RFQ 36C25926Q0391 0002.pdf

RFQ 36C25926Q0391 0002

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)

1 24

0002 04-30-2026

None

36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

To all Offerors/Bidders

36C25926Q0391

X

X X

See CONTINUATION Page

Fire Alarm & Sprinkler Maintenance, Testing and Inspections for the Lawton Outpatient Clinic and the Oklahoma City VAMC

The purpose of this amendment (002) is to post vendor supplied questions and service responded answers. Question submission period is formally closed.

Updated Cost Schedule and updated PWS attached.

Deficiency reports attached.

All other terms and conditions of the original solicitation remain unchanged.

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Recurring maintenance, testing, and inspection - Annual services list at Oklahoma City VAMC Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H912 - Other Quality Control, Testing, and Inspection - Fire Control Equipment

Recurring maintenance, testing, and inspection - Semi-Annual services list at Oklahoma City VAMC Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

2.00 JB __________________ __________________

Recurring maintenance, testing, and inspection - Quarterly services list at Okalhoma City VAMC Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

12.00 JB __________________ __________________

Monthly servicing and troubleshooting - Oklahoma City VAMC Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection - Annual services list at Lawton Main Outpatient Clinic Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection - Semi-annual services list at Lawton Main Outpatient Clinic Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

4.00 JB __________________ __________________

Recurring maintenace, testing, and inspection - Quarterly services list at the Lawton Outpatient Clinic Contract Period: Base POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Okalhoma City VAMC Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Main Outpatient Clinic Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Lawton Main Outpatient Clinic Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Lawton Outpatient Clinic Contract Period: Option 1 POP Begin: 06-01-2027 POP End: 05-31-2028

Oklahoma City VAMC Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Okalhoma City VAMC Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Main Outpatient Clinic Contract Period: Option 2 POP Begin: 06-01-2028

POP End: 05-31-2029

Lawton Main Outpatient Clinic Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Lawton Outpatient Clinic Contract Period: Option 2 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Okalhoma City VAMC

Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Main Outpatient Clinic Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Lawton Main Outpatient Clinic Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Lawton Outpatient Clinic Contract Period: Option 3 POP Begin: 06-01-2029 POP End: 05-31-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Oklahoma City VAMC Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection - Quarterly services liast at Oklahoma City VAMC Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection - 5-year services list at Oklahoma City VAMC Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Main Outpatient Clinic Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection – Quarterly services list at Lawton Main Outpatient Clinic Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Recurring maintenance, testing, and inspection - 5-year services list at Lawton Main Outpatient Clinic Contract Period: Option 4 POP Begin: 06-01-2030 POP End: 05-31-2031 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

GRAND TOTAL __________________

A.2 PERFORMANCE WORK STATEMENT (PWS)

B.2 – Scope of Work Oklahoma City VA Health Care System

1. GENERAL DESCRIPTION:

The purpose of this contract is to provide the Oklahoma City VA Health Care System with comprehensive inspection, testing, troubleshooting, and maintenance to its facilities’ fire alarm systems and fire sprinkler systems in accordance with the requirements specified with the latest code publications of NFPA 72 and NFPA 25 (note: this does not default to 2012 editions of NPFA). The fire panel programming at each of the facility locations listed under this scope of work are maintained frequently by a local vendor Everon Commercial Security.

2. LOCATIONS:

1) OKC VA Medical Center 921 NE 13th street

OKC OK 73104

2) Lawton Main 4303 Pitman St.

Ft Sill OK 73503

3. SERVICES:

a) Recurring Inspection, Testing, and Maintenance

The contractor shall supply all labor, materials, and other supplies needed to complete all required maintenance, testing, and inspections in accordance with most current editions of NFPA 72 and NFPA 25. They shall provide all necessary qualified personnel, labor, equipment, and calibration instruments to perform preventive maintenance and inspections for the Government-owned Fire Protection Systems located at the three facility addresses provided above. The required intervals for the respective component types for the fire alarm and fire suppression system are outlined below.

The devices include fire alarm systems and fire sprinkler systems as well as all peripherals associated with these systems including but not limited to the items listed in this scope. The interval required under this contract’s scope may be more frequent than what the requirements of NFPA 72 and NFPA 2025 stipulate (latest editions are 2025 and 2023, respectively). The contractor shall be required to follow the latest stipulations of code for the tasks of each individual device; however, the VA facility is choosing to have a more frequent interval than code mandates.

Oklahoma City VA Medical Center

System Component Testing Frequency and

Service Month

Fire Alarm Supervisory Signals Quarterly – Nov., Feb., May, Aug.

Fire Alarm Off Site Notification (DACT) Quarterly – Nov., Feb., May, 3

Aug.

Sprinkler Main Drains Quarterly – Nov., Feb., May, Aug.

Sprinkler Fire Department Connections Quarterly – Nov., Feb., May, Aug.

Fire Alarm CO Detectors Semiannual – Nov. and May 3 Fire Alarm Duct Detectors Semiannual – Nov. and May 76 Fire Alarm Heat Detectors Semiannual – Nov. and May 55 Fire Alarm Smoke Detectors Semiannual – Nov. and May 403 Fire Alarm Pull Boxes Semiannual – Nov. and May 200 Fire Alarm Electronic Releasing Devices Semiannual – Nov. and May 118 Fire Alarm Horn Only Semiannual – Nov. and May 0 Fire Alarm Horn Strobe Semiannual – Nov. and May 5 Fire Alarm Strobe Only Semiannual – Nov. and May 5 Fire Alarm Speaker Strobe Semiannual – Nov. and May 448 Fire Alarm Speaker Only Semiannual – Nov. and May 798 Fire Alarm Emergency Service Notification Semiannual – Nov. and May 1 Fire Alarm AHU Shutdown Semiannual – Nov. and May 76 Fire Alarm Annunciators Semiannual – Nov. and May 5 Fire Alarm Power Supplies Semiannual – Nov. and May 60 Fire Alarm Door Holder Semiannual – Nov. and May 118 Fire Alarm Digital Alarm Comm Transmitter Semiannual – Nov. and May 1 Fire Alarm FACP – Panel Semiannual – Nov. and May 26 Fire Alarm BAT – Batteries Semiannual – Nov. and May 74 Fire Alarm PWRS – Power Supply Semiannual – Nov. and May 60 Fire Alarm Elevator Semiannual – Nov. and May 15 Fire Alarm Elevator Primary Recall Test Semiannual – Nov. and May 15 Fire Alarm Elevator Alternate Recall Test Semiannual – Nov. and May 15 Fire Alarm Elevator Shunt Trip Semiannual – Nov. and May 15 Fire Alarm Roll down fire curtains Semiannual – Nov. and May 0 Fire Alarm Fire doors connected to security system Semiannual – Nov. and May 4 Fire Alarm Battery Charging Circuits Semiannual – Nov. and May 24 Sprinkler Tamper Switches Semi-Annual – Nov. and May 123 Sprinkler Water Flows Semi-Annual – Nov. and May 93

Sprinkler Backflow Preventers (one in a confined space)

Semiannual – Nov. and May 4

Sprinkler Hydrant Semiannual – Nov. and May 1 Sprinkler Wet Systems Semiannual – Nov. and May 5 Sprinkler Dry Systems Semiannual – Nov. and May 1 Sprinkler Control Valves Semiannual – Nov. and May 128 Sprinkler Standpipe - Flow Test 5-year – Due in March of

Lawton Main Outpatient Clinic System Component Testing Frequency and

Service Month

Fire Alarm Supervisory Signals Quarterly – Nov., Feb., May, 2

Aug.

Fire Alarm Off Site Notification (DACT) Quarterly – Nov., Feb., May, Aug.

Sprinkler Main Drains Quarterly – Nov., Feb., May, Aug.

Sprinkler Fire Department Connections Quarterly – Nov., Feb., May, Aug.

Fire Alarm Horn Only Semiannual – Nov. and May 0 Fire Alarm Horn Strobe Semiannual – Nov. and May 0 Fire Alarm Strobe Only Semiannual – Nov. and May 6 Fire Alarm Speaker Strobe Semiannual – Nov. and May 37 Fire Alarm Speaker Only Semiannual – Nov. and May 0 Sprinkler Tamper Switches Semiannual – Nov. and May 2 Sprinkler Water Flows Semiannual – Nov. and May 1 Fire Alarm Duct Detectors Annual – Nov. 5 Fire Alarm Heat Detectors Annual – Nov. 2 Fire Alarm Smoke Detectors Annual – Nov. 27 Fire Alarm Pull Boxes Annual – Nov. 14 Fire Alarm Electronic Releasing Devices Annual – Nov. 0 Fire Alarm Emergency Service Notification Annual – Nov. 1 Fire Alarm AHU Shutdown Annual – Nov. 5 Fire Alarm Annunciators Annual – Nov. 1 Fire Alarm Power Supplies Annual – Nov. 1 Fire Alarm Door Holder Annual – Nov. 4 Fire Alarm Digital Alarm Comm Transmitter Annual – Nov. 1 Fire Alarm FACP – Panel Annual – Nov. 1 Fire Alarm BAT – Batteries Annual – Nov. 4 Fire Alarm PWRS – Power Supply Annual – Nov. 1 Fire Alarm Elevator Annual – Nov. 0 Fire Alarm Elevator Primary Recall Test Annual – Nov. 0 Fire Alarm Elevator Alternate Recall Test Annual – Nov. 0 Fire Alarm Elevator Shunt Trip Annual – Nov. 0 Fire Alarm Roll down fire curtains Annual – Nov. 0 Fire Alarm Fire doors connected to security system Annual – Nov. 0 Fire Alarm Battery Charging Circuits Annual – Nov. 1 Sprinkler Backflow Preventers (one in a confined space) Annual – Nov. 1

Sprinkler Hydrant Annual – Nov. 1 Sprinkler Wet Systems Annual – Nov. 1 Sprinkler Dry Systems Annual – Nov. 1 Sprinkler Control Valves Annual – Nov. 3 Sprinkler Standpipe - Flow Test 5-year – Due in March of

b) Monthly Servicing and Troubleshooting

The contractor shall provide a monthly inspection service separate from the inspection schedules.

This service shall investigate and troubleshoot all active trouble codes, supervisory signals, faults, and deficiencies on the main fire panel at OKC VAMC (does not include Lawton campuses) that have not already been identified on a prior report or inspection. The contractor shall provide a detailed summary report of the issued identified and the root causes for each of the individual trouble codes, supervisory signals, faults, and deficiencies. If items are preexisting from the previous month’s inspection service, the contractor shall not be expected to troubleshoot the issues again unless additional information is needed for determining a proper corrective action to remove the deficiency.

The contractor shall maintain a monthly digital inventory of all trouble codes, supervisory signals, faults, and deficiencies of the main fire panel and share this with the VA’s facility management team regularly. Each item shall be tracked with a unique item identifier to ensure tracking of new and repeat issues on the fire panel system. The contractor shall provide quotes to fix issues identified on the monthly service inspection outside of the regular quarterly inspection per code.

4. SERVICE STIPULATIONS & DELIVERABLES

a) The contractor must render all maintenance, testing, and inspections outlined in the table above during the respective calendar months above (i.e., November/May for semi-annual and November/February/May/August for quarterly).

b) The contractor must notify the VA’s COR and relevant stakeholders 14 days in advance with an Outlook invite and email describing the services being rendered as well as the location (no deviations from the contract’s service schedule shall be permitted due to the code mandates the facility must follow).

c) The contractor must prepare a comprehensive summary within 14 days after the most recent quarterly, annual, or semi-annual service which details the type of test for each device, the test results for each device, and each of the devices' locations in a format acceptable for The Joint Commission based on VA’s special accreditation standards.

d) At the first inspection interval of the contract, the contractor shall assign a task identification number for each item under the scope of work (e.g., Task #1, Task #2-A, etc.). The task identification numbers shall not change nor be duplicated throughout the entire duration of the recurring contract.

Each of the device category items shall be separated by a page break on the report to allow for easier printing and presentation without rolling across several pages.

e) The contractor must provide a detailed deficiency list upon completion of each inspection cycle at the same time as the formal report’s delivery to the VA. This list must also include an itemized quote for correcting the respective deficiencies for each device category. The report must also indicate the code citation reference in accordance with the most recent code publications for NFPA 25 and 72 (i.e., no references to NFPA 2012 or similar years shall be accepted on the report’s references – oversights such as this shall result in suspended invoice payments until corrected).

f) The contractor’s quote will encompass all deficiency’s needing materials, troubleshooting, and programming to correct the deficiencies as well as any follow up inspection to confirm for documentation. The follow up report showing and noting the corrective actions taken shall clearly indicate the corrective actions taken as well as the associated original task number to which the device relates from the original document trail. Once again, the deficiency summary report shall be served at the same time as the proposal to correct all deficiency items.

5. CLINs – Cost Line Items

CLIN Description Quantity Cost POP 0001 Recurring maintenance, testing, and inspection – Annual services list at Oklahoma City VAMC

1 1-JUN-2026

To

31-MAY-2027

0002 Recurring maintenance, testing, and inspection – Semiannual services list at Oklahoma City VAMC

1 1-JUN-2026

To

31-MAY-2027

0003 Recurring maintenance, testing, and inspection – Quarterly services list at Oklahoma City VAMC

2 1-JUN-2026

To

31-MAY-2027

0004 Monthly servicing and troubleshooting -

Oklahoma City VAMC

12 1-JUN-2026

To

31-MAY-2027

0005 Recurring maintenance, testing, and inspection – Annual services list at Lawton Main Outpatient Clinic

1 1-JUN-2026

To

31-MAY-2027

0006 Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic

1 1-JUN-2026

To

31-MAY-2027

0007 Recurring maintenance, testing, and inspection – Quarterly services list at Lawton Main Outpatient Clinic

4 1-JUN-2026

To

31-MAY-2027

1001 Recurring maintenance, testing, and inspection – Annual services list at Oklahoma City VAMC

1 1-JUN-2028 to

31-MAY-2029

1002 Recurring maintenance, testing, and inspection – Semiannual services list at Oklahoma City VAMC

1 1-JUN-2028 to

31-MAY-2029

1003 Recurring maintenance, testing, and inspection – Quarterly services list at Oklahoma City VAMC

2 1-JUN-2028 to

31-MAY-2029

1004 Monthly servicing and troubleshooting - Oklahoma City VAMC

12 1-JUN-2028 to

31-MAY-2029

1005 Recurring maintenance, testing, and inspection – Annual services list at Lawton Main Outpatient Clinic

1 1-JUN-2028 to

31-MAY-2029

1006 Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic

1 1-JUN-2028 to

31-MAY-2029

1007 Recurring maintenance, testing, and inspection – Quarterly services list at

2 1-JUN-2028 to

31-MAY-2029

Lawton Main Outpatient Clinic

2001 Recurring maintenance, testing, and

Oklahoma City VAMC

1 1-JUN-2028 to

31-MAY-2029

2002 Recurring maintenance, testing, and inspection – Semiannual services list at Oklahoma City VAMC

1 1-JUN-2028 to

31-MAY-2029

2003 Recurring maintenance, testing, and inspection – Quarterly services list at Oklahoma City VAMC

2 1-JUN-2028 to

31-MAY-2029

2004 Monthly servicing and troubleshooting - Oklahoma City VAMC

12 1-JUN-2028 to

31-MAY-2029

2005 Recurring maintenance, testing, and inspection – Annual services list at Lawton Main Outpatient Clinic

1 1-JUN-2028 to

31-MAY-2029

2006 Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic

1 1-JUN-2028 to

31-MAY-2029

2007 Recurring maintenance, testing, and inspection – Quarterly services list at Lawton Main Outpatient Clinic

2 1-JUN-2028 to

31-MAY-2029

3001 Recurring maintenance, testing, and

Oklahoma City VAMC

1 1-JUN-2029 to

31-MAY-2030

3002 Recurring maintenance, testing, and inspection – Semiannual services list at Oklahoma City VAMC

1 1-JUN-2029 to

31-MAY-2030

3003 Recurring maintenance, testing, and inspection – Quarterly services list at Oklahoma City VAMC

2 1-JUN-2029 to

31-MAY-2030

3004 Monthly servicing and troubleshooting - Oklahoma City VAMC

12 1-JUN-2029 to

31-MAY-2030

3005 Recurring maintenance, testing, and inspection – Annual services list at Lawton Main Outpatient Clinic

1 1-JUN-2029 to

31-MAY-2030

3006 Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic

1 1-JUN-2029 to

31-MAY-2030

3007 Recurring maintenance, testing, and inspection – Quarterly services list at Lawton Main Outpatient Clinic

2 1-JUN-2029 to

31-MAY-2030

4001 Recurring maintenance, testing, and

Oklahoma City VAMC

1 1-JUN-2030

to

31-MAY-2031

4002 Recurring maintenance, testing, and inspection – Semiannual services list at Oklahoma City VAMC

1 1-JUN-2030

to

31-MAY-2031

4003 Recurring maintenance, testing, and inspection – Quarterly services list at Oklahoma City VAMC

2 1-JUN-2030

to

31-MAY-2031

4004 Monthly servicing and troubleshooting -

Oklahoma City VAMC

12 1-JUN-2030

to

31-MAY-2031

4005 Recurring maintenance, testing, and inspection – 5-year services list at Oklahoma City VAMC

1 1-JUN-2030

to

31-MAY-2031

4006 Recurring maintenance, testing, and inspection – Annual services list at Lawton Main Outpatient Clinic

1 1-JUN-2030

to

31-MAY-2031

4007 Recurring maintenance, testing, and inspection – Semiannual services list at Lawton Main Outpatient Clinic

1 1-JUN-2030

To

31-MAY-2031

4008 Recurring maintenance, testing, and inspection – Quarterly services list at Lawton Main Outpatient Clinic

2 1-JUN-2030

To

31-MAY-2031

4009 Recurring maintenance, testing, and inspection – 5-year services list at Lawton Main Outpatient Clinic

1 1-JUN-2030

To

31-MAY-2031

6. PERIOD OF PERFORMANCE:

a. Base Year: 1-MAY-2026 to 30-APR-2027

b. Option Year 2: 1-MAY-2027 to 30-APR-2028

c. Option Year 3: 1-MAY-2028 to 30-APR-2029

d. Option Year 4: 1-MAY-2029 to 30-APR-2030

e. Option Year 5: 1-MAY-2030 to 30-APR-2031

(6-month final extension is optional)

7. CONTACT INFORMATION:

1. Primary - Nathaniel Eastham 405-625-6464 and Nathaniel.Eastham@va.gov

2. Alternate - Josiah Curley 405-456-5372 and Josiah.Curley@va.gov

3. Tertiary - Boiler Plant Operator Station 405-456-3520 (after-hours contact)

8. CONTRACTING OFFICER REPRESENTATIVE (COR):

The contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer unless it is identified by the contract’s scope of work. The Government may appoint a COR. If so, a Delegation of Authority letter will be forwarded to the using service and the Contractor after the contract has been signed. The Delegation of Authority will identify the individual(s) as the COR(s). A COR is someone that is designated and authorized in writing (Delegation of Authority) by the Contracting Officer to perform specific technical or administrative duties. The COR is not authorized to grant permission(s) to change the scope of the project. The COR that is assigned for this contract will ensure that the supplies/services provided by this company are received based on the contractual terms and conditions. Finally, the COR will ensure that your invoices are received and paid timely in the best interest of the contractor.

9. HOURS OF SERVICES:

a. Normal Operational Hours (i.e., 06:00-17:00)

i. Services and inspections shall be performed on weekdays during normal business hours between 06:00 CST to 17:00 CST unless other arrangements have been made with the appropriate representatives.

ii. Normally, work will not be done on federal holidays. A list of federal holidays is at Federal Holidays (opm.gov).

iii. Any work scheduled outside of normal operational hours must be arranged and approved by the VA Health Care System’s Engineering service with at least 48 hours of advanced notice prior to work being performed and at least 14 days of advanced notice prior to any work requiring a system outage.

10. CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:

i. The contractor personnel shall report to VA personnel listed in the contacts list to sign-in every time work is being performed on site.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

ii. The contractor personnel shall report to VA personnel listed in the contacts list to sign-out before departing the VA facility at the end of each week.

iii. The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.

iv. The general contractor (not agents thereof) shall be required to have an on-site representative while contractor personnel are performing work.

11. GENERAL REQUIREMENTS:

i. All contractors performing work on our VA property on a recurring basis longer than 180 days must be vetted by Personal Identification Verification (PIV) badging. There will be a cost associated ($75.00) with this application requiring a background check for which contractors should account when submitting any formal bids.

ii. All contractors must complete and submit a quality assurance surveillance plan.

iii. All contractor personnel must be US nationals to be permitted onto VA property.

iv. The prime contractor shall provide documentation for all service actions received at the VA

Health Care System after inspection and assessment work is completed. A summary of service provided shall be emailed to the COR for documentation and service our tracking.

v. All work shall be done safely and in accordance with OSHA Regulations, VA Directives, and the State of Oklahoma Regulations. The contractor is responsible for ensuring that workplace safety regulations (i.e. OSHA) are always adhered to and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work.

vi. At no time will contractors leave left-over equipment on location when work being performed is not continual 24-hour work unless the Department of Veteran Affairs Personnel has given written permission to the contractor to do so.

b. Prior to the start of the contracting period, the primary contractor will be required to meet with the COR five (5) days prior to the beginning of the contract’s services in the Period of Performance to hold an award kickoff meeting to discuss the contents contained within this document to ensure that questions, concerns, and expectations are brought up prior to the start of work to remove any contractual ambiguity during the performance period with the VA.

c. The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

i. All work will be done safely and in accordance with OSHA Regulations, VHA Directives, State of Oklahoma Regulations, and local medical center policies as well as local procedures (e.g., ICRA/PCRA). The contractor will be responsible for ensuring that workplace safety regulations are always followed and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work

d. No weapons are permitted on the premises.

e. The contractor and their personnel shall always wear visible identification while they are on premises.

f. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

g. The contractor shall take all reasonable precautions necessary to protect people and property from injury or damage during the performance of this contract.

h. The contractor must demonstrate and acknowledge competency in the listed reference documents for this scope of work’s mission objectives.

12. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT

LANGUAGE FOR CONTRACTS:

a. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

d. The contractor shall not retain, use, sell, or disseminate copies of any deliverables that contain information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. The contractor agrees to comply with federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [email, fax, etc.] or state of completion [draft, final, etc.]. 36C26321P0052

i. No disposition of documents will be allowed without the prior written consent of the contracting officer. The agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the agency or destroyed without regard to the provisions of the agency records schedules.

j. The contractor is required to obtain the contracting officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract.

The contractor (and any sub-contractor) is required to abide by government and agency guidance for protecting sensitive and proprietary information.

13. SECURITY REQUIREMENTS

a. Background investigations and special agreement checks: All contractor personnel working on

VA property consistently for greater than 180 days are subject to the same level of investigation as VA employees who have access to VA Sensitive Information and will be required to obtain a PIV badge. The level of background investigation commensurate with the level of access needed to perform the performance work statement is PIV badging.

b. This requirement is applicable to all subcontractor personnel requiring the same access.

c. Following contract award, the Contracting Officer will provide the Contractor with forms to complete and guidance regarding the background process.

d. The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

e. The Contractor may have access to Protected Health Information (PHI) and Electronic

Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”).

Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

f. The Contractor shall have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

g. The Contracting Officer (CO) shall be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

h. Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities.

Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

i. Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature.

j. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the CO.

k. Contractor shall train all their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

l. All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

14. CHANGES TO CONTRACT

Only those services specified herein are authorized. Before performing any service of a non-contractual nature, Contractor shall contact the COR and Contracting Officer and identify the reason(s) for the additional work and/or service. All changes shall have prior written authorization from a VA Contracting Officer in the form of a written modification. The government may pursue a bilateral modification with the awarded contractor post award to adjust interval frequencies and locations depending the need of the facility’s requirement.

15. GRAY MARKET PREVENTION LANGUAGE

1. Gray market items are Original Equipment Manufacturers’ (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a services contract for maintenance of medical equipment for VA Health Care Systems. No remanufactures or gray market items will be acceptable.

2. The Contractor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

3. The delivery of gray market items to the VA in the fulfillment of an order/award/contract constitutes a breach of contract. Accordingly, VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at VA’s election, allowing the Contractor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA Health Care System upon discovery of such items.

16. SERVICE CONTRACT LABOR STANDARDS REQUIREMENTS

a. Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part of option year exercises or task orders issued against IDIQ contract or BPA as applicable.

b. For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

17. POST-AWARD CONFERENCE

a. Upon award of contract, Contractor shall attend a post-award conference via conference call with the Contracting Officer (CO), Contracting Officer Representative (COR), and COR designated representatives from VA facility.

1. On-Site Representation: To reduce redundant costs, will the VA allow a NICET Level II lead technician to serve as the on-site representative if they report daily to the Prime’s Project Manager?

https://www.dol.gov/whd/local/index.htm

Yes, a NICET Level II technician can be permitted to serve as the on-site representative throughout the duration of the contract.

2. Panel Programming Access: Will the awardee be given administrative passwords to perform programming in-house, or is subcontracting the current vendor, Everon, a mandatory requirement?

The awardee will be given administrative passwords for programming in-house; however, is highly, highly, highly preferred to source the current vendor (Everon) for programming support to ensure consistency and uniform nomenclature as they have had the most involvement with the current system.

3. Programming Support: Does the VA maintain a separate direct contract with Everon for programming support that the awardee must simply coordinate with?

Negative, the VA holds no direct contract with Everon for programming support. Everon is contacted on singular, irregular bases via credit card.

4. System Make/Model: Please provide the manufacturer and model for the fire alarm panels at the OKC and Lawton locations so we can ensure technicians have the correct factory certifications.

Gamewell FCI by Honeywell, E3 series

5. Confined Space Entry: For the backflow preventer inspection, will the VA provide the required CSE permit and rescue team, or is the contractor responsible for a fully equipped OSHA team?

The VA will provide the required Confined Space permit; however, the contractor is responsible for providing a fully equipped OSHA team when performing work within a permit-required confined space.

6. Baseline Reports: Will the VA provide the most recent 100% ITM deficiency report and active trouble log prior to the Base Year to establish a clear baseline of system health?

Yes, the VA will provide the most recent 100% ITM deficiency report and active trouble log prior to the Base Year to establish a baseline of overall system health for the contractor’s understanding.

7. Inventory Scope: To ensure uniform bidding, will the VA limit the contractor’s liability to the quantities explicitly identified in the inventory rather than "including but not limited to" phrasing?

Yes, however, if additional quantities of devices are discovered beyond the current list provided in the contract’s solicitation, the expectation is that the contractor will provide a proportionate proposal based on the main bid to the VA to modify the contract to include ITM of the additional discovered devices (e.g., completed projects that add or remove devises throughout the facility due to the high volume of construction activities).

8. Reporting Systems: Does the VA require results to be maintained in a specific database (e.g., Building Reports), or are standard NFPA-compliant reports acceptable for Joint Commission requirements?

Standard NFPA-compliant reports are acceptable for data tracking; however, the VA follows the latest publications of code. It is not acceptable to reference NFPA 2012 codes on an official inspection report as the rest of the health care industry primarily cites. Latest code publications and citations must be referenced on the official report used during Joint Commission program reviews. Furthermore, a digital copy of the report must be provided to the VA to allow for easier document review presentations during surveys. Refer to the SOW for specific tracking requirements for each deficiency via a standard unique identifier to track deficiency from initial discovery to final resolution.

9. Technician Qualifications: Will the Government revise the solicitation to mandate that all on-site ITM work be performed or overseen by a technician with a minimum NICET Level II certification?

Yes, a minimum NICET Level II certification shall be required when performing work on the VA campuses.

10. Medical Gas References: Since the scope is limited to Fire Alarm and Sprinkler ITM, will the Government remove clerical references to "Medical Gas" from the PWS and QASP?

Yes, the irrelevant reference to medical gas in the SOW shall be removed for clarity.

11. Mobilization Grace Period: Given the May 1st start date, will the VA authorize the 20-day Joint Commission grace period for Semi-Annual inspections to allow for mobilization and security badging?

The facility’s last inspection was conducted on 2/27/2026; the next inspection due date is 5/27/2026 for the next semi-annual inspection. The inspection services must be completed no later than 20 days past 5/27/2026 (middle of June 2026).

12. Pricing Schedule Quantities: Will the VA revise the Price/Cost Schedule to 1 Annual, 1 Semi-Annual, and 2 Quarterly units to prevent overlapping labor costs and "double-counting" of tasks?

Yes, the Price/Cost schedule shall be revised to following: 1 Annual Inspection, 1 Semi-annual, and 2 Quarterly inspections. r