36S79725Q0005 0002.docx

SUBJECT*

Life Safety Equipment/Systems Maintenance (VA-25-00063754)

GENERAL INFORMATION

PO Box 76 1st Ave., One Block N of 22nd

Hines IL 60141

POINT OF CONTACT*

Contract Specialist Michelle Williams michelle.williams4@va.gov

PLACE OF PERFORMANCE

1st Ave., One Block N of 22nd

Hines IL

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority)

THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

VA NAC / 003B6A

PO Box 76 1st Ave., One Block N of 22nd Hines IL 60141 Department of Veterans Affairs OPAL / National Acquisition Center Building 37 1st Avenue, One Block North of Cermak Hines IL 60141 To all Offerors/Bidders

36S79725Q0005

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 11-12-2025 16:00 CST

Page 1 of Page 1 of

CONTINUATION PAGE

1. Can you please provide the most recent annual inspection reports for all systems covered under this statement of work? Section B2 under the Quality Control Program states we are to review and address discrepancies between the Equipment List prior to contract award. The only way we can verify the Equipment List is to compare it to the most recent inspection report to confirm the quantity of devices align between the statement of work and what was previously inspected.

Answer: Inspections reports are attached.

1. The statement of work states, “Contractor shall intergrade the Fire Alarm System to the Building Automation System.”. Can you please provide more clarification regarding this requirement and what specifically is needed from the Contractor to complete this work? We see this was included in the 2024 solicitation statement of work, once the system is integrated into the BAS, assuming this was already done, then it shouldn’t be required again.

Answer: This is a requested requirement to see if it’s even possible to integrate our BAS to the Fire alarm system. This request got delayed for FY2024 and was removed as a requirement.

1. Under the Task Specifications section of the statement of work it states, “The Contractor shall provide maintenance and component replacement on the central processing unit to include reprogramming of the system due to failure, replacement of circuit boards, and all components in the control panels and panel functions.”. Can you please clarify if this is a general statement that the Contractor is to provide these services if needed, or is there an existing failure that will need to be addressed upon contract award?

Answer: This is a general statement that the Contractor is to provide these services if needed. No existing failures knowledge.

2. If there is an existing failure, can you please provide specific details regarding the failed components and any observations your team has made that would be helpful for us to quote the repairs.

Answer: No existing failures knowledge.

1. Can you please provide an estimated quantity of audible devices in the CMOP area requiring testing between 4:00am and 5:00am so we can account for this in our pricing?

Answer: There are approximately 40 audible devices in the CMOP area. During past inspections, testing was completely on all 104 horns and strobes located throughout the entire facility between 4am – 5am using a team for the east side of the facility and a team for the west side being the CMOP area.

1. Section I of the General Requirements in the statement of work states final reports for all work is due 7 calendar days from completion of each service. Section C of the Inspection, Testing, Maintenance (ITM) Repair Service Schedule in the statement of work states documented results are due within five (2) business days after each ITM cycle. Can you please clarify the requirement for when reports are due (5 business days/7 calendar days or 2 business days)?

Answer: Reports are due within 5 business days.

1. In the List of Equipment Section of the Statement of Work for Building 37 there are five (5) fire alarm panels listed, and below that are three (3) FM200 control panels. Are these FM200 control panels included in the five (5), or are these in addition?

Answer: There are 8 panels all together.

Notifier Panel 3030 Node 1 - Covers Bdlg. 37 Notifier Panel 3030 Node 2 - Covers Bdlg. 37 Notifier Panel NFS320 Node 3 – Covers Bdlg. 38 Notifier Panel AFP-200 – Covers Pre-Action system in RM 127 Notifier Monitoring Panel – in the Maintenance office Pyro-Chem FM-200 Panel – Covers the server room in TELCO RM 134B for SDC Pyro-Chem FM-200 Panel – Covers the older server room in CMOP RM C1085 Pyro-Chem FM-200 Panel – Covers the future server room RM 1060 There is only 1 AFP-200 panel not 2. The monitoring panel in the maintenance office was listed as a AFP-200 which it’s not.

1. Are the existing Notifier panels Networked together?

Answer: All panels are networked together through a server with a connected laptop to access all points on the Fire alarm system.

6. If so, is there a graphical workstation?

Answer: This workstation is in SDC TELCO RM 134B. Also panels 3030 node 1 and 2, can be serviced as a workstation.

6. And what areas of the building does each Fire Alarm Panel cover?

Answer: This question is answered for question 6.

1. What is the fire alarm panel make and model in Building 38? There appears to be a fire alarm system as there’s a smoke detector, but no other fire alarm system information or devices are provided.

Answer: The panel in Bdlg. 38 is a Notifier NFS320 Panel.

1. Please confirm there is only (1) smoke detector for Building 38, and that it is located at the fire alarm control panel?

Answers: In Bdlg. 38 the smoke detector is located on the North wall of the building, approximately 50ft away from the control panel. There is 3 pull stations a horn/strobe and a bell.

1. What are the sizes of the FM-200 tanks and how many detectors are connected to each system?

Answers: There is 8 alarm points for each FM-200. One is a horn/strobe device, and one is a bell. The others are panel, key/switches and relays.

FM-200 in TELCO RM 134B is a single tank.

FM-200 in CMOP’s RM C1085 is a single tank.

FM-200 in CMOP’s RM C1060 is a double tank, pictures of this system are attached.

1. What is the size of the Pre-action system and how many detectors are connected to it??

Answers: The Pre-action system is a 4” wet suppression system with a control panel (AFP-200), 2 smoke detectors, 3 pull stations, 2 audible devices one with a strobe.

1. Are buildings 37 and 38 on the same installation and close in proximity to each other? Are there any plans available, which show the locations of each of the hydrants?

Answers: Building 37 is older building from the 1930’s, and Building 38 was a add-on in 2014. Building 38 is in Building’s 37 parking lot approximately 100ft away. Attached is a picture of the hydrant locations around Building 37 and Building 38’s location. A blueprint of the water supply is also included.

1. Approximately, how high are the tallest ceilings inside buildings 37 and 38?

Answers: Both Buildings have 25ft ceilings but approximately 95% of fire alarm devices are below 15ft

1. Can the Contracting Officer please clarify how SDVOSB set-aside considerations under FAR 19.203 and VAAR 819.7004 will be applied for this requirement, given that it is a service contract under the Simplified Acquisition Threshold? Specifically, was a prior market research or sources‑sought determination conducted to establish the acquisition strategy, and how will the Contracting Office consider preference for set‑aside to verified SDVOSB offerors with demonstrated past performance indicating capability to perform this work? A sources sought was not conducted as the previous contract had limited or no response for SDVOSB vendors. This is a small business set aside.

1. The contract states:

15a. At the site walk and email correspondence, back flow preventers were indicated to be excluded from the testing requirement. Please confirm.

15b. At the site walk, it was stated that the 5-yr internal test for sprinkler system were due in 2029, please confirm which option year (CLIN) should receive this pricing.

15c. At the site walk, it was stated that gauges are required to replaced as part of the 5-yr test, please clarify this requirement for all bidders.

15e. Please confirm there are no fire pumps or controls.

Answers:

15a. Confirmed, backflow preventers is not included in the contract 15b. The 5-yr internal inspection and testing is included in Option year 4.

15c. Sprinkler gauges will be replaced with the 5-yr inspection and testing 15e. Fire pumps and controls do not exist in the current fire systems.

1. The contract states:

16a. At the site walk, we were told that additional inventory would be added as necessary via modification to CLIN periods if the inventory changed. Please confirm.

Answer:

16a. The contract will be modified at the conclusion of any installers warranties to include new fire safety equipment or changes.

1. Contract States:

17a. At the site walk, it was stated that minor repairs are typically completed VA personnel, such as addressing a trouble condition (eg replace detector) between periods of testing with OEM material, purchased from an approved supplier, if needed. Please confirm.

17b. At the site walk, it was stated that major repairs or upgrades to the system would be quoted for additional work and would not be included under the scope of work for this testing contract. Please confirm.

17c. Please confirm that the primary intention of this contract is testing and inspection services. Any break/fix repairs are to be addressed via the repair clin ($25,000) upon approval of the contracting officer.

Answers:

17a. Minor repairs such as the replacement of a faulty smoke detector, faulty duct detector, faulty pull station and or strobes are usually done by the in-house maintenance team with OEM parts.

17b. Major repairs and upgrades would be quoted with the major repairs being covered by the Unscheduled Repair CLIN.

17c. Confirmed.

1. The Contract States:

UNSCHEDULED REPAIRS

The government intends to have an “Unscheduled CLIN” associated with the contract for any emergency services or additional repair service not already identified. This CLIN will have a Not to Exceed (NTE) amount of $25,000.00. Repair work may be requested through the emergency/call back procedures or because of routine inspection/testing services.

A. The Contractor shall submit with their bid proposal a schedule of labor rates that will be charged for repair work on the fire sprinkler system performed during normal business hours and during non-business hours, holidays, and weekends.

1. The labor rates shall be submitted for the base year and each option year.

18a. Does this apply to all emergency or repair work encountered?

Answer: Yes this does apply to emergency and unscheduled repair work.

1. The contract states:

The Contractor shall intergrade the Fire Alarm Monitoring System with the Building Automation System.

19a. On the Site Walk it was stated that the contractor would be requested to provide a proposal for a future integration of fire alarm system into the BAS, not integrate into the BAS as part of the base scope of work.

Answer: Contractor will be requested to provide a proposal for the future integration of the fire alarm system into the BAS. The integration is not to be included as part of the base scope of work.

1. Confirm Building 38 Inventory includes Panel, NFS320 Node 3, not shown in inventory.

Answer: Building 38 does include Notifier Panel NFS320 Node3. It is listed in the inventory of Building 37 on pg.8 of the SOW with the other panels.

1. The contract states:

G1. The cleaning and sensitivity testing of all specified smoke detectors in accordance with applicable laws and current National Fire Protection Codes. Testing will be accomplished with an Underwriters Laboratory approved, properly calibrated testing instrument.

21. What is the frequency required on this testing? (Annually, Bi-Annually, or Every 5 years) When was it last performed? If devices are found to be failed, are replacements address through repair clin or performed by VA staff following procurement of OEM material?

Answers: The smoke detectors and duct detectors only have LED indicators when in fault mode. The audibles and suppression system have approximately 3100Hz. Failed devices discovered during the inspection and testing procedures of the contract will be replaced by the contractor with OEM material. All devices are annually inspected and tested, with the last being 11/2024.

1. Confirm the VA will provide a lift for all overhead access or will allow the contractor to bring in and utilize a lift as necessary to access elevated devices.

Answer: The VA can provide a lift when available and or will allow the contractor to bring in and utilize a lift as necessary to access elevated devices.

1. Confirm the VA will provide coordination and in-house personnel will clear the work area below elevated devices (example duct detectors) before the required 4am morning testing to allow all devices to be tested in one work period.

Answer: The VA in-house personnel will clear areas so access of devices will be accessible.

1. Confirm additional devices, currently under warranty, will be added for additional cost once warranty period is concluded, likely to include rolling fire door and additional sprinkler to refer system in year 3 of the contract.

Answer: Additional new equipment in the CMOP area such as the Fire curtain, turnstile relays, and other devices will be added to the List of Equipment for inspection and testing at approximately during Option year 1.

1. The facility intends to decommission (1) FM-200 system and upgrade other suppression systems through a project. These changes in testing inventory be addressed in the contract year they occur. The replacement is not to be a part of this contract.

Answer: Confirmed, the decommission and the installation of a replacement system is not part of this contract.

1. The facility has one elevator, and the elevator technician will be available for any Fire Alarm testing that is required.

Answer:Confirmed, the elevator technician will be on-site when the fire alarm devices for the elevator are to be inspected and tested.

Please note that new submission deadline November 12, 2025 @ 4:00pm CST.

Send quotes/proposal to michelle.williams4@va.gov by submission deadline.

See attached document: HYdrants and water supply.

See attached document: FM-200.

See attached document: Bldgs 37 38 2024 Fire Alarm Annual Inspection 9-25-24.

See attached document: Bldg 37 2024 FM-200 Inspections.

See attached document: Bldg 38 2024 Fire Sprinkler Hydrant Inspections.

See attached document: VA Hines SDC Bldg 37 - Hydrants.

See attached document: FM-200.2pic.

See attached document: Bldg 38 2024 5-Year Internal Pipe Inspection.

See attached document: Bldg 37 2024 5-Year Internal Pipe Inspection.

See attached document: Bldg 37 2024 Fire Sprinkler Hydrant Inspections 10-4-24.

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