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COMBINED SYNOPSIS/SOLICITATION

General Information
Action Code:
Combined Synopsis Solicitation
Document Type:
Request for Quotations (RFQ)
RFQ Number:
36C24922Q0643
Posted Date:
January 3, 2023
Response Date:
January 18, 2023 @ 11:00AM CT
Classification Code:
J045
Set Aside:
100% Service Disabled Veteran Owned Small Business Set-Aside
NAICS Code:
561210
Contracting Office Address
Network Contracting Office 9
ATTN: Diane Ziegler
Department of Veterans Affairs Contracting Office, Suite 400
1639 Medical Center Parkway
Murfreesboro, TN 37129
(615) 225-6479
diane.ziegler@va.gov

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

(ii) This solicitation is issued as a request for quotations (RFQ) # 36C24922Q0643.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) FAC 2022-08, effective 10-2022 and 52.212-5 FACs 2022-5 and 2022-8 effective 10-2022 and Acq Policy Flash 23-02.

(iv) This procurement is a 100% Service Disabled Veteran Owned Small Business Set-Aside. The associated North American Industrial Classification System (NAICS) code for this requirement is NAICS Code 561210 Facilities Support Services ($47.0 Million) SBA Size Standard.

(v) This is a service contract to provide Fire Suppression System Inspection and Testing Service. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination.

(vi) The following solicitation provisions apply to this acquisition:
1. FAR 52.212-1, Instructions to Quoters Commercial Items (Addendum attached)
2. FAR 52.212-2, Evaluation-Simplified Acquisition Procedures
3. FAR 52.212-3, Offerors Representations and Certifications Commercial Items
(www.sam.gov registration is required to be complete at time of submission of response)

(vii) The following clauses are applicable to this acquisition:
FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services and any addenda to the clause.
FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services and regarding which, if any, of the additional FAR clauses cited in the clause are applicable to this acquisition.

(viii) Quotes are due January 18, 2023, by 11:00 AM CT. Quotes shall be submitted via email to diane.ziegler@va.gov . Quotes received after this date and time will be considered late in accordance with FAR Provision 52.212-1 and will not be evaluated unless the Contracting Officer determines the late quote will be accepted IAW FAR 52.212-1(f)(2)(i)(A-C). Instructions are listed on pages 7-10.

Quoters shall review the below Statement of Work (SOW) and provide pricing using the following Price/Cost Schedule.
PRICE/COST SCHEDULE
Base Year
03/01/2023 through 09/30/2023
CLIN
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
0001
Contractor shall provide Fire Suppression System Inspection and Testing in accordance with the Statement of Work.
7
MO
Option Year 1
10/01/2023 through 09/30/2024
CLIN
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
1001
Contractor shall provide Fire Suppression System Inspection and Testing in accordance with the Statement of Work.
12
MO
Option Year 2
10/01/2024 through 09/30/2025
CLIN
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
2001
Contractor shall provide Fire Suppression System Inspection and Testing in accordance with the Statement of Work.
12
MO
Option Year 3
10/01/2025 through 09/30/2026
CLIN
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
3001
Contractor shall provide Fire Suppression System Inspection and Testing in accordance with the Statement of Work.
12
MO
Option Year 4
10/01/2026 through 09/30/2027
CLIN
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
4001
Contractor shall provide Fire Suppression System Inspection and Testing in accordance with the Statement of Work.
12
MO
Total Price Base + Options
STATEMENT OF WORK (SOW)

Fire Suppression System Inspection and Testing
Robley Rex Veteran Administration Medical Center (VAMC)

1.0 Required by Contractor:
Hours of Operation. The contractor shall coordinate with the Maintenance Supervisor to decide when testing maintenance and repair can be performed. Testing, maintenance, and repair can be performed during normal business hours when it does not interfere with building operations. When testing, maintenance or repair will interfere with building operations, it shall be performed after normal business hours.
Contract conduct. All persons furnished by the Contractor (including subcontractors) are the sole responsibility of the Contractor. The Contractor shall be responsible for their compliance with all laws, rules, and regulations.
Executive Accounts Representative. The Contractor shall assign an individual to work directly with the Maintenance Supervisor. This individual shall be the point of contact for problems the Hospital encounters that have not been resolved. The individual assigned should be someone within the contractor s organization that has the authority to resolve issues and is an official of the company.
The contractor Shall report to the Contracting Officer Representative (COR) (Building Maintenance Section, Room B016, ext 55420) prior to and after any work is performed every day that is required to complete the job. If the job cannot be completed by 4:30pm, a status of progress is to be provided to the COR before 4:30p.

2.0 Scope of Work:
General The contractor shall inspect and test. Contractor shall provide written report of findings that complies with EC02.03.05.2. for the following location:
Robley Rex VA Medical Center
800 Zorn Ave
Louisville, KY 40206.

Initial inspection and test. If ordered, the Contractor Shall perform a full initial inspection and test of a fire suppression system as covered in National Fire Protection Association (NFPA) 25 most current revision.
Full inspection and testing. The contractor shall perform normal fire sprinkler system inspection and testing as covered in NFPA 25.
Line-item services. When the contractor s proposal has prices listed for individual lines items, the Government may order those services using the line-item description. All services shall be performed in accordance with applicable codes.
Non-standard services. Non-standard services are those not listed as line items in the contractor s proposal Shall be set forth in individual purchase orders. Such services shall be negotiated with the contractor, and services shall be performed only after the scope of the work, the qualifications of the contractor s organization to accomplish the services, the cost of the services have been agreed upon and a Purchase order issued.
Sprinkler system changes. The government will inform the contractor of any changes to the due to construction or remodeling projects not covered by contract.

3.0 Performance Requirements:
All fire sprinkler systems, tests, inspections, alterations, and repairs performed under this contract shall comply with the latest revision of including all appendix chapters. Anywhere NFPA 25 states should will be taken to mean shall .
Housekeeping. The contract shall leave areas where he performs work neat, clean, and orderly.
Material Safety Data Sheets (MSDS s). The contractor shall provide current MSDS s for all hazardous materials brought into the building. This information will be provided to the Maintenance Supervisor.
Fire sprinkler system Operability. The contractor shall ensure that the fire sprinkler system is always maintained operable except while being tested or repaired. It is essential that the contractor carefully schedule with the Maintenance Supervisor all non-emergency shutdowns of the sprinkler system and that Maintenance supervisor and safety manager are made aware of any instances where the system will be down for testing or service longer than 8 consecutive hours. In addition, regardless of the duration of the shutdown, the affected portion of the system shall be refilled and verified that the protection has been restored.
4.0 Qualification of Contract Employees:
Number of employees. The contractor shall always have available a sufficient number of capable and National Institute for Certification In Engineering Technologies (NICET) qualified employees to enable the contractor to properly, adequately, and safely perform all work required under the terms of this contract.
Fire sprinkler Technicians. Fire Sprinkler technicians performing contract work shall meet NFPA 25 qualifications and hold at least a Journeyman level certification for Fire Protection systems Maintenance, installation, and repairs. Additionally, the Technician must have experience in the past five years in sprinkler system testing, repair, maintenance, installation, and related activities of buildings and equipment comparable to the buildings and equipment covered by this contract.
Addressable Systems. Upon any maintenance or testing activities contractor shall request system bypass through COR, Maintenance Supervisor or Electric shop Work Leader to ensure no false alarms are transmitted to monitoring company or local fire department.
Licenses & Permits. Contractor and subcontractor personnel engaged in the activities specified by this contract shall be also required to possess certificates of training, licenses, and permits as required by the state, county, parish, city, and other local jurisdictions when Sprinkler system is installed in a facility covered by such state, county, parish, city, and other jurisdictions.
Documentation. The contractor shall provide to the COR documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. The contractor shall insure that all certificates of training, licenses, permits, and bonds are current and valid.

5.0 Special Work Requirements:
Recording Presence. Each contract employee must check in at the Maintenance shop (B016) when entering the building and state the purpose of the visit (for example, scheduled maintenance, service call, or repairs) and sign out when leaving the building. If after business hours, each contract employee must sign at the Boiler Plant (Building 8) and sign out when leaving the building. Supervisory employees shall indicate their titles adjacent to their signatures. The COR will designate the location of the log and the type of form used.
Employee Identification/Building Passes.
The contractor shall see that every new employee has a contractor identification badge before the employee starts work. The Government will furnish and fill out these passes. The contractor and the COR shall sign each pass issued. The contractor shall return all passes to the COR as employees are dismissed or terminated, and when the contract expires. All passes must contain an expiration date.
All employees shall carry their passes with them during duty hours and show them upon request. The COR or other designated personnel shall periodically check the contractor employee passes against their personal identification.

6.0 Inspection and Testing:
Testing Frequencies from the latest edition of NFPA 25, shall be used.
Testing Methods from the latest edition of NFPA 25, shall be used.

Scheduling. Within 30 days of Award, the contractor shall submit to the COR a proposed work schedule. Quarterly, Annual and Other inspection requirements (Verification of tamper switches, flow switch testing, annual system testing, Hydrant flushing and yearly Pump flow testing, 5-year internal inspections, 5-year standpipe flows and replacement of sprinkler gauges per NFPA 25 requirements.) Quarterly testing of the fire sprinkler system shall be performed every December, March, June, and September. Annual inspection requirements per NFPA 25 shall be performed every September in conjunction with the Quarterly inspection.
Notification. Before proceeding with any testing, the contractor shall coordinate the notification of all persons and facilities that receive sprinkler, supervisory or trouble signals (e.g., Maintenance Supervisor, central station, fire department). The contractor shall coordinate with the Maintenance Supervisor to ensure that all building occupants are notified that the testing has been concluded.
Damage to Fire sprinkler System. Any damage to the sprinkler system or associated equipment (e.g., Valves, pumps, gauges, or piping) caused by normal testing shall be repaired by the contractor at no additional cost to the Government. At its discretion, the Government may have a representative present to witness any or all such tests. All costs associated with this damage shall be borne by the contractor.
Safety hazards. The contractor shall immediately notify the COR of any recognized safety hazard that might severely affect building occupants.
Inspection, and Testing Records: Within fourteen (14) days after completing the inspection and testing, the contractor shall furnish a written record to the COR that includes the following:
Contractor s inspection and testing form that includes all the information required by the latest edition of NFPA 25.
Date of manufacture of fire Sprinkler System(s) and whether parts are readily available.
Note: NFPA 25 Section 7-5.2 Inspection and Testing Records and Figure 7-5.2.2, Inspection and Testing Form from the latest edition of NFPA 25 shall be used.
The record shall include any problems noted with the system, including inoperable or unsupervised devices or equipment, or devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer s recommendation. Contractor shall submit a separate written estimate for any repairs not covered under contract if requested by Government.
The record shall be provided electronically (by email) to the COR and be in a format compatible to Joint Commission Requirements for reporting.
Reporting of Deficiencies. Devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer s recommendations shall be reported as a deficiency.
Repair of deficiencies. Will be handled using a separate Purchase Order, Government will request written estimate for repairs as needed through COR
Initial Inspection and Test. Upon award, the contractor May perform an initial inspection and test of fire Sprinkler system in accordance with the Initial Acceptance Procedures in the latest edition of NFPA 25 water-based fire protection systems Code. At their discretion and at their own expense.

7.0 Emergencies:

Critical and Non-Critical service calls for repairs will be covered through government issued Purchase Orders.
Initial response to repair calls will be based on the nature of the repair, whether, in the opinion of the COR, it is critical or non-critical in nature. Critical service calls are those service calls affecting the continued occupancy of a building, or certain operations in a building which are critical in nature.
Critical Service Call response. Due to the emergency nature of critical service calls, the COR will normally make the request for service calls verbally. Requirements for critical service calls include:
After being notified of a repair request, the contractor shall have a qualified technician on-site within four (4) hours and complete the repair within sixteen (16) hours.
If the local technical representative cannot identify the problem within four (4) hours after arrival, they shall escalate the problem to the next higher level.
If the fire sprinkler system cannot be repaired within sixteen (16) hours, the technical specialist shall notify the COR with a schedule for completing the work, including a not-to-exceed cost (overtime cost if needed) and the time required. The schedule may be approved verbally but costs not covered under contract must be approved by the Contracting Officer before proceeding with the work.
Non-Critical Service calls. Requirements for non-critical service calls include:
After being notified of a repair request, the contractor shall have a qualified technician on-site within twenty-four (24) hours and complete the repair within forty-eight (48) hours.
If the local technical representative cannot identify the problem within eight (8) hours after arrival, they shall escalate the problem to the next higher level.
If the fire Sprinkler system cannot be repaired within forty-eight (48) hours, the technical specialist shall notify the COR with a schedule for completing the work, including a not-to-exceed cost (if applicable) and the time required. The schedule may be approved verbally but must be approved by the Contracting Officer before proceeding with the work. The schedule may be approved verbally.
Testing after repairs. All repairs shall be tested according to requirements of NFPA 25. A representative of the Government may witness testing. Notify the COR of the schedule for testing with sufficient notice to allow testing to be witnessed. Contractor must provide written certification that repairs are complete. The document shall also include the names and titles of the witnesses to the test.
Field Service report. The contractor shall provide, in writing, before leaving the building and field service report to include:
Suspected cause(s) of the malfunction(s), and actions to prevent reoccurrence.
A list of components used to make the repair.
Total of hours required to make the repair, including time of arrival and departure.
Signature of Plumbing shop or electric shop (Work Leader) staff.
Costs outside the scope of the contract. Any additional charges not included within the service agreement must have prior approval of the Contracting Officer before any cost are incurred. The contractor shall submit a list of components needed, the hours required and a cost proposal to make the repairs. A purchase order number must be provided on the service documentation for the repair.
Repair parts. The contractor shall be capable of providing replacement parts within 24 hours for Valves, flow switches, tamper switches, piping, hydrants, and replacement heads necessary to restore the equipment and systems covered under this contract.
Disputes. The Contracting Officer will, whenever necessary, decide whether a repair is within the scope of this contract. The contractor may dispute the Contracting Officers decision and file a claim under the Disputes Clause of this contract. Pending resolution, the Contractor Shall perform the work.
(End of Statement of Work)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS
Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.
The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far

The DOL Wage Determination for the specific locality is available at https://beta.sam.gov/search?index=wd. Please note the listing below is not all-inclusive wage determination of each area of performance. It is the contractor s responsibility to obtain and evaluate each wage determination locality.
INSTRUCTIONS TO QUOTERS
Submitting your quote: Submit your company s quote by email the address specified on page 1 of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats (8 Megabyte File Size Limitation). Vendors shall submit only one quote. If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable.

Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1. We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day.

Terms and content of your quote: Quotes must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below.

Information to be submitted:

The following information is required on your quote:
1. RFQ Number: 36C24922Q0643
2. CONTRACTOR ________________________________________ (Contractor s Name)
3. ADDRESS ________________________________________(Street-City-State-Zip)
4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email)
5. SAM UEI NUMBER ________________________________________

6. All quotes shall include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

7. Provide a statement that your company s Offeror Representations and Certifications are complete in SAM.gov.

8. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows:

AMENDMENT NO
DATE


Add rows as needed.

The above amendment section must be filled-out in the event that an Amendment(s) is sent to the offeror or posted to www.fbo.gov and must be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote.

Award will be made to the offeror determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible offerors may submit quotes. All offerors must be registered in System for Award Management (SAM) at https://www.sam.gov at time offers are due to be considered for an award of a federal contract. Registration must be complete and not missing elements such as representations and certifications. To be eligible for this set-aside your company s registration must include the appropriate NAICS code.

The Network Contracting Office 9 intends to award a Firm Fixed Price service contract for Fire Suppression System Inspection and Testing Service at the Robley Rex VA Medical Center, 800 Zorn Ave. Louisville KY 40206. The base Period of Performance (POP) is 03/01/2023 through 09/30/2023, with four (4) option years.
All questions regarding this RFQ must be in writing and may be sent by e mail to diane.ziegler@va.gov .
VENDOR QUESTIONS: Questions must be received no later than 01/09/2023 @ 11:00am CT. No further questions will be accepted after that date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 01/12/2023 5:30pm CT.

You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer.

To be considered for this award the Contractor must provide the following:

TECHNICAL

Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work.

Offeror shall provide a detailed technical description of how they will perform an initial inspection and test of fire Sprinkler system in accordance with the Initial Acceptance Procedures in the latest edition of NFPA 25 water-based fire protection systems Code.
a. Testing Frequencies from the latest edition of NFPA 25, shall be used.
b. Testing Methods from the latest edition of NFPA 25, shall be used.

Offeror shall provide written documentation of Licenses & Permits. Contractor and subcontractor personnel engaged in the activities specified by this contract shall be also required to possess certificates of training, licenses, and permits as required by the state, county, parish, city, and other local jurisdictions when Sprinkler system is installed in a facility covered by such state, county, parish, city, and other jurisdictions.

Offeror shall provide a detailed technical description of how they will always have available a sufficient number of capable and NICET qualified employees to enable the contractor to properly, adequately, and safely perform all work required under the terms of this contract.

PAST PERFORMANCE

Vendors submitting a quote shall be regularly established in the business of providing the services identified in the SOW and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract.

Vendors submitting a quote shall provide three (3) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last three years. Relevant is defines as work similar in scope of the work described in the SOW.

Contract:
Start Date of Contract:
End Date of Contract:
Reference s Name and Phone Number:
Type of work performed & product used:

PRICE

Offerors are requested to complete and return Price/Cost Schedule located on pages 2 - 3 of this RFQ.

EVALUATION

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
The following factors shall be used to evaluate quotations:

Price
Technical
Past performance

Technical and past performance, when combined, are of relative equal importance of all other evaluation factors, when compared to price. Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3.

Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Point of Contact:
Diane Ziegler
(615) 225-6479
diane.ziegler@va.gov

Attachments/Links