H112--Annual/Sem-i annual fire smoke inspections and auto door services l EKH

SOURCES SOUGHT NOTICE Fire, Smoke, and Automatic Door Inspection, Maintenance, and Repair Services Notice Type: Sources Sought / Request for Capability Statements Solicitation/Notice Number: 36C25526Q0617 NAICS: 541350 Building Inspection Services PSC: J056, Maintenance, Repair, and Rebuilding of Equipment Construction and Building Materials Response Due: 8/26/2026, 1500 CST Contracting Activity: Department of Veterans Affairs, NCO 15 Place of Performance: Dwight D. Eisenhower VA Medical Center Contracting Officer: Michael Murphy email: Michael.murphy7@va.gov 1. Notice Purpose and Disclaimer This Sources Sought Notice is issued for market-research and planning purposes only. It is not an invitation for bid, request for quotation, request for proposal, solicitation, commitment by the Government, authorization to incur costs, or authority to enter into negotiations or award a contract. No funds have been authorized, appropriated, or received for this effort. The Government will treat responses as information only. No entitlement to payment or reimbursement of direct or indirect costs, charges, or expenses will arise from preparation or submission of a response, or from Government use of submitted information. The Government does not intend to award a contract based on this notice. Information received may be used by the Department of Veterans Affairs (VA) to develop its acquisition strategy, performance work statement/statement of work, performance requirements, specifications, pricing structure, and socioeconomic set-aside decision. Respondents are responsible for clearly marking proprietary or competition-sensitive information. The Government is not bound by information received and reserves the right to revise the scope, classification, acquisition strategy, or any other aspect of a potential future requirement. The purpose of this notice is to identify capable and interested firms, particularly Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), 8(a) participants, HUBZone small businesses, woman-owned small businesses, and other small businesses, that can perform the services described below. 2. Anticipated Acquisition Approach The Government is evaluating an anticipated contract structure consisting of a 12-month base period and four 12-month option periods. The Government s current planning preference is a firm-fixed-price service contract for recurring, predictable preventive-maintenance requirements, with separately priced and Government-authorized CLINs for unscheduled repair labor, materials, and replacement parts. Specifically, the potential solicitation may include: Firm-fixed-price CLINs for scheduled fire/smoke door inspections, minor adjustments, and required reports. Firm-fixed-price CLINs for scheduled inspection and preventive maintenance of automatic/automated doors. Fixed hourly labor-rate CLINs by labor category for unscheduled, corrective, after-hours, or emergency repair work. Materials and replacement-parts CLINs, subject to Contracting Officer authorization and any not-to-exceed limitation established in a future solicitation. Written repair authorization procedures for non-emergency repairs; emergency actions may be addressed through procedures established in the future contract. The Government is also seeking industry feedback on whether a single-award indefinite-delivery/indefinite-quantity (IDIQ) structure would provide a material advantage for the variable repair portion of the requirement. If recommending an IDIQ, respondents shall explain the rationale, suggest a reasonable guaranteed minimum and maximum ceiling methodology, and describe the ordering, pricing, and administrative approach they recommend. No acquisition strategy has been finalized. Market-research results will inform whether the requirement is set aside for SDVOSB, another socioeconomic category, small business, or competed on an unrestricted basis. 3. Requirement Description The anticipated requirement is for comprehensive inspection, preventive maintenance, repair, emergency response, documentation, and compliance services for fire-rated doors, smoke-rated doors, and automated/automatic pedestrian door systems at an occupied VA healthcare campus or comparable institutional facility. The contractor shall furnish all management, supervision, qualified personnel, labor, transportation, tools, equipment, testing equipment, materials, repair parts, and incidental services necessary to maintain the covered systems in safe, reliable, operational, and code-compliant condition. Fire and Smoke Doors The contractor shall perform scheduled inspection and minor adjustment services for fire-rated and smoke-rated doors, frames, and associated hardware. Anticipated tasks include: Semiannual or annual inspection of all designated fire- and smoke-door assemblies. Functional testing of doors, self-closing devices, latching functions, and related hardware. Inspection of frames, hinges, pivots, closers, coordinators, latches, seals, gasketing, and labels, as applicable. Minor adjustment and lubrication of components. Identification, documentation, and communication of deficiencies. Correction of minor deficiencies within the contractor s authorized scope. Recommendations and estimates for repairs beyond the authorized scope. Automated and Automatic Doors The contractor shall provide full-service inspection, preventive maintenance, troubleshooting, repair, and component replacement for automated/automatic doors. Equipment includes, but is not limited to, automatic swing, sliding, telescoping, bi-parting, revolving, low-energy, and automatic-egress door systems. Anticipated tasks include: Semiannual inspection and functional testing of designated automated/automatic door systems. Inspection, diagnosis, repair, and replacement of door operators, motors, controls, sensors, activation devices, safety devices, hardware, and related components. Repair or replacement of damaged doors, frames, closers, hinges, latches, seals, and other failed components. Troubleshooting and repair of power supplies, backup systems, and associated electrical/control components. Inspection and repair of door-related fire-alarm interface components. Correction of applicable code or safety deficiencies within the authorized scope. Restoration of systems to full operational condition following repair. Equipment and Environment The anticipated work will occur in an occupied healthcare/institutional environment, including public entrances, emergency department entrances, ambulance bays, surgery and operating-room entrances, laboratories, pharmacy areas, clinics, restrooms, corridors, tunnels, stairwells, docks, administrative areas, and support spaces. The current draft inventory identifies approximately 57 automated/automatic door systems and a substantial inventory of manual fire and smoke doors across multiple campus buildings. Automatic-door equipment includes mixed manufacturers and configurations, including systems associated with Dorma/LCN, Horton, Besam, Stanley, Gyrotech, Detex, Norton, and similar equipment. The final solicitation, if issued, will include the confirmed inventory, locations, door schedule, and access requirements. Interested firms shall describe their ability to maintain mixed-manufacturer systems, acquire genuine or equivalent replacement parts, coordinate outages, preserve safe egress, and minimize disruption to patient care, clinical operations, emergency operations, facility security, and public access. 4. Response, Performance, and Reporting The contractor must maintain a 24-hour, seven-day-per-week method for receipt of service requests. The anticipated response standard is: For an urgent service call received by [insert cutoff time] local time, dispatch a qualified technician capable of arriving on site before close of business that same day. For an urgent service call received after the stated cutoff time, dispatch a qualified technician capable of arriving on site by the following business morning. Interested firms shall state whether they can meet this standard and describe their dispatch process, local or regional staffing, after-hours coverage, typical on-site response times, and access to common replacement parts. Following each scheduled inspection, the contractor is expected to provide paper and electronic inspection reports identifying, at minimum, the door/system, location, make/model if known, inspection results, deficiencies, repairs performed, parts used, test results, recommended corrective actions, and technician credentials. Repair documentation is expected within 15 working days after completion, unless otherwise established in the future solicitation. 5. Standards and Personnel Qualifications All work is expected to comply with the latest applicable editions of the following, in addition to manufacturer instructions, applicable laws, codes, regulations, and facility policies: NFPA 80…