Eyewash and Fire Extinguisher Inspection
Document Type: Sources Sought
Solicitation Number: N/A
Original Response Date: July 26, 2019
NAICS CODE: 423430
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, Bronx VA Medical Center, is conducting a market survey for qualified firms capable of providing the following services for Bronx VAMC.
Scope of Work.
The James J. Peters VAMC Bronx, NY has a need for an automated inspection application that adheres to the most current editions of the Joint Commission (TJC) Life Safety & Environment of Care Document, National Fire Protection Association (NFPA 10) codes, American National Standards Institute (ANSI Z358.1), and VA directives. to automate the performance of audits for emergency eyewash, emergency shower and fire extinguishers. Additionally, to support the deployment of the software application, the contractor is required to do a complete site inventory and auditing of all the emergency eyewash/shower and fire extinguishers and to install asset tags. This statement of work and any attached job plans (if any) is the authorized scope for this project. The firm-fixed price provided by the vendor is for the entirety of the scope and for the amounts of equipment listed. Provided in section 5 below, is a list of existing emergency eyewash and shower equipment and fire extinguishers. Equipment will occasionally be removed, relocated, and/or new equipment installed. An initial inspection and site walk is required to verify the current listing of units identified in section 5.
4. Deliverables
Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the COTR or designate.
All deliverables must be submitted in a format approved by the COTR.
James J. Peters VAMC Bronx, NY
Emergency Eyewash/Shower and Fire Extinguishers Automated Inspection System
If the deliverable cannot be provided within the scheduled time frame, the Vendor is required to contact the COTR in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.
A request for a revised schedule must be reviewed and approved by the COTR before placed in effect.
VA will complete a review of each submitted deliverable within specified working days for the date of receipt
A kickoff meeting will be held at a location and time selected by the COTR where the Vendor and its staff will be introduced to the Customer.
4.1 Tasks
1. Contractor will install and configure the AIMS software an automated inspection application for scheduling equipment inspections and for report generations.
2. Contractor will configure VA provided iPads with the AIMS software and provide a one-time initial training for the end user.
3. Upon completion of the audits, the Contractor will populate data from all inventoried items into AIMS including information from the installed asset tags.
4. Contractor will accurately load all the information gathered including asset tags data into the new platform prior to deployment and make available on a FedRAMP certified infrastructure platform
5. Contractor will perform detailed inspection to perform physical inventory of all items on the list and to identify their actual locations.
6. Contractor will identify and record locations of approximately 422 Fire Extinguishers and serial or part numbers as applicable.
7. Contractor will install industrial strength Asset Tags at approximately 422 Fire Extinguishers or as many as are available
8. Contractor will identify and record locations of approximately 109 Eyewash Stations and serial or part numbers as applicable.
9. Contractor will install industrial strength Asset Tags at approximately 109 Eyewash Stations or as many as are available
10. Contractor will install and attach an industrial strength asset tag to each of the units separately.
The government reserves the right to have the Contractor perform the suggested services (utilizing the appropriate line item on the contract) or another contract.
James J. Peters VAMC Bronx, NY
Emergency Eyewash/Shower and Fire Extinguishers Automated Inspection System
5. Equipment and Buildings
Eyewash/Shower Stations
Main Hospital (Bldg 100):
Research Lab (Bldg 105):
Outlying areas:
Ground floor and Boiler Plant area: 12 eyewash stations
Ground floor: 3 eyewash stations
Community Living Center (Medication Room): 1 eyewash station
1st floor: 7 eyewash stations
1st floor: 4 eyewash stations
Pool (Mechanical Room): 1 eyewash station
2nd floor: 31 eyewash stations
2nd floor: 6 eyewash stations
Motor Pool: 1 eyewash station
3rd floor: 4 eyewash stations
3rd floor: 8 eyewash stations
4th floor: 2 eyewash stations
4th floor: 15 eyewash stations
8th floor: 3 eyewash stations
5th floor: 11 eyewash stations
Total = 59 eyewash stations
Total = 47 eyewash stations
Total = 3 eyewash stations
Fire Extinguishers
Main Hospital (Bldg 100):
Research Lab (Bldg 105):
Boiler Plant (Bldg 101):
Ground floor (GF): 67 fire extinguishers
GF: 12 fire extinguishers
Generator Room (lower level): 4 fire extinguishers
1st floor: 51 fire extinguishers
1st floor: 10 fire extinguishers
Generator Room (upper level): 2 fire extinguishers
2nd floor: 50 fire extinguishers
2nd floor: 7 fire extinguishers
Boiler Plant area: 12 fire extinguishers
3rd floor: 22 fire extinguishers
3rd floor: 7 fire extinguishers
4th floor: 13 fire extinguishers
4th floor: 9 fire extinguishers
Total = 18 fire extinguishers
5th floor: 10 fire extinguishers
5th floor: 8 fire extinguishers
6th floor: 11 fire extinguishers
PH: 3 fire extinguishers
Motor Pool (Bldg 113):
7th floor: 13 fire extinguishers
Motor pool office: 4 fire extinguishers
8th floor: 12 fire extinguishers
Total = 56 fire extinguishers
Actual vehicles: 27 fire extinguishers
9th floor: 12 fire extinguishers
Penthouse Level (PH): 4 fire extinguishers
Chapel (Bldg 107):
Total = 31 fire extinguishers
1st floor: 16 fire extinguishers
Total = 265 fire extinguishers
2nd floor: 1 fire extinguisher
VA Housing (Bldg 16):
Basement: 2 fire extinguishers
Total = 17 fire extinguishers
Main floor: 3 fire extinguishers
2nd floor: 3 fire extinguishers
3rd floor: 1 fire extinguisher
Total = 9 fire extinguishers
James J. Peters VAMC Bronx, NY
Emergency Eyewash/Shower and Fire Extinguishers Automated Inspection System
6. Access and Contacts
6.1 The government will be the interface with the building occupants and perform a First Response role for calls from government personnel not dealing directly with this project during normal business hours Monday thru Friday. The COTR will coordinate with the contractor all activities required throughout the duration of this contract. The contractor will only work with the COTR and the CO on all matters pertaining to the contract and the desired end result. The contractor will designate a single point of contact which has full authority in all matters concerning this contract.
6.2 The contractor will supply all management, supervision, labor, materials and equipment required for the successful completion of the project for the entire length of this contract.
6.3 The coordination of activities between the COTR, the contractor and the building occupants is critical in an effort to minimize disruption. The notification of building occupants is the COTR s responsibility.
6.4 When special entrance requirements are deemed necessary the COTR and or his/her designee will make arrangements for contractor personnel to have the necessary briefings and training prior to entrance into the specified area.
7. Labor, Materials and Supplies
7.1 The contractor/subcontractor shall furnish all labor, supervision, and equipment (tools) necessary for the performance of the work required under this contract other than those specifically called out as government supplied.
7.2 The contractor/subcontractor shall supply all materials, replacement components, and expendables required for the satisfactory performance of this contract unless otherwise specified in this document. The supplies, materials, and replacement components shall be manufactures original equipment or manufacturers recommended replacement parts as required by the manufacturer.
7.3 Any material or component the COTR suspects of not meeting the above standards may be tested at the contractor s expense. A sample of products may be requested by the COTR to ensure quality and conformances to the manufactures recommend replacement requirements or original equipment specifications.
James J. Peters VAMC Bronx, NY
Emergency Eyewash/Shower and Fire Extinguishers Automated Inspection System
7.4 Substitutions other than what the manufacturer calls for as a recommended replacement must be approved by the COTR.
8. Reports
8.1 Contractor is required to provide the COTR with written progress reports of this project. These are due to the COTR at the completion of the project or at pre-determined milestones.
8.2 The progress reports shall cover all work performed and completed during the period for which the progress report is provided and shall present the work to be performed at the next milestone.
8.3 The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.
9. Facility Operations
9.1 Hours of Operation
1. Contractor shall be on the VAMC, Bronx grounds only between the hours of 7:00 AM to 5:00 PM, Monday through Friday, on normal Federal workdays. Should the Contractor desire to work at times other than those specified above, the dates and hours must be scheduled at least 7 working days in advance and approved in writing by the Contracting Officer s Technical Representative (COTR).
2. Use the Main Entrance at the site for materials supply and entry for:
3. Special arrangements may be made through the COTR for delivery of material/supplies, and/or overtime beyond these hours or on holidays.
4. Check-in maybe required at some of the buildings or at the site main entrance.
5. Employee identification shall include the name, country of citizenship, and employer for each Contractor and Subcontractor's employee working on the site. Follow the specific procedures pertaining to security and work hours prescribed by the COTR/Security.
9.2 Unforeseen Facility Closures
1. When an unforeseen facility closure occurs, the Contractor will either reschedule the work or perform the work on the next regularly scheduled workday. Contractor personnel may be required by the COTR to remain on site to handle problems as a result of a closure, e.g., severe weather, national emergency, changes in national security levels.
James J. Peters VAMC Bronx, NY
Emergency Eyewash/Shower and Fire Extinguishers Automated Inspection System
10. Pricing
10.1 Emergency Wash & Fire Extingusher Automated Inspection System
See attached Appendix (A)
10.2 Site survey to inventory Eyewash Stations and Fire Extinguishers.
The North American Industry Classification Systems (NAICS) is 423430. Responses to this notice must be submitting in writing via email and must be received no later than July 26, 2019. 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 423430. 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 July 26, 2019 at 3:00PMEST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.sam.gov at a later date, 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.
Henderson, Samantha
Contract Specialist
