R425--RFQ | SBAR APPROVED | Fire Sprinkler Inspection, Maintenance & Repairs WD REQUIRED

Solicitation / RFP / RFQ

This solicitation is for Fire Sprinkler System Inspection, Testing, and Emergency Repair services at the VA San Diego Healthcare System. The primary goal is to ensure the fire suppression system and all its components comply with NFPA 13, NFPA 25, and The Joint Commission standards.

• Inspection, Testing, and Maintenance: Conduct monthly, quarterly, semiannual, and annual inspections and testing of the Water Based Fire Sprinkler System using NFPA Forms. Document test results for The Joint Commission.

• Repairs: Provide up to 200 normal working hours for repairs to maintain optimal system condition. Labor rates for normal, after-hours, and holiday/emergency work are required. Annual labor expenditures must be monitored.

• Service Calls and Parts Procurement: Respond to service calls for repairs. Parts procurement for repairs is limited to $10,000 per contract year; exceeding this requires a modification. Annual expenditure for parts must be monitored.

• Sprinkler Head Testing: Perform removal, replacement, and testing of 50 sprinkler heads (20 years old) and replace them with new ones, per NFPA 25 standards.

• Training: Provide 4 hours of annual training (one hour session, four times a year) for maintenance and operation staff, covering hands-on work, control valve orientation, and fire pump location.

• Reporting: Provide electronic and paper reports of all tests, inspections, and maintenance. Submit immediate reports for critical deficiencies and end-of-inspection reports for non-critical deficiencies. Daily updates to the Contracting Officer's Representative (COR) are required.

• Contract Type: Firm Fixed Price

• Period of Performance: Base period from 07/01/2026 to 06/30/2027, with four option years extending through 06/30/2031.

• Place of Performance: VA San Diego Healthcare System, 3350 La Jolla Village Dr., San Diego, CA 92161.

• Offer Due Date: June 12, 2026, 12:00 PM PDT.

• Questions Due: June 4, 2026.

• Submission Method: Offers to be submitted via email to charity.cazee@va.gov in PDF format.

• Evaluation Factors: General Information/Technical Approach, Price, Experience, and Required Documents.

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

• Offerors must be certified SDVOSBs listed in the SBA certification database at the time of offer submission and award.

• The contractor must have an Edwards EST3 Fire Alarm Panel authorized vendor on-site during inspections.

• The facility contains asbestos; workers must have a minimum 16-hour asbestos certification and a valid fit test.

• The contractor must comply with all applicable Federal, State, and local regulations, including OSHA and NFPA standards.

Form / Attachment / Pricing Sheet

This document is a "Vendor Information" form used to collect essential details about a vendor. It is required for vendors to be entered into the system or to update existing vendor information.

• Requestor and Service: Identifies who is requesting the vendor information and the service it pertains to.
• Vendor Name and Address: Collects the legal and "doing business as" name, physical and mailing addresses, city, state, and zip code.
• Vendor Tax Identification: Requires either a Taxpayer Identification Number (TIN) or Social Security Number (SSN).
• Contact Information: Gathers phone, fax, and email for the vendor.
• Payment Address: Specifies the address for payments.
• Point of Contact: Identifies a primary contact person.
• Account Number: For internal use.
• Existing Contract Information: Asks if the vendor has an existing contract, requiring contract number, beginning date, expiration date, FOB, and prompt payment discount details if applicable.
• 1099 Vendor Indicator: Determines if the vendor is subject to 1099 reporting.
• Business Type (FPDS): Requires classification as Small, Large, Outside VA, or Other Entities.
• Socioeconomic Group: Allows vendors to self-certify in various categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business, Hubzone, etc.).
• Purchase Card Acceptance: Indicates if the vendor accepts purchase cards.
• DUN and Bradstreet Number: Requires the vendor's DUNS number, with instructions to register if they do not have one.
• Central Contractor Registration (CCR): Asks if the vendor is registered with CCR, providing a link for registration if not.
• Mandatory Checks: Emphasizes the need to check the vendor against the EPLS and Exclusions websites before entering new information.

This form is critical for any vendor seeking to do business with the government, particularly within the VA system. Bidders must accurately complete all mandatory fields to ensure their information is processed correctly and to avoid administrative action. It outlines the specific data points the government requires to establish and maintain vendor records, including business classifications and registration status.

Form / Attachment / Pricing Sheet

This document is a Request for Taxpayer Identification Number and Certification (Form W-9). It is used by entities and individuals to provide their correct Taxpayer Identification Number (TIN) to a requester, which is necessary for reporting income paid to the individual or entity to the IRS. It also includes a certification that the provided TIN is correct and that the payee is not subject to backup withholding.

• Part I: Taxpayer Identification Number (TIN): Requires the individual or entity to provide their Social Security Number (SSN) or Employer Identification Number (EIN).
• Part II: Certification: Requires the individual or entity to certify that their TIN is correct, that they are not subject to backup withholding, and that they are a U.S. person.
• General Instructions: Provide detailed guidance on filling out the form, including definitions of U.S. persons, special rules for partnerships, and information on obtaining a TIN.

Bidders may be required to complete and submit this Form W-9 to the government agency or prime contractor as part of the contracting process. This ensures that payments made to the bidder are reported correctly to the IRS and that backup withholding is avoided. Failure to provide a correct TIN and certification can lead to penalties or delays in payment.

Form / Attachment / Pricing Sheet

This document, VA Form 10091, is the VA-FSC Vendor File Request Form. It is used by vendors to establish, update, or change their information in the VA's Financial Management System (FMS) vendor file. This is necessary for receiving payment data electronically.

• VA Facility Information: Details about the specific VA station submitting the form.
• Payee/Vendor Information: Includes registration status in SAM.gov, Unique Entity Identifier (UEI), Taxpayer Identification Number (TIN)/Social Security Number (SSN), vendor name, and whether the vendor qualifies as a small business.
• Contact Information: Authorized representative's name, email, and phone number.
• Address Information: Current and previous addresses.
• Electronic Funds Transfer (EFT/ACH) Information: Bank name, routing number, account number, and account type (checking/savings) for direct deposit of payments.

Vendors must complete and submit this form to ensure they can receive payments from the VA. It is crucial for any vendor seeking to do business with the VA and receive timely payments. The form requires specific identifying information, including SAM.gov registration and EFT details, which are essential for financial transactions.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for Fire Sprinkler Inspection, Maintenance & Repair Services for the San Diego VA Medical Center. The procurement is being conducted in accordance with FAR subpart 12.6, "Streamlined Procedures for Evaluation and Solicitation for Commercial Items."

• Conduct Fire Sprinkler System & Fire Pump – Inspection, Testing and Maintenance.

• Ensure compliance with NFPA 13, NFPA 25 and The Joint Commission standards.

• Contractor is required to have asbestos certifications.

• Refer to the Statement of Work within the RFQ for further details.

• Not specified in this document.

• All questions must be submitted in writing via email to Charity.Cazee@va.gov no later than June 04, 2026, at 12 AM PST (MST).

• All offers must be submitted in writing via email to Charity.Cazee@va.gov no later than June 12, 2026, at 12 AM PST (MST).

• Bidders are reminded not to contact VA Medical Center employees regarding this RFQ.

• Set-Aside: VSA (Veterans Service-Disabled Small Business)

• NAICS Code: 238220

• Small Business Size Standard: $19 Million Dollars

• This announcement constitutes the only solicitation; a written solicitation document will not be issued.

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 / 03/13/2026.

• Referenced attachments include: S02 - RFQ - 36C26226Q0821 - Fire Sprinkler, VA10091, W-9 Form, and FMS Vendor File Update Request Form.