SPECIAL NOTICE
J -- Fire Alarm System repairs Sole Source
- Notice Date
- 7/12/2022 3:39:42 PM
- Notice Type
- Special Notice
- NAICS
- 922160
— Fire Protection
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25222Q0556
- Archive Date
- 09/10/2022
- Point of Contact
- antaeus.gayles@va.gov, Antaeus Gayles, Phone: 414-844-480
- E-Mail Address
-
antaeus.gayles@va.gov
(antaeus.gayles@va.gov)
- Awardee
- null
- Description
- The Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) in North Chicago Il intends to negotiate a sole source contract with Tru Vantage Solutions Inc. 120 N Tech Drive, Suite 103 Clayton, NC 27520 US for Fire shutter in Bldg. 200 at the Hines VA Healthcare Systems at 5000 5th Ave, Hines, Il 60141. This contract will be for a firm fixed price contract. This procurement is being conducted in accordance with FAR 6.302-1, Only One Responsible Source and no other supplies or services will satisfy the agency requirements. The contract will be firm fixed price and the NAICS code is 922160 This Notice of Intent is not a request for competitive proposals. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products, services and capabilities as well as references from other customers who are using these products and services provide service for the maintenance and repair of the Fire shutter located at the Hines VA 5000 5th Ave Hines Il 60141 to the contracting officer NLT 11:00AM CST, 15 July 2022. Supporting evidence must be submitted in sufficient detail to demonstrate the ability to comply with the above requirements and attached Statement of Work, to include access to OEM parts for repairs. Information must be sent to: Antaeus Gayles Great Lakes Acquisition Center Southern Tier 3001 Green Bay Road Building 1, Room 326 North Chicago, IL 60064-3048 Or via fax to (224) 610-3269, or via email response to antaeus.gayles@va.gov. Responses received will be evaluated; however a determination by the Government to not compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with Tru Vantage Solutions Inc STATEMENT OF WORK Statement of Work Fire Alarm System Repairs for Joint Commission Project 578-M2274 A. MISSION The Engineering Service Mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines Jr. VA Hospital, 5000 South 5th Avenue, Hines, Illinois 60141. Engineering support is for customers that include, but are not limited to patients, visitors, clinic staff and administrative employees. B. GOAL The goal of this project is to correct the Fire Alarm System deficiencies in order to comply with the Joint Commission. C. CURRENT CONDITIONS Numerous buildings on Hines Campus currently have areas and/or devices that are non-compliant to Life Safety Standards for Fire Alarm Systems. D. JUSTIFICATION The areas/locations identified in this SOW require adjustments, repair, and/or new installation in order to be compliant with the Joint Commission & Life safety Requirements per NFPA 99. E. OBJECTIVES 1) Furnish & Install conduit for new smoke detectors 2) Furnish & Install cables/wires for fire alarm device connections 3) Furnish & Install electrical tie in for Pharmacy Shutter to release during an alarm 4) Test all installed equipment and devices to ensure proper functionality 5) Provide a clean inspection report documenting that all devices or functioning properly 6) Perform work in a manner least likely to interfere with daily operations of the hospital F. SCOPE OF WORK This project shall provide all the necessary equipment, management, labor, travel, tools, materials, and supplies in order to complete all tasks listed in this Scope of Work. Period of Performance Not to Exceed Thirty (30) days after contract is awarded. The following tasks shall be completed to the satisfaction of the VA: CLIN 1 Bldg 1 - Director's Suite (1G 4th Floor) Mobilize Furnish and install all necessary conduit and wiring Mount devices and terminate Test 2 Speaker/Visuals 2 - SPKR/STROBE MC WHITE (4906-9153) 2 - SKIRT, SPKR/STROBE WHITE (4905-9947) Demobilize CLIN 2 Bldg 200 Room B2308 Mobilize Furnish and install all necessary conduit and wiring Supply, program, terminate and test detector to be added 1 - Smoke Detector PHOTO SENSOR (4098-9714) 1 - Smoke Detector SENSOR BASE (4098-9792) Demobilize CLIN 3 Bldg 200 - Fire Shutter Mobilize Furnish and install all necessary conduit and wiring Install junction box to addressable relay(s) Supply, program, and test an addressable relay to interface with a Fire Shutter 1 - Addressable Relay DUAL RELAY IAM, IDNET (4090-9008) 1 - Addressable Relay COVER-ADDRESS MODULE SURFACE (4090-9802) Demobilize CLIN 4 Bldg 200 - Voluntary Alternate - 120v EM power to Shutter Mobilize All necessary terminations at shutter to integrate with simplex fire alarm system All necessary wall penetrations and fire seals SRC will provide a HEPA Cart for containment while working in the main corridor Voluntary Alternate- 120v EM power to shutter - MATERIALS Add release device to manual Cookson shutter and tie into FA System Demobilize G. REQUIREMENTS Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail. This SOW presumes the Contractor will NOT need access to the Hines LAN or any VA Sensitive Information to execute the contract. The awarded Contractor will adhere to all codes, standards, guidelines, & design requirements found in the VA s Technical Information Library (TIL) including but not limited to the following: 1) Pre-bid site visit: a. A site walk through is encouraged and should be coordinated by the CO. The intent of this walkthrough is to give the Contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made. b. The Contractor shall coordinate with the COR to schedule the site visit seven (7) calendar days prior to the requested date. 2) RFI Submittals: a. The Contractor shall submit any RFI s resulting from the site visit within five (5) working days after the inspection to the CO. b. Unless otherwise stated the Contractor shall allow the COR and CO ten (10) working days to respond to an RFI. 3) Infection Control Barrier (ICB): a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire. b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces. c. The Contractor shall provide & install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal. http://www.edge-guard.com/home.html. Salient details of the infection control barrier are: i. The ICB must be fire-resistant ii. The barrier must be water resistant; capable of being cleaned and sanitized. iii. Installation of the barrier shall not: 1. Generate dust outside the barrier 2. Generate excess noise outside the barrier 3. Generates excess fumes outside the barrier iv. Demobilization of the barrier shall not: 1. Generate dust outside the barrier 2. Generate excess noise outside the barrier 3. Generates excess fumes outside the barrier 4. Require floor, wall, or ceiling repairs upon removal v. The barrier should be environmentally responsible 1. The materials should be reusable 2. The materials should not contribute to unnecessary waste to our landfills d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. The Contractor shall submit an RFI requesting approval during the bid period. COR approval is required. e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines. f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. If Applicable, see Attachments or request from COR. g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors closed and the perimeters taped to prevent the migration of dust and debris into these rooms. h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone. i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation. j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior. i. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required. ii. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone. iii. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB. iv. Place a flapper valve connection on the ICB near to the ceiling. v. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB. vi. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB. 4) PCRA, ICRA & ILSM: a. Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachments for PCRA, ICRA & ILSM or request forms from COR. The Contractor will update the postings when new documents are issued. 5) Equipment Lead time: a. Equipment lead times shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date. 6) EHVAH Permits: a. Contractor shall submit all required VA permits fourteen (14) calendar days prior to the event based on the approved project schedule with the COR (i.e. above ceiling, abatement, dig permits), unless otherwise stated by the COR. 7) Project Pay Applications: a. All submitted project pay applications require certified payroll & waste report documents to be current with each pay submission. b. Certified payroll documents shall be submitted to the COR weekly. c. Approval of all invoices will require documents to be current. 8) Work outside of normal business hours or weekends: a. All work performed after hours or on weekends requires coordination with the COR & shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR for approval. b. No work shall take place without written or e-mail confirmation from the project COR. 9) Utility Shutdowns: a. The Contractor shall provide advanced notice in the amount of twenty-one (21) calendar days for any planned utility shutdowns. This will allow the station to notify staff/visitors and prepare contingency plans if necessary. b. Planned utility shutdowns should be indicated on the project schedule. 10) Submittals and Shop Drawings: a. Unless otherwise stated the Contractor shall provide shop drawings & equipment submittals for review & approval by the COR seven (7) calendar days prior to the start of construction. b. No work shall be started prior to review & approval by the COR. 11) Certifications: a. When applicable, the Contractor shall provide certification for all personnel performing any work disciplines requiring certification (e.g. electrical, plumbing, welding, etc.) and shall certify prior to the start-up of any of the units. b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder. c. Personnel certifications shall be provided to the COR prior to the start of construction. d. All weld certifications shall be provided to the COR at the end of every work week when applicable. 12) OSHA Certification: a. The Contractor shall have an OSHA certified site superintendent on site whenever any work is being performed. b. A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder. 13) Post-Award meeting: a. This meeting shall be coordinated through the COR and CS/CO. b. This meeting shall take place after the Notice to Proceed has been issued but prior to the start of demolition/construction. 14) Page-Turn meeting: a. The Contractor shall schedule and attend a Page-Turn meeting in which the Designer of Record will be in attendance. b. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc. H. REPORTS & DOCUMENTATION In accordance with Government Standards, Contractor shall provide reports stating what items were serviced & document the quality of the service. Upon completion of services, contractor shall provide documentation to include detailed descriptions of all services performed. Documentation & Reports shall be on Contractor's letterhead. Reports shall be legible and easy to understand and signed by the Supervisor and/or authorized representative of the Contractor. The Contractor shall notify the CO/COR (in writing or email) immediately, but no later than twenty-four (24) hours after discovery, of the existence or the development of any defects or repairs required, to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. Any item found to be out of tolerance, or in any other way defective as a result of the required services, shall be reported to the CO/COR immediately. Procedure for repair or replacement shall be outlined. After appropriate corrective action is completed, the item shall be re-tested to ensure proper & safe functionality. All existing equipment, apparatus, and work shall be tested to insure its proper & safe operation in accordance with the specifications and manufacturer standards. The Contractor shall furnish the CO and COR with a written estimate of the cost for any repair not covered by the contract. Parts/repairs shall be paid separate from this contract on a separate PO. Contractor shall not commence with repair without obtaining a separate purchase order. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! I. CONTRACTING OFFICER AUTHORITY The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof. J. SECURITY & PRIVACY CONTROL All Contractors (and contractor employees) are subject to the same level of investigation as VA employees. In order to perform work or services on Hines VA Campus, all contractors (and contractor employees) shall obtain a Flash Badge, a PIV Badge, or a One ID Compliant with PIV Guidelines. The work required to be completed by this contract requires all contractors (and contractor employees) to obtain: Flash Badges. Flash Badge Flash Badges may be issued to contractors who have a verified need to access common areas only. Flash Badges are issued following, at a minimum, the completion of an identity verification using one Form I-9 approved identity document with a photo. Flash Badges are valid for a period not to exceed one (1) year from the issuance date. Flash Badge must be visible at all times while on site. Flash Badges do not allow access to VA information systems or restricted areas. OR PIV Badge (or One ID compliant with PIV Guidelines) Prior to performance of any work or services and at the discretion of the CO/COR, each contractor may be required to obtain a government issued PIV badge and subject to background investigation. For example, if a contractor needs to work in sensitive/restricted areas (e.g., computer room / communications closets), each contractor shall be required to obtain government issued PIV badge. The procedure to obtain a PIV Badge is: Contractors shall complete a Request for a PIV card form. Form can be obtained from the COR upon contract award. Contractors must get their fingerprints taken by Human Resources located in Building 17 on Hines campus. Must make an appointment ahead of time. It takes between 5-7 days at least for fingerprints clear. Contractor can then be sponsored upon verification the fingerprints have been cleared. Once contractor has been sponsored, they can call PIV (708) 202-5170 to make arrangements for issuance of a PIV for badge. K. QUALITY ASSURANCE In accordance with the Quality Assurance Surveillance Plan, the Government will periodically evaluate the Contractor's performance. A representative will be appointed to monitor Contractor Performance and ensure services are received as described in the Scope of Work. The representative will evaluate Contractor Performance through intermittent on-site inspections throughout the duration of the contract. In conjunction with the Government Periodic Evaluations, the Contractor will be responsible to provide quality assurance checks on 20% of the workload for any given month. For example, if 10 pieces of equipment/items were serviced, then 2 random pieces from the group shall be checked for quality of work by the Superintendent. All performance deficiencies or poor performances identified during the term of the contract shall be documented by the COR 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 and/or COR shall meet with the Contractor to review performance and resolve any outstanding issues. All deficiencies or poor performance shall be documented and MUST BE CORRECTED within the timeframe specified in the cure notice. The Contractor shall notify the CO and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the cure notice, the Government shall have the right to terminate the contract in its entirety. L. SPECIAL NOTE: COVID-19 STATEMENT VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors 1. Contractor employees who work in or travel to VHA locations must comply with the following: a. If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. b. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. c. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. d. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. 3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. b. Contractors shall at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information M. CONTRACTOR QUALIFICATIONS 1) Contractor shall have an established business with three (3) years of experience in performing these types of services or they will provide the name and qualifications of their subcontractor who meets this requirement. 2) Contractor shall provide an individual who is authorized to service the equipment listed in this contract. All Inspections, Maintenance, Testing, and Cleaning services shall be performed in accordance with the OEM recommendations. 3) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, & certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates upon request. 4) Contractor shall ensure that all employees performing services for this contract shall comply with all VA Rules, VA Regulations, Occupational Safety and Health Administration (OSHA), Occupational Health Standards, State/County/Municipal Safety, and any other applicable rules and regulations. Contractor shall ensure that all Contractors & Contractor Employees shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. N. HOURS OF COVERAGE Normal hours of coverage are Monday through Friday from 07:00 AM to 04:00PM, excluding Federal holidays. All service, labor including preventive maintenance, inspections, and testing will be performed during normal hours of coverage unless requested by the COR and approved by the CO. The Contractor shall be required to report to the Facility Management Service (FMS) to log in. This check in is mandatory. Federal Holiday Date Month New Year s Day 1st January Martin Luther King Jr. 3rd Monday January President s Day 3rd Monday February Memorial Day Last Monday May Independence Day 4th July Labor Day 1st Monday September Columbus Day 2nd Monday October Veterans Day 11th November Thanksgiving Day 4th Thursday November Christmas Day 25th December O. IDENTIFICATION, PARKING, SMOKING, & VA REGs 1) IDENTIFICATION - The Contractor (and any contractor employees) shall wear visible identification at all times while on Hines VA Campus. The Contractor (and any contractor employees) entering campus buildings must always go through the daily COVID-19 symptom screening check and wear masks. (See Attachment Hines COVID-19 Guidelines). 2) PARKING - It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. 3) SMOKING - VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities. Smoking is prohibited inside any buildings at the VA Hospital. 4) DRUGS - All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 5) WEAPONS - Possession of weapons is prohibited on Hines VA campus. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 6) PHOTOS - Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR. 7) VA PROPERTY - All VA property is considered Federal property and all Federal laws are applicable. 8) VA REGULATIONS - While on VA premises, all contractor personnel shall comply with all VA Regulations. Violations of VA Regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 9) VHA DIRECTIVE 1192 - This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.
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