J012--Fire Door Assembly Survey, Inspection and Repair

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 THE PURPOSE OF THIS AMENDMENT IS TO: Provide responses to questions received Update FAR 52.212-1 Remove FAR 52.212-2 Add FAR Part 13.106-2(b) -- Evaluation of Quotations Update highlighted sections of solicitation Extend response due date to August 7, 2026 @ 5:00PM EST
Description (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) The solicitation number is 36C24126Q0632 and the solicitation is issued as a request for quotation (RFQ).
(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.
(iv) This requirement is being issued as a SDVOSB set-aside. The associated NAICS 541350 and small business size standard is $11.5 million.
(v) The Government intends to award a firm-fixed price award for Fire Door Assembly Survey, Inspection and Repair Services at White River Junctions VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.
(vi) The Contractor shall provide all resources necessary to provide Fire Door Assembly Survey, Inspection and Repair Services IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details.
(vii) The Place of Performance is White River Junction VAMC as described per the (Performance Work Statement).
(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.:
Site Visit: July 16, 2026 @ 10:00 AM Address: 163 Veterans Drive, BLDG 37 White River Junction, VT Postal Code: 05009 POC: James Kirkpatrick
Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to Kenya.Mitchell1@va.gov. (3) Combined Synopsis/Solicitation Notice Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is July 20, 2026, by 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.
Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15.
The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
1. Price (Follow these instructions): a. Offeror shall complete Price Schedule (pg. 9), with offerors proposed contract line item prices inserted in appropriate spaces.
2. Past Performance: a. Offeror shall provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.
3. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement).
b. Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement).
c. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.
SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.
VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time.
(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.
(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.
(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232 33, 52.222-41, 52.222-43 (Wage Determination Applicable (White River Junction 2015-4139 Rev 33 posted on beta.sam.gov)
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) RFQ responses are due August 7, 2026, by 5:00 PM EST. RFQ responses must be submitted via email to: kenya.mitchell1@va.gov. Hand deliveries shall not be accepted.
(xvi) The POC of this solicitation is kenya.mitchell1@va.gov)
STATEMENT OF WORK (SOW) Fire Door Assembly Survey, Inspection and Repair (FY26-FY31) Department of Veterans Affairs White River Junction VA Medical Center
Period of Performance: 12 months from date of award with 4 option years.
The survey, initial round of inspections and associated repairs, shall be completed within 3 months of contract award, though not extend beyond the end of the contract award fiscal year. Subsequent inspections and repairs shall be completed not less than annually, based on the completion of the previous year s inspections. Place of Performance/Place of Delivery Address: 163 Veterans Drive, White River Junction, VT Postal Code: 05009 Country: UNITED STATES
Project Scope: The VA Medical Center White River Junction (VAMC WRJ) requires the services of a qualified firm to provide multiple Fire Door Assembly-related services. Required services include: a campus wide survey of existing fire door assemblies, annual inspections, and repair services (as determined during the inspection phase) VAMC WRJ campus, 215 North Main Street, White River Junction, VT, 05009, is a fully functioning medical center comprised of 39 buildings situated on 64 acres. The buildings are a mix of wood framed, two story residential style structures and multi-floor masonry structures. The campus is walkable and many of the buildings are interconnected. Access is straightforward with VA supervision. Building specific information (building number, usage, number of floors, age) can be found in the attached Master Building List. The goal of the survey portion of this contract is to identify every fire door assembly in each building across campus. The survey will include an in-person walkthrough of each building to determine the quantity and location of each fire door assembly within each individual building. There are approximately 300 fire door assemblies across campus. The results of the fire door survey and associated submittal only apply to the base year of this contract and will be used as the baseline document for the annual inspection process.
The contract shall include three separate pricing components: Base Year: Campus wide Fire Door Assembly Survey, which will apply only to base year pricing. Fire Door Assembly inspection services and reporting. Estimated repairs: A $7,000.00 contingency for repairs will be included each year. Plus Four, option years: Fire Door Assembly annual inspection and reporting. Estimated repairs. See table format at the end of this document. Contract line items: The contract is based on 300 fire door assemblies across 39 buildings. In addition to the Survey, Inspection and Repair line-item costs, provide a cost per door for: Cost of an additional door survey and the cost of an individual fire door assembly inspection In the event that more than 300 fire doors are identified. The additional fire door survey and/or inspection costs can be addressed via modification In the event that fewer than 300 fire doors are identified, the cost per door will be de-obligated from the base year pricing. Campus map and Master Building List are attached. The base year, campus wide survey results will serve as the master list of fire door assemblies for the annual inspection portion of the contract. Existing Site Conditions: The inspections will take place in occupied healthcare facilities. All activities will be completed in such a way as to minimize impact on staff and patients. Inspection activity will require constant coordination with VA personnel and may require Infection Control measures. Pre-bid site investigation to ensure accuracy of the proposal is encouraged for this project. The service firm shall be responsible for verifying all existing conditions, quantities and locations that may affect the bid of this project. The person(s) conducting the site investigation are to check in, on the date specified above, with the VAMC WRJ Facilities Management Services department and will be escorted to review the Fire Door locations. Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR) or Resident Engineer (RE). The service firm is solely responsible for preparing all necessary regulatory notifications to meet the time schedule. The service firm shall also be responsible for all damage to people or property that occurred as a result of the service firm s fault or negligence. The service firm shall also be responsible for all materials delivered to VAMC WRJ and work performed until completion and acceptance of the entire work. Inspection Guidelines and Submittals: Inspection personnel are expected to follow current NFPA 101 and NFPA 80 guidelines. During the pre-inspection visit, prior to any inspections, submit the proposed Inspection Checklist for COR approval.
Requirements and Tasks:
Fire Door surveys, inspections and repairs are to be performed by a certified technician. Credentials issued by an approved organization, for all survey/inspection personnel, are to be included in the contract bid proposal. Survey: Using the VAMC WRJ Master Building List in its current Excel format, generate a master list of Fire Doors within each building. The current Excel format is preferred-adding an individual page to the workbook for each building, recording fire door information on each building s page. Each door must have an individual identification: specifying building number, location within each building by floor, additional identification by location within a hallway or clinic adjacency. The VA will assist with building location nomenclature and drawings as needed. An accepted, approved master list is required prior to commencement of the inspection portion of this contract. Inspections: inspect each fire door using accepted industry standard inspection guidelines outlined in the current standards, NFPA 80, Standard for Fire Doors and Other Openings, and NFPA 101, Life Safety Code. Log the individual fire door inspection results onto the pre-approved inspection document-see submittals requirements below. Identify doors needing repairs- see submittals requirements below. The VA reserves the right to prioritize and execute suggested repairs. Submittals: Pre-inspection: Credentials of all inspectors and repair personnel. Fire Door Inspection checklist boiler plate document. Experience and References, commercial and healthcare environment experience required. Post Inspection: Campus wide Fire Door Survey-submit in Excel format, building on the VMAC WRJ Master Building List. Completed Fire Door Inspection checklists-using the approved boiler plate Fire Door Assembly inspection form, in PDF format, compiled by building into a single master document Separate PDF document identifying each fire door in need of repair, including the repair requirements
Work Schedule Normal working hours are Monday through Friday, from 7:30 AM to 4:30 PM. Excluding federal holidays. Work Performed After Hours: Work may be performed after hours: coordinate these efforts with the COR with a minimum 48-hour notice. In order to maintain schedule, work performed over the weekend may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures. Record Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: 1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. The service firm shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. The service firm shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. The service firm shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or which is generally protected by the Freedom of Information Act. 5. The service firm shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The service firm must deliver sufficient technical documentation with all deliverables to permit the agency to use the data. 8. The service firm agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. The service firm (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Payment processed through Tungsten/IPPS. Invoices to be submitted in draft form digitally to the COR for review prior to submission in Tungsten/IPPS. Invoicing for services rendered.
The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Fire Door Survey Services in accordance with the SOW Period: Base 1.00 JB __________________ __________________ 0002 Fire Door Inspection Services in accordance with the SOW Period: Base 1.00 EA __________________ __________________ 0003 Fire Door Repair Services in accordance with the SOW Period: Base 1.00 YR $7,000.00 $7,000.00 1001
Fire Door Inspection Services in accordance with the SOW Period: OY 1 1.00 EA __________________ __________________ 1002 Fire Door Repair Services in accordance with the SOW Period: OY 1 1.00 YR $7,000.00 $7,000.00 2001
Fire Door Inspection Services in accordance with the SOW Period: OY2 1.00 EA __________________ __________________ 2002
Fire Door Repair Services in accordance with the SOW Period: OY 2 1.00 YR $7,000.00 $7,000.00 3001
Fire Door Inspection Services in accordance with the SOW Period: OY 3 1.00 EA __________________ __________________ 3002
Fire Door Repair Services in accordance with the SOW Period: OY 3 1.00 YR $7,000.00 $7,000.00 4001
Fire Door Inspection Services in accordance with the SOW Period: OY 4 1.00 EA __________________ __________________ 4002
Fire Door Repair Services in accordance with the SOW Period: OY 4 1.00 YR $7,000.00 $7,000.00
TOTAL
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