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Fire Alarms


Tennessee, United States
Government : Federal
RFI
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This is a Request for Information Only; it is not a request for quotations or offers. This procurement requirement is to determine whether any small business can provide can provide these services listed below:

Network-9 Contracting Office on the behalf of the Tennessee Valley Healthcare System (Department of Veterans Affairs, Nashville & Murfreesboro, TN). The TVHS has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned). Nashville and Murfreesboro service area.

PRODUCT SERVICE CODE: J063
NAICS CODE: 561621
SIZE STANDARD: $20.5

THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government s acquisition on a future solicitation.

Network-9 Contracting Office (NCO-9) and Tennessee Valley VA Medical Center are conducting market research for a Contractor for Service Contract on the Simplex Fire Alarm system and sprinkler systems are installed as life safety systems that require routine maintenance and repair, periodic inspections, and testing that meet all NFPA and Joint Commission requirements., located at the Veterans Affairs Medical Alvin C. York and Murfreesboro. Tennessee. Please review the draft Statement of Work (SOW) provided below before responding to the market research questions as the Government desires that respondents offer their experience and recommendations on the following questions and issues related to this requirement. When addressing these items, respondents should consider the size and scope of the requirement described herein.




STATEMENT OF WORK:

The Simplex Fire Alarm system and sprinkler systems are installed as life safety systems that require routine maintenance and repair, periodic inspections, and testing that meet all NFPA and Joint Commission requirements. The Contractor is to furnish all equipment, parts, labor, tools, supervision and transportation necessary to conduct preventative maintenance, repair services, periodic performance inspections, testing and upgrades outlined in this contract in accordance with the most current edition of NFPA 72, 25 and 13 for the Simplex Trusite fire alarm equipment along with the wet and dry sprinkler systems. Services include but are not limited to quarterly, annual and 5 year NFPA inspections, performance testing, preventative maintenance and repair of the Trusite work stations with graphic display, fire alarm panels, fire alarm fiber optic network, alarm initiating devices, notification devices, supervisory devices, power supplies and batteries, fire alarm wiring circuits and junctions and all other fire alarm detection, control and ancillary devices, fire and smoke damper inspections and the wet and dry sprinkler systems including sprinkler check valve inspection, sprinkler system obstruction inspection and stand pipe tests.


Inspections, testing and preventative maintenance performed under this contract shall be accomplished during normal working hours of 7am-3:30pm Monday through Friday excluding federal holidays. Any maintenance or inspections that require access to the facility or equipment after normal working hours will be coordinated and approved by the VA Contracting Officer s Representative (COR) of this contract.
Emergency repair services shall be provided for fire alarm system malfunctions within 4 hours of notification to the contractor. During normal working hour responses for repairs the Contractor will report to Bldg. 15 and coordinate the repairs with the COR. After normal working hour repair services, the Contractor will report to the boiler plant for coordination of emergency repairs.
Prior to commencement of any testing, inspections or repairs, the Contractor shall coordinate with the COR for the notification of all persons and facilities that receive alarm, supervisory or trouble signals (e.g. COR, A/C Plant Operators, Alarm Monitoring Company, Telephone Operators and Fire Department). The Contractor will coordinate with the COR to ensure that all building occupants are notified concerning the fire alarm system testing. Upon completion of all testing, inspections or repairs, the Contractor will notify the COR and verify the fire alarm system condition is Normal and all tests, inspections or repairs are complete.
Quarterly sprinkler testing and inspections will be conducted within the first two (2) weeks of October, January, April and July of each contract year.
Semi-annual graphics review and corrections shall be accomplished during the months of November and May of each contract year.
Annual fire alarm system and device testing and inspection will be conducted upon the completion of the quarterly sprinkler tests in the month of January of each contract year.
5 Year Fire and Smoke Damper Inspection shall be completed May 2024, option year 4 of this contract, last test/inspection completed May 2019.
5 Year Stand Pipe Flow Test shall be completed April 2021, option year 1 of this contract, last test completed April 2016.
5 Year Check Valve Inspection shall be completed in May 2023, option year 3 of this contract, last test completed in May of 2018.
5 Year Obstruction Inspection shall be completed in May 2023, option year 3 of this contract, last test completed in May of 2018.


e. Warranty
All work shall be warranted against defects in material and workmanship for a period of one (1) year from date of acceptance unless otherwise noted.

Part II Requirements

Fire Alarm System Operability-
The Contractor shall ensure that the fire alarm system and all the system components are maintained operable always, except while being tested or repaired. It is essential that the contractor carefully schedule with the COR all non-emergency shutdowns of the fire alarm system and that back up protection be provided by the contractor (arrangement of addition personnel stationed at the fire alarm system control panel) any time the fire alarm system is out of service. In addition, regardless of the duration of the shutdown, the affected portion of the system shall be tested to ensure that the protection has been restored.
The contract personnel are responsible to leave areas where contract work was performed in a neat, clean and orderly condition. The contractor upon completion of work performed under this contract is responsible to remove all trash, debris, spent parts etc. from the facility and dispose of them in a proper manner.
The contractor will be responsible to assume the same contractual duties of newly constructed buildings placed in service within the periods of this contract obligation.



Safety -
The contractor personnel shall comply with all appropriate safety code requirements.
If the contractor s inspector encounters fire alarm equipment that is in a condition that may endanger life or property, the inspector shall immediately notify the VA COR of the condition requiring immediate action. The inspector will provide a written report of condition to the VA COR within 24 hours of verbal notification of the hazardous condition with a statement of hazardous condition and recommended corrective action and associated cost if beyond the scope of this contract.


Certifications and Qualifications
All Fire Alarm servicing and inspection technicians shall be certified by the National Institute for Certification in Engineering Technologies (NICET). All technicians shall be certified for the operating system, including programming and manipulation of the installed software version of the Simplex TRUSITE fire alarm system. The Contractor shall provide to the CO/COR documentation of the NICET certificates and Simplex certifications of all contractor employees performing service and inspection work on the fire alarm system.
The Contractor shall have available at all times a sufficient number of capable and qualified employees to enable the contractor to properly, adequately and safely perform all work required under the terms of this contract.
Fire Alarm Systems Engineering Technicians performing contract work shall meet NFPA 72 s qualifications and hold at least a NICET Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm Systems. Additionally, the Technicians must have experience in the past five years in fire alarm system testing, repair, maintenance, installation and related activities of buildings and equipment comparable to the buildings and equipment covered under this contract.
Technicians modifying the fire alarm panel and/or system shall be manufacturer trained and certified for the existing operating system, including the Simplex TRUSITE software and shall provide documentation of this certification per NFPA 72.
All sprinkler inspection and testing technicians shall be certified by the National Institute for Certification in Engineering Technologies and hold a NICET Level 2 certification in Inspection and Testing of Water Based Systems.
The Contractor shall provide to the COR documentation of the certificates of training, licenses and permits for all new employees no later than seven (7) days prior to that person beginning work under this contract. The Contractor shall insure that all certificates of training, licenses and permits are current and valid.
All contract personnel must have an appropriate employer provided picture identification displayed while on campus. Identification must always be displayed clearly and above the waist of the individuals while on location.
The contractor will ensure all employees are familiar with the contents and understanding of this contract to ensure proper execution of all the contract requirements.



Testing and Inspection -
All Fire Alarm System testing, inspecting, maintenance, alterations and repairs performed under this contract shall be accomplished in accordance with the most current versions of the NFPA 72 National Fire Alarm Code including all appendix chapters and Joint Commission standards. Anywhere NFPA 72 states should it shall be taken to mean Shall . All testing shall be accomplished in accordance with the strictest guideline.
Any damage to the fire alarm system or associated equipment (e.g. fans, elevators, generators, pumps) caused by testing shall be repaired by the Contractor at no additional cost to the Government. At the Governments discretion, a VA representative may be assigned to witness any or all tests.
All Water Based and Dry Sprinkler system inspection, testing, deficiency corrective actions and unscheduled repairs shall be accomplished in accordance with the most current version of NFPA 13 and NFPA 25.
All smoke and fire damper inspection, testing, deficiency corrective actions and unscheduled repairs shall be accomplished in accordance with the most current and applicable versions of NFPA 80 standards. Damper inspection and testing are to include damper operation to verify proper operation, temporary removal of the fusible link or by manual operation is permissible, testing, cleaning and or removing debris, adjusting, lubricating and replacement of any defective damper components as necessary to assure proper damper operations.
All testing and inspections, deficiency corrections and reporting shall be completed during the month indicated in the Scheduling section of this contract. Deviations from the schedule will require written notification and explanation of the delay from the contractor. Written notifications concerning delays must be requested prior to the end of the testing month. Notifications must indicate the contractors plan for returning to and maintaining the schedule indicated.
Testing and inspection frequencies shall meet the requirements of NFPA 13, 25, 72 and the Joint Commission Environment of Care and include but not be limited to the following:
Sprinkler Systems
Supervisory signals/Tamper switches Quarterly
Water flow devices Quarterly
Fire Dept. connections Quarterly
Main drain and risers Quarterly
Check valve 5 Year
Stand pipe 5 Year
Line obstruction -5 Year
Fire Alarm System
Smoke detectors Annually
Duct detectors Annually
Heat detectors Annually
Manual pull stations Annually
Electromechanical releasing devices Annually
Audio/Visual notification devices Annually
Ancillary devices/relay control (HVAC control) Annually
Elevator recall devices Annually
Battery load testing Annually
Battery replacements 3 years from installation date
Auxiliary devices
Smoke and fire damper inspection 5 Year

Reporting
The Contractor will provide a report on the performance of the system at each inspection requirement and inspection interval. The report will contain the required information as indicated by the most current editions of NFPA 72 and NFPA 25 and The Joint Commission standards. The report form shall be provided electronically (by email) to the COR and may be formatted in Microsoft Word or Excel.
Reports shall be provided with a cover page indicating a summary of the testing and /or inspection and will include items such as building number (s), the devices tested or inspected and the deficiencies identified.
Reporting must include the name of the device, location of the device, type of test completed, test results, test response time, time and date of test, name and contact information of the person conducting the test and the NFPA standard reference.
All reports must be completed and provided electronically to the VA COR within fourteen (14) calendar days upon completion of the tests or inspections.
Fire alarm testing/inspection reports shall be submitted to the COR on the suggested form as found in NFPA 72 or other approved agency specific forms as provided by the COR.
Any fire alarm, wet or dry sprinkler system or smoke and fire damper devices that cannot be calibrated, tested, inspected or serviced in accordance with the manufacturer s recommendations or the NFPA requirements shall be reported as a deficiency.
Copies of all records of all repairs, maintenance, testing and inspections shall be maintained on file by the contractor for a minimum period of three (3) years at the contractor s office.

Preventative Maintenance-
Preventative maintenance of the wet and dry sprinkler system shall be performed by the contractor per NFPA 25 requirements to keep the sprinkler systems operable.
Preventative maintenance of the wet and dry sprinkler system includes lubricating valve stems, adjusting packing glands on valves and pumps, bleeding moisture and condensation from air compressors, air lines and dry pipe system auxiliary drains, cleaning strainers. Frequency of maintenance is indicated in the appropriate chapter of NFPA 25.


Repairs/Response Time
Repairs are defined as unscheduled work to correct a discrepancy with the fire alarm system, fire alarm panels, TrueSite work stations, fire alarm devices, fiber optic repairs associated with the fire alarm system or to correct a recurring system trouble and/or equipment malfunction.
The contractor shall have qualified/certified service personnel on site to begin repairs within four (4) hours of being contacted by the government that service for the fire alarm system is required.
Service response shall be provided under this full-service maintenance, parts and labor agreement twenty-four (24) hours per day seven days per week at no additional charge to the government.
If the assigned technician is unable to identify and rectify the problem within four (4) hours of arrival, the technician will escalate the problem to the next higher technician level for corrective action.
If the fire alarm system cannot be repaired within sixteen (16) hours, the technical specialist shall notify the COR with a schedule for completing the repair. The schedule may be approved verbally by the COR.
All repairs shall be tested in accordance with the manufacturer s recommendations and the requirements of NFPA 72. A representative of the Government may witness testing. The Contractor will notify the VA COR of the schedule for testing with enough notice to allow the testing to be witnessed. The Contractor will provide written certification of the repairs and operational tests. The document will include the cause (s) of the malfunction (s), corrective action taken, actions to prevent recurrence, a list of components used to make the repairs and the number of hours to make the repairs.
The Government reserves the right to make any test or inspection it deems necessary to ensure the fire alarm system is operating properly.
All records, including repairs, inspections, testing and maintenance must be retained in the Contractors office site for a minimum of 3 years. Upon request from the VA CO/COR, the Contractor shall furnish a record of all repairs they have made to an individual fire alarm panel, system or devices.

Parts
The Contractor shall establish and provide an inventory of critical system electronic components and fire alarm devices to be located on site at the York Campus
The Government shall provide a suitable and secure location for the storage of these parts and devices.
The parts provided by the contractor shall consist of but not limited to control boards, power supplies and all other parts for all installed fire alarm panels that have a delivery date of more than 48 hours.
A list of parts placed in the government provided storage area shall be provided to the COR for approval/disapproval within ten (10) calendar days after contract activation.
All parts must be delivered and located within the governments provided storage area within fourteen (14) calendar days after the COR approval.
All parts provided must be provided by Simplex Grinnell (Tyco) or equal for the equipment in place at the York facility and approved by Underwriters Laboratory for use in a fire alarm system. The use of parts that are not UL approved or rated is not permitted in this system.
Any parts that are removed from the inventory of spare parts and used by the contractor for the repair or maintenance of the York fire alarm system shall be replaced within 72 hours of their use.
Any parts that are removed from the inventory of spare parts by the government for fire alarm system repairs shall be reported to the contractor within 24 hours of the removal. The Contractor will replace all parts identified within 72 hours of contact by the VA COR.
The Contractor will be responsible to add to the spare parts inventory any control boards, power supplies or other parts not obtainable within 48 hours for new fire alarm panels and devices installed at the York facility that the existing spare parts inventory does not cover.
The Contractor shall conduct an annual inventory to ensure all parts are on hand and meet the needs of this contract and the equipment installed at the York Campus. The inventory shall be completed during the month of November in each contract year.









































MARKET SURVEY:

1.
Please provide a capability statement that includes, as a minimum, the following information:





a.
Company Name:






b.
Company Address:






c.
Point of Contract Information:







i.
Name:








ii.
Title:








iii.
Phone Number:








iv.
Facsimile Number:








v.
E-mail Address:






d.
System for Award Management (SAM) Expiration Date:






e.
DUNS Number:






f.
CAGE Number:






g.
Business Size (*)







(Note: (*) as it relates to NAICS Code:























h.

socioeconomic Category:




Small Business
SDVOSB
VOSB
Small Disadvantage Business
8(a)
HUB Zone
Women Owned Small Business









































2.
The number of eligible and certified Technician Personnel your firm can offer/provide:





3.
The distance your firm is from Nashville and Murfreesboro VA Medical Center Medical Center:





4.
Comments on the (Draft) Statement of Work (SOW) provided below:






5.
Comments on current market conditions and obstacles in providing these services to the Government:









If interested, please provide a capability statement. Also, provide e-mail responses to this Request for Information (RFI)/Sources Sought Notice no later than Friday, July 25, 2019 at 11:00 AM (Central Time) to Mr. Michael J. Edwards, Contracting Officer at Michael.Edwards2 va.gov. The response time cannot be extended beyond the suspense date provided.





THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.

Michael Edwards
Contract Specialist
615-225-5506

michael.edwards2@va.gov

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