J059--Manchester VAMC Fire alarm Service

Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain a qualified vendor to provide Maintenance and Repair of the Simplex 4100 Fire Alarm System at the Manchester VAMC This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought, please ensure that you indicate your DUNS number on your response. The Veterans Health Administration (VHA) is seeking to obtain a qualified vendor to provide Maintenance and Repair of the Simplex 4100 Fire Alarm System at the Manchester VAMC per the general requirements below. The services shall be provided at the all locations below. The standard of services shall be of quality; meeting or exceeding those outlined in the general performance work statement as described below. Refer to the Performance Work Statement section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. PERFORMANCE WORK STATEMENT Maintenance and Repair of the Simplex 4100 Fire Alarm System INTRODUCTION This contract includes but is not limited to: provide all equipment, tools, labor, to perform regular and 24 hour emergency service repair (including emergency call back) of the fire alarm system at the VA Medical Center in Manchester, NH located at 718 Smyth Road. The proposed term of the service is one year from the date of the award. There will be four additional renewal option years to be re-evaluated and awarded annually. DEFINITIONS/ACRONYMS Engineer (ing) - Supervisor or designee. CO: Contracting Officer COR: Contracting Officer's Representative. WHEN (business hours): Weekends, Holidays, Evenings, and Nights. (Anytime outside of Normal Business Hours (Monday-Friday 7:00am-4:30pm) ESR: Engineering Service report document containing a summary of the services rendered as outlined under the terms and conditions of the contract. Authorization Signature: COR signature; indicates work status is accepted as stated in ESR. VAMC - Department of Veterans Affairs Medical Center. SCOPE The scope of work (PWS) for this project is maintenance and repair of the existing fire alarm system during normal working hour M-F 7am-4:30pm With After-hours availability at the VA Medical Center, Manchester NH. When the services of this contract are required, Tyco shall be notified by the VA Medical Center to mobilize for their maintenance and repair services as outlined in this contract. Work under this contract is to include but not limited to the following items: Mobilize service during normal working hours from 7:00am-4:30pm Mobilize service as needed Parts, programming, diagnostics, testing (of associated work) and labor Provide after-hours pricing Provide contact phone number and account numbers EQUIPMENT LIST This contract is to cover the following equipment/devices as part of the fire alarm system installed campus wide. FIRE ALARM PANELS - - - LOCATION EQIPMENT TYPE MODEL SERIAL # QUANTITY - - - BUILDING #1 True Site Node 10 N/A N/A 1 BUILDING #1 NODE 1 (MAIN CONTROL PANEL) 4100ES 11520511 1 BUILDING #1 NODE 9 4100U 14211211 1 BUILDING #1 NODE 8 4100U 12781211 1 BUILDING #2 NODE 2 4010 H98965 1 BUILDING #3 NODE 3 4010 H98975 1 BUILDING #4 NODE 4 4010 H99999 1 BUILDING #5 NODE 5 4010 H98964 1 BUILDING #6 NODE 6 4010 H98975 1 BUILDING #7 NODE 7 4100U 11188611 1 BUILDING #1E NODE 11 - 4100u - 13853320 1 BUILDING #1 LCD ANNUNCIATOR N/A N/A 1 BUILDING #15 LCD ANNUNCIATOR N/A N/A 1 BUILDING #1 LCD ANNUNCIATOR N/A N/A 1 BUILDING #1 Radio Master Box - 2 BUILDING #1 NAC EXTENDERS N/A N/A 8 PEROPHERAL DEVICES PHOTO ELECTRIC SMOKE DETECTORS 167 PULL STATIONS 128 DUCT SMOKES 36 HEAT DETECTORS 25 WATER FLOW SWITCHES (ALARM TIE IN ONLY) 26 TAMPER SWICTHES (ALARM TIE IN ONLY) 31 DOOR HOLDERS 18 SPEAKER STROBES 281 STROBE ONLY - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 118 PERFORMANCE REQUIREMENTS All service work shall be completed during normal hours (7am-4:30pm) as well as WHEN hours when notified by the VA Medical Center. Once a service call has been initiated by VA staff, it is expected that a Technician shall arrive no later than 2 hours after the service call has been made. All travel cost associated with this contract are to be included in the contract cost. Additional cost will not be given to the Contractor for what they deem out of scope. The contractor under this PWS will be responsible for all: parts, programming, diagnostics, testing (of associated work) and labor required to carry out all the services as outlined in this PWS. This Medical Center is considered a Critical Care facility; therefore as part of this contract, all equipment associated with the fire alarm shall be kept in 1st class condition and proper working condition 24/7. This contract shall include all underground and above ground conductors and fiber optics associated with the fire alarm system. The contractor shall have the capability of producing electronic documents that shall be able to interface with the systems used by the VA, Facilities Management Service (FMS) at the VAMC-Manchester. The contractor shall submit electronic copies of all documents via email whenever possible to the Contracting Officer (CO) or Contracting Officer s Representative (COR). The Contractor shall submit hardcopies if requested by the CO or COR. All tools must be kept in eye contact at all times, when workers are taking breaks or leaving the site, tools must be removed and stored in a safe place. All labor rates will comply with applicable Wage Rate Determinations by the Department of Labor. At no time shall the fire alarm be left in trouble mode for a period of longer than 12 hours (starting once technician arrives) unless approved by the COR. No system will be left out of service at the end of a workday, or over a weekend without permission from the VA. All; devices, equipment, switches, etc., must be verified that they are enabled/reset prior to end of workday. Within 10 days of contract award the contractor shall provide a quality management (QM) plan, outlining how they will determine that the system is left in working order once service has been completed. If the contractor cannot resolve any issues with the fire alarm (within 12 hours) that they were dispatched for, an action plan must be written and forwarded to the COR for review and approval. This action plan shall contain the following information: summary of the problem, why the problem can t be fixed in allotted time, expected date and time of when the problem will be resolved. Insufficient labor will not be a valid reason of why the work has not been completed. The contractor shall have on hand a supply of spare parts sufficient for expedited repairs of this critical life safety system. VA has spare fire alarm components (smokes, heats, pull stations, strobes) that the contractor may use, but must replenish once they have replacement parts on hand (within 1 week). Unlimited service calls shall be provided 24 hours a day, 7 days a week, for repairs associated with: equipment failures (replacement of devices and damaged equipment), fire alarm not functioning properly and upgrading equipment that is beyond its useful life. Contractor is responsible for all costs of material and parts needed to repair any problem that arises with any fault or failure of the fire alarm system. All Technicians working on the fire alarm shall wear and use the required safety PPE (personal protection equipment) as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the CO or COR for resolution through the on station Safety Manager. A key for locked areas will be provided by the COR of the project or Police Services (during WHEN hours) upon notification form the service technician. COR must be immediately notified of any conditioned discovered through this contract that could result in extended duration of a non-compliant fire alarm system. If the Technician notices a component this is close to failure and not associated with the service call in which they were mobilized for, they must immediately be resolved and or addressed. The ESR that is generated for each service call is to be submitted to the COR for review and record within 24 hours of completing the service call. This 24hour constraint is only applicable during working hours and is not expected to be completed during WHEN hours. All work is to meet or exceed the minimal requirements set forth by the following codes: NFPA: 70, 70E, 72, 99 and 101 National Electric Code (NEC) Upon arriving at the Medical Center, the Contractor (Alarm Technician) shall check in with the COR (to be determined) once arriving onsite during normal business hours. The Contractor shall be required to obtain a contractor badge and an escort to the location requiring the service. During WHEN hours the contractor shall be required to check in with Police Services to assist in escorting them to the area requiring service. VA COR is to be provided with copies of Technicians NICET certification as well as their OSHA 10 documentation for review and record prior to the start of this contract. Contractor is to supply and apply decals that shall contain an afterhours phone number that is to be called when mobilization of the fire alarm technician is required. The fire alarm panel and all NODES shall have this contact sticker applied to the front of the panel. The VA has the right to refuse any subcontractor based on past performance/experience. All work shall be performed in a manner which would present the least amount of distribution to the healthcare facility. In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor needs to have a person at the buildings local fire alarm panel, and the Tru Site work station to confirm the signal and reset alarms. SUMMARY OF CONTRACT DELIVERABLES The following items (at minimal) are required to satisfy the requirements of this contract relating to the maintenance and repair of the 4100-fire alarm system. If any of the following items are not met the Contractor may be considered to be in breach of their contract: Two (2) hour service response time for all service calls Decals are to be supplied and applied at all panel and Nodes location with contact info. All hardware required to repair the fire alarm system shall be part of this contract All technicians shall have a minimum of OSHA-10 certification Provide a list of service technicians that may be dispatched to the Manchester VA ESR shall be completed and forwarded electronically to the COR for record: Reports shall include name and contact information of technician, date and time of work performed, duration of service call, description of service call If immediate resolution cannot be achieved, an action plan must be submitted and approved by the COR within twelve hours (12) hours of service call being made. All work shall be performed in accordance with NFPA 72,70,70E,101,99 CONTRACTING OFFICERS REPRESENTAIVE (COR) The CO & COR of the project will be determined at the time of contract award. The CO is the only person who has the authority to modify this contract. The COR will be managing the contract for the CO, all questions regarding the contract shall be addressed to either the COR or the CO in writing for resolution. If the contractor ever cannot meet the requirements of this contract, the CO is to be notified immediately for direction on how to proceed.