J042--Door Inspections and Repair Service Contract

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to perform comprehensive inspections and maintenance on all doors, including fire doors, at the Manchester VA Medical Center. The goal is to ensure proper operation and prevent failure of the fire protection system due to the facility's current maintenance staff being shorthanded.

• Quarterly Fire Door Inspections: Inspect approximately 135 fire/smoke doors per NFPA 80 standards, including checking labels, glazing, clearances, self-closure devices, coordinators, latching hardware, auxiliary hardware, modifications, and gasket/edge seals. Provide a report within 14 calendar days of inspection, including a cost estimate for repairs.

• Annual Fire Door Report: Summarize quarterly inspections, repairs made, and outstanding items.

• Stand-By Service Calls: Provide 160 labor hours for repairs to both fire/smoke and non-fire/smoke doors.

• Materials and Parts: Supply parts and materials for approximately 1,000 doors for necessary upgrades, replacements, and repairs (estimated at $150 per door).

• Corrections/Repairs: Notify CO/COR within 14 calendar days of discovering defects and provide a cost estimate for repairs.

• Deliverables: Calendar year schedule, prioritized phone support contact list, proposed equipment/materials, safety plans (Lock-Out Tag-Out, Electrical Safety, SDS), and final quarterly documentation reports.

• Period of Performance: Base year (September 21, 2026 - September 20, 2027) plus four (4) option years.

• Place of Performance: Manchester VA Medical Center, 718 Smyth Road, Manchester, NH 03104.

• Response Date/Time: June 4, 2026, 17:00 Eastern Time.

• Questions Deadline: May 27, 2026, 17:00 EST.

• Site Visit: May 19, 2026, 11:00 AM EST (contact Andrew Obrien to schedule).

• Submission: Email quotes to Shawn Lawrence at Shawn.Lawrence@va.gov.

• Evaluation: Award will be based on a comparative evaluation of quotes.

• Set-Aside: Solely for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 541350 (Building Cleaning and Maintenance Services), Size Standard: $11.5 Million.

• Qualifications: Respondents must be established businesses with fully qualified technicians trained and experienced in fire door assembly inspection, testing, and maintenance per NFPA 80.

• This solicitation is issued as an RFQ. No written solicitation document will be issued.

• Incorporated provisions and clauses are effective through Federal Acquisition Circular 2026-01 (March 13, 2026).

• Relevant attachments include FAR 52.212-1, FAR 52.212-2, Limitation on Subcontracting, Wage Determination, and QASP.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act (SCA). It establishes the minimum wage rates and fringe benefits required for various occupations performing contract work in Hillsborough County, New Hampshire. Bidders must use this information to ensure their proposals comply with federal labor laws.

• Applicability: This determination applies to the cities and towns of Bedford, Goffstown, Manchester, New Boston, and Weare within Hillsborough County, New Hampshire.
• Occupational Listing: Provides a comprehensive list of job classifications (e.g., Administrative Support, Automotive Service, Information Technology, Mechanics) with corresponding minimum hourly wage rates.
• Fringe Benefits: Details required fringe benefits, including Health & Welfare ($5.55/hour or $222.00/week), Health & Welfare EO 13706 ($5.09/hour or $203.60/week), Vacation (1-3 weeks based on service), and Holidays (11 paid holidays).
• Executive Orders: Includes information on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining specific requirements and rates applicable to federal contractors.
• Conformance Process: Outlines the procedure for requesting authorization for additional classifications and wage rates not listed in the determination.

This wage determination is critical for bidders to accurately calculate labor costs for their proposals. Failure to comply with the specified minimum wages and fringe benefits can lead to bid disqualification or contract non-compliance. Bidders must ensure their proposed wages and benefits meet or exceed the rates and requirements outlined in this document for all covered employees.

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction. It requires offerors to certify their understanding and compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for the offeror to complete and submit with their bid, quotation, or proposal.

• Services Contracts: Offerors must certify they will not pay more than 50% of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs). Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit.
• General Construction Contracts: Offerors must certify they will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Special Trade Construction Contractors: Offerors must certify they will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Acknowledgement of Jurisdiction: Offerors acknowledge that this certification is subject to Title 18, United States Code, Section 1001, and that false certifications may lead to penalties.
• Consequences of Non-Compliance: Details potential actions if VA determines an SDVOSB/VOSB did not act in good faith, including referral to suspension/debarment, fines, or prosecution.
• Record Keeping: Offerors understand they may be required to provide documents to VA to demonstrate compliance with subcontracting limitations.
• Certification Fields: Includes spaces for the printed name, title, signature, date, company name, and address of the authorized certifier.

This is a mandatory attachment that must be completed, signed, and returned with the offer. Failure to provide this certification will render the offer ineligible for evaluation and award. Bidders must carefully review the subcontracting limitations applicable to the contract type (Services, General Construction, or Special Trade Construction) and ensure their proposed subcontracting plan complies with these requirements.

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

This Quality Assurance Surveillance Plan (QASP) outlines the Government's method for overseeing contractor performance for the Campus Wide Doors and Fire Door Inspections and Repairs Service Contract. The contractor is responsible for quality control, while the Government performs quality assurance to verify acceptable performance.

• Quarterly Inspections: Inspect all campus-wide doors and fire/smoke doors in accordance with NFPA 80.

• Reporting: Submit quarterly reports within 14 days of the quarter's end.

• Emergency Repairs: Respond to emergency repair calls within 4 hours.

• Annual Reporting: Provide an accurate and complete annual report.

• Material Proposals: Submit proposals for materials/parts within 14 days.

• Safety Compliance: Adhere to safety regulations including PPE, LOTO, and badging.

• Fire/Smoke Door Inspections: 95% timely completion; 100% of safety issues identified.

• Quarterly Reports: 100% on-time submission; ≤5% documentation errors.

• Emergency Repair Response: 98% compliance.

• Annual Report: 100% on-time; 100% inventory accuracy.

• Material/Parts Proposals: 95% compliance.

• Safety Compliance: 98% compliance.

• Customer Complaints: Maximum of 3 valid complaints per month; valid complaints corrected within 2 hours of notification.

Not explicitly stated in this document, but pertains to "Campus Wide Doors."

• Defect Correction: Minor issues within 24 hours; emergency issues within 4 hours.
• Dispute Resolution: COR makes final determination in case of disputes.
• Roles: Clearly defined roles for Contracting Officer (CO), Contracting Officer's Representative (COR), and Contractor Quality Control Inspector (QCI).
• Performance Assessment: Monthly and annual assessments by the COR using reports, logs, safety reviews, and complaint records, impacting CPARS evaluations.

Amendment / Modification

This document is an addendum to FAR 52.212-2 EVALUATION-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025).

• It clarifies the "Basis for Award" and the factors used to evaluate quotations.

• It details the "Evaluation Approach," emphasizing a comparative evaluation process where quotations are compared to determine the best benefit to the Government, not necessarily the lowest price.

• It outlines the evaluation criteria: Technical or Quality, Past Performance, and Price.

• It specifies that Past Performance may be evaluated using customer surveys, CPARS, or other reasonable bases.

• It explains how "Options" will be evaluated, including the addition of six months of pricing for the last potential performance period under FAR 52.217-8, Option to Extend Services.

• No changes to proposal deadlines or submission requirements are indicated in this addendum. It focuses solely on the evaluation criteria and approach.

Form / Attachment / Pricing Sheet

This document is an addendum to FAR 52.212-1, "Instructions to Offerors—Commercial Products and Commercial Services," for the solicitation. It provides specific instructions and requirements for offerors responding to the Request for Quote (RFQ).

• NAICS Code and Size Standard: Details how to find the relevant NAICS code and small business size standard elsewhere in the RFQ. It also specifies size standards for concerns that did not manufacture the end item, and for information technology value-added resellers.
• Submission of Quotes: Outlines the required content for quotes, including solicitation number, receipt time, quoter's contact information, technical description of items, warranty terms, price, "remit to" address, representations and certifications (FAR 52.212-3), and acknowledgment of amendments. Quotes must state the extent of agreement with solicitation terms.
• Period for Acceptance of Quotes: Offerors must hold prices firm for 30 calendar days from the quote receipt date, unless otherwise specified.
• Product Samples: If required, samples must be submitted by the quote receipt deadline at no expense to the Government and will be returned at the sender's expense, unless destroyed during testing.
• Multiple Quotes: Offerors are encouraged to submit multiple quotes with alternative terms or line items.
• Late Submissions: Quotes received after the specified time are considered "late" and may not be considered, with specific exceptions for emergencies or unanticipated events.
• Issuance of Purchase Order: The Government may issue a purchase order to one or more quoters and reserves the right to reject any or all quotes or issue a purchase order for less than the quoted quantity.
• Availability of Requirements Documents: Provides links and instructions for obtaining referenced specifications, standards, and commercial item descriptions.
• Unique Entity Identifier: Requires offerors to provide their unique entity identifier and EFT indicator if applicable, and instructions on how to obtain one if needed.
• Notification: Unsuccessful quoters will not be notified.

This document is critical for bidders as it details the specific requirements for preparing and submitting a compliant quote. It covers essential information such as what must be included in the quote, deadlines, how to handle product samples, and the process for obtaining necessary technical documents. Failure to adhere to these instructions may result in disqualification.