REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS
The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this source sought notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for Smoke Damper Inspection for Rocky Mountain Regional VA Medical Center Solid Waste and Recycling Survey. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561210 Facilities Support Services Small Business Size Standard: $47.0 Million .
This is a request for information and sources only, which may or may not lead to a future solicitation! This is not a solicitation. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor shall provide an inspection and tests on fire dampers, smoke dampers, 4 years clinical operation throughout the Rocky Mountain Regional Veterans Affairs Medical Center located at 1700 North Wheeling Street, Aurora, CO 80045. The contractor shall provide all labor, supervision, supplies, tools, equipment, and material necessary to complete inspection and maintenance on fire & smoke dampers and duct smoke detectors. These inspections and tests will follow requirements of VHA and NFPA 2015 Edition including but not limited to, NFPA 80, NFPA 90A, NFPA 92B, NFPA 99, NFPA 101 and NFPA 105. Additionally, inspectors shall note if dampers and ducts are deficient and the cause in the format provided.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Only one awards WILL be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Alejandra Sierra, Contracting Specialist, Department of Veterans Affairs, NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111 or via e-mail at [email protected] and [email protected] with a statement describing your capabilities. The capability statement shall include a point of contact, complete mailing address, telephone number, email address, and state the company s business size status and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please provide your SAM UNIQUE ID and be as thorough as possible in your submission. The deadline for responses is Wednesday May 01, 2024 at 11:00 AM mountain time.
STATEMENT OF WORK
Smoke and Fire Damper Inspection
GENERAL INFORMATION
OBJECTIVE:
Contractor will conduct an inspection and tests on fire dampers, smoke dampers, 4 years clinical operation throughout the Rocky Mountain Regional Veterans Affairs Medical Center located at 1700 North Wheeling Street, Aurora, CO 80045. The contractor shall provide all labor, supervision, supplies, tools, equipment, and material necessary to complete inspection and maintenance on fire & smoke dampers and duct smoke detectors. These inspections and tests will follow requirements of VHA and NFPA 2015 Edition including but not limited to, NFPA 80, NFPA 90A, NFPA 92B, NFPA 99, NFPA 101 and NFPA 105. Additionally, inspectors shall note if dampers and ducts are deficient and the cause in the format provided.
BUILDING BREAKDOWN:
Research Building – 4 Air Handler Units 4 Energy Recovery Units
Concourse – 10 Air Handler Units 0 Energy Recovery Units
Energy Center – 3 Air Handler Units –
Inpatient Building South – 6 Air Handler Units 1 Energy Recovery Unit
Inpatient Building North – 6 Air Handler Units 1 Energy Recovery Unit
Clinic Building North – 4 Air Handler Units 1 Energy Recovery Unit
Clinic Building Central – 3 Air Handler Units 1 Energy Recovery Unit
Clinic Building South – 2 Air Handler Units 0 Energy Recovery Unit
Parking Structure North 4 Package Terminal Air Conditioners 5 Exhaust Fans
Patient Visitors South 2 Package Terminal Air Conditioners – 1 Fan Coil Units 4 Exhaust Fans
Patient Visitors North 2 Fan Coil Units 3 Exhaust Fans
Loading Dock 1 Package Terminal Air Conditioner – 2 Fan Coil Units 9 Exhaust Fans
Building F – 11 Air Handler Units 4 Energy Recovery Units
Building D – 9 Air Handler Units 4 Energy Recovery Units
Fisher House 1 Air Handler Unit 0 Energy Recovery Unit
RRTP Building 1 Air Handler Unit 0 Energy Recovery Unit
Total Dampers to be inspected (not to exceed): 3,100 EA.
BACKGROUND:
Per the NFPA and The Joint Commission fire and smoke dampers in a hospital require hospital occupancy inspection every 4 years. This is a Joint Commission requirement to ensure that our Smoke and Fire dampers work Correctly.
PEROID OF PERFORMANCE:
This is a one-time requirement. The contractor will have 90 days to complete the work.
HOURS OF WORK:
The hours of work shall take place during normal business hours, as well as afterhours for certain areas of the hospital. The hours of work will range from 7 am to 12 am, Monday through Friday, Federal Holidays excluded. Hours worked will be coordinated with the FMS COR/POC.
REQUIREMENT
Survey each building to confirm the number and locations of dampers on each floor, complete a full review of the system design, and provide a report of the survey and any comments on the system design.
Inspect and test every damper as a 4-year hospital occupancy.
Repairs: 80 service hours and $15,000 for equipment and materials
310 Re-inspections to include a report for each re-inspection completed.
WORK EXPECTATIONS
Facility Survey
Perform a detailed survey of the entire facility to ensure all fire dampers, and smoke dampers, are located.
Complete a full review of the system design.
Supply a report that includes the location, type, and accessibility of each damper along with comments and/or concerns of the system design.
Fire & Smoke Dampers
Operational Test
Operate all dampers by removing and resetting the fusible link, where applicable, to verify full closure and proper operation.
Remove lint and dust that may impede proper operation of fire and smoke dampers.
Lubricate all moving parts and exercise fusible links as necessary. Make note if any fusible links need to be replaced as part of corrective maintenance.
There is no obstruction to the operation of the damper.
There is full and unobstructed access to the damper.
For dynamic dampers, the velocity in the duct is within the velocity rating of the damper.
Damper fully closes under both the normal HVAC airflow and non-airflow conditions.
The fusible link (if equipped) is the correct temperature classification and rating.
All indicating devices are working and report correctly.
Manually activate electric and pneumatic dampers to verify full closure and proper operation.
Adjust actuators as necessary to ensure proper operation of all fire dampers, and smoke dampers.
Adjust and straighten tracks to ensure proper operation of all fire dampers, and smoke dampers.
Replace springs as necessary to ensure proper operation of all fire dampers, and smoke dampers.
Identify each unit location with a ceiling grid damper label.
The tests need to be conducted under standby power if necessary.
Perform preventative maintenance and smoke detector sensitivity testing for all duct smoke detectors.
Acceptance Testing: completed by a qualified person after the operational test is completed and the entire heating ventilation and air conditioning (HVAC) system is complete.
The damper is not damaged or missing any parts.
If actuated, dampers close fully upon disconnection of electrical power or air pressure
If actuated, dampers fully reopen when electrical power or air pressure is reapplied.
If non-actuated, the damper closes upon removal of the fusible link and is manually reset to the full-open position.
Testing must be done under maximum airflow after HVAC system balancing unless acceptance testing is being performed for damper with fusible links. In that case, it is permitted to turn the fan in the system off.
Authenticate compliance utilizing a customized label applied directly to each damper unit specifying reference number and inspection date.
Periodic Testing Actuated Damper:
Confirm that the damper is in the full-open or full-closed position as required by the system design.
Visually confirm the damper moved to the full-closed or full-open position when commanded.
Visually confirm that the damper returns to the original operating position as required by the system design.
Non-Actuated Damper
Confirm the fusible link is not painted.
Confirm the damper fully closes when the fusible link is removed or activated with the damper in the full-open position.
Where equipped, confirm that the damper latches in the full-closed position.
Confirm that the damper is returned to the full-open and operational position with fusible link installed.
HVAC Operation
After inspection is completed, an operational test needs to be conducted after the buildings HVAC system is fully operational.
The test must determine that the system functions as intended.
The test must be conducted under normal HVAC airflow conditions as well as static flow conditions.
The test needs to verify that the damper operation is not obstructed.
The test needs to verify that there is full and unobstructed access to the damper and components.
It needs to be verified that all indicating devices work and report to the intended location.
Following the completion of the test, a visual inspection needs to be made of the
to be documented indicating the location of the damper, date of inspection, name of the inspector and deficiencies discovered. The documentation needs to have a space to indicate when and how the deficiencies were corrected.
Coordination
Contractor will coordinate all work with assigned hospital point of contact.
The contractor shall schedule at a minimum of 10 business days in advance, all work to be performed with the COR to prevent interference with other contract performance and Medical Center activities.
Corrective Maintenance
Necessary repairs for deficient or inoperable devices such as those found during system testing, inspection, or preventative maintenance, or have failed during operation will be provided. Only original replacement components manufactured by the original equipment manufacturer or other compatible components are used to preserve Underwriters Laboratories (U.L.) Listings and meet NFPA requirements.
Complete all pertinent damper unit repairs as deemed necessary, i.e., fusible link replacements, linkage adjustments, damper unit mounts, springs, flex installations, etc. Repair exceptions pertain only to damper actuator/motor retrofits, access door installations and new damper unit installations during the initial inspection phase.
Functionally Test: Test each detector functionally in place annually, as detailed in NFPA 72-2007 Chapter 14
Communication Expectation
Contract Award Meeting
Upon request by interested parties, a site visit ENC RMRVAMC, will be made available prior to the proposal due date.
The VA shall provide, to the contractor s authorized personnel, access to the equipment and adequate working space during the periods which the contractor has scheduled with the VAMC to perform service.
Life safety drawings will be made available upon request.
Documentation and Schedule Expectation:
Contractor must be flexible regarding work schedules and special conditions.
Schedule must be made with the goal of minimizing interruptions to the Facility.
Reports
Create a detailed comprehensive damper inspection inventory/matrix report in Excel format specifying the pertinent inspection date, facility/building, floor area, unit location, reference number, damper type, damper motor manufacturer/ model number, and the current operational status with complete explanation of any problematic issues and recommendations for corrective actions.
All inspections and testing need to be documented indicating the location of the damper, date of inspection, name of the inspector and deficiencies discovered. The documentation needs to have a space to indicate when and how the deficiencies were corrected.
The results of the tests need to be documented and made available for inspection.
Double check certification requirements of the contractor
Work and Invoice Schedule
Site Specific Safety Plan
Contractor to provide, and review with the COR, all reports, and findings.
A suggested follow-up summation to be reviewed by COR and contractor.
Quote for any recommended repairs and/or replacements
Contractor Responsibility
Safety & Environmental Protection
Inspection and maintenance of all dampers will be conducted in accordance with the latest editions of NFPA 80, 90A and 105, The Joint Commission, and CMS protocols.
Contractor will perform work in accordance with the Healthcare Infection Control Practices Advisory Committee (HICPAC) and Hospital Infection Control Policies with utilization of the Infection Control Risk Assessment (ICRA) process.
The Contractor shall be responsible to ensure all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for all actions initiated and/or completed by his/her employees. Furthermore, the contractor and his/her employees shall have a clear understanding of, and be sensitive to, environmental issues, and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.
Matters related to safety, and any actions of the Contractor shall meet all safety requirements, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. All hazardous materials shall be handled, stored, and used in accordance with applicable NFPA, OSHA, and EPA standards appropriate for each material. An inventory of hazardous materials will be completed quarterly, and a copy will be available on site for COR review. Current Material Safety Data Sheets will be kept on hand for all materials.
Employee Requirements
The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained, experienced, and completely competent to perform the required work (inspections, maintenance, and repairs).
Contractor shall provide personnel to manage the fire alarm panel while conducting testing which will include taking the panel on and off monitoring.
The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.
Should the need arise for unlisted, unapproved contractor personnel to provide maintenance and/or repair on Government owned equipment, the contractor will email a copy of the above required documentation to the Contracting Officer immediately, prior to the performance of said work.
No unqualified individual will be allowed to perform maintenance and/or repair of any equipment under this contract. Technician trainees or other unqualified individuals may assist or observe only, however, may not be allowed to do so if their presence delays the progress of the work to be accomplished. The Government will NOT pay for unqualified individuals or technician trainees present.
Labor Force and Equipment: Contractor shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Contractor will provide all necessary resources to complete the efforts assigned under the scope of this contract.
Employee Listing: The Contractor shall maintain and provide the COR a current list of all employees on site including subcontractor personnel. The list shall include the employee s name, job title, and driver s license number.
Employee Identification: The Contractor’s employees shall always wear visible identification while on the premises of the Medical Center. This could be in the form of a company shirt which displays the company name and/or logo or by some other means suitable to this type of work.
Test Equipment
The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the COR or POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard.
