J042--Fire and Electric Doors PM and Repairs

Amendment / Modification

This amendment (0003) to solicitation 36C26126Q0302 serves multiple purposes:

• RFI Responses: Incorporates official Government responses to vendor Requests for Information (RFIs).

• SOW Revisions: Replaces the Statement of Work (SOW) in its entirety with updated requirements.

• Price/Cost Schedule Restructure: Modifies the Price/Cost Schedule, including the deletion of CLIN 0007 and the establishment of Not-To-Exceed (NTE) amounts for specific unscheduled repair CLINs.

• Quotation Due Date Extension: Extends the deadline for submitting quotations.

• Statement of Work (SOW):

  • Performance Locations (Section 1): "105 Hickam Ave, Travis, AFB, CA (Fairfield)" has been removed. Only "103 Bodin Circle" remains for Travis AFB.
  • Emergency Response Times (Section 6): The previous 4-hour and 6-hour response times are deleted. The new requirement is an on-site response within 12 hours of the call.

• Price/Cost Schedule (CLINs):

  • CLIN 0007 (Overhead & Profit): Deleted. Offerors must incorporate these costs into other CLINs.
  • CLIN 0003 (Unscheduled Repairs - Fire Doors): Established with an NTE of $50,000.
  • CLIN 0005 (Unscheduled Repairs - Electric Doors): Established with an NTE of $100,000.
  • CLIN 0004 (Emergency Callouts): Unit of Measure changed from "YR" to "EA". An NTE of $6,000 is established for a single callout.

• Attachments:

  • Consolidated Government responses to vendor RFIs are provided.
  • A revised SOW is provided.

The hour and date for receipt of quotations is extended from March 12, 2026, at 1:00 PM to March 16, 2026, at 1:00 PM Local Time.

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

To ensure the safe, reliable, and compliant function of all automatic and fire-rated pedestrian doors across multiple VA Northern California Health Care System sites.

• Provide inspection, preventive maintenance, repair, and emergency service for automatic sliding and swinging doors, low/high-energy operators, sensors, control systems, and fire-rated doors and hardware.

• Services cover doors in patient care areas, entrances/exits, restrooms, staff access, and secured locations.

• Conduct quarterly training (minimum 2 hours per location) for local staff on door maintenance and service.

• Compliance with ANSI/BHMA A156.10 & A156.19, NFPA 80 & 101, California Building/Fire Codes, VA Fire Protection Design Manual, and other relevant standards.

• Contractor must be AAADM certified or have equivalent technician certification/experience.

• Maintain a log of all service activities for VA COR review.

• Fire-rated doors require annual inspection and testing per NFPA 80.

• Deficiencies in fire-rated doors must be reported to the VA COR within 24 hours.

• Unscheduled repairs require a quote and approval within 30 days of request.

• On-site response for emergency calls within 12 hours; repairs requiring parts within 48 hours (subject to availability).

• Submit detailed service reports within 14 days of service or at invoicing.

• Quarterly maintenance summaries and Fire Door Inspection Reports (complying with NFPA 80) must be submitted.

• Locations: Mather, McClellan, Vallejo (Mare Island), Fairfield (Travis AFB), French Camp (Stockton), Martinez, CA.

• Preventive maintenance for automatic doors: Quarterly.

• Preventive maintenance for door systems with automatic openers: Annually.

• Fire door inspection and testing: Annually.

• Contractor employees must wear visible identification and obtain a flash badge.

• Access to Travis Air Force Base requires submission to DBIDS at least 14 days prior.

• Comply with VA facility infection control policies and safety regulations (PPE, securing work areas, cleanup).

• Implement a quality control plan; address deficiencies within five business days.

• All invoices must reference the correct Contract Line Item (CLIN) and include supporting documentation.

• Contractor employees will not have access to sensitive VA information and will require intermittent access, escorted by VA employees.

Questions & Answers / Clarifications

This memorandum transmits vendor questions regarding Solicitation RFQ 36C26126Q0302 for Automatic Door Maintenance and Fire Door System Inspection & Testing. It requests technical review and responses from the Program Office/Technical Evaluator/COR to facilitate the issuance of an amendment and ensure timely proposal submission.

• CLIN 0007 (Overhead & Profit): The government agrees to remove this separate line item. Offerors will incorporate overhead and profit into their fully burdened pricing for other CLINs. (SOW Change Required: Yes)
• CLINs 0003 & 0005 (Unscheduled Maintenance & Repairs): The government will issue an amendment establishing a Not-To-Exceed (NTE) "plug" amount for these CLINs, which will be funded at contract award. Contractors must submit quotes and receive COR/CO approval before commencing work. (SOW Change Required: Yes)
• CLIN 0004 (Emergency Service Calls): An amendment will change the Unit of Measure from "YR" to "EA" and provide an estimated quantity for emergency callouts. Offerors will provide a fully burdened unit price for one emergency service call. (SOW Change Required: Yes)
• Repair CLIN Funding: Existing CLINs 0003 and 0005 will be used for repairs and parts, funded with government-established NTE "plug" amounts based on historical data. A new CLIN 0008 will not be created. (SOW Change Required: No - Covered in Item 2)
• Acquisition Strategy: This solicitation remains a competitive 100% SDVOSB set-aside. Providing feedback or asking questions does not support a sole source award. (SOW Change Required: No)

Several CLIN structures and funding mechanisms are being revised via amendment based on vendor questions. The proposal due date remains March 6, 2026, necessitating a prompt technical review by March 3, 2026.

Amendment / Modification

This amendment (0003) to solicitation 36C26126Q0302 serves multiple purposes:

• Responses to RFIs: Provides official Government answers to vendor questions.
• SOW Revisions: Replaces the Statement of Work (SOW) in its entirety. Key changes include:
  • Removal of "105 Hickam Ave, Travis, AFB, CA (Fairfield)" from performance locations. The only Travis AFB facility is now 103 Bodin Circle.
  • Deletion of 4-hour and 6-hour emergency response times. The requirement is revised to allow an on-site response within 12 hours of a call.
• Price/Cost Schedule Restructure: Replaces the Price/Cost Schedule. Key changes include:
  • CLIN 0007 (Overhead & Profit) is deleted. Quoters must incorporate these costs into their fully burdened pricing for other CLINs.
  • Predetermined Not-To-Exceed (NTE) "plug" amounts are established for unscheduled repair CLINs for evaluation purposes:
    • CLIN 0003 (Unscheduled Repairs - Fire Doors): $50,000 (NTE)
    • CLIN 0005 (Unscheduled Repairs - Electric Doors): $100,000 (NTE)
  • CLIN 0004 (Emergency Callouts) Unit of Measure is changed from "YR" to "EA". An NTE plug amount of $6,000 is established for quoting a fully burdened unit price for one emergency service call.
• Quotation Due Date Extension: The deadline for receipt of quotations is extended from March 12, 2026, 1:00 PM to March 17, 2026, 1:00 PM Local Time.

• Statement of Work (SOW): Replaced in its entirety, with specific changes to performance locations and emergency response times.
• Price/Cost Schedule: Replaced in its entirety, with CLIN deletions, revisions, and the establishment of NTE amounts for specific CLINs.
• Attachments: Consolidated RFI responses and the revised SOW are provided as attachments.

The quotation due date has been extended to March 17, 2026, 1:00 PM Local Time. Bidders MUST use the revised SOW and Price/Cost Schedule provided with this amendment.

Form / Attachment / Pricing Sheet

This document outlines the Price/Cost Schedule for the opportunity, detailing specific line items for supplies and services. Bidders must use this schedule to provide their pricing.

• Item 0001: Annual Fire Door Testing and Inspection (NFPA 80 compliance required). Requires a firm-fixed total price.
• Item 0002: Routine Preventive Maintenance (PM) for automatic sliding doors and openers at VANCHCS locations. Requires a firm-fixed total price for the complete PM program.
• Item 0003: Unscheduled, corrective repairs for fire doors. Requires written CO/COR approval of a quote. Bidders must provide fully burdened hourly labor rates. A Not-To-Exceed (NTE) amount of $50,000 is established.
• Item 0004: Emergency service callouts for fire and electric door systems. Requires an on-site response within 12 hours. A Not-To-Exceed (NTE) total amount of $6,000 is established for evaluation. Bidders must quote a firm-fixed unit price for a single callout.
• Item 0005: Unscheduled, corrective maintenance and repairs for automatic sliding doors and electric door openers. Requires written CO/COR approval of a quote. Bidders must provide fully burdened hourly labor rates. A Not-To-Exceed (NTE) amount of $100,000 is established.
• Item 0006: On-site training for VA facility staff on door systems. Requires a minimum of two hours of training per location, per quarter. Bidders must quote a firm-fixed total price for all training sessions.

This schedule is critical for bidders to understand the specific services required, associated performance standards, and how to structure their pricing. Bidders must quote firm-fixed prices for scheduled services and training, provide hourly rates for repairs, and adhere to established Not-To-Exceed amounts for unscheduled work and emergency callouts.

Amendment / Modification

This amendment (0002) to solicitation 36C26126Q0302 makes the following changes:

• Extended Offer Due Date: The deadline for receipt of offers has been extended from March 6, 2026, 12:00 PM PST to March 12, 2026, 1:00 PM PST.

• Upcoming Amendment: A subsequent amendment (Amendment 0003) will be issued shortly. This future amendment will include consolidated responses to vendor Requests for Information (RFIs), updates to the Price/Cost Schedule, and a revised Statement of Work (SOW) specifically modifying the door inventory.

• The Offer Due Date is modified.

• The Statement of Work (SOW) will be revised in a future amendment.

Offerors are advised to wait for the release of Amendment 0003 before finalizing their pricing and technical volumes. All other terms and conditions of the original solicitation remain unchanged. Offerors must acknowledge receipt of this amendment.

Amendment / Modification

This amendment (0001) to solicitation 36C26126Q0302 makes the following changes:

• Site Visit Rescheduled: The organized site visit has been rescheduled to February 10, 2026, and February 11, 2026. Specific times and locations for each day are provided.
• Site Access Procedures Updated: Contractors attending the site visit must bring a valid Government-issued ID (Real ID or Driver’s License) for security vetting and base access.
• RSVP Deadline: Interested parties must RSVP for the site visit by 12:00 PM PST on Thursday, February 5, 2026, to the listed points of contact.
• Questions Deadline Extended: The deadline for submitting technical questions is extended from February 21, 2026, to February 24, 2026, at 12:00 PM PST.
• Offer Due Date Extended: The deadline for receipt of offers (Proposal Due Date) is extended from February 28, 2026, to March 6, 2026, at 12:00 PM PST.

• Site visit dates, times, and locations.

• Security/access requirements for site visits.

• Deadlines for RSVP, technical questions, and offer submission.

• The Proposal Due Date has been extended to March 6, 2026, at 12:00 PM PST.

• Offerors are reminded to acknowledge receipt of this amendment.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a fire door inventory for various facilities within the VA system. It lists specific doors, their locations, ratings, type (single/double), and material.

• Facility Locations: Mather (Bldg. 700, Bldg. 726), Stockton (Bldg. 910), Martinez (Bldg. 19, Bldg. 20), Mare Island, and McLellan.
• Door Details: Includes floor, door rating (e.g., 20 Min., 45 Min., 90 Min., 3 Hr.), single or double swing, and material (Wood, Metal, HM).
• Specific Rooms/Areas: Identifies locations such as corridors, stairwells, electrical rooms, IT rooms, offices, waiting rooms, and specialized areas like clean/soiled utility rooms.

This inventory provides detailed information about the existing fire doors within the specified VA facilities. Bidders may need to use this data to understand the scope of work related to fire door maintenance, replacement, or compliance requirements for any potential contract involving these buildings. It helps in assessing the types and quantities of doors that may require attention.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing an inventory of automatic and power-operated doors across various buildings and locations, likely for maintenance, replacement, or upgrade purposes.

• Building/Location: Identifies the specific building (e.g., VANCHCS, McClellan VA Clinic, Mare Island CBOC, Fairfield VA, Martinez VA, Stockton VA) and general location within the facility.
• Door Configuration: Details whether the door is swinging (single, dual, RH, LH) or sliding (single, dual, left, right).
• Make & Model: Specifies the manufacturer (e.g., Horton, Stanley, Dorma, Besam Assa Abloy, Dor-o-matic, LCN, Entrematic, PHI, AAADM, Gildoore, PEMCO) and model of the door operator or sliding mechanism.
• Asset/Serial Number: Provides unique identifiers for the door or its components.
• Description: Includes critical details such as the door's function (e.g., entrance, restroom, specific room access), type of activation (e.g., handicap push buttons, motion sensor, proximity sensor, keyed switch), specific features (e.g., magnetic lock, sensors intentionally blocked), and version information for the operator or controller.

This inventory provides potential bidders with a detailed understanding of the existing door systems across multiple VA facilities. It outlines the types, manufacturers, models, and specific features of current automatic and power-operated doors. This information is crucial for bidders to assess the scope of work, identify potential challenges, and prepare accurate proposals for any related maintenance, repair, replacement, or upgrade opportunities. Understanding the existing infrastructure is key to developing a compliant and cost-effective solution.

Solicitation / RFP / RFQ

This is a firm-fixed-price Request for Quote (RFQ) for the inspection, preventive maintenance, repair, and emergency service of all automatic and fire-rated pedestrian doors at various VA Northern California Health Care System (VANCHCS) locations. The acquisition is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Inspection, preventive maintenance, repair, and emergency service for automatic and fire-rated pedestrian doors.

• Services must comply with ANSI/BHMA A156.10, A156.19, NFPA 80, NFPA 101, California Building Code (CBC), California Fire Code (CFC), and VA Fire Protection Design Manual.

• AAADM certified technicians are required.

• Annual inspection and testing of fire-rated doors per NFPA 80.

• Quarterly preventive maintenance for automatic sliding doors.

• Annual preventive maintenance for door systems with automatic openers.

• Emergency service response time not exceeding six (6) hours.

• Repairs requiring parts must be completed within 48 hours, subject to availability.

• Detailed service reports required within 14 calendar days of service or at the time of invoicing.

• Training on electric doors for local staff.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: March 1, 2026, through February 28, 2027.

• Wage Determination: WD 2015-5623 Revision 28 applies.

• Quotes must be submitted electronically via email to edwin.rivera@va.gov by February 28, 2026, 12:00 PM PST.

• Questions must be submitted in writing to edwin.rivera@va.gov by February 21, 2026, 12:00 PM PST.

• Proposals will be evaluated based on Technical Capability (Technical Approach, Management Plan/Key Personnel), Past Performance, and Price.

• Technical Capability and Past Performance are significantly more important than Price.

• The acquisition is conducted using Comparative Evaluation (FAR 13.106-2(b)(3)).

• 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be listed in the SBA Veteran Small Business Certification (VetCert) database at the time of quote submission and award.

• Joint Ventures must meet 13 CFR 128.402 requirements, with the managing partner certified in VetCert.

• VAAR 852.219-75, VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction, must be completed, signed, and submitted with the quote.

• A site visit is scheduled for February 5-6, 2026. Attendance is strongly encouraged.

• Offerors must separate quotes into three volumes: Technical Capability, Past Performance, and Price/Administrative.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (WD) under the Service Contract Act (SCA). It specifies the minimum wage rates and fringe benefits required for various occupations performing work on federal contracts in specific geographic areas. This particular determination, WD 2015-5623, applies to the California Counties of Alameda and Contra Costa.

It lists numerous occupations, categorized by general fields (e.g., Administrative Support, Health Occupations, Information Technology, Mechanics), along with their corresponding minimum hourly wage rates and required fringe benefits. The document also details general fringe benefits applicable to all listed occupations, including Health & Welfare, and specific notes regarding Executive Orders (EO) 13706 (Paid Sick Leave) and 13658 (Minimum Wage).

Additionally, it outlines specific conditions for certain occupations, such as night pay and Sunday pay for Air Traffic Controllers and Weather Observers, hazardous pay differentials for ordnance/explosives work, and uniform allowance requirements. The document also explains the conformance process (Standard Form 1444) for classifying and determining wage rates for occupations not explicitly listed.

This document is crucial for potential bidders as it establishes the minimum labor costs for performing services under the Service Contract Act in the specified locations. Bidders must use these wage and fringe benefit rates when calculating their proposals to ensure compliance with federal labor laws. Understanding these requirements is essential for accurate cost estimation and bid competitiveness.