J063 - Upgrade Fire Alarm System , VA Black Hills Health Care System - Fort Meade Campus

Form / Attachment / Pricing Sheet

This document is a "Limitations on Subcontracting Certificate of Compliance" required for services and construction contracts, as per VAAR 852.219-75 (JAN 2023) (DEVIATION).

• Services Contracts: The contractor must not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs listed in the SBA database. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit.
• General Construction Contracts: The contractor must not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit. Costs of materials are excluded.
• Special Trade Construction Contractors: The contractor must not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit. Costs of materials are excluded.
• Certification: Offerors must certify their compliance with these limitations.
• Consequences of False Certification: False certifications are subject to criminal, civil, or administrative penalties, including prosecution, referral to the VA Suspension and Debarment Committee, and fines.
• Cooperation: Offerors must cooperate with the VA and provide documents to demonstrate compliance.

This is a mandatory certification for offerors. Failure to complete, sign, and return this certification with the bid, quotation, or proposal will result in the offer being deemed ineligible for evaluation and award. Bidders must understand and agree to comply with the specified subcontracting limitations based on the contract type (services, general construction, or special trade construction) to be awarded.

Solicitation / RFP / RFQ

This solicitation is for the upgrade of a campus-wide, twenty-six (26) building fire alarm system at the VA Black Hills Health Care System, Fort Meade Campus. The project involves replacing the campus-wide fiber backbone and installing new and replacement equipment and devices compatible with the Johnson Controls, Inc., Simplex brand fire alarm system. Programming and testing must be performed by authorized, factory-trained, and certified technicians.

• Upgrade of the existing campus-wide fire alarm system.

• Replacement of the campus-wide fiber backbone.

• Installation of new and replacement equipment and devices.

• All new equipment must be compatible with the latest Johnson Controls, Inc., Simplex brand fire alarm system.

• Required programming and testing must be performed by authorized, factory-trained, and certified technicians.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Within 730 calendar days after notice to proceed.

• Estimated Cost: Construction cost range is between $2,000,000 and $5,000,000.

• Submission Method: Email to the Contract Specialist and Contracting Officer.

• Proposal Submission Deadline: Friday, April 10, 2026, at 10:00 AM Central Time.

• Evaluation Criteria: Award will be made to the responsible bidder whose bid is most advantageous to the government, considering only price. Bids will be evaluated without discussions.

• This acquisition is a total set-aside for Service Disabled Veteran Owned Small Business (SDVOSB) concerns.

• Offerors must be verified SDVOSBs in the SBA's Small Business Search.

• Applicable NAICS Code: 238210, Electrical Contractors and Other Wiring Installation Contractors, with a $19 Million size standard.

• A site visit is scheduled for Wednesday, March 11, 2026, at 9:00 AM Mountain Time at the VA Black Hills Health Care System, Fort Meade Campus.

• Technical questions are due by Friday, March 20, 2026, at 10:00 AM Central Time and must be submitted via email.

• Bidding materials are available electronically on SAM.gov.

• Offerors must acknowledge all amendments.

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

To upgrade the existing fire alarm system at the VA Black Hills Health Care System (VABHHCS), Fort Meade Campus, ensuring compatibility with the current JCI Simplex system.

• Demolition, replacement, and installation of fire alarm system components, including panels, computers, devices, and electrical work.

• Ensuring all new components are 100% compatible with the existing JCI system.

• Updating graphical maps at computer locations.

• Repairing finishes, painting, and ceiling tiles as needed.

• Providing all necessary tools, materials, equipment, labor, and supervision.

• Maintaining the existing system's functionality until the new system is tested and commissioned.

• Turf replacement with a specified seed mixture where project areas are damaged.

• Location: VA Black Hills Health Care System (VABHHCS), Fort Meade Campus, 113 Comanche Road, Fort Meade, South Dakota.

• Estimated Period of Performance: 730 calendar days after Notice to Proceed (NTP).

• Preconstruction Period: 90 calendar days.

• Construction Period: Estimated 595 calendar days.

• Construction Closeout: 45 calendar days following the construction period.

• No impact on daily hospital operations.

• Compliance with VA Handbook 6500.6 Appendix C training requirements for contractor and subcontractor personnel (VA Privacy Training, Infection Control Training).

• Strict adherence to Security & Badging Requirements, including TIER I and SAC background checks for all personnel.

• All work must be performed during Routine Work Hours (Monday-Friday, 7:00 AM - 4:30 PM), with Outside Routine Work Hours requiring coordination and approval.

• Weekly progress meetings and written progress reports are required.

• Submittals must be managed through Submittal Exchange or equivalent software.

• Coordination with COR for utility shutdowns, door labeling, fire-rated door labeling, debris removal, and disposal.

• Adherence to NARA language requirements.

• Compliance with the VA Fire Protection Design Manual.

Specifications / Project Manual

This document, "Project Manual Volume 1 - Upgrade Fire Alarm System (FM)", outlines the specifications for the "Upgrade Fire Alarm System (FM)" project at the VA Black Hills Health Care System in Fort Meade, SD. It details the requirements for construction, renovation, and maintenance work, including general requirements, safety, quality control, and specific technical specifications for various building components and systems.

• Divisions 00-07: Cover general requirements, existing conditions, concrete, metals, wood, thermal and moisture protection, openings, finishes, specialties, equipment, furnishings, special construction, conveying equipment, fire suppression, plumbing, HVAC, integrated automation, electrical, communications, electronic safety and security, earthwork, exterior improvements, utilities, transportation, and electrical power generation.
• Division 01 (General Requirements): Includes sections on safety, general intention, statement of bid items, specifications and drawings, construction security, operations and storage areas, alterations, disposal and retention, protection of existing vegetation, structures, equipment, utilities, and improvements, restoration, physical data, surveying services, layout of work, as-built drawings, warranty management, and use of roadways.
• Division 07 (Thermal and Moisture Protection): Details joint sealants and firestopping requirements.
• Division 09 (Finishes): Covers schedules for finishes, gypsum board, ceramic/porcelain tiling, metal divider strips, and painting.
• Division 26 (Electrical): Outlines electrical installation requirements.
• Division 28 (Electronic Safety and Security): Includes specifications for fire detection and alarm systems.

This document provides comprehensive technical specifications and requirements for the "Upgrade Fire Alarm System (FM)" project. Bidders should review the relevant divisions and sections to understand the scope of work, materials, installation procedures, quality control, safety, and environmental requirements. The document details specific standards, testing procedures, and submittal requirements that will be critical for proposal preparation and project execution.

Specifications / Project Manual

This document, Volume 2 of the Project Manual, contains the "Final Construction Documents Submission" for the "Upgrade Fire Alarm System (FM)" at the VA Black Hills Health Care System in Fort Meade, SD. It details the specifications for the project, including various divisions related to general requirements, existing conditions, and specific systems such as thermal and moisture protection, openings, finishes, equipment, electrical installations, electronic safety and security, fire suppression, and fire detection and alarm systems. The document outlines requirements for materials, installation, testing, and documentation for the fire alarm system upgrade.

• Division 00 - Special Sections: Includes Table of Contents and List of Drawing Sheets.

• Division 01 - General Requirements: Covers general project requirements, quality control, testing, and submittals.

• Division 26 - Electrical: Details requirements for electrical installations, low-voltage power conductors and cables, grounding and bonding, raceway and boxes, enclosed switches and circuit breakers, and electrical power.

• Division 28 - Electronic Safety and Security: Includes specifications for conductors and cables, conduits and backboxes, grounding and bonding, fire detection and alarm systems, and voice communication systems.

• Section 28 31 00 - Fire Detection and Alarm: This is a critical section detailing the design, installation, and testing requirements for the fire alarm system, including specific building requirements for alarm signals, system scope, performance, and components.

• Project Name: Upgrade Fire Alarm System (FM)

• Location: VA Black Hills Health Care System, Fort Meade, SD

• VA Project Number: #568-24-106

• Submission Date: March 14, 2025

• Included Divisions: 21 through 48

Form / Attachment / Pricing Sheet

This document is a site plan map for Fort Meade, specifically highlighting the Engineering Office in Building 89. It serves as a visual reference for the layout of facilities and infrastructure on the base.

• A numbered list of buildings and facilities with their corresponding names (e.g., 40 Carpenter & Paint Shop, 89 Engineering Office, 113 Hospital).
• A map illustrating the physical arrangement of these buildings, roads, and other site features.
• A highlighted route or area, potentially indicating a specific focus or access path.

This site plan provides crucial geographical context for any potential bidder involved in opportunities at Fort Meade. It helps in understanding the physical location of facilities, access routes, and the overall layout of the installation, which can be important for logistics, site visits, or understanding the scope of work related to physical infrastructure or services on the base.

Forms / Attachments / Pricing Sheets

This document contains the "Final Construction Documents" for the "Upgrade Fire Alarm System (FM)" project at the VA Black Hills Healthcare System in Fort Meade, SD. It includes a comprehensive set of architectural and electrical drawings detailing the scope of work for upgrading the fire alarm system across numerous buildings on the campus.

• Index of Drawings: Provides a detailed list of all drawing sheets included in the document set, categorized by discipline (General Information, Life Safety, Architectural, Fire Alarm, Electrical).
• Building Legend: Lists all buildings on the VA Black Hills Healthcare System campus with their functional titles and occupancy classifications.
• Site Map: Shows the layout of the facility and the location of various buildings.
• Phasing Plan: Outlines the project phasing for the fire alarm system upgrade.
• Applicable Codes & Standards: Lists the codes and standards that the project must comply with, including VA design manuals and NFPA standards.
• General Notes: Includes architectural, interior finish, fireproofing, and electrical notes relevant to the project.
• Detailed Floor Plans: Provides floor plans and reflected ceiling plans for numerous buildings, indicating the proposed locations of fire alarm devices, conduit, and related infrastructure.
• Fire Alarm System Diagrams: Includes network diagrams, riser diagrams, and interconnection plans illustrating the system's architecture and campus-wide integration.
• Demolition Plans: Details the existing fire alarm components to be removed as part of the upgrade.
• Power Plans: Shows the electrical power distribution for the new fire alarm system components.

This document is critical for bidders as it contains all the technical specifications, drawings, and requirements for the fire alarm system upgrade project. It details the scope of work, the specific buildings and areas affected, the types of devices and systems to be installed, and the relevant codes and standards. Bidders must thoroughly review these documents to accurately estimate costs, develop a project schedule, and understand the full scope of work required for a compliant and successful bid.

Amendment / Modification

This document is an addendum to the "Upgrade Fire Alarm" project (Contract No. 568-24-106) for the VA Medical Center in Fort Meade, SD. It provides updated drawings and notes for fire alarm system upgrades in Buildings 109 and 110.

Key changes and additions include:

• Building 109: Pulling new fiber to the panel, tying into the existing loop, and ensuring backup connections. A new fire alarm documentation cabinet is to be provided next to the fire panel.

• Building 110: Demolition of old fire alarm devices, panels, and conduits. Installation of new panels, UPS, heat detectors, and documentation cabinets. Relocation of data outlets for panel placement. New fire alarm devices, conduit, and wiring are to be provided. Two new fiber junction boxes are to be installed in room 105, one for security and one for fire alarm.

• General Notes: Clarification that drawing symbols are only applicable to addendum sheets. Specific instructions regarding IT escort requirements for work in certain rooms (104, 105, 105A, 105A1) with defined durations. Fire alarm devices and conduits are to be run separately from the motion detection system, with the latter only modified to maintain service and separation.

• Drawings for Building 109 (FA-700) and Building 110 (FA-701, FA-702) are updated.

• General Construction Notes and Fire Alarm/Electrical Notes have been revised.

This addendum provides updated technical details and scope for the fire alarm upgrade. Bidders should review these changes carefully to ensure their proposals accurately reflect the revised requirements.

Other / Unclassified

This document is a Single Source Justification for a Sole Source Award under the Simplified Acquisition Procedures (SAP) for the Department of Veterans Affairs (VA). It outlines the need for brand-named specific items: Johnson Controls, Inc. (JCI), Simplex brand fire alarm system equipment and devices for the VA Black Hills Health Care System (VABHHCS) – Fort Meade Campus. The project involves upgrading a campus-wide, twenty-six (26) building fire alarm system, including replacing the fiber backbone and installing new equipment. The justification emphasizes that JCI Simplex equipment is proprietary, requiring programming and final testing to be performed exclusively by JCI authorized technicians.

This justification is relevant to potential bidders as it explains why the contract for programming and final testing of the JCI Simplex fire alarm system components is being awarded on a sole-source basis. It highlights that JCI is considered the only responsible source due to the proprietary nature of the Simplex system and the need for compatibility with the existing infrastructure. The document details the unique characteristics of the JCI Simplex system that limit availability to a single source, citing the importance of maintaining fire safety standards and avoiding risks associated with incompatible systems. Market research confirmed that other systems do not fully interpolate with JCI Simplex, making it essential for the VA's fire alarm functions, monitoring, and controls.

Form / Attachment / Pricing Sheet

This document is a Brand Name Justification for a Simplified Acquisition Procedure (SAP) under the SAT, justifying the procurement of specific brand-name JCI Simplex fire alarm system equipment and devices. It is used for purchases over the micro-purchase threshold but not exceeding the SAT ($350K).

• Contracting Activity: Department of Veterans Affairs, VHA VISN 23, NCO 23 Contracting, Construction Team 2, VA Black Hills Health Care System (VABHHCS) – Fort Meade Campus.
• Project: Upgrade of a campus-wide, twenty-six (26) building fire alarm system.
• Requirement: Replacement of the campus-wide fiber backbone and installation of new/replacement equipment and devices compatible with the latest version of JCI, Simplex Fire alarm system.
• Brand Name Justification: For the JCI Simplex brand, as it is proprietary and the existing system is exclusively JCI Simplex, making other systems incompatible and posing a safety risk.
• Estimated Amounts: Includes total project IGCE and estimated JCI-required equipment & devices, with a breakdown of quantities, items (e.g., Workstations, Alarm Panels, Smoke Detectors), average unit cost, and extended cost.
• Market Research: Indicates that JCI fire alarm systems are proprietary, and internet research, COR knowledge, IGCE, and procurement checklists support this conclusion.

This document explains why the government intends to procure specific brand-name equipment. Bidders should note that the requirement is for JCI Simplex brand components due to compatibility with the existing system and proprietary technology. This justification is for a portion of the estimated equipment and devices needed for the fire alarm system upgrade.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determination, specifically for building construction projects in Meade County, South Dakota. It establishes the prevailing wage rates and fringe benefits that must be paid to various laborers and mechanics employed on construction projects covered by the Davis-Bacon Act and related acts. Bidders should use this document to understand the minimum wage requirements for covered work.

• State and County: South Dakota, Meade County.
• Construction Type: Building Construction Projects (excluding single-family homes and apartments up to 4 stories).
• Effective Date: 01/02/2026 (General Decision Number SD20260027).
• Classifications and Rates: Lists specific job classifications (e.g., Bricklayer, Electrician, Laborer) with their corresponding hourly wage rates and fringe benefit rates.
• Executive Orders: Notes applicability of Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage for Federal Contractors).
• Appeals Process: Outlines the procedure for appealing wage determination decisions.

This wage determination is crucial for bidders to accurately estimate labor costs for any federal or federally-assisted construction project in the specified area. Failure to comply with these wage rates can lead to contract violations. Bidders must ensure their proposals reflect these minimum labor costs.

Other / Unclassified

This document is VA Directive 0710, "Personnel Vetting Program," dated September 08, 2025. It provides updated guidance and revised policies for the Department of Veterans Affairs' (VA) Personnel Vetting Program (PVP). The directive outlines the program's purpose, policy, responsibilities, and definitions related to ensuring a trusted workforce.

While this document is an internal VA policy directive and not a solicitation, it establishes the framework and requirements for personnel vetting. This is relevant to potential bidders and contractors who will be performing work for the VA, as it details the standards and processes for background investigations, suitability, and fitness determinations that may apply to their employees or personnel working on VA contracts. Key changes include the renaming of programs and centers, revised adjudication processes, the elimination of periodic reinvestigations for public trust positions, and the establishment of continuous vetting requirements for individuals working for the executive branch. It also mandates the use of the VA Centralized Adjudication Background Investigation System (VA-CABS).

Other / Unclassified

This document outlines the "NARA - RECORDS MANAGEMENT OBLIGATIONS" clause, which applies to all contractors handling Federal records. It defines "Federal record" and specifies contractor responsibilities regarding the creation, maintenance, preservation, and disposition of these records.

This document is crucial for bidders to understand their obligations concerning the management and protection of Federal records, including those created or received under the contract. Key points for bidders include:

• Compliance: Contractors must adhere to all applicable records management laws, NARA regulations, and policies, including those related to the Privacy Act and Freedom of Information Act.
• Definition of Federal Records: This includes VHA records, deliverables, and documentation, but excludes personal materials.
• Preservation and Custody: Records cannot be removed from VHA custody or destroyed without proper authorization. Unauthorized destruction or alienation carries penalties.
• Disclosure and Security: Contractors must prevent unauthorized disclosures of information and implement safeguards to protect sensitive data. Non-public VHA information should not be created or maintained unless authorized by the contract.
• Ownership: The U.S. Government (VHA) owns all data and records produced under the contract, with unlimited rights to use, dispose of, or disclose them.
• Training: Contractor employees handling records must complete VHA-provided records management training.
• Subcontractors: The contractor is responsible for flowing down these requirements to subcontractors and ensuring their acknowledgment and compliance.

Form / Attachment / Pricing Sheet

This document outlines the requirements for submitting safety and environmental record information, including Experience Modification Rate (EMR) and OSHA compliance data, as part of the pre-award evaluation for this solicitation. It serves as a form for bidders to provide this critical information.

• Safety and Environmental Record Certification: Bidders must certify they have had no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or EPA violation(s) in the past three years. If this cannot be certified, a detailed explanation of circumstances and violations is required.
• Experience Modification Rate (EMR): Bidders must submit their current EMR from their insurance carrier. If the EMR is above 1.0, a written explanation from the carrier detailing reasons and anticipated reduction date is required.
• Self-Insured Contractors: Specific instructions are provided for self-insured contractors, including obtaining ratings from the National Council on Compensation Insurance (NCCI) or state-run rating bureaus.
• OSHA 300 Forms: Bidders must complete a table using data from their OSHA 300 (Log of Work-Related Injuries and Illnesses) and 300a (Summary of Work-Related Injuries and Illnesses) forms, including man-hours, number of cases, DART rate, and serious/willful/repeat violations.
• NAICS Code: The relevant NAICS code is provided: 238210 - Electrical Contractors and Other Wiring Installation Contractors.
• Safety and Health Program: Bidders must identify who administers their Safety and Health Program.

This document is crucial for bidders to understand the specific safety and environmental compliance data they must provide to be considered responsible. Failure to submit accurate and complete information may impact their ability to be awarded the contract. Bidders should prepare to gather their OSHA logs, EMR information, and any necessary explanations for violations or high EMRs.

Amendment / Modification

This document is a VA Notice (24-12) dated April 22, 2024, that updates VA Handbook 6500.6, specifically Appendix C, concerning Contract Security, Information and Information System Security/Privacy Language for Inclusion into Contracts.

• The notice replaces the existing Appendix C with updated security language.

• This change is effective immediately and applies to the current version of VA Handbook 6500.6 Appendix C.

• The notice itself will be rescinded one year after its publication date, with guidance incorporated into the appropriate directive/handbook.

• VA Handbook 6500.6, Appendix C (VA Information and Information System Security and Privacy Language for Inclusion into Contracts).

• This notice does not appear to directly alter submission deadlines or evaluation criteria for any specific solicitation. It provides updated language that should be incorporated into relevant contracts.

Form / Attachment / Pricing Sheet

This document, TMS 20939, serves as the "basic" privacy training for contractor personnel, volunteers, or other individuals who do not use VA sensitive information or protected health information (PHI) in any form, nor have access to VA computer systems containing such data. It outlines the responsibilities for protecting VA sensitive information (medical, financial, or educational) that may be incidentally seen or overheard.

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Explains "incidental" disclosures and provides examples.
• Details safeguards personnel must follow to secure VA sensitive information.
• Lists the six key privacy laws and statutes governing the VA.
• Outlines privacy rules concerning use and disclosure of information.
• Describes how privacy is enforced, including potential penalties.
• Includes a section for employee and contractor agency signature, indicating responsibility for protecting veteran information.

This document is crucial for any contractor personnel who will interact with or potentially encounter VA sensitive information or PHI. It clarifies training requirements, defines what constitutes sensitive information, and mandates specific procedures for safeguarding this data. Bidders must ensure their personnel complete this training and adhere to the outlined privacy and security protocols to comply with VA regulations and protect veteran data.