Sources Sought Notice.docx

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)). The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Testing and Inspecting services of water-based fire protection systems, fire extinguishers, kitchen hood suppression, HazMat shed suppression systems, and fire alarm systems 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 December 13, 2024 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C241250138 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

VA New England Healthcare System Manchester VA Medical Center 718 Smyth Road Manchester, NH 03104

STATEMENT OF WORK

1.0 INTRODUCTION

In accordance with (IAW) the most current edition of National Fire Protection Association (NFPA) code and all other applicable standards, the Manchester VAMC has a requirement to:

· Quarterly test and inspect all water-based fire protection systems.

· Test and inspect all portable fire extinguishers, kitchen hood suppression, and HazMat shed suppression systems.

· Annually test and inspect the campus fire alarm system and associated equipment.

2.0 DEFINITIONS/ACRONYMS

· Engineer (ing) - Supervisor or designee.

· CO: Contracting Officer

· COR: Contracting Officer's Representative.

· WHEN (business hours): Weekends, Holidays, Evenings, and Nights.

(Anytime outside of Normal Business Hours (Monday-Friday 7:00am-4:30pm)

· ESR: Engineering Service report – document containing a summary of the services rendered as outlined under the terms and conditions of the contract.

· Authorization Signature: COR signature; indicates work status is accepted as stated in ESR.

· VAMC - Department of Veterans Affairs Medical Center.

· NFPA- National Fire Protection Association

· FSS-Fire Suppression System

· FAD- Fire Alarm and Detection

· NICET-National Institute for Certification of Engineering Technologies

3.0 SCOPE

Water-Based Fire Protection System Inspections The contractor shall provide all labor, equipment, and transportation, to inspect and test the water-based fire protection systems on the VAMC campus, in accordance with the most current editions of all applicable National Fire Protection Association (NFPA) codes, VA directives and The Joint Commission requirements. Tests include:

1. Test all fire alarm initiating devices, fire detection and alarm equipment, associated with water-based FSS Quarterly, in accordance with (IAW) NFPA-72-2019 and NFPA-25-2020. Equipment includes:

a. Supervisory signal initiating devices

b. Valve tampers switches and water flow

2. Test all fire sprinkler system main drains for all risers Quarterly, IAW NFPA-25-2020

3. Inspect the fire sprinkler system fire department connections Quarterly, IAW NFPA-25-2020

4. Inspect and test Antifreeze system Annually, IAW NFPA-25-2020

5. Inspect and flow test Fire Hydrants Annually, IAW NFPA-25-2020

Fire Extinguisher and Dry Suppression System Inspections The contractor shall furnish all personnel, equipment, tools, materials, transportation, and labor necessary to perform annual inspection, maintenance, and repair and recharge portable fire extinguishers, and fixed range systems as defined in this Statement of Work (SOW). The contractor shall conform to all federal, state, local requirements, Occupational Safety and Health Administration (OSHA) and applicable manufacture standards as required in the SOW. Work must be performed in accordance with (IAW) the most current editions of National Fire Protection Association (NFPA) 10, 17, 17A, and 96 standards, for the inspection and maintenance of all types of portable fire extinguishers and fixed dry suppression system for kitchen areas, and HazMat sheds, that are on VAMC campus, in Manchester, NH. Pricing shall include 4 additional option years beyond the base year.

Operational Requirements and/or Specific Tasks:

Scheduling. After award and prior to inspections by the contractor, the Facilities Safety Specialist will provide the contractor with a list of buildings. The Facilities Safety Specialist shall be notified by the contractor before commencing any inspection/maintenance. At this time the Facilities Safety Specialist will review with the contractor, the schedule of inspections for all extinguishers at the facilities. The Facilities Safety Specialist and the contractor will schedule an appointment for the contractor to come to the facility to service the portable fire extinguishers.

Inspections.

The contractor shall inspect and perform annual, 5-year, 6-year maintenance and 12-year hydro testing, refilling, and recharging of all portable fire extinguishers and dry suppression system components, IAW standards and codes stated in section 3.0 of this SOW. Contractor shall commence with the initial inspection and continue until all extinguishers have been inspected. Contractor shall tag each extinguisher showing at a minimum: name of company and technician inspecting, date of inspection, and any repairs that were required.

The 5-year, 6-year maintenance and 12-year hydrostatic tests of each extinguisher, shall include, but is not limited to, the replacement of parts (i.e. service collars, o-rings, valve stems and inspection tags, etc.).

The Contractor shall provide inspection and testing services for Kitchen Fire Suppression, Gas station Fire Suppression and HazMat Shed Suppression systems IAW the most current editions of NFPA 17, 17A, and 96.

The Contractor shall provide 5-year, 6-year maintenance and hydrostatic testing of Kitchen Fire Suppression, and HazMat Shed Suppression systems.

Corrective Maintenance, Repair and Recharging: Fire Extinguishers and dry suppression systems shall be always operational. Corrective maintenance returns a fire extinguisher or system to full operating capacity as described below.

Corrective Maintenance and Repair.

Fire Extinguisher Maintenance. The contractor shall perform overhaul maintenance IAW the manufacturer’s requirements for each type of extinguisher. Each 5-year and 6-year maintenance shall be recorded on a record sticker, tag, or plate, which shall be affixed on the exterior of the extinguisher shell.

Unserviceable Extinguishers. Any extinguisher deemed unserviceable IAW NFPA10, be disposed of by the contractor. The contractor is not responsible for permanent replacement extinguishers that are unserviceable due to age, corrosion, etc. A temporary replacement shall be provided, while maintenance is being performed. Temporary and replacement extinguishers shall match the hazard that they are protecting. (i.e. Clean Agent, MRI safe, K-class)

Annual Fire Alarm Inspection and Testing The contractor shall provide all labor, equipment, and transportation, to perform annual inspection and testing of Fire Alarm system and related components, in accordance with the most current edition of all applicable National Fire Protection Association (NFPA) codes and VA directives. Tests include:

1. Test fire alarm initiating devices, fire detection and alarm equipment annually, in accordance with (IAW) NFPA-72-2021. See below for entire fire alarm equipment roster.

2. Test occupant alarm notification devices, annually, including audible devices, speakers, and visible devices.

3. Test automatic smoke detection air-handler shutdown devices annually, IAW NFPA 90A-2015.

4. Test manual Boiler/Fuel emergency stops annually, IAW NFPA 72-2021

5. Test recall and shunt, for 4 elevator banks (6 cars total), by initiating lobby and machine room smoke detectors, as well as heat detectors in machine rooms for 6 elevators

4.0 PERFORMANCE REQUIREMENTS

Water-Based Fire Protection System Inspections

1. The contractor shall have 5-years of experience in inspecting, testing and certifying hospital or commercial building Water-based FSS.

2. All technicians performing testing and inspection of water-based FSS must hold a minimum of OSHA-10 certification.

3. All technicians performing testing and maintenance must be a Listed Agent with the City of Manchester to work on the fire alarm initiating devices, fire detection and alarm equipment, associated with water based FSS. Technician shall call Manchester Fire dispatch to notify when the fire alarm system is being disconnected/reconnected to the city.

4. All testing and inspection of FSS shall be completed during normal hours (7am-4:30pm).

5. All travel cost associated with this contract are to be included in the contract cost. Additional cost will not be given to the Contractor for what they deem out of scope.

6. The contractor under this SOW will be responsible for all: labor, equipment, and transportation, required to carry out all the services as outlined in this SOW. This Medical Center is considered a Critical Care facility; therefore, as part of this contract, all equipment associated with the fire suppression systems shall be kept in 1st class condition and proper working condition. no part of the system shall be left out of service for more than 4 hours, unless otherwise authorized by VAMC.

7. The contractor shall have the capability of producing electronic documents that shall be able to interface with the systems used by the VA, Facilities Management Service (FMS) at the VAMC-Manchester. The contractor shall submit electronic copies of all documents via email whenever possible to the Contracting Officer (CO) or Contracting Officer’s Representative (COR). The Contractor shall submit hardcopies if requested by the CO or COR.

8. All tools must be always kept in eye contact, when workers are taking breaks or leaving the site, tools must be removed and stored in a safe place.

9. All labor rates will comply with applicable Wage Rate Determinations by the Department of Labor.

10. No system will be left out of service at the end of a workday, or over a weekend without permission from the VA. All; devices, equipment, switches, etc., must be verified that they are enabled/reset prior to end of workday.

11. All Technicians working on the FSS shall wear and use the required safety PPE (personal protection equipment) as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the CO or COR for resolution through the on-station Safety Manager.

12. A key for locked areas will be provided by the COR of the contract or Police Services (during WHEN hours) upon notification from the service technician.

13. COR must be immediately notified of any condition discovered through this contract that could result in extended duration of a non-compliant fire alarm system.

14. The contractor shall provide an ESR, with inspection sheets, indicating pass or failure status of all equipment and devices, with any written recommendations. The ESR that is generated for each inspection is to be submitted to the COR for review and record.

15. All work is to meet or exceed the minimal requirements set forth by the following codes:

· NFPA: 13, 25,72, 99 and 101

16. Upon arriving at the Medical Center, the technician/s shall check in with the COR (to be determined) during normal business or WHEN hours. The Contractor shall be required to obtain a contractor badge and an escort to the inspection locations.

17. VA COR is to be provided with copies of Technicians’ OSHA 10 documentation for review and record prior to the start of this contract.

18. The VA has the right to refuse any subcontractor based on past performance/experience.

19. All work shall be performed in a manner which would present the least amount of distribution to the healthcare facility.

20. In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor needs to have a person at the buildings local fire alarm panel, and the Tru Site workstation to confirm the signal and reset alarms.

Fire Extinguisher and Dry Suppression System Inspections

1. The contractor shall have 5-years of experience in inspecting, testing and certifying hospital or commercial building Fire Extinguishers and Fixed Hood Fire Suppression systems.

2. All technicians performing testing and inspection of water-based FSS must hold a minimum of OSHA-10 certification.

3. Contractor shall include pricing for (1) one base year plus (4) four additional option years.

4. All testing and inspection of FSS shall be completed during normal hours (7am-4:30pm).

5. All travel cost associated with this contract are to be included in the contract cost. Additional cost will not be given to the Contractor for what they deem out of scope.

6. The contractor under this SOW will be responsible for all: labor, equipment, and transportation, required to carry out all the services as outlined in this SOW. This Medical Center is considered a Critical Care facility; therefore, as part of this contract, all equipment associated with the fire suppression systems shall be kept in 1st class condition and proper working condition.

7. The contractor shall have the capability of producing electronic documents that shall be able to interface with the systems used by the VA, Facilities Management Service (FMS) at the VAMC-Manchester. The contractor shall submit electronic copies of all documents via email whenever possible to the Contracting Officer (CO) or Contracting Officer’s Representative (COR). The Contractor shall submit hardcopies if requested by the CO or COR.

8. All tools must be always kept in eye contact, when workers are taking breaks or leaving the site, tools must be removed and stored in a safe place.

9. All labor rates will comply with applicable Wage Rate Determinations by the Department of Labor.

10. No system will be left out of service at the end of a workday, or over a weekend without permission from the VA. All; devices, equipment, switches, etc., must be verified that they are enabled/reset prior to end of workday.

11. All technicians operating any component of the fire alarm system that is related to the suppression systems shall be a Listed Agent with the City of Manchester.

12. All Technicians working on the FSS shall wear and use the required safety PPE (personal protection equipment) as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the CO or COR for resolution through the on-station Safety Manager.

13. A key for locked areas will be provided by the COR of the contract or Police Services (during WHEN hours) upon notification from the service technician.

14. COR must be immediately notified of any condition discovered through this contract that could result in extended duration of a non-compliant fire alarm system.

15. The contractor shall provide an ESR, with inspection sheets, indicating pass or failure status of all equipment and devices, with any written recommendations. The ESR that is generated for each inspection is to be submitted to the COR, within five (5) working days of inspections. The ESR shall include all deficiencies and recommended abatement. Contractor is responsible for providing and maintaining adequate records (a computer-generated report) – listed by facility showing each extinguisher type, size, location, serial number, and annual inspection date. This listing will also include the due date of the next 5-year and 6-year maintenance and 12-year hydrostatic tests of each extinguisher.

16. All work is to meet or exceed the minimal requirements set forth by most current editions of the following codes:

· NFPA: 10, 17, 17A, 96

17. Upon arriving at the Medical Center, the Contractor (Alarm Technician) shall check in with the COR (to be determined) once arriving onsite during normal business or WHEN hours. The Contractor shall be required to obtain a contractor badge and an escort to the inspection locations.

18. VA COR is to be provided with copies of Technicians’ OSHA 10 documentation for review and record prior to the start of this contract.

19. The VA has the right to refuse any subcontractor based on past performance/experience.

20. All work shall be performed in a manner which would present the least amount of distribution to the healthcare facility.

21. In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor needs to have a person at the buildings local fire alarm panel, and the Tru Site workstation to confirm the signal and reset alarms.

Annual Fire Alarm Inspection and Testing

1. Without exception, all technicians performing work on the campus fire alarm system shall be Simplex factory certified.

2. The contractor shall have 5-years of experience in inspecting, testing, and certifying hospital or commercial building fire alarm, detection, and suppression systems.

3. All teams dispatched for inspection and testing services shall have a lead technician with at least an OSHA-10 certification.

4. All testing and inspection of the campus fire alarm system shall be completed during normal hours (7am-4:30pm), except for notification devices (horns & strobes). This equipment may be tested and inspected during WHEN hours, to lessen disruption of the Medical Center.

5. All travel cost associated with this contract are to be included in the contract cost. Additional cost will not be given to the Contractor for what they deem out of scope.

6. The contractor under this SOW will be responsible for all: labor, parts, equipment, and transportation, required to carry out all the services as outlined in this SOW. This Medical Center is considered a Critical Care facility; therefore, as part of this contract, all equipment associated with the fire alarm shall be kept in 1st class condition and proper working condition.

7. The contractor shall have the capability of producing electronic documents that shall be able to interface with the systems used by the VA, Facilities Management Service (FMS) at the VAMC-Manchester. The contractor shall submit electronic copies of all documents via email whenever possible to the Contracting Officer (CO) or Contracting Officer’s Representative (COR). The Contractor shall submit hardcopies if requested by the CO or COR.

8. All tools must be always kept in eye contact, when workers are taking breaks or leaving the site, tools must be removed and stored in a safe place.

9. All labor rates will comply with applicable Wage Rate Determinations by the Department of Labor.

10. At no time shall the fire alarm be left in trouble mode for a period of longer than 12 hours (starting once technician arrives) unless approved by the COR.

11. No system will be left out of service at the end of a workday, or over a weekend without permission from the VA. All devices, equipment, switches, etc., must be verified that they are enabled/reset prior to end of workday.

12. All Technicians working on the fire alarm shall wear and use the required safety PPE (personal protection equipment) as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the CO or COR for resolution through the on-station Safety Manager.

13. A key for locked areas will be provided by the COR of the contract or Police Services (during WHEN hours) upon notification from the service technician.

14. COR must be immediately notified of any conditions discovered, through this contract, that could result in extended duration of a non-compliant fire alarm system.

15. The contractor shall provide an ESR, with inspection sheets, indicating pass or failure status of all equipment and devices, with any written recommendations. The ESR that is generated for each inspection is to be submitted to the COR for review and record.

16. All work is to meet or exceed the minimal requirements set forth by the following codes:

· NFPA: 70, 70E, 72, 99 and 101

17. Upon arriving at the Medical Center, the Contractor (Alarm Technician) shall check in with the COR (to be determined) once arriving onsite during normal business or WHEN hours. The Contractor shall be required to obtain a contractor badge and an escort to the inspection locations.

18. VA COR is to be provided with copies of Technicians OSHA 10 documentation for review and record prior to the start of this contract.

19. The VA has the right to refuse any subcontractor based on past performance/experience.

20. All work shall be performed in a manner which would present the least amount of distribution to the healthcare facility.

21. In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor needs to have a person at the buildings local fire alarm panel, and the Tru-Site workstation to confirm the signal and reset alarms.

5.0 SUMMARY OF CONTRACT DELIVERABLES

a) ESR shall be completed and forwarded electronically to the COR for record:

· Reports shall include name and contact information of technician,

· date and time of work performed,

· description of devices tested, to include identifiers (device numbers)

· device status (Pass/Fail) and a description of deficiencies

· recommendations for deficiency correction

b) All work shall be performed in accordance with NFPA 25, 72, 99, 101.

6.0 CONTRACTING OFFICERS REPRESENTAIVE (COR)

1. The CO & COR of the project will be determined at the time of contract award. The CO is the only person who has the authority to modify this contract. The COR will be managing the contract for the CO, all questions regarding the contract shall be addressed to either the COR or the CO in writing for resolution.

2. If the contractor ever cannot meet the requirements of this contract, the CO is to be notified immediately for direction on how to proceed.

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