J042--Door Inspections and Repair Service Contract

Combined Synopsis Solicitation

Description

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2026-01; March 13, 2026. The most recent Federal Acquisition Circular can be found at Acquisition.gov.

This solicitation is set-aside for SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 541350, with a small business size standard of $11.5 Million.

The FSC/PSC is J042.

The Manchester VA Medical Center 718 Smyth Road, Manchester, NH 03104 is seeking a qualified contractor to perform comprehensive inspections and maintenance on all doors to include fire doors at our main campus.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item

Description

Quantity

Unit of Measure

Unit Price

Total Price

0001

Quarterly Fire Door Inspections and Reports

4

QUARTERLY

0002

Annual Fire Door Report

`1

YR

0003

Stand-By Service Call hours

160

HR

0004

Materials and Parts

1000

Doors

1001

Quarterly Fire Door Inspections and Reports Option Year 1

4

QUARTERLY

1002

Annual Fire Door Report

1

YR

1003

Stand-By Service Call hours

160

HR

1004

Materials and Parts

1000

Doors

2001

Quarterly Fire Door Inspections and Reports Option Year 2

4

QUARTERLY

2002

Annual Fire Door Report

1

YR

2003

Stand-By Service Call hours

160

HR

2004

Materials and Parts

1000

Doors

3001

Quarterly Fire Door Inspections and Reports Option Year 3

4

QUARTERLY

3002

Annual Fire Door Report

1

YR

3003

Stand-By Service Call hours

160

HR

3004

Materials and Parts

1000

Doors

4001

Quarterly Fire Door Inspections and Reports Option Year 4

4

QUARTERLY

4002

Annual Fire Door Report

1

YR

4003

Stand-By Service Call hours

160

HR

4004

Materials and Parts

1000

Doors

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK

Service Contract Campus Wide Doors and Fire Door Inspections and Repairs

INTRODUCTION

The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive inspections and maintenance on all doors to include fire doors at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104.

BACKGROUND

VA Manchester s fire doors as well as non-fire doors have required inspections and maintenance on a periodic basis through the year. The Facility Service, Maintenance Department, requires assistance in keeping up with required inspections and maintenance on the campus doors to ensure proper operations and prevent failure of the fire protection system. Our current maintenance staff is shorthanded to ensure proper maintenance is being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract is needed to ensure the proper and timely execution of the required inspections and maintenance of the campus wide doors. Contractor shall provide quarterly and annual inspections & reports as well as periodic maintenance to correct these deficiencies. The Campus contains approximately 1,000 doors which includes approximately 135 fire/smoke doors.

This is for a base plus 4 option year contract.

SCOPE

Item 1 Quarterly Fire Door Inspections

The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW.

Contractor shall provide necessary parts and labor to perform regularly scheduled preventative maintenance (PM) services for approximately 135 Fire/Smoke door assemblies, based solely on current VAMC Manchester s life safety drawings, which are available to contract awardee, upon request. The drawings are to be used as a guide to aide in locating fire/smoke doors. Location of the doors that may not be identifiable on the drawings will be provided to contractor by VAMC Manchester. 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 door assemblies.

Inspections and maintenance performed on fire door assemblies shall be in accordance with NFPA 80: Standard for Fire Doors and Other Opening Protectives, 2025 Edition - Chapter 5 Inspection, Testing, and Maintenance . The Contractor shall also review, correct and prepare a full and accurate inventory list (excel format) of all known fire door assemblies as part of this solicitation.

Inspections on all 135 fire/smoke doors will be performed on a quarterly basis and include all components of fire door assemblies. All visits shall be scheduled and coordinated through the COR or designee during normal business hours. Fire Door assembly Inspections / preventative maintenance shall include, but not be limited to the following:

Ensure that all door assembly rating labels are intact and legible.

Ensure glazing, vision light frames, and glazing beads are intact.

Ensure door clearances around frames and at thresholds are appropriate.

Ensure self-closure devices operate.

Confirm that coordinators are installed with an inactive leaf closing before active leaf.

Ensure latching hardware operates and secures the door when closed. Adjust as needed.

Ensure auxiliary hardware does not interfere with operation of the door assembly.

Ensure modifications to door assemblies do not void the labels.

Check gasket and edge seals and verify for presence and integrity.

Quarterly Report

Quarterly Report shall include the list of the fire/smoke doors, inspections performed and pass /fail on the inspections. These reports shall be delivered 14 calendar days after the date of the inspection.

A cost estimate of the repairs required shall be provided for each failed item. These will be approved based on funding remaining in ITEM 3 & ITEM 4 (Labor hours and Parts).

After Quarter 1, all other quarterly reports shall also include a list of corrections made since previous quarters report.

CORRECTIONS/REPAIRS REQUIRED: The Contractor shall immediately, but no later than 14 calendar days after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the fire door assemblies. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. (Repair costs shall be covered under Line item 3.3 Item 3 and 3.4 Item 4)

These items for repair may include some of the following:

Repair or replacement of any device that does not operate as it should.

Properly aligning doors, frames, hinges, hardware, and thresholds.

Replacing any missing or broken parts.

Filling and/ or repairing holes or breaks in door surfaces and frames.

Item 2 Annual Report

The contractor shall provide the VA with an annual report on all fire door quarterly inspections and a wrap up of corrective actions.

This report shall include:

Fire door locations / labels and quarterly inspections (pass / fail).

Fire doors repairs by location

Type of failures (from highest quantity failure reason to lowest)

Outstanding items to be repaired / replaced.

Item 3- Stand-by Services (Labor)

The contractor shall provide on repair services to include labor costs for standby repair services related to repairs associated with doors across campus. These labor hours include labor hours associated with repairs to the fire/smoke door assemblies as well as hours associated with services requested for repair of non- fire/smoke doors.

These labor hours are not associated with the inspections and reporting labor hours.

The vendor will be able to schedule staffing within two (2) weeks of notification.

Contractor shall provide 160 labor hours as specified under this line item.

Item 4 Materials and Parts (Non-Routine Repairs and Maintenance)

The contractor shall supply parts and materials ($150 per door) for approximately 1,000 doors (inclusive of fire/smoke doors) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation ($150 per door), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 14 calendar days to the COR.

Repairs shall be commenced within 14 calendar days after the costs for repair has been agreed upon by the contractor or by the COR. All repairs shall be in accordance with the manufacturer s requirements and\or applicable laws, regulations, codes, etc. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible.

PERFORMANCE REQUIREMENTS

All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to VA codes, Federal, State, and local regulations throughout the course of this service contract.

The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

The contractor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center.

The contractor shall schedule all site visits, to include emergencies, with the COR.

The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the COR s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR.

The contractor shall respond within 4 hours for all emergency call backs.

Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a Contractor badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work.

Personnel must wear the proper personal protective equipment (PPE) at all times. Work done under this project must comply with infection control requirements.

The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes.

Special care will be taken to secure tools and construction equipment.

Material Safety Data Sheets (MSDS s) must be submitted to the COR for approval for all hazardous materials before they are brought to the work site.

End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite.

Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D.

All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

DELIVERABLES

Contractor shall coordinate with the COR to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract.

Contractor shall provide a prioritized phone support contact list at the commencement of the contract.

Submittal of proposed equipment and materials to be used on site for review and approval by the COR.

Submittal of Contractor safety plan and lock-out tag-out plan.

Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.

Within two weeks of completing each visit, the vendor will provide a report on the following:

The final quarterly documentation report including but not limited to the following:

All Fire and Smoke Door Assembly and Locations

General condition of each item repaired.

Detailed written descriptions of repairs made.

This report shall include:

Name of the Contractor and Contract Number

Name of the Technician who performed services

Contractor service report.

Service hours utilized.

Parts allowance utilized and itemized parts replaced.

Total cost of the visit

Identification of door assembly to be serviced. (ID Number, Manufacturer's name, Fire door assembly, and any other Manufacturer's identification numbers.)

6. 0 QUALIFICATIONS

Each respondent must have an established business, with an office and full time staff. The staff includes a "fully qualified" technician and a "fully qualified" technician who will serve as the backup.

"Fully Qualified" is based upon training and on experience in the field. For training, the technician(s) shall have successfully completed a formalized training program for the inspection, testing and maintenance of fire door assemblies, IAW the most recent edition of NFPA 80.

The technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent technicians. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved technician. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

The Base contract period of performance is September 21, 2026 to September 20, 2027.

Option Year 1: September 21, 2027 to September 20, 2028.

Option Year 2: September 21, 2028 to September 20, 2029.

Option Year 3: September 21, 2029 to September 20, 2030.

Option Year 4: September 21, 2030 to September 20, 2031.

Places of Performance

Address:

718 Smyth Road

Manchester, NH

Postal Code:

03104

Country:

UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (Sep 2023) (See Attachment 1).

FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (See Attachment 2).

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023)

FAR 52.222-90, Addressing DEI Discrimination by Federal Contractors (APR 2026)

FAR 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020)

FAR 52.219-14, Limitations on Subcontracting (Oct 2022)

FAR 52.217-8, Option to Extend Services (NOV 1999)

FAR 52.217-9, Option to Extend Term of the Contract (MAR 2000)

FAR 52.252-2, Clauses Incorporated By Reference  (Feb 1998)

FAR 52.203 11, FAR 52.203 18, FAR 52.204 7, FAR 52.204 13, FAR 52.209 6, FAR 52.222 35, FAR 52.222 36, FAR 52.222 37, FAR 52.222 41, FAR 52.222 42, FAR 52.222 43, FAR 52.222 50, FAR 52.222 62, FAR 52.223 20, FAR 52.223 21, FAR 52.223 23, FAR 52.224 3, FAR 52.232 33, FAR 52.232 40, FAR 52.233 3, FAR 52.233 4, FAR 52.244 6, FAR 52.252 1

VAAR 852.219-75, limitations on Subcontracting (NOV 2022).

VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

VAAR 852.204 70 Personal Identity Verification of Contractor Personnel (MAY 2020)

VAAR 852.204 72 Personnel Vetting and Credentialing (FEB 2026)

VAAR 852.201 70 Contracting Officer's Representative (DEC 2022)

VAAR 852.203 70 Commercial Advertising (MAY 2018)

VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)

Wage Determinations:

The following wage determination applies to this solicitation and is provided as Attachments (4 & 5):

Wage Determination 2015-4127 (Revision No.: 34)

Wage Determination 2015-4119 (Revision No.: 33)

All quoters shall submit the following:

Questions: Any questions must be submitted in writing no later than Wednesday 27 May 2026 at 5:00 PM EST. Answers to the questions will be posted by the following week.

Site Visit information: Site visits will be held on Tuesday, 19 May 2026 at 11:00 AM EST located at the Manchester VAMC. Please contact Andrew Obrien directly (andrew.obrien@va.gov; (603) 624-4366) to schedule attendance at Manchester VAMC. Please note all questions must be submitted to Shawn Lawrence (Shawn.Lawrence@va.gov), prior to Wednesday 27 May 2026 at 5:00 PM EST. No questions will be answered at the site visit.

Quote: Offeror shall provide a quote using the Line item table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards.

All quotes shall be sent to the Contract Specialist, Shawn Lawrence at Shawn.Lawrence@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12.

Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

Submission of your response shall be received not later than 4 June 2026 at 5:00:00 PM EST. All quotes shall be emailed to Shawn Lawrence at Shawn.Lawrence@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact: Shawn Lawrence, Shawn.Lawrence@va.gov.

See attached document: Attachment 1 Tailored FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services.

See attached document: Attachment 2 Tailored 52.212-2 Evaluation - Commercial Products and Commercial Services.

See attached document: Attachment 3 852.219-75 Limitation on Subcontracting.

See attached document: Attachment 4 WD 2015-4119 Rev. 33.

See attached document: Attachment 5 WD 2015-4127 Rev. 34.

See attached document: Attachment 6 QASP.