J063--MVAHCS Fire Alarm Maintenance Sources Sought

The Minneapolis VA Healthcare System requires fire alarm system inspection, maintenance and repair services in accordance with the draft Statement of Work (SOW) below. This is a sources sought looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before August 26th, 2026. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. Question # Questions Vendor Responses 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks. *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Draft Statement of Work Minneapolis VA Health Care System Fire Alarm Testing, Inspection, Maintenance, and Repairs I. SCHEDULE OF SUPPLIES: A. Fire Alarm System Maintenance Services Contracted fire alarm services shall perform all inspections, testing, maintenance, and repairs of the facility fire alarm necessary to keep the Minneapolis VAHCS fire alarm system in compliance with the most current edition of NFPA 72: National Fire Alarm and Signaling Code. The Contractor shall provide tools, materials and labor necessary to properly perform services on this contract. Contractor shall inspect the entire fire alarm system annually. All battery chargers and the smoke detectors located in the Community Living Center will be inspected and tested on a semi-annually basis. Contractor shall include Emergency Callback Services for normal and off-hours repair of the fire alarm system and/or components. Contractor shall respond to emergencies within 4 hours and 8 hours for non-emergency calls. Contracted fire alarm services shall provide twenty-four hours per day, seven days per week monitoring of the Minneapolis VAHCS alarm system. The Contractor shall provide all parts and materials necessary to effect maintenance and repairs of the fire alarm system. During the term of the contract, the VA may replace, renovate, or improve systems and equipment by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall be maintained and/or repaired by the Contractor at no additional cost to the VA unless there is a resulting increase or decrease in contract requirements. Buildings are protected by a Gamewell/FCI (Fire Control Instruments) E3 addressable fire alarm system with a Network Graphic Annunciator (NGA) LCD touch screen that serves as the primary interface with the control panel in room 1T-108. Remote NGAs are located near the Employee Entrance and in the VA Police Office. The Contractor shall be responsible for providing inspection, maintenance and repair of the fire alarm systems wiring and circuitry during the inspection, maintenance and repair of the fire alarm systems themselves. The cost of this work shall be included in the cost of the servicing of the individual systems. The Contractor shall ensure that all software/firmware of the fire alarm systems are up to date to the most current version during inspection and testing and complete all software/firmware updates as necessary to bring them up to date. Inspection, testing, maintenance and repairs of the fire alarm system shall be performed between September 1st and December 31st, to be consistent with the completion of previous year testing timeframes. The CLC fire alarm system shall also be inspected, tested, maintained and repaired between April 1st and April 30th. Contractor is responsible for scheduling and associated costs for elevator technicians to assist with the servicing of the fire alarm system(s) associated with elevators. II. GENERAL INFORMATION: A. Safety Procedures The contractor shall comply with all VA and OSHA safety code requirements. B. Hazardous Conditions If the inspector encounters equipment that is in a condition that may endanger the life or property, the inspector shall immediately notify the Engineering Department POC of the condition requiring immediate action. Within 24 hours the inspector shall provide a written report to the COR or Site Safety Officer of the hazardous condition and recommended corrective action. D. Employee Number and Qualifications - The Contractor shall provide a minimum of 2 Certification in Engineering Technologies (NICET) Level II (minimum) certified technicians and one service manager with NICET level III to perform services under this contract. At least one of the technicians will be trained and certified to service/program Gamewell/FCI E3 fire alarm systems. Contractor employee certifications shall be provided upon request to VA officials. E. The Contractor shall not interrupt or interfere with the operation of any existing activity on the premises or at the location of the work. F. The Contractor shall clean up, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance. G. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/VHA. H. Employees shall not disturb desks or any administrative spaces. Employee will not use VA/VHA telephones, copiers, or any other office equipment intended for official Medical Center use. Employees will not disturb drawers, cabinets, or other storage areas. III. DESCRIPTION/SPECIFICATIONS: A. Notification 1. Contractor shall provide a minimum of two weeks-notice to the Site Safety Officer before proceeding with services and then a notice at two days prior and after the testing. B. Inspection and Testing Requirements 1. Inspection and Testing frequencies from the most current edition of NFPA 72: National Fire Alarm and Signaling Code. 2. Contractor shall provide an implementation plan that details how all the Inspections and Testing of equipment will be conducted. 3. During the inspection and testing process, conduct a review of the software and firmware being used by the MVAHCS. Contractor shall provide recommendations to the VA regarding the costs vs. benefits of upgrading software and firmware to newer versions. 5. Identify potentially detrimental site conditions that could compromise the performance of mechanical and/or electronic components of the fire alarm system. 6. Inquire about any changes or modifications of the fire alarm system. 7. Inquire about changes in the general occupancy environment, operations and conditions relating to the fire alarm system. 10. Compile a complete report of the Inspection and Testing, explaining any deficiencies and corrective action taken in accordance with recognized codes for care and maintenance. 12. Contractor shall work with the VA on periodic programming of messages into the Voice Alarm Channels. D. Maintenance and Repair of Fire Detection and Alarm System Contractor shall provide preventative maintenance services on the fire alarm systems at the MVAHCS. The contractor shall provide Emergency Callback Services (ECS): ECS consists of responding to a service call and beginning to take corrective action within four (4) hours. ECS shall be provided twenty-four (24) hours a day, seven (7) days a week. Service Tickets: Contractor shall have service ticket on each service call signed by the MVAHCS designated representative. Service ticket shall describe the work performed and provide the date and time of service. Contractor personnel shall check in and out with an MVAHCS representative when arriving and leaving the site check via email or phone call. Any incomplete work shall be reported to an MVAHCS representative prior to leaving MVAHCS property. Equipment malfunctions shall be corrected within at least two days, or longer upon MVAHCS approval. F. Inspection, Testing, Maintenance, and Repair Records After completing regular inspection, testing, and maintenance, the Contractor shall furnish written list of…