H212--Fire Alarm Service Maintenace and Repair INTENT TO SOLE SOURCE

Active

Contract Opportunity

INTENT TO SOLE SOURCE

Under Statutory Authority 40 U.S.C. 501 and 41 U.S.C. 251 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with The Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) in North Chicago Il intends to negotiate a sole source contract with Johnson Controls to provide service for Fire Alarm System for maintenance and service at Jesse Brown VA Medical Center in Chicago, IL. 60612
This contract will be for a Base Plus 4 one-year options firm fixed price contract. This procurement is being conducted in accordance with FAR 8.405-6, Only One Responsible Source and no other supplies or services will satisfy the agency requirements. The contract will be firm fixed price and the NAICS code is 561621.

This acquisition is conducted under the authority of 40 U.S.C. 501 and 41 U.S.C. 251 implemented in FAR 8.405-6, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus 4 option years. The NAICS Code is 561621.

This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 10:00 AM CST on 11/21/2023. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the .

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Michelle Klug @ Michelle.Klug2@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED.






STATEMENT OF WORK

Place of Performance:
Jesse Brown VA Medical Center
Building 40: Bed Pavilion
2109 West Ogden Ave.
Chicago, IL 60612
Part 1: Project Scope of Work Overview:
Contractor shall provide all tools, materials, components, labor and supervision for service for the BED PAVILION FIRE ALARM MAINTENANCE, INSPECTION, AND MONITORING SERVICES.

The Contractor shall ensure that the fire alarm system is maintained and operable, at all times, except while being tested or repaired. It is essential that the contractor carefully schedule with the Contracting Officers Representative (COR) all non-emergency shutdowns of the fire alarm system and that back up protection be provided by the contractor any time that the fire alarm is out of service. In addition, regardless of the operation of the fire alarm shutdown, the affected portion of the system shall be tested to ensure that the protection has been restored.

Part 2: Period of Performance (POP):
Service contract for 1 year: 2/1/2024 1/31/2025 Base Plus Four Option Years
Services to occur on routine basis (annually, Semi-annually, quarterly, monthly, weekly, etc.) as recommended by manufacturer s documentation.
Part 3: Detailed Project Scope of Work:
The contractor shall provide the following:

Task 1 Programming and Inspections:
The Contractor shall, either directly, or indirectly through its subcontractors, have full possession and license to all proprietary software of SimplexGrinnell Model 4100 fire alarm system to include software on the server, control panels, nodes, monitoring systems, and other supporting system software. The Certified technician will make programming changes for any corrections and modifications to the inventory of existing devices and entries for new devices, or the maintenance, or the inspection services documentation.

Task 2 Fire Alarm Basic Service:
The Contractor shall provide full annual maintenance, inspections, and monitoring services as required at the VA Jesse Brown Bed Pavilion. Annual and Semi-annual testing of equipment or other frequency as determined by NFPA and Joint Commission most current Edition. Contractor, upon completion of each test, inspection, or repair shall provide a detailed service report of work which describes compliance, completion, and a compiled inventory list of devices as tested/inspected.

Fire alarm devices shall be tested and maintained in accordance with the most currently adopted NFPA Codes and Joint Commission Standards.
Misuse, abuse, negligence shall be reported for repairs to the COR and will not be considered as normal service.
Task 3 Emergency Service:
CONTRACTORS RESPONSE TIME FOR CRITICAL MAINTENANCE OR REPAIR SERVICES OF THE FIRE ALARM:

After being notified of a need for repair, the contractor shall have a qualified technician on site within 4-hours, and complete repair within 16-hours.

If failure exceeds 4-hours, contractor shall escalate problem to resolve problem, notify COR, and move to the next higher technical level to make repairs.

If failure exceeds 16-hours, technical specialist shall notify COR with a written schedule to make essential repairs.

The contractor shall maintain the necessary manpower and supervision to properly execute the testing and maintenance program and provide 24/7 coverage for repairs. Additionally, the Contractor shall provide unlimited service calls. If technical personnel do not answer the Contractor s telephone, a technical maintenance representative shall provide a list of individuals to be contacted in urgent situations which are authorized to make calls for the service.

Task 4 Scheduling and Communication: The Contractor s Service Manager shall coordinate with the COR of contract to schedule dates and times when testing, maintenance, and repairs can be performed. Most testing, maintenance, and repair will be performed during normal business hours. When testing interferes with hospital patient treatment, testing will be performed after normal business hours. Contractor shall provide test/inspection reports with the COR for the entire period of performance.

Task 5 Services provided by the Contractor shall include but not limited to the following:
Contractor shall follow Simplex Fire Alarm System Conformance Standards and manufacturer s recommendations for device upgrades and improvements. Contractor shall provide all supervision, labor, travel, equipment, and materials necessary to perform inspection and testing services on the Bed Pavilion Fire Alarm System. Contractor shall provide all replacement required to keep the system preforming with the manufacturer s specifications. All parts must meet or exceed factory specifications to maintain compatibility with the systems presently in place and with future performance/reliability upgrades. Parts and components that are not specific to the manufacture/model of fire alarm system must meet current NFPA requirements. Removed parts replaced by the contractor shall become the property of the Contractor.

Replacement parts described in the paragraph above, if less than $500.00, shall be provided by the Contractor to the VA at no additional cost. Parts with a fair market value greater than $500.00 shall be obtained using the following process but installed by the Contractor at no additional cost to the VA.
Contractor or VA employee identifies part/equipment in need of replacement.
Contractor provides a quote for the replacement part/equipment and shipping (if applicable) from an authorized distributor to the COR or their designee.
COR or their designee validates total price of replacement part/equipment.
If under $500.00, Contractor promptly orders parts/equipment and installs upon arrival.
If greater than $500.00, COR or designee, submits documentation to CO for review. If CO determines part/equipment can be purchased at or below $500.00 threshold, contractor follows instructions above in #4. If CO confirms part exceeds $500.00 threshold, VA purchases part via Government Purchase Card (GPC), Task Order Modification, or via separate procurement on a case-by-case basis.

Testing and inspections of the Simples Fire Alarm including fire panels, smoke detectors, heat detectors, pull stations, bells, horns, chimes, speakers, annunciator panels, smoke doors, holder circuit, and smoke and duct dampers. Depending on NFPA code requirements, devices will be tested 100% on a quarterly basis and/or annual basis.

Device testing frequency for Fire Alarm System as follows:

100% Quarterly Testing:

Control Panel functions
Lamp and led circuits.
Primary power supply
Secondary power supply
Battery voltage
Remote annunciators
Water flow detectors
Sprinkler supervisory detectors

100% Annually Tested:

Manual fire alarm pull stations.
Smoke detectors operationally
Smoke detectors sensitivity
HVAC detectors
Heat detectors HVAC
Heat detectors
Bells, chimes, horns, and speakers
Visual alarm devices
Door holder circuits
System Backflow Preventer-Fire
Rolling Fire Doors
Contractor shall report to Electric Shop Personnel to check in/out. The contractor shall obtain an updated ID badge and must be worn and visible always while on VA property.

Contractor shall coordinate notifications to Electric Shop Supervisor, prior to proceeding with any testing, and shall coordinate the notification of all persons and facilities that the fire alarm, supervisory or trouble signals being tested. After daily testing, the Contractor will restore fire alarm system and notify all Electric Shop Personnel assigned to testing and Electric Shop Supervisor.

Task 5. Maintenance, Inspections, and Testing Documentation.

All fire alarm test and inspection reports shall be physically and electronically submitted to the COR prior to the contractor leaving the VA campus, after testing and inspection.
All test and inspections reports shall be prepared using the most current NFPA 72 test and inspection documentation/format.
Reports shall be written to list all fire alarm system devises, their locations, and test results.
The report shall highlight and summarize any deficiencies found during the inspection process.
The Contractor will report defective devices or equipment Please format with either numbers or dots, this is extremely distracting
to the COR prior to leaving the VA campus.

Task 6. Inventory of Equipment: Maintenance, testing, and Documentation.
1 main fire alarm control panel Simplex 4100U
203 smoke detectors
51 pull stations
44 heat detectors (some in confined spaces)
33 duct detectors
19 fire dampers
332 notification devices
39 electromagnetic releasing devices
19 fire phone jacks
50 tamper switches
39 water flow switches
Certification of accurate City of Chicago partition monitoring ensures fire department code red response to correct campus location without delay.
2 Rolling Fire Doors
2 System backflow prevention

Part 4 Performance Monitoring:
Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.

Direct Observation- will be performed periodically or through 100% surveillance.
Periodic Inspection-Evaluates outcomes on a periodic basis. Inspections shall be Quarterly or unscheduled, as required.
a. ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. Formating issues here also
Performance Objective
SOW Part
Performance Standard
AQL
Conduct Maintenance and Inspections

2.1.9
All testing and inspections must be performed on time in accordance with latest NFPA, JC standards.
No more than two instances of late testing and inspections all deadlines anticipated to be missed or are missed need communication and action plan to COR.
Documentation
2.4
All deficiencies must be reported to COR in writing immediately following test. Documentation provided 10 days after completion of testing/inspection.
Customer complaints shall not exceed one per quarter.
Emergency Service Response

2.2
Contractor responds to emergencies within specified timeframes.
Customer complaints shall not exceed 3 per quarter.

b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.
The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

Part 5: Applicable Performance Standards
All work shall comply with all local, state, federal, and industrial code and VA Regulations and Policies including and not limited to the National Institute for Certification in Engineering Technologies (NICET), and NFPA-most recent codes.
The Prime Contractor shall have a NICET Level II Certified Supervisory Person on site at when any worker(s) or sub-contractors are present, testing/repairing fire safety system.
All persons working on any electrical systems rated 50 volts or more shall have the minimum qualification as a State Licensed Master Electrician or Registered Journeyman Electrician, all activities shall follow the safe work practices in compliance with NFPA 70E Electrical Safety in the Workplace.
The Contractor shall provide mitigating activities:
Fire extinguishers, pedestal mounted in work.
No trash used packaging or construction spoils shall be stored on site. Remove each day using covered gondolas.
Broom sweep the work area at the end of each day.
All work will be provided with minimum 1-year parts and labor guarantee from date of acceptance by the VA.

Part 6: Jesse Brown VAMC Additional Requirements
Comply with all Jesse Brown VAMC site specific requirements and SOPs including and not limited to: Key Policy, Badging Policy, Rules of Behavior, and Smoking Policy.
Normal business hours are 7:00 am to 5:00 pm Monday through Friday.
No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday. Federal Holidays observed:

New Years Day
Labor Day
Martin Luther King Day
Columbus Day
Presidents Day
Veterans Day
Memorial Day
Thanksgiving Day
Juneteenth
Independence Day
Christmas Day
The Contractor shall check in (in person) with the Electric List all federal holidys
Shop Supervisor for any work at any time. Upon award, the contractor will be provided the name and cell number of the on-site Electric Shop supervisor.
All building fire alarm systems shall be maintained in full operation always.
Request system shutdowns in writing at least 14 days prior to shut down.
Adhere to scheduling as approved by the COR.

PART 7: Definitions/Acronyms
CO- Contracting Officer
COR- Contraction Officers Representative
GPC- Government Purchase Card
NICET- National Institute of Certification in Engineering Technologies
NFPA- National Fire Protection Association
OSHA- Occupational Safety and Health Administration
PIV- Personal Identity Verification
VA- Department of Veterans Affairs

Attachments/Links