RFQ 36C25625Q0217.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Fire Alarm and Sprinkler System Maintenance Testing, and Inspection

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056

SOLICITATION NUMBER* 36C25625Q0217

RESPONSE DATE/TIME/ZONE 02-28-2025 11:59pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 1 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J012

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) -16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Jackson MS 39216

POINT OF CONTACT*

Contract Specialist Tiffany Burks tiffany.burks@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston TX

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS tiffany.burks@va.gov

EMAIL DESCRIPTION RFQ 36C25625Q0217 Fire Suppression Testing

MEDVAMC

DESCRIPTION

36C25625Q0217 – Fire Alarm and Sprinkler System Maintenance Testing, and Inspection for Michael E. DeBakey VA Medical Center.

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation:

quotes are being requested, and a written solicitation document will not be issued.

2. The CSS number is 36C25625Q0217. It is issued as a Request for Quote (RFQ).

The government anticipates awarding one Firm-Fixed Price contract resulting from this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02 (effective: 01/03/2025).

4. This solicitation is issued as set aside 100% for Service-Disabled Veteran Owned Small Businesses (Total SDVOSB Set Aside).

5. The associated North American Industrial Classification System (NAICS) code for this procurement is 238230 – Plumbing, Heating, and Air-Conditioning Contractors size standard of $19,000,000.00.

6. The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Fire Alarm and Sprinkler System Maintenance Testing, and Inspection. This acquisition is for a Firm Fixed Price (FFP) contract, of a base period, with four (4) additional, one(1) year option periods to be exercised at the government discretion.

7. A complete description of the requirement and/or applicable government need(s) are as follows: See attached 36C25625Q0217.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center

Houston, TX 77056

Contract Specialist:

Tiffany Burks POC: tiffany.burks@va.gov

Quote in response to this RFQ are due at 11:59p.m. Central Standard Time, February 28, 2025. Quotes shall be submitted in writing and sent via email to tiffany.burks@va.gov.

Please insert “36C25625Q0217 Quote” in the subject line of your email. OFFEROR

SHALL COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS

SOLICITATION 36C25625Q0217 TO BE DEEMED ACCEPTABLE:

a) Section B- Contract Administration Data, Contractor contact information.

b) Section E page 36, Responses to this solicitation shall be submitted as annotated below:

• Volume 1 (Technical Volume). Volume 1 shall not contain any pricing information and shall clearly be labeled Volume 1 (Technical Volume).

• Volume 2 (Price Volume). Volume 2 shall clearly be labeled Volume 2

(Price Volume) and shall not contain any technical information that should otherwise be contained within Volume 1. Price Volume includes Section B- Price/Cost Schedule, unit price, amount, and grand total.

• Complete and return signed copy Attachment B- 852.219-75 VA Notice of Limitation on Subcontracting—Certificate of Compliance for Services and Construction

• Complete and return signed copy Attachment C- Relevant Experience Form

6. EVALUATION: The government will award a contract based on Lowest Priced Technically Acceptable (LPTA). All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award, all quoters shall be certified in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) database to receive credit as a SDVOSB at the closing of the solicitation due date and time.

Please contact Tiffany Burks for questions or other inquiries about this solicitation via email at tiffany.burks@va.gov by 11:59p.m. Central Standard Time on February 10, 2025. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

36C25625Q0217

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR ADMINISTRATOR: __________________________

CONTRACTOR POC NAME: __________________________

CONTRACTOR POC TELEPHONE NUMBER: _________________________

CONTRACTOR ADDRESS: ___________________________________

EMAIL ADDRESS: ___________________________________________

UEI No. __________________________________________________ CAGE Code: ________________________________________________

TAX ID ____________________________________________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center

Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[x] 52.232-33, Payment by Electronic Funds Transfer—System for Award

Management

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [x] Payment for services provided under the terms of this contract will be made upon receipt and acceptance by the Government.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veteran Affairs Financial Service Center (FSC) e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

5.OFFEROR SHALL COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS

SOLICITATION 36C25625Q0217 TO BE DEEMED ACCEPTABLE:

Please insert “36C25625Q0217 Quote” in the subject line of your email. OFFEROR SHALL

COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS SOLICITATION

36C25625Q0217 TO BE DEEMED ACCEPTABLE:

a) Section B- Contract Administration Data, Contractor contact information.

b) Section E, Page 36, Responses to this solicitation shall be submitted as annotated below:

• Volume 1 (Technical Volume). Volume 1 shall not contain any pricing information and shall clearly be labeled Volume 1 (Technical Volume).

• Volume 2 (Price Volume). Volume 2 shall clearly be labeled Volume 2 (Price Volume) and shall not contain any technical information that should otherwise be contained within Volume 1. Price Volume includes Section B- Price/Cost Schedule, unit price, amount, and grand total.

• Complete and return signed copy Attachment B- 852.219-75 VA Notice of Limitation on Subcontracting—Certificate of Compliance for Services and Construction

• Complete and return signed copy Attachment C Relevant Experience Form

6. EVALUATION: The government will award a contract based on Lowest Priced Technically Acceptable (LPTA). All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award, all quoters shall be certified in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) database to receive credit as a SDVOSB at the closing of the solicitation due date and time.

Please contact Tiffany Burks for questions or other inquiries about this solicitation via email at tiffany.burks@va.gov by 11:59p.m. Central Standard Time on February 10, 2025. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

7. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO. DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

6.00 MO

BASE PERIOD

Contractor shall furnish all labor, tools, replacement parts, and equipment to perform Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on ALL the Fire Alarm, to include overhead and swinging doors, and Sprinkler Systems at the Michael E. DeBakey VA Medical Center (MEDVAMC) campus, 2002 Holcombe Blvd., Houston, TX 77030, per the specifications listed below. All work shall be done and documented in accordance with the current National Fire Protection Association (NFPA) Standards and Code Requirements.

Contract Period: Base POP Begin: 03-14-2025 POP End: 09-30-2025

1.00 JB

BASE PERIOD

PARTS RIDER - This contract includes a parts and labor rider to provide for normal hours, after hours, or emergency repairs discovered for parts/repairs not covered by this contract.

All Repair work must be pre-approved by the CO and COR. THIS PARTS RIDER IS NOT AN AWARD. Rider funding not used during the applicable period of performance will be retained by the Government as this cost is NOT owed to the contractor if not used. When used, the contractor shall obtain approval from the COR or CO prior to use and invoice against this line item only.

Fully Loaded Labor Rate for Nonroutine Service, Parts Repairs and Emergencies Senior Service Technician: $ Any Other Personnel: $

Contract Period: Base POP Begin: 03-14-2025 POP End: 09-30-2025

12.00 MO

Option 1 Contractor shall furnish all labor, tools, replacement parts, and equipment to perform Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on ALL the Fire Alarm, to include overhead and swinging doors, and Sprinkler Systems at the

Michael E. DeBakey VA Medical Center (MEDVAMC) campus, 2002 Holcombe Blvd., Houston, TX 77030, per the specifications listed below. All work shall be done and documented in accordance with the current National Fire Protection Association (NFPA) Standards and Code Requirements.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026

Option 1 PARTS RIDER - This contract includes a parts and labor rider to provide for normal hours, after hours, or emergency repairs discovered for parts/repairs not covered by this contract.

All Repair work must be pre-approved by the CO and COR. THIS PARTS RIDER IS NOT AN AWARD. Rider funding not used during the applicable period of performance will be retained by the Government as this cost is NOT owed to the contractor if not used. When used, the contractor shall obtain approval from the COR or CO prior to use and invoice against this line item only.

Fully Loaded Labor Rate for Nonroutine Service, Parts Repairs and Emergencies Senior Service Technician: $ Any Other Personnel: $

Contract Period: Option 1 POP Begin: 10-01-2026 POP End: 09-30-2027

Option 2 Contractor shall furnish all labor, tools, replacement parts, and equipment to perform Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on ALL the Fire Alarm, to include overhead and swinging doors, and Sprinkler Systems at the Michael E. DeBakey VA Medical Center (MEDVAMC) campus, 2002 Holcombe Blvd., Houston, TX 77030, per the specifications listed below. All work shall be done and documented in accordance with the current National Fire Protection Association (NFPA) Standards and Code Requirements.

Contract Period: Option 2 POP Begin: 10-01-2027 POP End: 09-30-2028

Option 2 PART RIDER: The contractor shall provide emergency repair parts and labor for services not related to routine preventive maintenance. All work must be pre-approved by the Contracting Officer and the Contracting Officer's Representative prior to starting work. This is a not to exceed CLIN of. The contractor can only invoice for services pre-approved, performed, and accepted by the Government in accordance with the SOW. Any services not performed during this period of performance will be de-obligated to the Government.

Contract Period: Option 2 POP Begin: 10-01-2027 POP End: 09-30-2028

12.00 EA

Option 3 Contractor shall furnish all labor, tools, replacement parts, and equipment to perform Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on ALL the Fire Alarm, to include overhead and swinging doors, and Sprinkler Systems at the Michael E. DeBakey VA Medical Center (MEDVAMC) campus, 2002 Holcombe Blvd., Houston, TX 77030, per the specifications listed below. All work shall be done and documented in accordance with the current National Fire Protection Association (NFPA) Standards and Code Requirements.

Contract Period: Option 3 POP Begin: 10-01-2028 POP End: 09-30-2029

Option 3 PARTS RIDER - This contract includes a parts and labor rider to provide for normal hours, after hours, or emergency repairs discovered for parts/repairs not covered by this contract.

All Repair work must be pre-approved by the CO and COR. THIS PARTS RIDER IS NOT AN AWARD. Rider funding not used during the applicable period of performance will be retained by the Government as this cost is NOT owed to the contractor if not used. When used, the contractor shall obtain approval from the COR or CO prior to use and invoice against this line item only.

Fully Loaded Labor Rate for Nonroutine Service, Parts Repairs and Emergencies Senior Service Technician: $ Any Other Personnel: $

Contract Period: Option 3 POP Begin: 10-01-2028 POP End: 09-30-2029

Option 4 Contractor shall furnish all labor, tools, replacement parts, and equipment to perform Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on ALL the Fire Alarm, to include overhead and swinging doors, and Sprinkler Systems at the Michael E. DeBakey VA Medical Center (MEDVAMC) campus, 2002 Holcombe Blvd., Houston, TX 77030, per the specifications listed below. All work shall be done and documented in accordance with the current National Fire Protection Association (NFPA) Standards and Code Requirements.

Contract Period: Option 4 POP Begin: 10-31-2029 POP End: 09-30-2030

Option 4 PARTS RIDER - This contract includes a parts and labor rider to provide for normal hours, after hours, or emergency repairs discovered for parts/repairs not covered by this contract.

All Repair work must be pre-approved by the CO and COR. THIS PARTS RIDER IS NOT AN AWARD. Rider funding not used during the applicable period of performance will be retained by the Government as this cost is NOT owed to the contractor if not used. When used, the contractor shall obtain approval from the COR or CO prior to use and invoice against this line item only.

Fully Loaded Labor Rate for Nonroutine Service, Parts Repairs and Emergencies Service Technician: $ Any Other Personnel: $

Contract Period: Option 4 POP Begin: 10-01-2029 POP End: 09-30-2030

GRAND TOTAL

i. Prior to exercising any option, the Contracting Officer will ensure that it is still in the government’s best interest, with price and other factors considered.

ii. Any extension, in accordance with FAR 52.217-8 shall utilize pricing provided in the last option year to assist the Contracting Officer in conducting price analysis to determine Fair and Reasonable pricing. Thus, the offeror’s total price for the purpose of evaluation will include the option provision to extend the performance of the contract up to an additional six months, when the contractor is provided written notice. Thus, providing separate pricing for the optional six-month extension period is not required.

B.4 PERFORMANCE WORK STATEMENT

Testing, Inspection, Preventative Maintenance, Repair, and Calibration of Fire Alarm and Fire Suppression Systems

1. GENERAL REQUIREMENTS: The Department of Veterans Affairs (VA), Michael E. DeBakey VA

Medical Center (VAMC) is requesting Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on all the Fire Alarms, to include overhead and swinging doors, and Sprinkler Systems located at 2002 Holcombe Blvd., Houston, TX 77030.

a) The Contractor shall provide inspections to be completed plus or minus 20 days for Semi-Annual Inspections and plus or minus 30 days for Annual Inspections from previous inspection completion dates. Due to these systems being directly related to Veteran patient, VA employee, and visitor safety. This request is considered urgent and compelling to correct system deficiencies that render each system non-compliant with National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) and Joint Commission requirements. Contractor shall include devices and equipment that may be added on due to construction and renovation activities.

b) This work shall include all correction of identified deficiencies found either through inadvertent alarms, malfunctions of either alarms or sprinkler suppression systems and scheduled inspections or testing by other vendors. All work will be coordinated through the Contracting Officer Representative (COR) and the Contracting Officer (CO), but the Contractor must work closely with his/her Contractor personnel to ensure expeditious resolution of all inspections, maintenance, and repairs.

c) The Contractor shall complete quarterly, semi-annual, and annual inspections, and a different Contractor personnel to complete repair and maintenance. Each deficiency will be given a unique identifier by the Fire Alarm (Notifier System) and Suppression Testing/Inspection contractor. This identifier will be included in all documentation submitted to verify correction along with pertinent device identifiers. All newly installed devices will be given unique identifiers following the same naming pattern as previous devices.

d) Contractor shall provide qualified, licensed personnel performing maintenance repair, testing and shall be factory trained on the systems the Contractor personnel are working on. Contractor shall provide one (1) person per applicable task that is Honeywell Notifier Licensed and National Institute for Certification in Engineering (NICET) Level 2 qualified per NFPA, local fire codes, Texas Department of Licensing and Regulation (TDLR), and approved by the Authority Having Jurisdiction (AHU) as a senior certified technician with each technical personnel having completed the Occupational Safety Health Administration (OSHA) approved 10- hour safety training.

e) Contractor personnel shall complete the following training (manual) prior to start of work at the Michael E. DeBakey VAMC. Contractor required to complete VA Privacy and Information Security Awareness & Rules of Behavior Training (TMS) COURSE #: 10176 “Privacy and INFOSEC & Rules of Behavior.

f) All Contractor personnel and subcontractor personnel requiring access to VA information and VA information systems shall sign and acknowledge (manually) understanding of and responsibilities for compliance within 1 week of the effective date of award of the contract, before being granted access to VA information and its systems; and annually thereafter, as required by the following:

(1) Sign and acknowledge (manually) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

(3) Successfully complete the appropriate VA Privacy training and annually complete required privacy training.

g) The Contractor shall provide to the Contracting Officer and/or the COR (Contracting Officer’s Representative) a signed copy of the Contractor Rules of Behavior for each applicable Contractor personnel within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

1.1 The Contractor shall furnish all labor, materials, parts, equipment, tools, transportation/travel, factory/trained licensed personnel, management, and supervision required to provide Fire Alarm and Fire Suppression Systems Maintenance Inspection and Testing services in accordance (IAW) manufacturer’s instruction manuals and related references, applicable codes and standards. The full listing of the equipment schedule can be found in Section Five (5), titled Equipment Schedule. This is for a Firm Fixed-Price (FFP) Contract. This is for a base, with four (4) additional, one (1)-year options to be exercised at the Government discretion.

2. NON-PERSONAL SERVICES: The government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the government assign work to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer immediately.

3. PLACE OF PERFORMANCE: The place of performance is at the Michael E. DeBakey VAMC, located at 2002 Holcombe Blvd., Building 100, Houston, TX 77030. Main Campus Building Locations:

Building 100 – Main Hospital Building 102 – Maintenance Garage Building 102A – Storage Building Building 103 – FMS Engineering Shops Building 104 – Chiller Plant Building 105 – Boiler Plant Building 105A – Energy Control Building 106 – Generator Plant Building 108 - Police/VISOR/Fitness Center Building 108A – Mental Health Outpatient Clinic Building 109 – Research Building 110 – Admin/Research Building 114 – Pump House Building 120 – Admin Swing Space Building 121 – Vacant (Pending Demo/Rebuild) Building 122 – Vacant (Pending Demo/Rebuild)

Building 123 – CH & P Plant Building 125 – Accounting and Finance Fisher Houses I, II and III Parking Garage

4. PERIOD OF PERFORMANCE: This is for a base, with four (4) additional, one (1)-year options to be exercised at the Government discretion.

Base: March 14, 2025 – September 30, 2025 Option Year 1: October 1, 2025 – September 30, 2026 Option Year 2: October 1, 2026 – September 30, 2027 Option Year 3: October 1, 2027 – September 30, 2028 Option Year 4: October 1, 2028 – September 30, 2029

5. EQUIPMENT SCHEDULE: Description of frequent repair items for Michael E. DeBakey VAMC include:

A. FIRE ALARM REPAIRS

1 Replace Addressable Smoke Detectors 2 Replace Addressable Heat Detectors 3 Replace Addressable Pull Stations 4 Replace 2-Wire Duct Detector 5 Replace 4-Wire Duct Detector 6 Replace Individual Addressable Module 7 Replace Addressable Relay Module 8 Replace Tamper Switch 9 Replace Remote Annunciator 10 Replace Speaker/Visual 11 Replace Visual Only 12 Replace Fiber Media Module.

13 Replace Wired Media Module 14 Troubleshoot Earth Ground Fault Trouble 15 Troubleshoot Short Circuit Wiring Trouble 16 Troubleshoot Open Circuit Wiring Trouble 17 Replace Panel CPU Board 18 Replace Network Interface Board 19 Replace System Power Supply Board With USP

B.

Sprinkler Repairs

1 Replace Control Valves (PIV) 2 Replace Pre-Action/Deluge Valves/Drain Valves, Various Sizes/Test Valves 3 Replace Backflow Preventors and Components 4 Replace Gauges 5 Replace Sprinkler Heads 6 Replace Sprinkler Pipe/Pipe Sections 7 Replace Water Flows and Tampers

8 Replace Electric Bells/Water Gongs 9 Replace Ansul Cylinders/Linkages in Kitchens and Manual Pull Stations 10 Replace Sight Glass

A. Swinging Fire Door Repairs

1 Hinges 2 Astragals 3 Latch Plates/Strike Plates 4 Magnetic Holders 5 Door Closers 6 Doorknobs 7 Doorstop 8 Fire Door Rating Labels (Missing or Painted) 9 Replace Missing Screws 10 Repair Door and Frame Penetrations 11 Door Sweeps 12 Gaskets 13 Coordinating Devices

6. DESCRIPTION OF WORK:

a) The Contractor shall perform work under the supervision of an on-site, fully competent person for the system under work. Prior to performing any required work such as Monitoring, Maintenance, Inspection, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems, a maintenance schedule shall be submitted to and coordinated with the Contracting Officer’s Representative (COR). Two (2) days prior to the approved scheduled inspection date for regular maintenance, programming, testing or repairs the Contractor shall contact the COR for confirmation to ensure that the scheduled date is still acceptable.

b) The Contractor shall provide all supplies, materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances and the Joint Commission standards. The Contractor’s procedures and quality control procedures shall conform to these guidelines.

c) The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from damage during performance of this contract. The Contractor shall be responsible for any injury to himself/herself or his/her Contractor personnel, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her Contractor personnel fault or negligence.

d) All Contractor personnel and subcontractors shall wear a visible name and company identification when onsite. When more than one person is onsite performing work under this contract, one must be designated as a supervisor and must be fully responsible for the work to be performed.

e) The Contractor personnel and subcontractor working onsite must wear the VA Contractor badge.

The COR will be responsible for securing contractor badges for each contracted employee.

f) Infection Control Risk Assessment (ICRA) permits shall be obtained from the Michael E. DeBakey VAMC Safety Office and provisions followed and addressed while working in all areas of the Michael E. DeBakey VAMC.

g) Contractor shall contact the COR or Energy Control for procedures to take monitoring systems offline during repair procedures. The Contractor shall take all efforts to prevent this from occurring with any regularity. A panel must show a “no fault or no trouble” condition upon completion of test and/or repairs.

h) After the repairs have been completed, the Contractor shall contact the COR prior to placing monitoring systems back online, and the appropriate tags will be attached indicating the system status.

i) The Contractor shall attach a “white” tag upon commencement of work indicating the work in progress and will remain on until the next inspection.

j) The Contractor shall be responsible for any damage to the fire system during the work processes.

The tagging and labeling system shall clearly identify either a “blue” (operational condition) or “yellow” (troubled condition but functional) or “Red” (impaired or fault but functional) or “Red” (System Inoperable). This labeling system applies to all circuit boards, components in the control panels, annunciator panels, transponders, printers, keyboards, monitors, and peripheral devices such as smoke detectors, pull stations, audible and visible units, door contacts, tampers, and flows associated with the fire alarm/sprinkler system.

7. INSPECTION, TESTING PROCEDURES (CAMPUS-WIDE):

a) The Contractor shall complete inspections plus or minus twenty (20) days for Semi-Annual Inspections and plus or minus thirty (30) days for Annual Inspections from previous inspection completion dates.

b) Quarterly: The Contractor shall complete work by the end of the third (3rd) month of each quarter.

The quarterly inspections shall be completed no later than December, March, June, and September respectively.

c) The Contractor shall test, inspect, and document fire protection equipment of all items listed in Section 5 as follows:

Inspections shall be completed by the dates listed in the table below:

INSPECTION REQUIRED MONTH OF COMPLETION

Frequency 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Quarterly December March June September

Semi-Annual December Not Applicable (N/A) June N/A Annual N/A N/A June N/A

d) Test and inspect fire protection system equipment to include the following. Document all items.

1) Verify that all alarm devices are properly received at the alarm panel.

2) Verify that all trouble signals are properly received at the alarm panel.

3) Check that all fire alarm panels are not obstructed and show no visible sign of damage.

4) Check fire alarm panel batteries for proper operation. Perform visual inspection for corrosion or leakage. Check and ensure tightness of connections. If necessary, clean and coat battery terminals or connections.

e) Test off-premises emergency services notification transmission equipment and document.

f) Test fire alarm supervisory circuits including the fire pump supervisory signals for pump run, power off, and phase reversal. The test will include separately, introducing a break in the circuit and a ground fault condition in each supervisory circuit. Documentation of all tests and results shall be submitted no later than two weeks after inspections.

g) Test the low air pressure alarms on the dry pipe sprinkler systems and document findings.

h) Inspect fire department water supply connections (FDCs), valves, and post indicator valves. Verify connections are visible and accessible, not damaged, caps or plugs are in place, identification sign is in place and automatic main drains for each building are working properly. The Contractor shall document findings.

i) Semi-Annual Inspections: Work shall be completed on the first and third quarterly inspections.

j) Test all valve tamper switches and water flow devices.

k) Test all water storage tank high and low water alarms.

l) Inspect and maintain all kitchen and hazardous waste and chemical storage automatic fire extinguishing systems in accordance with the most current version of National Fire Protection Association (NFPA) 96.

m) Test fire alarm system batteries in accordance with the most current version of NFPA 72. Test fire alarm system batteries as follows:

1. Battery Replacement – Replace batteries in accordance with the recommendations of the alarm equipment manufacturer or when the recharged battery voltage or current falls below the manufacturer’s recommendations. Replace all batteries at commencement of contract. Create an excel format database with location, installation date, and expiration date of battery.

2. Update database accordingly and send an initial copy and subsequent updates to the Contracting Officer Representative (COR).

3. Charger Test – With the batteries fully charged and connected to the charger, place an ampere meter in series with the battery under charge. The charging current shall be in accordance with the manufacturer’s recommendations for the type of battery used.

4. Discharge Test – With the battery charger disconnected, load test the batteries following the manufacturer’s recommendations. The voltage level shall not fall below the levels specified.

5. Load Voltage Test – With the battery charger disconnected, measure the terminal voltage while supplying the maximum load required by its application. Under load, the float voltage for the entire battery shall be 1.42 volts per cell. Cells shall be measured individually.

n) Elevator and Dumbwaiter Testing: Test elevators recall functions on ALL elevators on the

Michael E. DeBakey VAMC campus IAW the most current version of NFPA 72 for the following buildings:

1. Main Hospital – Building 100

2. Outpatient Mental Health – Building 108A.

3. Research – Building 109

4. Research/Admin – Building 110

5. Accounting and Finance – Building 125

6. Fisher House I

7. Fisher House II

8. Fisher House III

NOTE: The Michael E. DeBakey VAMC has a total of 47 elevator units including dumbwaiters.

Elevator recall function for elevators in Building 100 shall be completed between the hours of 9pm and 6am Central Time. Limited assistance will be provided from the VA Engineering staff.

However, it is the responsibility for the Contractor to ensure they have enough Contractor personnel available to complete this task on the day of testing.

o) Annual Inspections: The Contractor shall complete work on the third quarter inspection. Annual inspections shall be accomplished by inspecting all devices as listed in Section 5.

1) Test all duct detectors, electro-mechanical releasing devices, electronic magnetic locks, heat detectors, manual pull stations, and smoke detectors.

2) Conduct biannual (two-year) sensitivity testing and cleaning of all smoke alarms.

3) Test occupant alarm notification devices, including all audible devices, speakers, strobe lights, and speaker/strobe combinations.

4) Test all automatic smoke detection shut-down devices for air handling unit (AHU) equipment.

5) Inspect and test fire and smoke door assemblies throughout all buildings on campus in accordance with the most current version of NFPA 80 and document all test results.

6) Test all emergency exit doors and electronic mag locks. Any issues with emergency exit doors shall be reported immediately to the COR.

7) Conduct main drain test at all system risers per the most current version of NFPA 25.

8) Test fire pump under flow per the most current version of NFPA 25.

9) Test all fire hydrants in accordance with most current version of NFPA 25 and provide fire hydrant flow GPM per IAW/NFPA guidelines.

10) Inspect all sprinklers. Visually inspect sprinkler, sprinkler piping, pipe hangers, and seismic braces to make sure they are in good condition. Verify supply of spare sprinkler heads.

11) Inspect and test dry pipe systems. Trip test the dry pipe valve. Record the time from opening the inspector’s test valve until the dry pipe valve trips. Internally inspect dry pipe valve. Test air pressure maintenance device.

8. The Contractor shall notify the COR if panel alarm activation occurs unexpectedly during maintenance and immediately upon occurrence.

9. INSPECTION REPORT:

a) The quarterly, semi-annual, and annual inspections shall include all fire alarm/sprinkler system devices, smoke detectors, heat detectors, duct detector manual pull stations, relay modules, batteries, audiovisual devices, strobe power supplies, speakers, water flows, tampers, and pressure switches.

b) The quarterly/semi-annual/annual inspections shall include fire pump, backflow preventers, fire hydrants, exercise PIV’s, lubricate valves, test all associated components in accordance with applicable NFPA standard.

c) As the inspection on each system or building is completed, a description of the system condition, description of corrective measures, and any other special notes such as tests conducted, and maintenance work performed shall be annotated on an inspection form for each building or system.

d) The inspection report shall indicate the probable continuance of the condition of each system until the next inspection.

e) The Contractor shall furnish inspection, testing/maintenance reports and recommendations with the

COR within three (3) working days upon completion of a buildings Fire Alarm/Sprinkler System.

f) Quarterly, semi-annual, and annual inspections once completed per building, the Contractor shall review the report and present corrective measures for any red taggable deficiencies with the COR within three (3) working days.

g) Once the inspection has been completed and the report has been reviewed with the COR, any red tag deficiencies shall be repaired within three (3) working days upon approval.

h) Before submitting any report to the COR, the inspection reports shall be reviewed for any mistakes.

i) The Contractor shall modify the Fire Alarm/Sprinkler system as needed IAW NFPA standards, once approval to move forward has been approved by the COR.

10. INSPECTION PROCEDURES: The Contractor shall perform inspection, testing, maintenance and repair of the fire alarm equipment devices and sprinkler system under this contract in accordance with but not limited to all applicable codes, standards, manufacturer instructions and specifications and as outlined in paragraphs 11 through 13.

11. FIRE ALARM DEVICE INVENTORY – Honeywell Notifier eVance scanning and reporting, use scanner and reporting system after testing each device for inventory and Honeywell Notifier software eVance report generation and recommended repair or corrections. Inspection tags, Installation Tags, Calculation Plates, Inspection Reports, Fire Pump Tabular and Graphical dynamic test reports, The Joint Commission report format (when required) all alarms and trouble alarms when conducting testing shall be recorded and documented.

a) Fire Alarm AHU Shutdown Inspection – Shall be verified that the AHU shut down when the duct detectors are tripped.

b) Fire Alarm System Mode Offline/Test Zones shall be coordinated with Michael E. DeBakey VAMC Energy Control Center (EEC) and notify Michael E. DeBakey VAMC Police Service of all testing and alarms unrelated with Fire Alarm and Fire Alarm Sprinkler Testing.

c) Fire Alarm System Trouble Shooting: All troubles and failures shall be reported and repaired.

d) Fire Alarm Annunciator Testing – Shall be performed on both the 1st and 2nd floors.

e) Fire Sprinklers Install Backflow Preventer Assembly with isolation valves in Buildings 114 and

125.

f) Wet pipe inspection – Tamper and Flow Switches, Main Drain

g) Fire Alarm – Speaker Testing – All speakers on each floor shall be tested using all individual

Honeywell Notifier Digital Control (DVC) announcements; all speakers to be scanned to Honeywell Notifier eVance report should also be generated.

h) Fire Alarm Strobe testing and repair – All strobes shall be tested, scanned for inventory and reports.

All open circuits shall be repaired and documented.

i) Fire Alarm System Maintenance and Repair – Shall use current model year or later parts, equipment, and devices.

j) Fire Alarm Device repair/Replacement shall be done for any detectors, displays, network communication cards, repeaters, and remaining device failures or malfunction.

k) Fire Sprinkler Internal Inspection, 5-Year shall be performed on all Fire Sprinkler systems at the Michael E. DeBakey VAMC.

l) Fire sprinkler hydro testing: All Fire Sprinkler systems to include FDC’s shall be Hydro-Tested, and documentation provided.

m) Fire Sprinkler Flow Testing, Fire Pump with tabular and graphical data results.

n) Fire Sprinkler Valve Maintenance, post indicator valves, water motor gongs, alarm bells, FDC inspection FDC Caps and backflow preventors, clean out/flush rust, corrosion and debris, dry system low air testing and compressor repair/replacement, 5-Year gauge replacement, stand-pipe hose valves (Stairwells), flow and tamper switches.

o) Fire Sprinkler low point drain and dry system piping pitch verification 3-Year.

p) Fire sprinkler standpipe flow testing 5-Year shall meet or exceed required results.

q) Hazardous Waste Storage Building Inspections (Semi-Annual) fusible links and tanks shall be tested, and fusible links replaced with current year of manufacturer on each inspection.

r) Kitchen Hood Fire Suppression System Inspections (Semi-Annual) All sensors, devices, and batteries shall be tested at each inspection.

s) Annual Fire Sprinkler Inspection – All spaces, buildings, Fire Alarm Systems, and components shall be inspected and documented.

t) Magnetic Door Holder and Electronic Magnetic Door Locks shall be tested and ensure all release from a fire alarm. The Contractor shall document all results and repair(s) if required.

u) All new, existing, and remaining devices shall be scanned and added to the equipment/device list.

v) Swinging Fire Doors shall be visually inspected from both sides of the door assemblies to identify any damaged or missing parts that can create a hazard during testing or impact operation and results documented. If repairs are needed, they should be completed by a subcontractor hired by the prime.

If any fire door needs re-labeling, the primary Contractor shall ensure a sub-contractor is scheduled to complete the work.

w) All fire alarm panels shall not have any trouble or alarms showing and discrepancies shall be addressed immediately.

x) Any missing or required devices found in inspections shall be installed, programmed into Fire Alarm panels tested and documented.

y) All the latest NFPA Code Standards and Joint Commission standards shall be adhered to.

z) Scheduling inspections shall be due +/- 20 days for Semi-Annual and +/- 30 days for annual days from last inspection dates.

aa) Contractor shall sign in and out each time Contractor personnel arrive and depart from the Michael

E. DeBakey VAMC to execute work under this contract. Upon arrival on station, all Contractor personnel will sign in at Building 104/Energy Control Center (ECC) and sign out again upon leaving for the day. All inspections shall be scheduled with the COR two (2) weeks in advance.

bb) Two-way radio communication while performing Fire Alarm testing from Fire Alarm inspector at devices and Fire Alarm Inspector at the Fire Alarm panel shall be maintained to report Fire Alarm panel and maintained to report Fire Alarms not associated with the testing to alert local authorities.

cc) Off premises notification panels shall be updated to digital and upgraded cellular back up and tested quarterly with off-sight monitoring.

dd) Trouble alarm repair/replacement including panel failure, open and short circuits, boosters and battery chargers, smoke detectors, acclimate smoke, detectors, workstations and all existing and remaining devices and equipment.

12. SPARE PARTS AND TEST EQUIPMENT: A complete inventory of spare parts is to be maintained by the Contractor for maintenance/repair of the Fire Alarm/Sprinkler systems.

a) All spare parts maintained by the Contractor shall meet or exceed conformity with NFPA standards.

b) All equipment and material shall be labeled and listed for compliance with appropriate standards.

c) Service technicians/inspector shall be equipped with all tools and test equipment necessary for preventative maintenance and field repair of fire protection systems and devices.

d) The Contractor shall not proceed with any repairs without permission from the COR or CO.

e) Contractor shall submit turnkey line-item prices to remove and replace the following fire alarm/sprinkler system devices:

1. Smoke Detectors

2. Heat Detectors

3. Duct Detectors

4. Manuel Pull Stations

5. Control Modules, Monitor Modules and Relay Modules

6. Batteries

7. Audiovisual Devices

8. Strobe Power Supplies

9. Sprinkler Heads

10. Escutcheons

11. Cover Plates

12. Spray Nozzles

13. Deflectors

14. Gauges

13. MAINTENANCE/REPAIR OF FIRE ALARM AND SUPPRESSION SYSTEMS: Maintenance, Monitoring, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems the Contractor shall coordinate any repairs, modification and inspections with the COR. Work shall be performed in accordance with NFPA 101, 72, 90A, 25, 17A and 13 required acceptable Fire Safety Standards, as they apply, and the following: Maintenance shall be performed on a semi-annual (twice/year) basis and shall be conducted in accordance with manufacturer’s standards. Contractor shall estimate approximately 40 calls per year. The Contractor shall maintain and update the current fire alarm/sprinkler system program.

a) Contractor shall provide a cost estimate (quote) that includes specific costs broken out for labor and materials: The cost estimate shall include the deficiency identifier assigned to it by the Inspection Contractor if applicable. The COR may verbally approve to order parts and schedule the work;

however, approved in writing by the COR or the Contracting Officer. All red tagged items shall be investigated and quoted within 24 hours, work completed within 72 hours of being notified by COR. The Service Line will submit an acquisition plan electronically through FORCE for work as within scope to the Contracting Officer to approve the cost estimate to stay within time perimeters.

Contractor shall supply all devices and parts.

b) As a minimum, maintenance shall consist of all fire alarm/sprinkler systems and shall be thoroughly inspected and tested for proper operation. Fire Alam/Sprinkler System shall be always maintained in full operating condition and any defects and/or impairments noted will be reported to the COR immediately with a corrective action plan for repairs. All detectors, manual pull stations, strobes and sprinkler heads shall be examined and cleaned. If the Contractor accidentally or deliberately trips and expels agents, he or she shall replace the agent at his or her own expense. **Maintenance Times to be determined (TBD) and coordinated with the COR/VA POC.

c) Upon notification of any issue by telephone or electronically, if the identification of the issue occurred during a fire alarm and sprinkler/suppression inspections. The Contractor shall compile red tag issues, communicate to the COR of all red tag issues, and provide a cost estimate for the repairs.

d) Any troubles or impairments detected in the system; the Contractor shall notify the COR with a

Corrective Action Plan. Once, COR gives the approval work shall be completed within 3 working days.

e) The Contractor shall maintain and update the current fire alarm/Sprinkler system program. The Contractor shall modify the Fire Alarm/Sprinkler system as needed IAW NFPA standards. The Contractor shall provide 3rd party review of fire alarm and sprinkler renovation drawings as requested by Michael E. DeBakey VAMC construction project team to ensure all applicable standards are applied during contracted design.

14. SUMMARY OF WORK:

a) The Contractor shall submit a complete written report of the work performed to the COR/ government point of contact within 14 days from the final date of the Quarterly, Semi-Annual, and Annual tests and inspections. Information shown in the report shall be as follows:

1. Company’s name, address, telephone, and FAX numbers.

2. Name and signature of contractors on the service ticket who performed the inspection, maintenance, and testing.

3. VA Work Contract Number, name and number of VA Contracting Officer.

4. Date and Time of work including start and completion times, with hours worked.

5. Copies of contractors’ valid license, professional and training certificate(s).

6. Description of installation, inspection, deficiency, and repair tags installed on systems.

7. Location- Building name or number, Floor, Type of work performed, Name of device lists, date testing was completed, Parts replaced, testing results, recommended repair procedures, testing procedures, and locations of devices and equipment.

8. Reference materials such as equipment manufacturer’s specifications and coordination study

9. Remarks on conditions of device/equipment. List all deficiencies, if any.

10. Recommended corrective actions, if any. The Contractor shall ensure that the authorized service personnel representative logs include the for the service performed.

b) The Contractor shall provide a service ticket of all work performed to include a basic diagram identifying the parts by device address label and room numbers. If identified during inspections/testing, the Contractor shall identify each deficiency corrected by the number assigned by the Inspection Contractor. Corrections for no more than one (1) building shall be included in each service ticket. The service ticket shall be provided electronically to the COR the day the work is completed. DOCUMENTATION REQUIREMENTS: The Contractor shall provide an electronic service ticket identifying each repair corrected or device installed as well as a service ticket identifying each repair corrected or device installed. The service ticket will note any pertinent The Joint Commission (TJC) standard and element of performance and the NFPA criteria the correction addresses. The service ticket shall be signed by the designated VA point of contact (POC), or the COR to verify the work is complete, and before the Contractor leaves that day. The signed service ticket shall be submitted by the Contractor, along with the invoice to the Tungsten portal to receive payment.

c) Quarterly Inspections – Inspections shall follow the government fiscal year. Inspections shall be completed by the 3rd month of each quarter.

1. 1st quarter ends on December 31st,

2. 2nd quarter ends on March 31st,

3. 3rd quarter ends on June 30, and

4. 4th quarter ends on September 30th.

d) Semi-Annual Inspections - Shall be completed in the 1st and 3rd Quarters.

e) Annual Inspections – Shall be completed in the 2nd Quarter.

15. RESPONSE TIMELINESS: The Contractor shall be able to provide competent alarm, suppression, or sprinkler technicians to resolve emergent conditions within one (1) hour of notification to the issue;

response time for non-emergent conditions are eight (8) hours…