Amendment 2: Questions and Answers - Whiteriver Service Unit Fire Sprinkler System Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1524765, clarifying requirements related to fire alarm systems and fire sprinkler testing.

• Fire Alarm Systems: The SOW lists fire risers, not the number of fire alarms. The following buildings have fire alarms: Cibecue Clinic, Hospital, and Annex Building. Specific fire riser counts are provided for Cibecue Clinic (1), Annex Building (1), Hospital (2), Special Service Building (2), Garrett Building (1), Apartment #298 (1), and Apartment #302 (1).
• Fire Alarm System Details:
  • Hospital: Make: Notifier, Model: NFS-3030, SLC/IDC Voltage: 13~15
  • Cibecue Clinic: Make: Notifier, Model: AFP-200R, SLC/IDC Voltage: 15 ~ 18
  • Annex Building: Make: Notifier, Model: NFS2-3030, SLC/IDC Voltage: 15 ~ 18
• Fire Alarm Testing Frequency: The work is for fire sprinkler inspections. Services to be quoted include Quarterly, Semi-Annual, and Annual Fire Sprinkler Testing and Inspections.
• Submission Instructions: Submissions are to be sent to the Prime contractor, not via SAM.gov or email. Specific submittal instructions are detailed in Attachment A and Attachment B.

This Q&A document clarifies the scope of work related to fire alarms and fire sprinkler inspections, and provides critical details on submission procedures. Bidders should ensure their proposals accurately reflect the clarified requirements and follow the specified submission process outlined in Attachments A and B.

Form / Attachment / Pricing Sheet

This document contains site maps and pictures of fire sprinkler systems at various government locations. It serves to provide visual context for the physical infrastructure related to fire suppression systems at these sites.

• Proximity Maps: Illustrate the geographical relationship between different government facilities, including Whiteriver Hospital, Garrett Building, Administration Building, Government Housing Site (Medicine City), Facilities Site, and Cibecue Health Clinic.
• Site Location Maps: Provide detailed aerial views of specific government sites, highlighting key buildings and areas such as Whiteriver Hospital, Administration Building, Garrett Building, Government Housing Site, Facilities Site, and Cibecue Health Clinic. Coordinates (latitude and longitude) are provided for some locations.
• Fire Sprinkler System Pictures: Detailed photographs of fire sprinkler risers and associated components within various buildings, including:
  • Annex Building Fire Riser (Pictures 1-3, 5)
  • Hospital Zone A and B Fire Riser (Pictures 1-3)
  • Hospital Zone C, D and E Fire Riser (Pictures 1-3)
  • Special Service Building Riser (Pictures 1-5)
  • Cibecue Fire Riser (Pictures 1-2)
  • Apartment Unit 298 Fire Riser (Pictures 1-2)
  • Apartment Unit 302 Fire Riser (Pictures 1-3)
• Hydraulic System Data: For many of the fire sprinkler systems, the document includes data tags detailing:
  • Location (e.g., Remote Area 1, Basement RA#1)
  • Number of Sprinklers
  • Basis of Design (Density, Designed Area of Discharge)
  • System Demand (GPM Discharge, Residual Pressure, Hose Stream Allowance)
  • Occupancy Classification
  • Commodity Classification
  • Maximum Storage Height

This document is crucial for bidders involved in opportunities related to fire suppression systems, building maintenance, or construction at the specified government sites. It provides essential visual and technical information about the existing fire sprinkler infrastructure, which is vital for understanding the scope of work, assessing site conditions, and developing accurate proposals or bids. The detailed hydraulic data for each riser can inform design considerations, material requirements, and performance expectations.

Solicitation / RFP / RFQ

This is a solicitation for commercial items for fire sprinkler system installation services at the Whiteriver Service Unit. It is issued as a Request for Quote (RFQ) for a Base Year with four Option Years. The award will be a Firm Fixed Price contract. This is a Total Small Business Set-Aside.

• The specific goods/services are detailed in an attached Statement of Work, Solicitation Clauses, and Price Schedule.

• Offerors must propose on an all-or-none basis.

• Written proposals are required; oral offers will not be accepted.

• Contract type: Firm Fixed Price.

• Period of Performance: Base Year and Four (4) Option Years.

• Submission of Quotes Due Date: May 15, 2026, 1:00 pm MST.

• Questions Due Date: May 7, 2026, 5:00 pm MST. Contact Kerri Gilmore at Kerri.Gilmore@ihs.gov.

• Required information for submission includes: CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• The solicitation includes FAR Part 36 requirements.

• This is a Total Small Business Set-Aside.

• Offerors must be registered in the System for Award Management (SAM) to be eligible for award.

• The NAICS Code is 238220 (Fire sprinkler system installation).

• Proposals must acknowledge a 120-day acceptance period.

• Applicable FAR/HHSAR provisions and clauses are included as an attachment, specifically FAR 52.212-1 Instructions to Offerors – Commercial Items.

Form / Attachment / Pricing Sheet

This document is a price schedule for "WHITERIVER SERVICE UNIT FIRE SPRINKLER SYSTEM SERVICES". It outlines the CLIN (Contract Line Item Number) structure and provides fields for bidders to enter pricing information.

• CLIN Description: Details the service provided for each CLIN, including Base Year and four Option Years for Fire Sprinkler System Service.
• Quantity Unit: Specifies '12 Months' for each CLIN.
• Unit Price: A field for bidders to enter the monthly unit price.
• Total Price: A field for bidders to enter the total price for each CLIN.
• Total: A field to sum the total prices for all CLINs.

This pricing sheet is essential for bidders to calculate and submit their proposed costs for the fire sprinkler system services. Bidders must complete the 'Unit Price' and 'Total Price' columns for each CLIN, including the Base Year and all Option Years, to be considered responsive.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-5477, Revision No. 29) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for specific areas in Arizona (Apache, Gila, Navajo counties).

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• Details requirements for vacation, holidays, hazardous pay differentials, and uniform allowances.
• Outlines the conformance process for unlisted occupations.

This document is critical for bidders to understand the minimum labor costs associated with performing services under a contract in the specified geographic areas. It directly impacts the pricing strategy and overall cost of proposals, ensuring compliance with federal labor laws. Bidders must ensure their proposed wages and benefits meet or exceed these determined rates.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for Fire Sprinkler Services for the Whiteriver Service Unit. It outlines the terms, conditions, clauses, provisions, and instructions for potential offerors.

The solicitation details requirements for fire sprinkler inspection, testing, maintenance, and repair. Key areas of evaluation include:

• Technical Capability: Understanding of requirements (including NFPA standards and Joint Commission requirements), methodology for inspections and reporting, staff qualifications, scheduling/responsiveness (including 1-hour emergency response), and compliance with codes.

• Past Performance: Vendors must provide at least two recent (within 5 years) relevant references, preferably from healthcare or government facilities, detailing experience with fire sprinkler systems, quality of work, and reliability.

• Price: Evaluation will consider completeness, reasonableness, and balance across base and option years.

• The contract type is not explicitly stated but implies commercial items.

• The period of performance includes a base year and option years.

• Technical Questions Due: May 7, 2026, 5 PM MST.

• Quotations Due: May 15, 2026, 11:00 PM MST, submitted via email to Kerri.Gilmore@ihs.gov.

• Evaluation: Award will be made on a Best Value basis, considering Technical Capability and Past Performance as significantly more important than Price. Price may become the determining factor if technical proposals are equal. The government reserves the right to award without discussions and to reject any non-responsive offers.

• Offer Acceptance: Quotes must state they are firm for at least 120 days from receipt.

Numerous clauses related to small business set-asides (HUBZone, SDVOSB, EDWOSB, WOSB, Small Business) and utilization are included, indicating potential set-aside considerations.

• The document incorporates numerous Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses by reference.
• The Department of Health and Human Services, Phoenix Area Indian Health Service is tax-exempt in Arizona.
• An option to extend services for up to 6 months is included.

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

To test, inspect, repair, or replace fire safety systems and fire safety building features in accordance with manufacturer's requirements and Joint Commission (TJC) standards, including NFPA 101-2012, NFPA 99-2012, NFPA 72-2010, NFPA 25-2011, and NFPA 96-2011. The contract aims to improve tracking of accreditation scheduling requirements, standardize testing methods and reporting, and ensure proper procedures are completed.

• Furnish all plant, labor, materials, supervision, and transportation for tests, inspections, and repairs of fire safety systems and features.

• Perform work in accordance with applicable National Fire Protection Association (NFPA) and Joint Commission documentation requirements.

• The Whiteriver campus includes multiple buildings with numerous fire risers, photo detectors, manual fire alarm boxes, duct detectors, heat detectors, supervisory switches, water flow switches, and kitchen hoods. The contractor shall verify all quantities.

• Perform work via work order at intervals prescribed by the Government.

• Conduct Quarterly, Semi-Annual, and Annual Fire Sprinkler Testing and Inspections.

• Inspect and test Fire Sprinkler System Components including supervisory signal devices, water flow devices, valve tamper switches, fire department connections, main drain test on risers, and hydrostatic tests for water standpipe (if applicable).

• Provide comprehensive review, investigation, and assessment of issues involving NFPA codes.

• Perform code consulting, technical writing, complex troubleshooting, maintenance, and detailed investigations.

• Develop and provide a schedule of planned maintenance and inspection activities.

• Perform assessments, troubleshooting, testing, inspection, and documentation of integrated fire detection, alarm, suppression, and other systems.

• Healthcare Occupancy: Provide reports documenting inspection, testing, and maintenance as required by The Joint Commission Physical Environment Standards PE.03.01.01. Reports must include a list of relevant devices, test results (Pass/Fail), activity details, required frequency, and NFPA standard reference.

• Business and Residential Occupancy: Provide reports documenting inspection, testing, and maintenance as required by NFPA. Reports must include a list of relevant devices, test results (Pass/Fail), activity details, required frequency, and NFPA standard reference.

• Period of Performance: One year from date of award with four option years.

• Place of Performance: Whiteriver Service Unit (WRSU) facilities, including the hospital, Special Service Building, Annex Building, Garrett Building, government quarters, and Cibecue Clinic.

• Adherence to NFPA and Joint Commission standards.

• Work hours are typically Monday-Friday, 8:00 am to 5:00 pm, with deviations requiring 48-hour notice and authorization.

• A 'responsible government agent' must be on site when any contractor is present.

• Contractor personnel must report to the Engineering Department for sign-in and a "Guest" ID badge.

• Compliance with all federal, state, tribal, and local codes and standards.

• Emergency repairs require a response within one (1) hour of the call.

• Site visit is not mandatory but encouraged and at the discretion of the contractor.

Sources Sought Notice

This notice is a market research tool to determine compliance with the Buy Indian Act and to assess the availability of Indian Economic Enterprises (IEE) or Indian Small Business Economic Enterprises (ISBEE) for a potential set-aside. The government is seeking information on contractors capable of providing quarterly, semi-annual, and annual fire sprinkler system testing and inspections, including emergency repair services.

• Provide quarterly, semi-annual, and annual fire sprinkler system testing and inspections.

• Provide emergency repair services for fire sprinkler systems.

• Only new Original Equipment Manufacturer (OEM) goods and services are acceptable; remanufactured or gray market items will not be accepted.

• Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller, verified by an authorization letter from the OEM.

• This is NOT a Request for Quote (RFQ) or Request for Proposal (RFP).

• Interested firms must respond in writing.

• The response deadline is 04/22/2026, 1300 Local Time.

• The procurement will prioritize purchases under the Buy Indian Act, with a potential set-aside exclusively for ISBEEs.

• Respondents must indicate if they qualify as an IEE or ISBEE.

• Specific requirements for IEE and ISBEE status are detailed, including ownership, earnings, and management control by Indians.

• Company name

• Point of contact (name, title, phone, email)

• FSS / SEWP Contract number (if applicable)

• DUNS number or SAM Unique Entity Identifier

• Tax ID number

• Indication of business category (IEE or ISBEE)

• Capability statement addressing qualifications and ability to provide the requirement.

• Documentation from manufacturer (if applicable) proving authorized distributor status.

• Representation on the designated IHS Indian Economic Enterprise Representation form.

• Identification of the Federally Recognized Indian Tribe or Alaska Native Corporation relied upon for IEE status.

• Prospective contractors must be registered in SAM and complete electronic annual representations and certifications.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as defined by the Buy Indian Act and HHSAR 326.601. This form is required in response to Sources Sought Notices, Requests for Information (RFIs), or Solicitations.

• Eligibility Requirements: The enterprise must meet the definition of an "Indian Economic Enterprise" throughout the offer period, contract award, and the full contract performance period. Any changes in eligibility must be immediately reported to the Contracting Officer.
• Representation: Offerors must indicate whether they represent that they do, or do not, meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Information: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of the IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is crucial for bidders responding to opportunities that may be set aside or awarded under the Buy Indian Act. Completing this form accurately is a self-certification of eligibility. Failure to meet these requirements or submitting false information can lead to penalties. Offerors may also need to provide supporting documentation upon request and must be registered with the System of Award Management (SAM).