H312--(MC)FIRE EXTINGUISHER SYSTEM INSPECTIONS & REPAIR STL(VA-26-00035827) 657-26-2-1537-0035

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company Name (b) Address (c) Point of Contact (d) Phone, Fax, and Email (e) UEI number (f) Cage Code (g) Tax ID Number (h) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? (i) Is your company considered small under the NAICS code identified under this SSN/RFI? (j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (k) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (l) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work. (n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. (o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (p) Please provide general pricing of your products/solution for market research purposes (q) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. (r) Please provide general pricing of your products/solution for market research purposes (s) Must provide a capability statement that clearly addresses the organizations qualifications and ability to perform as a contractor for the work described below. Requirement: The VA Heartland Network 15 Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide Fire Extinguisher Annual Inspection and Service for the St Louis VA Health Care System. Please see the Statement of Work for more specific details and addresses. The North American Industry Classification System Code (NAICS Code) is 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance), size standard $12.5. Based on this information, please indicate whether your company would be a Large or Small Business and have a socio-economic designation as a Small Business, VOSB or SDVOSB. Important Information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open may be used. Responses to this notice shall be submitted via email to Lisa A Buchanan at contact@example.gov. Telephone responses will not be accepted. Responses must be received no later than Wednesday, January 14, 2026, at 15:00 CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to these sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
STATEMENT OF WORK Fire Extinguisher Annual Inspection and Service Base Plus 4 Option Year Contract
SOW: The contractor shall provide all resources necessary (labor, materials, and other items) to accomplish the tasks described in this statement of work (SOW), except as may otherwise be specified.  The vendor must ensure all service technicians inspecting equipment included in the SOW at the St. Louis Veterans Affairs Health Care System (STLVAHCS) be in possession of the required certifications, In accordance with National Fire Prevention Association (NFPA) standards.  Annual maintenance of portable fire extinguishers shall be performed in accordance with the manufacturers established operating standards applicable to NFPA 10 code requirements. Annual maintenance shall be performed in January, to include 6-year maintenance and/or hydrostatic testing. Locations: (CBOC = Clinics) John Cochran (JC) Division: 915 N Grand Blvd, St. Louis, MO 63106 Jefferson Barracks (JB) Division: #1 Jefferson Barracks Dr, St. Louis, MO 63125 Hope Recovery Center: 515 N Jefferson, St. Louis, MO 63103 St. Clair CBOC: 1190 Fortune Blvd, Shiloh, IL 62269 St. Charles CBOC: 844 Waterbury Falls Dr., O Fallon, MO 63368 North County CBOC: 6854 Parker Rd, Florissant, MO 63033 Washington CBOC: 1627 A Roy Dr. Washington, MO 63090 Team #1 Primary Care Clinic: 4974 Manchester Ave, St. Louis MO 63110 Team #2 Primary Care Clinic: 2727 Washington Ave, St. Louis MO 63103 Additional Sites: Additional sites may be included during the performance period if several option years are created. Period of Performance: The contractor shall complete the work required under this SOW during January unless otherwise directed by the Contracting Officer (CO).  Work at the Government sites shall not take place on Federal holidays or weekends unless directed by the CO. Type of Contract: Annual contract FY 2026 with options to renew for FY 2027, FY 2028, FY 2029 and FY 2030 Description of Tasks and Associated Deliverables:  The contractor shall provide the specific deliverables described below within the performance period January of each year. Task One:  Identify all portable fire extinguishers by VA inventory sheets, physical locations,  Type of extinguisher and provide fire extinguisher data report to include serviceability and maintenance status. This data will be provided on an updated Excel sheet.  This is to be accomplished during each January annual maintenance and inspection, as appropriate. Deliverable One: Inventory List of portable fire extinguishers to include serviceability and maintenance status. This includes a separate inventory for each location, nine (9) locations at this time. These inventories can be generated by the vendor s computer software, but must include: Separate Headers indication location (building, floor, room), Inspection date, inspection cycle, Class Type, Size, Manufacturer, Manufacture Year, Last Inspection, last Hydro Test, last 6th Year, Pass, Fail, Reason of failure such as required test or repair, and number tested with number failed. Vendor may place bar codes as needed for tracking. Previous Inventory information will be provided to vendor. Task Two:  Annual Maintenance and inspection of Portable Fire Extinguishers (approx. 900 total).  Each individual fire extinguisher must have annual maintenance performed to include new tags. Leave previous recent year s tag. A location inventory can/will be provided to vendor by the VASTLHCS OSH safety department.   The annual maintenance shall include, at a minimum, the following items per NFPA requirements: Location of each extinguisher in designated place (note on our inventory list which will be provided) No obstruction to access or visibility were placed Operating instructions on nameplate are legible and facing outward Safety seals and tamper indicators are not broken or missing Fullness determined by weighing or hefting Examination for obvious physical damage, corrosion, leakage, or clogged nozzle Pressure gauge reading or indicator in the operable range or position and tag replacement While doing the inspection identify extinguishers that are due for 6 years and/or hydrostatic testing per NFPA 10 Standards. Leave prior year tag in place on all bottles. Hang new tag for the current year on all bottles Apply initials and date onto tag MM/YY on tag on month inspection is completed Service all fire extinguishers in Government vehicles located in VHASTLMHC, all properties listed on provided inventory sheet. Preform 6-year maintenance and/or hydrostatic testing as applicable. 3. Exhaust Hood Inspection: The contractor shall conduct the semi-annual (every 6 months) exhaust hood inspection in accordance with NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operation. The exhaust hood inspection shall be at the following location. - Jefferson Avenue VA Clinic (Hope Recover Center): 515 N. Jefferson Ave., St. Louis, MO 63103. - The COR may add additional sites at any point during the performance period of the contract. Deliverable Two: Upon completion of task two, the vendor s service technician shall provide to the Safety Manager (or division Safety Specialists) a completed service ticket, which includes the following information: Purchase order number Number of fire extinguishers inspected, by location. List of extinguishers due for service (i.e., 6-year maintenance, hydrostatic testing, etc.), this can be indicated on the inventory list. Payment: Vendor understands that purchase orders are to be submitted into the Tungsten web-based program and payment is submitted using appropriate purchase order number which will be provided by our contracting department. Schedule for deliverables: The contractor shall complete the Delivery for each deliverable specified per requirements and NFPA Final inventory due 30 days after completion of annual inspection. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed.  This notice to the CO shall cite the reasons for the delay, and the impact on the overall project.  The CO will then review the facts and issue a response, in accordance with applicable regulations. Notes: Spares/loaners to be provided if extinguishers are temporarily pulled for testing or maintenance. Property to be returned within 60 days of testing or maintenance. Keys, campus maps and escorts can be provided to contractors upon request.
CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.
CONTRACT ADMINISTRATION DATA CONTRACT ADMINISTRATION DATA. All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
NON-PERSONAL SERVICES. This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. HOURS OF OPERATIONS. Business hours: Monday through Friday, 8:00 a.m. 4:30 p.m. National Holidays: The holidays observed by the Federal Government are: New Year s Day; Martin Luther King s Birthday; Presidents Day; Memorial Day; Juneteenth National Independence Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving; Christmas; and Any other observed Federal holiday.
CONTRACT PERFORMANCE MONITORING. The COR(s) and Subject Matter Experts (SMEs) may perform surveillance of services by any of the methods listed below: Observing actual performance Inspecting the services to determine whether the performance meets the performance standards Review of any other appropriate records When unacceptable performance occurs, the POC shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the POC shall document the discussion and place it in the POC file. When the POC determines that formal written communication is required, the POC shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the POC. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a POC to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s). If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.