36C26326Q0653_RFI.docx

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of qualified sources to perform services for a future procurement that may result in a contract with the Government. This source sought notice is part of a market research effort and is unrestricted. Additionally, this notice applies to those firms capable of fulfilling the requirement in accordance with the Statement of Work and Salient Characteristics herein. The responses received from interested contractors will assist the Government in determining the appropriate acquisition approach.

Provide Kitchen Hood and Portable Fire Extinguisher Inspection IAW attached Statement of Work to the Sioux Falls, South Dakota VA Medical Center.

Potential sources having the capabilities necessary to provide the above services which meet all the requirements outlined in the attached statement of work and salient characteristics are invited to respond to this Sources Sought Notice via e-mail to scott.morrison2@va.gov no later than noted in the RFI. No telephone inquiries will be accepted.

Responses should include the following information:

Company name, address, and business size; point of contact name, phone number, and e-mail address; A capability statement addressing the requirements in the attached Statement of Work to include:

1. References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work.

2. Ability to meet Limitations in Subcontracting requirements (if applicable).

NAICS Code 541990 is applicable to determine business size standard.

This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

The Department of Veterans Affairs (VA), Sioux Falls, SD, Network Contracting Office (NCO) 23, is conducting market research to identify potential sources that can provide the following services for a base year and four option years as follows:

Kitchen Hood and Portable Fire Extinguisher Inspection The scope of work includes the provision of all labor, materials, equipment, tools, supervision and quality assurance necessary to complete services as described below.

· Portable fire extinguisher inspection/maintenance

· Portable fire extinguisher replacement

· Kitchen hood cleaning

· Kitchen hood inspection/maintenance

· Clean agent suppression system inspection/maintenance

PLACE OF PERFORMANCE:

Sioux Falls VA Health Care System (SFVAHCS) Campus 2501 West 26th Street Sioux Falls, SD 57105

Areas of inspection include the SFVAHCS main campus and all outbuildings. Contractor shall coordinate work schedule with the VATR. SFVAHCS Main Campus work hours are Monday through Friday 8:00 am to 4:30pm Central Standard Time (CST), except national holidays. Work may be required to be performed outside of normal duty hours if mutually agreed upon by the VATR and Contractor. Any work resulting in hours outside of 8:00am to 4:30pm CST as a result of operational impacts shall occur at no additional expense to the government. Kitchen hood and duct cleaning will have a 6:00pm start time.

GOVERNMENT RESPONSIBILITIES:

1. The contractor will be provided with means to gain access to the work areas.

2. Provide the EFEIL for contractor use.

3. Badges and parking:

a. All Contractor personnel are required to wear identification (I.D.) badges issued by the SFVAHCS Engineering office during the entire time they are on the SFVAHCS grounds.

b. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The SFVAHCS shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

4. Personnel requirements: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct shall be dealt with by the Contractor, VATR and the final decision made by the CO.

5. Any VA staff member may stop contractor’s work if any immediate danger to life and health item/activity is found during performance of services.

CONTRACTOR RESPONSIBILITIES:

1. Overall Reporting requirements and due dates (covers all sections outlined in Scope of Work):

a. All work shall be completed in accordance with all applicable Federal, State and Local guidelines/specifications/design standards and in compliance with NFPA.

b. Contractor shall respond to VHA inquiries or questions and provide revised documents (if necessary) during period of performance of the contract.

c. Contractor shall respond to questions within one calendar day if found to be in error by inspection entities or VHA staff and U.S. Occupational Safety and Health Administration (OSHA) Regulations, with special emphasis on NFPA 101, 80 and 105 most current editions.

d. This contract will aid VHA staff in defending the report to external inspection entities where errors or omissions are suspected.

e. All reports, quotes, and other contract documents shall be delivered to the VATR no later than 14 calendar days after completion of the inspection, testing, maintenance, or any other work.

f. All reports will have a reference to the most current version of NFPA and Joint Commission section including relevant paragraphs.

g. Each “Scope of Work” section may have separate reports in PDF and/or excel format individual files named for the work completed. Coordinate report grouping with VATR.

h. Contractor shall email invoices to VATR to sign and return prior to uploading to Tungsten.

2. Contractor shall closely follow established procedures outlined in owner provided EFEIL. The “Guide” tab provides instructions for common matters related to managing the fire extinguisher data. Features are also added to identify and eliminate duplicates. Any spreadsheet drop down options, structural revisions, or any functional changes will be completed by the Owner. The EFEIL spreadsheet will be emailed between the contractor and the VA at a minimum of once per month as a shared record keeping resource.

3. The Contractor is responsible for safety during the performance of all work. The Contractor shall perform all work in accordance with the latest Occupational Safety and Health Administration (OSHA) regulations. The Contractor shall coordinate their work with VA Safety through the VATR. The Contractor shall be responsible for any damage to public or private property resulting from his/her activities and shall repair or otherwise make whole such damage at no cost to Owner. The Contractor shall provide a safety plan before beginning work.

4. Immediately notify the VATR and VA Safety Office in the event of an accident related to the performance of the work.

5. Conform to the specific safety requirement established by this contract.

6. Comply with the safety rules of the Government property that concern related activities not directly addressed in this contract.

7. Take all reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and Government personnel performing, or in any way coming in contact, with the performance of this contract.

8. Take such additional immediate precaution as the CO may reasonably require for safety and accident prevention purposes.

9. Contractor is expected to perform services and maintain staffing levels such that services are conducted per inspection intervals defined in contract.

10. Contract holder shall be on campus during any subcontractor work.

11. Contractor shall establish PPE requirements with VATR upon contract award for various spaces within the hospital.

QUALIFICATIONS OF CONTRACTOR PERSONNEL:

1. Training certifications specific to NFPA sections outlined in “Scope of work”.

2. Contractor shall have minimum of 2 years’ experience and be trained/certified in NFPA 96 (Kitchen Hood Inspection for Health Care Facilities). The Inspector shall be familiar with the hood and fire suppression and fire alarm interlock components and their operation. Listed below is a list of areas of expertise:

a. Kitchen Hood inspection experience

b. Portable FE experience

3. Contractor personnel shall have a minimum of 2 years’ experience performing FE and kitchen hood inspections; at Government discretion, CO or VATR reserves the right to verify this experience by requesting documentation from Contractor.

4. Contractor shall obtain all licenses and certifications required by Federal, State, and Local environmental laws and regulations necessary to adhere to the specifications of this contract. The Contractor shall submit all plans, notifications, reports, submittal documents, and fees required by Federal, State, and Local environmental laws and regulations to the appropriate Federal, State, and Local authority and/or agency as necessary to adhere to the specification of this contract. All required licenses and certifications required by Federal, State, and Local environmental laws and/or regulations shall be considered a contract deliverable upon award.

Scope of work:

A. Service: Server Room Clean Agent Fire Suppression System Inspection

· Work: Visual inspection per NFPA 2001 11.2.2. Visual inspection to include: (1) Releasing panel is powered and free of supervisory, trouble or alarm conditions (2) Manual controls are unobstructed (3) System shows no physical damage or condition preventing operation (4) Pressure gauges in operating range (5) Equipment has not been changed or modified (6) All previously noted deficiencies have been corrected

· Schedule: Monthly

· Quantity: 12 inspections per contract year

· Location(s): Server Room 2096 in Building 5

· Reporting requirements: If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW

· Qualifications: NFPA 2001 Certification

· Procedure: Contractor shall sign and date the tag

B. Service: Server Room Clean Agent Fire Suppression System Inspection

· Work: NFPA 2001 -11.3 Inspection strategy at the contractors’ option between pressure check, weight or pressure loss

· Schedule: Semi-annual inspection and tag replacement

· Quantity: 2 inspections per contract year

· Location(s): Server Room 2096 in Building 5

· Reporting requirements: NFPA 2001 11.3.6. An inspection tag shall be provided and include the following information: (1) Date of inspection (2) Person and organization performing the inspection (3) Type of Agent (4) Gross weight of the container and net weight of the agent (as applicable)

· Qualifications: NFPA 2001 Certification

· Procedure: NFPA 2001

C. Service: Server Room Clean Agent Fire Suppression System Maintenance

· Work: Visual inspection of compressed gas cylinders

· Schedule: 5 years

· Quantity: 1 time during contract cycle (OY 4 only)

· Location(s): Server Room 2096 in Building 5

· Reporting requirements: Cylinder inspection - Contractor shall provide and install a tag with contractor signature and date, attached to each cylinder, along with a suitable inspection report.

· Qualifications: NFPA 2001 Certification

· Procedure: NFPA 2001 and Section 3 of CGA C-6 Standard for visual inspection of steel compress gas cylinders, except that the containers need not be stamped while under pressure

D. Service: Server Room Clean Agent Fire Suppression System Maintenance

· Work: All systems inspected, serviced and tested for operation. Discharge tests are not required. Testing per manufacturer’s instruction: (1) Ensure that hazard has not changed from what the system was designed to protect. While surveying the hazard, check for new hazards. (2) Check all nozzles to ensure they are in place and free of damage, corrosion and obstructions both internally and externally (3) Check the condition of the piping to ensure that it is properly secured in the hangers and that all fittings are connected tightly (4) Check all warning nameplates/signage in area to ensure they are in place, mounted securely, readable and not damaged (5) Check that all tanks are secured in brackets and free of damage corrosion and other missing components (6) Ensure tanks are free of damage or corrosion and check last hydro date (7) Verify tank discharge hoses have no structural problems like abrasions or weather checking and are properly connected (8) Remove all actuators from the tank valves and check the condition. The actuators will remain OFF until the final step. (9) Tank weighing options - covered in semi-annual inspection SOW section (10) Check the condition of the control panel for tempering, corrosion or damage (11) Ensure all detectors are in place, clean, and not damaged; check sensitivity in Autopulse control system as required (12) Ensure all pull stations are in place, and not blocked or damaged. Operate each pull station to ensure that they operate the correct panel. Reset each pull station. (13) While checking the detectors and electric pull stations, inspect each alarm device and verify that they operate properly when energized. Reset the alarm circuit after each test. (14) When all tests are completed, reset control panel and all accessory electrical equipment (15) Reset all electric (16) Install all electric/ pneumatic actuators on tank valves. Hand tighten. (17) Inform personnel that system is back in service

· Schedule: Annual

· Quantity: 1 time during contract year

· Location(s): Server Room 2096 in Building 5

· Reporting requirements: Record the annual maintenance on tag attached to unit AND forward a copy of the report to VATR

· Qualifications: NFPA 2001 Certification

· Procedure: As outlined in attachment A) Sapphire maintenance E. Service: VCS and NFS Kitchen Hood and Exhaust Systems Inspection and Cleaning

· Work: The entire exhaust system shall be inspected for grease buildup 2 times per year using a grease depth gauge. The entire exhaust system (to include hoods, grease removal devices, fans ducts and other appurtenances) to be cleaned to remove contaminants twice per year.

· Schedule: Biannually – hood inspection and cleaning in one mobilization

· Quantity: 4 times during contract year (2 inspections, x2 hoods)

· Location(s): VCS and NFS hoods, regardless of location

· Reporting requirements:

Kitchen Exhaust System Grease Build up Inspection Report:

· NFPA 96 12.6.13 – Labeling

· Contractor shall include one NFPA 12.6.13.1 label affixed to hood system when hoods are both INSPECTED and CLEANED. Label includes:

· Date service was performed

· Name of person who performed work

· Name, address and phone number of service provider

· NFPA 96 12.6.14 and VA Specific Reporting Requirements:

· A written report will identify current condition of each kitchen hood, connected ductwork, and exhaust fans. Handwritten notes are not an acceptable format for final reports.

· Date inspection was performed

· Name of Technician who performed work

· Name, address and phone number of service provider

· Photo of each kitchen hood and associated ductwork at inlet and outlet

· Kitchen hood room number and location

· Measurement of grease thickness on hood surface

· Measurement of grease thickest grease found in ductwork

· Measurement of grease thickness found in exhaust fan

· Areas that are inaccessible and were not inspected

· Areas that are accessible but were not inspected

· Location of duct access panel(s)

· Locations of visible leakage from ductwork

· Locations of leaking access panels

· Applicable codes

· If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW

Post Kitchen Exhaust System Cleaning Report:

· NFPA 96 12.6.13 – Labeling

· Contractor shall include one NFPA 12.6.13.1 label affixed to hood system when hoods are both INSPECTED and CLEANED. Label includes:

· Date service was performed

· Name of person who performed work

· Name, address and phone number of service provider

· NFPA 96 12.6.15 and VA Specific Reporting Requirements:

· A written report will identify current condition of each kitchen hood, connected ductwork, and exhaust fans. Handwritten notes are not an acceptable format for final reports.

· Date inspection was performed

· Name of Technician who performed cleaning

· Name, address and phone number of service provider

· Photo of each kitchen hood and associated ductwork at inlet and outlet

· Kitchen hood room number and location

· Measurement of grease thickness on hood surface after cleaning, at the same location as inspection

· Measurement of grease thickest grease found in ductwork after cleaning, at the same location as inspection

· Measurement of grease thickness found in exhaust fan after cleaning, at the same location as inspection

· Areas that are inaccessible and were not cleaned

· Areas that are accessible but were not cleaned

· Location(s) of duct access panel(s)

· Location(s) of visible leakage from ductwork

· Location(s) of leaking access panels

· Applicable codes

· If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW

· Qualifications: NFPA 96 Certifications

· Procedure: Acceptable cleaning methods are (1) Manual cleaning by scraping, grinding, or scrubbing (2) Chemical cleaning with agents and water (3) Pressure washing with pressurized water, or pressurized water and agents (4) Steam cleaning with pressurized steam. Wastewater and solid waste used in the cleaning process are to be collected and disposed of by the contractor. Upon completion of the cleaning, the grease depth shall be measured and confirmed to be less than 0.002 inches (50 microns). Attachment B: Deep Cleaning Instructions.

F. Service: CLC Cottage Kitchen Hood and Exhaust Systems Inspection and Cleaning

· Work: The entire exhaust system should be inspected for grease buildup once per year using a grease depth gauge. The entire exhaust system (to include hoods, grease removal devices, fans, ducts and other appurtenances) will be cleaned to remove contaminants. A frequency of 1x per year was selected from Table 12.4 for CLC Cottage.

· Schedule: Annual

· Quantity: 1 inspection/cleaning per contract year

· Location(s): CLC Cottage, Building 54

· Reporting requirements:

Kitchen Exhaust System Grease Build up Inspection Report:

· NFPA 96 12.6.13 – Labeling

· Contractor shall include one NFPA 12.6.13.1 label affixed to hood system when hoods are both INSPECTED and CLEANED. Label includes:

· Date service was performed

· Name of person who performed work

· Name, address and phone number of service provider

· NFPA 96 12.6.14 and VA Specific Reporting Requirements:

· A written report will identify current condition of each kitchen hood, connected ductwork, and exhaust fans. Handwritten notes are not an acceptable format for final reports.

· Date inspection was performed

· Name of Technician who performed work

· Name, address and phone number of service provider

· Photo of each kitchen hood and associated ductwork at inlet and outlet

· Kitchen hood room number and location

· Measurement of grease thickness on hood surface

· Measurement of grease thickest grease found in ductwork

· Measurement of grease thickness found in exhaust fan

· Areas that are inaccessible and were not inspected

· Areas that are accessible but were not inspected

· Location of duct access panel(s)

· Locations of visible leakage from ductwork

· Locations of leaking access panels

· Applicable codes

· If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW

Post Kitchen Exhaust System Cleaning Report:

· NFPA 96 12.6.13 – Labeling

· Contractor shall include one NFPA 12.6.13.1 label affixed to hood system when hoods are both INSPECTED and CLEANED. Label includes:

· Date service was performed

· Name of person who performed work

· Name, address and phone number of service provider

· NFPA 96 12.6.15 and VA Specific Reporting Requirements:

· A written report will identify current condition of each kitchen hood, connected ductwork, and exhaust fans. Handwritten notes are not an acceptable format for final reports.

· Date Inspection was performed

· Name of Technician who performed cleaning

· Name, address and phone number of service provider

· Photo of each kitchen hood and associated ductwork at inlet and outlet

· Kitchen hood room number and location

· Measurement of grease thickness on hood surface after cleaning, at the same location as inspection

· Measurement of grease thickest grease found in ductwork after cleaning, at the same location as inspection

· Measurement of grease thickness found in exhaust fan after cleaning, at the same location as inspection

· Areas that are inaccessible and were not cleaned

· Areas that are accessible but were not cleaned

· Location(s) of duct access panel(s)

· Location(s) of visible leakage from ductwork

· Location(s) of leaking access panels

· Applicable codes

· If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW

· Qualifications: NFPA 96 Certifications

· Procedure: Acceptable cleaning methods are (1) Manual cleaning by scraping, grinding, or scrubbing (2) Chemical cleaning with agents and water (3) Pressure washing with pressurized water, or pressurized water and agents (4) Steam cleaning with pressurized steam. Wastewater and solid waste used in the cleaning process are to be collected and disposed of by the contractor. Upon completion of the cleaning, the grease depth shall be measured and confirmed to be less than 0.002 inches (50 microns). Attachment B: Deep Cleaning instructions.

G. Service: VCS, NFS, and CLC Cottage Kitchen Hood Fire Suppression – Inspections

· Work: NFPA 96 - Inspect kitchen hood fire suppression systems with Ansul R102 system

(1) Contractor shall recharge any hood suppression cylinders which have been determined by the contractor to be repairable

(2) Contractor shall dispose of any fire suppression cylinders as requested by the owner

· Schedule: Semiannually

· Quantity: 6 inspections per contract year (semiannually, x3 hoods)

· Location(s): 1 hood in Hospice Cottage, Building 54; 1 VCS hood and 1 NFS hood in main hospital, Building 5

· Reporting requirements: NFPA 96 12.3.4 A documentation tag shall include the year of manufacture and date of installation of the fusible links, signed by installer. A certificate of inspection and maintenance will be provided to the VATR. NFPA 17A Maintenance report, including any recommendations. If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW.

· Qualifications: Must be trained and hold an ANSUL certificate in an R-102 program

· Procedure: Fusible links (metal alloy type--date of manufacture marked on inspection tag) and automatic sprinklers (metal alloy type-same temperature rating) shall be replaced. NFPA 17A--Maintenance shall be conducted in accordance with the manufacturer's design, installation, and maintenance manual to include (1) The hazard has not changed (2) Examination of all detectors, expellant gas containers, agent containers, releasing devices, piping, hose assemblies, nozzles, signals, auxiliary equipment and liquid level (non-pressurized) (3) Test to verify that the agent distribution piping is not obstructed using nitrogen or dry air at a pressure not to exceed normal operating pressure of the extinguishing system and to ensure that nitrogen or dry air has discharged out of each nozzle in the system. Where maintenance of the wet chemical containers reveals conditions (corrosion or pitting in excess of manufacturers limits, structural damage, fire damage, repairs by soldering welding or brazing) the container shall be replaced. Where maintenance of the wet chemical system reveals corrosion or pitting in excess of manufacturers limits, structural damage, or fire damage the affected parts shall be replaced. Testing shall include operation of the detection system signals and releasing devices including manual station and other associated equipment.

H. Service: VCS, NFS, and CLC Cottage Kitchen Hood Fire Suppression – Inspections and Tag Signing

· Work: NFPA 96 and NFPA 17A 8.2.2

· Schedule: Monthly

· Quantity: 36 inspections per contract year (monthly, x3 hoods)

· Location(s): 1 hood in Hospice Cottage, Building 54; 1 VCS hood and 1 NFS hood in main hospital, Building 5

· Reporting requirements: NFPA 96 and NFPA 17A 8.2.2 Must sign tag that is affixed to equipment. If any deficiencies are noted, notify the VATR in writing and submit a quote to correct as outlined in the parts for repair section of the SOW.

· Qualifications: Must be trained and hold an ANSUL certificate in an R-102 program

· Procedure: Visual inspection shall be conducted in accordance with the manufacturers’ listed maintenance manual and shall include, at a minimum (1) The extinguishing system is in its proper location (2) Manual actuators are unobstructed (3) Tamper indicators and seals are intact (4) The maintenance tag and certificate are in place (5) No obvious physical damage or conditions exist that would prevent operation (6) The pressure gauges have been inspected physically or electronically to ensure it is in operable range (7) The nozzle blowoff caps are intact and undamaged (8) The hazard has not changed, including replacement, modification and relocation of protected equipment

I. Service: VCS, NFS, and CLC Cottage Kitchen Hood Fire Suppression Nozzle – Inspections and Maintenance

· Work: Suppression nozzle maintenance

· Schedule: Annual and per R102 systems manufacturer recommendations

· Quantity: 3 inspections per contract year (annually, x3 hoods)

· Location(s): 1 hood in Hospice Cottage, Building 54; 1 VCS hood and 1 NFS hood in main hospital, Building 5

· Reporting requirements: No explicit reporting requirement in NFPA or manual

· Qualifications: Must be trained and hold an ANSUL certificate in an R-102 program

· Procedure: At least annually, use dry air or nitrogen and blow through the agent distribution piping with the nozzle blow-off caps, verify that dry air or nitrogen is discharging at each nozzle station. Replace all as required per NFPA 96 12.2.4 through 12.2.8.

J. Service: Portable Fire Extinguisher Inspections for all types

· Work:

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers.

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any new extinguisher not available in owner stock. New/replacement FE should be given a sticker number, using the EFEIL to find a number that is not already being used.

(3) Any new FE that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates.

(4) Contractor shall recharge FEs which have been determined by the contractor to be repairable.

(5) Contractor will locate each fire extinguisher and note month, date, and initials of inspector on each extinguisher tag. NFPA 7.2.2 process.

· Schedule: Monthly

· Quantity: 4,800 FE inspections per contract year, in support of 400 individual devices (12 months x 400 FE)

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. NFPA 10 7.2.2 Contractor to perform monthly inspections and document the date, result, and technician completing the work in the EFEIL.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 7.2.2 (1) Locate in designated place (2) Visibility of extinguisher or means of indicating extinguisher location (if sign is missing, note on EFEIL spreadsheet) (3) Access to extinguisher (if blocked by equipment, tables, etc note on EFEIL spreadsheet) (4) Pressure gauge indicator in operable range (5) Fullness determined by weighing or hefting (6) Tamper band in place (7) No physical damage

K. Service: Portable Fire Extinguisher Inspections for all types

· Work:

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any new extinguisher not available in owner stock. New/replacement FE should be given a sticker number, using the EFEIL to find a number that is not already being used.

(3) Any new FE that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates.

(4) Contractor shall recharge FEs which have been determined by the contractor to be repairable.

(5) Contractor shall dispose of any portable fire extinguisher. Including those listed in the owner provided EFEIL, any unserviceable fire extinguisher, and any requested by the owner.

(6) Contractor shall perform a campus-wide audit of the FE inventory each January with the maintenance inspections, including contractor or owner provided devices. An audit requires verifying that all data on the EFEIL matches the extinguisher data in the field. Refer to overall reporting requirements for each data point.

· Schedule: Annual. Inspection and maintenance shall be completed by January 31 of each year.

· Quantity: 400 inspections per year for Base, OY 1, OY 2, OY 3, and OY 4

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL Includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. Contractor shall provide annual report of discrepancies found in EFEIL and make corrections to the spreadsheet.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 10 7.3.2. Each individual FE must have maintenance performed in accordance with NFPA 10, including recharging where necessary. The maintenance shall include, at a minimum, the following: (1) Locate in designated place (2) No obstruction to access or visibility to the extinguisher. Any access or visibility issues that cannot be immediately corrected shall be documented on the EFEIL (3) Operating instructions on nameplate are legible and facing outward (4) Safety seals and tamper indicators are not broken or missing (5) Fullness determined by weighing or “hefting” (6) Examination for obvious physical damage, corrosion, leakage, or clogged nozzle (7) Pressure gauge reading or indicator in the operable range or position (8) Contractor will supply a new inspection tag with the year and month documented. (9) Tamper indicators are to be completely removed and replaced. Contractor shall perform annual maintenance and document the date, result, and technician completing the work in the EFEIL.

L. Service: Portable CO2 Fire Extinguisher Inspection

· Work: Hose conductivity test

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any new extinguisher not available in owner stock. New/replacement FE should be given a sticker number, using the EFEIL to find a number that is not already being used.

(3) Any new FE that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates.

(4) Contractor shall recharge FEs which have been determined by the contractor to be repairable.

· Schedule: Annual

· Quantity: 83 FE inspections per year for Base, OY 1, OY 2, OY 3, and OY 4

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. Durable weatherproof label minimum of ½” x 3” affixed to hose with month and year test performed indicated by perforation, name or initials of person and agency conducting test. Tamper indicators are to be completely removed and replaced. Contractor shall perform annual maintenance and document the date, result, and technician completing the work in the EFEIL.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 10 7.4

M. Service: Portable Water Mist, CO2, and Class K Fire Extinguisher Maintenance

· Work:

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any new extinguisher not available in owner stock. New/replacement FE should be given a sticker number, using the EFEIL to find a number that is not already being used.

(3) Any new FE that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates.

(4) Contractor shall recharge FEs which have been determined by the contractor to be repairable.

(5) Hydrostatic testing of all portable FEs shall be done by January 31 of the year they are to expire as defined by the interval in NFPA 10 Table 8.3.1

· Schedule: 5 year

· Quantity: Base year = 12 FE, OY 1 = 10, OY 2 = 35, OY 3 = 25, and OY 4 = 15

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. The record is to be maintained by the organization that performed the test until either the expiration of the test period or the cylinder is next tested, whichever occurs first. Label should be 2’ x 3 ½”, affixed by heatless process, self-destructs when removed from shell and made of a durable weatherproof material with pressure sensitive. Contractor shall update EFEIL with next scheduled maintenance due date and planned action.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 8.5

N. Service: Portable ABC, halogenated agents, and Purple K Fire Extinguisher Maintenance

· Work:

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers’ established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any extinguisher not available in owner stock. New/replacement FE should be given a sticker number that is unused on the EFEIL.

(3) Contractor shall recharge FEs which have been determined by the contractor to be repairable.

(4) NFPA 10 - 6 year maintenance NFPA 10 7.3.6 (all extinguishers with 12-year hydrostatic test defined by Table 8.3.1) i.e. ABC, clean agent

· Schedule: 6 year

· Quantity: Base year = 15 FE, OY 1 = 37, OY 2 = 40, OY 3 = 15, and OY 4 = 50

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. Durable weatherproof label minimum of 2” x 3 ½” affixed to shell, self-destructive type when removal is attempted, at minimum has month and year, person and agency performing test. Contractor shall update EFEIL with next scheduled maintenance due date and planned action.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 7.3.6

O. Service: Portable ABC, Halogenated Agents, and Purple K Fire Extinguisher Maintenance

· Work:

(1) All inspections, maintenance, and testing criteria used will be in compliance with manufacturers established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers

(2) Any FE found unserviceable during an inspection will be exchanged with like-type of extinguisher from the spare inventory located on the main Sioux Falls campus. Contractor shall provide quote for any new extinguisher not available in owner stock. New/replacement FE should be given a sticker number that is unused on the EFEIL.

(3) Any new FE that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates.

(4) Contractor shall recharge FEs which have been determined by the contractor to be repairable

(5) Hydrostatic testing of all portable FEs shall be done by January 31 of the year they are to expire as defined by the interval in NFPA 10 Table 8.3.1

· Schedule: 12 year

· Quantity: Base year = 20 FE, OY 1 = 20, OY 2 = 35, OY 3 = 20, and OY 4 = 15

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. The record is to be maintained by the organization that performed the test until either the expiration of the test period or the cylinder is next tested, whichever occurs first. Label should be 2” x 3 ½”, affixed by heatless process, self-destructs when removed from shell and made of a durable weatherproof material with pressure sensitive. Contractor shall update EFEIL with next scheduled maintenance due date and planned action.

· Qualifications: NFPA 10 Certifications

· Procedure: NFPA 8.5

P. Service: Portable Fire Extinguisher Replacement – All Types

· Work: Any new FE that is brought into the SFVAHCS inventory will have a unique inventory number established by the contractor and will be placed on the EFEIL maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the EFEIL. Each extinguisher shall have a unique number. The electronic record includes filters to identify duplicates. Contractor shall use owner inventory where replacement indicated. Extinguishers that do not match inventory shall be provided to owner for owner stock and the actual extinguisher shall be quoted separately.

· Approved manufacturers for fire extinguishers and specs: Amerex, Ansul, and Buckeye. Fire extinguishers shall be maintainable through established industry standards. Disposable models are not approved for use on campus.

· Schedule: Replace portable fire extinguishers for each January in the following tables.

Base Year (2027):

Fire Extinguisher Data

OY 1 (2028):

Fire Extinguisher Data

OY 2 (2029):

Fire Extinguisher Data

OY 3 (2030):

Fire Extinguisher Data

OY 4 (2031):

Fire Extinguisher Data

· Location(s): Main Sioux Falls campus

· Reporting requirements: All records will be maintained by the contractor in the owner provided EFEIL. The EFEIL includes: serial #, manufacturer, type, weight/volume, number, manufacture date, annual maintenance date, next scheduled maintenance action, building, floor, room data point, and applicable service technician. The EFEIL provided by the SFVAHCS to the contractor shall be updated and delivered to the VATR. Contractor is responsible for accurately maintaining the location of all extinguishers throughout the contract. The EFEIL will be turned into the SFVAHCS Safety Office in Excel and PDF formats. Contractor shall update the EFEIL when new extinguishers are brought on campus. Contractor shall update: serial #, manufacturer, type, weight/volume, number, manufacture date, most recent annual inspection, and confirm next scheduled maintenance action is correct.

Q. Service: Parts for Repair

· If repairs resultant from inspections are identified, the Contractor shall provide all replacement parts or bill of materials needed to keep systems operating. Parts may be repaired or replaced, as the contractor deems appropriate, so long as amount listed in CLINs for Parts Repair cited in Section B.2 (Price/Cost Schedule) is not exceeded. No used parts will be used to repair this equipment.

· For repairs, Contactor shall furnish the VATR with a written estimate of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the VATR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes.

· If cost exceeds cost listed for applicable line item in Section B.2 (Price/Cost Schedule), the CO shall issue a bilateral contract modification to increase funding for this line item per coordination with VATR, that includes supporting documentation as cited above.

If your firm is capable of providing this service, please fully complete each section of the survey below and email this response to scott.morrison2@va.gov.

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

DUNS Number: _____________________________________________________________

Point of Contact: ____________________________________________________________

Phone Number: _____________________________________________________________

Email Address: _____________________________________________________________

Socio-economic Classification in Accordance with NAICS Code 541990: (check all that apply)

☐ Small Business ☐ Service Disabled Veteran Owned Small Business (SDVOSB) ☐ Verified SDVOSB by www.vip.vetbiz.gov ☐ Veteran Owned Small Business (VOSB) ☐ Verified VOSB by www.vip.vetbiz.gov ☐ Small Disadvantage Business ☐ Women-owned Small Business ☐ Economically Disadvantaged Small Business ☐ HUBZone ☐ 8(a) Certified

Company’s Capability Statement:

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.