SPECIAL NOTICE
H -- INTENT TO SOLE SOURCE Fire Alarm Maintenance
- Notice Date
- 1/31/2020 8:59:44 AM
- Notice Type
- Special Notice
- NAICS
- 561621
— Security Systems Services (except Locksmiths)
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25220Q0284
- Archive Date
- 03/01/2020
- Point of Contact
- Lori Eastmead
- E-Mail Address
-
Lori.Eastmead@va.gov
(Lori.Eastmead@va.gov)
- Awardee
- null
- Description
- The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Johnson Controls for fire alarm maintenance at the Iron Mountain VA Medical Center. Johnson Controls microprocessor- based system operates on a life safety software program proprietary to Simplex (Johnson Controls). In addition, the system operates on several proprietary parts only available through Johnson Controls. This procurement is being conducted in accordance with FAR 12 & 13 Single Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 0900 am Local Time February 9, 2020. Supporting evidence must be furnished in enough detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. 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 Office will proceed with the sole source negotiation with Johnson Controls. Background The Oscar G. Johnson VA Medical Center has a need for a base plus 4 full-service contract for the scheduled and unscheduled maintenance for the JCI 4100 ES fire alarm system. JCI has completed this contract work in the past with satisfactory results. This contract is required to exist to ensure the medical center s life safety fire alarm system remains in working condition per Original Equipment Manufacturers (OEM) specifications. If this service is interrupted, this critical life safety system will fall out of Joint Commission compliance for testing as well as put our patients and staff at severe risk. Scope Provide a base year plus 4 option years full-service contract to provide scheduled testing, inspections, unscheduled repair support, and technical phone support of all JCI 4100 ES fire alarm system components at the Oscar G. Johnson VAMC campus. Specific Tasks 3.1 Task 1 Provide Scheduled Inspections & Testing 3.1.1 Subtask 1 Scheduling Immediately after the award of this contract the Contractor and COR shall set inspection schedules for the year. This scheduling strategy shall apply to all awarded option years as well. 3.1.2 Subtask 2 Inspection & Testing All (100%) fire alarm inspection services and frequencies shall be performed in accordance with the most current edition of NFPA 72, Testing and Maintenance of Fire Alarm Systems, including appendices. Anywhere NFPA 72 states should , it shall be taken to mean, Shall . All inspections and testing shall also be in accordance with OEM specifications. The Contractor shall follow all procedures outlined in the JCI fire alarm system service manual. All (100%) of scheduled devices shall be located and tested per schedule. The Contractor must achieve a 100% completion rate for 100% of the scheduled inspections for all JCI fire alarm system components on the grounds of the Oscar G. Johnson VAMC. Inspections shall be divided into four (4) quarters. Inspection and testing include but is not limited to manual alarm devices, smoke, duct and heat detectors, magnetically controlled doors and associated hardware, remote and graphic annunciator, main fire alarm panel and components, voice alarm system, speakers and horns and other audible and visual devices, all other alarm, detection and control and ancillary devices, emergency power operations, and elevator recall. Provide inspection of smoke damper(s) per the requirements of the most current edition of NFPA 1 and in accordance with UL 555C. The Contractor shall ensure that the entire fire alarm system is always operable except while being tested. 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 additional personnel stationed at the fire alarm system control panel) any time that 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 re-tested per the latest NFPA 72 standards. Before proceeding with any testing, the contractor shall coordinate the notification of all persons and facilities that receive alarm, supervisory or trouble signals (e.g. COR, central station, Fire Department, call center). The contractor will coordinate with the COR or designee to ensure that all building occupants are notified. At the conclusion of testing, the contractor shall notify those previously notified that the testing has been concluded. 3.2 Task 2 Provide Unscheduled / Emergency Repair Support 32.1 Subtask 1 Scheduling the Contractor shall immediately coordinate with the COR or designee for all unscheduled and/or emergency repair activities. 3.2.2 Subtask 2 Response Time the Contractor s technician must respond with a phone call to the COR or the designee within 1 hour after receipt of any unscheduled support notification to plan for remediation. The Contractor will be required to be onsite outside of normal hours of operations for emergencies. 3.2.3 Subtask 3 Service the Contractor shall perform all unscheduled and/or emergency service to ensure that all equipment listed in the schedule performs in accordance with the most current version of NFPA 72 and OEM specifications. Contractor shall follow all applicable repair procedures and parts replacements that are outlined in the JCI fire alarm system service manual. All repairs shall be tested / re-tested / validated according to requirements of NFPA 72. The Contractor must provide the COR or designee signed and dated written certification that repairs, and testing are 100% completed before leaving campus. The document shall also include the names and titles of the witnesses to the test. 3.3 Task 3 Provide Telephone Support 3.3.1 Subtask 1 Telephone Support the Contractor shall provide direct telephone technical support for all situations that disrupt the normal operation of the fire alarm system. Contractor shall be available to field calls and plan for unscheduled support 24 hours per day, 7 days per week. 3.4 Task 4 General Information 3.4.1 Subtask 1 Hours of Operation a. Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding national holidays. All service/repairs will be performed during normal hours. b. Federal Holidays observed by the VAMC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 3.4.2 Subtask 2 Parts The contractor shall furnish and replace all parts for inspections. The contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The Contractor shall use all JCI proprietary parts. 3.4.3 Subtask 3 Certifications the Contractor directly performing the work shall be NICET Level II certified (Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm Systems. 3.4.4 Subtask 4 Costs Any charges for parts, travel, lodging, services, manuals, tools, software, licenses, or permits required to successfully complete scheduled inspections, testing, and repairs are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. 3.4.5 Subtask 5 Protocol the Contractor shall physically sign into (and out of) the facility and obtain a visitor s badge upon every visit. Contractor shall physically check in and out with the COR or designee while on campus. 3.4.6 Subtask 6 Documentation At a minimum the Contractor shall document all (100%) inspections, tests, repairs, and all inventory adjustments. A verbal debrief with the COR or designee before Contractor departure is mandatory for quality assurance. The Contractor shall provide a signed and dated written report within two (2) weeks of work being completed to the COR. 3.4.7 Subtask 7 Inventory Control All (100%) components being added or deleted from the fire alarm system shall be added/deleted from inventory documentation the same day without exception. A verbal out brief with the COR or designee before Contractor departure is mandatory for quality assurance. The Contractor shall provide a complete report listing all devices on the fire alarm system, to include a separate section of each component being added or deleted from the system. The report shall be sent to the COR within two (2) weeks after each normally scheduled quarterly inspection. 3.4.8 Subtask 8 Call Center the Contractor shall utilize a call center that notifies the facility within 90 seconds of any reportable event to include but not limited to trouble alarms, supervisory alarms, or endpoint activation whether manual or automated. In addition, the call center shall also notify the local fire department within 90 seconds of an actual unplanned activation. The call center shall be notified by the facility or Contractor of planned activations for testing purposes, so the fire department does not receive false alarms. 3.4.9 Subtask 9 Damage Any damage to the fire alarm caused by normal testing shall be repaired by the Contractor at no additional cost to the VAMC. 3.4.10 Subtask 10 Safety Hazards the Contractor shall immediately notify the COR or designee of any recognized safety hazard that might severely affect building occupants. 4. Performance Monitoring The COR shall monitor the performance of this contract. This shall be accomplished by monitoring scheduled and unscheduled service in conjunction with system uptime as well as monitoring the 100% completion rate benchmarks as well as 100% documentation of results. 5. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) None 6. Other Pertinent Information or Special Considerations Packaging, Packing and Shipping Instructions Shipping costs shall be included in the terms of this contract. The shipping address is: Oscar G. Johnson VA Medical Center Attn: Glen / Electronics Department 325 East H Street Iron Mountain, MI 49801 7. Place of Performance Oscar G. Johnson VAMC Campus 325 East H Street Iron Mountain, MI 49801
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