J042--Fire Barrier Doors


Subject: J042--Fire Barrier Doors
Solicitation Number: 36C24124Q0421
Notice Type: SOLICIT
NAICS: 541350
Set-Aside: Service-Disabled Veteran-Owned Small Business
Notice Published: 04-02-24
Response Due: 04-09-24

Agency: Department of Veterans Affairs
Office: VETERANS AFFAIRS, DEPARTMENT OF
Contact: Christopher Letsinger, Contracting Specialist This email address is being protected from spambots. You need JavaScript enabled to view it. Ph: (937) 268-6511
Office Address: TOGUS, ME 04330
Place of Performance: Department of Veterans Affairs VAMC Manchester 718 Smyth Road, Manchester 03104


Click for official SAM (FBO) notice, additional information, and accompanying attachments

Combined Synopsis Solicitation Preventative Maintenance: Fire Door Assemblies Renewal (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24123Q0421 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04. (iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS code is 541350 Testing Laboratories and small business size standard is $16.5 million. (v) The Government intends to award a firm-fixed price award for a Fire Barrier Doors Survey at the Manchester VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to provide Preventative Maintenance: Fire Door Assemblies Renewal IAW the attached (Statement of Work/Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is at Manchester VAMC as described per the (Statement of Work/Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: (1) The VA will be hosting a site visit on request. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to David This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it.. (3) Questions: Questions shall be submitted to the Contracting Officer and Contracting Specialist in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 05-April-2024 at 12:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:  Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line-item prices inserted in appropriate spaces.  Past Performance: Offeror should utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Statement of Work/Performance Work Statement). References may be checked by the Contracting Officer to ensure your company can perform the Statement of Work.  The Government also reserves the right to obtain information for use in the evaluation of past performance from all sources. 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/Performance Work Statement) in a timely efficient manner.  Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Statement of Work/Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Statement of Work/Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractors(s) (if applicable) and a description of their planned subcontracting effort. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: 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 request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Newington CT Harford County WD 2015-4120 (Rev-13) and West Haven CT New Haven County -WD 2015-4127 (Rev-13) posted on beta.sam.gov) (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 09-April-2024 by 12:00 PM EST. RFQ responses must be submitted via email to: David This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it.. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation Christopher Letsinger. ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Preventative Maintenance Fire Door Assemblies Renewal: Base plus 4 Option Year Request Period of Performance: 4/1/24 through 3/31/25 POP Begin: 30-April-2024 POP End: 29-Apr-2025 1.00 YR __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): ATTACHMENT 3 STATEMENT OF WORK FIRE DOOR ASSEMBLY DEFICIENCY REPAIR and PREVENTATIVE MAINTENENCE I. INTRODUCTION: The Manchester VAMC is required to maintain the operation and fire rating of approximately 135 fire barrier doors contained within the facility, IAW the most recent edition of NFPA 80, as well as The Joint Commission. This contract is for the repair of all deficiencies needed to bring the door assemblies into regulatory compliance, Preventative maintenance, and emergency call-back services. Place of Performance: VAMC Manchester, 718 Smyth Road Manchester NH 03104 Period of Performance: 4/1/24 to 3/30/25 Base Plus 4 FFP (Subject to Change) II. DEFINITIONS/ACRONYMS: CO - Contracting Officer COR - Contracting Officer's Representative. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. VESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Authorization Signature - COR signature; indicates work status is accepted as stated in VESR. VAMC - Department of Veterans Affairs Medical Center, Manchester. Contractor- Vendor performing service. PM- Preventative Maintenance PPE- Personal Protective Equipment (Head, eye, foot protection) Fire Door Assembly- Includes the door frame, leaf, vision light, locks, latches, and associated hardware of a rated door enclosure. IAW- In Accordance With (reference to a policy, standard or code) III. SCOPE : Contractor shall perform the following tasks: Task 1: REPAIRS Provide all parts and labor to correct deficiencies and bring all fire door assemblies into compliance with current regulations. Repairs and ratings shall be in accordance with the most recent edition of The National Fire Protection Association s (NFPA) standard NFPA 80: Standard for Fire Doors and Other Opening Protectives, Chapter 5 Inspection, Testing, and Maintenance . Vendor shall provide pricing for the correction of each deficiency item, listed in the attached document, entitled Fire Door Assembly Deficiency Price Table . Task 2: PREVENTATIVE MAINTENANCE Contractor shall provide necessary parts and labor to perform regularly scheduled preventative maintenance (PM) services for approximately 135 Fire/Smoke door assemblies, based solely on current VAMC Manchester s life safety drawings, which are available to contract awardee, upon request. The drawings are to be used as a guide to aide in locating fire/smoke doors. Location of doors that may not be identifiable on the drawings will be provided to contractor by VAMC Manchester. No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of fire door assemblies. PMs performed on fire door assemblies shall be in accordance with NFPA 80: Standard for Fire Doors and Other Opening Protectives, 2016 Edition - Chapter 5 Inspection, Testing, and Maintenance . The Contractor shall also review, correct, and prepare a full and accurate inventory list (excel format) of all known fire door assemblies as part of this solicitation. Preventative Maintenance will be performed on a quarterly basis and include all components of fire door assemblies. All PM visits shall be scheduled and coordinated through the COR or designee during normal business hours. Fire Door assembly Preventative Maintenance shall include, but not be limited to the following. Ensure that all door assembly rating labels are intact and legible. Fill and/ or repair holes or breaks in door surfaces and frames. Ensure glazing, vision light frames, and glazing beads are intact. Properly align doors, frames, hinges, hardware, and thresholds. Replace any missing or broken parts. Ensure door clearances around frames and at thresholds are appropriate. Ensure self-closure devices operate. Repair or replace any device that does not operate as it should. Confirm that coordinators are installed with an inactive leaf closing before active leaf. Ensure latching hardware operates and secures the door when closed. Adjust as needed. Auxiliary hardware does not interfere with operation of the door assembly. Ensure modifications to door assemblies do not void the labels. Check gasket and edge seals and verify for presence and integrity. Task 3: EMERGENCY CALL BACK SERVICE: Contractor shall have a technician on site within Twelve (12) hours of request by telephone or otherwise, from contacting officer, COR or designee, for emergency services. Response will be in the event of a malfunction or failure of a fire door assembly, that has developed between regularly scheduled maintenance services. Overtime emergency call back service shall be limited to minor adjustments and repairs required to provide immediate safety of the building occupants. The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to put a fire door assembly back in service after a breakdown or malfunction. Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the Government. All repairs shall be in accordance with the equipment manufacturer s requirements and\or applicable laws, regulations, codes, etc. An extension may be granted at the discretion of the COR on a case-by-case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the door assembly as timely as possible. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. IV. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00 a.m. to 4:30p.m., excluding holidays. All service shall be performed during normal hours of coverage unless requested or approved by COR or his/her designee. V. DOCUMENTATION/REPORTS: The contractor must submit the preliminary report to the COR or designee at the time of departure. The final documentation report shall include, but not limited to the following: Fire Door Assembly and Location General condition of each item repaired. Detailed written descriptions of repairs made. In addition, each VESR must, at a minimum, document the following data legibly and in complete detail: Name of Contractor and Contract Number. Name of FSE who performed services. Contractor service VESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. Identification of door assembly to be serviced. (ID Number, Manufacturer's name, Fire door assembly, and any other Manufacturer's identification numbers.) Itemized description of services performed. Total cost to be billed for the visit. Signatures of FSE performing service described. VI. ARRIVAL (CHECK-IN/CHECK-OUT) REQUIREMENTS: The Contractor shall be required to report to Engineering Service to log in. This check in/check out is mandatory. Upon check in, ALL members of Contractor group must sign out a CONTRACTOR badge. When the service is completed, the FSE shall document services rendered on a legible VESR(s). and submit to the COR or designee, at the time of departure. C. Work sites shall be left in the same manner of cleanliness and order in which they were found. Contractor will provide their own waste disposal, if any. VII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during or after normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of door assemblies. VII. REPORTING REQUIRED SERVICES: CORRECTIONS/REPAIRS REQUIRED: The Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the fire door assemblies which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the inspection, testing and maintenance of fire door assemblies, IAW the most recent edition of NFPA 80. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. X. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of illicit drugs, alcohol, and weapons are prohibited. Enclosed containers, including tool kits, shall be subject to search. Proper PPE shall be worn, as necessary to the task being performed and/or the area, where work is being conducted. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court and immediate dismissal from the site.