SOLICITATION NOTICE
H -- SimplexGrinnell Fire Alarm System Inspection, Testing, and Preventative Maintenance NEW Base + 4 Option Years
- Notice Date
- 3/18/2020 2:03:28 PM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561621
— Security Systems Services (except Locksmiths)
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25220Q0321
- Response Due
- 3/20/2020 12:00:00 AM
- Archive Date
- 04/19/2020
- Point of Contact
- Robert H Knight Contract Specialist 414-844-4800
- E-Mail Address
-
Robert.Knight1@va.gov
(Robert.Knight1@va.gov)
- Awardee
- null
- Description
- 5. PROJECT NUMBER (if applicable) CODE 7. ADMINISTERED BY 2. AMENDMENT/MODIFICATION NUMBER CODE 6. ISSUED BY 8. NAME AND ADDRESS OF CONTRACTOR 4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE 9A. AMENDMENT OF SOLICITATION NUMBER 9B. DATED PAGE OF PAGES 10A. MODIFICATION OF CONTRACT/ORDER NUMBER 10B. DATED BPA NO. 1. CONTRACT ID CODE FACILITY CODE CODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers E. IMPORTANT: is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended. 12. ACCOUNTING AND APPROPRIATION DATA (REV. 11/2016) is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. 15C. DATE SIGNED B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER Contractor 16C. DATE SIGNED 14. DESCRIPTION OF AMENDMENT/MODIFICATION 16B. UNITED STATES OF AMERICA Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect. 15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER 15B. CONTRACTOR/OFFEROR STANDARD FORM 30 PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) (Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.) (If required) (SEE ITEM 11) (SEE ITEM 13) (X) CHECK ONE 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT (Signature of person authorized to sign) (Signature of Contracting Officer) 1 7 0001 03-18-2020 578-20-3-6121-0006 578-20-M2011 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Potential Quoters 36C25220Q0321 03-11-2020 X X X 1 X Solicitation 36C25220Q0321 is amended as set forth in Attachment 1. See Attachment 2 for specific questions and corresponding answers/clarifications. Ashley Johnson Contracting Officer 36C25220Q0321 Amendment 0001 Page 7 of 7 36C25220Q0321 Amendment 0001 ATTACHMENT 1 Solicitation Amendments New language is highlighted in yellow. Section 2.D is amended as follows: Legal/Regulatory/Industry Standards & Compliance. All work under this contract shall be performed in full compliance with all applicable laws, regulations, codes, and industry standards including, but not limited to those promulgated by: the Occupational Safety and Health Administration ( OSHA ); the Environmental Protection Agency ( EPA ); the Department of Veterans Affairs ( VA ), the National Fire Protection Association ( NFPA ), the Joint Commission ( TJC ), and Underwriters Laboratories ( UL ). Certain sections of this Contract may reference specific requirements, which shall be considered cumulative to the requirements of this Paragraph. Section 2.F is amended as follows: Preventative Maintenance and Non-routine Equipment Repair/Replacement. Preventative Maintenance. Preventive maintenance refers to regular, routine maintenance to keep Equipment fully functional, thereby maximizing efficiency while minimizing Equipment failure. Preventative maintenance shall include periodic cleaning, adjustment, software upgrades, and the routine repair/replacement of parts, depending on the Device. Routine repair/replacement of parts during the course of preventative maintenance shall include the replacement of failed or otherwise inoperative smoke detectors, heat detectors, and any part that costs less than $500.00 to repair or replace, all at no additional cost to the Government. Software upgrades are not considered a part under this section and shall be provided, regardless of cost, as such software upgrades become available at no additional cost to the Government. Non-routine Equipment Repair/Replacement. Itemized Quote. When requested by the COR, the Contractor shall provide an itemized quote for all requested Equipment repair/replacement. No Equipment repair/replacement shall be performed under this Contract without the prior approval of the Contracting Officer via a bilateral modification of this Contract with a valid Purchase Order. Scheduling: All Equipment repair/replacement shall be coordinated and scheduled by the COR. Work scheduled under this Paragraph shall typically be conducted during Business Days, as defined below. When, in the sole judgment of the COR, work under this Paragraph is of an emergency nature, the Contractor shall perform such work as soon as possible regardless of the day or time. Reporting Requirements: At the completion of any Equipment repair/replacement under this Paragraph, the Contractor shall submit a report that includes, at minimum, the following information: date/times of service; name of Contractor; Contract Number; Purchase Order number; name of service technician(s) performing repair/replacement; identification of affected Equipment; detailed description of work performed; time spent on service call; and the price of the service call itemized by work performed. Section 2.G is amended as follows: Business Days. All work conducted under this Contract, except where specifically noted, shall be conducted on Business Days. A Business Day is defined as Monday through Friday, 8:00 a.m. 4:00 p.m. local time, except for the following Federal Holidays: Business Days. All work conducted under this Contract shall be coordinated in advance with the COR and may occur outside of normal working hours. A Business Day is defined as Monday through Friday, with normal working hours defined as 8:00 a.m. 4:00 p.m. local time, except for the following Federal Holidays: New Year s Day; Martin Luther King, Jr. Birthday; President s Day (Washington s Birthday); Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day. Section 3.D.4 is amended as follows: Repairs. Defective/inoperable smoke detectors will be removed by Hines Safety Section personnel and stored in Building 2, for collection by the contractor twice per month. The contractor will repair/replace the detectors at no additional cost to the Government and return the repaired/replaced units to the Safety Section within two weeks of pick-up of the defective/inoperable smoke detectors. Unrepairable smoke detectors shall be replaced by the Contractor at no additional cost to the Government. Defective Smoke Detectors. The Contractor will remove defective/inoperable smoke detectors and replace each defective/inoperable smoke detector with a fully functional smoke detector at no additional cost to the Government. Visits will be coordinated with the COR. Section 3.G.1 is amended as follows: Frequency/Timing. The Contractor shall quarterly inspect, test, and conduct preventative maintenance of all fire sprinkler system devices, including the: dry pipe risers; dry pipe sprinklers; wet pipe sprinklers; all additional risers; PIV control valves; sprinkler pressure switches, and exterior fire department connections (collectively, Sprinkler Equipment ). Each quarterly inspection shall begin not earlier than: October 1; January 1; April 1; and July 1, and conclude not later than the end of each respective month: October 31; January 31; April 30; and July 31 of each Contract year. In addition to quarterly inspections, the Contractor shall conduct a 5-year internal inspection and pressure tests for all Sprinkler Equipment, to be coordinated in advance with the COR. Section 3.I is new: Elevator Recall System. Frequency/Timing. The Contractor shall annually inspect, test, and conduct preventative maintenance of all elevator recall systems. Inspection, testing, and preventive maintenance shall begin not earlier than March 1 and be completed not later than March 31 of each Contract year. Legal/Regulatory Standards. TJC LS.02.01.50 EP 7 is applicable to this section. Reporting Requirements. Within ten (10) Business Days after completion of each annual elevator recall system inspection, testing, and preventative maintenance, the Contractor shall provide the COR with a written report detailing the results of for each elevator recall system, including: the location of each elevator; the date of inspection/testing; whether the elevator recall system passed or failed testing; recommended corrective action(s) for each elevator recall system that did not pass testing; any other deficiencies noted for each elevator recall system with recommended corrective action(s); any parts or software that were replaced or upgraded as part of preventative maintenance, and the name of the service technician(s) performing the inspections, testing, and preventative maintenance. Section 3.J is new: Roll-up Fire Doors. Frequency/Timing. The Contractor shall annually inspect, test, and conduct preventative maintenance of all roll-up fire doors. Inspection, testing, and preventative maintenance shall begin not earlier than May 1 and be completed not later than May 31 of each Contract year. Legal/Regulatory Standards. TJC EC.02.03.05 EP 20 is applicable to this section. Reporting Requirements. Within ten (10) Business Days after completion of each annual roll-up fire doors inspection, testing, and preventative maintenance, the Contractor shall provide the COR with a written report detailing the results of for each roll-up fire door, including: the location of each roll-up fire door; the date of inspection/testing; whether the roll-up fire door passed or failed testing; recommended corrective action(s) for each roll-up fire door that did not pass testing; any other deficiencies noted for each roll-up fire door with recommended corrective action(s); any parts or software that were replaced or upgraded as part of preventative maintenance, and the name of the service technician(s) performing the inspections, testing, and preventative maintenance. ATTACHMENT 2 Questions & Answers/Clarifications Can the bid [quote] due date be extended due the short time frame and the COVID-19 issue? Due to the imminent expiration of the current contract on March 31, 2020, the quote deadline cannot be extended. Can another site visit be scheduled with the COR? For the same reason as the answer to Question 1, another site visit cannot be scheduled. Are all fire hydrants accessible or will special procedures need to be coordinated for access (will parking spots need to be blocked in advance, etc.? All fire hydrants are accessible; no special procedures required. Can you provide previous inspection reports so the quantities can be determined for bidding? Previous inspection reports are not available, but the Hines campus has six (6) healthcare buildings, and there are thousands of inspection reports. How many tanks/links for each kitchen hood? What is the manufacturer for each hood system? There are: two (2) 3-tank systems in Building 200; one (1) 1-tank system in Building 217; and four (4) systems in Building 45, including one (1) 2-tank system and three (3)1-tank systems. The hood systems are manufactured by Ansul. PWS Section 3.D.4 Are the two visits a month to pick up smoke detectors able to be coordinated with the COR? Yes; see the amended language for Section 3.D.4, above. Is the fire pump electric or diesel? What size GPM? Can water be discharged on the roof? The fire pump is electric, rated at 250 GPM. There is one manifold for the lower floors located on the ground; the other manifold is located on the roof. Will fire alarm/sprinkler/suppression be performed in accordance with TJC/VHA most recent standards? All tests need to be NFPA 99 (most recent) compliant. Hines is accredited by TJC, LTCI, and CARF. Can you provide the estimated quantity of batteries to be tested in each building? There are two (2) batteries per panel. Are the elevators recall/shunt trip to be tested on the weekends or after hours? How many elevator banks/shaft are there to be tested? Does the VA coordinate with the VA elevator contractor? If not is the Contractor responsible for the cost of providing elevator personnel onsite during the elevator testing? If so can you please provide VA elevator contractor contact information? There are approximately twenty (20) elevators on the Hines campus. Typically, the COR coordinates with the elevator contractor as follows: the fire inspection contractor sends the COR the inspection dates, and the COR forwards those dates to the elevator contractor. The elevator contractor s portion, including providing personnel, is covered under that contract. Inspection takes place after normal working hours and requires approximately 48 labor hours. See new Section 3.I, above. What time can the kitchen hood system be tested? Inspections typically start at 3:30 a.m. in Building 200, then proceeding to Building 217, and finishing at Building 45. Can you provide the quantify of Fire Department Connections to be inspected at each building? There are approximately thirty-four (34) fire department connections on the Hines campus; there is not a breakdown of fire department connections per building. Can you provide an estimated quantity of magnetic door holders in each building? There is not a breakdown, nor a total number, of magnetic door holders for the Hines campus. Can the audio/visuals be tested during normal hours? If not, what are the hours for testing audio/visuals? What is the time for testing audio/visual in Building 200? Testing occurs after 6:00 p.m. and requires approximately 24 labor hours. Are the fire roll-up doors to be tested in accordance with NFPA 80 or NFPA 72? (These are two very different inspections requiring two very different technicians.) Roll-up fire doors shall be tested in accordance with TJC EC.02.03.05 EP 20. See new Section 3.J, above. Is there a rooftop manifold or discharge for the standpipe flow testing in Building 200? There are two (2) manifolds: a high zone and low zone. The low zone manifold is on the ground and requires a hose and a block; the high zone manifold is on the roof. Do the 5-year internal investigations for the sprinkler systems and standpipe/FDC pressure tests need to be included in this quotation? Yes. See the amendment to Section 3.G.1., above. Do you have the contract value of the previous contract, and was the verbiage the same as this RFQ? Contract terms are privileged, but public information about government contracts may be accessed via the Federal Procurement Data System, available at https://www.fpds.gov/. The Statement of Work for this contract is substantially the same as the previous contract, subject to the amendments noted above. Could you please clarify the preventative maintenance portion of this RFQ?� Is the intent to cover all failed parts during the inspection? See amended Section 2.F.1, above, for clarification of preventive maintenance requirements. While conducting preventative maintenance, the contractor shall provide all repairs and replacement parts costing less than $500, all software upgrades regardless of cost, and replacement of all inoperable smoke/heat detectors, all at no additional cost to the Government. Statement of work Section 2.F states the contractor shall provide an itemized quote for all requested repairs/replacements. Is this for all service calls through the year outside the quarterly inspections? Per Section 2.F.2, the Contractor will provide an itemized quote only when requested by the COR for non-routine Equipment repair/replacement. See amended Section 2.F.2, above. Section 3.D.4 states that all smoke detectors are to be replaced at no additional cost to the Government. Is the intent of this contract to have the contractor cover all repairs, parts, and software upgrades and to replace all smoke detectors without additional costs to the government while submitting a quote for any other additional repairs outside of the inspection period? What about smoke detector bases? While conducting preventative maintenance, the contractor shall provide all repairs and replacement parts costing less than $500, all software upgrades regardless of cost, and replacement of all inoperable smoke/heat detectors at no additional cost to the Government. Smoke detector bases are considered an integral part of the smoke detector and shall be replaced at no additional cost to the Government if found to be failed or otherwise inoperable. See amended sections 2.F and 3.D.4, above. Section 5 states that the contractor is responsible for testing all devices that are not the provided device lists. What is the percentage of variance on this requirement? The estimated variance is less than 5%. Obviously covering the fire pump and all other equipment repairs and components will be an additional cost that needs to be covered by the contractor; we are simply trying to better understand the intent versus the verbiage supplied. The content of the SOW reads both preventive maintenance as well as what appears to be a service contract. Can elaboration be made to remove any ambiguities that are presented in this regard. The primary purpose of this contract is for inspections, testing, and preventative maintenance. The Government expressly reserves the right to provide for any non-routine Equipment repair/ replacement via separate contract with other contractors. See amended Section 2.F, above, for the differentiation between preventative maintenance and non-routine Equipment repair/replacement. The way I read it, the contractor would cover basic preventative maintenance costs as well as software upgrades and any major repairs would require a quote other than smoke detectors.� I wanted to be clear before submitting pricing incorrectly. See amended Section 2.F.1., above, for preventative maintenance requirements; see amended Section 2.F.2, above, regarding major repairs, i.e., non-routine Equipment repair/replacement. Software upgrades are covered under amended Section 2.F.1. Smoke detectors are addressed in amended Sections 2.F.1 and 3.D.4.
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