Sources Sought Page 2 of 2 This is a request for information only and it is not a solicitation announcement. The purpose of this sources sought notice is to gain knowledge of qualified potential contractors and their socio-economic size classification in accordance with NAICS code 238220. NAICS Code 238220 Plumbing heating and air conditioning. Responses will be used by the Government to make appropriate acquisition decisions. Statement of Work: Fire, Smoke, and Combination Fire/Smoke Damper Testing Sioux Falls VA Healthcare System See the (Functional/Performance/Specification below. The scope of this SOW is the procurement of a Service Agreement to provide inspection and testing of the fire, smoke, and combination fire/smoke dampers at the Sioux Falls V.A. Healthcare System, Sioux Falls South Dakota according to the terms and conditions stated herein. PERFORMANCE: The contractor shall provide appropriate number of trips to the Sioux Falls V.A. Healthcare Systems in Sioux Falls South Dakota during the Service Agreement period to perform the inspection/testing during our business hours. See Hours of Services section below. Testing in critical areas may be required to occur during non-business hours. These activities will be coordinated with the service lines through the Contracting Officers Representative. Contractor shall request in writing to COR a minimum of 2-weeks prior to when the activities are desired to occur, and when anticipating to move into a new area, to allow for service line coordination. Actual time given to the contractor tom complete activities will be dependent on operational requirements of the service line. Prior to the start of activities, the contractor will be required to attend a Preconstruction Risk Assessment (PCRA) and implement any protective measures deemed required by the PCRA. HOURS OF SERVICES: The Contractor shall perform the services as specified herein Monday through Friday with the exception of National Holidays between the hours of 8:00a.m. 4:30p.m. GOVERNMENT NATIONAL HOLIDAYS: The Contractor is not required to provide services on the following national holidays nor shall the Contractor be paid for these holidays unless previously coordinated with the COR: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday. Contractor Responsibilities: The Contractor shall take all precautions necessary to protect against injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to Contractor s employees as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by contractor s employees fault or negligence. Contractor shall coordinate a work schedule with the VA contact. Work may be required to be performed outside of normal duty hours as required by hospital operations. Any work resulting in hours outside of 8:00am to 4:30pm CT because of operational impacts shall occur at no additional expense to the Government. Contractor shall provide personnel on-site at the SFVAHCS to perform services under this Statement of Work within 10 calendar days of request. Contractor shall respond within five (5) calendar days to SFVAHCS inquiries or questions and provide revised documents (if necessary). The contractor shall provide all labor, resources, and travel necessary to complete the services as required within this statement of work. Technicians shall provide all tools and labor necessary to perform inspections, installations, repairs, as required by this statement of work. Safety Requirements: The Contractor shall be responsible for providing safety measures to conduct the work. The Contractor shall comply with all VA and OSHA safety and security measure such as, the lock-out-tag program and special work permits. The contractor is also required to coordinate with the VATR or designee to gain access to the specific work area along with obtaining identification badges for all personnel prior to commencement of services. It shall be understood that, throughout performance of the contract, the Contractor s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is entirely smoke- free. Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law. Contractor and their personnel shall always wear visible identification while they are on premises. Possession of weapons is prohibited. Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. SFVAHCS Responsibilities: Provide AutoCAD and PDF formats of damper locations. Provide excel spreadsheet which will be used as a shared resource to update inventories, track findings, and everything necessary for documentation purposes for this contract. SFVAHCS will consider requests made by the contractor that are considered reasonable by SFVAHCS and have been presented in writing as indicated in paragraph 2.2 CONTRACTOR PERSONNEL ACCEPTANCE: The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with by the Contractor, VA representative and the final decision made by the Contracting Officer. Overall reporting requirements Spreadsheet: Contractor shall track changes in provided excel spreadsheet to aid in updating VHA records. Drawings: Provide updated drawings in AutoCAD and pdf format. Field Verification (CLIN1) Applicable to Active Fire, Active Smoke, and Abandoned Fire dampers. Confirm access for each damper and document deficiencies. Note which access panel or inspection fitting from paragraph 9 provide access to inspect damper for inaccessible dampers. Confirm damper at location can be tested or witnessed from access point. Label every damper on the VA provided inventory and any found that are not included in the inventory in the Description/Location column. Red background with white font. Size 12 print minimum. Dampers above lay-in ceilings. Ceiling grid labeled with damper number found in spreadsheet. 7.1.3.1.1.2. Damper labeled above ceiling with damper number found in spreadsheet. Dampers in mechanical room areas. Label by applicable access panel with damper number found in spreadsheet. Contractor shall remove all old labels found for all dampers covered by this statement of work. Relocate fire alarm devices to gain access as required. Reporting: Update details in VA provided spreadsheet where found incorrect, incomplete or in addition to existing information in the description column. Duct size What ductwork is serving. Supply air, exhaust air, and return air. Description where to find damper. Room number. Damper orientation (Vertical = perpendicular to ground and Horizontal = parallel to ground). Eliminate duplicates. Document access in the deficiencies column for each damper in VA provided spreadsheet. Include details for which damper access device size would provide access to observe or test damper. Contractor must note largest possible access panel that ductwork can support. Inspection and Testing Abandoned Damper inspection (CLIN2) Applicable to abandoned Fire dampers. Confirm fire dampers are closed at locations identified in inventory. Reporting: Document observations in VA provided spreadsheet. Smoke and Fire/Smoke Damper Testing and Inspection (CLIN3) Applicable to Fire/Smoke dampers. Test as per current adopted NFPA 80 requirements Contractor shall include personal required to operate fire alarm panel. Contractor shall include personal required to safely operate elevators for contractor to access dampers in elevator shafts. Reporting: Document observations in VA provided spreadsheet for all eight entries for inspection of damper. Fire damper Testing and Inspection (CLIN4) Applicable to active Fire dampers. Test as per current adopted NFPA 80 requirements. Reporting: Document observations in VA provided spreadsheet for all entries for inspection of damper. Parts for repair (CLIN9) If repairs resultant from inspections are identified, the Contractor shall provide all replacement parts needed to keep the failed component in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the contractor deems appropriate, so long as amount listed in CLINs for Parts Repair cited in Section B.2 (Price/Cost Schedule) are not exceeded. No used parts will be used to repair this equipment. For repairs, Contractor shall furnish the VATR with a written estimate of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the VATR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes. If cost exceeds cost listed for applicable line item in Section B.2 (Price/Cost Schedule), the Contracting Officer shall consider issuing a bilateral contract modification to increase funding for this line item per coordination with VATR, that includes supporting documentation as cited above. Access Panels Small access panel (CLIN5) Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 6/6, 8/8, or 10/10. Square door with double cam.1 Medium access panel (CLIN6) Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 10/10, 12/12, or 14/14. Square door with double cam.1 Large access panel (CLIN7) Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 16/16, 18/18, 20/20, 22/22 or 24/24. Square door with double cam.1 Access Panel Requirements: Ductmate industries or approved equal double cam access doors. To provide easy access into air ducts and units. This door was developed as an inexpensive alternative to the Ductmate Sandwich® Access Door, for low pressure applications. TECHNICAL INFORMATION: DOOR Consists of two, 24 gauge galvanized steel panels mechanically locked together INSULATION 1 High density fiberglass insulation with UL classification: FHC25/50 and R-value 4.2. GASKET Closed cell cross-linked polyethylene gasket with a service temperature range of -70°F to 175°F. The gasket is bonded to the inside of both the Dovetail and Press-On frames and also to the outside of the Dovetail frame only. Double Sided Adhesive Gasket: Closed cell cross-linked polyethylene is UL94HF1 listed with a service temperature range of -110°F to 158°F. This gasket is bonded to the outside of the Press-On frame only. DOVETAIL FRAME Frames measuring 6 x 6 to 12 x 12 are manufactured from 24 gauge galvanized steel. Frames measuring 14 x 14 to 24 x 24 are manufactured from 22 gauge galvanized steel. All frames are manufactured with fastened corners for increased strength and an improved Dovetail design for easy installation on Metal Duct, 1 Duct Board or 1½ Duct Board. PRESS-ON FRAME Frames measuring 6 x 6 to 12 x 12 are manufactured from 24 gauge galvanized steel. Frames measuring 14 x 14 to 24 x 24 are manufactured from 22 gauge galvanized steel. A durable double sided adhesive gasket allows for easy installation to metal ductwork. CAM & LATCH The cam is manufactured from 16 gauge galvanized steel and the latch is manufactured from 20 gauge galvanized steel. Each cam is secured to the door with a rivet. The latch is securely fastened to the frame. Camera Inspection Instrument Fitting (CLIN8) Contractor shall provide, modify ductwork, patch and repair insulation, and install instrument test fittings. Instrument Test Fitting Requirements: Manufactured type with a minimum 50 mm (2 inch) length for insulated duct, and a minimum 25 mm (1 inch) length for duct not insulated. Test hole shall have a flat gasket for rectangular ducts and a concave gasket for round ducts at the base, and a screw cap to prevent air leakage. BADGES AND PARKING: All Contractor personnel are required to wear identification (I.D.) badges issued by the SFVAHCS Engineering office during the entire time they are on the SFVAHCS grounds. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the SFVAHCS security office. The SFVAHCS shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstance. AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Prior to performing any service of a non-contract nature, the Contracting Officer (CO) must be advised of the reasons for this additional work. Only the Contracting Officer may authorize additional services, and reimbursement will not be made unless prior authorization has been obtained. ATTACHMENTS: Attachment A: Damper Location Drawings (Bldgs. 1,5 and 54) Attachment B: Current Damper Inventory Tracker
