Description
Network Contracting Office (NCO) 2 of the Department of Veterans Affairs intends to award a sole source contract to Johnson Controls Fire Protection, LP, (former Simplex) under the authority of 41 U.S.C 253 (c) (1) FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. The proposed procurement is Firm Alarm Testing, Maintenance and Repair at the James J. Peters VA Medical Center, located at 130 W Kingsbridge Road, Bronx, New York. The following equipment items are covered under this requirement; Performance Work Statement James J. Peters VA Medical Center (Bronx VA) Fire Alarm Testing, Maintenance and Repair Service Contract 1. General: 1.1. The Contractor shall provide maintenance, repairs and testing services on the Fire Alarm System at the James J. Peters VA Medical Center, Bronx campus. The contractor is solely responsible for all preventive maintenance, troubleshooting, repair quotes detailing the specific issue, required parts and labor associated with each repair or failure. Required repairs relative to routine inspections are not included as part of the built-in costs associated with this service contract however, a provision for unscheduled and emergency repairs shall be allotted. Repairs must be approved in advance by the Contracting Officer s Representative (COR) and Safety Department Supervisor or designated representative. The contractor shall be able to provide Fire Alarm System maintenance and support services including repair and testing of commercial Fire Alarm System equipment and systems, as a primary business activity. The Contractor shall have the technology and know-how to efficiently and effectively satisfy this requirement in its entirety. The contractor shall demonstrate that it has been performing Fire Alarm Maintenance services, which must include systems of similar manufacturers, models, types, and capacities as those currently in service at the James J. Peters VAMC. The Contractor shall demonstrate that on-site and technical support staff possesses the requisite education, tools, skills, and specific experience in the support of Fire Alarm System equipment and how it sustains operation in an industrial environment. This shall include manufacturer certifications (where applicable), factory training (where applicable), previous experience, and time in service. The contractor shall demonstrate that it has direct access to manufacturers technical support for the entire Fire Alarms System in use at the James J. Peters VAMC. This shall also include factory-authorized status for one or more brands currently in service at the facility. The services provided shall meet or exceed minimum requirements set forth by Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA) 110 (levels 1 and 2), The Joint Commission (TJC), manufacturer recommendations, and as outlined in the PWS. Facilities must have fully operating and functional Fire Alarm System in the event of a utility failure or catastrophic events. 1.2. Period of Performance: Option Period 0: December 1 2025 to November 30, 2026 Option Period 1: December 1, 2026 to November 30, 2027 Option Period 2: December 1, 2027 to November 30, 2028 Option Period 3: December 1, 2028 to November 30, 2029 Option Period 5: December 1, 2029 to November 30, 2030 1.3. Place of Performance: James J. Peters VA Medical, 130 W Kingsbridge Road, Bronx, NY 10468 1.4. Hours of Operation: Perform services during normal duty hours from 8:00 a.m. to 4:00 p.m. (local time), Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the COR. There may be situations that require the contractor to work at times other than normal working hours. When the contractor s work schedule conflicts with Bronx VAMC s requirement, advise the COR and reschedule the work to minimize disruption. 1.5. Recognized Holidays: The following are approved holiday periods. Under normal circumstance, the contractor is not required to perform services during Federal Holidays. Exceptions shall be made in the case of emergencies especially if patient care may be affected. The Contractor shall have an established communication system that supports 24-hour emergency services. a. New Year s Day b. Martin Luther King, Jr. Day c. Presidents Day d. Memorial Day e. Juneteenth f. Independence Day g. Labor Day h. Columbus Day i. Veterans Day j. Thanksgiving Day k. Christmas Day 1.6. Special Qualifications: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work. The Contractor shall maintain liability insurance and show proof to contracting officer. 1.7. Contractor Personnel: The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in the SOW. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. Contractor personnel shall always display an identification badge when performing services under this contract at any Government facility. The badge shall contain a personal picture, employee s name, and bear the Contractor's name or logo. Badges shall be worn on the outer garment or worn around the neck secured by an appropriate identification card lanyard. Personnel working on or operating power generation equipment at the Bronx VAMC shall possess a factory certification. 1.7.1. Daily check-in/check-out with the COR or designee is mandatory for services performed on-site. 2. Performance Requirement: 2.1. Inspection Specification: The following items are part of the Fire Alarm System Maintenance SOW. 2.1.1. Equipment to be maintained: Nomenclature Quantity Location Main Fire Panels 3 Various Areas Remote Fire Panels 31 Various Areas Smoke Detectors 581 Various Areas Pull Stations 298 Various Areas Duct Detectors 181 Various Areas Flow Detectors 127 Various Areas Tamper Switches 50 Various Areas Heat Detectors 84 Various Areas Speaker/Strobes 902 Various Areas OS & Y Valves (Sprinkler) All over building but supervised by Tamper Switches Various Areas Fire Alarm Printer 1 Engineering Office Various Magnetic Lock Releases 55 Various Areas Door Holders 152 Various Areas 2.1.2. Quarterly Circuits Test Fire Alarm Panels 2.1.2.1. Verify that an input alarm on each input zone panel causes a panel alarm and transmit a signal to the NYC Fire Department. 2.1.2.2. Verify that the trouble circuit sounds local audible alarm and transmit a trouble signal on the base loop system if an input zone is silenced, a ground condition occurs, if power is shut off, or if there is an open on an output zone. 2.1.2.3. On the main fire alarm panel, verify that the code generator panel properly functions and that all output circuits receive signals. 2.1.2.4. Verify that electro-magnetic hold-open devices, smoke dampers or shutdown of fan units have operated properly Quarterly/Semi-annual Test of Activating Devices. 2.1.3. Scope of Work: 2.1.3.1. The contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments and equipment and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified in this contract. testing and full maintenance shall require a Journeyman Mechanic and one experienced helper. 2.1.3.2. All fire alarm equipment including smoke and heat detectors, mag lock releases, water flow switches, PIV Tamper switches, OS&Y valve and all other devices listed in chart in 2.1.1. 2.1.3.3. Building 100, 101, 105, 106, 107, 16, 110, Building 100 interstitial areas located from the third floor down to the ground floor level and including the tunnel areas, and the Fisher Houses shall be maintained at an acceptable level An "acceptable level" of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition: i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. The system must be free of troubles and supervisories at all times. The contractor is responsible for performing scheduled and unscheduled repairs, as necessary, on a 24-hour a day, 365-day per year basis including all Federal holidays. 2.1.3.4. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly stored in fireproof containers approved by the Contracting Officer s Representative (COR) and stored/disposed in accordance with the fire and safety requirements of the National Fire protection association (NFPA) Upon request from the contractor, the Government will provide storage space for his parts and material Materials shall not be stored in unauthorized areas. 2.1.3.5. The contractor awarded this maintenance contract shall be responsible for all maintenance, repairs, parts, and service calls described herein. 2.1.3.6. The maintenance contractor is responsible for the fire alarm equipment described herein: 2.1.3.6.1. Quarterly Test of Circuits Fire Alarm Panels 2.1.3.6.2. Manual Stations-Activate each device and verify: That the alarm comes in properly at the fire alarm panel That the panel properly produces the proper output code That the panel shall transmit an alarm to the NYC Fire Department 2.1.3.6.3. Smoke Detectors (including duct mounted detectors) shall be tested semi-annually to meet TJC requirements for semi- annual testing of the fire alarm system. Sensitivity testing of smoke detectors shall be tested bi-annually. Typical testing and maintenance includes cleaning of outside cover with a suitable cleaning agent, cleaning of inside of unit by vacuum or forced air to remove dust and dirt particles, and testing operation by using test smoke detectors found to have a sensitivity of 0.25 percent-per- foot obscuration or more outside the listed and marked sensitivity range shall be cleaned and recalibrated or replaced. If after five (5) years of field service, a detector has not been cleaned, it should be cleaned for the purpose of preventive maintenance to minimize false alarms. Air duct detectors shall be tested and or inspected annually to ensure that the device will sample the air stream, the test shall be in accordance with the manufacturer's instructions. 2.1.3.6.4. Fire Alarm Supervisory Circuits shall be tested annually for proper operation. The test shall include separately introducing a break in the circuit and ground fault condition in each supervised circuit. 2.1.3.6.5. Sprinkler System Water Flow Alarm Devices shall be tested semiannually in order to meet TJC requirements 2.1.3.6.6. OS&Y Valve and PIV Tamper Switches shall be tested semiannually by operating the valve to verify that a trouble alarm is sent to the fire alarm master console. 2.1.3.6.7. A fire alarm system basically consists of five different types of circuits, they are: Alarm indicating circuits: (bells, horns, speakers, chimes, strobes, sirens, flashing lights, etc.) Alarm initiating circuits: (Manual Pull Stations, detectors, water flow devices, fire pump controllers, other fire alarm or fire extinguishing panels, etc.) Alarm reporting circuits: (Public or VA fire department, private sector fire alarm monitoring company, etc.) Releasing circuits: (Smoke door closure, smoke damper release, HVAC shutdown, smoke control imitation, Halon release, etc.) Supervisory circuits: (Tamper switches) 2.1.3.6.8. Magnetic Door Releases shall be tested annually. 2.1.3.6.8.1. Operational Requirements: This requirement is for full Fire Alarm equipment maintenance and repair service, includes all parts and labor. Full maintenance and repair service are defined as all services necessary to always maintain all Fire Alarm equipment and accessories on a fully operational mode except for pre-scheduled downtime. Pre-scheduled downtime is defined as the time the Fire Alarm is placed out of service for the purpose of accomplishing repairs and/or preventative maintenance to be performed which shall necessitate the shutdown of the Fire Alarm for any length of time. All equipment shall be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and be capable of providing their initial maximum capacity and performance at all times. The contractor shall be responsible effective day one of the contract, for all Fire Alarm equipment maintenance and repairs that fall within the scope of the contract. The contractor shall maintain the Fire Alarm equipment and accessories so as to comply with the requirements of the latest edition of the American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE), the Sheet Metal and Air Conditioning Contractors' National Association, Inc (SMACNA), the original equipment manufacturer (OEM), and all other applicable Federal, State, local, VA, and other regulatory and accreditation agency laws, regulations, rules, ordinances, codes, etc. The OEM, ASHRAE, and SMACNA requirements shall be used as a guide to establish that equipment is operating safely. Calibration of Contractors' Test Equipment: The Contractor shall provide to the Contracting Officer and his/her designee with written confirmation that all gauging and measuring equipment used to check and calibrate the equipment has been calibrated according to the manufacturer's specifications or within the last twelve (12) months against a standard that is traceable to the National Bureau of Standards. Service Manuals: The Contractor shall be responsible for obtaining all technical documentation and test equipment (service manuals, diagnostic software, etc.) necessary to fulfill contractual obligations The Bronx VAMC shall not and cannot provide any such documentation or equipment to the contractor. 2.1.3.6.9. Extent of Work The contractor shall furnish all labor, tools, materials, supplies, parts, equipment and instruments to perform all work and furnish the necessary services to provide complete Fire Alarm maintenance and repairs, examination service and tests, to keep the equipment, including their controls and accessories, in optimal operating condition. Such service and maintenance shall result in work to be done at other than normal business hours so as to not interfere with normal operation of the medical center. The contractor shall provide all maintenance and repairs to the listed equipment. Preventive Maintenance: The Contractor shall make a thorough technical inspection of the equipment covered on the contract. Within fifteen (15) days after award of the contract, the Contractor shall submit a schedule of preventive maintenance inspections (PMIs) and a PMI checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the Contracting Officer. When Smoke Detectors are located at very high locations such as in the Boiler Plant Ceiling and the A/C Plant Ceiling the Contractor shall explain and give a demonstration how they shall be inspected and tested or replaced as required. Equipment placed under maintenance service for the first time shall be in good operating condition and shall be subject to inspection by the contractor within 15 days after award of the contract during this 15 day period, the contractor must reject the equipment (first time Maintenance service) if he/she deems it to be in poor operating condition Failure to reject such equipment shall constitute acceptance. A rejection notice shall be submitted to the contracting officer who reserves the right to either order the equipment repaired or delete the specific item of equipment from the contract. Any equipment which was maintained under a previous contract shall be deemed acceptable for maintenance under contract resulting from this solicitation. 2.1.3.6.10. The contractor shall be responsible for correcting all deficiencies noted during preventative maintenance. Normal preventative maintenance inspections and corresponding corrective actions shall be accomplished during normal hours which are 8 AM-5:00 PM Monday through Friday, excluding federal holidays. 2.1.3.6.11. Emergency Service: The contractor shall provide emergency repairs for all equipment on this contract. The contractor shall promptly respond to requests for service 24 hours per day, 7 days per week. Emergency repair calls can be made only by the COR or his/her designee. All calls must be responded to within two (2) hours after the initial call. The contractor shall commence work with a journeyman mechanic and helper (on-site physical response) within two (2) hours after receipt of notification and will proceed progressively to completion without undue delay Emergency service shall be to restore equipment to normal operation. 2.1.3.6.12. Qualification: The preventative maintenance and all repair work covered by this contract shall be performed by a Journeyman Mechanic and an experienced helper. The journeyman mechanic shall be factory trained and authorized to work on all equipment and controls. All maintenance personnel directly engaged in the work to be accomplished under this contract shall possess, prior to their employment in a journeyman mechanic s capacity on this contract, documentation that all mechanics have a minimum of five (5) yrs of recent (within the last eight (8) years) Journeyman experience on similar NEAX 2400 EMG Equipment. 2.1.3.6.13. Maintenance: To be considered acceptable, an offeror shall have a maintenance facility within 50 miles of the VAMC and be capable of responding to emergency calls in two hours and routine maintenance calls in four (4) hours. The successful offeror shall provide documents certifying their system maintenance personnel are manufacturer trained and certified on the exact model that is installed at the VAMC. 2.1.3.6.14. Scheduled Inspections and Maintenance: Requirements The contractor shall repair, replace and/or service any piece of equipment, component or part as is required. The contractor shall maintain a log for each piece of equipment. The log shall be used to indicate the following: Person contacted when arriving and departing VA; Time of arrival; Nature of complaint/diagnosis/ action taken/parts used; Date and time service restored; Date and time monthly PM performed each entry on the log shall be signed by the person performing the work All records and logs shall be turned over to the COR at the completion of the contract. 2.1.3.6.15. Supervision: General: The contractor shall arrange for all satisfactory supervision of the contract work. The contractor or his supervisors shall be available at all times to receive notices, reports or requests from the Contracting Officer or his/her representative. It is the policy of the VA that Government direction or supervision of the contractor's employees, directly or indirectly, shall not be exercised. Contract Manager: The contractor shall provide the name, telephone number and address of the contract manager, in writing, to be Contracting Officer prior to the contract starting date. The term "contract manager" means a person, designated in writing by the contractor, who has complete authority to act for the contractor during the term of the contract. The contract manager shall have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the contractor. The contract manager must be physically located so that he/she is readily available to deal with the day-to-day operation of the contract. The contract manager responsible for the management and scheduling of work to be performed under this contract shall possess at least 3 years of recent (within the past 5 years) experience in managing personnel responsible for the maintenance and inspection of fire alarm equipment of the approximate size and characteristics of the equipment to be maintained under this contract. A detailed resume containing the information specified herein must be submitted to the Contracting Officer or designee for approval prior to assignment of the contract. Both new and replacement contract managers shall meet these qualification standards. 2.1.3.6.16. Supplies Materials, Equipment and Parts: The contractor shall furnish all supplies, materials, equipment and parts required for the maintenance, repairs and operation of the Fire Alarm equipment in the contract. The contractor shall maintain a stock of all replacement parts and supplies and have them immediately available so the Fire Alarm equipment shall not be subject to interruptions and stoppages in excess of one working day. All parts shall be new and identical to original Equipment or the OEM'S recommended replacement parts. The VA reserves the right to inspect the contractor's facilities to confirm that the parts are locally available. Prior to award, offeror shall have a facility to include personnel, test equipment, parts, inventory and licenses, available for inspection by VA Medical Center personnel and be able to show written evidence of technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts availability must be written documentation from either the equipment manufacturer of authorized parts supplier In either case, offeror shall be able to show availability of parts to him/her within 24 hours after initial call. Government property shall remain the property of the Government. The contractor shall take all reasonable precautions, as directed by the Government or in the absence of such direction, to safeguard and protect Government property, in accordance with sound industrial practices Government property shall be used only in direct operations of providing contract services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor's employees. 2.1.3.6.17. Work Scheduling and Reporting Accomplishments: The contractor shall instruct his personnel that any time they perform work under this contract; they shall comply with the following procedures: Contract the Safety manager or designee when first arriving at the facility. If the work is of a continuing nature, a check-in will be repeated each day. The contractor s employees shall sign in and out of the logbook maintained in the Safety Office GC-100. At the completion of the work, the contractor's employees shall submit to the Safety Manager /his/ her designee a copy of a work order, repair order or other form which will furnish the following information: Name and address of the contractor Name of contractor's employees performing work Date(s) work performed and ours expended Brief description of work performed and equipment identification Signature of contractor's employee in charge and signature block for the Safety Manager 2.1.3.6.18. Equipment Condition: Equipment on schedule shall be subject to inspection by the contractor within 15 days following the award of the contract. During this 15-day period the contractor must notify the COR in writing, if he/she deems the equipment to be in a condition that is unacceptable for maintenance. This notice shall identify each area of concern in detail and provide a cost estimate to place the equipment into a condition which would make it acceptable for maintenance service. Failure to identify such equipment to the COR within the allotted time shall constitute acceptance. The Contracting Officer reserves the right to determine equipment to be in a condition acceptable for maintenance, approve repair of the specific equipment or delete the equipment from the contract. There will be no additional charges for time spent at the site during or after the principal period of maintenance Monday, Wednesday, Friday 8:00am to 4:00 pm awaiting the arrival of additional contractor service personnel and/or delivery of parts. Removal of Equipment to Contractor's Plant: Approval of the Contracting Officer must be obtained before removing equipment to contractor's plant. No transportation charges will be allowed for either repairman or equipment to go to or from contractor's plant. The contractor shall be responsible for damage or loss of equipment. A loan of the same type of equipment, if required and available to the contractor, will be furnished by the contractor without additional cost to the Government. Detectors found to have a sensitivity 025 percent/ft. per cent/ft. obscuration or more outside the listed and marked sensitivity range shall be cleaned and recalibrated or replaced. If after five (5) years of field service, a detector has not been cleaned, it shall be cleaned for the purpose of preventive maintenance to minimize false alarms. Air duct detectors shall be tested and or inspected annually to ensure that the device will sample the air stream. 2.1.3.6.19. The test shall be in accordance with the manufacturer's instructions. 2.2. Repair Services: 2.2.1. Non - emergency Repair Services: Non-emergency repair services are defined as repairs necessary to maintain the EPSS equipment in accordance with manufacturer s standards. From the time that authorization is issued via a modification or task order, the Contractor will have a 24-hour or less response time for all non-emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs. 2.2.2. Emergency Repair Services: Emergency repair services are defined as repairs required to maintain the operational readiness of the Fire Alarm equipment. From the time that authorization is issued via a modification or task order, the Contractor will have a 2-hour or less response time for all emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs. 2.2.3. Parts: The contractor shall be responsible for purchasing all parts; however, the Contractor may be asked to provide quotes from their distributors should the Government wish to determine if the quoted pricing is fair and reasonable. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. All parts shall be of current manufacturer and have complete versatility with the presently installed equipment. All parts will be sold as new, be OEM, and perform identically to the original equipment specifications, unless an upgrade is required. (Rebuilt parts, used parts, or those removed from another system shall not be installed without written approval by the COR.) It is understood that defective parts replaced during any service shall remain the property of the VA and disposal of the same will be determined by the COR. 2.3. Reports/Documentation: 2.3.1. Inspection reports shall be delivered to the COR, via email in PDF format within seven days after inspection completion date. 2.3.2. Annual testing and fuel analysis results shall be delivered to the COR, via email in PDF format within seven days after inspection completion date. 2.3.3. Maintenance, repair, or battery replacement services shall be documented on a formal work order provided by the VA. The Contractor shall provide the completed work order to the COR upon completion of services. Regardless of any wording to the contrary which may appear on the Contractor s standard forms, those reports will be conditionally accepted by the Government subject to later inspection for compliance with established standards of quality. 3. Deliverables 3.1. Annual inspection services and reporting 3.2. Semi-annual inspection services and reporting 3.3. Quarterly inspection services and reporting 3.4. Monthly inspection services and reporting 3.5. Repair services and reporting (as required) 4. Performance Standard 4.1. The Government representative and/or inhouse Operations and Maintenance Supervisor shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, Government representative and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the Government. The Contractor shall notify the Contracting Officer and the Government representative when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the Government shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government s rights outlined in FAR 52.212-4.