Fire System Maintenance - Carl Vinson VA Medical Center

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the Fire System Maintenance opportunity (36C24726Q0305).

• Device Counts: The government does not have an exact inventory of all devices (e.g., smoke detectors, pull stations, sprinkler heads) per building. Pull stations and smoke detectors are not the responsibility of this contract; only fire suppression is included. Fire alarm items are under a separate contract.
• FM200 System: The Data Center FM200 system has 5 tanks with specified weights. The system was refurbished in 2025 and is not currently active. Tanks were inspected by a certified inspector on 5/4/26.
• Kitchen Hoods & Fire Shutters: Information regarding kitchen hood brands and fire shutter types (motorized/manual) will be provided via attached inspection reports.
• Hydrant Water Source: Fire hydrants are connected to a private VA loop; the VA handles coordination and permitting with the city.
• System Deficiencies: Any "Red Tag" or "Yellow Tag" deficiencies are expected to be resolved by the incoming contractor while the contract is active. Contingency funds may be used if not resolved.
• Simplex Programming: The government will provide information for system bypasses. Any programming work would need to be subcontracted to JCI, potentially using the contingency fund. The VA does not hold a separate service agreement with JCI for proprietary software updates.
• Spare Parts: A "Recommended Spare Parts List" is not provided, but common parts like pressure switches, tamper switches, and flow meters are expected to be stocked.
• Certifications: All technicians require manufacturer training. NICET Level I is insufficient without a Level II or III supervisor. DASMA certifications are not accepted as equivalents for QFDI.
• Disruption Definition: Audible alarm testing is considered a disruption of patient care for outpatient services. In-patient areas require testing during normal hours. Alarm and strobe disables are available for testing without full alarms.
• Utility Outages: Standard outages require 14 calendar days' notification.
• Escort Requirements: Technicians will be permitted badge access after PIV vetting, though this process can take up to 3 months. Most areas are accessible once badges are issued.
• Contingency Fund: CLIN 0005 ($50,000) is a required line item for all bidders.
• Repair Quotes: Repair quotes will be evaluated case-by-case.
• Invoicing: Invoices for completed Annual/Semi-Annual CLINs can be submitted immediately upon completion and acceptance, not necessarily divided over 12 months.
• Reporting: No specific third-party reporting software is required. The VA is looking for contractors who have passed FDAI or CFDAI exams.
• Incumbent Contract: JCI held the previous contract for fire alarm and fire suppression (approx. $114,000). This contract is for fire suppression only and includes fire doors, kitchen hoods, and the FM200 system, which were previously on separate contracts.
• Device Counts Provided: Tamper switches (131), Pressure switches (16), Flow switches (87), Wet systems (24 with 8 risers), Dry systems (14 with 6 risers), Deluge systems (1), FDCs (16), PIVs (15).
• Backflow Inspections: Not the responsibility of this contract.
• CLIN 0003 Quantity: The quantity of 1 for CLIN 0003 (visual inspection of tampers/flows, test pressure switches) should be interpreted as a quantity of 2 for both quarterly inspections.

These clarifications provide specific details on equipment, responsibilities, certifications, and administrative processes, which bidders should consider when preparing their proposals. No changes to submission deadlines or evaluation factors were explicitly stated as a result of these Q&As.

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the Fire System Maintenance opportunity (36C24726Q0305).

• Device Counts: The government does not have an exact inventory of fire sprinkler heads, pull stations, or smoke detectors per building. The contract scope is limited to fire suppression devices, excluding fire alarm components.
• FM200 System: The Data Center FM200 system has 5 tanks with specified weights. The system was refurbished in 2025 and last inspected by a certified inspector on 5/4/26. It is not currently active.
• Kitchen Hoods & Fire Shutters: Inspection reports for kitchen hoods (dated 10/8/2025) and fire shutters (dated 9/16/2025) will be provided, detailing manufacturers and system types (motorized/manual).
• Hydrant Water Source: Fire hydrants are connected to a private VA loop; the VA handles coordination and permitting with the city.
• System Deficiencies: Any "Red Tag" or "Yellow Tag" deficiencies must be resolved by the incoming contractor under this contract. Contingency funds may be used if not resolved.
• Simplex Programming: The government will provide information for system bypasses. Any programming work requires subcontracting to JCI, potentially using the contingency fund. The fire alarm system is separate.
• Required Certifications: All technicians must hold manufacturer certifications. NICET Level I is insufficient without supervision from a Level II or III technician. Equivalent QFDI certifications (e.g., DASMA) are not accepted.
• Patient Care Disruption: Audible alarm testing is considered a disruption to patient care for outpatient services and should be avoided using panel disables. In-patient areas require testing during normal hours.
• Contingency Fund: All bidders must include $50,000.00 as a line item for the Contingency Fund (CLIN 0005).
• Invoicing: Invoices for completed Annual/Semi-Annual CLINs can be submitted immediately upon completion and acceptance, not necessarily divided over a 12-month period.
• Incumbent Contract: JCI held the previous contract for fire alarm and suppression ($114,000). This new contract separates fire alarm and suppression, adding fire doors, kitchen hoods, and the FM200 system.

These clarifications provide specific details on equipment, responsibilities, required certifications, and administrative processes, which bidders should consider when preparing their proposals. No changes to due dates or submission rules were indicated.

Other / Unclassified

This document is a "Joint Commission Report" detailing an inspection of "EP 13 - Kitchen auto extinguishing systems" conducted at the VA Medical Center on October 8, 2025. The report was generated by Johnson Controls using their Xaap platform.

This report provides a detailed inspection summary of the kitchen auto extinguishing systems at the VA Medical Center. It includes information on system components, maintenance checks performed, and the results of the inspection. While not a solicitation or SOW, this document could be relevant to bidders interested in providing maintenance, inspection, or upgrade services for similar fire suppression systems in healthcare or government facilities, as it outlines the scope of work performed and the standards met (or not met) during the inspection.

Other / Unclassified

This document is a Rolling Fire Door Inspection Report for the Carl Vinson VAMC, dated September 16, 2025. It details the inspection of multiple rolling fire doors (identified as 1-RFD-001 through 1-RFD-007) located in Building 2 and Building A. The inspection verifies compliance with NFPA 80 5.2.3.6, covering aspects such as door condition, fire rating, drop tests, and overall compliance.

This report provides a record of the operational status and compliance of fire doors at the Carl Vinson VAMC. For potential bidders, this document could be relevant if the opportunity involves maintenance, repair, or replacement of fire doors, or if it is part of a larger facility management or safety compliance requirement. It indicates that fire door inspections are being conducted and documented, suggesting a focus on safety and regulatory adherence at the facility.

Solicitation / RFP / RFQ

This solicitation is for comprehensive annual services for the inspection, testing, maintenance, repair, and 24/7 emergency support of the Simplex Fire Suppression system at the Carl Vinson Veterans Medical Center in Dublin, Georgia. The scope includes all wet suppression systems, dry suppression systems, kitchen hood suppression systems, fire extinguishers, emergency lighting, exit signs, and fire shutters/curtains.

• Annual inspections and testing of various fire suppression systems (shutter, extinguisher, hydrant, wet/dry systems, kitchen hood, FM200).

• Monthly inspections of exit sign batteries.

• Routine maintenance and repairs, with an option for an agreed-upon repair contingency fund (not to exceed $50,000 annually).

• 24/7 on-call emergency response with on-site arrival within 3 hours of facility notification of a system failure.

• Documentation of all inspections, repairs, and emergency events.

• Compliance with NFPA 25, NFPA 80, NFPA 101, NFPA 13, and OSHA requirements.

• Preferred experience in medical centers.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base Year (August 12, 2026 - August 11, 2027) with four (4) Option Years.

• Repair Contingency Fund: Up to $50,000 per year.

• Proposal submission deadline: May 22, 2026, by 9:00 am EDT.

• Questions due: May 18, 2026, by 9:00 am EST, to Michael.barton@va.gov.

• Evaluation Factors: Technical Approach, Past Performance, and Price.

• Offers must include a signed subcontracting certificate.

• This acquisition is a set-aside for small businesses.

• NAICS Code: 561210 (Facilities Support Services).

• Size Standard: $47 Million.

• Standard Form 1449 is used for this solicitation.

• FAR 52.212-1, 52.212-3, and 52.212-5 are incorporated by reference or attached.