J042--Fire Door Assembly Deficiency Repair and Preventive Maintenance

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541350 (Building Inspection Services) Contractors with a size standard 11.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fire Barrier Door at the Manchester VAMC per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to (perform the services/provide these supplies) are invited to submit a response to this Sources Sought Notice by 12:00 Pm EST, 28 March 2024. All responses under this Sources Sought Notice must be emailed to contact@example.gov with Sources Sought #36C24124Q0037 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: Address: Phone Number: Point of Contact: E-mail Address: Unique Entity Identifier (UEI) #: CAGE Code: SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Attachment 2 STATEMENT OF WORK Title of Project: FIRE DOOR ASSEMBLY DEFICIENCY REPAIR and PREVENTATIVE MAINTENENCE Scope of Work: The Manchester VAMC is required to maintain the operation and fire rating of approximately 135 fire barrier doors contained within the facility, IAW the most recent edition of NFPA 80, as well as The Joint Commission. This contract is for the repair of all deficiencies needed to bring the door assemblies into regulatory compliance, Preventative maintenance, and emergency call-back services. Place of performance: VAMC Manchester, 718 Smyth Road Manchester NH 03104 Period of Performance: April 1, 2024, to March 31, 2025. Work shall be complete, during regular business hours Monday - Friday, 7:00am 4:30pm EDT, excluding federal holidays. Dates are subject to change. II. DEFINITIONS/ACRONYMS: CO - Contracting Officer COR - Contracting Officer's Representative. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. VESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Authorization Signature - COR signature; indicates work status is accepted as stated in VESR. VAMC - Department of Veterans Affairs Medical Center, Manchester. Contractor- Vendor performing service. PM- Preventative Maintenance PPE- Personal Protective Equipment (Head, eye, foot protection) Fire Door Assembly- Includes the door frame, leaf, vision light, locks, latches, and associated hardware of a rated door enclosure. IAW- In Accordance With (reference to a policy, standard or code) III. SCOPE : Contractor shall perform the following tasks: Task 1: REPAIRS Provide all parts and labor to correct deficiencies and bring all fire door assemblies into compliance with current regulations. Repairs and ratings shall be in accordance with the most recent edition of The National Fire Protection Association s (NFPA) standard NFPA 80: Standard for Fire Doors and Other Opening Protectives, Chapter 5 Inspection, Testing, and Maintenance . Vendor shall provide pricing for the correction of each deficiency item, listed in the attached document, entitled Fire Door Assembly Deficiency Price Table . Task 2: PREVENTATIVE MAINTENANCE Contractor shall provide necessary parts and labor to perform regularly scheduled preventative maintenance (PM) services for approximately 135 Fire/Smoke door assemblies, based solely on current VAMC Manchester s life safety drawings, which are available to contract awardee, upon request. The drawings are to be used as a guide to aide in locating fire/smoke doors. Location of doors that may not be identifiable on the drawings will be provided to contractor by VAMC Manchester. No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of fire door assemblies. PMs performed on fire door assemblies shall be in accordance with NFPA 80: Standard for Fire Doors and Other Opening Protectives, 2016 Edition - Chapter 5 Inspection, Testing, and Maintenance . The Contractor shall also review, correct, and prepare a full and accurate inventory list (excel format) of all known fire door assemblies as part of this solicitation. Preventative Maintenance will be performed on a quarterly basis and include all components of fire door assemblies. All PM visits shall be scheduled and coordinated through the COR or designee during normal business hours. Fire Door assembly Preventative Maintenance shall include, but not be limited to the following; Ensure that all door assembly rating labels are intact and legible. Fill and/ or repair holes or breaks in door surfaces and frames. Ensure glazing, vision light frames, and glazing beads are intact. Properly align doors, frames, hinges, hardware, and thresholds. Replace any missing or broken parts. Ensure door clearances around frames and at thresholds are appropriate. Ensure self-closure devices operate. Repair or replace any device that does not operate as it should. Confirm that coordinators are installed with an inactive leaf closing before active leaf. Ensure latching hardware operates and secures the door when closed. Adjust as needed. Auxiliary hardware does not interfere with operation of the door assembly. Ensure modifications to door assemblies do not void the labels. Check gasket and edge seals and verify for presence and integrity. Task 3: EMERGENCY CALL BACK SERVICE: Contractor shall have a technician on site within Twelve (12) hours of request by telephone or otherwise, from contacting officer, COR or designee, for emergency services. Response will be in the event of a malfunction or failure of a fire door assembly, that has developed between regularly scheduled maintenance services. Overtime emergency call back service shall be limited to minor adjustments and repairs required to provide immediate safety of the building occupants. The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to put a fire door assembly back in service after a breakdown or malfunction. Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the Government. All repairs shall be in accordance with the equipment manufacturer s requirements and\or applicable laws, regulations, codes, etc. An extension may be granted at the discretion of the COR on a case-by-case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the door assembly as timely as possible. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. IV. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00 a.m. to 4:30p.m., excluding holidays. All service shall be performed during normal hours of coverage unless requested or approved by COR or his/her designee. V. DOCUMENTATION/REPORTS: The contractor must submit the preliminary report to the COR or designee at the time of departure. The final documentation report shall include, but not limited to the following: Fire Door Assembly and Location General condition of each item repaired. Detailed written descriptions of repairs made. In addition, each VESR must, at a minimum, document the following data legibly and in complete detail: Name of Contractor and Contract Number. Name of FSE who performed services. Contractor service VESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. Identification of door assembly to be serviced. (ID Number, Manufacturer's name, Fire door assembly, and any other Manufacturer's identification numbers.) Itemized description of services performed. Total cost to be billed for the visit. Signatures of FSE performing service described. VI. ARRIVAL (CHECK-IN/CHECK-OUT) REQUIREMENTS: The Contractor shall be required to report to Engineering Service to log in. This check in/check out is mandatory. Upon check in, ALL members of Contractor group must sign out a CONTRACTOR badge. When the service is completed, the FSE shall document services rendered on a legible VESR(s). and submit to the COR or designee, at the time of departure. C. Work sites shall be left in the same manner of cleanliness and order in which they were found. Contractor will provide their own waste disposal, if any. VII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during or after normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of door assemblies. VII. REPORTING REQUIRED SERVICES: CORRECTIONS/REPAIRS REQUIRED: The Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the fire door assemblies which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the inspection, testing and maintenance of fire door assemblies, IAW the most recent edition of NFPA 80. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. X. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of illicit drugs, alcohol, and weapons are prohibited. Enclosed containers, including tool kits, shall be subject to search. Proper PPE shall be worn, as necessary to the task being performed and/or the area, where work is being conducted. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court and immediate dismissal from the site.