36C24221Q0065 – Sources Sought – H212–Fire Extinguisher systems Inspection, Testing and Maintenance

Oct 10, 2020 | Sources Sought

Document Type: Sources Sought
Solicitation Number: N/A
Original Response Date: October 19, 2020
NAICS CODE: 561210

Contracting Office Information:
Department of Veterans Affairs
Network Contracting Office 3
130 W. Kingsbridge Road Rm. 9b16
Bronx NY 10468

Synopsis:
Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, New York Harbor VA Medical Centers, is conducting a market survey for qualified firms capable of providing the following services for New York Harbor VAMC.

PURPOSE

Obtain inspections, testing, maintenance and repair services for Fire Extinguishing systems at New York Harbor Healthcare System with facilities at Brooklyn VA Medical Center ( BK VAMC ), St. Albans Community Living Center ( SA CLC ), New York VA Medical Center ( NY VAMC ), Staten Island Community Based Outpatient Clinic ( SI CBOC ), and Harlem Community Based Outpatient Clinic ( Harlem CBOC ), referred to as the Government.

SCOPE OF WORK

The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform monthly inspection of facility s Portable Fire Extinguishers (PFE) and to keep equipment operating as originally specified by the equipment manufacturer.

The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform annual test of facility s FM200 system and to keep equipment operating as originally specified by the equipment manufacturer.

The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform annual maintenance of facility s Portable Fire Extinguishers (PFE) to include required hydro test and maintenance and to keep equipment operating as originally specified by the equipment manufacturer.

The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform Semi-annual inspection and preventative maintenance on facility s kitchen extinguishing systems and to keep equipment operating as originally specified by the equipment manufacturer.

The Contractor shall ensure that Fire extinguishers removed from service for maintenance or recharging shall be replaced by a fire extinguisher suitable for the type of hazard being protected and shall be of at least equal rating.

The Contractor shall coordinate with COR and Facility s safety Office when Inspecting, testing, and or performing repair on the Fire Extinguishing systems.

Facility s normal operating hours are between 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. If circumstances arise that some work to be performed outside normal business hours, the contractor shall communicate the proposed schedule with COR and Facility s Safety Office.

The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

Contractor shall comply with all applicable Federal Codes and Veterans Health Administration (VHA) standards and directives. Codes to include but not limited to:

National Fire Protection Association (NFPA) 10
International Building Code (IBC)
City and State laws, Codes and regulations

The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, Inspect, and service the Fire Extinguishing systems.

Contractor shall maintain a complete inventory of PFE locations for each facility. Inventory list shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made shall be dated and recorded. The inventory list will remain property of the Government.

Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor s responsibility to replace from another source.

Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment.

If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for emergency situations, without the written consent of the CO and receipt of a separate Purchase Order to cover the cost of additional work.

The certified inspector will provide a report of deficiencies found to the Government and Contractor is required to correct.

The certified technician shall ensure full system functionality each time they depart the facility after performing system test, inspection, maintenance and or repair.

The Contractor shall identify the date of the last Test, maintenance, and or inspection and maintain the frequency as per NFPA code.

Contractor shall Inventory entire facility s Fire Extinguishing systems and assure accurate device quantity, location, and tags.

Contractor to bar code all Portable Fire Extinguishers to include information such as facility name, building number, floor, location.

FACILITIES

The contract is to cover the fire extinguishing systems to include but not limited to the following:

Portable fire extinguishers
FM200
Kitchen Extinguishing system

GOVERNMENT FURNISHED PROPERTY

The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

The Government will not provide any materials to the Contractor.

PERFORMANCE REQUIREMENTS

The Contractor is currently engaged in maintenance, repair, inspection, and testing of Fire Extinguishing systems. The Contractor shall have a minimum of five (5) years of successful experience related to inspection, testing and maintenance of Fire Extinguishing systems to include FM200 and kitchen extinguishing systems identical to the systems and equipment in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office.

The Contractor shall provide a Contract Manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

Contractor shall show evidence of their reliability, ability and experience by furnishing:
Technicians Resume, and Training Certifications/License;
A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of certifications to perform inspection, testing, maintenance and programing on identified fire alarm systems in this contract.

The selection, assignment, and management of Contractor s employees is the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the New York Harbor facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

SECURITY REQUIREMENTS

Contractor and Subcontractor personnel working on New York Harbor Healthcare System s facilities must consent to Background Checks or shall be denied access to the NYHHCS VA facilities. Information required to conduct a Background Check includes full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire.

Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days.

The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

SPARE PARTS

Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services.

If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturer s or Contract requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed.

DOCUMENTATION

The Contractor shall submit an inspection report upon completion of systems required inspection and test. The report shall include the following at minimum:
Cover sheet
Property information
PFE location
Last inspection date
Next inspection date
Test/Inspection results (Pass/Fail)
Comments
Certification sheet to include Inspector name, date, time and signature

SAFETY

Contractor shall adhere to OSHA, EPA, NFPA, VA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

During contract performance, the Contractor shall follow Government s safety policy and standards for safe work practices and take such safety precautions as the VA Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VA smoking policy.

Patient, employee, visitor, and Contractor personnel safety shall always be maintained. The Contractor is responsible for the safety and health of his/her employees.

The Contractor shall obtain a Hot Work Permit from the Government (VA Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit.

Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

QUALITY CONTROL REQUIRMENTS

Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed.

UNSCHEDULED MAINTENANCE AND REPAIR ACTIONS

Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order or use of Unscheduled funds task order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order or use of Unscheduled funds task order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Year of 12 months and Four (4) 12-month option years. The Period of Performance reads as follows:

Base Year – October 1, 2020 September 30, 2021
Option Year I October 1, 2021 September 30, 2022
Option Year II October 1, 2022 September 30, 2023
Option Year III October 1, 2023 September 30, 2024
Option Year IV October 1, 2024 September 30, 2025

The North American Industry Classification Systems (NAICS) is 561210. Responses to this notice must be submitting in writing via email and must be received no later than October 19, 2020. No telephone inquiries will be accepted.
The purpose of this notice is to gain knowledge of potential qualified sources for this procurement relative to NAICS 561210. Qualified offerors shall be experienced in addition to providers (sellers) capable of supporting this facility.
Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, and examples of similar facilities which you have provided services to DUNS number, address, and point of contact.
If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Responses to this notice must be submitted in writing (email or fax) and received no later than October 19, 2020 at 5:00PMEST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.sam.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Samantha.Henderson2@va.gov or fax: 718-741-4722.

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