H312--Fire Door Inspections at the Greater Los Angeles VA Healthcare Systems

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05, effective 08/07/2025. This solicitation is set-aside for 100% Service-Disabled Veteran Owned Small Business (SDVOSB). This is a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 541350 Building Inspection Services with a small business size standard of $11.5 Million. The FSC/PSC is H312- Inspection- Fire Control Equipment The Department of Veterans Affairs, Network Contracting Office 22, is seeking a contractor to provide fire door inspection utilizing the National Fire Protection Association (NFPA) 80 standards at the West Los Angeles Medical Center, Los Angeles Ambulatory Care Center, and Sepulveda Ambulatory Care Center at the Greater Los Angeles VA Healthcare System. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. STATEMENT OF WORK Contract Title: Fire Door Inspections Background: The Greater Los Angeles VA Healthcare system, West Los Angeles VA Medical Center (WLA), Sepulveda Ambulatory Care Center (SACC), and Los Angeles Ambulatory Care Center (LAACC) requires annual fire door inspections utilizing the National Fire Protection Association (NFPA) 80 standards from the Joint Commission. Fire door inspection is required to be documented to take place annually according to NFPA. Life Safety Drawings attached. Scope: The contractor shall provide all labor supplies, tools, equipment, and technical expertise necessary to perform the annual fire door inspection and repair services at the WLA, SACC, and LAACC. Contractor shall perform work in strict accordance with the specifications, Statement of work, VA local, state, federal and all applicable regulations. Specific Tasks: Inspect fire doors in the buildings identified for compliance with NFPA 80. Doors will be identified through life safety drawings provided. Building and Door Locations: Building Square Footage Occupancy Type Location Bldg-99 61,000 Sq. Ft. Long Term Care VASACC Bldg-213 62,560 Sq. Ft. Long Term Care VAGLAHS Bldg-215 53,000 Sq. Ft. Long Term Care VAGLAHS Bldg-214 53,000 Sq. Ft. Residential H/D VAGLAHS Bldg-217 58,608 Sq. Ft. Residential H/D VAGLAHS Bldg-500 488,000 Sq. Ft. HealthCare VAGLAHS Bldg-500 412,000 Sq. Ft. Bus/Other VAGLAHS Bldg-10 93,000 Sq. Ft. (estimated) Outpatient Care VASACC Bldg-200 371,310 Sq. Ft. (estimated) Outpatient Care VASACC Bldg-257 72,085 Sq. Ft. (estimated) Outpatient care VAGLAHS LAACC No estimated footage (reference Life Safety Drawing) Outpatient Care LAACC (Life Safety Drawings Attached) The estimated number of doors to be inspected is 1,100 doors, but actual quantity must be confirmed through the life safety drawings provided. Not to exceed amount of doors inspected. Contractor shall perform inspections and provide reports within 180 days from award of contract. Contractor shall correct all reported deficiencies by the end of the contract term once approved by Program Point of Contact (PPOC). Repairs Upon Inspection: Contractor shall provide a quote to the program point of contact for all unpriced CLINs (includes additional doors needing inspection and unknown fire door repair costs in relation to findings from inspection) prior to work being conducted to first obtain Contracting Officer approval through a contract modification. After inspections any deficiency corrections shall be quoted for repair/correction required to meet NFPA 80 standards. Reporting Tasks: If any doors are found to have deficiencies deliver a report consistent with NFPA 80 requirements. All reports to be delivered electronically in PDF form to program point of contact 180 days from award of contract to perform inspections and provide reports documentation. After VA program point of contact reviews inspection reports and deficiencies listed- a proposal to make corrections to listed deficiencies shall be submitted within 30 days of VA confirmation of receipt. Place of Performance: Department of Veterans Affairs: West Los Angeles VA Medical Center (WLA) 11301 Wilshire Blvd. Los Angeles, CA 90073 Sepulveda Ambulatory Care Center (VASACC) 16111 Plummer St. North Hills CA 91343 Los Angeles Ambulatory Care Center (LAACC) 351 E Temple St. Los Angeles, CA 90012 Period of Performance: One Year Work Hours: Contractor shall perform the following work at the VA Los Angeles Healthcare System during normal working hours (i.e., 8:00 a.m. 5:00 p.m.) during normal workday (one day, M-F). Before commencement of work, the Contractor shall confer with the VA PPOC and Contracting Office to agree on a sequence of procedures; means of access to premises and building. Work performed outside the normal hours of coverage must be approved by the PPOC or his/her designee. All time shall be approved in advance by the Program Point of Contact (PPOC). Allow 5-days for approval of any alternate working hours needed. Federal Holidays New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Routine inspections by Facilities Personnel: VA Program Point of Contact and designated subject matter experts to monitor performance. Security Requirements: The C&A requirements do not apply, and the Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. Program Point of Contact (PPOC): Name: Section: Address: Phone Number: Fax Number: E-Mail Address: Contractor Qualifications & Other Responsibilities: Contractor shall have a minimum of three (3) years experience with fire door inspections in a hospital setting. Contractor shall possess training certificate outlining requirements under National Fire Protection Association 80 standard for fire doors and other opening protectives. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. License Requirements: Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and PPOC with the final decision being made by the Contracting Officer. Applicable Standards and Codes: National Fire Protection Association (NFPA) Standard 80, NFPA 99, and NFPA 72 Identification, Check-in, Parking, and Smoking Regulations Identification The vendor's employees shall wear visible identification at all times while on VAGLAHCS premises. Contractor employees shall report to VA Police upon entry to the VAGLAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the PPOC or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VAGLAHCS Police if the VAGLAHCS PPOC or designee is not available. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: contact@example.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAGLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Contractor Personnel: Contractor s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Insurance Coverage: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. Invoicing: Invoices Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the VAGLAHCS PPOC all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. Wage Determination#2015-5613, Rev. 30, dated 07/08/2025 applies to this requirement. All interested companies shall provide quotations for the following: Price/ Cost Schedule Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Fire Door Inspection at the West Los Angeles VA Medical Center, Sepulveda Ambulatory Care Center, and Los Angeles Ambulatory Care Center in accordance with the SOW 1 YR 0002 Fire Door Inspection (Additional doors found upon inspection) 1 EA NSP NSP 0003 Fire Door Repairs found upon Inspection (Not to Exceed $10,000.00) 1 JB NSP NSP Total Cost: The estimated purchase order period of performance is 10/01/2025 09/30/2026. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023)- See Attachment 1 . ADDENDUM TO FAR 52.212-1 FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-7, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-20, Predecessor of Offeror (AUG 2020) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (DEC 2023) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (Addendum of Addendum to 52.212-1) The following is incorporated into FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERICAL SERVICES: 1. Submitting your proposal: Submit your company s offer by responding to this Request for Quote (RFQ) via email to the Contract Specialist: Loan Dho at contact@example.gov. 2. Inquiry Period: Questions should be submitted No Later Than September 9th, 2025, at 2:00 PM Pacific Daylight Time (PDT) to contact@example.gov. All responses to questions will be posted via an amendment on SAM.gov on or about September 11th, 2025. 3. Submission Deadline: All offers are due No Later Than September 17th, 2025 at 10:00 AM PDT and shall be submitted electronically to Contract Specialist, Loan Dho, at contact@example.gov. Subject Line shall include: RESPONSE TO RFQ 36C26225Q1434 for consideration. The quoter is responsible for ensuring that the contract specialist has received the quote on or before deadline, and the government will not be responsible for delays or failures of either the contractor s email system or the Government s email system. a) All Quoters must complete and provide each of the following: 1. Acknowledge of Amendments and signed copies of all amendments 2. Price offer by completing Price/Cost Schedule 3. Response to Special Standards of Responsibility listed below 4. Provision 52.212-3, Offerors Representations and Certifications- Commercial Products and Commercial Services completed as applicable 5. Completed and signed VAAR 852.219-75, VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction. RESPONSE TO SPECIAL STANDARDS OF RESPONSIBILITY To assist the contracting officer in determining if the special standards of responsibility applicable to this procurement are met, quoters are asked to provide the following information with their quotes. Failure to include this information could result in a contracting officer s determination that an otherwise successful offeror is not eligible for contract award. If the quoter intends to satisfy this requirement through use of a proposed subcontractor, Quoter must provide this information for each proposed subcontractor (or Quoter s) on Special Standards of Responsibility listed below. SP1: Specialized Experience: The quoter shall provide a narrative that describes its specialized experience performing fire door inspections. Quoter shall provide a narrative that describes prior specialized experience with fire door inspections with National Fire Protection Association (NFPA) 80 standards. The quoter shall have a minimum of three (3) years of experience providing fire door inspections in a hospital setting. The narrative must include the following for the Quoter or Quoter s proposed subcontractor: i. The legal name of the entity with whom the Quoter (or Quoter s proposed subcontractor) held the contract. ii. Contract Number (if applicable) iii. Whether the contract was for the fire door inspections in compliance with NFPA 80 standards. iv. A description providing the details of the specific tasks the Quoter (or Quoter s proposed subcontractor) performed under the contract. v. The dates during which the Quoter (or Quoter s proposed subcontractor) performed the contract. vi. The name, phone number, and email of a person at the entity with whom the Quoter (or Quoter s proposed subcontractor) held the contract who can verify the information the quoter provides in the narrative description of this factor. vii. State the number of years of experience providing fire door inspections in a hospital setting. SP2: Specialized Certificate: Contractor shall possess and provide a training certificate of National Fire Protection Association (NFPA) 80 Standard for fire doors and other open protectives. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial (NOV 2021) See Attachment 2 . The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) ADDENDUM TO 52.212-4, Contract Terms and Conditions- Commercial Products and Commercial Services , applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.223-5, Pollution Prevention and Right-to-Know Information (MAY 2024) FAR 52.223-10, Waste Reduction Program (MAY 2024) (DEVIATION FEB 2025) FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020) VAAR 852.211-72, Technical Industry Standards (NOV 2018) VAAR 852.219-73, VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) VAAR 852.239-76, Information and Communication Technology Accessibility (FEB 2023) (End of Addendum to 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (7), (9), (12), (23), (25), (26), (31), (36), (39), (42), (46), (51), (55), (59), (63). (c), (1), (2), (7), (8). Evaluation of Quotes (a) This procurement is being conducted pursuant to FAR Part 13 procedures. The Government intends to award a contract resulting from this solicitation to the responsible quoter whose offer, conforming to the solicitation, offers the lowest price, whose offered price does not exceed the amount of funding available for the procurement, and whose offered price is found to be reasonable. Price alone is the sole evaluation factor. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility apply to this procurement. Quoters who fail to meet any special standard of responsibility will not be eligible to receive contract award. (b) Evaluation Process: The following factors shall be used to evaluate quotations: Offers will be evaluated in the following manner. The lowest-priced offer will be identified. The lowest-priced offer will be evaluated to determine if the offered price exceeds the amount of funding available for the procurement. If the offered price does not exceed the amount of funding available for the procurement, the offered price will be evaluated to determine if it is reasonable. If the offered price is found to be reasonable, the quoter who submitted this offer will be identified as the successful quoter. The contracting officer will then determine if the successful quoter is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement. If contract award cannot be made to the successful quoter, the contracting officer will evaluate the next lowest-priced offer following the procedures described above. This process will continue until a contract award can be made, or the contracting officer determines that no contract award can be made. The contracting officer may find all offers not acceptable and cancel the solicitation if the lowest-priced offer exceeds the amount of funding available for the procurement. (c) Award without Discussions. The Government intends to evaluate offers and award a contract without discussions with quoters. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be the Government s interest.