J063--MVAHCS Fire Alarm Maintenance Sources Sought

The Minneapolis VA Healthcare System requires fire alarm system inspection, maintenance and repair services in accordance with the draft Statement of Work (SOW) below. This is a sources sought looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before August 26th, 2026. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. Question # Questions Vendor Responses 1. Identify your organization's socio-economic category.   2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).   3. State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks.     *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Draft Statement of Work Minneapolis VA Health Care System Fire Alarm Testing, Inspection, Maintenance, and Repairs
I. SCHEDULE OF SUPPLIES: A. Fire Alarm System Maintenance Services Contracted fire alarm services shall perform all inspections, testing, maintenance, and repairs of the facility fire alarm necessary to keep the Minneapolis VAHCS fire alarm system in compliance with the most current edition of NFPA 72: National Fire Alarm and Signaling Code. The Contractor shall provide tools, materials and labor necessary to properly perform services on this contract. Contractor shall inspect the entire fire alarm system annually. All battery chargers and the smoke detectors located in the Community Living Center will be inspected and tested on a semi-annually basis. Contractor shall include Emergency Callback Services for normal and off-hours repair of the fire alarm system and/or components. Contractor shall respond to emergencies within 4 hours and 8 hours for non-emergency calls. Contracted fire alarm services shall provide twenty-four hours per day, seven days per week monitoring of the Minneapolis VAHCS alarm system. The Contractor shall provide all parts and materials necessary to effect maintenance and repairs of the fire alarm system. During the term of the contract, the VA may replace, renovate, or improve systems and equipment by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall be maintained and/or repaired by the Contractor at no additional cost to the VA unless there is a resulting increase or decrease in contract requirements. Buildings are protected by a Gamewell/FCI (Fire Control Instruments) E3 addressable fire alarm system with a Network Graphic Annunciator (NGA) LCD touch screen that serves as the primary interface with the control panel in room 1T-108. Remote NGAs are located near the Employee Entrance and in the VA Police Office. The Contractor shall be responsible for providing inspection, maintenance and repair of the fire alarm systems wiring and circuitry during the inspection, maintenance and repair of the fire alarm systems themselves. The cost of this work shall be included in the cost of the servicing of the individual systems. The Contractor shall ensure that all software/firmware of the fire alarm systems are up to date to the most current version during inspection and testing and complete all software/firmware updates as necessary to bring them up to date. Inspection, testing, maintenance and repairs of the fire alarm system shall be performed between September 1st and December 31st, to be consistent with the completion of previous year testing timeframes. The CLC fire alarm system shall also be inspected, tested, maintained and repaired between April 1st and April 30th. Contractor is responsible for scheduling and associated costs for elevator technicians to assist with the servicing of the fire alarm system(s) associated with elevators.
II. GENERAL INFORMATION: A. Safety Procedures The contractor shall comply with all VA and OSHA safety code requirements. B. Hazardous Conditions If the inspector encounters equipment that is in a condition that may endanger the life or property, the inspector shall immediately notify the Engineering Department POC of the condition requiring immediate action. Within 24 hours the inspector shall provide a written report to the COR or Site Safety Officer of the hazardous condition and recommended corrective action. D. Employee Number and Qualifications - The Contractor shall provide a minimum of 2 Certification in Engineering Technologies (NICET) Level II (minimum) certified technicians and one service manager with NICET level III to perform services under this contract. At least one of the technicians will be trained and certified to service/program Gamewell/FCI E3 fire alarm systems. Contractor employee certifications shall be provided upon request to VA officials. E. The Contractor shall not interrupt or interfere with the operation of any existing activity on the premises or at the location of the work. F. The Contractor shall clean up, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance. G. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/VHA. H. Employees shall not disturb desks or any administrative spaces. Employee will not use VA/VHA telephones, copiers, or any other office equipment intended for official Medical Center use. Employees will not disturb drawers, cabinets, or other storage areas. III. DESCRIPTION/SPECIFICATIONS: A. Notification 1. Contractor shall provide a minimum of two weeks-notice to the Site Safety Officer before proceeding with services and then a notice at two days prior and after the testing. B. Inspection and Testing Requirements 1. Inspection and Testing frequencies from the most current edition of NFPA 72: National Fire Alarm and Signaling Code. 2. Contractor shall provide an implementation plan that details how all the Inspections and Testing of equipment will be conducted. 3. During the inspection and testing process, conduct a review of the software and firmware being used by the MVAHCS. Contractor shall provide recommendations to the VA regarding the costs vs. benefits of upgrading software and firmware to newer versions. 5. Identify potentially detrimental site conditions that could compromise the performance of mechanical and/or electronic components of the fire alarm system. 6. Inquire about any changes or modifications of the fire alarm system. 7. Inquire about changes in the general occupancy environment, operations and conditions relating to the fire alarm system. 10. Compile a complete report of the Inspection and Testing, explaining any deficiencies and corrective action taken in accordance with recognized codes for care and maintenance. 12. Contractor shall work with the VA on periodic programming of messages into the Voice Alarm Channels. D. Maintenance and Repair of Fire Detection and Alarm System Contractor shall provide preventative maintenance services on the fire alarm systems at the MVAHCS. The contractor shall provide Emergency Callback Services (ECS): ECS consists of responding to a service call and beginning to take corrective action within four (4) hours. ECS shall be provided twenty-four (24) hours a day, seven (7) days a week. Service Tickets: Contractor shall have service ticket on each service call signed by the MVAHCS designated representative. Service ticket shall describe the work performed and provide the date and time of service. Contractor personnel shall check in and out with an MVAHCS representative when arriving and leaving the site check via email or phone call. Any incomplete work shall be reported to an MVAHCS representative prior to leaving MVAHCS property. Equipment malfunctions shall be corrected within at least two days, or longer upon MVAHCS approval. F. Inspection, Testing, Maintenance, and Repair Records After completing regular inspection, testing, and maintenance, the Contractor shall furnish written list of deficiencies in the fire alarm system to the COR or Site Safety Officer within two (2) business days. Within 14 calendar days of the inspection, testing, and maintenance, the Contractor shall provide a formal written report to the COR and Site Safety Officer that includes the following (1 hard copy and 1 electronic copy): Contractor s Inspection and Testing Form that includes all the information required by the most current edition of NFPA 72, Chapter 7: National Fire Alarm and Signaling Code. A record of the completed inspection, maintenance and/or repair items. The record shall include any problems noted with the system, including inoperable or unsupervised devices or equipment, or devices that cannot be calibrated, tested, serviced in accordance with the manufacturer s recommendations. Reports shall include the software and firmware version, system address, physical location, device description, operational status and condition of the device. Reports shall include all fire alarm system deficiencies found and suggested corrective action. Maintenance log report summarizing preventive and non-preventive maintenance performed on equipment covered by this contract. The Contractor must be able to properly troubleshoot and diagnose all aspects of fire alarm system failures. When fire alarm systems fail completely (i.e. irreparable system failure), the technician s Supervisor shall provide the MVAHCS with a written statement and itemized quote assessing the fire alarm system failure and that they have verified the fire alarm system has been properly diagnosed and concur with the technician s assessment. The VA reserves the right to enlist a third-party expert to provide a 2nd opinion. It is the responsibility of the Contractor to reassess their proposed repairs and either reaffirm or correct their proposal based on the expert s notes. The reassessment shall include at a minimum, a substantive analysis of the third-party expert s points that contradict the Contractor s original conclusion. This reassessment shall be submitted within 5 business days of receipt of the third-party expert s opinion. The Contractor shall furnish testing to the following auxiliary Fire Alarm devices and systems which communicates/signals the main Fire Alarm System in Bldg. 70: Data Center Suppression System 2B105. Fire Alarm Roll Down Doors in Outpatient Pharmacy (1R-101), SCI Pharmacy (SC, & Uniform Issue (1N-104). Dust collector V. QUALITY CONTROL: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The quality control program plan shall be supplied to an MVAHCS representative upon request. IX. RECOGNIZED HOLIDAYS: A. Unless contacted for an ESC, the contractor is not required to perform services on the following holidays: 1. New Year s Day 2. Martin Luther King Jr. s Birthday 3. President s Day 4. Memorial Day 5. Juneteenth 6. Independence Day 7. Labor Day 8. Columbus Day 9. Veteran s Day 10. Thanksgiving Day 11. Christmas Day X. HOURS OF OPERATION: A. The contractor shall coordinate with the COR, ATS Shop and Site Safety Officer to determine when inspection, testing, maintenance or repair can be performed. E. Normal business hours, when regular Contractor service shall be available to the government, are Monday through Friday, from 7:30 am to 4:00 pm, federal holidays excluded. C. When inspection, testing, maintenance, or repair will interfere with building operations; it shall be performed after normal business hours.
XII. SECURITY REQUIREMENTS: Contractor staff are required to conform to MVAHCS s security and privacy requirements as described below. The following security language is applicable to Contractor staff who will enter MVAHCS facilities. Contractor staff will utilize a temporary vendor s security badge until a permanent security PIV badge can be issued. Temporary badge use will not exceed 30 calendar days. The Contractor shall comply with MVAHCS security, access, and badging requirements. Employees must provide fingerprints and be able to pass a background check so they can obtain a security access badge. All Contractor staff will need a valid individual personal or professional email account that can be easily checked. Notifications regarding fingerprint scheduling/appointments, background investigation tasks, and Training Management System (TMS) required classes will be sent to their email address throughout the badging process. Appropriate vendor staff (as determined by the VA) performing the duties of the Statement of Work shall complete the computer-based training course TMS 10176 Infosec/Rules of Behavior . Contractor staff shall be escorted while on VHA property. The Contractor will submit all required security badging documents for each employee within five (5) business days from the award date of contract. All documents must be legible. The following documents will be sent to the Contractor via email after contract is awarded.   OF 306 Must be Typed. Submission of handwritten forms will not be acceptable. Self-Certification VA 10-2417 Employee Fingerprint Resource Form XV. BUILDING DESCRIPTIONS: Building 9: Approximately 30,000 ft2, multistory building. Building is fully sprinkled (dry sprinkler system) and has a single elevator. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 10: Approximately 25,000 ft2, multistory building. Building is fully sprinkled (dry sprinkler system) and has a single elevator. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 47: Approximately 3,600 ft2, multistory building. Building is fully sprinkled. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 49/49A: Approximately 75,000 ft2, multistory building. Building is fully sprinkled and has 2 elevator banks. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 68: Approximately 30,000 ft2, multistory building. Building is fully sprinkled and has a single elevator. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 69: Approximately 30,000 ft2, multistory building. Building is fully sprinkled. Fire alarm system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 70: Approximately 1,200,000 ft2, multistory building is fully sprinkled, has smoke control zones, multi-elevator banks, door controllers, kitchen interconnections, and dry pipe systems. Fire alarm system is networked with the Fire Alarm Network System located within the building, but has a separate DACT for standalone operation. Building 72: Approximately 10,000 ft2, single story building. Building is fully sprinkled and has a gas detection system. The new system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 73: Approximately 5,000 ft2, single story building. Building is fully sprinkled. The new system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 74: Approximately 5,000 ft2, single story building. Building is fully sprinkled. The new system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 75: Fisher House II is approximately 14,606 ft2, two-story building. Building is fully sprinkled. The new system has its own DACT for standalone operation with dial-up operation to St. Paul Fire. Building 76: Spinal Cord Injury/Disorder Center is approximately 62,000 ft2, two-story building (including basement). Building is fully sprinkled. The new system has its own DACT for standalone operation with dial-up operation to St. Paul Fire. Building 78: Parking ramp elevator areas only. Fire alarm system is networked with the Fire Alarm Network System located in Building 70. Building 79: Approximately 13,550 ft2. Building 80: Approximately 15,550 ft2. Building 89: Business office space. Fire alarm system is networked with the Fire Alarm Network System located in Building 70. Building 222: Approximately 62,000 ft2, multi-story building. Building is fully sprinkled. The new system shall be networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Building 224: Approximately 13,500 ft2, single story building. Building is not sprinkled. The new system is networked with the Fire Alarm Network System located in Building 70, but has its own DACT for standalone operation. Appendix A Description of Existing System A. Fire-alarm signal initiation occurs by one or more of the following devices and systems: 1. Manual stations. 2 Heat detectors. 3. Smoke detectors. 4. Duct smoke detectors. 5. Verified automatic alarm operation of smoke detectors. 6. Automatic sprinkler system water flow. 7. Heat detectors in elevator shaft and pit. 8. Fire-extinguishing system operation. 9. Fire standpipe system. 10. Line loss. 11. Generator start-up. 12. FACP circuit trouble. 13. 1 degree and 2 degree power loss. 14. Dry Air System B. Fire-alarm signal initiates the following actions: 1. Activates voice/alarm communication system. 2. Identifies alarm at fire-alarm control unit and remote annunciators. 3. Transmits an alarm signal to the remote alarm receiving station. 4. Unlocks electric door locks in designated egress paths. 5. Releases fire and smoke doors held open by magnetic door holders. 6. Recalls elevators to primary or alternate recall floors. Activates elevator bank shunt trip. 7. Records events in the system memory. 8. Records events by the system printer. C. Supervisory signal initiation is caused by one or more of the following devices: 1. Valve supervisory switches (Sprinkler, Standpipe Control, PIV, Main Gate). Operation of valve shall sound a supervisory signal at the Main Control Unit until silenced by manual off switch. 2. Low-air-pressure switch of a dry-pipe sprinkler system. 3. Elevator shunt-trip supervision. D. System trouble signal initiation is caused by one or more of the following devices and actions: 1. Open circuits, shorts, and grounds in designated circuits. 2. Opening, tampering with, or removing alarm-initiating and supervisory signal-initiating devices. 3. Loss of primary power at fire-alarm control unit. 4. Ground or a single break in fire-alarm control unit internal circuits. 5. Abnormal ac voltage at fire-alarm control unit. 6. Break in standby battery circuitry. 7. Failure of battery charging. 8. Abnormal position of any switch at fire-alarm control unit or annunciator. 9. Fire-pump power failure, including a dead-phase or phase-reversal condition. 10. Low-air-pressure switch operation on a dry-pipe or pre-action sprinkler system. E. System Trouble and Supervisory Signal Actions: 1. Annunciates at fire-alarm control unit and remote annunciators. 2. Records the event on system printer. 3. Arranges trouble signals for automatic reset (non-latching). 4. Alarm signals from smoke detectors at pressurization air supplies have a higher priority than other alarm signals that start the system. F. Smoke-Alarm Verification: 1. Initiates audible and visible indication of an "alarm-verification" signal at fire-alarm control unit. 2. Activates an NRTL-listed and -approved "alarm-verification" sequence at fire-alarm control unit and detector. 3. Records events by the system printer. 4. Sounds general alarm if the alarm is verified. 5. Cancels fire-alarm control unit indication and system reset if the alarm is not verified. G. Elevator Recall: 1. Smoke detectors at the following locations initiate automatic elevator recall. a. Elevator lobby detectors except the lobby detector on the designated floor. b. Smoke/Heat detector(s) in elevator machine room. 2. Elevator lobby detectors located on the designated recall floors are programmed to move the cars to the alternate recall floor. 3. Water-flow alarm connected to sprinkler in an elevator shaft and elevator machine room shut down elevators associated with the location without time delay. 4. Water-flow switch associated with the sprinkler in the elevator pit may have a delay to allow elevators to move to the designated floor. H. Door Controls: Door hold-open devices that are controlled by smoke detectors at doors in smoke barrier walls are connected to fire-alarm system. I. Remote Smoke-Detector Sensitivity Adjustment: Controls select specific addressable smoke detectors for adjustment, displays their current status and sensitivity settings, and changes those settings. Allows controls to be used to program repetitive, time-scheduled, and automated changes in sensitivity of specific detector groups. Records sensitivity adjustments and sensitivity-adjustment schedule changes in system memory and print out the final adjusted values on system printer. J. Remote Control Capability: Each building fire alarm control unit is installed and programmed so that each must be reset locally after an alarm, before the main fire alarm control unit can be reset. After the local building fire alarm control unit has been reset, then the system acknowledge, reset, silence or disabling functions can be operated by the main fire alarm control unit. K. General: 1. An emergency voice communication system is installed throughout Building 49, 49A, 70, 76, 79 and 80. 2. Upon receipt of an alarm signal from the building fire alarm system, the VCS automatically transmits a pre-recorded fire alarm message throughout the floor in alarm, the floor above, and the floor below. 3. A digitized voice module is used to store each prerecorded message. 4. The VCS is arranged as a dual channel system capable of transmitting two different messages simultaneously. 5. The VCS supervises all speaker circuits, control equipment, remote audio control equipment, and amplifiers. L. Speaker Circuit Control Unit: 1. The speaker circuit control unit includes switches to manually activate or deactivate speaker circuits grouped by floor in the system. 2. Speaker circuit control switches provide on, off, and automatic positions and indications. 3. The speaker circuit control unit includes visual indication of active or trouble status for each group of speaker circuits in the system. 4. A trouble indication is provided if a speaker circuit group is disabled. 5. A lamp test switch is provided to test all indicator lamps. 6. A single "all call" switch is provided to activate all speaker circuit groups simultaneously. 7. A push-to-talk microphone is provided for manual voice messages. 8. Remote microphones are provided at the Outpatient Entrance Manned Station (Building 70, near room C1-183) for manual "all call" messages. 9. A voice message disconnect switch is provided to disconnect automatic digitized voice messages from the system. The system is arranged to allow manual voice messages and indicate a system trouble condition when activated. M. Speaker Circuit Arrangement: 1. Speaker circuits are arranged such that there is one speaker circuit per smoke zone. 2. Audio amplifiers and control equipment are electrically supervised for normal and abnormal conditions. 3. Speaker circuits are either 25 VRMS or 70.7 VRMS with a minimum of 50% spare power available. 4. Speaker circuits and control equipment are arranged such that loss of any one speaker circuit will not cause the loss of any other speaker circuit in the system. N. Digitized Voice Module (DVM): 1. The Digitized Voice Module provides prerecorded digitized evacuation and instructional messages. The messages shall be professionally recorded and approved by the COTR prior to programming. 2. The DVM is configured to automatically output to the desired circuits following a 10-second slow whoop alert tone. 3. The DVM is supervised for operational status. 4. Failure of the DVM will result in the transmission of a constant alarm tone. O. Audio Amplifiers 1. Audio Amplifiers provide a minimum of 50 Watts at either 25 or 70.7 VRMS output voltage levels. 2. Amplifiers are continuously supervised for operational status. 3. Amplifiers are configured for either single or dual channel application. P. Tone Generator(s): 1. Tone Generator(s) are capable of providing a distinctive three-pulse temporal pattern fire alarm signal as well as a slow whoop. 2. Tone Generator(s) are continuously supervised for operational status. Q. Notification Appliances: Individually addressed, connected to a signaling line circuit, equipped for mounting as indicated and with screw terminals for system connections. R. Addressable Interface Devices: 1. Microelectronic monitor modules, NRTL listed for use in providing a system address for alarm-initiating devices for wired applications with normally open contacts. 2. Have unique addresses that report directly to the building fire alarm panel. 3. Monitors normally open or normally closed devices for both alarm and trouble conditions. 4. Terminal designations differentiate between the circuit to which they are reporting from and the device that they are monitoring. S. Smoke Barrier Door Control: 1. Door holder control circuits are electrically supervised. 2. Smoke detectors are not an integral part of door holders. Each door holder has two (2) adjacent smoke detectors. T. Digital Alarm Communicator Transmitter 1. Digital alarm communicator transmitter shall be acceptable to the remote central station and shall comply with UL 632 and be listed and labeled by an NRTL. 2. Unit receives an alarm, supervisory, or trouble signal from fire-alarm control unit. It automatically captures two telephone line(s) and dials a preset number for a remote central station. When contact is made with central station(s), signals are transmitted. If service on either line is interrupted for longer than 45 seconds, transmitter initiates a local trouble signal and transmits the signal indicating loss of telephone line to the remote alarm receiving station over the remaining line. Transmitter automatically reports telephone service restoration to the central station. If service is lost on both telephone lines, transmitter initiates the local trouble signal. 3. DACT has an integral rechargeable battery and automatic charger. 4. DACT conducts a self-test automatically every 24 hours with report transmitted to central station.