J063--Fire Alarm Maintenance, Repair, Testing & Inspection

This is a Sources Sought Notice for Fire Alarm System Maintenance, Repair, Testing & Inspection services as identified in the Statement of Work (SOW) for the Saginaw VA Medical Center in Saginaw, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below.

The services required are provided, and are subject to changes. A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice.

Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response:

DUNS NUMBER

SAM UEI NUMBER

GSA Contract Number

Capabilities Statement

Confirmation of actual intent to submit an offer should an RFQ be posted in future

Company name and address

Point of contact information (name, phone, email)

Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.)

This Sources Sought Notice is intended to locate any business capable of performance.

The anticipated NAICS Code for this requirement is 238210.

This is not a Request for Quotation and quotes shall not be reviewed at this time.

The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

Responses shall be submitted to Jeanne Ortiz at jeanne.ortiz@va.gov by Wednesday, September 3, 2025, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25025Q0882 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE.

DRAFT STATEMENT OF WORK

GENERAL

Saginaw VA (SVA) Medical Center, located at 1500 Weiss Street, Saginaw, MI 48602, requires quarterly, semiannual (every six months) and annual maintenance, repair, testing and inspection services on all SVA fire alarm systems. Contractor shall provide all necessary labor, materials, tools, parts, cleaning materials, personnel and any other items required to perform the services required.

CONFORMANCE STANDARDS

Contractor shall perform inspections in accordance with the most current editions of the Original Equipment Manufacturer (OEM) maintenance manuals, most recently published versions of the following NFPA codes and additional regulatory requirements as prescribed by the Joint Commission on the Accreditation of Healthcare Organizations (JCAHO):

NFPA 01, Fire Code

NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

NFPA 72, National Fire Alarm and Signaling Code

NFPA 75, Standard for the Fire Protection of Information Technology Equipment

NFPA 80, Standard for Fire Doors and Other Opening Protectives

NFPA 92, Standard for Smoke Control Systems

NFPA 105, Standard for Smoke Door Assemblies and Other Opening Protectives

NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

Contractor shall develop a written testing plan to include ALL system components, showing the periodic frequency of inspections/testing and upcoming inspection/testing dates for the contract year for 100% of all fire alarm system devices.

Within ten (10) business days of contract award, Contractor shall provide the SVA Contracting Officer s Representative (COR)/Service POC with the completed testing plan, including a schedule of tentative testing dates for all components for the contract year.

Contractor shall complete a SAFE WORK permit provided by the facility. The SAFE WORK permit:

shall be signed by the COR/Service POC or an authorized individual from Engineering Service.

shall posted in Engineering and at Fire Alarm panel.

authorizes Contractor to remove the fire alarm system from service for testing and repair purposes. If an actual event presents during testing, Contractor shall notify the COR/Service POC.

Contractor shall participate in an Online Monthly Meeting to discuss completed inspections, inspection reports, future inspections, payment status, contract compliance and facility compliance. Contractor shall provide a monthly agenda and provide meeting minutes within seven (7) business days of the meeting.

Contractor is responsible for scheduling and completing all inspections, testing, and planned maintenance to meet current NFPA and JCAHO standards within the standard days and hours of operation.

Contractor shall coordinate with the facility elevator maintenance contractor for testing fire alarm devices located in elevator pits and machine rooms.

Contractor shall notify COR/Service POC at least one month in advanced of conducting inspections and/or planned maintenance.

Contractor must provide an individual who is factory trained and certified in Edwards Fire and Life Safety to perform all maintenance, repairs, testing and inspection. Contractor technicians must be Est3 Certified and under the employ of the Prime Contractor.

Maintenance, testing and inspections shall include, but may not be limited to:

Contractor shall provide a Unique Identifier (UID) number for every fire alarm system device.

Contractor shall perform systematic examination of all system components.

Contractor shall perform testing, cleaning and adjusting of all components as necessary to keep the system in reliable condition and proper working order.

Contractor shall perform battery and charger maintenance, replacing them as necessary.

Contractor shall perform fire damper inspection in accordance with NFPA 80 & 105, Building 1 (6-year cycle, next due in fiscal year (FY) 2026).

Contractor shall perform fire damper inspection in accordance with NFPA 80 & 105, Building 22 (4-year cycle, next due in FYs 2026 and 2030).

Emergency Service Contractor shall respond within six (6) hours upon notification of system trouble.

Contractor shall identify all repairs and modifications needed during onsite testing, inspection and maintenance. All deficiencies identified by the Contractor shall be repaired and documented immediately by the Contractor while on site, at time of discovery. Documentation shall include: as found condition, corrective actions, and as left condition.

Contract shall make all repairs for deficient or inoperable devices found during testing, inspection and maintenance or that have failed during operation. Only original replacement components manufactured by the OEM or other compatible components shall be used in order to preserve Underwriters Laboratories (UL) listings and meet NFPA requirements.

Contractor shall inform COR/Service POC prior to, and upon completion of, performing work, and provide work ticket and/or report. Work ticket shall be legible and include a complete description of work performed and parts replaced. Contractor staff shall review inspection reports with the COR/Service POC at the end of each day and confirm all devices have been tested.

Contractor should be aware that from time-to-time the fire alarm system will undergo changes as new systems are added, updated or replaced. Contractor shall verify the component list prior to start of inspections.

Inspection of minor additions/deletions of components (5% or less) will be done at no additional cost to the Government.

Substantial change (greater than 5 %) to the configuration of the Alarm and Suppression Systems should be noted by the vendor, and a modification to adjust the contract will be submitted to the Contracting Officer prior to conducting the next quarterly inspection.

Contractor shall maintain a log located at the fire alarm control panel (Room B140-1). The log shall include the date, type of trouble, condition of the system, and the name of the technician responding to the trouble call. Each trouble call shall be fully described to include but not limited to the nature of the trouble, corrective action taken and what parts were replaced.

EXCLUSIONS: Dampers & Damper Motors. Contractor shall provide the COR/Service POC a quote for VA Contracting Officer review, and, if appropriate, a separate purchase order may be issued.

The following is a list of systems and components that shall be maintained, tested, and replaced if necessary; to included but not limited to the following:

Fire alarm panels including batteries (12-volt; approximately 26 total) and battery chargers. Shall include testing and inspection of all functions.

Standalone fire panels for (2) OIT server rooms.

Initiating devices to include:

Manual Pull Stations

Heat Detectors

Area Smoke Detectors

HVAC Duct Smoke Detectors

Fire Sprinkler Water Flow Switches

Fire sprinkler valve supervisory switches

Fire sprinkler hi/low air supervisory switches

Special System inputs, e.g., ANSUL.

Notification Appliances to Include:

Audible Signals (bells, speakers, and horns)

Visual signals (lights & strobes)

Auxiliary Devices to Include:

Magnetic Door Holders

Fire Shutter Door Releases

HVAC Fan Shut Down

Fire Department Remote Alarm

Elevator Fire Service Recall

Fire-Smoke Dampers

Flow Switch Bells

Edwards (manufacturer) Reporting System to Include:

Remote Monitor Panels

FireWorks Central Reviewing Equipment

Single Stations Stand Alone Systems:

HVAC Duct Smoke Detectors and Fan Shut Down

Fire Smoke Dampers

Contractor shall submit a quarterly report to COR/Service POC, including, but not limited to, the following information (this is in addition to uploading reports into Building Reports ):

Testing Schedule:

Building number.

System type tested.

What was tested.

Detailed report:

Building number.

Location of device.

Type of Device.

Test Results

Original

Current

Zone (Zone FACP).

Code (Chime Code).

Quarter.

6 months.

Year.

Date.

Comments.

Fire Alarm Discrepancy Report:

Building Number.

Device and location.

Type of Discrepancy.

The publications listed below shall be followed and adhered to while conducting repairs, testing, maintenance, and inspections:

OEM maintenance manuals.

OEM recommendations.

National Fire Protection Association Standards. (NFPA 25, 72 & 105)

National Electrical Code (NEC).

National Fire Code.

Joint Commission (JCAHO) Requirements Contractor shall contact COR/Service POC.

Contractor shall report to COR/Service POC in Facility Management Service (FMS), Building 1, PRIOR TO STARTING WORK AND AFTER COMPLETION OF WORK.

Fire Alarm System Components:

An initial inventory during the first annual fire alarm inspection and test should be conducted to confirm existing numbers.

Fire Alarm Systems include the following components:

ITEM

QTY

UNIT

FIRE ALARM PANELS

EST3 CONTROL PANEL

EST3 ANNUNCIATOR

8

3

EA

EA

FIREWORKS GRAPHICAL INTERFACE COMPUTER

1

EA

FIREWORKS GRAPHICAL INTERFACE SOFTWARE AND PLAN UPDATES

1

JB

SMOKE DETECTORS

161

EA

DUCT DETECTORS

56

EA

PULL STATIONS.

122

EA

SPEAKERS

329

EA

STROBES

165

EA

COMBINATION HORN/STROBES

22

EA

RELEASING DEVICES

26

EA

WATER FLOWS

2

JB

SMOKE BARRIER DOOR (Magnetic release)

60

EA

SPRINKLER TAMPER SWITCHES

78

EA

HEAT DETECTORS

12

EA

FIRE ALARM PRINTER

1

EA

GAS SHUTDOWN

2

EA

FUSIBLE LINKS CONTROLLING FIRE DAMPERS

85

EA

AMPLIFIERS/NACS

13

EA

FAN SHUTDOWN

40

EA

ELEVATOR RECALL/FIRE HAT

9

EA

ELEVATOR SHUNT TRIPS

4

EA

ELEVATOR POWER MONITORS

3

EA

FM200/ANSUL ACTION & PRE-ACTION

14

EA

BATTERIES

48

EA

MODCOMP/DIALER/COMMUNICATOR/ 2 PHONE LINES

2

EA

MICROPHONES

2

EA

ANSUL R-102 KITCHEN HOOD SUPPRESSION SYSTEMS. SEMI-ANNUAL TESTING. (INCLUDES SHUNT-TRIP ACTIVATION TEST)

1. BUILDING 1 - ROOM 1-2230 DIETETICS NORTH HOOD

3. BUILDING 1 - ROOM 1-1324 CANTEEN

4. BUILDING 22 ROOM 22-1425 DIETETICS KITCHEN

ANSUL NOVEC 1230 SUPPRESSION SYSTEMS

1. BUILDING 22 ROOM 22-B406, AUTOPULSE IQ-318 CONTROL PANEL

a. SMOKE DETECTORS FSP-851 (A) IN B210LP (A) BASE

b. PULL STATION (NBG-12LR)

c. AHU SHUTDOWN RELAY (NOTIFIER FRM-1)

d. BATTERY 18AH BAT-12180 BATTERY (12 VOLT)

e. MONITOR MODULE - FMM-101

f. ABORT STATION (ANSUL 433940)

g. PRESSURE SWITCH (ANSUL 570585)

h. HORN STROBE- (WHEELOCK MT-24MCW-FR)

2. BUILDING 1 ROOM 1-B200 CONTROL PANEL

a. SMOKE DETECTORS FSP-851 (A) IN B210LP (A) BASE

b. PULL STATION (NBG-12LR)

c. BATTERY 18AH BAT-12180 BATTERY (12 VOLT)

e. MONITOR MODULE - FMM-101

f. ABORT STATION (ANSUL 433940)

g. PRESSURE SWITCH (ANSUL 570585)

h. HORN STROBE- (WHEELOCK MT-24MCW-FR)

1

1

1

1

13

1

1

2

5

1

1

3

1

1

1

1

1

1

1

1

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

ANNUAL REVIEW OF AS-BUILT DRAWINGS: (AUTOCAD 2020 VERSION OR NEWER)

1

JB

SEMI-ANNUAL REVIEW OF AS-BUILT DRAWINGS: (AUTOCAD 2020 VERSION OR NEWER)

1

JB

Test Result Reporting/Recording:

Record test results using online inspection report, using http://www.buildingreports.com.

Test results must be completed within ten (10) business days of inspection/tests.

Any deficiencies must be noted, and system component tagged (using VA approved/supplied tags).

A written deficiencies report must be provided in a daily report, submitted to COR/Service POC, for the VA Safety Manager to track remediation of all deficiencies. Daily deficiency reports must include component, nature of deficiency and location.

Finalize Inspection Report, using http://www.buildingreports.com.

A monthly meeting shall be held with Contractor Inspection Team Leader, Project Manager, Administrative Officer, VA Safety Manager and COR/Service POC to review Inspection Report.

Contractor shall develop a remediation plan for all deficiencies within five (5) business days.

Contractor shall submit report to COR/Service POC and SVA Safety Manager within five (5) business days of repair completion showing status of all identified deficiencies.

Edwards EST-3 Fire Alarm System Software and Programing:

Definitions:

EST3: The Edwards Fire and Life Safety model number.

SDU: The Systems Definition Utility (SDU) is a database application used for setting up and programming an EST3 life safety system.

Software Programming for the Edwards EST3 Fire Alarm System shall be provided by qualified, certified EST3 System Technician/Programmers.

Valid certificate from United Technologies (UT) Edwards required for Alarm System technicians, FireWorks Programmer, and Edwards EST3 programmer.

Documentation will be verified with Edwards EST3 database to ensure valid training is certified and current.

Contractor shall provide all updates and software revisions for the Edwards EST3 Fire Alarm System. Contractor shall download and install any software updates and revisions for Edwards EST3 SDU Software and FireWorks Software.

All system programming deficiencies shall be noted and remediated by contractor s Edwards EST3 technician.

Contractor shall maintain an updated back-up disc for the Edwards Fire Alarm System and FireWorks server(s).

Contractor to verify devices and locations on FireWorks and SDU with device in alarm mode or the device changes state.

Contractor shall provide a list of all devices reported from the SDU program and FireWorks. Contractor shall maintain this list throughout the contract as changes take place with the programs.

Contractor shall provide a listing of all service groups from the SDU with all devices shown in those groups. Contractor shall maintain this list throughout the contract as changes take place with the program.

The fire alarm panel s sensitivity self-diagnostic report shall be reviewed during the inspection. Any detectors reported to be outside of the allowable range shall be repaired or replaced.

Deliverables

Documentation: All documentation requirements will be kept current. Documented results must be submitted to the COR/Service POC within five (5) business days after each testing, inspection and maintenance cycle. No hand-written reports will be accepted.

Contractor shall provide a secure internet-based data center with drop down filterable menus for all testing, inspection, maintenance and repair activities. The Contractor shall allow government employees access to the Contractor s internet-based data center. Information shall be filterable by individual device, group of devices, buildings, dates, EC/EP # per JCAHO, etc. The filters shall include the following information for JCAHO and higher headquarters review:

Name of the activity

Date of the activity

Required frequency of the activity

Name and contact information, including affiliation, of individual who performed the activity

Result of the activity

Contractor will provide a total of two (2) e-copies (CD/DVD), per quarter, of all data for all inspection, testing, maintenance and repair activities for each individual device under contract.

E-folders shall match binder tabs exactly with all matching documents individually identified.

E-copy folders should replicate hard copy binder.

Contractor will provide two (2) 3-ring binders, per quarter, clearly documenting all JCAHO and NFPA requirements for all testing, inspection, maintenance and repair activities for each device under contract. A table-of-contents shall be included in the front of the binder identifying all tabbed items.

Data Organization: Each quarterly binder (and associated internet-based data center and CD/DVD) shall be clearly tabbed as follows:

Binder 1:

Tabs shall have all JCAHO-required documentation requirements only: Sample mandatory documentation requirements for JCAHO are EC.01.02.05, EPs 1-5, 9, and 19. Note: these requirements could change and it is the Contractor s responsibility to ensure documentation contains the most current requirements per JCAHO.

If an EC/EP Component contains documentation requirement for more than one (1) device, sub tabs will be created so that each separately grouped device under a single EC/EP identifier has its own unique section. Example: EC.02.03.05, EP9.

Each tab shall have a cover sheet specifically identifying JCAHO (EC/EP identifier) and NFPA requirements verbatim out of the most current standard or edition. 6.4.1.4 Each tab shall have a second cover sheet defining time/testing interval requirements for the specific tabbed item per NFPA and JCAHO individually.

Binder 2: All other Fire Alarm testing requirements will be contained within a secondary binder. Binder 2 will match Binder 1 in regard to organization and set-up.

Device Failure:

If a device fails, the Contractor will electronically initiate a Deficiency Notification (DN) to the COR/Service POC identifying device (description/UID), location, date, and discovered fault.

The same DN will remain open/un-resolved until conclusion of repairs. The comments on a DN will identify all repair activities, UID s of any equipment removed and new UID s of any new equipment added to the system. Ultimately the DN must contain the test results after each repair is completed

As-Built CAD Drawings:

Review and update As-Built CAD Drawings to show all Alarm System Panels, Components, Sensors, and Wiring.

Verify As-Built drawings are accurate. Semi-Annual & Annual review by contractor to ensure accuracy.

Current As-Built drawings will be provided by VA upon Contract Award. Contractor shall review and redline As-Built AutoCAD drawing layers to show location and identify the following components:

All ventilation fire-smoke dampers, tampers, control relays and natural gas shut off valves.

Ansul R-102 Kitchen Hood Suppression System. Include electrical shunt trips.

Magnetic release fire boundary doors.

FM-200 Systems

Any functional or alarm component not shown on existing drawings. This is required so that SVA will have comprehensive Fire Alarm System Plans.

Complete SDU address, for example, 001-01-02-123

Complete Barcode ID number.

Six (6) months prior to contract ending, vender shall provide current As-Built drawings fully updated with all fire alarm system components. Provided in AutoCAD and hard copies ARCH C 18 x 24 .

Quality Assurance Procedure

Contractor shall have NICET qualified staff and OEM (UT-Edwards) authorized Edwards EST-3 certified Strategic Partnerships that ensure technicians have the required training on the Fire Alarm System and provide OEM-issued (UT-Edwards EST) certificates for documentation of training.

Testing Procedures shall be performed in accordance with NFPA 25, 72 & 105, or more frequently, in accordance with of Authority Having Jurisdiction. The NFPA 72 shows testing frequencies.

All activities (Inspection, testing and maintenance) shall be noted in written Service Report to COR/Service POC. Final periodic Inspection/Tests shall be reported electronically, using http://www.buildingreports.com.

Fire Alarm System Maintenance and Repairs:

Fire alarm system deficiencies and failures shall be repaired within fourteen (14) days. Below is a list of Edwards EST-3 standard components used in the system(s). Maintenance and repairs are not limited to standard components list.

Edwards EST-3 standard components:

Smoke detectors

Heat detectors

Duct detectors

Fusible links

Pull stations

Control relays

Flow switches

Tamper Switches

Strobes/audible alarms

Power Monitors

EST3 Alarm panels

EST3 Annunciator Panels

If a large section of devices or fire zone fails for a prolonged period due to complex repair requirements or awaiting parts, an Interim Life Safety Measure (ILSM) may be required. A prolonged period is defined as greater than 8 hours for a fire alarm system within a 24-hour period. The Contractor will initiate this process in accordance with VA policies and guidelines, providing a written ILSM plan submittal for approval and routing by VA COR/Service POC. Once approved and implemented by the VA, the Contractor will ensure the ILSM does not expire, and the document is filed in the appropriate tabbed section.

DAYS & HOURS OF OPERATION

Contractor shall perform maintenance, repairs and inspections during normal business hours, Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding any federal holiday or other day declared a national holiday by the President of the United States.

All federal holidays can be found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Elevator device testing shall be completed before or after normal business hours at no additional cost to the government.