C213--Life Safety Statement of Conditions Survey

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for Life Safety Standards Inspection services. The services are to be performed at the Veterans Healthcare System of the Ozarks (VHSO) in Fayetteville, Arkansas, and its affiliated Community Based Outpatient Clinics (CBOCs) and other locations. The solicitation references the proposal from Awen Solutions Group dated 3/27/26 in response to VA solicitation # 36C25626Q0308 and requires performance in accordance with the corresponding Statement of Work (SOW).

• Life Safety Standards Inspection services.

• Services to be performed at VHSO, CBOCs, and affiliated locations.

• Performance must adhere to the Statement of Work (SOW).

• Contract Type: Not explicitly stated, but appears to be a firm-fixed-price award based on the SF 1449 format and the total award amount.

• Period of Performance: Base period from 04-20-2026 to 08-21-2026.

• Estimated Value: Total Award Amount is $34,212.00.

• This document is an award, not a solicitation for proposals. It references a prior solicitation (RFQ36C25626Q0308) and a proposal from Awen Solutions Group.

• NAICS Code: 541330 (Engineering Services)

• Size Standard: $25.5 Million

• The document indicates "UNRESTRICTED OR SET ASIDE" with a checkmark next to "SET ASIDE". Further details on the specific set-aside are not immediately apparent on the first page but are likely detailed within the full solicitation documents.

• The document is an award to AWEN SOLUTIONS GROUP, LLC.

• Payment will be made via e-Invoice Payment through the FSC e-Invoice Payment system.

• Invoices must be submitted electronically.

• The PO Number for billing and invoicing is 564C60145.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a Complete Life Safety Assessment Statement of Conditions (SOC) in accordance with the latest editions of National Fire Protection Association (NFPA) 101 (Life Safety Code), NFPA 99 (Health Care Facilities Code), and Joint Commission standards to ensure the safety of patients, staff, and visitors at various VA facilities.

• Conduct a physical on-site survey of listed buildings to determine compliance with current NFPA codes, VA Fire Protection Design Manual, and VHA-Joint Commission Clarification Document requirements.

• Review and verify occupancy classifications, fire and smoke barrier walls and dampers, cross-corridor doors, exit access corridors, egress path impediments, travel distances to exits, and electrical closets/transformer rooms.

• Survey 100% of fire and smoke barrier walls and ceilings for location and construction.

• Identify and document deviations with pictures and code references.

• Review electronic Joint Commission data and assist in its update.

• Verify equivalencies and fire extinguisher locations and travel distances.

• Ensure room numbers, locations, and labeling are consistent with codes and noted on Life Safety Drawings.

• Review and verify recessed sprinklers have been approved by the Authority Having Jurisdiction.

• Prepare a SOC binder including Statement of Qualifications, building descriptions, Joint Commission equivalencies, Life Safety Assessments, floor plan drawings, and recommendations for noncompliant items.

• Prepare a preliminary Plan for Improvement (PFI) for items not correctable under the work order system.

• Provide updated SOC drawings in electronic format (AutoCAD and PDF).

• Provide support via a unique log-in Data Innovations Customer Web Portal.

• Conduct an exit conference with VA staff to discuss findings.

• Period of Performance: One Hundred and Twenty (120) calendar Days.

• Locations include:

  • Veterans Healthcare Systems of the Ozarks (VHSO) in Fayetteville, AR (multiple buildings with specified square footage).
  • Community Based Outpatient Clinics (CBOCs) affiliated with the medical center in Fort Smith, AR; Branson, MO; Joplin, MO; Jay, OK; Ozark, AR.
  • Other affiliated locations: Sunbridge (Fayetteville, AR), Office of Community Care and Care Referral (Fayetteville, AR), Township Mental Health (Fayetteville, AR).

• Contractor must provide proof of specific qualifications prior to award, including:

  • Fire Protection Engineer with at least 5 years of experience in Fire Life Safety Assessments.
  • Experience conducting at least 3 hospital assessments.
  • Ability to accurately assess various occupancy types.
  • Ability to provide AUTO CAD drawings and SOC binder.
  • Assigned surveyors must have documented experience with NFPA 101 and NFPA 99, with at least five years of fire protection engineering experience in evaluating complex healthcare facilities.

• Safety is the Contractor's highest priority.

• The VA healthcare facility must continue to operate during the performance period.

• Work hours are Monday-Friday, 0800-1700 hours, excluding Federal holidays. Work interfering with normal operations must be coordinated with the COR.

• Contractor's work must cause minimal disruption.

• VHSO utilities and work areas may not be immediately available; Contractor must be flexible.

• IT security requirements (C&A) do not apply.

• Reports and data to be provided in Microsoft Word, Adobe Acrobat, and AutoCAD Architecture formats.

• Drawings to be drafted in accordance with the VA CAD Standards Guide.

• Five draft copies of SOC PDF drawings, CAD drawings, and preliminary PFI documents for review.

• Final submission: One Master, four numbered copies, and an electronic copy of the Final SOC documents.

Solicitation

This solicitation is for a Life Safety Assessment (Statement of Conditions - SOC) to be performed at the Veterans Healthcare System of the Ozarks (VHSO) in Fayetteville, AR, and affiliated Community Based Outpatient Clinics (CBOCs) and other locations. The assessment must ensure compliance with the latest editions of National Fire Protection Association (NFPA) 101 (Life Safety Code), NFPA 99 (Health Care Facilities Code), and Joint Commission standards.

• Conduct a physical on-site survey of specified buildings to determine compliance with NFPA 101, VA Fire Protection Design Manual, and VHA-Joint Commission Clarification Document requirements.

• Review and verify occupancy classifications, fire/smoke barriers, dampers, exit access, egress paths, travel distances, electrical closets, transformer rooms, exit stairways, signage, room numbering, and fire extinguisher locations.

• Document deviations with pictures and code references.

• Review and assist in updating electronic Joint Commission data.

• Provide updated SOC drawings in electronic format (AutoCAD and PDF).

• Support via a unique log-in Data Innovations Customer Web Portal.

• Submit a SOC binder with required documents, including qualifications, building descriptions, life safety assessments, floor plan drawings, and a preliminary Plan for Improvement (PFI).

• Conduct an exit conference with VHSO leadership, Safety Office, and Engineering staff.

• Contract Type: Firm-Fixed-Price Requirements Contract.

• Period of Performance: 120 calendar days.

• Estimated Value: Not explicitly stated, but Block 9 indicates a potential value of $25.5 Million.

• All questions must be emailed to marcus.gasper@va.gov by March 12, 2026, 10:00 AM CST.

• Submit technical certifications proving capabilities with bid documentation for evaluation; failure to do so may result in non-responsiveness.

• Evaluation factors: Technical Certifications, Past Performance, and Price. Technical and Past Performance are of equal weight and combined are equal to Price.

• Offer Due Date: March 27, 2026, 10:00 AM CDT.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified and listed in the SBA certification database at the time of offer and award.

• Specific limitations on subcontracting apply (50% for services).

• NAICS Code: 541330 (Engineering Services).

• Size Standard: Not explicitly stated but implied by SDVOSB set-aside.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, and VAAR clauses.