Sources Sought Notice.docx
DOCX document 29 KB Posted
- Attached to
- H312--Fire Damper Inspections Federal contract opportunity
- Solicitation number
- 36C24124Q0606
About this file
This document is a Sources Sought notice from the Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), seeking to identify vendors capable of providing Fire Damper Inspections at the Manchester, NH VA Medical Center.
The notice provides details on the required services, which include a one-time complete inspection and testing of all fire dampers, creating a damper inventory, and providing fire damper maintenance and repair work on an Indefinite Delivery/Indefinite Quantity (IDIQ) basis for one year, with up to an additional 4 option years. Responses are due by June 14, 2024 at 3:00 PM EST. The VA is conducting market research to determine the availability of qualified sources, with a focus on Service Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), and small businesses. A Statement of Work is provided as an attachment. The requirement may be set-aside based on the responses received.
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This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.
If a solicitation is issued it shall be announced later, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, (Security Systems Services (except Locksmiths)) with a size standard 25 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fire Damper Inspections at the Manchester NH VAMC per the Statement of Work (SOW).
This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.
Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by June 14, 2024 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C24124Q0606 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.
Attachment 1 Sources Sought Worksheet
QUALIFICATION INFORMATION:
Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________
SOCIO-ECONOMIC STATUS:
VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.
CAPABILITY STATEMENT:
Provide a brief capability and interest in providing the service as listed in Attachment 2 SOW with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.
Attachment 2
Statement of Work VAMC Manchester Fire/Smoke Damper Inspection, Testing, and Repair
I. GENERAL
The work to be performed includes a one-time, complete inspection and testing of all fire dampers, creation of damper inventory, and an agreement to provide fire damper maintenance and repair work, The contractor shall provide damper repair and installation services, to correct any deficiencies found with the fire and smoke dampers as requested by the Manchester VAMC, on an Indefinite Delivery/Indefinite Quantity (IDIQ) basis for one year, with up to an additional 4 Option Years of IDIQ maintenance and repair services.
Contractor shall provide professional services, to include all labor, transportation, materials, tools, equipment and permits necessary to inspect and test approximately 75 known, documented fire dampers and an estimated 50 unknown and undocumented dampers, located in Buildings 1 and 15, VA Medical Center, 718 Smyth Rd. Manchester, NH 03104. No change order will be considered for credit or additional cost; unless there is more than a 10% variation from the above stated number of fire dampers
II. PROJECT SCOPE OF WORK
After award, but prior to the start of any field work, the contractor shall contact the COR to review proposed methods and plans for completion of work and to review infection control procedures, interim life safety procedures, above ceiling and wall penetration permits, hot work permits and the contractor’s site-specific safety plan. Field work shall not commence until these plans have been submitted, accepted and/or approved as detailed below.
TASKS
| • | Locate all fire dampers, and once located, operate them, or otherwise identify inoperable dampers. Medical Center furnished data will be used as a guide for location. This consists of drawings and previous inspection reports. A few new dampers are located in newly renovated spaces and will require more research. As stated above, there are approximately 75 known, documented fire dampers and an estimated 50 unknown and undocumented dampers. No change order will be considered for credit or additional cost; unless there is more than a 10% variation from the above stated number of fire dampers. |
| • | Conduct Periodic Test and Maintenance described in NFPA 80 2016 edition section 19.4, 19.5 and 19.6 including but not limited to: |
| o | Remove and reset fusible links on dampers to verify that each damper fully closes, and, if necessary, replace any fusible link that is compromised. |
| o | Lubricate all moving parts on each damper, as necessary. |
| o | Clear each damper of any debris that would impede the damper’s normal operation. |
| o | Replace or repair springs and/or access handles for the fire dampers as necessary. |
| • | If there is no access to a Damper, then properly sized access doors will be installed to facilitate inspection. Provide a separate per unit cost, including mechanical contractor support (if required), for installing doors, if necessary. |
| • | Each fire damper shall be identified with an identification tag and documented on an inventory spreadsheet. Inventory spreadsheet, supplied by the contractor shall be in Microsoft Excel format and include all damper identification numbers, locations, and date inspected. |
| • | Attend a meeting with the Safety Specialist and provide a final report, including, but not limited to, identifying all special repair requirements. |
| • | Work to be performed under this contract is limited only to inspection and testing of the fire dampers, routine maintenance and documenting same, including repair recommendations and cost (see below). Work in many areas shall be scheduled at times other than normal working hours to avoid disruption of activities in the area. |
| • | Provide separate per unit quotes for repair services, including mechanical contractor support, to correct problems with any damper that does not operate properly and fails to pass inspection, or to correct any access problems that are caused by lack of access doors, or improperly sized or located access doors. |
III. SUBMITTALS
Prior to commencing any work, the Contractor shall submit to and receive approval for the following:
| • | Certification from the Contractor/Installer that their inspectors have 5 or more years of fire damper inspection experience. |
| • | Site specific Safety Plan. |
Upon completion of construction work and before submitting invoice for final payment, provide the following:
| • | Certification from the Contractor/Installer that the system specified meets all identified code and insurance requirements as required by the Government. |
| • | Provide the VA with one (1) set of marked up drawings that indicate the location and identification tag designation of new fire dampers. Electronic copies of the floor plans will be provided to the successful contractor so that the new inventory information can be placed on AUOTCAD drawings. The contractor will provide electronic copies of the drawings to the VA for record purposes. |
| • | Based upon the inspection and testing results, create an inventory report, using Microsoft EXCEL in accordance with VA requirements. Provide the VA with one hard (paper) copy of the inventory report along with one electronic copy of the inventory report spreadsheet file and the drawings discussed above. |
| • | Using the testing and inspection report, provide the VA a price quote, per unit, for needed repairs, installation or replacement of fire dampers. |
| IV. | CODE REQUIREMENTS |
All inspection and testing shall be in accordance with NFPA 90A, Standard for the Installation of Air-Conditioning and Ventilating Systems and NFPA 80, 2016 edition , for Fire Doors and Other Opening Protectives, chapter 19, and NFPA 72, National Fire Alarm and Signaling Code, and NFPA 105.
V. PROPOSED SCHEDULE
Work hours for this project are 7:00 AM to 4:30 PM, Monday through Friday, holidays excepted, unless other times are arranged in advance and approved by the COR or designee. Any work to be performed outside of regular business hours must be approved by the COR or designee.
Work shall commence upon receipt of a Notice to Proceed from the government and shall be completed within 45 calendar days after receipt of Notice to Proceed.
VI. WORK LOCATION AND RESTRICTIONS
| • | The work site location is at the Manchester VA Medical Center in Manchester, NH. The contract work is intended to be performed at Building 1 and Building 15. |
| • | When the contractor’s work interferes with Medical Center functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall work at other than normal hours and as directed by the COR or designee. |
VII. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS
| • | The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. |
| • | It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. |
| • | Smoking is prohibited inside any buildings at the VAMC. Smoking, on VA property, is only permitted in designated areas. |
| • | Possession of illicit drugs, alcohol, and weapons are prohibited. Enclosed containers, including tool kits, shall be subject to search. |
| • | Proper PPE shall be worn, as necessary to the task being performed and/or the area, where work is being conducted. |
| • | Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court and immediate dismissal from the site.10.0 STORAGE OF EQUIPMENT & MATERIALS |
• The contractor shall arrange with the COR, for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time.
VIII. DEBRIS REMOVAL
The Contractor/Installer shall be required to remove waste materials and debris daily from the campus. Contractor shall use all reasonable means to divert construction and demolition waste from landfills and incinerators, and facilitate their salvage, reuse, and recycle. Documentation of all waste removed from the VA will be provided to the COR. This will include waste type/description, weight, disposal method, disposal location, and associated costs or savings for each waste stream.
IX. SITE UTILITIES
The Contractor/Installer should note that this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. The contractor shall note any obstruction, utility, or condition that may hinder or interfere with the execution of this contract and the contractor shall make provisions in their contract price to resolve such interferences and other conditions that may hinder the proper completion of the work. All proposed utility relocations, reallocations, and shutdowns shall be approved by FMS and the COR, prior to commencing such work. The contractor shall verify all existing utility installations and take appropriate action prior to working around any potential utility installation.
In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 2 weeks in advance) and approved by FMS and the COR. All utility shutdowns must be reviewed and approved by the VA.
Contractor shall submit a site-specific Safety Plan that provides project-and site-specific activity hazard analyses, equipment specific Lock Out-Tag Out(LOTO) procedures and accident prevention plans. The Contractor’s site-specific Safety plan shall be submitted to the VA for information purposes. The Safety Plan shall conform to the requirements of FAR 52.236-13 and shall include, as a minimum, provisions for the following:
| • | Site access and control to restrict access by unauthorized persons and allow for separation of VA staff, patients and visitors from construction personnel. |
| • | Site security to restrict unauthorized entry by contractor personnel into areas of building 1 determined by the VA to be non-accessible; and to address the need for identification badges to be worn by construction personnel; key control; and loading/unloading of materials and wastes. |
| • | The contractor’s substance abuse policy and training requirements |
| • | Contractor’s plan for site safety and health inspections |
| • | Contractor’s plan for safety and health training |
| • | Contractor’s site-specific fall protection program |
| • | Contractor’s site-specific electrical safety plan (LOTO) |
| • | Contractor’s requirements for use of personal protective equipment (PPE). |
| • | Contractor’s accident reporting and investigation program. The contractor shall submit a written incident report to the VA Project Manager within 24 hours after any accident, injury, occupational illness, or other safety-related incident occurs, regardless of how minor the nature of the incident. |
| • | Contractor’s emergency action plan and fire prevention and protection plan, to include training of contractor personnel in the provisions of these plans. |
| • | Contractor’s minimum safely training requirements for its personnel and the personnel of its sub- contractors. |
| • | Contractor’s requirements for sub-contractor conformance to the site-specific Safety Plan |
| • | Identity of the Contractor’s designated “Competent Person” as defined by 29 CFR 1926 (OSHA Construction Industry Regulations). The contractor shall provide a Competent Person who shall be on the project site during activities when the expertise of the designated Competent Person is required. |
| • | Contractor’s protocol for inspections by regulatory agencies. |
X. PENETRATIONS OF FIRE AND SMOKE BARRIERS
a. Prior to any installation of equipment, cables, power connections, conduit, piping or other work that penetrates a smoke or fire barrier, all such work must be approved by Facilities Management Service (FMS) of the VAMC Manchester. A penetration permit must be secured from FMS prior to disturbing the integrity of the barrier. The permit must be available for inspection at the project location. After the work is completed, the penetration must be repaired (sealed) according to accepted practice and utilizing materials (including UL/FM-listed through penetration fire stopping materials) that meet the original barrier construction requirements in order to restore the designed specifications for smoke and fire compartmentalization. All penetrations and miscellaneous openings must be protected according to NFPA 101, Chapter 8.
| b. | Ensure that all penetrations made in fire resistance assemblies of the existing facility, to include smoke barriers, fire separation assemblies, and fire walls, are properly fire stopped within 4 hours after making the penetration. |
| c. | Identify through-penetration fire stop systems with pressure-sensitive, self-adhesive, preprinted vinyl labels. Attach labels permanently to surfaces of penetrated construction on both sides of each fire stop system installation where labels will be visible to anyone seeking to remove penetrating items or fire stop systems. Include the following information on labels: |
| i. | The words: "Warning -Through Penetration Fire stop System-Do Not Disturb. Notify Building Management of Any Damage." |
| ii. | Contractor's Name, address, and phone number. |
| iii. | Through-Penetration fire stop system designation of applicable testing and inspecting agency. |
| iv. | Date of Installation. |
| v. | Through-Penetration fire stop system manufacturer's name. |
| vi. | Installer's Name. |
| d. | Upon completion of any penetration fire stopping, a visual inspection for approval must be requested from, and completed by FMS. |
| XI. | LIFE SAFETY PROTECTION MEASURES |
At a minimum, contractor shall comply with the following requirements of life safety and fire protection measures, while performing work at VAMC Manchester. If a life safety system or means of egress is compromised, due to work being performed, the contractor will work with the VA to institute an ILSM (Interim Life Safety Measure).
| a. | Ensure exits provide free and unobstructed egress for all building occupants. If required by contractor’s operations, establish and mark alternate means of egress for all building occupants. |
| b. | Contractor shall maintain escape facilities from the work area for construction workers at all times. Means of egress in construction areas will be inspected daily. |
| c. | Ensure free and unobstructed access to all areas of the project site for emergency services and for emergency forces. |
| d. | Ensure that means of egress and existing fire alarm, detection, and suppression systems are not impaired by contractor’s operations. |
| e. | Provide written procedures and guidelines for construction personnel and post in the immediate areas of construction detailing what to do and who to call in the event of fire or emergency. |
| f. | Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations. |
| g. | All temporary construction shall be built of noncombustible/fire retardant materials and shall be smoke tight. |
| h. | Ensure that all penetrations made in fire resistance assemblies of the existing buildings, to include smoke barriers, fire separation assemblies, and fire walls, are properly fire stopped within 4 hours after making the penetration. |
XII. MATERIAL & WORKMANSHIP QUALITY
All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first class manner, according to the best trade practices and to the satisfaction of the COR.
XIII. SECURITY
Upon arrival, at the VA Manchester campus, all contractor personnel shall report to Building 6 and sign into the contractor log and obtain a short-term identification badge, issued by Facility Service-Engineering section. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. All contractor identification badges shall be returned to building 6, at the end of each work shift.
All contractor personnel are subject to inspection of personal effects when entering or leaving the property.
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