H312--Fire Extinguisher Inspection and Maintenance Services

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, 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. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-04 can be found at Acquisition.gov. This solicitation is set-aside for Veteran-Owned Small Business (VOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 541350 Building Inspection Services, with a small business size standard of $11.5M. The FSC/PSC is H312 Inspection- Fire Control Equipment. The Providence VA Medical Center is seeking fire extinguisher inspection and maintenance services. All interested companies shall provide quotations for the following: Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Monthly inspection and maintenance 12 MO 0002 Annual inspection and maintenance 1 YR 0003 On-call quality assurance site inspections 0 HR 1001 Monthly inspection and maintenance 12 MO 1002 Annual inspection and maintenance 1 YR 1003 On-call quality assurance site inspections 0 HR 2001 Monthly inspection and maintenance 12 MO 2002 Annual inspection and maintenance 1 YR 2003 On-call quality assurance site inspections 0 HR 3001 Monthly inspection and maintenance 12 MO 3002 Annual inspection and maintenance 1 YR 3003 On-call quality assurance site inspections 0 HR 4001 Monthly inspection and maintenance 12 MO 4002 Annual inspection and maintenance 1 YR 4003 On-call quality assurance site inspections 0 HR Statement of Work Fire Extinguisher Inspection/Maintenance Services 1.0 GENERAL Provide professional services to include all management, labor, transportation, materials, apparatus, tools, equipment and permits necessary to inspect, test, and conduct routine maintenance on all fire extinguishers throughout the VA Providence Healthcare System. Full documentation of the efforts is required. 2.0 FIRE EXTINGUISHER SCOPE OF WORK Specific tasks described in more detail below include: 2.1 Contractor to conduct annual and monthly fire extinguisher inspections and maintenance. 2.2 Contractor to conduct 6-year and 12-year hydrostatic testing. 2.3 Contractor to remove and replace any deficient fire extinguishers. 2.4 Contractor to ensure fire extinguishers are properly mounted and accessible. 2.5 Contractor to provide additional on-call quality assurance site inspections as needed, within four (4) business days of notification. 3.0 FIRE EXTINGUISHERS INSPECTION AND MAINTENANCE VA Providence Healthcare System (VAHCS) has approximately 331 fire extinguishers requiring annual inspections and monthly inspections. Extinguisher physical locations are available via safety extinguisher tracker . Safety extinguisher tracker.xls is attached. Contractor shall: Check in with Safety Department upon arrival to secure any institutional knowledge and means of access. Access will be provided either via key sign out or VA personnel escort. Contractor shall within a reasonable timeframe provide a loaner fire extinguisher suitable for the type of hazard being protected and of at least equal rating when fire extinguishers are removed from service for maintenance or recharging. Use commercially reasonable efforts to locate, inspect, test and adjust all fire extinguishers at Providence VAHCS. Ensure fire extinguishers are in accordance with the latest editions of NFPA, OSHA, NFPA 101, Joint Commission (JC), and VA Regulations. On conclusion of the performance of the inspection services, contractor will provide VAHCS with a report which is intended as evidence of inspection for submission to VA Project Manager. The report shall utilize the fire extinguisher safety extinguisher tracker. 4.0 PERIOD OF PERFORMANCE The anticipated period of performance shall be one (1) base year with four (4) one-year option periods. 5.0 PERMITS AND RESPONSIBILITIES The Contractor shall obtain and maintain all permits, licenses, and appointments required for the execution of work under this contract at no additional cost to the Government. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. In addition, contract termination shall result if the required documents are subsequently denied or withdrawn by the local authorities. Application, justification, fees, and certifications for any licensure required are entirely the responsibility of the Contractor. The Contractor shall ensure that all employees receive the mandatory training, if applicable to this contract, as required by NFPA, OSHA, JC, etc., and shall comply with all standards and/or requirements. 6.0 WORK LOCATION AND RESTRICTIONS: VAHCS has 6 separate locations that provide fire extinguishers. They are located at the following: Providence VA Health Care System, 830 Chalkstone Ave., Providence, RI 02908 Eagle Square, 589/623 Atwells Ave., Providence, RI 02909 New Bedford Community Based Outpatient Clinic, 175 Elm St, New Bedford, MA 02740 Hyannis Community Based Outpatient Clinic, 233 Stevens St, Hyannis, MA 02601 Middletown Community Based Outpatient Clinic, 1 Corporate Pl, Middletown, RI 02842 Harwood Center, 385 Niagara Street, Providence RI 02907. The contractor personnel shall contact the VA Project Manager to schedule a designated time to perform the inspection. Normal hours of service are Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding federal holidays. This would also include any unforeseen emergency closures and any other day that the President declares a holiday. 7.0 MATERIAL & WORKMANSHIP QUALITY: All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the Project Manager. 8.0 SECURITY: All contractor personnel shall obtain a short-term identification badge issued by the Project Manager. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Project Manager a valid (non-expired) photo identification issued by a US federal, state or local government agency. All contractor personnel are subject to inspection of personal effects when entering or leaving the project site. 9.0 RECORDS MANAGEMENT LANGUAGE: The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 2. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services All quoters shall submit the following: Questions: Any questions must be submitted in writing no later than Monday, February 9, 2026 at 12:00 PM EST. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards. All quotes shall be sent to the Contract Specialist at [email protected]. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. The following are the decision factors: Price: Quotes will be compared by price. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner. The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can apply here: https://www.cep.fsc.va.gov/ Instructions to Offerors, attached. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than Wednesday, February 11, 2026 at 3:00 PM EST. All quotes shall be emailed to Rosangela Pereira at [email protected]. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Rosangela Pereira, [email protected]