J012--Fire Alarm-Fire Suppression Services for the VA Salt Lake City, Utah Medical Center

Statement of Work (SOW)

To provide comprehensive Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, and Maintenance (MITMR) services for the VA Salt Lake City Health Care System (VASLCHCS).

• Services: Provide all personnel, transportation, materials, equipment, and services for MITMR of fire alarm and fire suppression systems across 19 campus buildings.
• Systems: Primarily Siemens Cerberus Modular Alarm System for fire alarms; includes various fire suppression systems (sprinklers, dry/wet/pre-action systems, etc.). Contractor must be an authorized Siemens service representative.
• Monitoring: 24/7 monitoring and notification to first responders for fire alarm system activations.
• Inspection & Testing: Perform scheduled inspections and testing according to Joint Commission (TJC) standards and National Fire Protection Association (NFPA) codes (e.g., NFPA 25, 72, 80, 101).
• Maintenance & Repair: Perform preventive and corrective maintenance, including unscheduled and emergency repairs.
• Modernization: Identify and quote upgrades for outdated fire panels and devices. This includes servers, loop cards, detectors, pull stations, and modules.
• Database Management: Maintain a database of all MITMR activities, organized by Unique Identifier (UID) for each device.
• Reporting: Produce comprehensive printed and electronic reports of all data and activities.

Base Period: 6/1/2026 - 5/31/2027 Option Years: 4 additional years (6/1/2027 - 5/31/2031)

• Personnel: Contractor employees must obtain and wear VA-issued badges (PIV cards) and complete mandatory VA Privacy & HIPAA training via the Talent Management System (TMS).
• Compliance: Adhere to TJC standards, NFPA codes, and VHA directives.
• Reporting: Submit documented results within five business days after each ITM cycle. Provide quarterly hard copy and electronic reports.
• Safety: Comply with all OSHA, NFPA, and VHA safety standards, providing necessary PPE.
• Security: No access to VA information systems or Patient Health Information (PHI).
• Smoke-Free Policy: Adhere to the VHA smoke-free campus policy.
• Communication: Daily in-briefs and out-briefs with the Contracting Officer's Representative (COR) for onsite work. Quarterly meetings to review MITMR, funding, staffing, and timelines.
• Repairs: Provide quotes for unscheduled/emergency repairs to the COR for approval. Response times vary for emergency (2-hour) vs. non-emergency (72-hour) repairs.
• Documentation: Maintain current documentation, including deficiency notices and final as-built drawings approved by a licensed Fire Protection Engineer.

Amendment / Modification

This amendment to Solicitation 36C25925Q0740 makes the following changes:

• Provides answers to vendor questions.

• Includes an updated Statement of Work (SOW).

• Adds Clause 52.222-90, "Addressing DEI Discrimination by Federal Contractors."

• Important Note: The solicitation is currently paused due to a vendor protest.

• Statement of Work (updated)

• Clauses (Clause 52.222-90 added)

• General solicitation terms and conditions remain the same unless otherwise specified.

• The amendment provides answers and an updated SOW, which may impact proposal preparation. Bidders should review these carefully.

• The status of the solicitation is paused due to a vendor protest, which may affect the response deadline and overall timeline. Specific details on the protest's impact on deadlines are not provided in this amendment.

Other / Unclassified

This document is a clause titled "52.222-90 Addressing DEI Discrimination by Federal Contractors (Deviation DATE)". It outlines requirements for federal contractors regarding diversity, equity, and inclusion (DEI) activities.

• Prohibition of Racially Discriminatory DEI Activities: Contractors must not engage in DEI activities that involve disparate treatment based on race or ethnicity in recruitment, employment, contracting, program participation, or resource allocation.
• Information and Reporting: Contractors must provide information and reports, including access to records, as required by the Contracting Officer to ascertain compliance.
• Consequences of Noncompliance: Noncompliance may result in contract cancellation, termination, suspension, and ineligibility for future government contracts.
• Subcontractor Monitoring: Contractors must report any known or reasonably knowable subcontractor conduct that may violate this clause to the Contracting Officer and take remedial actions as directed.
• Subcontractor Lawsuits: Contractors must inform the Contracting Officer if a subcontractor sues them in a manner that questions the validity of this clause.
• Materiality for Payment: Compliance with this clause is considered material to the Government's payment decisions.
• Flow-Down Requirement: Contractors must include the substance of this clause in subcontracts at any tier, except for those where performance or delivery is outside the United States.

This clause imposes specific obligations on contractors related to DEI practices. Bidders should understand these requirements as they will be incorporated into the contract. Non-compliance can have significant consequences, including contract termination and future ineligibility for government contracts. Bidders must ensure their DEI policies and practices, as well as those of their subcontractors, align with this clause.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed lists of fire alarm and related equipment, categorized by building and device type. It appears to be an inventory or specification list for equipment associated with various buildings (1, 3, 5, 6, 14) and specific fire protection systems.

• Sheet: EC.02.03.05 EP1: Supervisory signal devices (e.g., Elevator Shunt Trip Control Power Loss, Fire Pump devices).
• Sheet: EC.02.03.05 EP2: Water flow devices and Valve tamper switches.
• Sheet: EC.02.03.05 EP3: Duct, heat, smoke detectors, and manual fire alarm boxes.
• Sheet: EC.02.03.05 EP4: Notification devices (audible & visual), and door-releasing devices.
• Sheet: EC.02.03.05 EP5: Emergency services notification transmission equipment tests (Pass/Fail).
• Sheet: EC.02.03.05 EP9: Sprinkler systems main drain tests.
• Sheet: EC.02.03.05 EP10: Fire department connections inspected.
• Sheet: EC.02.03.05 EP11: Fire pump(s) tested – under flow, supervisory signals for pump running and power loss.
• Sheet: EC.02.03.05 EP12: Automatic Standpipe Systems tested in specified buildings.
• Sheet: EC.02.03.05 EP13: Kitchen Extinguishing Systems.
• Sheet: EC.02.03.05 EP18: Fire and smoke dampers.
• Sheet: EC.02.03.05 EP19: Smoke detecting shut down devices for HVAC.
• Sheet: EC.02.03.05 EP20: Horizontal & vertical rolling and sliding fire doors.

This document provides a detailed breakdown of existing fire protection and alarm equipment across multiple buildings. Bidders responding to an opportunity that involves maintenance, inspection, testing, or replacement of these systems should use this list to understand the scope and quantity of equipment involved. It serves as a foundational reference for assessing the current state of fire safety systems.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the solicitation for fire alarm and fire suppression system maintenance and testing.

• Annual Inspections: Facility annual inspections are due in January each year.
• Damper & Standpipe Testing: The 6-year damper test was completed in May 2022 (with future tests due in 2026 and 2028 for new areas). The 5-year standpipe test is due in September 2025.
• As-Built Drawings: As-built drawing requirements are tied to major system upgrades (which have been removed from the current scope) and will be provided after upgrades are completed. The government does not require the prime contractor to survey the entire facility for this MITMR contract.
• Repair Parts Pricing: The government requires the prime contractor to provide their supplier's quote for parts as a reference point to ensure the reasonableness of the prime contractor's itemized quote for unscheduled maintenance, not to reveal proprietary information.
• Facility Maps/Drawings: A zip file with facility map layouts is available. As-built drawings are not relevant for this solicitation. The Joint Commission (TJC) equipment list is attached and provides quantities for devices.
• Past Inspection Reports: Past inspection and testing reports are not required for this solicitation as it focuses on routine scheduled support and preventive maintenance. The VA may provide these to the awarded contractor after contract award.
• Obsolete Fire Panels: Replacement upgrades for obsolete panels are not part of PMs and will require separate quotes per the SOW.
• Siemens Software: The current Siemens software version is 14.5. The Password of the Day (POD) is controlled by VA SLC.
• 24/7 Monitoring: Seventeen (17) individual accounts require monitoring for the campus Fire Alarm Systems.
• Device UIDs: All current devices have existing UIDs. The awarded contractor will be responsible for establishing and tagging new UIDs for new devices added to the network.
• Device Quantities: The TJC Equipment Summary List spreadsheet attachment provides quantities for each device type.
• Door Testing: Standard swinging fire doors are excluded from the roller and slider door inspection requirement. The facility does not have "slider" doors.

This document clarifies requirements and provides necessary data (like device quantities) for accurate proposal development. It confirms that certain costly requirements (like facility-wide surveys for as-built drawings) are not applicable to this solicitation.

Solicitation / RFP / RFQ

This document is a solicitation for Fire Alarm-Fire Suppression Services for the VA Salt Lake City, Utah Medical Center. The solicitation number is 36C25925Q0740.

This solicitation details the requirements for fire alarm and fire suppression services at the specified VA facility.

• Place of Performance: VA Salt Lake City Health Care System, George E. Wahlen Medical Center, 500 Foothill Boulevard, Salt Lake City UT 84148-0001, USA.

• Product Service Code: J012

• NAICS Code: 561621

• Response Date/Time/Zone: April 30, 2026, at 12:00 PM Central Time, Chicago, USA.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village CO 80111.

Information regarding set-aside is not specified in this section.

• The solicitation closing date has been extended to April 30, 2026, at 12:00 PM Central Time.
• A solicitation amendment will be published shortly after this notice to address vendor questions and requests for information.
• Point of Contact: John Cheng, Contracting Officer, John.Cheng2@va.gov, 303-712-5776.

Amendment / Modification

This amendment extends the response date for Solicitation 36C25925Q0740 to April 28, 2026, at 12:00 PM Central Time. It also provides answers to vendor questions.

• Response Date/Time/Zone: Extended to 04-28-2026 12:00 PM Central Time, Chicago, USA.

• Questions and Answers: Included in the amendment, addressing various aspects of the solicitation.

• The deadline for submitting offers has been extended.

• Clarifications provided may impact how bidders prepare their proposals.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a detailed list of fire and smoke dampers inspected at the VAMC Salt Lake City facility. It serves as an inventory and inspection report for these critical safety components.

• Building Number: Identifies the building where the damper is located.
• Damper Number: Unique identifier for each damper.
• Damper Type: Specifies whether the damper is a 'Fire' or 'Combination' type.
• Floor: Indicates the floor level within the building.
• Inspected On: Date of the inspection.
• Location Description: Detailed description of the damper's location within the building (e.g., specific rooms, hallways, mechanical areas).

This document provides specific details about the existing fire and smoke dampers within the VAMC Salt Lake City facility. Bidders responding to opportunities related to HVAC maintenance, fire safety systems, or building infrastructure at this location should review this list to understand the scope and location of existing dampers. This information is crucial for accurately assessing the work required, estimating costs, and developing a comprehensive proposal.

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

To provide comprehensive Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, and Maintenance, and Repair (MITMR) services for the VA Salt Lake City Health Care System (VASLCHCS).

• Provide all personnel, transportation, materials, equipment, and services for MITMR of fire alarm and fire suppression systems across 3 patient care and 27 support buildings.

• Services include monitoring, inspection, testing, preventive maintenance (PM), and unscheduled maintenance repair.

• Contractor must be an authorized Siemens service representative for the Siemens Cerberus Modular Alarm System.

• Perform database management and produce comprehensive reports (printed and electronic) compliant with Joint Commission (TJC), NFPA codes (25, 72, 80, 101), and VHA directives.

• Identify and quote upgrades for outdated fire alarm panels and devices, including but not limited to: Desigo Server, Fire System Server, Device Loop Cards, Manual Pull Stations, Smoke Detectors, Thermal Detectors, Input Modules, and Control Modules.

• Assign a Unique Identifier (UID) to every device for cradle-to-grave data maintenance.

• Provide 24/7 monitoring and notification to first responders upon system activation, attempting to contact VA representatives first.

• Conduct scheduled inspections and testing according to TJC and NFPA standards (specific tests and frequencies detailed in the SOW).

• Provide 100% inspection, testing, monitoring, and repair service for all fire alarm and fire suppression devices.

• Respond to unscheduled maintenance and emergency repairs within specified timeframes (2-hour response for emergencies after hours, 72 hours for non-emergencies).

• Base Period: May 1, 2026 - April 30, 2027

• Four Option Years: May 1, 2027 - April 30, 2031

• Location: VA Salt Lake City Health Care System, 500 Foothill Drive, Salt Lake City, UT 84148.

• Non-personal services contract; no government supervision or control over contractor personnel.

• Contractor assumes total liability for all employees.

• Contractor employees must obtain and wear VA-issued badges (PIV cards required).

• Contractor personnel must complete VA-approved Privacy and HIPAA training via the VA Talent Management System (TMS) before on-site work and annually thereafter.

• Maintain and submit personnel rosters and training completion certificates to the COR.

• Adhere to the VHA smoke-free policy.

• All work direction must be in writing; no verbal agreements.

• Comply with all OSHA, NFPA, and VHA safety standards, providing necessary PPE.

• Submit detailed invoices with itemized services performed.

• Initiate and maintain Deficiency Notices (DNs) for failed devices until repairs are complete.

• Provide final as-built drawings, approved by a licensed Fire Protection Engineer, in CAD files.

Solicitation

This document provides information regarding a scheduled site visit for solicitation 36C25925Q0740.

• Date and Time: April 16th, 2026, from 9:00 am to 11:00 am MDT.

• Location: VA Salt Lake City Healthcare System, George E. Wahlen VA Medical Center, 500 S Foothill Boulevard, Salt Lake City, UT 84148.

• Reporting Location: Representatives must report to B6, Engineering Office by 9:00 am MDT on 04/09/2026.

• Name: Brian Treasure

• Phone: (801) 582-1226 or 801-584-1226

• Email: brian.treasure@va.gov

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, Maintenance, and Repair (MITMR) services for the VA Salt Lake City Health Care System. The contract will be a firm-fixed price award.

• 24/7 monitoring of fire alarm and fire suppression systems.

• Quarterly, semi-annual, and annual testing and maintenance.

• Emergency unscheduled maintenance and repair labor (onsite during and outside normal business hours).

• Allowance for maintenance repair parts or replacement/modification parts.

• Services must be performed in accordance with the attached Statement of Work (SOW).

• Offerors must provide proof of authorization to perform services and access to current Siemens System, technical documentation for notification procedures, and active Utah State Fire Marshal licenses and technician certifications.

• Contract type: Firm-fixed price.

• Period of Performance: Base year (05/01/2026 – 04/30/2027) plus four (4) option years.

• The total duration, including options, shall not exceed 5 years (per FAR 52.217-9).

• Quotes are due by 12:00 PM CST on April 23, 2026, submitted via email only to thomas.parsons2@va.gov and john.cheng2@va.gov.

• An optional site visit is scheduled for April 16, 2026, at 9:00 AM MDT.

• The deadline for all questions is 12:00 PM CST on April 21, 2026.

• Quotes must include Technical Capability, Price, and Past Performance volumes.

• Evaluation will be based on Technical Capability, Price, and Past Performance, with the award going to the most advantageous offer.

• This solicitation is open market and unrestricted.

• NAICS Code: 561621 (Fire alarm sales combined with installation, repair, or monitoring services), with a business size standard of $25 Million.

• The Government reserves the right to make no award.

• Award will be made on an All or Nothing Basis.

• Offerors must comply with all incorporated FAR and VAAR clauses and provisions.