H312--Fire Alarm and Testing Inspection FY 2027 Services Procurement - 541 Engineering - VAMC CLEVELAND

This is a Sources Sought (SS) Notice only, not a solicitation announcement and should not be considered as such. There is no solicitation available at this time. The Government will not pay for any information received in response to this SS, nor will the Government compensate any respondent for any cost incurred in developing the information provided to the Government. This SS does not constitute a commitment by the Government. Any information provided in response to this market survey will be used for informational purposes only and will not be released. Vendor participation is not a promise of future business with the Government. The purpose of this Sources Sought is to conduct Market Research to determine an acquisition strategy for the acquisition of Fire Alarm Testing and Inspection, where the Contractor will provide on-site testing and inspection of government-owned Notifier fire alarm and fire suppression components required by NFPA, OSHA, TJC, and original equipment manufacturer standards and specifications necessary to maintain the current fire alarm system at top performance. The NAICS code for this procurement is 56121 - Security system services except locksmiths, PSC H312 Inspection fire control equipment. and the small business size standard is $25,000,000.00.
Responses to this notice shall be e-mailed to Lakeisha Jackson at Lakeisha.Jackson@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than Friday, October 30, 2026 at 12:00 p.m., EDT. This notice is to assist the VA in determining sources only. A solicitation is not currently available.
THE VA IS NOT SEEKING PRICING OR OFFERS OF ANY KIND. There is no guarantee, expressed or implicit, that the market research for this acquisition will result in a particular set-aside or sole source award, or any other guarantee of award strategy. All information is to be provided on a voluntary basis at no charge to the Government.
The Cleveland Veterans Affairs Medical Center, in Cleveland, OH is seeking sources capable of complete the services described in the Performance Work Statement below: STATEMENT OF WORK (SOW) Fire Alarm Testing and Inspection 1. Contracting Officer s Representative (COR): TBD 2. Contract Title. Fire Alarm Testing and Inspection 3. Background. The Louis Stokes VA Medical Center, Cleveland, Ohio located at 10701 East Boulevard, Cleveland, Ohio 44106 is seeking a qualified contractor to provide all labor, materials, equipment, transportation, and supervision necessary to provide on-site testing and inspection of government-owned Notifier fire alarm and fire suppression components required by NFPA, OSHA, TJC, and original equipment manufacturer standards and specifications necessary to maintain the current fire alarm system at top performance. 4. Scope. Contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to provide on-site Annual, Semi-Annual, and Quarterly preventative maintenance testing (PMI s), inspection and maintenance on facility Notifier Fire Alarm System and associated equipment at the Wade Park facility of the Cleveland VA Medical Center, located at 10701 East Blvd., Cleveland, Ohio 44106. Fire alarm testing and inspection shall meet the requirements outlined NFPA 72, 2022 edition. Testing shall include all Joint Commission requirements. Some testing requirements will be met during off-hours or weekends. 5. Specific Tasks. 5.1. Task 1 Annual Testing Provide COR with testing schedule indicating dates of required testing. All Annual testing requirements (except elevator associated devices) will be started and completed in the month of January. Inspection reports shall consist of the following: Fire System Generated report identifying First page of report shall contain a summary of any device or system that did not pass and requires corrective follow-up. Pass or Fail for each device Date and time of each device tested
Microsoft Excel report Duplicating fire system generated report in well-organized divided sheets Report divided into tabs by device type Tab contents organized by device address First tab shall contain a summary of any device or system that did not pass and requires corrective action follow-up 5.2. Subtask 2 Semi-Annual Testing Provide COR with testing schedule indicating dates of required testing. All Semi-annual testing requirements will be started and completed in the month of July. Inspection reports shall consist of the following: Fire System Generated report identifying First page of report shall contain a summary of any device or system that did not pass and requires corrective follow-up. Pass or Fail for each device Date and time of each device tested Microsoft Excel report Duplicating fire system generated report in well-organized divided sheets Report divided into tabs by device type Tab contents organized by device address First tab shall contain a summary of any device or system that did not pass and requires corrective action follow-up 5.3. Subtask 3 Quarterly Testing Provide COR with testing schedule indicating dates of required testing. All Quarterly testing requirements will be started and completed in the months of January, April, July, and October. Inspection reports shall consist of the following: Fire System Generated report identifying First page of report shall contain a summary of any device or system that did not pass and requires corrective follow-up. Pass or Fail for each device Date and time of each device tested Microsoft Excel report Duplicating fire system generated report in well-organized divided sheets Report divided into tabs by device type Tab contents organized by device address First tab shall contain a summary of any device or system that did not pass and requires corrective action follow-up 5.4 Subtask 4 Elevator Device Testing All testing requirements for elevator associated devices will be started and completed in the month of February. Inspection reports shall consist of the following: Fire System Generated report identifying First page of report shall contain a summary of any device or system that did not pass and requires corrective follow-up. Pass or Fail for each device Date and time of each device tested Microsoft Excel report Duplicating fire system generated report in well-organized divided sheets Report divided into tabs by device type Tab contents organized by device address First tab shall contain a summary of any device or system that did not pass and requires corrective action follow-up 5.5 Subtask 5 Kitchen Hood Testing Provide COR with testing schedule indicating dates of required testing. Kitchen Hood Testing: Completed two times per year after 7pm M-F, June and December Report on company letterhead contains Company name Date of test Items tested and inspected Pass Fail for each item tested Pass Fail for each exhaust hood Itemized requiring corrective action follow-up 6. Deliverables: Fire Alarm contractor shall submit a site-specific safety plan outlining how inspections and testing will safely be conducted. This safety plan will be submitted to VA safety department for approval. SOW Task# Deliverable Title Format Number Calendar Days After Start 1 Site Specific Safety Plan Word - PDF
>30 days 2 Annual Testing Schedule Email Word - Excel
>30 days 3 Semi-Annual Testing Schedule Email Word Excel
>30 days 4 Quarterly Testing Schedule Email Word Excel
>30 days 5 Live Testing Schedule Email Word Excel
>30 days 6 HVAC Testing Schedule Email Word - Excel
>30 days 7 Atrium Smoke Detector Testing Schedule Email Word Excel
>30 days 8 Annual Test Report Email PDF - Excel
14 Days 9 Semi-Annual Test Report Email PDF Excel
14 Days 10 Quarterly Test Report Email PDF Excel
14 Days 11 Elevator Device Test Report Email PDF Excel
14 Days 12 Kitchen Hood Test Report Email PDF - Excel
14 Days
7. Contractor Responsibility:
Prior to bidding, it shall be the responsibility of the bidder to visit Cleveland VAMC and inspect the fire alarm system and facility to establish to their satisfaction the condition of the fire alarm equipment to be maintained and any other conditions affecting the work to be performed. This equipment is offered in an "as-is" condition. No claim shall be allowed for correction of deficiencies claimed to exist prior to award of contract.
This contract is a firm-fixed-price service contract, under which the contractor assumes the risk and full responsibility for the costs of performance and any resulting profit or loss, except to the limited extent that a valid contract change or other contractual remedy applies. Under the contract s Statement of Work (SOW), the contractor is required to provide all parts, materials, labor, supervision, test equipment, technical manuals, and transportation necessary to perform required preventive maintenance on the Government-owned Notifier fire alarm and fire suppression components at the Cleveland VAMC.
The SOW further requires the contractor to perform inspection and testing of the fire alarm system in accordance with NFPA 72-2022 and Joint Commission (TJC) standards, and to submit detailed test reports and field service documentation that meet those standards. Test reports shall be delivered in both Microsoft Excel, with device type separated by tab and report generated from Fire Alarm System.
The existing fire system is currently being upgraded, and this contract will incorporate the maintenance and inspection of all new system equipment and devices as they are put into service to include unlisted ancillary equipment and devices, and any devices or equipment added because of new construction or renovation during the performance period.
Quarterly meetings will be conducted with CO, COR, and contractor leadership. Quarterly meetings may be in-person or virtual. Contractor shall be currently engaged in maintenance, repair, inspection, and testing of Notifier Fire Alarm equipment. At bid submission, contractor shall provide proof of a minimum of five (5) years within the last seven (7) years of successful experience testing and maintaining Notifier Fire Alarm Systems identical to or similar to the size and complexity of facilities and system covered under this SOW. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact. The awarded contractor shall provide a Contract Manager who shall be responsible for the performance of the work. Contractor shall provide onsite Project Manager throughout the Annual and Semi-Annual testing period. The name of the Contract manager, alternate contract manager and onsite project manager shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday. COR will reference the Quality Assurance Surveillance Plan to ensure contractor meets the deliverable requirements outlined in section 6 of this SOW. COR will ensure inspection reports are completed timely and uploaded into the VA maintenance records.
8. Check In Requirements: The Contractor Service Personnel and/or representative must report to the Electric Shop Supervisor within the engineering department or designated point of contact (POC) to sign in with department staff before work begins. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department to sign out.
9. Security Requirements: The C&A requirements do not apply, and a Security Accreditation Package is not required.
9.1. Dedicated personnel will be assigned solely to observe, interact, assist, and assure protection of VA sensitive information.
9.2. Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation. 
10. General Security: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
11. VA Information Custodial Language:
11.1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).
11.2. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.
12. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
No government furnished equipment will be issued to complete the requirements of this contract.
13. Other Pertinent Information or Special Considerations.
Louis Stokes VAMC facility covers approximately 2 million square feet distributed between the following areas: Cares Tower Main Facility Atrium Women s Health Annex Learning Exchange Parking Garage The fire alarm system at Louis Stokes VAMC is currently being upgraded to a new Notifier system. Upgrade project will not be completed within the next 12 months Fire Alarm Reports will come from both systems to be complete. Coordination with fire alarm project will be required to schedule testing. Proof of testing and inspection on Notifier systems of similar size in five (5) of the last seven (7) years. All Annual testing requirements (except elevator associated devices) will be started and completed in the month of January. All testing requirements for elevator associated devices will be started and completed in the month of February. All Semi-annual testing requirements will be started and completed in the month of July. All Quarterly testing requirements will be started and completed in the months of January, April, July, and October. Kitchen Hood Testing: Completed two times per year after 7pm M-F June and December Weekly Fire Pump testing will be completed and documented by VA personnel Testing will require the following to complete: Climbing, bending, crawling Ladder use Vertical Scissor Lift. Lift not supplied by government. Magnet Notifier Keys Canned Smoke Laptop or Tablet to access CLSS Gateway network Any other tools/equipment contractor determines necessary to complete testing
VA personnel will assist contactor as needed to complete the following: Gain access to secure areas Locate difficult to find areas.
Efforts to minimize disruption to patients and patient care must be considered during scheduling and completing testing. May require after hours or weekend testing to support patient care. Federal holidays may be utilized with proper coordination with COR, approval from engineering management, and adequate VA staff to support contractor testing.
Elevator shaft and mechanical testing to be conducted over an identified weekend each February in coordination with the elevator contractor and VA electronics shop. Testing requires 1 fire alarm contractor technician for 10 hours over two weekend days (Saturday and Sunday)
Live Testing: Contractor shall provide requested schedule for required live testing no less than 30 days before required testing month. Live testing will be completed during an identified weekend during the annual testing period. Sundays are preferred testing day for live testing.
Pull station testing will be completed separately from other testing to minimize fire door activation and disruption to the facility. Pull station testing schedule will be provided by contractor and routed to VA for approval no less than 30 days before required testing month. Pull station testing can be coordinated to be completed over an approved weekend.
HVAC duct detector testing: Will be conducted in conjunction with the HVAC shop Testing schedule will be generated in advance and approved by all necessary parties Test results must verify and document the following: Fire damper activates HVAC unit shuts down HVAC unit able to be reset to normal after testing: Yes-No
Atrium Smoke Detectors Tested will be conducted on a scheduled Saturday (8 hours) Requires use of scissor lift Contractor will provide lift and lift operator. Ceiling height to atrium smoke detectors is 40 feet.
Tamper and Water Flow Testing Under TJC.02.03.05 and NFPA 25 Water Flow devices require quarterly testing (4 times per year January, April, July, October) NFPA 25 requirements include requirements for water to flow during this testing. Must operate flow valve and flow water to activate signal Tamper switches require semiannual testing (2 times per year January and July)
At bid submission, contractor must provide proof of ability to access and source necessary repair parts and programming for all Notifier Fire Alarm equipment installed within Louis Stokes VAMC. Contractor must demonstrate access to the following fire alarm system, vendor support and parts procurement: Notifier Dealer Notifier programming capability Notifier parts Notifier technical support Gateway / CLSS Testing reports generated through CLSS gateway at no additional cost to the government
Parking: Onsite parking is not available, and all contractor personnel will be required to obtain street side parking. a. Identification of Possible Follow-on Work.
Any additional repair or replacement work required outside this contract will require contractor to submit a quote to COR and receive an approved PO before beginning work.
b. Identification of Potential Conflicts of Interest (COI). None
c. Identification of Non-Disclosure Requirements. Not Applicable
d. Packaging, Packing and Shipping Instructions. None
e. Inspection and Acceptance Criteria. Contractor will be responsible for meeting all inspection and timelines listed in this SOW. 14. Risk Control Work performed within the medical center may present health risks including exposure to illness and infection control. Contractor will take action to recognize and follow warning information throughout the facility. 15. Place of Performance.
Louis Stokes VA Medical Center 10701 East Blvd Cleveland, Ohio 44106 16. Period of Performance. Base Year: A date of award for duration of. 365 calendar days & 4 Option Years