2.6 The Contractor shall be required to provide a 24-hour/7 days per week emergency service coverage with a maximum on-site response time of 4 hours. Additionally, the Contractor shall provide unlimited service calls as needed. If technical personnel do not answer the Contractor’s telephones, a technical maintenance representative shall respond by telephone to the COR or designated representative, collectively known as “the COR,” within one hour of a service request. The COR shall provide a list of individuals authorized to make calls for service.

2.2.7 Offerors shall have field service representatives located in the local area in order to provide rapid response to repair critical issues 24/7. Offerors shall have the required training and experience to work on the specific systems referenced in Section 2.0 Scope of Work. Training shall include understanding of programming aspects of the systems. 1.1.5.4 Contractor’s service technicians shall be certified by the National Institute for Certification in Engineering Technologies (NICET) Level 2 certified. Provide copy of certification(s) when submitting quote. 1.1.5.5 Offerors shall provide evidence of appropriate training and certification of any field service representatives providing services under the terms of this contract.

2.3 To be considered eligible for consideration, offerors shall have been engaged in maintaining and servicing the specified systems for a minimum of 5 years. The experience shall include the ability to legally perform programming functions.

2.4 Offerors shall have field service representatives located in the local area in order to provide rapid response to repair critical issues 24/7. Offerors shall have the required training and experience to work on the specific systems referenced in Section 3.0 Scope of Work. Training shall include understanding of programming aspects of the systems.

2.5 Contractor’s service technicians shall be certified by the National Institute for Certification in Engineering Technologies (NICET) Level 2 certified. Provide certification when submitting proposal.

2.6 Offerors shall provide evidence of appropriate training and certification of any field service representatives providing services under the terms of this contract.

3.0 Scope of Work:

3.1 Palo Alto Site

3.1.1 Service of Simplex fire alarm systems shall be provided in the following buildings: 4, 40-43 (one system), 54, MB1, MB2, MB3, MB4, M/E and T6B. The fire alarm panels are of the 4100 Panel family.

3.1.2 Service of Notifier systems shall be provided in the following buildings: 5, 5TA, 6, 7, 9, 10, 50, 100, 100G, 101, 102, 103, 105, 500, 501, 520, 530, 603, 615, 701, and 710. These panels are of the 3030 or 640 family.

3.1.3 Service of Edwards systems shall be provided in Building 8. Service of this system shall also include a centrally connected carbon monoxide monitoring system and annual change of batteries for detectors.

3.2 Menlo Park

3.2.1 Service of Simplex systems shall be provided in the following buildings: 114, 221, 303 (including hazmat trailers), 321, 322, 324, 329, 331, 332, 334, 347, 348, 350, 351 which includes 353, and 352. All fire alarm panels are of the 2100 Panel Family.

3.2.2 Service of Notifier systems shall be provided in the following buildings: 349, 360, 365, 370, 371, 372, 400 and 410. These panels are of the 640 family.

3.2.3 Service of Edwards systems or others shall be provided in the CWT houses: 729 18th Ave, Menlo Park and 556 Gilbert Street, Menlo Park.

3.3 Livermore

3.3.1 Service of Edwards systems at Livermore will be provided in the following buildings: 6, 7, 30, 62, 64, 65, 69, 74, 88, 90, T12, T16, T34, all Residential Rooms and Chiller Bldg. All fire alarm panels are of the EST Panel family.

3.4 Service of Notifier system at 1776 Old Middlefield Way, Bldg. 801, Mountain View, CA 94043.

3.5 Service of Notifier system at VA Sunnyvale at 1080 Innovation Way, Sunnyvale CA 94089

3.5 Changes to the Workload. Adding or decreasing number of buildings/devices for service: New/old buildings/devices will be added and deleted and existing buildings/devices will have fire alarm systems replaced during base and option years. Should buildings/devices need to be added, deleted, or changed the COR will notify the CO to add or delete buildings/devices from the schedule. The CO will notify the Contractor to increase or decrease services accordingly. The cost of adding/deleting building(s)/devices shall be reflected on the negotiated CLIN line items as indicated on the Price Delivery Schedule.

4.0 General Services to be provided

4.1 Fire Alarm Systems:

4.1.1 The Contractor shall maintain the necessary manpower and supervision to properly execute the testing and maintenance program and provide 24-hour/7-day coverage for repairs with a maximum on-site response time of 4 hours. Additionally, the Contractor shall provide unlimited service calls. If technical personnel do not answer the Contractor’s telephones, a technical maintenance representative shall respond by telephone to the COR or designated representative within one hour of a service call from the COR or designated representative. The COR shall provide a list of individuals authorized to make calls for service. At onset of contract, there should be no existing trouble or supervisory conditions. If there are, we will either have the existing contractor correct them or pay the new contractor to correct them before their liability for them begins.

4.1.2 The Contractor shall provide all replacement parts required to keep the systems performing within the manufacturer’s specifications. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts or components that are not specific to the manufacturer/model of fire alarm system must meet current NFPA requirements. Removed parts replaced by the Contractor shall become the property of the Contractor.

4.1.3 The Contractor shall coordinate in advance all repairs anticipated to exceed 8 consecutive hours in duration and secure the required pre-approved Interim Life Safety Measure and notifications.

4.1.4 The contract shall include comprehensive scheduled testing and related maintenance activities. Maintenance shall include adjustment, calibration, and cleaning of the fire alarm systems, i.e. maintenance and component replacement of the control panel, field devices, UPS, batteries and testing of all interfaced equipment including but not limited to elevator recall, HVAC shutdown, smoke/fire door releases, audible and visual signaling devices and extinguishing systems. Smoke detection devices shall be cleaned as needed utilizing manufacturer’s recommended procedures. Additionally, complete system testing shall be performed per the below schedule.

4.1.5 The Joint Commission (TJC) Environment of Care, Elements of Performance describe time frames for completing certain tasks or functions:

4.1.6 The Joint Commission recognizes that it will not always be possible to meet the exact time frames cited in the requirements. For evaluation purposes, therefore, the following intervals are acceptable: 4.1.7 Every 36 months/every 3 years = 36 months from the last event, plus or minus 45 days Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days 4.1.8 Every 6 months = 6 months from the last event, plus or minus 20 days Quarterly/every quarter = every three months, plus or minus 10 days Monthly/30-day intervals/every month = 12 times a year, once per calendar month 3.0.8.3 Every week = once per calendar week

4.1.9 Inspections earlier than the criteria above are allowed but doing so then resets the next expected date.

4.2 Fire Protection Systems:

4.2.1 The Contractor shall perform comprehensive testing of fire protection systems to include all quarterly, semi-annual, and annual testing, of all fire sprinkler systems in accordance with the latest edition of NFPA 25, in addition to the current Joint Commission (TJC) LTCI, and VA standards as of March 2023

5.0 Testing

5.1 The Contractor shall adhere to VA Palo Alto’s current testing schedule and all tests will be scheduled with Electronics Shop to ensure required intervals are met. The Contractor shall give ample notice of testing so that the Electronics Shop staff can identify potential issues and make necessary arrangements with staff in areas to be tested. The Contractor shall check in with Electronics Shop at the start of work and check out at the end of work.

5.2 The Contractor shall arrange with Electronics Shop for shutdown or bypassing of only the necessary alarm devices and functions during testing and restoring them at the conclusion.

5.3 The Contractor shall contain all water during sprinkler testing to prevent damage. The Contractor shall be liable for any damage resulting from improper precautions to contain water during tests.

5.4 The Contractor shall schedule all tests with the Electronics Shop to ensure required intervals are met. Two weeks before the end of the current month, the contractor shall present the next month’s testing schedule in writing. The Contractor shall facilitate all departmental and 3rd Party contractor notifications required for any testing. The Contractor shall check in with Electronics Shop at the start of work and check out at the end of work, each workday.

5.5 The Contractor shall arrange with Electronics Shop for shutdown or bypassing of only the necessary alarm devices and functions during testing and restoring them at the conclusion.

5.6 The Contractor shall contain all water during sprinkler testing to prevent damage. The Contractor shall be liable for any damage resulting from improper precautions to contain water during tests.

6.0 Fire Alarms:

6.1 Complete system testing of the following shall be performed per the latest revision of National Fire Protection Association (NFPA) 72 requirements and standards of The Joint Commission (TJC) for health care facilities at the given frequencies (to be superseded by changes to NFPA and TJC requirements), with the most stringent requirements taking precedence in the event of conflict between the referenced standards or this document:

6.2 Fire alarm devices, including visual and audible signaling devices and door hold-open devices have been barcoded. Contractor shall create an Excel database and convert into Building Reports software prior to any testing. The total number of devices is approximately 12,313.

6.3 The individual device barcode labels shall be scanned when the device is tested and label information included on the test reports.

6.4 Any new buildings added during the term of the contract shall require barcoding of all devices and inclusion in the inventory database prior to their initial inspection and contractor reimbursement through a modification of the contract.

6.5 Testing shall include physical verification of operation of all auxiliary devices (e.g., magnetic hold-opens release smoke/fire doors, roll-up smoke windows/doors close, magnetic locks in egress path unlock) in conjunction with VA Facilities Maintenance and Repair staff when possible.

6.6 Testing of duct smoke detectors must include verification of shut down of appropriate air handling units as required. This may need to be coordinated with VA Facilities Maintenance and Repair staff.

6.7 Hood testing is performed under another contract, but the fire alarm contractor will need to be present to confirm that activation of the hood generates the appropriate alarm on the fire alarm panel. Hoods are inspected after hours.

6.8 Testing of elevator recall must include verification of recall in conjunction with VA Department elevator personnel.

6.9 All fire alarm devices, including visual and audible signaling devices and door hold-open devices must be bar coded and inventoried in a non-proprietary database within 60 days of the commencement of the contract. The barcoded inventory of devices becomes the property of the Veterans Administration and will be delivered in both paper and electronic format upon demand and at the termination of the contract period.

6.10 Existing bar code labels may be used when present. All non-barcoded buildings and devices will require barcoding prior to initial testing. The individual device bar code labels shall be scanned when the device is tested, and label information included on the test reports.

6.11 Any new buildings added during the term of the contract shall require barcoding of all devices and inclusion in the inventory database prior their initial inspection. New areas to be integrated with the systems will be quoted separately and authorization obtained before proceeding.

7.0 Fire Protection Systems:

7.1 The Contractor shall perform the following tests at the following frequencies, coordinated with Electronics Shop to comply with required test intervals:

In addition, during above scheduled tests inspect alarm valves and their associated strainers, filters, and restriction orifices and check valves to ensure all parts operate properly, move freely and are in good condition.

8.0 Contractor Documentation

8.1 Fire Alarms:

8.1.1 Records of the scheduled maintenance, testing (including documentation of testing of each individual device and panel with the date they were tested), test results, upgrades, repairs, and modifications shall be provided in paper and electronic form for documenting compliance with fire alarm testing requirements of The Joint Commission (TJC). The Contractor shall provide a list of devices and panels and their corresponding locations.

8.1.2 These reports shall be in Building Reports software and include the specific service performed, problems found, parts replaced, name of service staff, date of service, identification number and location of devices/equipment serviced and shall be given to the electronics shop foreman.

8.1.3 The Contractor shall provide all Test documentation in Electronic format, including deficiencies, within 10 business days of completion of tests in a building. The Contractor shall provide all Test documentation as a hard copy, including deficiencies, within 10 business days of completion of tests in a building. The Electronics shop foreman shall keep all reports and other documentation on file.

8.1.4 The contractor has 30 days to correct/repair all deficiencies.

8.1.4 Each problem that is documented in the fire alarm test report should correspond directly with a corrective action in the service report. Problems that can’t be repaired within 30 days of initial discovery shall be reported in writing to the electronics shop foreman for further action.

8.1.5 The contractor shall provide to the Electronics shop foreman and the COR a daily report of all work, including routine inspections and repair service, at the end of each day that work has been performed at any of the locations covered by this contract.

8.2 Fire Protection Systems:

8.2.1 In addition to written documentation of all tests on all devices/systems indicating passing or failure, the Contractor shall provide a listing of all deficiencies. The Contractor shall also place an NFPA/California Code of Regulations (CCR) compliant inspection label on all system risers on the first floor and at any other locations required by the code.

8.2.2 The Contractor shall provide all Test documentation within 10 business days of completion of tests in a building. Electronics shop foreman shall keep all reports and other documentation on file.

8.2.3 Any work which may develop that is outside the scope of this PWS will be assessed, quoted, and if accepted by the COR, a Purchase Order or invoice will be issued with funding to be derived from CLIN 0002, 1002, 2002, 3002 and/or 4002. 8.7 Any work performed that is outside the scope of this contract that falls under CLIN 0002, 1002, 2002, 3002 and/or 4002 shall be documented with a monthly statement as follows:

Date: ____, 2022 Beginning Balance $50,000 Project X -10,000 Net Balance $40,000

8.3 Any month that such work outside the scope of this contract is not performed shall be documented with a monthly statement as follows:

Date: ____, 2022 Beginning Balance $40,000 No Activity -00,000 Net Balance $40,000

8.4 If during inspection and testing any system or portion thereof is found to be impaired or if any device fails to pass testing criteria, the Contractor will immediately contact the COR or Contracting Officer via the Daily Report with telephone follow up and provide specific information as to the failed device.

8.5 The Daily Report email will be sent to the COR on the same day as the testing listing all red or yellow deficiencies, specific location and description of the failed part, failure details, and impact.

8.6 Additionally, ensure that the system failure is documented on the inspection report for that building.

8.7 The notification will include the device identifiers which failed, the location and the test that was being performed.

8.8 The deficiency will be given a unique identifier on the notification and inspection report to allow Department of Veterans Affairs | Palo Alto VA Health Care System Fire Alarm and Suppression ITM Renewal Page 46 cross reference by Electronics Shop staff and the Contractor.

9.0. Design Assessment Services:

The Contractor shall provide unlimited design assessment and contractor review input for any project the VAPAHCS may undertake which impacts the fire alarm and/or suppression systems. This input shall be at the discretion of the COR.

9.1 This includes on-site meetings as required with 3rd party contractors, consultants, engineers, and VA staff assigned to these projects.

9.2 The Contractor shall dispatch technicians at any time to perform system checks, performance verification and other support services for any such project, whenever called upon by the COR, to be included in the base contract.

10.0 Documentation Requirements:

The contractor will provide all inspection reports including field notes in an electronic computer-generated format immediately after service is provided. In addition, the contractor will provide a list of deficiencies, by building for each inspection via email. No handwritten documentation will be accepted.

10.1 Daily Reports are required to be sent to the COR documenting all activity at the close of each day, including testing, deficiency repairs, service calls, contractor support for all new construction areas, and any other activity requested by the COR.

10.2 The Contractor’s employee who is required to supervise the contract will meet with the COR in-person daily during two weeks of each month and any additional days requested by the COR to discuss the work schedule and findings.

10.3 All reports will cross-reference the applicable NFPA section and the Joint Commission Department of Veterans Affairs | Palo Alto VA Health Care System Fire Alarm and Suppression, Element of Performance from the Hospital Accreditation Standard for the most current version of the accreditation standard.

10.4 All deficiencies will be given a unique identifying number to facilitate coordination of corrections with the maintenance/repair and installation contractor.

10.5 If the problem was an emergent condition or not identified during an inspection, this should be noted on the report.

10.6 Documentation will include a listing of all devices inspected/tested, the time of test and their location, including non-addressable items

11.0 Security Considerations.

The requirements do not apply and a Security Accreditation Package is not required.

12.0 Invoicing

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

12.1 VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

12.2 More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

12.3 Vendor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov

12.4 The Contractor shall submit invoices on a monthly basis in the arrears. Invoices will include Contract number, Veterans Affair’s Purchase Order number, Order Date, Performance Period, and Description of Services.

12.5 The above information shall be listed on the invoices, provided Veterans Health Administration has identified the appropriate numbers on its Purchase Order and indicated on the Purchase Order that the above references need to be referenced on the invoice.

12.6 The Contractor shall submit invoices to the address as indicated on the contract SF1449 item 18a and in Section B(4) on a monthly basis for work performed and expenses incurred the previous month not to exceed the negotiated price.

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