THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER 1. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. 2. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION: Dwight D. Eisenhower VA Medical Cent 1. The Dwight D. Eisenhower VA Medical Center is protected by an existing fire detection alarm system, wet and dry sprinkler systems, standpipes, portable fire extinguishers, and special suppression systems. The building fire detection/alarm system is a Siemens system. The system includes the following building interfaces: (HVAC shutdown, elevator recall, smoke control, fire doors, etc.). 2. Contractor shall provide parts, labor, material, preventive maintenance services, testing and emergency call back for the fire alarm and sprinkler system to include fire alarm, radio mesh network, clean agent systems, fire and smoke dampers, kitchen hoods, specialty suppression systems, monthly/annual fire extinguisher inspections, monthly standpipe & sprinkler valve inspections, 5 year internal pipe inspection, 5 year stand pipe flow and hydro, 5 year gauge replacement, annual & 5 year fire hydrant tests, 3 year dry pipe flow test, annual alarm, annual and semi-annual flows and tampers, annual dry pipe trip test, annual stand pipe hose valves, annual control valves manual operation, annual and monthly pump testing, annual main drain test, AHU shut down devices, Semi-annual flows and tampers, quarterly wet pipe sprinkler valves and accessories, quarterly fire department connections, quarterly stand pipe hose valves and piping, quarterly main drain test for backflow prevented systems, monthly stand pipe and sprinkler valve inspection, monthly fire pump run, sprinkler fire panel programming, software subscriptions, monitoring service, and related components at the Dwight D. Eisenhower VA Medical Center as indicated herein. Contractor will be responsible for providing automatic notification for the fire alarm systems in Buildings C and 122. All services shall be performed in accordance with all current applicable National Fire Protection Association (NFPA) codes, local codes, and manufacturer s recommended procedures. 3. Contractor shall be capable provide an individual(s) or subcontractors who are adequately trained and certified in Testing, Maintenance and Inspections and any necessary repairs to the major equipment manufacturer Siemens system. 4. The contractor shall deliver a written report that describes the test and inspection results and services performed. A list of system components is enclosed within this document. The report shall contain the following: a. System information (make, model, all device types). (1) Pass/Fail for each feature and type of component tested. If a device fails, note device type, address and location on the facility. (2) Any comments on system (or device) condition as it pertains to service life and dependability. (3) Customizing the inspection reports shall be at no cost to government. The reports shall be acceptable to the COTR and JCAHO Standards and contain device summary sheets on all tested components. 5. The contractor shall provide all transportation, shipping, labor, tools equipment and material to accomplish the following: a. All work to be completed between 7:00 a.m. and 4:00 p.m. Monday through Friday, except as requested or approved by the VA for special circumstances. b. Contractor must respond within two hours of receiving a call for emergency service. Appear onsite within 4 hours. c. All tests and inspections are to be performed in accordance with the most recent edition of NFPA 101, 25, 72, 10, 17A, 96, 2001, 80, 105, and 13 as applicable. d. Contractors need to have at least 5 years of experience in providing technical expertise in performing maintenance, testing and inspections on Fire Alarm & Sprinkler systems. e. No valves, gauges, or other parts will be replaced and charged to VA without prior approval from the Contracting Officer Representative (COR)/Occupational Safety and Health. f. No system will be left out of service at the end of a workday or over a weekend without permission of the Occupational Safety and Health Office. All systems must also be verified that they are reset prior to end of workday. g. Contractor will provide a fully completed written inspection form & electronic within 15 calendar days of the completing of inspection. h. Unlimited service calls shall be provided 24 hours a day, 7days a week, for repairs associated with normal equipment failures (provided during normal or after normal working hours Mon-Fri, times specified above, excluding holidays). This provision includes labor, travel, and mileage associated with equipment failures and as per contractual requirements. Emergency service will be provided within 4 hours of notification or per NFPA or contractual requirements as per times specified above. This provision covers all labor to troubleshoot and diagnose system problems. i. A key for most locked areas will be provided by the Safety Office. Those locked areas requiring VA assistance will require approximately one-half hour advance notice from the contractor to the Safety Office. j. Contractor must provide all tools, supplies, equipment and personnel to perform the work of this contract. Contractor is expected to work independently once oriented, with adequate personnel to accomplish all testing in an efficient manner. k. Contractor must possess and furnish written proof of a current NICET Certified or State Certified or other NFPA 72, NFPA 25, and NFPA 10 acceptable certification for personnel. Contractor shall also furnish information about qualifications, ability to perform the work, and references regarding related experience in health care facilities. Any NICET certifications must be on file with the VA Contracting Office. l. Contractor should assume the need for two hand-type two-way radios or touch-to-talk phones for communication between two contractor employees. m. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility. Some inspections maybe required to be performed off normal hours. n. Warranty: upon completion and acceptance of all work, the contractor shall provide the VA Safety Office and/or Engineering service with the manufacturer s standard one year warranty on all parts and workmanship. o. In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor may need to have a person at the building s fire alarm panel to confirm the signal. p. Work dates must be scheduled with the COR/Safety Office at least 48 hours in advance. q. If any services must be disconnected, even temporarily, due to scheduled contract work, the contractor will notify the COR at least 48 hours in advance. If the discontinued service is due to an emergency breakdown, the contractor will notify the COR/PM as soon as possible. r. Buildings covered under this agreement include buildings A, B, C, 122, 42, 160, 66, 21, 54, 110, 33, 71, 28, 39, 41, 153, 161. s. Written and electronic reports shall be provided. Written reports shall be hand delivered to the COR / Safety Office and put into the contractor supplied binders or folders. t. Contractor shall report to the Safety Office, prior to starting and after Completion of the work. B. REQUIREMENT: The following services are needed at the Leavenworth VAMC 1. SIN 561 001/NAICS 561621/ 561210FAC Fire Alarm System Preventive Maintenance and Repair Services in its entirety. 2. SIN 561 002/NAICS 561621/ 561210FAC Water Based Fire Suppression System Preventive Maintenance and Repair Services in its entirety. a. Amendment to SIN 561 001 and 561 002: (1) NPFA 72 shall be the most current edition (2) NFPA 25 Shall be the most current edition (3) NFPA 10 Shall be the most current edition (4) SIN 561 001 and 561 002 Full Inspection, Testing and Maintenance #5: The contractor shall repair at contractors expense water-based fire suppression system and fire alarm problems costing less than $1,000.00 per device as part of normal maintenance. These repair cost under $1000.00 will be represented in the pricing submitted in the CLINS 0001AA and 0001AB in the base year of the agreement as well as the option years. Prior to repair, for items exceeding $1000.00, the contractor will submit a proposal to the COR for approval. The proposal will detail a Statement of Work (SOW) to be completed and will reflect the contractors agreed upon initial responsibility of $1000.00. Any additional labor and equipment will be listed with itemized cost per the GSA Advantage 03 FAC, SINS 561-001 and 561-002 pricing. The portion of the repair in excess of $1,000.00 shall be ordered through CLIN 0001AC and associated CLIN S in the option years.  The pricing for all repairs will be submitted quarterly to the COR for review and audit to insure they adhere to the current GSA Pricing Model and shall follow the section titled; Repairs and Unscheduled Work. C. SPECIFIC REQUIREMENTS 1. Contractor shall perform inspections and maintenance in accordance with the most current editions of the following manuals: a. Manufacturer s maintenance manuals b. Manufacturer s recommendations. c. National Fire Protection Association Standards. (NFPA) d. National Electrical Code (NEC) e. National Fire Code f. Joint Commission requirements. (See below) 2. Smoke Detectors: a. All detectors shall be tested with a listed spray test smoke. b. All detectors shall be tested in all areas accessible to the contractor. c. Validation of all building interfaces shall be noted on test report (HVAC shut-down, elevator recall, etc. 3. Heat Detectors: a. All restorable heat detectors shall be tested utilizing a heat gun (on low setting) or according to industry standard. b. Validation of all building interfaces shall be noted on test report (HVAC shut-down, elevator recall, etc.). c. Non-restorable heat detectors SHALL NOT be tested using a heat source. 4. Pull Stations: a. All pull stations shall be tested. b. Check for any physical damage c. Validation of all building interfaces shall be noted on test report (HVAC, Shut-down, elevator recall, etc.). 5. Sprinkler Water flow Devices: a. Check for any physical damage. b. The Contractor shall activate each flow switch utilizing the inspector s test c. Time delay of alarm activation shall not exceed 90 seconds 6. Sprinkler Main Drain Test: a. Check for any physical damage. b. Fully open each control valve and record the static and residual pressures 7. Tamper/Supervisory Devices: a. Check for any physical damage. b. Each system valve tamper device shall be tested by partially closing the valve to initiate a tamper trouble signal. Each supervisory device shall be partially closing to initiate a supervisory alarm. 8. Sprinkler Dry Valve: a. Check for any physical damage. b. Test pressure switch using the inspectors test located on valve. c. Verify the low air pressure switch setting and adjust if necessary d. Check, drain, and document all low points on dry sprinkler systems 8. System Checks: a. Verify receipt of fire signal to central station monitoring facility. b. Building Interfaces: HVAC shutdown, elevator recall, smoke evac, fire partition, door locks, etc. c. All strobes, horns and bells should operate properly, and be free from any visible tampering. d. Visually check batteries for leakage or damage and load test each quarter. e. Disconnect battery for supervision signal. f. Open dedicated electrical breaker for supervision signal. D. ADDITIONAL WORK HYDRANTS, STANDPIPES AND FIRE PUMPS SIN 561 002 The Contractor will provide all labor, tools, equipment, materials and supervision for the monthly standpipe & sprinkler valve visual inspection, annual hydrant flow test and 5-year GPM calculation for each hydrant and quarterly & annual flow tests on the fire pumps. Annual and 5-year test, inspection and maintenance of the fire hydrants per NFPA specifications are to be done during the month of August or as agreed to by VA. Locations of the hydrants are to be provided by the COTR/Safety Office. Contractor shall contact Safety, Engineering, and city water department before flow testing of any hydrants. 1. Monthly, Quarterly & Annual fire pump tests: SIN 561 002 a. Fire pumps shall be conducted monthly and quarterly no flow tests and annual flow tests conducted on all fire pumps. Fire Pumps are in Buildings B and 122. b. Fire Pumps Info: 500 GPM, Electric c. The contractor will test each fire pump annually to determine flow rate, pump pressure, pump motor condition, current voltage and speed at peak load. All valves in suction line will be checked to assure that they are fully open. d. The inspector will record the date, total flow rate, test meter GPM, suction and discharge pressure, number and size of hose nozzles with corresponding psi and total GPM, pump motor current, voltage and speed, and sign for each fire pump. Performance curves will be documented showing pressure at 0%, 100%, and 150% flow rate of pump. e. This graph will be in accordance with NFPA 20-11.3. 2. Annual & 5 Year Fire Hydrant Flow Tests: SIN 561 002 Hydrant test will be performed as specified in most current NFPA 25 and NFPA 291. b. Contractor will provide all tools required including a water diverter funnel which is necessary for fire hydrant testing. c. VA will verify the Hydrant numbers and locations on first day of work. d. VA will not provide any employees to assist contractor s employees. e. The work must be completed during month as approved by Safety f. Conduct annual flows of all fire hydrants to check for proper operation and run until the water stream is clear. g. Calculate and record GPM flow for each hydrant every five years. E. FIRE ALARM SYSTEM 1. Initial Inspection and Test: The Contractor shall perform a full initial inspection and test of each device on the fire alarm system in accordance with the current edition of NFPA 72, National Fire Alarm Code. a. Testing Frequencies from the current edition of NFPA 72, Joint Commission & VHA requirements. b. Testing Methods from the current edition of NFPA 72 shall be used. 2. Maintenance, Inspection and Testing Records: Within 15 days after completing the inspection and testing, the Contractor will furnish a written record to the Fire Safety Specialist or Authority Having Jurisdiction that includes the following: a. Contractor s Inspection and Testing Form that includes all the information required by the current edition of NFPA code. b. Date of manufacture of fire alarm system(s) and whether parts are readily available. c. The record shall include any problems noted with the system, including inoperable or unsupervised devices or equipment, or devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer s recommendations. Findings noted shall include individual costs to correct/repair them. Each cost shall be broken down into both a parts cost and a labor cost. d. The record shall be provided electronically (by email) (formatted in Microsoft Word or Excel) and two sets of the reports, one for the Joint Commission books and a copy for the facility. 3. Correcting Fire Alarm System Problems: The Contractor shall follow the requirements outlined in the Section titled Repairs and Unscheduled Work for correcting problems noted to the fire alarm system. Any repairs that can be made immediately shall be completed. 4. The Contractor shall contact the COR / Fire Safety Specialist for assistance in coordinating the Initial fire alarm inspection and test. 5. Notification: Before proceeding with any testing, the Contractor shall coordinate the notification of all persons and facilities that receive alarm, supervisory or trouble signals (e.g. Fire Safety Specialist, Boiler Plant, Telephone Operators, and Monitoring Company). The Contractor will coordinate with the COR / Fire Safety Specialist to ensure that all building occupants are notified. At the conclusion of testing, the Contractor shall notify those previously notified that the testing has been concluded. 6. After Hours: The Contractor may be required to perform some work, inspections, and tests outside the normal working hours of the building occupants. Any scheduled work that is disruptive to the tenants (testing audible devices, elevator capture, fan shutdown, etc.) shall be performed after the building occupant s normal working hours. The Contractor shall coordinate with the COR/Safety Office to coordinate after-hours access to the building. 7. Damage to Fire Alarm System: Any damage to the fire alarm or associated equipment (e.g. fans, elevators, generators, pumps) caused by normal testing shall be repaired by the Contractor at no additional cost to the Medical Center. At its discretion, the Safety Office may have representatives present to witness any or all such tests. All costs associated with this damage shall be borne by the Contractor. 8. Safety Hazards: The Contractor shall immediately notify the COR or Safety Office of any recognized safety hazard that might severely affect the safety of the building occupants. 9. Annual Testing - The contractor shall provide labor including subcontractors, time, materials and equipment necessary to perform annual testing and inspection of: a. Each fire alarm system control panel, all input and all output devices, Radio network to DESIGO head end, Radio receiver and antenna, radio mesh system, and load test on batteries. b. Test, inspection and operation to be performed on all manual fire alarms pull stations, smoke detectors (including elevator shafts), duct detectors, and heat detectors. Any initiating device that fails to operate properly will immediately be communicated to the COTR/Safety Office via email, phone call, or in person. c. Testing of Elevator Shunt Trip/Primary Recall/Secondary Recall d. Testing and inspection of all smoke and heat detectors. e. Inspection of all building alarm notification devices (audible devices, speakers, and visual devices) f. Inspection and testing of all electro-mechanical releasing devices. 10. Quarterly Testing - The contractor shall provide labor, time, materials and equipment necessary to perform quarterly testing and inspection of: a. Fire alarm equipment for notifying off-site responders b. Supervisory Signals c. Fire alarm panel battery load tests. 11. Semi-Annual Testing - The contractor shall provide labor, time, materials and equipment necessary to perform quarterly testing and inspection of: Kitchen hood suppression systems. Clean agent systems Cheetah Xi 50. 12. Special Testing - The contractor shall provide labor, time, materials and equipment necessary to perform all required NFPA 25 tests and inspections: All tests, inspections and associated documentation will adhere to the most current edition of NFPA 25. Tests/Inspection to include: Fire Damper and Smoke Damper In conducting the Fire and Smoke Damper Inspection, if any dampers are no longer required, the contractor shall remove the dampers.  The Contractor shall document the system equipment removal in the inspection report provided to the COR. 13. Repairs: The Contractor shall repair, at the Contractor s expense, fire alarm system or sprinkler device problems up to $1000.00 per device. This includes programming to assure that all panels are reporting the proper data, all control panel components including batteries, alarm initiation devices, notification devices, control devices, sprinkler tamper devices, sprinkler flow alarm devices, low pressure alarms, and communication problems between buildings. Not included under this contract is the fiber system between buildings, sprinkler piping & heads, and fire hydrant repairs or replacement. The contractor shall be responsible for up to an additional $25,000 in parts and labor per contract year period for any repairs, modifications, or replacement on any fire sprinkler, fire alarm, hood systems, special chemical systems or fire extinguishers that are not covered by the contract. For repair parts cost totaling more than $25,000 per contract year period the Contractor shall follow the section titled, Repairs and Unscheduled Work. F. FIRE SPRINKLER SYSTEM 1. General Requirements: a. Contractor will test and inspect entire Fire Sprinkler System per NFPA requirements. b. Services consist of but are not limited to, the performance of monthly, quarterly, and annual inspections and testing of all mechanical devices including valves, wet and dry sprinklers, anti-freeze loops, couplings, piping and connections, water motor gongs and alerting devices, tamper switches, post indicator valves, pressure switches, water flow switches, standpipes, backflow preventers, fire department connections, fire pumps and test headers, and fire hydrant flow testing. c. This Service Agreement also includes 24/7 service call response to troubleshoot and diagnose fire sprinkler issues: Water Flow Devices, Low Pressure Switches, System Tamper Devices, Post Indicator Valve Devices, Fire Pumps, Fire Hydrants and Wall Post Indicator Valve Devices. d. The Contractor shall repair, at the Contractor s expense or sprinkler equipment and devices up to $1000.00 per device. Not included under this contract is the fiber system between Buildings, sprinkler system piping & sprinkler heads, and fire hydrant repairs or replacement. 2. Five Year Testing: a. Contractor will provide labor, time, materials and equipment necessary for fire hydrant testing. b. Contractor will provide labor, time, materials and equipment necessary to conduct the 5-year standpipe flow and hydro test by most current NFPA 25 code. c. Contractor will provide labor, time, materials and equipment necessary to conduct the 5-year Internal Pipe Inspection test by most current NFPA 25 code. d. Contractor will provide labor, time, materials and equipment necessary to conduct the 5-year gauge replacement. 3. Three Year Testing: a. Contractor will provide labor, time, materials and equipment necessary to conduct the 3-year Dry pipe flow test. 4. Annual Sprinkler Testing - Contractor shall provide labor, time, materials and equipment to perform inspection of: a. A complete walk through of all sprinklered buildings to access sprinkler system operation and coverage to include Radio Mesh. b. All system riser main drains, tamper devices, supervisory devices, control valves, hose valves, flows, dry pipe trips and anti-freeze loops. c. Perform testing and maintenance on all fire pumps & jockey pumps. d. Test all specialty suppression systems (Universal Waste Building) e. Shall be conducted in May of each year. 5. Semi-Annual Testing - Contractor shall provide labor, time, materials and equipment to perform the semi-annual inspection of wet system sprinkler systems: a. Fire sprinkler system main drain and water flow devices. Performance and documentation is to be in accordance with the most recent edition of the applicable National Fire Protection Association Standards 25 and 72. b. Shall be conducted in April of each year. 6. Quarterly Testing - Contractor to provide labor, time, materials and equipment to perform inspection and preventive maintenance of: a. Fire department connections (FDC s) b. Inspect and run no flow test on all fire pumps and jockey pumps. Wet pipe sprinkler valves, stand pipe hose valves, main drain test for backflow prevented systems. 6. Monthly Inspection Contractor to provide labor, time, materials and equipment to perform inspection and preventative maintenance of: a. Sprinkler System - Visual inspection Control Valves/Gauges Standpipe System Visual inspection c. Inspect and run no flow test on all fire pumps and jockey pumps. SPRINKLER TESTING SIN 561 002 NICET III or IV Supervision and Technician Requirements Certification Documentation Required NICET III or IV Supervision and Technician Requirements Certification Documentation Required NICET III or IV Supervision and Technician Requirements Certification Documentation Required a. Contractor shall provide parts, labor, material, preventive maintenance services, testing and emergency call back for the fire alarm and sprinkler system to include fire alarm, kitchen hoods, specialty suppression systems, monthly/annual fire extinguisher inspections, monthly standpipe & sprinkler valve inspections, annual & 5 year fire hydrant tests, fire panel programming and related components at the Dwight D. Eisenhower VA Medical Center as indicated herein. b. Contractor will be responsible for providing automatic notification for the fire alarm systems in Buildings C and 122. All services shall be performed in accordance with all current applicable National Fire Protection Association (NFPA) codes, local codes, and manufacturer s recommended procedures. c. Provide emergency call back necessary to maintain and perform testing and inspection of the wet/dry sprinkler systems and anti-freeze suppression systems at the proper frequency for all buildings at the medical center to meet or exceed the latest editions of NFPA Code 72, National Fire Alarm Code and NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems. The contractor shall generally follow the same initial inspection and testing requirements as indicated in the Fire Alarm System section above. d. Contractors need to have at least 5 years of experience in providing technical expertise in performing maintenance, testing and inspections on Fire Alarm & Sprinkler systems Sprinkler Main Drain Test: 1. Check for any physical damage. 2. Fully open each control valve and record the static and residual pressures Tamper/Supervisory Devices: 1. Check for any physical damage. 2. Each system valve tamper device shall be tested by partially closing the valve to initiate a tamper trouble signal. Each supervisory device shall be partially losing to initiate a Supervisory alarm. Sprinkler Dry Valve: 1. Check for any physical damage. 2. Test pressure switch using the inspectors test located on valve. 3. Verify the low air pressure switch setting and adjust if necessary 4. Check, drain, and document all low points on dry sprinkler systems System Checks: 1. Verify receipt of fire signal to central station monitoring facility. 2. Building Interfaces: HVAC shutdown, elevator recall, smoke evac, fire partition, door locks, etc. 3. All strobes, horns and bells should operate properly, and be free from any visible tampering. 4. Visually check batteries for leakage or damage and load test each quarter. 5. Disconnect battery for supervision signal. 6. Open dedicated electrical breaker for supervision signal. Wet System Specifications: a. Test of water flow alarms. All water flow alarm devices will be tested by the use of the inspector s test valve. b. Test of electric supervisory alarms: Test all supervisory alarm switches on supply valves, by closing all supervised valves and reopening the valves, verify that all local alarms operate, verify that all alarms transmit to the FACP. c. Inspect and service all fire department connections: On all fire department pumper connections, Siamese, etc. Remove caps; replace any missing/damaged caps. Lube treads. d. Inspect and service all main supply valves: Operate full close and reopen all P.I.V and OS&Y. valves on each system. e. Inspection and flushing of main drain: Operate the main drain on each system to dislodge and flush any debris in main riser between supply main and cross mains. f. Re-seal all valves in open position with wire seal where now sealed, re-lock all chains and padlocks where locked. Contractor furnishes wire seals. g. Test of water flow alarms: Water flow alarm switches will be tested by running water through inspectors test valves. Record elapsed time (switch retard) for switch activation-alarm initiation-local alarm, to determine if retard setting meeting VA standards. (90 seconds from water flow to alarm signal activation). Verify that alarm signals transmit to FACP. h. Test of supervisory alarms: Test of supervisory alarm on Main PIV Supply to Building (One PIV) Assure that supervisory alarm transmits to FACP. i. Inspect and service all fire department connections: All fire department (Siamese) pump connections shall be test quarterly to include removing caps, visual inspection of interior, assure that swivels rotate freely & lubricate as needed, and repair or replace any missing caps. j. Inspect and service main supply valves: Tests operation for close and reopen all O.S.Y. main riser valves. Lubricate all threads and bearings, to assure normal operation. Re-seal with wire seals if sealed. Replace valve stem packing if leakage is evident. k. Test run fire pumps in buildings B and 122 as specified in NFPA annual performance test for fire pumps. Record pilot reading, calculate and record GPM flow. As referenced in the most recent addition of NFPA 25. Test fire pumps monthly and quarterly for at least 10 minutes under no flow conditions. Dry System Specifications: a. Trip test of main dry pipe valves. Trip test each main system riser dry valve by opening inspector s test valve to simulate sprinkler flow. NOTE: The time (seconds) required from inspection valve open to trip (clapper valve open) and water flow at inspection test valve. b. Water supply valves function tests. Manually operate, fully close and reopen all OS&Y. main valves and PIV s to assure easy normal operation. Lubricate stems as necessary, turn to full closure and re-open of each valve. d. Test all electric supervisory alarm switches on supply valves: Concurrent with item 4, assure that all supervisory alarm switches are operating and transmitting to fire alarm system in boiler plant/telephone operators indicating valve closed and valve open. e. Inspect and repair all fire department connections to include inspecting all fire department connections, replace any missing caps, gaskets, etc. and lube all cap threads lube to prevent rust or seizure. f. Test all water flow alarm switches and alarm circuits: Test the function of all water flow alarm switches to assure they transmit water-flow alarm to building FACPs. g. Re-seal all valves in open position with wire/lead seal where sealed with wire. Re-secure all valves locked with chain/padlock with chain/padlock only. Contractor furnishes wire seals. h. Test all low-pressure alarms: Test to determine if air loss switches functions any building alarm local device and if building fire alarm interface transmits low air alarm signal to FACP. i. Dry pipe system low points are to be drained upon completion of the trip tests and drained monthly during the monthly visual checks. Documentation is required. NOTE: Record delay time on each test reports. FIRE EXTINGUISHERS: a. Contractor shall furnish all labor, material, tools, and equipment necessary for conducting annual & monthly inspections of fire extinguishers. There is an ESTIMATED 301 extinguishers throughout the campus. b. The inspections are to be conducted in accordance with the most current edition of NFPA 10. In addition to documenting the completion of the visual check on mutually agreed upon tags (VA or contractor furnished) provided on each extinguisher, a physical check mark ( initials and date) is to be made on the monthly inventory beside each fire extinguisher receiving the visual inspection verifying that each extinguisher has been visually inspected. c. The annual maintenance is to be conducted by an approved NFPA 10 certified technician in accordance with the most current edition of NFPA 10. d. The annual maintenance is to include a dusting/cleaning/wipe down of each unit and re-installation of tamper seals and facility provided tags dated with the current year and properly filled out. e. All work will be completed between the hours of 8:00 AM and 4:00 PM, Monday through Friday, or at a mutually agreed time as requested by the Safety Office for special circumstances. Inspections shall be completed each month by the 15th of the month and documentation submitted to Safety by the end of the month. f. Contractor shall use standard inspection reports for monthly and annual inspections. A fully completed inspection report will be provided for each annual visit to Safety Office using the Excel formatted report. g. The COR / Safety Office will assist or provide the entry key for locked areas. VA will check out keys to the contractor for majority of areas which are then to be checked back in by the end of normal business hours. Work dates must be scheduled with the Safety Office one week prior to the contractors anticipated work. h. Contractor shall notify Safety of any fire extinguisher that fails the inspection before leaving the campus. G. Joint Commission on Healthcare Accreditation and Veterans Administration. 1. All inspections listed above will be conducted and documented as required by the Joint Commission on Healthcare Accreditation and Veterans Administration Contractor will provide documentation that is easily reviewed by the facility and Joint Commission. H. Quality Control 1. CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below: (A) Quality Assurance Monitoring Form. (B) Inspecting the services to determine whether or not the performance meets the performance standards; and (C) Review of any other appropriate records. 2. When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor provider program manager. The Contractor Provider shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor Provider is required to prepare a corrective action plan to document how the Contractor Provider shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor Provider has to present this corrective action plan to the COR. The Government shall review the Contractor Provider corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. 3. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor Provider performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor Provider performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s). 4. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may 5. Require the Contractor Provider to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. I. REPAIRS AND UNSCHEDULED WORK Definition of Repairs. Repairs are defined as unscheduled work to repair or modify a fire alarm/fire sprinkler system, or to correct recurring system and/or equipment malfunction(s). Repair Parts. Contractors or Sub-Contractors who perform repairs under this contract shall be capable of providing replacement parts within 48 hours for the central processing unit (CPU), controller, monitoring and signaling cards, display boards, and other critical parts that may be necessary to restore the equipment and systems back to normal operating conditions. Correction of Deficiencies. The Contractor shall repair, at the Contractor s expense any fire alarm /sprinkler system deficiency that is covered under the $1000.00 per device limit. Repairs under this contract includes all initiating devices, notification devices, trouble/supervisory devices, wiring, network problems, and programming. The Contractor will provide an additional $25,000 and 120 hours of labor per contract year period for repairs and upgrades to fire alarm/sprinkler systems to bring the system up to code that is not covered by the $1000.00 per device. Separate invoices must be presented for approval prior to work from the CORT/Safety Office. When all listed deficiencies have been corrected, the Contractor will sign and date the inspection report and return it to the COTR/Safety Office. At its discretion, Leavenworth VAMC may then re-inspect the work. Sprinkler piping or sprinkler heads are not concerned as a device covered by the $ 1000.00 repair limit but can be covered by the additional $25,000 repair/upgrade requirement. Critical and Non-critical Repairs. Initial response to repair calls will be based on the nature of the repair whether, in the opinion of the COTR/Safety Office or Authority Having Jurisdiction, it is Critical or Non- Critical in nature. Critical Repairs are those repairs affecting the continued occupancy of a building or certain operations in a building that are critical in nature. Critical Repair Response. Due to the emergency nature of Critical Repairs, the COR/Safety or Authority Having Jurisdiction will normally make the requests for repairs verbally, following by a written repairs include: After being notified of a repair request, make live voice contact with the COR/Safety Office or Authority Having Jurisdiction within one hour, have a qualified technician on-site within 4 hours, and complete the repair made within 48 hours. If the local technical representative cannot identify the problem within 48hours, they shall escalate the problem to the next technical level and the National Accounts level as necessary, to identify the problem and provide a solution. If the fire alarm system cannot be repaired within 24 hours, the technical specialist shall notify the COR/Safety Office with a proposal for completing the work, including a not-to-exceed cost and the time required. The proposal may be approved verbally but must be approved by the COR/Safety Office before proceeding with the work. A verbal approval will be followed by a written email request. Update the COR/Safety Office or Authority Having Jurisdiction on the status of the repairs at least every 24 hours until repairs are complete. h). Non-Critical Repairs. Requests for repairs will be set forth in email requests listing the type of equipment, description of the malfunction, and the facility point of contact. Requirements for Non-critical Repairs include: After being notified of the need for repairs, make live voice contact with the Safety Manager or Authority Having Jurisdiction within two hours, have a qualified technician on-site within 24 hours, and complete the repair within 96 hours. If the fire alarm system cannot be repaired within 72 hours, the technical specialist shall notify the CORT or Contracting Officer with a proposal for completing the work, including a not-to-exceed cost and the time required. The proposal may be approved verbally, but must be approved by COR/Safety Office before proceeding with the work. A verbal approval will be followed by a written email approval. Update the Ordering Official and Authority Having Jurisdiction on the status of the repairs every 48 hours until repairs are complete Testing after repairs. All repairs shall be tested according to requirements of the current edition of NFPA 13 and NFPA 72. A representative of the Safety Office or their representative may witness testing. Notify the Safety or Authority Having Jurisdiction of the schedule for testing with sufficient notice to allow testing to be witnessed. Contractor must provide written certification that repairs are complete. The document shall also include the names and titles of the witnesses to the test. 2. Contractor shall provide, in writing, before leaving the building: a. Suspected cause(s) of the malfunction(s), and actions to prevent reoccurrence. b. A list of components used to make the repair. c. Hours required making the repair. 3. Full System Repair Records. Upon request, the Contractor shall furnish a record of all repairs they have made to an individual fire alarm system. 4. Services shall comply with applicable requirements of the current edition of NFPA 25 & NFPA 72, which establishes the minimum requirements for the periodic inspection, testing, and maintenance of? Fire sprinkler and fire alarm systems, except as modified herein. 5. Preventive maintenance shall be performed by the Contractor to keep the system equipment operable or and maintenance manuals, as-built installation drawings, and other system documentation shall be retained to assist in the proper care of the system and its components. Frequency of maintenance is indicated in the appropriate chapter of the current edition of NFPA 72. Note: Corrective maintenance shall be determined from the periodic testing and inspections of each system. 6. The Contractor shall not be responsible for upgrades that are required by code due to a change in occupancy, relocation of partitions, or types of materials stored by the building occupants. 7. Records shall indicate the procedure performed (inspection, test, or maintenance), the person/organization performing the work, the results, and date. 8. Test results shall be compared with those of the original acceptance test, if available, and with the most recent test results. If items that have been corrected since the prior inspection fail to comply with current NFPA standards, the contractor will bring into compliance at no cost to Dwight D. Eisenhower VA Medical Center. 9. Reworks will be accomplished at the expense of the contractor. 10. All new parts installed shall have a minimum of one-year warranty on the parts and labor. Certification and Access to the current existing Legal Licensed Software Programs for the MXL and XLS Systems at the VA Leavenworth Campus. Certification Documentation Required 2 hour on-site response capability for all SOW NICET III or IV Supervision and Technician Requirements Certification Documentation Required Certification Documentation -Factory Trained for the System 3 Certification Documentation Required Certification Documentation- reflecting Factory trained and Legal licensed software access to both Siemens Network Command Center and the Desigo Command Center Provision of Auto-CAD engineered drawings along with Fire Alarm Circuit power measurements per NFPA 72 guidelines J. General Administration Place of Performance 1. The work to be performed under this contract will be performed at The Dwight D. Eisenhower VA Medical Center, 4104 S. 4th Street, Leavenworth KS 66048. Period of Performance 1. Base plus Four (4) Option Years. Contract Administration Data 1. All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. 3. This is NOT a solicitation announcement. This is an RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 56120 . Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. 4. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: This contract is issued to ensure the continuous reliability of the boiler system identified in the statement of work. Malfunctioning burners or controls can cause catastrophic events resulting in injuries and death and massive property damage. Inaccurate or inadequate data management and monitoring systems can fail to warn of unsafe or inefficient performance. Regular inspections, testing and calibration are an essential part of a program to address these concerns. 5. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the requirement. If you are interested, and are capable of providing the sought out services, please provide the requested information as well as the information indicated below . Failure to respond to all questions in this sources sought will determine the interested party as non-responsive which may affect a set-aside decision for a resulting solicitation. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: a. Please provide your UEI number. b. Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? c. Is your company considered small under the NAICS code identified under this RFI? d. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? e. If you re an SDVOSB, VOSB or small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? f. If you are identified as a SDVOSB/VOSB or SB, Identify how you intend to meet the requirements found in the limitations on subcontracting FAR or VAAR clauses. (providing 51% of the work outlined in section 4 above) g. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number(s). h. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described above. 6. Responses to this notice shall be submitted via email to george.johnson9@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday October 10, 2025 at 10:00 am CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
