J063--Fire Alarm Service and Upgrade

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for fire alarm system maintenance, upgrade, and repair services, safety inspections, and testing. The procurement is for the Department of Veterans Affairs (VA) New York Harbor Healthcare System at Brooklyn, Manhattan, and St. Albans locations.

• Maintenance, upgrade, and repair services for fire alarm systems.

• Safety inspections and testing of fire alarm systems.

• Annual and semi-annual maintenance and inspection for fire alarm systems at Manhattan and Brooklyn locations.

• Maintenance, inspection, testing, and upgrade of the fire alarm system at St. Albans CLC, specifically replacing the Edwards EST-3 panel.

• Labor for repairs (regular, overtime, holiday hours) and parts for repairs.

• 24/7 continuous central monitoring of fire alarm systems for all three locations.

• Technicians must be factory-trained and certified for Notifier 2020 and Edwards EST-3 systems, holding certifications such as NICET Level 1-IV, NFPA 72, and OSHA 10/30-hour.

• Compliance with relevant codes including NFPA 70, 72, 90, 101; IBC; IFC; UL 268, 864; and ADA standards.

• Contract Type: Request for Quotation (RFQ).

• Period of Performance: One (1) Base Year (12 months) and Four (4) 12-month option years. Base Year: February 16, 2026 – February 14, 2027. Option Years extend through February 14, 2031.

• Submission Deadline: January 21, 2026, 4:30 PM ET.

• Submission Method: Email to Christopher.Weider@va.gov with subject RFQ 36C24226Q0191.

• Required Submissions: Technical capabilities statement (max 10 pages), relevant staff qualifications, past performance references, VAAR 852.219-75 Certificate of Compliance, and price submission.

• Evaluation Factors: Technical Capability, Past Performance, and Price. Award will be made to the most advantageous offer to the Government.

• Questions Deadline: January 16, 2026, 4:30 PM ET.

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

• NAICS Code: 561621 (Security Systems Services), Small Business Size Standard: $25.0 million.

• The solicitation document and incorporated provisions and clauses are effective through Federal Acquisition Circular 2025-06.

• Options will be evaluated at the time of award.

• Offerors must acknowledge terms and conditions or list exceptions.

• Attached documents: WD 2015-4187 Rev. 34, Equip. Inventory List.

Wage Determination

This document provides the U.S. Department of Labor's Wage Determination No. 2015-4187, Revision No. 34, for various occupations under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for service employees performing contract work in New York.

• Geographic Area: Applies to New York Counties of Bronx, Kings, New York, Queens, Richmond, Rockland, and Westchester.

• Occupational Listings: Provides a comprehensive list of occupations with corresponding minimum hourly wage rates.

• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific health and welfare rates are provided, including those related to Executive Order 13706.

• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave for Federal Contractors) and Executive Order 13658 (Establishing a Minimum Wage for Federal Contractors).

• Vacation and Holidays: Outlines the minimum paid vacation and holiday provisions required for employees.

• Hazardous Pay: Details differential pay rates for employees working with ordnance, explosives, and incendiary materials.

• Uniform Allowance: Specifies requirements for providing and maintaining uniforms, including reimbursement for cleaning and maintenance.

• Conformance Process: Explains the process for classifying and determining wage rates for occupations not explicitly listed in the determination.

• The wage determination is subject to annual adjustments.

• Contractors must ensure compliance with the Service Contract Act and applicable Executive Orders.

Form / Attachment / Pricing Sheet

This document, "Attachment A - Manhattan - Equipment Inventory List," provides a detailed inventory of fire alarm system equipment located in Manhattan. It serves as a reference for the types and quantities of devices that are part of the fire alarm systems.

• Lists various fire alarm system components including control panels, annunciators, detectors (smoke, heat, duct), pull stations, audio/visual devices, and related relays.
• Specifies the Make and Model for many equipment items.
• Indicates whether the equipment is serviced ('Y'/'N') and if Preventative Maintenance (PM) is scheduled ('A' for Annual, 'S' for Semi-Annual).
• Includes a "PM Description" column detailing the required maintenance and inspection tasks for various components.
• Lists specific equipment counts for different buildings (e.g., Bldg 1, Bldg 15) and locations (Manhattan, Brooklyn, St. Albans).

This inventory list is crucial for bidders to understand the existing infrastructure and scope of work related to fire alarm systems. It informs potential contractors about the types of equipment they may be responsible for maintaining, inspecting, repairing, or potentially upgrading. The detailed PM descriptions outline the expected maintenance activities, which are essential for developing accurate proposals and understanding the ongoing service requirements.

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

To obtain comprehensive maintenance, repair, safety inspection, testing, and upgrade services for fire alarm systems across multiple VA facilities in New York.

• Maintenance and Repair: Provide ongoing maintenance, repair, and component replacement for fire alarm systems, ensuring they operate as originally specified by manufacturers.

• Inspections and Testing: Conduct annual safety inspections and testing of all fire alarm system components, including smoke detectors, heat detectors, pull stations, notification appliances, and interfaces (HVAC shutdown, elevator recall, etc.). Perform smoke detector sensitivity testing and voice evacuation system intelligibility verification.

• System Upgrade: Upgrade the Edwards EST-3 fire alarm panel at the St. Albans Community Living Center (CLC) to the current Edwards EST version.

• Programming and Updates: Perform programming updates, including bypassing specific building functions (e.g., Building 65 at SA CLC) as required.

• Monitoring: Provide 24/7 continuous central monitoring of fire alarm systems for Brooklyn, St. Albans, and Manhattan locations.

• Reporting: Provide detailed inspection and testing reports, deficiency summaries, and maintain a service logbook.

• Diagrams: Create and maintain current schematic diagrams for each facility's fire alarm system.

• Emergency Response: Offer 24/7 emergency response services with defined on-site response times based on priority codes.

• Compliance with all applicable Federal Codes (NFPA 70, 72, 90, 101; IBC; IFC; UL 268, 864; ADA) and VA standards.

• Technicians must be factory-trained and certified for specific systems (Notifier 2020, Edwards EST-3), holding certifications such as NICET Level 1-IV, NFPA 72, and OSHA 10/30-hour.

• Prompt notification of equipment issues or conditions jeopardizing system function.

• Maintenance of an adequate supply of new spare parts.

• Response times for emergency services as defined by priority codes.

• Period of Performance: One (1) Base Year (12 months) with Four (4) 12-month option years. Base Year: February 1, 2026 – January 31, 2027. Option Years extend through January 31, 2031.

• Place of Performance: VA New York Healthcare System facilities including Brooklyn Campus (800 Poly Place, Brooklyn, NY 11209), Manhattan Campus (423 E. 23rd Street, New York, NY 10010), and St. Albans Community Living Center (179-00 Linden Boulevard, Jamaica, NY 11425).

• Qualifications: Technicians must possess specific factory training and certifications. Contractor must be able to program both Notifier 2020 and Edwards EST-3 systems.

• Security: Contractor personnel require background checks and must adhere to strict key control procedures and ID badge requirements.

• Safety: Strict adherence to OSHA, EPA, NFPA, and VA Life Safety Codes is mandatory. Hot Work Permits are required for specific activities.

• Quality Control: A Quality Control Program must be submitted for acceptance within ten (10) days of Notice to Proceed.

• Existing Conditions: An initial inspection will identify deficiencies, with corrective actions potentially funded under a separate Purchase Order.

Sources Sought Notice

This notice is issued by the Department of Veterans Affairs (VA) VISN 2 Contracting Office for market research purposes to collect information on capabilities for fire alarm maintenance services at the New York Harbor Healthcare System. The VA anticipates fulfilling this requirement around February 2026.

The primary requirement is for fire alarm maintenance services. A detailed Statement of Work (SOW) is attached to this notice, outlining the specific requirements. The NAICS code for this requirement is 561621 (Security Systems Services, except Locksmiths) with a size standard of $25.0M.

This is a Sources Sought Notice, not a solicitation. Responses will be treated as information only and will not be considered proposals. The government is seeking information to determine procurement strategy and the viability of socio-economic set-asides (SDVOSB, VOSB, WOSB, HUBZone, 8(a), small business).

Interested parties MUST provide:

• Company/individual name
• Capability statement
• Examples of similar work performed
• SAM UEID number (Prime and Subcontractor)
• Address
• Point of contact
• Applicable Federal Supply Schedules
• Two to three instances of relevant experience (including subcontractors if applicable)
• Listing of any teaming agreements
• Proof of applicable certifications or training
• Relevant comments on attachments

The government is exploring the possibility of setting aside this requirement for specific socio-economic categories. Bidders must provide information to help determine procurement strategy, including:

• Nearest site location and supporting documentation.

• Plans for self-performance versus subcontracting.

• Years of company and technician experience with similar scope and complexity.

• Number of jobs performed in the past five years.

• Number of certified/licensed technicians employed.

• The response date is December 12, 2025, 4:30 PM Eastern Time.

• Email responses to Christopher.Weider@va.gov.

• Assistance is available through Apex Accelerators.