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Page 8 of 25 Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Fire Alarm, Firm Suppression and Fire Sprinkler System Testing, Maintenance and Repairs Th... Page 8 of 25 Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Fire Alarm, Firm Suppression and Fire Sprinkler System Testing, Maintenance and Repairs This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Please provide the following information via email to Joshua.Gallien@va.gov: DUNS Number GSA Contract information if applicable Point of Contact email and phone number Capability Statement Simplex Grinnell certifications (confirmation of simplex Grinnell training and abilities) Any other information that you would like to share The Veterans Health Administration (VHA) is seeking to obtain Fire Alarm, Firm Suppression and Fire Sprinkler System Testing, Maintenance and Repairs in the Connecticut area. The standard of services shall be of quality; meeting or exceeding those outlined in General Requirements section below. Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. General Requirements: The purpose of this potential requirement is to establish Fire Alarm, Fire Suppression, and Fire Sprinkler system Testing, Maintenance and Emergency and Non-emergency repair contract for the VA Connecticut Health Care System. The speculated duration of this potential contract is a base year (12 Months) with four (4) potential annual option years to be exercised at the discretion of the Contracting Officer. DESCRIPTION OF SERVICE. The Contractor shall perform Inspections, Tests, Preventive Maintenance and Repair of fire protection, suppression, and sprinkler systems at VA Connecticut Healthcare System at the West Haven Campus, Newington Campus, Errera Center (West Haven), and Orange Annex (Orange), CT in accordance with all applicable laws, regulations, specifications, National Fire Protection Agency (NFPA) standards, The Joint Commission Accreditation standards (2018), instructions and commercial practices and as described in this Performance Work Statement (PWS) with the focus on safety and customer service. The Contractor is encouraged and expected to use innovative approaches to accomplish the PWS requirements efficiently and effectively in a timely manner at reduced cost and in a way that fosters pride and ownership in the work performed. Location of Facilities: West Haven Campus 950 Campbell Ave West Haven, CT 06516 Newington Campus 555 Willard Ave Newington, CT 06111 Errera VA Clinic (itemized inspection only) 114 Orange Ave West Haven, CT 06516 Orange VA Clinic (itemized inspection only) 200 Edison Rd Orange, CT 06477 DEFINITION OF SERVICES. 1.1.1 MAINTENANCE SERVICES. The contractor shall perform inspections, testing, preventive maintenance, and repairs to ensure reliable and continuous operation of each fire protection /suppression/sprinkler system. All work shall be performed by Simplex Grinnell trained and qualified personnel in accordance with the specifications and standards listed below, as well as best commercial practices and the manufacturer's instructions to maintain all components in a safe and reliable operating condition. The contractor shall provide Simplex Grinnell certification certificates for all employees working at and on VACTHS Facilities. The contractor shall coordinate with the facility Safety Services POC to provide at minimum 24-hour notice that they plan to conduct maintenance, inspection, or testing in any VACTHS building. The contractor shall also provide advanced notice to the facility operator and VA Police prior to conducting any services or repairs. All work shall be accomplished with Simplex Grinnell Equipment and components. INSPECTION. All periodic inspections are to be performed in accordance with NFPA 25; NFPA 72; and TJC Hospital Accreditation Standards (2018) Chapters EC and LS, to ensure proper equipment function. Inspections shall be performed on each fire alarm component and results noted on the Equipment Testing and Inspection Report tabbed by Element of Performance. TESTING. All periodic testing shall be performed in accordance with NFPA 25; NFPA 72; and TJC Hospital Accreditation Standards (2018) Chapters EC and LS, to ensure proper equipment function. Testing shall be performed on each fire alarm component and results noted on the Equipment Testing and Inspection Report tabbed by Element of Performance. Testing cycles to be performed in accordance with Attachment 1. All devices associated with each fire protection/suppression/sprinkler system shall be tested to include, but not limited to: Control-Panel - Shall be functionally tested for proper operation, including trouble condition signaling, initiating and indicating circuit supervision, and remote signaling. 1.1.3.2. Fire Alarm (Pull Stations) - Each Manual Fire Alarm Pull Station shall be functionally tested for proper operation, alarm and trouble condition. Batteries - Each battery shall be subjected to a load voltage test and charger test. The results of these tests shall be noted on the Report of inspection/Testing. Smoke Detection Devices - Each Smoke Detection Device shall be inspected and functionally tested per the method recommended by the manufacturer to meet the smoke -entry test requirement. Heat Detection Devices - Each restorable Heat Detection Device shall be functionally tested with a heat detector tester. Devices that are designed for single activation use such as fixed thermostat heat detectors and other non-restorable devices shall be tested by shorting across the conductors of the heat detector. Auxiliary Contact & Automatic Shut Down - All devices shall be functionally tested. Elevator Recalls - All devices shall be functionally tested. Duct Smoke Detectors - All devices shall be functionally tested. HVAC Shutdown Devices - All devices shall be functionally tested. Electromechanical Release devices - All devices shall be functionally tested. Annual inspection of all Portable Fire Extinguishers. Semi-annual inspection /maintenance of Kitchen Wet Suppression/Dry Chem Systems. Waterflow Switches - Each Waterflow shall be tested through opening of the inspector s test valve and allow water to flow until alarm activation. Supervisory Switches -All tamper and supervisory switches shall be tested for proper operation. Audible Notification Appliances - Place system in Alarm condition, using a sound meter; verify that sound level in all occupied spaces is l5dba above average ambient sound level. Verify that all audible notification devices are synchronized. Visible Notification Appliances-Place system in Alarm condition, observe flash rate of each strobe installed in the system and verify that strobes are synchronized. Perform 5-year obstruction Inspection of sprinkler and systems and fire department connections (this service shall take place in 2022 only, locations West Haven and Newington) Perform 5-year flow test of standpipe systems (this service shall take place in 2022 only, locations West Haven and Newington) Perform 5-year internal inspection of dry sprinkler system (this service shall take place in 2022 only, locations West Haven and Newington) PREVENTIVE MAINTENANCE. Maintain fire protection/suppression/sprinkler equipment in accordance with manufactures' instructions. Perform cleaning of fire protection/suppression/sprinkler systems equipment as required to ensure proper operation based on local environmental conditions. The contractor shall provide an inspection/testing report as stated in paragraph 1.2.1. upon completion of each preventive maintenance inspection. ADDITIONAL REQUIREMENTS. The contractor shall prepare, maintain and provide a current inspection/testing/preventive maintenance schedule including activities necessary for the maintenance of all fire protection, suppression, and sprinkler systems that conforms to matrix in Attachment 1. REPORT OF INSPECTION/TESTING. Within ten business days after each preventive maintenance inspection is completed, the contractor shall prepare and submit a written report to Safety Service in accordance with the procedures outlined in NFPA 72, and with an Equipment Testing/Inspection Report that conforms with TJC Accreditation Standards for Environment of Care, and Life Safety Elements of Performance. The report shall identify the type of fire protection/suppression system or component, the VA Facility location and building number, the actual inspection/maintenance work performed, and, if repairs are needed, include a list of repairs needed, date of inspection, and name of technician. The written report shall also contain an itemized list of each device tested, zone of device, and location of device and document the results of these tests. Devices must be checked for proper operation during this test, with documentation. If the inspection report indicates a need for repair work, deficiencies will be tracked through the Safety Service. l .2.2. EQUIPMENT REPAIRS AND SERVICE CALLS. (All needed repairs for repairs not covered under this contract shall be quoted and approved by the Contracting Officer prior to any work taking place) 1.2.2.l EQUIPMENT REPAIRS. All repairs shall be performed in accordance with the standards referenced in the PWS, using parts or components specified by the manufacturer or of equal or better quality. 1.2.2.2. SERVICE CALLS. In the event a particular fire protection/suppression/sprinkler system or component must be inspected or repaired the Safety Service will notify the contractor. The contractor shall respond within one business day to inspect the fire protection /suppression system and make repairs that are necessary. Downtime of fire protection/suppression/sprinkler systems or components shall be kept to an absolute minimum. 1.2.3.3 EMERGENCY SERVICE CALLS. In the event that the fire protection/suppression/sprinkler system requires an emergency service the contractor shall be reachable 24hrs a day 7 days a week to include weekend and Holidays. The contractor shall provide a Simplex Grinnell trained service technician with-in 2 hours of the emergency request unless other time frames are allowable by the VA POC. Downtime of fire protection/suppression/sprinkler systems or components shall be kept to an absolute minimum. 1.2.3.3. WRITTEN REPAIR REPORT. After repairs are completed, the contractor shall prepare and submit a written repair report to the Safety Service. The report shall include the date and time repairs are completed, the type of fire protection/suppression component repaired /replaced, the VA Facility location, building number, the repairs performed to include replacement parts, the actual equipment downtime, and the name of the technician performing the repairs. SERVICE SUMMARY. The Service Summary (SS) includes Performance Objectives that describe the desired result or outcome the Contractor shall achieve. The Performance Thresholds states the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These thresholds are critical to mission success. The PWS paragraphs reference the details of the Performance Objective in the PWS. Performance Objectives PWS Para Performance Threshold Provide Preventive Maintenance service and inspections for all fire protection/ suppression/sprinkler systems & components in accordance with NFPA, OSHA, ANSI, Manufacturer' s Recommendation s /Warranties and this PWS. 1.1.1 Preventive Maintenance performed in accordance with approved maintenance schedule and standards 100% of the time. Provide appropriate notifications to the Safety Service, VA Police, and Campus Operator prior to conducting any maintenance or repair actions. 1.1.1 Appropriate notifications made 100% of the time. Submit accurate and complete Report of Inspection /Testing within 10 business days after completing Preventive Maintenance inspections. 1.2.1 No more than Two customer complaints per option period. Repairs completed on time and in accordance with NFPA, OSHA, ANSI, Manufacturer's Recommendations / Warranties and this PWS. 1.2.2 100% of Repairs completed within the negotiated repair time and in accordance with all applicable standards. Provide accurate and complete written repair quote to Contracting Officer /Q AP with in two business days. 1.2.2 No more than Two customer complaints per option period. GENERAL INFORMATION HOURS OF OPERATION. The VACHCS Campus hours of operation are 7:30AM to 4:30PM EST, Monday through Friday. The Contractor is not required to provide routine inspections, preventive maintenance or repairs on fire protection systems or components on weekends or Federal Holidays. If a scheduled service falls on a weekend or an observed Federal Holiday, that service shall be performed on the next workday, (i.e., if a holiday falls on Monday, the service will be provided on Tuesday). If repairs are required to be made on a weekend or Federal Holiday, the Safety Service shall notify the contractor when approval is given to perform the repairs. QUALITY CONTROL. The Contractor shall employ a commercial quality control program and procedures to identify, prevent, and ensure non-reoccurrence of defective services. Through implementation of the Contractor's Quality Control program and procedures, the Government shall receive quality services meeting the requirements of the contract. POINTS OF CONTACT. The contractor shall provide a primary point of contact and an alternate point of contact in writing upon contract award. This individual shall have full authority to interface with the Safety Service on all contract matters relating to the daily operations. If the primary or alternate point of contact should change, the contractor shall, notify the Contracting Officer and COR (Contracting Officer Representative) in writing within five (5) calendar days of the change. The contract manager or alternate shall be available during normal duty hours to meet on the campus with the Safety Service to discuss problem areas. SECURITY REQUIREMENTS. All contractor employees shall carry contractor photo identification. Contractor employees or any representative of the contractor entering the government installations shall comply with all campus security measures implemented. This includes but is not limited to background checks prior to campus access, and identification checks during times of increased security. CONTRACTOR-FURNISHED ITEMS AND SERVICES. The Contractor shall furnish all personnel, supervision, management, equipment to include manlifts, tools , transportation and supplies, as required , to perform inspections, preventive maintenance and repair of specified industrial fire protection. SAFETY AND HEALTH STANDARDS. The contractor shall initiate and maintain programs to comply with the provisions of the Occupational Safety and Health Standards Act concerning working with electrical equipment, working in confined spaces, in elevated locations, such as man lifts, ladders and catwalks, and overall worker safety. Additional Information The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility. COVID-19 Precautions COVID-19 Precautions are subject to change without notice, contracted employees shall follow all current Local, State, and Federal COVID-19 regulations. See internal VA POC for precaution updates prior to arrival on station. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021) Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. ATTACHMENTS Scheduling Matrix - Attachment 1