Sources Sought Fire Alarm Inspection and Testing.pdf

Sources Sought: Annual fired alarm testing and inspection at thirteen IHS health care facilities in North Dakota and South Dakota.

Sources Sought Notice Number: IHS-SS-26-1517426

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE) or Indian Economic Enterprises (IEE) Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 561621, Security Systems Services (Except Locksmiths)- other relevant NAICS codes will be considered based on responses received.

1.0 BACKGROUND

The Indian Health Service (IHS) requires periodic inspections is to assure that obvious damages or changes that might affect the system(s) operability are visually identified. It is vital to have the inspection and testing required by code to ensure continued accreditation by the Center for Medicare and Medicaid Services and the Joint Commission of our facilities.

2.0 OBJECTIVE

The primary objective of this project is to provide an annual inspection and testing of the fire alarm systems within health care facilities located throughout the Great Plains Area Indian Health Service (North Dakota and South Dakota). The purpose for periodic testing is to statistically assure operational reliability.

Location

This service is to be provided at multiple locations: Belcourt and Ft. Yates, North Dakota, Eagle Butte, Fort Thompson, Kyle, Lower Brule, McLaughlin, Mobridge, Pine Ridge, Rosebud, Sisseton, Wagner, and Wanblee, South Dakota.

3.0 SCOPE

CONTRACT REQUIREMENTS AND PERSONNEL QUALIFICATIONS

The Contractor shall perform the following tasks:

Perform an annual inspection and test of each fire alarm system located at selected Great Plains Area facilities.

The contractor shall provide all material, labor, equipment and supervision required to accomplish the following:

A. Contractor Tasks

1) Property Information. Provide all property information including: name of property, address, name of property representative, phone, fax, and e-mail.

2) Testing and Monitoring Information.

a) Provide all testing organization information including: organization name, name of technician, address, phone, fax, and e-mail.

b) Provide all monitoring organization information including: organization name, phone, fax, e-mail, entity to which alarms are retransmitted, and phone number of the entity to which alarms are retransmitted.

3) Type of System or Service. Identify type of system(s) installed.

a) Control Unit. Provide control unit manufacturer and model number.

b) Mass Notification System.

(1) System Type. Identify type of MNS installed where applicable.

(2) System Features. Identify MNS features where applicable.

c) System Software. Provide firmware revision number, location, and date software was last updated where applicable.

d) System Documentation.

(1) Obtain detailed device listing/inventory from the property representative.

(2) Obtain a NFPA 72 record of completion from the property representative.

(3) Obtain record (as-built) drawings of the fire alarm system from the property representative.

e) Alarm Verification. Provide alarm verification information where applicable.

4) System Power.

a) Control Unit.

(1) Primary (Main) Power. Provide input voltage and amperage of control panel.

(2) Batteries. Provide battery information including: location, type, quantity, nominal voltage, amp/hour rating, date of manufacture, and the calculated capacity of batteries to drive the system in both standby and alarm mode.

b) In-Building Fire Emergency Voice Alarm Communication System or MNS.

(1) Primary (Main) Power. Provide input voltage and amperage of EVACS or MNS panel where applicable.

(2) Batteries. Provide battery information including: location, type, quantity, nominal voltage, amp/hour rating, date of manufacture, and the calculated capacity of batteries to drive the system in both standby and alarm mode where applicable.

c) Notification Appliance Power Extender Panels.

(1) Primary (Main) Power. Provide input voltage and amperage of the notification appliance power extender panels where applicable.

(2) Batteries. Provide battery information including: location, type, quantity, nominal voltage, amp/hour rating, date of manufacture, and the calculated capacity of batteries to drive the system in both standby and alarm mode where applicable.

5) Annunciators.

a) Location and Description of Annunciators. Provide the location and description of all annunciators within the system.

6) Notifications Made Prior to Testing. Before proceeding with any testing; the monitoring organization, building management, and all building occupants shall be notified of the testing to prevent unnecessary response.

7) System Inspection.

a) Verify the location and condition of all remote annunciator(s) where applicable.

b) Verify the location and condition of all notification appliance circuit power extender panel(s) where applicable.

c) Verify the location and condition of all initiating device(s) where applicable.

d) Verify the location and condition of all notification appliance(s) where applicable.

e) Verify documents provided by the property representative match what is installed.

Provide any additions and/or subtractions that need to be made to the device listing/inventory.

8) Control Panel Test.

a) Verify smoke detector at the control panel.

b) Verify location of branch circuit breaker permanently identified at control panel.

c) Verify panel is in normal condition.

(1) Verify power indicator lamp is on.

(2) Verify no trouble or alarm indicator lamps are on.

d) Operate the lamp test switch.

(1) Verify all indicator lamps illuminate.

e) Check for ground fault indications by connecting a jumper from an initiating or signaling circuit to ground.

(1) Verify ground fault indicator lamp illuminates.

f) Battery verification.

(1) Verify batteries are dated.

(a) Provide date on batteries.

(b) Verify batteries are not more than 3 years old.

(2) Verify batteries are same rating (or larger) as battery calculations in Record of Completion.

g) Disconnect battery lead.

(1) Verify audible and visual trouble indicators illuminate.

(2) Reconnect batteries.

h) Complete the Annual Emergency Services Notification Transmission Equipment Test Report.

(1) Trouble Signal.

(a) Trip main breaker to disconnect AC power.

i. Verify power indicator turns off.

ii. Verify audible and visual trouble indicators sound and illuminate.

(b) Operate trouble silence switch.

i. Verify trouble sounder silences.

ii. Verify trouble indicator stays on.

iii. Verify receipt of trouble signal at the monitoring facility within 90 seconds.

(c) Restore normal power.

i. Verify power indicator illuminates.

ii. Verify audible and visible trouble indicators turn off.

(2) Supervisory Signal.

(a) Close main control valve to fire suppression system.

i. Verify audible and visual supervisory indicators sound and illuminate.

(b) Operate supervisory silence switch.

i. Verify supervisory sounder silences.

ii. Verify supervisory indicator stays on.

iii. Verify receipt of supervisory signal at the monitoring facility within 90 seconds.

(c) Open main control valve to fire suppression system.

i. Verify audible and visible supervisory indicators turn off.

(3) Alarm Signal.

(a) Initiate an alarm from any device in the system.

i. Verify alarm sounds.

ii. Verify proper identification of actuated device.

(b) Operate alarm silence switch.

i. Verify alarm silences.

ii. Verify zone light or display stays on.

iii. Verify receipt of alarm signal at the monitoring facility within 90 seconds.

(c) Initiate another alarm device on a different initiating device circuit.

i. Verify alarms resound.

(4) System Restoration.

(a) Reset devices and operate system reset switch.

i. Verify system resets.

ii. Verify trouble indicators activate until alarm silence switch is returned to normal.

9) Emergency Voice Alarm Communications Equipment Test.

a) Manually place the system in general alarm where applicable.

(1) Verify alarms sound throughout building.

(2) Verify each speaker zone for proper operation and identification.

(3) Verify clarity (intelligibility) of prerecorded voice message.

(4) Verify clarity (intelligibility) of live voice signal.

10) Notification Appliance Power Extender Panel(s) Test. Complete the Notification Appliance Power Extender Panel Test Report where applicable.

a) Verify smoke detector protecting the power extender panel.

b) Verify power extender panel is in normal condition.

(1) Verify power indicator on.

(2) Verify no trouble or alarm indicators on.

(3) Verify batteries are no more than 3 years old.

11) Auxiliary Function Test.

a) Perform a functional test of the door-releasing device relay(s) where applicable.

b) Perform a functional test of the fan shutdown relay(s) where applicable.

c) Perform a functional test of the smoke management / smoke control relay(s) where applicable.

d) Perform a functional test of the smoke damper relay(s) where applicable.

e) Perform a functional test of the smoke shutter release relay(s) where applicable.

f) Perform a functional test of the door unlocking relay(s) where applicable.

g) Perform a functional test of the elevator recall relay(s) where applicable.

h) Perform a functional test of the elevator shunt trip relay(s) where applicable.

i) Test and verify MNS override of FA signals.

12) Initiating Device Test. Complete the Initiating Device Test Report where applicable.

a) Manual Fire Alarm Boxes (Pull Stations).

(1) Actuate pull station where applicable.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Repeat for each manual pull station in the system.

b) Smoke Detectors (where applicable).

(1) Smoke Test.

(a) Actuate smoke detector using magnet, smoke, or aerosol acceptable to the manufacturer.

i. Verify alarm signal at panel.

ii. Verify proper identification of the actuated device.

(b) Repeat test for each smoke detector in the system.

(2) Sensitivity Test. Smoke detector sensitivity testing shall be performed in even-numbered years (2026, 2028, 2030, etc.).

(a) Follow the manufacturer's recommended sensitivity test methods.

c) Air Sampling Smoke Detectors (where applicable). Follow the manufacturer's recommended test methods.

d) Duct Detectors (where applicable).

(1) Smoke Test.

(a) Actuate smoke detector using magnet, smoke, or aerosol acceptable to the manufacturer.

i. Verify alarm signal at panel.

ii. Verify proper identification of the actuated device.

(b) Repeat the test for each smoke detector in the system.

(2) Sensitivity Test. Smoke detector sensitivity testing shall be performed in even-numbered years (2026, 2028, 2030, etc.).

(a) Follow the manufacturer's recommended sensitivity test methods.

(3) Test duct smoke detectors that use sampling tubes to ensure they will properly sample airstream in the duct using a method acceptable to the manufacturer or per their published instructions.

e) Projected Beam Smoke Detectors (where applicable). Test the detector by introducing smoke, other aerosol, or an optical filter into the beam path.

f) Non-Restorable Fixed Temperature Heat Detectors (where applicable).

(1) Remove the device from its mounting plate and short across the alarm contracts.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Replace device.

(3) Repeat for each non-restorable heat detector in the system.

g) Restorable Fixed Temperature Heat Detectors (where applicable).

(1) Heat test using a hair dryer or approved heat detector tester.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Repeat for each restorable heat detector in the system.

h) Rate-of-Rise Heat Detectors (where applicable).

(1) Heat test using a hair dryer or approved heat detector tester.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Repeat for each rate-of-rise heat detector in the system.

i) Rate Compensation Heat Detectors (where applicable).

(1) Heat test using a hair dryer or approved heat detector tester.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Repeat for each rate compensation heat detector in the system.

j) Restorable Line-Type Heat Detectors (where applicable).

(1) Short across the conductors at the end of the heat detector cable.

(a) Verify alarm signal at panel.

(b) Verify proper identification of actuated device.

(2) Repeat for each non-restorable line-type heat detector in the system.

k) Non-Restorable Line-Type Heat Detectors (where applicable).

l) Flame Detectors (where applicable). Follow the manufacturer's recommended test methods.

13) Alarm Notification Appliance and Door-Releasing Device Test (where applicable).

Complete the Alarm Notification Appliance and Door-Releasing Device Test Report.

a) Place the system in alarm condition.

(1) Verify audible signal devices sound throughout the building.

(2) Verify visual signal devices activated throughout the building.

(3) Verify all door-release devices release throughout the building.

14) Smoke Detection Shutdown Devices for HVAC Test (where applicable). Complete the Smoke Detection Shutdown Devices for HVAC Test Report.

a) Actuate duct smoke detector using magnet, smoke, or aerosol acceptable to the manufacturer.

(1) Verify damper closure and/or air handler shutdown.

15) Notifications that Testing is Complete. After testing, those previously notified (and others, as necessary) shall be notified that testing has been concluded.

16) System Restored to Normal Operation. After testing, the fire alarm system shall be restored to normal operation.

17) Certification. Upon completion of testing, the inspector shall certify with signature that the system was inspected and tested according to NFPA 72.

18) Additional Facility Requirements: The contractor shall comply with the requirements of the hospital’s Facility Manager and clean up after themselves, including any tools and equipment needed to complete the testing.

Contractor personnel performing the testing/inspections shall possess appropriate credentials from a certifying organization, such as the National Fire Protection Association (NFPA 101, 99, 70, 72) and National Institute for Certification in Engineering Technologies (NICET) certification in ‘Inspection and Testing of Fire Alarm Systems.’ All testing shall be performed by personnel, either individually or through their affiliation with an organization that is registered, licensed, or certified by a state or local authority, and shall be recognized as qualified and experienced in the inspection, testing, and maintenance of systems addressed within the scope of work.

4.0 TYPE OF ORDER

This is a firm fixed price purchase order.

5.0 ANTICIPATED PERIOD OF PERFORMANCE

Base Period of Performance: 05/01/2026 to 07/31/2026.

Option Year One: 05/01/2027 to 07/31/2027.

Option Year Two: 05/01/2028 to 07/31/2028.

Option Year Three: 05/01/2029 to 07/31/2029.

Option Year Four: 05/01/2030 to 07/31/2030.

6.0 PLACE OF PERFORMANCE

A. Place of Performance/Hours of Operation

1) Sites to receive service are Belcourt (ND), Eagle Butte (SD), Ft. Thompson (SD), Ft.

Yates (ND), Kyle (SD), Lower Brule (SD), Mobridge (SD), McLaughlin (SD), Pine Ridge (SD), Rosebud (SD), Sisseton (SD), Wagner (SD), and Wanblee (SD).

a) Belcourt, ND

(1) Hospital

(2) Behavioral Health / PHN Building

b) Eagle Butte, SD

(1) Hospital

c) Ft. Thompson, SD

(1) Health Center

(2) Substance Abuse Center

(3) Wellness Center

d) Ft. Yates, ND

(1) Hospital

(2) Dental Clinic

(3) Optometry/Mental Health Center

(4) Remote Clinic (Cannonball)

e) Kyle, SD

(1) Health Center

f) Lower Brule, SD

(1) Health Center

g) Mobridge, SD (YRTC)

(1) Treatment Center

h) McLaughlin, SD

(1) Health Center

(2) Dental Clinic

(3) Remote Clinic (Wakpala)

i) Pine Ridge, SD

(1) Hospital

(2) Public Health Nursing

(3) LaCreek Clinic (Martin)

j) Rosebud, SD

(1) Hospital

k) Sisseton, SD

(1) Health Center

l) Wagner, SD

(1) Health Center

m) Wanblee, SD

(1) Health Center

7.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Inspection and testing shall be completed between the hours of 8:00 AM and 5:00 PM, M-F, unless otherwise approved by the Project Officer. No testing and maintenance shall be performed on a national holiday unless approved by the Project Officer.

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS DUE DATE

Fire alarm inspection and testing

Inspections to be completed at the facilities listed above after schedule is determined by the contractor and project officer. The contractor shall notify each Facility Manager a minimum of 72 hours before performing a service.

30 days after award

Record of Inspection and Testing

Following the completion of the annual inspections, reports shall be completed for each facility. All testing data shall be recorded on the attached applicable “RECORD OF INSPECTION AND TESTING” forms or another form approved by the Project Officer.

20 workdays after completion of last testing

8.0 PAYMENT

The Government will pay the Contractor a fixed price in arrears, which will constitute full compensation for all Contractor professional and incidental services, travel expenses, and materials necessary to furnish the complete project as required and specified in the SOW.

Additional Information: Failed component replacement and repairs will not be included within the contractor’s responsibilities unless the failure of components is the result of the contractor’s activities.

9.0 Capability Statement/Information:

Interested parties are expected to review this notice to familiarize themselves with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. A general overview of the respondent’s opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail of the respondent’s (a) current capability and capacity to perform the work; (b) prior completed projects of similar nature/size; (c) any relevant past performance ratings for similar projects within the last three years.

3. The respondents’ SAM UEI number, organization name, address, point of contact, and size and type of business (e.g., ISBEE/IEE, 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 561621, Security Systems Services (Except Locksmiths), or comparable NAICS.

5. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

6. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 inch top, bottom, left and right margins.

7. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address).

Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

10.0 Closing Statement

Point of Contact: Erin Doering, Contract Specialist, at Erin.Doering@ihs.gov

Submission Instructions:

Interested parties shall submit capability via email to Erin Doering at Erin.Doering@ihs.gov . Must include Sources Sought Number IHS-SS-26-1517426 in the Subject line. The due date for receipt of statements is October 24, 2025, 4:00 p.m. Central Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. 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 mailto:Erin.Doering@ihs.gov mailto:Erin.Doering@ihs.gov received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov.

However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 561621, Security Systems...