SOURCES SOUGHT 36C26326Q0045.docx

REQUEST FOR INFORMATION / SOURCES SOUGHT: 36C26326Q0045

The DEPARTMENT OF VETERANS AFFAIRS, Network 23 Contracting Office is conducting research and is issuing this Request for Information to learn of the availability and capability of business sources qualified to provide the items listed below.

This is NOT a solicitation.

SUBJECT: Statement of Conditions and Life Safety Assessment Services Contract to support the Iowa City VA Health Care System, Iowa City, IA.

NAICS CODE: 541350

PSC: H343

INTERESTED SOURCES SHALL RESPOND BY:

All responses must have the VA RFI Number: 36C26326Q0045 in the Subject Line of the email!!!

All responses must be received no later than 03:00 PM CT, Monday, October 20, 2025 All responses must be submitted to both: Joseph.Bennett@va.gov and Becky.DeLosSantos@va.gov

IMPORTANT:

Interested parties are encouraged to ask questions, point out deficiencies or state if clarifications are needed regarding the attached Statement of Work. Submit questions as soon as possible. The Contract Officer will consider extending close date to process and answer questions.

The Contract officer shall be out of the office until Thursday October 16th, but will initiate responding to emails as soon as he returns.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

2. Business Size under the above stated NAICS code. State if your firm is a large business, small business, service-disabled-veteran-owned small business, veteran-owned small business, HUB zone 8(a), women-owned small business or a small-disadvantaged business.

3. State if your firm provides the required services on a Schedule contract. If so, include Schedule contract number.

4. Capabilities Statement or other literature about your firm.

DISCLAIMER AND ADDITIONAL NOTICES:

Responses may be used as research to better understand the marketplace or for creating a potential future acquisition. Response is strictly voluntary; no reimbursement will be made for any costs associated with providing information in response to this or future information requests.

AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION).

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s.)

See Statement of Work below.

STATEMENT OF WORK

Statement of Conditions Survey – Iowa City VA Health Care System

A. Purpose The purpose of the contract is to maintain an up-to-date Joint Commission Statement of Conditions for the Iowa City VA Health Care System, Buildings 1 and 50, for a 5-year period.

Definitions or Acronyms:

C. ICVAHCS – Iowa City VA Health Care System, 601 Hwy 6 West Iowa City, IA 52246 D. SOW – Statement of Work

The SOC references the Joint Commission Comprehensive Accreditation Manual for Hospitals, specifically “Standard LS.01.01.01” This administrative standard requires ICVAHCS to design and manage the physical environment to comply with the Life Safety Code. The elements of performance of this Statement of Work (SOW) focus on the SOC, a tool that helps to identify, track and correct deficiencies in accordance with the National Fire Protection Association (NFPA) Life Safety Code.

B. Scope of Work

Award of contract is anticipated to be in early November, 2025.

Contract is anticipated to be 5-year, firm fixed price services contract.

Years 1, 2, 4, and 5 of the contract:

- Vendor will perform Fire Protection reviews and conduct annual Fire Rated and Smoke Door inspections.

-Each year will include up to Two Hours of Life Safety / TJC consulting per month, for 12 months to equal 1 year and One Day of on-site consulting, by a certified Fire Protection Engineer - to cover up to 200,000 sq ft of floor area and discuss Fire Protection issues that arise during the year.

Year 3 of the Contract:

Vendor will survey and prepare a SOC in compliance with TJC for -Building 1 (hospital, ambulatory and business) -Building 50 (business - mixed)

- Vendor will perform Fire Protection reviews and conduct annual Fire Rated and Smoke Door inspections.

- Will include up to Two Hours of Life Safety / TJC consulting per month, for 12 months to equal 1 year and One Day of on-site consulting, by a certified Fire Protection Engineer - to cover up to 200,000 sq ft of floor area and discuss Fire Protection issues that arise during the year.

Work will be accomplished by a certified Fire Protection Engineer conducting a thorough on-site evaluation of fully Sprinklered Buildings 1 (539,657 SQFT) and 50 (29,315 SFT) (square footage to grow as construction projects are completed) and prepared by a - Fire Protection Engineer (FPE) with 10 or more years of experience. This will include any additional square footage that is added throughout buildings 1 and 50 for the 5 years due to construction upgrades.

C. Objectives

1. Conduct a Tri-Annual TJC Statement of Conditions Assessment survey of the listed building to determine compliance with the most current edition of NFPA 101, Life Safety Code, Joint Commission Comprehensive accreditation manual and VA requirements.

2. Review and verify all areas for the appropriate occupancy classification for each room or suite, to determine ratings of structure according to most current NFPA codes and VA requirements.

3. Evaluate all fire and smoke barrier walls and doors to determine if decommissioning of the walls and cross corridor doors is recommended or if installing fire or smoke barriers and doors is required.

4. Some areas may require coordination with staff and off duty hour inspections. Normal duty hours are 0700-1530. Verify that barriers are complete and are needed.

5. Verify all Suites are correct and or needed according to NFPA and VA requirements.

6. Verify all electrical closets, transformer rooms are rated according to NFPA and VA requirements.

7. Verify all exit stair or passageway areas are compliant with NFPA and VA requirements to include signage.

8. Verify distances to exits and distance to next barrier, are compliant with NFPA and VA requirements.

9. Conduct a survey of 100% of all fire and smoke barrier walls, doors and above the accessible ceilings to confirm location and construction.

10. Identify and document (with pictures) (Pictures will not contain any personal identifiable information (PII), Staff, or patients) and code reference, any deviations from Most current NFPA 101, VA requirements, or other regulatory requirements, so that work orders can be developed. Survey Plan for Improvement (SPFI) can only be created by the TJC Surveyor.

11. Review our electronic Joint Commission data and assist in its update.

12. Review and verify Equivalencies comply and are needed or need to be updated according to latest NFPA and VA standards.

13. The following data shall be presented in a format using Microsoft Word, Adobe Acrobat and United states National CAD Standard (NCS).

a) Statement of Qualifications.

b) General building description including height, size, construction classification and occupancy.

c) Information provided by the medical center regarding any equivalencies approved by The Joint Commission (if any).

d) Life Safety Assessments.

e) Floor plan drawings showing the current room layout, room numbers, fire walls, smoke barrier walls, smoke compartment names or designations and occupancy classification for each floor, also identify suites, hazardous rooms and keynote any special life safety features, according to most current NFPA codes and VA requirements.

a. Life Safety Drawings - Information required on the SOC Drawings: • Identify if the building is sprinkler protected throughout or identify those areas of the building with sprinkler protection (fire extinguisher locations not required) • Legend showing features of fire safety • Fire barriers • If vertical enclosures are identified with fire barriers, they are not also required to be labeled as to their function (i.e., linen chute/HVAC shaft/elevator, etc.) • Smoke barriers • Hazardous Areas (as defined by NFPA 101, 19.3.2.1.5 and21.3.2.1) • Exits (exit sign locations not required to be shown) • Suites, including the type (sleeping, patient care non-sleeping, non-patient care) and suite size (maximum suite size is per current edition of NFPA 101). Note: Suite identification is only to be provided for healthcare occupancies. • Equivalencies Previously Approved by TJC (on drawings where the covered deficiencies are located) • Summary of deficiencies covered by approved equivalency • Summary of compensating measures for deficiencies

f) Make recommendations on how to correct any noncompliant items that are not correctable by simple, straight forward methods.

g) Prepare a preliminary Plan for Improvement (PFI) in the draft submittal for any items that are not correctable under our work order system. After receiving the medical center's input, complete the PFI for inclusion in the final SOC documents.

14. ICVAHCS Engineering department will provide the most current Architectural AutoCAD drawings for all aforesaid buildings, 30x42 half sheet size, “15x21”.

15. All minor deficiencies that are best corrected through normal maintenance efforts or work orders shall be provided by separate letters and lists. These deficiencies will only be included in the draft SOC documents. Must include pictures (Pictures will not contain any PII, Staff, or patients) of deficiencies, with listed code violation.

16. Three draft copies of the SOC PDF drawings, CAD drawings and preliminary PFI documents, that will be submitted for review.

17. Provide follow-up technical support by telephone/electronic mail and on-site visit, one Day of on-site consulting - to cover up to 200,000 sq ft of area during fiscal years 1, 2, 4, and 5, and two hours of Life Safety / TJC consulting per month on the SOC, project fire protection engineering questions or other fire Safety related issues leading up to the next JTC survey, for all 5 years. Annually provide updated drawings to areas that need changes made to them. Date of updated drawing will be on the page that is updated, and any pages not updated will remain current until next 3-year survey. Year 3 will be full SOC/Life Safety assessment of BLDG 1 and BLDG 50, plus two hours of Life Safety / TJC consulting per month on the SOC, project fire protection engineering questions or other fire related issues leading up to the next TJC survey.

18. During the Tri-Annual TJC Statement of Conditions Assessment, Fire protection engineer and surveyor under purview of Fire Protection Engineer, will seal all small barrier penetrations found during the assessment/survey with Fireproof caulking provided by the ICVAHCS. Contractor must be certified on the proper installation of Hilti Fireproofing.

19. Provide one master and three numbered copies of the SOC documents and 1 computer CD containing the final SOC documents and drawings. Include any equivalencies for ICVAHCS property.

20. Update electronic Joint Commission data to reflect final SOC document conditions (Provided "eSOC access only" status is granted by the Medical Center).

21. Provide an exit conference after all surveys are completed with ICVAHCS Executive leadership, Safety Office, or Engineering staff to discuss findings and trends for a total of two hours. Included in out brief will be a list of deficiencies, and locations.

22. Conduct Annual Fire and Smoke Door inspection per the requirements of the most recent edition of NFPA codes.

D. Applicable Documents And Other Items.

-The Joint Commission Manual -VA Fire Protection Design Manual

-NFPA

Also applicable to the SOW

- NARA Records Management Language for Contracts (https://www.archives.gov/records-mgmt/policy/records-mgmt-language) -VA Handbook 6500.6 Appendix A (2024) - Information Security and Privacy Security Clauses -Courses to be completed by contractor pertaining to security and privacy.

-Wage Determination

E. Contractor Requirements Completed draft documentation is required to be submitted to VA within 30 days of site survey. Draft documentation will include drawings for building 1 and 50, Fire and smoke barrier description page and list deficiencies found during inspection, including pictures of deficiencies. Pictures will not contain any PII, Staff, or patients. Drawings are required to have readable room numbers of same size and font for all rooms, colors/markings for barriers will be according to NFPA code and VA requirements, Suites will have designation listed and numbered. First set draft drawings will be delivered 90% correct/complete. The 30-day clock starts one day after the out brief that occurs at the end of the assessment/survey. ICVAHCS will have 2 weeks to review 90% correct draft drawings and return to contractor with any notes or deficiencies found on documents. Final documentation will be prepared within two weeks after receipt of the final review comments. Site visits will be conducted during first part of November of each contract year.

F. Government Requirements The hospital will provide electronic files containing the most current drawing files (in AutoCAD) and current fire and smoke barrier wall arrangements for review and re-plotting prior to site survey. The hospital will provide a full-time escort to access and survey all areas of the building/buildings where the survey and assessment will be conducted.

G. Deliverables:

The contractor will provide one master and four numbered copies of the SOC documents and five computer CD’s containing the final SOC documents and drawings within 120 days of contract award. The required compact disc shall be generated using original Windows software, version 7 or earlier. No third-party CD generating software shall be utilized. Drawings files will consist of AutoCAD drawing files, all drawing support files to include line type files, shape files, plot files, Contractor logo files, etc. Drawing files will also consist of Adobe Acrobat PDF files of all AutoCAD drawings.