SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for service on portable fire extinguishers, kitchen hood suppression system and inspection and maintenance. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561621 Security Systems Services (except Locksmiths). THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Tentative requirements: GENERAL - This is a service contract to provide combined inspection, testing, and maintenance (I/T/M) of the portable fire extinguishing equipment and commercial cooking fire protection systems at the Oscar G. Johnson VA Medical Center (VAMC), 325 East H Street, Iron Mountain, MI. SCOPE OF WORK - The Contractor shall provide all personnel, most current reference material applicable to I/T/M of systems, equipment, supplies, facilities, transportation, tools, materials, supervision and other items and non-personal services necessary to perform I/T/M as outlined in the SOW. Portable Fire Extinguisher Services Extinguishers shall be inspected, tested, and maintained in accordance with the most recent NFPA 10. Services to include: 6-year inspection and 12-year hydrotesting of all portable dry chemical, Clean guard, and K-guard fire extinguishers. Services are to include all parts, recharges, internal inspections, and hydro-tests that are due at the time of inspection. This includes tags, labels, pins, verification collars, gauges, etc. The Contractor has the option to perform the inspections/tests on or off site. This service does not include monthly or annual inspections. Monthly and annual inspections are done in-house. NO area on the Facility campus or CBOC s will be left without a fire extinguisher for more than two (2) hours each occasion. The inspection report is to be provided to the Contracting Officers Representative (COR) and Safety Manager within two weeks of each inspection. Kitchen Hood Suppression System Services Equipment shall be inspected, tested, and maintained in accordance with the NFPA 96. Services to include the semi-annual maintenance of all kitchen hood suppression systems. Services are to include all parts, and adjustments, and required to keep the system maintained. This is to include replacement of the fusible links, blow off caps, nozzle cleaning, nozzle replacement, link line adjustment, cylinder internal inspection, recharge and hydro-test when required per NFPA 17A. This agreement is not to include recharge and service if the system is discharged. Semi-Annual inspection is to be done in April and October of each year. A final copy of the inspection report is to be provided to the COR and Safety Manager within two weeks of the inspection. EQUIPMENT QUANTITIES: Portable Fire Extinguishers (Total numbers by type): Dry Chemical ABC Fire Extinguishers 208 (7 5#; 201 10#) FE-36 Fire Extinguishers 51 5# Non-magnetic extinguishers 2 10# K-Guard Fire Extinguishers - 2 10# Portable Fire Extinguishers (261 are located throughout the campus and CBOC s). No area on the Facility campus or CBOC s will be left without a fire extinguisher for more than two (2) hours each occasion. The Contractor shall at a minimum perform the following tests and provide new extinguishers in the defined fiscal year: 6-Year (10#) 12-Year Hydro (10#) New 5# Clean Guard extinguishers New 2.5# ABC extinguishers I/T/M of On-Board fire extinguishing systems in the busses FY2023 11 42 20 - 2 FY2024 1 9 10 2 FY2025 2 1 10 2 FY2026 1 3 10 2 FY2027 84 16 33 10 2 Portable Fire Extinguishers, up to 32 (10# ABC), are located at our Centrally Based Outpatient Clinics and in off station vehicles. These extinguishers will require a return visit to the main facility campus approximately two-four weeks after the original visit for all required maintenance. The contractor shall inspect enough fire extinguishers at the main facility on the first visit so that the inspected fire extinguishers can be sent out to the Centrally Based Outpatient Clinics and off station vehicles to be swapped out with the off-station fire extinguishers that will be returned to the main facility for maintenance and testing as required. Kitchen Hood Suppression Systems (6), Located in Building No. 1 Kitchen Hood#1 Manuf. Model# S/N Location Hood EE#23820 Greenheck GXEW-102.00-S 15002705 B175 Control Greenheck KFCC 15002706 Suppression ANSUL R-102 150276 Kitchen Hood#2 Manuf. Model# S/N Location Hood EE#23821 Greenheck GXEW-102.00-S 15002707 B186 Control Greenheck KFCC 15002708 Suppression ANSUL R-102 253539 Kitchen Hood#3 Manuf. Model# S/N Location Hood EE#23822 Greenheck GXEW-102.00-S 15002709 B186 Control Greenheck KFCC 15002711 Suppression ANSUL R-102 250335 Kitchen Hood#4 Manuf. Model# S/N Location Hood EE#23823 Greenheck GXEW-102.00-S 15002712 B175 Control Greenheck KFCC 15002713 Suppression ANSUL R-102 245060 Kitchen Hood#5 Manuf. Model# S/N Location Kitchenette Hood EE#18973 Denlar D1036-FE 2013 1116B Kitchen Hood#6 Manuf. Model# S/N Location Kitchenette Hood EE#23190 Denlar D1036-FE 4447 4142 Bus Fire Suppression Systems (2), Located at Building No. 2: Coach Bus: AMEREX Model V25ABC Ford Passenger Bus: KIDDE Model 408876-1332 CONFORMANCE STANDARDS: The contractor accepts responsibility for the equipment in as is condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. INSPECTION/TESTING/MAINTENANCE/: Service shall be performed in accordance with and during the hours defined established herein. All service must be scheduled in advance with the COR. All exceptions to the schedule shall be arranged and approved in advance with the COR. The Contractor shall provide all tools and supplies necessary to properly perform inspections and tests in accordance with the most recent NFPA 10 and 17A. The Contractor shall leave areas where he/she performs work neat, clean and orderly. Portable Fire Extinguishers The Contractor shall perform a full inspection and test of each fire extinguisher and systems at least annually and kitchen hood suppression system semi-annually. All portable fire extinguisher tests, inspections, maintenance, alterations, and repairs performed under this contract shall comply with the latest edition of the NFPA 10 including all appendix chapters. Anywhere NFPA 10 states should , it shall be taken to mean, Shall . The Contractor shall perform remedial maintenance of a non-emergency nature. Tanks shall be inspected for dents, abrasions, faulty welds, faulty soldered joints, faulty brazed joints, corrosion, worn hoses, faulty gauges, and other external operating parts. Tanks shall be weighed and brought up to proper weight if low. Tanks shall be tagged after passing inspection. Tags shall show date of inspection and signature of the inspector. The Contractor shall perform all required 6-year certifications for internal maintenance on portable fire extinguishers as necessary. A verification of service collar and label will be used upon completion of each 6-year internal maintenance inspection. The Contractor shall perform all required 12-year certifications for hydro-testing on the portable fire extinguishers as necessary. The Contractor shall return the equipment to the operating condition per the NFPA code requirements. Kitchen Hood Suppression Systems The Contractor shall perform a full inspection and test each kitchen hood suppression system semi-annually. Cleaning of equipment does not include cleaning of hood, filters, or duct work on the kitchen hood. All Kitchen Hood Suppression System tests, inspections, maintenance, alterations, and repairs under this contract shall comply with the latest edition of the NFPA 17A including all appendix chapters. Anywhere NFPA 17A states should , it shall be taken to mean, Shall . Return the equipment to the operating condition per NFPA code requirements. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:30 a.m. to 4:00 p.m., excluding holidays. All inspection/testing shall be performed during normal hours of coverage unless requested or approved by COR or his/her designee. Work performed outside the normal hours of coverage at the request of the Contractor shall be considered service during normal hours. Federal Holidays observed by the VAMC are: New Year's Day Labor Day Martin Luther King Day Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth DOCUMENTATION/REPORTS Recycling: The contractor shall provide recycling data (pounds) of expired extinguishers as necessary. SDS: The Contractor shall provide current Safety Data sheets (SDS) for all hazardous materials brought into the building. This information will be provided to the COR. Testing: The documentation will include detailed descriptions of the inspection and test procedures performed. Documentation shall be provided to COR within 1 week of testing and prior to invoicing. Safety Hazards: The Contractor shall immediately notify the COR and Safety Manager or designee of any recognized safety hazard that might severely affect building occupants. Deficiencies: Devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer s recommendations shall be reported as a deficiency and reported to the COR before the Contractor leaves the premises. Emergency Service Calls: Defined as any service call that relates to the repair of the system outside of the regular required services. Coverage for emergency service calls is not included in this contract. Damage to Equipment: Any damage to the fire extinguishers and/or kitchen hood suppression system caused by the contractor shall be repaired by the Contractor at no additional cost to the VA Medical Center. PAYMENT Invoices are paid in arrears. Invoices shall include the contract number and purchase order number, item(s) covered (identified by serial numbers and /or equipment ID numbers) by the PMI and covered period of service. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE CONTRACTING OFFICER BEFORE THE SERVICE IS PROVIDED. There will be no additional charge for time spent at the site (during or after normal hours of coverage) awaiting the arrival of additional workers and/or delivery of parts. CONTRACTOR SPECIAL REQUIREMENTS The contractor, at the contractor s expense, will obtain all necessary permits, and licenses for performing tests and inspections. These required licences/certifications shall include all required by NFPA, OSHA, State and Federal Law. The contractor agrees to utilize responsible, capable, certified, employees in the performance of any task associated with this solicitation. If subcontractor(s) are used, the COR must approve them. The contractor shall submit any proposed change in subcontractor(s) to the COR for approval/disapproval. Each respondent to this Statement of Work must have an established business (minimum of 5 years), with an office and full-time staff. The staff must include at least two fully qualified field service technicians, one to perform the services and one who shall serve as a backup. The COR may authenticate the training requirements, request training certificates and/or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO, COR, &/or Chief of Engineering reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment w/o proper certification &/or training. ARRIVAL (CHECK-IN/CHECK-OUT) REQUIREMENTS: The Contractor shall be required to report to VA Police office located near the main entrance of building 1 on the 1st floor, to log in and receive an identification badge. This check in/check out is mandatory. The badge must be worn & visible at all times while on VA property. Once the Contractor receives an identification badge, they are to report to the Engineering office located in room B066 to check in with the COR. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS: The Contractor shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited on VA property. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. INSURANCE: Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. General liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property damage liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below) The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 9:00 AM local time on October 6, 2023. All responses under this Sources Sought Notice must be emailed to Lori Eastmead@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
