Areawide Fire Alarm Testing and Inspection-ISBEE set-aside

Statement of Work (SOW)

To provide annual inspection and testing of fire alarm systems in healthcare facilities across the Great Plains Area Indian Health Service locations in North Dakota and South Dakota. This is crucial for maintaining accreditation with the Centers for Medicare and Medicaid Services and The Joint Commission.

• Perform annual inspections and tests of fire alarm systems at multiple specified locations.

• Provide all necessary materials, labor, equipment, and supervision.

• Tasks include:

  • Gathering property and testing/monitoring organization information.
  • Identifying system types (Control Unit, Mass Notification System, System Software, System Documentation).
  • Documenting system power (primary and battery).
  • Inspecting annunciators and notification appliances.
  • Conducting control panel tests, including battery verification and trouble/supervisory/alarm signal tests.
  • Testing emergency voice alarm communication equipment.
  • Testing notification appliance power extender panels.
  • Performing auxiliary function tests (e.g., door-releasing, fan shutdown, smoke management).
  • Testing initiating devices (smoke detectors, heat detectors, pull stations).
  • Testing alarm notification appliances and door-releasing devices.
  • Testing smoke detection shutdown devices for HVAC.

• Base Year: Annual tests and inspections to be performed within a 30-day period starting May 1, 2026, and ending 60 days from the Notice to Proceed.

• Option Years: Annual tests and inspections performed one year from the last inspection/test, plus or minus 30 days.

• Personnel must possess appropriate credentials (e.g., NFPA, NICET certifications).

• Submit a proposed inspection/test schedule for approval.

• Notify Facility Managers at least 72 hours before service.

• Utilize provided device inventory and verify accuracy.

• Provide reports within 20 workdays following the final site visit.

• Provide access to all facility areas.

• Provide the most up-to-date device listing of the fire alarm system components.

• Conduct a Pre-Inspection Meeting.

• Record of Inspection and Testing reports for each facility (electronically completed fillable PDF).

• One consolidated package with one invoice submitted to the Project Officer after all sites are visited.

Multiple Indian Health Service facilities across North Dakota and South Dakota, including hospitals, health centers, clinics, and administrative buildings in locations such as Belcourt, ND; Eagle Butte, SD; Ft. Thompson, SD; Ft. Yates, ND; Kyle, SD; Lower Brule, SD; Mobridge, SD; McLaughlin, SD; Pine Ridge, SD; Rosebud, SD; Sisseton, SD; Wagner, SD; and Wanblee, SD.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for annual fire alarm inspection and testing services. The services are required for 14 facilities across the Great Plains Area Indian Health Service (IHS) area of responsibility.

• Annual fire alarm inspection and testing services.

• Services are to be performed at 14 specified facilities.

• The contractor must possess appropriate credentials from certifying organizations such as the National Fire Protection Association (NFPA) and the National Institute for Certification in Engineering Technologies (NICET).

• Contractor personnel will require routine access to IHS facilities and may be required to display company identification and visitor badges.

• Only new equipment and new parts are permitted; "Gray Market Goods" and "Counterfeit Electronic Parts" are prohibited.

• The "Unit Price" is an all-inclusive cost, covering all expenses related to performance.

• Period of Performance: May 1, 2026, to April 30, 2027.

• Option Years: Four (4) one-year options are available, extending performance through April 30, 2031.

• Set-Aside: This acquisition is a 100% Small Business Set-Aside.

• NAICS Code: 561621

• Size Standard: $25 million

• Proposal Submission Deadline: April 23, 2026, at 1700 ET. Proposals must be submitted in writing via email to Erin.Doering@ihs.gov. Facsimile proposals are not allowed.

• Questions Deadline: April 3, 2026, by 4:00 PM ET. Questions must be submitted via email to the contract specialist.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Past Performance, Specialized Experience, Management, and Price.

• Past Performance: Evaluated based on recent and relevant Contractor Performance Assessment Reports (CPARs) or Past Performance Questionnaires (PPQ).

• Specialized Experience: Evaluated based on demonstration of similar, relevant, and recent service contracts in healthcare facilities.

• Management: Evaluated based on key personnel organization chart and relevant certifications.

• Price: Evaluated based on total proposed price using various techniques to ensure fairness and reasonableness.

• Award: The Government intends to award a contract without discussions, based on the initial proposals.

• This acquisition is a 100% Small Business Set-Aside.

• Offerors must meet all technical requirements and conform to all terms and conditions.

• Invoices must be submitted electronically via the Invoice Processing Platform (IPP).

• The solicitation incorporates FAR clauses by reference, including those related to privacy, confidential information, Indian preference, and electronic submission of payment requests.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) intended for use in evaluating a contractor's past performance. It is to be completed by the client for each project the offeror includes in its proposal for the "Recent or Current Past Performance" factor. The PPQ is only to be submitted if a completed CPARS evaluation is not available for the project.

• Contractor Information: Fields for firm name, address, phone, email, and point of contact.
• Work Performed As: Details on whether the contractor acted as Prime, Sub-contractor, Joint Venture, or Other, including the percentage of work performed.
• Contract Information: Includes contract number, type, title, location, PSC/NAICS code, award and completion dates, original and final contract prices, and explanations for differences.
• Project Description: Requires a description of the work's complexity and its relevance to the current project.
• Client Information: Fields for client name, title, phone, email, role in the project, and signature.
• Performance Ratings: Clients rate contractors across various categories including Quality, Schedule/Timeliness, Customer Satisfaction, Management/Personnel/Labor, Cost/Financial Management, Safety/Security, and General performance using adjective ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable).
• Narrative Remarks: Space for clients to provide specific strengths, weaknesses, deficiencies, or other comments.

This form is crucial for bidders as it dictates how their past performance will be evaluated. Offerors must ensure they provide accurate client contact information and follow the instructions regarding the submission of this questionnaire, especially concerning the interplay between PPQs and CPARS evaluations. The detailed rating categories and the request for narrative feedback highlight the importance of strong past performance and client relationships.

Solicitation / RFP / RFQ

This document outlines the basis for award for a solicitation, detailing the evaluation process and criteria. The government will use Lowest Price Technically Acceptable (LPTA) procedures to select an awardee. Proposals must meet all technical requirements and conform to terms and conditions to be eligible for award. Non-price factors will be rated "ACCEPTABLE" or "UNACCEPTABLE"; an "UNACCEPTABLE" rating in any factor makes a proposal ineligible for award. The government intends to award without discussions, expecting the initial proposal to be the best offer.

• Technical Factor 1 – Past Performance: Evaluated on recency (within 24 months of proposal due date) and relevancy (similar services to the solicitation). An "UNACCEPTABLE" rating will result from one "UNSATISFACTORY" rating or two "MARGINAL" ratings in any category. "Unknown" past performance is considered "acceptable."

• Technical Factor 2 – Specialized Experience: Requires demonstration of at least two (2) relevant service contracts that are at least 75% complete or completed within the past seven (7) years, and are similar in size, scope, and complexity. Contracts must be for services performed in healthcare environments. An example report covering SOW Section 6: Records/Data is required.

• Technical Factor 3 – Management: Evaluated on the submission of a key personnel organization chart and proof of relevant certifications for personnel (e.g., NFPA, NICET).

• Factor 4 – Price: Evaluated based on the Total Proposed Price (TPP), including contract cost, subcontractor cost, overhead, and profit. The government may use various techniques to ensure a fair and reasonable price.

• The contract period includes a Base Year and four Option Years.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Past Performance, Specialized Experience, Management, and Price.

• Proposal Submission Deadline: April 23 at 5:00 p.m. EDT.

• Submission Method: Emailed proposals are allowed and must be submitted to Erin.Doering@ihs.gov. Facsimile proposals are not allowed. No original copy is required.

• Discussions: The government intends to award without discussions but reserves the right to conduct them if necessary.

• Not explicitly stated in this document, but LPTA procedures are used.

• A price found to be unreasonably high or unrealistically low may indicate a lack of understanding and result in an unacceptable proposal.

• Offerors must submit their best terms in the initial proposal.

Form / Attachment / Pricing Sheet

This document is an "Indian Economic Enterprise Representation Form" required for the "Annual Fire Alarm Testing and Inspection" project (Solicitation/Sources Sought/RFI #: 75H70626Q00113). It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as per the Buy Indian Act.

• Eligibility Criteria: Offerors must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period.
• Representation: Offerors must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Information: The form requires the Name of Federally Recognized Tribal Entity, Business Name, SAM UEI Number, Name of the 51% owner of IEE Firm, and Certifying Signature with printed name.
• Legal Consequences: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.

This form is crucial for bidders responding to Solicitation/Sources Sought/RFI # 75H70626Q00113, particularly if the opportunity involves a set-aside or sole source contract under the Buy Indian Act. Bidders must accurately complete this self-certification to demonstrate their eligibility. Failure to meet the criteria or provide accurate information can lead to disqualification or penalties. Offerors must also be registered with the System of Award Management (SAM).