Inactive Total Small Business Set-Aside (FAR 19.5)

COMBINED SYNOPSIS/SOLICITATION FIRE ALARM AND SYSTEM COMPONENT TESTING AND PREVENTIVE MAINTENANCE SERVICES ALBANY STRATTON VA MEDICAL CENTER (i) This is a combined synopsis/solicitation for commercial... COMBINED SYNOPSIS/SOLICITATION FIRE ALARM AND SYSTEM COMPONENT TESTING AND PREVENTIVE MAINTENANCE SERVICES ALBANY STRATTON VA MEDICAL CENTER (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, and FAR 13.5 Simplified Procedures for Certain Commercial Items 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. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24222Q0631. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 (eff. 05/01/2022) and VAAR Update 2008-32 (eff. 11/1/2021). (iv) This solicitation is a Total Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 561621 SECURITY SYSTEMS SERVICES (except Locksmiths) and has a small business size standard of $22 Million. The FSC/PSC is J012 Maintenance, Repair, and Rebuilding of Equipment Fire Control Equipment. (v) This is a services contract to provide Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance Services. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. PRICING TABLE FOR: Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance Services LINE ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 BASE PERIOD: Contractor shall provide complete full annual testing and annual walk tests as detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 1 YR 0002 BASE PERIOD: Contractor shall provide complete monthly technician walkthroughs and preventive maintenance detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 12 MO Total Base Year: 1001 OPTION YEAR ONE: Contractor shall provide complete full annual testing, annual walk test, monthly walkthrough, and preventive maintenance services for Albany Stratton VA Medical Center s fire alarm system and system components. 1 YR 1002 OPTION YEAR ONE: Contractor shall provide complete monthly technician walkthroughs and preventive maintenance detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 12 MO Total Option Year One: 2001 OPTION YEAR TWO: Contractor shall provide complete full annual testing, annual walk test, monthly walkthrough, and preventive maintenance services for Albany Stratton VA Medical Center s fire alarm system and system components. 1 YR 2002 OPTION YEAR TWO: Contractor shall provide complete monthly technician walkthroughs and preventive maintenance detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 12 MO Total Option Year Two: 3001 OPTION YEAR THREE: Contractor shall provide complete full annual testing, annual walk test, monthly walkthrough, and preventive maintenance services for Albany Stratton VA Medical Center s fire alarm system and system components. 1 YR 3002 OPTION YEAR THREE: Contractor shall provide complete monthly technician walkthroughs and preventive maintenance detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 12 MO Total Option Year Three: 4001 OPTION YEAR FOUR: Contractor shall provide complete full annual testing, annual walk test, monthly walkthrough, and preventive maintenance services for Albany Stratton VA Medical Center s fire alarm system and system components. 1 YR 4002 OPTION YEAR FOUR: Contractor shall provide complete monthly technician walkthroughs and preventive maintenance detailed in the Statement of Work for Albany Stratton VA Medical Center s fire alarm system and system components. 12 MO Total Option Year Four: Base and All Option Years Total: (vi) The required work is as contained below in the Statement of Work. STATEMENT OF WORK Annual Fire Alarm Testing, PM, and Repair BACKGROUND: The Department of Veterans Affairs, Albany Stratton VA Medical Center, is seeking full annual testing, annual walk test, monthly walkthrough, and preventive maintenance for its system components located throughout the facility. These units are integral to monitoring and preventing potential hazards to the facility, thus protecting patients and staff and ensuring the facility maintains its functionality and service to Veterans. National Fire Protection Association (NFPA) 99 requires annual testing of the Fire Notification System. In order to ensure the system is running as designed, preventive maintenance is also required and to include an annual walk test and monthly walk through. SCOPE OF WORK: The contractor shall provide all labor, tools, equipment, travel, parts, and services necessary to accomplish the testing and preventive maintenance for the applicable system components at the facility listed below. All tests and inspection shall be completed in accordance with the NFPA recommended frequencies and methods, in addition to Original Equipment Manufacturer (OEM) specifications. Contractor shall provide all necessary documentation to satisfy Authority Having Jurisdiction (AHJ). Annual test shall be performed on all devices included in the Statement of Work. System components and inventory is listed below: Fire Alarm Control Panel (Notifier by Honeywell ONYX Works) 22 Fire Alarm Control Panels (with annunciators) 480 Smoke Detectors 31 Heat Detectors 153 Duct Detectors 21 Control Modules 17 Monitor Modules 230 Relay Modules 291 Manual Pull Stations 161 Area of Rescue Stations 136 Tamper Switches 106 Water Flow Switches 15 Elevators (functionality only, test the electronic functionality of signals being relayed to the FA control panel). 44 System Back-up Batteries All Audio/Visual Devices All HVAC/Fan Shutdowns All Door Holders All Smoke Dampers/Doors/Hatches All Carbon Monoxide Detectors Contractor shall furnish all parts and labor to accomplish the Annual Fire Alarm Visual Walk Test. Annual Walk Test shall include; Checking the Fire Alarm Control Panel for any Trouble Signals Load Test on all Batteries In Building Fire Emergency Voice/Alarm Communication Make sure proper signals are being sent to monitoring company Verify proper annunciator functionality Perform a test of all audio/visual devices Visual Inspection of all devices This test shall be performed once per year, 6 months after performance of the annual Fire Alarm Inspection Contractor shall furnish all parts and labor to accomplish the Monthly Technician Walkthrough. Monthly Technician Walkthrough shall include: One technician to spend one eight-hour day per month at the hospital for the purposes of troubleshooting and/or programming as directed by the Electric Shop Foreman. This monthly visit shall not be within two weeks of any scheduled annual or semiannual visit. Technician shall check all alerts and alarms present on the system and notify Electric Shop Foreman of alarms and alerts that could not be resolved. Technician shall purge history files to ensure proper space in file for new alarms. Contractor shall test the functionality of the equipment upon completion of each inspection and test to ensure that the equipment is functioning within the manufacturer s guidelines NFPA 72. Upon completion, contractor shall provide a written review of findings along with a service ticket indicating any work accomplished. All work shall be completed by factory trained technicians in accordance with OEM specifications (certified Notifier technicians). OTHER RELATED SERVICES (NOT INCLUDED IN STATEMENT OF WORK): Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer shall be considered inclusive. D. OTHER REQUIREMENTS: The contractor shall: Be a firm regularly engaged in the testing, inspection, maintenance, and servicing of system components described in this Statement of Work. Have expertise, experience, and regular business to include the testing, inspection, maintenance, and servicing of the system components Possess all the manpower, equipment, tools, and ready sources of parts as necessary to carry out the conditions of the requirement promptly, skillfully, and expertly SAFETY REQUIREMENTS: All work shall be performed in accordance with: NFPA 72: National Fire Alarm and Signaling Code. NFPA 70E: Standard for Electrical Safety in the Workplace. NFPA 70: National Electrical Code Articles 517, 645 & 800. NFPA 77: Recommended Practice on Static Electricity. NFPA 99: Healthcare Facilities. NFPA 101: Life Safety Code. The Contracting Officer or his/her designee shall notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. INSPECTION Upon completion of services, the COR/POC shall perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection shall ensure that the system is returned to full functioning condition No invoices shall be processed for payment prior to the completion of POC inspection. WORKING HOURS: All scheduled work shall be performed between 7:00 a.m. and 3:00 p.m. EST, Monday through Friday, excluding Federal Holidays. Holidays observed by the Federal Government are: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. Any service that will affect the delivery of patient care shall be scheduled with the COR prior to performance. PERIOD OF PERFORMANCE: The base period of performance shall be one year from date of award with provision of four (4) option years. PLACE OF PERFORMANCE: Department of Veterans Affairs Albany Stratton VA Medical Center 113 Holland Avenue Albany, NY 12208 VHA Supplemental Contract Requirements for Combatting COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors 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, contractors 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 that includes an affiliated telehealth service. 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 VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. CONTRACTING OFFICE ADDRESS: VISN 2 Network Contracting Office Albany Stratton VA Medical Center 113 Holland Ave Albany, NY 12208 (vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (viii) The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html FAR 52.212-1, Instructions to Offerors Commercial Items (Nov 2021) Solicitation number for this requirement as 36C24222Q0631; The time specified in the solicitation for receipt of offers; Name, address and telephone number of offeror; Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete; Terms of any express warranty; Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); Acknowledgement of any solicitation amendments; Past performance information; A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration. The following solicitation provisions are included as addenda to FAR 52.212-1: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.216-1 Type of Contract (APR 1984) The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation 52.233-2 Service of Protest (SEPT 2006) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (November 2021), applies to this acquisition. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, considering technical capability, past performance, and price. The Government may perform a comparative evaluation (comparing offers to each other) to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation. The government shall evaluate information based on the following evaluation criteria: Technical Capability: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Contractor shall provide a maximum 15-page capability statement demonstrating it has trained personnel, equipment and working experience and ability to meet all the requirements of the Statement of Work (SOW). A) Technical Proficiency: Offer shall submit a proposal that verifies it is a firm that specializes in Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance services. The proposal shall be comprehensive and demonstrates its understanding of the requirement and not a copy and paste of the Statement of Work requirements. It shall outline the contractor s ability to perform the services adequately and satisfactorily in accordance with the Statement of Work (SOW) and the extent to which potential risks are identified and mitigated. B) Contractor Experience: The offeror shall provide three (3) instances of past-experience similar in nature, scope, complexity, difficulty, and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect of no less than three (3) years Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance Services. C) Licensing/Certifications: Contractor shall provide proof that it is a licensed business to conduct Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance services. Contractor must provide documentation that contractor employees who will be performing under the proposed contract have completed certification and are licensed to meet the minimum qualification requirements found in Office of Construction & Facilities Management document Qualifications and Scope of Services for Fire Protection as stated and provided in VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. Past performance: Contractor must provide three references for contract of similar scope and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. Price: The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration in time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (End of Provision) (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Nov 2021) applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (xi) FAR 52.212-4, Contract Terms and Conditions Commercial Items Nov 2021 applies to this acquisition. The following clauses are incorporated into Addendum to FAR 52.212-4, 52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) a) Within 30 days; written notice of its intent to extend at least 60 days; c) shall not exceed 5 years 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (b) General Liability: $500,000.00 per occurrences. (c) Automobile Liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) - 852.203-70 Commercial Advertising. - 852.232-72 Electronic Submission of Payment Requests - 852.233-70 Protest Content/Alternative Dispute Resolution - 852.233-71 Alternate Protest Procedure - 852.270-1 Representatives of Contracting Officers. 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) 852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (SEP 2021) (DEVIATION) 852.242-71 Administrative Contracting Officer (OCT 2020) (xii) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (Jan 2022) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28 Post Award Small Business Program Representation (NOV 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) Employee Class: 23290 Monetary Wage-Fringe Benefits: $25.09 + $4.60 = $29.69 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xiii) The Service Contract Act of 1965 does apply to this procurement. See attached Wage Determination (xiv) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy. All quotations shall be sent ONLY to Levi Russin at Levi.Russin@va.gov This is a Total Small Business Set Aside for Fire Alarm and System Component Full Annual Testing, Annual Walk Test, Monthly Walkthrough, and Preventive Maintenance services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 10:00am on 06/17/2022 at Levi.Russin@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted. Request for information (RFI) shall be received no later than 10:00am on 06/10/2022. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Levi Russin at Levi.Russin@va.gov. All communication shall have RFQ number and requirement title in the subject line. Point of Contact Levi Russin, Contract Specialist Levi.Russin@va.gov