Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

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... 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. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541990 (All Other Professional Scientific and Technical Services) with a size standard $19.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fire Protection Services at the Bedford VAMC per the requirements below. Refer to the Statement of Work below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Statement of Work. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the 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. 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 supply Fire Protection Services are invited to submit a response to this Sources Sought Notice by 08-15-2024. All responses under this Sources Sought Notice must be emailed to carissa.sarazin@va.gov. 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. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. 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: __________________________________________________________________ Other available contract vehicles (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 supply of Fire Protection Services as listed in Attachment 2 Statement of Work 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 REPAIRS, MAINTENANCE, INSPECTIONS, TESTING, AND CERTIFICATION FOR FIRE ALARM DETECTION SYSTEM AND NETWORK Department of Veterans Affairs VA Bedford Healthcare System 200 Springs Road, Bedford MA The Bedford Healthcare System is requesting services for the inspection, testing and servicing of Fire Alarm Systems, Fire Suppression Systems, Kitchen Suppression Systems, and Fire Extinguishers. Service to include all parts, labor, travel, tools, equipment, and personnel necessary to perform all inspections, testing, repair, replacement, and maintenance as required during the contract period at Bedford VAMC and all associated Community Base Outpatient Clinics (CBOC), known herein as VA Bedford HCS. All work will be in accordance with the Statement of Work, Final Contract, Final Approved Quotes, and the most recent Veterans Health Administration (VHA) National Fire Protection Administration (NFPA), Occupational Safety and Health Administration (OSHA), and The Joint Commission (TJC) codes and requirements. PLACES OF PERFORMANCE: All Services Bedford VA Medical Center, 200 Springs Road, Bedford, MA 01730 (Middlesex County) Crescent House 15 Veterans Way Lowell, MA 01852 (Middlesex County) Fire Extinguishers Only Gloucester VA CBOC 199 Main Street Gloucester, MA 01930-6029 (Essex County) Haverhill VA CBOC 209 Summer Street Haverhill, MA 01830-5201 (Essex County) Lynn VA CBOC 225 Boston Street Suite 107 Lynn, MA 01904-3123 (Essex County) Lowell Vet Center 130 Marshall Road Lowell, MA 01852-5130 (Middlesex County) 2. PERIOD OF PERFORMANCE: The period of performance shall be 12-month Base Year with four 12-month option periods of performance. 3. GENERAL Furnish all labor, parts, travel, tools, and equipment necessary to perform all inspections, testing, repair, replacement, and maintenance as defined and required during the contract period specified at the VAMC. All testing will be completed in accordance with the most recent NFPA codes and Joint Commission requirements. Shall provide all labor, travel, and materials to repair or replace any equipment covered in this contract, to include but not limited to; Fire Alarm components, Sprinkler System components, Suppression System components, Fire Extinguishers, due to premature failure, failure during inspection or testing, discharged due to use, or causes other than damage. Shall provide labor and material to perform annual and semi-annual fire extinguisher inspections VAMC fire extinguishers to meet NFPA 10. Annual inspections to be conducted by the 15th day of the month prior to the due date to ensure timely inspection. 4. SPECIFICATIONS Contractor Certification Requirements Contractor shall provide personnel that are factory trained for all work associated with the Fire Alarm systems at each division. Proof of certification will be provided for each employee performing work in connection with this contract. Contractor shall be certified for: Inspecting, maintaining, testing, and servicing of Fire Alarm Systems and associated appurtenances Fire Suppression Systems and associated appurtenances Sprinkler Systems Kitchen Suppression Systems Fire Pump (Building 70 Base-year only) Fire Hydrants Backflow preventors Post Indicators Valves (PIV) Inspecting, testing, recharging, and servicing Portable Fire Extinguishers. Inspecting, maintenance, servicing, and installation of Fixed Dry Chemical Extinguishing Systems. Programming and maintenance of EST IRC-3, FCC, Fireworks, EST-3, and EST-4. Company must have a C license in the State of Massachusetts and all personnel must have a D license. Shall be certified in the inspection, testing, recharging, and servicing of Fixed Dry Chemical Extinguishing Systems as required by the Commonwealth of Massachusetts General Law Chapter 148 & 527 CMR 23.00. Contractor shall submit copies of all required training certifications at the start of the contract and provide updated submissions should new personnel be assigned. Contractor at minimum shall be trained for: 2-Hour Asbestos Awareness Training 10-Hour OSHA Construction Safety Permit Required Confined Space Trained Medically cleared and FIT tested Factory trained by major equipment manufacturers for all fire alarm equipment at VA Bedford HCS Contractor shall NOT have: A letter of concern within the last year. A notice to cure within the last 3 years. Contractor Pre-Inspections Requirements 1) Required documentation: Contractor shall complete the necessary paperwork to obtain a personal identification verification card with VAMC. Contractor shall also complete the IACIC Health Assessment Clearance/Allergy Screening Program form, in order to gain access to the Research areas. This form requires the date of the last tetanus vaccination and purified protein derivative (PPD) test. 2) Required VABED HCS Staff Training: Contractor shall provide one (1) eight-(8) hour on-site training session prior to testing or inspections. Training session for VA Bedford HCS staff shall include, but not be limited to: Accessing testing documentation Reading and understanding documentations Verifying documentation meets NFPA and TJC testing requirements. Check in/out procedures: Contractor shall submit (in writing) a schedule of work for the coming work year. Contractor shall schedule with the Safety Office, at least one week prior to arrival, to perform routine work and testing. A list of work and testing to be completed shall be submitted to the Safety Office during scheduling. Contractor shall notify VHABED HCS at least 24 hours in advance of cancellation of a scheduled visit. Contractor shall set up a new time for testing and inspecting during the notification of cancellation. All routine work shall be performed between the hours of 6:30 am to 3:00 pm, Monday thru Friday unless otherwise requested and approved in advance by the Safety office. Contractor shall report to the Safety Office upon arrival and prior to leaving each workday During Weekends, Holidays, Evenings, Nights (WHEN hours), the contractor shall contact the Utilities System Repair Operator (USRO) for access to necessary areas. Contractor shall check out keys daily for inspection, testing, and maintenance purposes and shall return keys daily. Contractor shall notify the USRO, VA Police, Safety Office, and fire alarm monitoring, prior to commencing programming, maintenance, and/or testing, and supply the USRO, VA Police, Safety Office, and fire alarm monitoring with the location and duration of the programming, maintenance and/or testing. Proper personal protection equipment (PPE) shall be worn in all confined spaces. VA identification cards shall be always worn while at VABED HCS. Contractor will adhere to all OSHA safety regulations and follow proper Lock-out Tag-out procedures. Contractor shall debrief the Safety Service on all testing and findings at the end of each day of testing and inspecting. The contractor shall work with Safety Service to create and review a plan of action for all found deficiencies that have not been corrected prior to their departure. Any findings that are an immediate impact to life and health must be brought to the attention of the Safety Service ASAP (Safety Manager, Duty Engineer, and VA Police during WHEN hours). Contractor shall provide a written report at the end of each visit with: Date Location of work Description of work Names of all staff who performed work. Time started and Time finished. Hours worked by each staff member. Status of work i.e., complete, must return, unable to repair. Plan of action Contractor Inspection & Testing Requirements All testing and inspections shall be in compliance with current VHA, NFPA, OSHA, and TJC regulations. The more stringent regulation shall always take precedence over differing requirements. Contractor shall provide all parts, labor, travel, and materials to repair or replace any equipment covered in this contract, to include but not limited to: Fire Alarms, Fire Sprinklers, Fixed Fire Suppression Systems, PIV, Rolling and Fire Doors, Fire Extinguisher or Suppression System that are discharged due to use, premature failure, or failure during any inspection and testing procedure, this includes replacement of fusible links. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility. Contractor shall be responsible for all damages caused by their company or their sub-contractors. Contractor shall be on site, during or after normal business hours, within two (2) hours of notification by phone call to the contractor's business office in response to a failed system or alarm reset repair, unless other emergency criteria has been adopted by this agency and the contractor. Contractor shall be on site within two (2) hours of notification by phone call to the contractor's business office in response to an accreditation inspection. Computerized lists of device types, locations, and known deficiencies are available upon request. Testing and Inspections Contractor shall test a minimum of one fourth of all devices per Fire Alarm System zone each quarter per NFPA. (Attachment A: Device Location and Testing) Contractor shall visually inspect and clean Smoke Detectors and Sprinkler Heads of dust and foreign material semi-annually. (Attachment A: Device Location and Testing) Contractor shall inspect and test all Valve Supervisory Switches semi-annually in accordance with NFPA requirements. (Attachment A: Device Location and Testing) Contractor shall test smoke detectors with auxiliary control functions annually. One fourth of all detectors with auxiliary control (door closers, elevator shut down, HVAC) shall be tested quarterly. Manufacturer recommendations and current NFPA 72 requirements shall be followed. (Attachment A: Device Location and Testing) Contractor shall inspect and test each building Fire Alarm Panel for operational condition and ring through to facility fire alarm monitoring receiver and shall provide documentation to the Safety Officer. Manufacturer recommendations and current NFPA 72 requirements shall be followed. (Attachment A: Device Location and Testing) Contractor shall inspect and maintain central station receiver for proper coding, imprinting, time accuracy, and adequate reeled paper installed. Said testing shall be done quarterly. Reeled paper shall be checked after each service call. The contractor shall supply the reeled paper to all equipment that requires it. Manufacturer recommendations and current NFPA 72 requirements shall be followed. (Attachment A: Device Location and Testing) Contractor shall test all notification devices annually; one quarter shall be tested each quarter. Manufacturer recommendations and current NFPA 72 requirements shall be followed. (Attachment A: Device Location and Testing) Contractor shall test the elevators at each facility in accordance with current NFPA 72. This test shall include the Phase One, Phase Two and Shunt Trip. The elevator tests shall be coordinated with the elevator contractor. (Attachment A: Device Location and Testing) Contractor shall inspect and verify operational condition and proper labeling of one fourth of all remote annunciators quarterly. All annunciators shall be tested annually. Manufacturer recommendations and current NFPA 72 requirements shall be followed. (Attachment A: Device Location and Testing) Contractor shall inspect and maintain all batteries and battery charging systems in accordance with current NFPA 72. Detailed annual battery maintenance reports shall be submitted to the Contracting Officer s Representative (COR) and a copy to the Safety Office. Contractor shall be able to replace all batteries tested on any given day. (Attachment A: Device Location and Testing) Contractor shall test manual pull stations annually. To meet NFPA Code requirements for quarterly testing of the Fire Alarm System, one-fourth of all manual pull stations will be tested each quarter, including testing of supervisory circuits. (Attachment A: Device Location and Testing) Contractor shall test Smoke Detectors, Duct Smoke Detectors, and restorable type Heat Detectors annually. To meet NFPA Code requirements for quarterly testing, one fourth of all detectors shall be tested each quarter, including testing of supervisory circuits. Testing documentation shall indicate that the HVAC shuts down, and the dampers close, when the smoke detector is activated. (Attachment A: Device Location and Testing) Contractor shall provide labor and materials to perform testing and inspection of all dry-system suppression systems in accordance with NFPA and TJC standards. (Attachment A: Device Location and Testing) Contractor shall test and inspect all magnetic door hold releases in accordance with NFPA and TJC standards. (Attachment A: Device Location and Testing) Contractor shall test and inspect all fire system backflow preventors in accordance with NFPA, Mass DEP, and TJC standards. (Attachment A: Device Location and Testing) Contractor shall test Sprinkler System water flow devices semi-annually. If the semi-annual tests show that the system is not reliable, quarterly testing must be initiated. One half of the water flow devices shall be tested quarterly, including testing of supervisory circuits in accordance with NFPA and TJC requirements. (Attachment A: Device Location and Testing) Contractor shall flow, test, and document all Main Drains on all risers annually in accordance with NFPA and TJC requirements. (Attachment A: Device Location and Testing) Contractor shall test electric motor-driven fire pumps monthly under no-flow conditions per NFPA and TJC requirements. (Attachment A: Device Location and Testing) Contractor shall test fire pumps under flow conditions annually. Base Contract Year Only Shall provide labor and materials to perform Three (3) and Five (5) year testing of standpipe, dry pipe systems, and fire department connections in accordance with NFPA 25. (Attachment A: Device Location and Testing) Contractor shall annually inspect, service, and flow test all hydrants and report in accordance with NFPA 25 and NFPA 291. (Attachment A: Device Location and Testing) Contractor shall provide annual testing of all fire extinguishers. Annual inspections shall be performed on in-service units and semi-annual inspections will be performed on all spare units. Reports shall be provided indicating units passed or failed and reason. (Attachment A: Device Location and Testing) Contractor shall provide labor and materials for all recharges, hydro testing, 5-year inspection and replacement of damaged or expired units. All new units shall be provided with initial inspection tag and ready for use. Annual testing shall take place in the month of February. Contractor shall provide monthly testing of all fire extinguishers in accordance with NFPA and TJC requirements. Any fire extinguishers that fail the monthly inspection shall be replaced at time of inspection with a compliant extinguisher. Anticipate 100 failures / replacements a year. Contractor shall inspect all Fire Extinguishers within twenty-four (24) hours upon finding and notification of a missed inspection unless other arrangements have been established through the Safety Office at the contractor s expense. Contractor shall remove non-restorable type Heat Detectors, circuit test electrically and mechanically and replace with a unit in accordance with NFPA requirements. (Attachment A: Device Location and Testing) Contractor shall provide upgrades to the Fireworks System. Repairs and maintenance on all fire alarm, suppression, and prevention systems are to be completed by the contractor. A report of repairs and maintenance shall be submitted to Safety/Engineering upon completion of the repair or maintenance. Contractor shall correct all deficiencies immediately. If immediate actions cannot be performed, contractor must contact Safety/Engineering immediately and set forth an approved, by Safety/Engineering, plan of action and timeline for correction. Contractor shall notify the COR/Safety/Engineering if they are unable to perform test on equipment due to lack of equipment or malfunction of the equipment. The contractor shall create a plan of action for correcting the malfunction and implement the corrective action immediately once approved by the safety office. Once corrective measure has been implemented and malfunction has been correct, immediate testing shall be performed to ensure correction works as designed and to keep the system within code compliance. If corrective action cannot be implemented to a deficiency that is deemed critical to life safety, a fire watch shall be established in accordance with NFPA requirements. Fire watch shall be the responsibility of the contractor and approved by the Safety/Engineering team. An Interim Life Safety Measure (ILSM) for must be filled out and submitted to the Safety office. Contractor shall include 160 hours (annually) of additional labor at normal hour s rate for use at the discretion of the VA for deficiency corrections, emergency repairs etc. Contractor shall include 40 hours (annually) of additional labor at after-hours rate for use at the discretion of the VA for deficiency corrections, emergency repairs etc. Contractor Reporting & Documentation Requirements Shall provide semi-annual training (4-hour ea.) to engineering and safety personnel on the operation and understanding of the EST fire Alarm system including the station fireworks systems. Training will include basic panel understanding, key functions, disabling/enabling of an initiating device, global disconnects, etc. The contractor shall supply a computerized list of device types, quantities, location/building, and dates tested and inspected. Software shall be compatible to VAMC existing software. The contractor shall leave a list of deficiencies/missed items, in writing, during an end of work debrief with the Safety Office, which will occur at the end of every inspection/testing day. Any deficiencies found during required testing, under this contract, shall be identified with a unique identifier. Weekly, the contractor shall provide an updated electronic spreadsheet containing the list of deficiencies. Electronic spreadsheet shall contain at minimum: Date of inspection Unique identifier Building number Floor level Room number closest to deficiency location Deficient equipment Proposed corrective action. Timeline for correction Corrected or still deficient. Date Corrected Corrective actions taken. When the deficiency is repaired and/or corrected, the contractor shall include the unique identifier on a correction report, which shall be sent to Safety Office electronically. Monthly meetings are to be scheduled to review deficiency list with Safety/Engineering. Contractor shall provide documentation of areas not inspected during monthly inspection and show specific cause, beyond the contactor's control, for not inspecting any device. Contractor shall submit digital copies of testing, inspection, and maintenance reports within 10 days from the date of service and hard copies within 30 days. These reports shall contain but are not limited to: Individual report for each NFPA and/or TJC standard the test/inspection complies with. Date the test/inspection was performed. Staff member who tested the equipment and their certification. Test/inspection that was performed on the piece of equipment. The results of the test/inspection. Deficiency on the equipment. Corrective action taken. The contractor shall submit a digital summary of all monthly testing and inspection reports. The summary shall include: Building number System tested. Contractor shall submit quarterly a compact disk (CD) with testing reports organized by Building and TJC life safety and environment of care standards, EC, and EP numbers, i.e., Building 2 EC 02.03.05 Ep:1, Building 78 EC 02.03.05 EP: 2 etc. A list of all alarms that occurred at VAMC shall be submitted by the contractor to VAMC monthly and additional reports if requested earlier. PERFORMANCE REQUIREMENT: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective Standard Performance Threshold Method of Surveillance The contractor shall provide timely responses to telephone service request. 2-hour response time 99% Periodic Surveillance Customer Compliant The contractor shall debrief the Safety Office on all testing and findings at the end of each day of testing and inspecting. Service Technician debrief reports on file with the Safety Office at end of test/inspection day. 95% Periodic Surveillance Customer Compliant The contractor shall provide, semi-annual, four (4) hours of continued on-site training on testing and reporting documentation per year. Semi-annual training agenda filed in the Safety after each training session 95% Periodic Surveillance Customer Compliant The Contractor shall submit digital copies of testing, inspection, and maintenance reports within 10 days from the date of service. Digital receipt of reports cross checked to date that testing/inspections were performed. 100% Periodic Surveillance Customer Compliant All testing and inspections shall be in compliance with current VHA, NFPA, OSHA, and TJC regulations. Documentation of testing/inspection to state compliance testing regulation. This will be cross checked with new regulations. 100% Periodic Surveillance Customer Compliant