This is a Sources Sought Notice for Fire Suppression System Maintenance, Repair, Testing & Inspection services as identified in the Statement of Work (SOW) for the Saginaw VA Medical Center in Saginaw, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below. A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice. Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response: DUNS NUMBER SAM UEI NUMBER GSA Contract Number Capabilities Statement Confirmation of actual intent to submit an offer should an RFQ be posted in future Company name and address Point of contact information (name, phone, email) Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.) This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 238220. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Responses shall be submitted to Jeanne Ortiz at jeanne.ortiz@va.gov by Wednesday, September 10, 2025, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25025Q0899 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE. DRAFT STATEMENT OF WORK GENERAL Contractor shall provide all necessary labor, materials, and expertise to perform quarterly, semi-annual (every six months) and annual maintenance, testing, inspection and repair services on the Fire Suppression Systems located at the Saginaw VA (SVA) Medical Center, 1500 Weiss Street, Saginaw, MI 48602. CONFORMANCE STANDARDS Contractor shall perform inspections in accordance with the most current editions of (OEM) maintenance manuals, most recently published versions of the following NFPA codes, NFPA 01, Fire Code NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems NFPA 72, National Fire Alarm and Signaling Code NFPA 75, Standard for the Fire Protection of Information Technology Equipment NFPA 80, Standard for Fire Doors and Other Opening Protectives NFPA 92, Standard for Smoke Control Systems NFPA 105, Standard for Smoke Door Assemblies and Other Opening Protectives NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems, and additional regulatory requirements as prescribed by the Joint Commission on the Accreditation of Healthcare Organizations (JCAHO). SCOPE OF WORK Contractor shall develop a written testing plan to include ALL system components, showing the periodic frequency of inspections/testing and upcoming inspection/testing dates for the contract year for 100% of all fire alarm system devices. Contractor shall provide the Service POC/COR with the completed testing plan ten (10) business days after contract is awarded, with a schedule of tentative testing dates for all components for the contract year. Contractor shall complete a SAFE WORK permit provided by the facility. This permit shall be signed by the Service POC/COR or an authorized individual from Engineering Service. The permit shall be posted in Engineering and at the fire alarm panel. The permit authorizes the Contractor to remove the fire alarm system from service for testing and repair purposes. If an actual event presents during testing, Contractor is responsible for notifying Service POC/COR or an authorized individual from Engineering Service. Contractor shall participate in an online monthly meeting to discuss completed inspections, inspection reports, future inspections, payment status, contractor compliance with the contract and facility compliance. Contractor shall provide a monthly agenda and provide thorough meeting minutes within seven (7) business days of the meeting. Contractor is responsible for scheduling and completing all inspections, testing and planned maintenance to meet current NFPA and JCAHO standards within standard hours of operation. Contractor shall notify Service POC/COR by phone and email, at least one month prior to conducting inspections and/or planned maintenance. Services shall also include the following: Systematic examination of all system components. Contractor shall perform testing, cleaning, adjusting of all components as necessary to keep the system in reliable condition and proper working order. Contractor shall furnish all tools, and cleaning materials, and parts required to perform inspections and testing. Emergency Service: Contractor shall respond within six (6) hours upon notification of system trouble. Installation of two (2) tamper switches on Building 9 Backflow preventer in the base year only. Contractor shall contact Service POC/COR by phone, prior to, and upon completion of, work. Contractor shall provide work ticket/report. Work ticket shall include complete description of the work performed and parts replaced. Contractor staff shall review inspection reports with the Service POC/COR at the end of each day and confirm all devices have been tested. The following is a list of systems and components that shall be maintained and tested to include, but not limited to, the following: Initiating devices to include: Fire Hydrants Fire department Connections Hose Connections Main drains Drains Fire Sprinkler Water Flow Switches Fire sprinkler valve supervisory switches Air Compressors Fire sprinkler hi/low air supervisory switches PIV s Gauges Controls Valves Check valves Standpipes Auxiliary devices, to include flow switch bells EXCLUSIONARY ITEMS: Fire hydrants, air compressors, & fire extinguisher replacements. Contractor to provide a quote. These will be processed under a separate purchase order. Contractor shall submit a quarterly report to Service POC/COR to include, but not limited to, the following information: (This is in addition to uploading reports into Building Reports ) Testing Schedule: Building number. System type tested. What was tested. Detailed report: Building number. Location of device. Type of Device. Test Results original and current. Zone (Zone FACP). Code (Chime Code). Quarter. 6 months. Year. Date. Comments. Fire Alarm Discrepancy Report: Building Number. Device and location. Type of Discrepancy. These publications shall be adhered to when conducting repairs, testing, maintenance and inspections: Manufacturer s maintenance manuals. Manufacturer s recommendations. National Fire Protection Association Standards. (NFPA 25, 72 & 105) National Electrical Code (NEC). National Fire Code. JCAHO Requirements. (VA will provide. Contact Service POC/COR). Fire Sprinkler and Suppression System Components (An initial inventory during first annual fire alarm inspection and test shall be conducted by contractor to confirm existing numbers.) Fire Sprinkler and Suppression Systems include the following components: ITEM QTY UNIT WATER FLOWS 61 EA SPRINKLER TAMPER SWITCHES 78 EA CONTROL VALVE 81 EA SPRINKLER RISER (WET) 9 EA SPRINKLER RISER (DRY) 3 EA FIRE HYDRANTS 10 EA FIRE DEPARTMENT CONNECTIONS (FDC S) 9 EA HOSE CONNECTIONS 46 EA STANDPIPE 7 EA SPRINKLER HEAD BOXES (SPARES) 10 EA SPRINKLER HEAD SPARES 40 EA CHECK VALVE 19 EA GAUGES DRAINS 59 EA PIV 39 EA MAIN DRAIN (INTO BUILDINGS) 6 EA FIRE EXTINGUISHER (2.5 LB ABC) 9 EA FIRE EXTINGUISHER (5 LB ABC) 1 EA FIRE EXTINGUISHER (10 LB ABC) 64 EA FIRE EXTINGUISHER (10 HALOTRON) 151 EA FIRE EXTINGUISHER (6L WET CHEMICAL) 2 EA FIRE EXTINGUISHER (20LB ABC) 8 EA FIRE EXTINGUISHER (5LB CO2) 1 EA ANSUL R-102 KITCHEN HOOD SUPPRESSION SYSTEMS. (INCLUDES SHUNT-TRIP ACTIVATION TEST.) 1. BUILDING 1 - ROOM 1-2230 DIETETICS NORTH HOOD 3. BUILDING 1 - ROOM 1-1324 CANTEEN 4. BUILDING 22 ROOM 22-1425 DIETETICS KITCHEN 10 EA ANNUAL REVIEW OF AS-BUILT DRAWINGS: (AUTOCAD 2020 VERSION OR NEWER) 1 JB SEMI-ANNUAL REVIEW OF AS-BUILT DRAWINGS: (AUTOCAD 2020 VERSION OR NEWER) 1 JB Test Result Reporting/Recording: Record test results using on-line inspection report, using http://www.buildingreports.com. Test results must be completed within ten (10) business days of inspection/tests. Any deficiencies must be noted, and System component tagged (using VA approved/supplied tags). A written report of deficiencies must be provided in a daily report, submitted to the Service POC/COR, for VA Safety Manager to log and track remediation of all deficiencies. Daily deficiency reports must include component, nature of deficiency and location. Finalize Inspection Report, using http://www.buildingreports.com. A monthly meeting shall be held with Contractor Inspection Team Leader, Project Manager, VA Safety Manager and Service POC/COR to review Inspection Report. Remediation plan for all deficiencies shall be developed, and contractor shall submit repair schedule to the Service POC/COR within five (5) business days. Contractor shall provide a quote for repair of any deficiency of an item on the exclusion list. Contractor shall submit report to the Service POC/COR and SVA Safety Manager within five (5) business days of repair completion showing status of all identified deficiencies. Deliverables: Documentation: All documentation requirements will be kept current and up-to date. Documented results are due to the Service POC/COR within five (5) business days after each (inspection, testing and maintenance) cycle. No hand-written reports will be accepted. Contractor shall provide a secure, internet-based data-center with drop down filterable menus for all ITM and repair activities. Contractor shall allow government employees access to the Contractor s internet-based data-center. The filters shall be able to separate by individual device, group of devices, buildings, dates, EC/EP # per JCAHO, etc. The filters shall include the following information for JCAHO and higher headquarters review: Name of the activity Date of the activity Required frequency of the activity Name and contact information, including affiliation, of individual who performed the activity Result of the activity Contractor will provide a total of two (2) e-copies of all data by means of CD/DVD quarterly for all inspection, testing, maintenance, and repair activities for each individual device covered under this contract. E-folders shall match binder tabs exactly with all matching documents individually delineated for ease of identification. E-copy folders should replicate hard copy binder. Contractor will provide two (2) 3-ring binders per quarter which clearly document all JCAHO and NFPA requirements for all ITM and repair activities for each individual device covered under this contract. An index shall be included in the front of the binder delineating all tabbed items. Data Organization: Each quarterly binder (and associated internet-based data-center and CD/DVD) shall be clearly tabbed out as follows: Binder 1: Tabs shall have all JCAHO-required documentation requirements only: Sample mandatory documentation requirements for JCAHO are EC.01.02.05, EPs 1-5, 9, and 19. Note, these requirements could change, and it is up to the Contractor to ensure documentation contains the most current requirements per JCAHO. If an EC/EP Component contains documentation requirement for more than one (1) device, sub tabs will be created so that each separately-grouped device under a single EC/EP identifier has its own unique section. Example: EC.02.03.05, EP9. Each tab shall have a cover sheet specifically delineating JCAHO (EC/EP identifier) and NFPA requirements verbatim out of the most current standard or edition. 6.4.1.4 Each tab shall have a second cover sheet defining time/testing interval requirements for the specific tabbed item per NFPA and JCAHO individually. Binder 2: All other Fire Suppression testing requirements will be contained within a secondary binder. The binder will match Binder 1 in regard to organization and set-up. If a device fails, the Contractor will initiate a Deficiency Notification (DN) via electronic correspondence to Service POC/COR identifying device (description/UID), location, date, and discovered fault. The same DN will remain open/un-resolved until repairs are concluded. The comments on a DN will identify all repair activities, UID s of any equipment removed and new UID s of any new equipment added to the system. Ultimately the DN must contain the test results after each repair is completed As-Built CAD Drawings: Review and update As-Built CAD Drawings to show all Alarm System Panels, Components, Sensors, and Wiring. Verify As-Built drawings are accurate. Semi-Annual & Annual review by contractor to ensure accuracy. Current As-Built drawings will be provided by VA after contract award. Drawings shall also show the Barcode ID and Fire Alarm panel address (for example: 001-01-05-123). Coordinate with VA Fire Alarm Contractor. Contractor shall review and redline As-Built AutoCAD drawing layers to show location and identify the following components: Tamper Switches/Control Valves Flow Switches Ansul R-102 Kitchen Hood Suppression System. Include electrical shunt trips Fire Extinguisher locations with barcode ID# Air Compressors Pressure switches FM-200 systems Standpipes Risers FDC s Hose Connections Alarm Valves Drains Main Drains Sprinkler Head Boxes with quantity and type of spares PIV s Any functional fire suppression or alarm component not shown on existing drawings. This is requested so that VA shall will have comprehensive Fire Suppression System Plans. Six (6) months prior to contract expiration, vendor shall provide current As-Built drawings fully updated with all fire alarm system components, provided in AutoCAD and hard copies ARCH C 18 x 24 . Quality Assurance: Contractor shall have NICET qualified staff. Testing Procedures shall be performed in accordance with NFPA 25, 72 & 105, or more frequently, in accordance with of Authority Having Jurisdiction. The NFPA 72 shows testing frequencies. Wet Sprinkler System Inspection Summary - Inspect general items such as: Are all systems in service? Visualize location of heads in relationship to the distance of walls, ceilings & objects. Does the building appear to be properly heated in all areas? Do all exterior openings appear to be protected against freezing? Inspect control valves: Are all valves in the appropriate open or closed position? Make sure all shut off valves are chained, locked & tamper proof. Exercise all O, S, & Y valves. Water supplies: Do a full flow of water test of the main drain at the sprinkler riser. Inspect Fire Department Connections: Confirm that fire department connections are in satisfactory condition Confirm that the connection is couplings free, caps in place & check valves tight. Confirm that the connection is accessible and visible. Alarms: Test water motor and gong. Test electric alarm. Test supervisory alarm service. Sprinklers: Verify that all sprinklers are free from corrosion, loading, or obstruction to spray discharge. Check that sprinklers are less than 50 years old - thus not requiring sample testing. Verify that there is a stock of spare sprinklers available. Check that the exterior condition of the sprinkler system is in good condition and working order. Verify that all sprinklers are of proper temperature ratings for their locations. Replace gauges as needed. All gauges must be calibrated or replaced every five (5) years. Inspect tamper and flow switches. Note sprinkler valve size, static pressure, and residual pressure for report. All activities (maintenance, testing and inspection) shall be noted in written Service Report to Service POC/COR. Final periodic Inspection/Tests shall be reported electronically, using http://www.buildingreports.com. Invoices: Each invoice shall document the service(s) completed. The Service POC/COR will review and provide a stamped Progress Report combined with Contractor s invoice to be electronically uploaded. DAYS & HOURS OF OPERATION Normal business hours are Monday through Friday, from 8:00 am to 4:30 pm, excluding any federal holiday. Federal holidays, including any days specifically declared by the President of the United States to be a national holiday, can be found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/. Work under this contract must be performed during normal business hours.
