This is a Sources Sought Notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses to this Source Sought Notice. Respondents will not be notified of the results of the evaluation.
If a solicitation is issued it shall be announced later, and all interested parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621 Security Systems Services (except Locksmiths) with a size standard of $25.0M. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Fire Alarm & Fire Protection System Maintenance at VAMC Providence per the Statement of Work (SOW) (Attachment 2).
This Sources Sought Notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.
Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by Tuesday, September 22, 2026 at 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to Rosangela.Pereira@va.gov with RFI # 36C24126Q0831 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.
Attachment 1
Sources Sought Worksheet
QUALIFICATION INFORMATION:
Company / Institute Name: _______________________________________________________
Address: ______________________________________________________________________
Phone Number: ________________________________________________________________
Point of Contact: _______________________________________________________________
E-mail Address: ________________________________________________________________
Unique Entity Identifier (UEI) #: ___________________________________________________
CAGE Code: __________________________________________________________________
SAM Registered: (Y / N)
Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
SOCIO-ECONOMIC STATUS:
VIP Verified SDVOSB: (Y / N)
VIP Verified VOSB: (Y / N)
8(a): (Y / N)
HUBZone: (Y / N)
Economically Disadvantaged Women-Owned Small Business: (Y / N)
Women-Owned Small Business: (Y / N)
Small Business: (Y / N)
NOTE: Respondent claiming SDVOSB and VOSB status shall be registered with the U.S. Small Business Administration verified in the Small Business Search Registry at https://search.certifications.sba.gov/.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.
CAPABILITY STATEMENT:
Provide a brief capability and interest in providing the service as listed in Attachment 2 SOW with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.
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______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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Attachment 2
STATEMENT OF WORK
Providence Fire Alarm & Fire Protection System Maintenance
INTRODUCTION / GENERAL SCOPE OF WORK
This service contract specifies that the contractor (single entity) shall provide current licensed professional services to perform full maintenance on all fire alarm, fire hydrant, fire pump(s), fire suppression & sprinkler system components. The contractor shall provide all equipment, labor, and tools, required to perform installation, modification, repair, maintenance, service, quarterly inspection and test as per current NFPA code. This is a full maintenance and service contract 24/7 at the Providence VA Medical Center located at 830 Chalkstone Avenue and 20 Regent Avenue Providence, RI 02908-4799. This is to include but not limited to all buildings: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 14, 26, 27, 32, and 35, T18, T32, T33, T34, T35, T36, T37, T38, T39, Parking Garage, Harwood Center, and Mental Health Building. This is to include all Notifier, GE & Fire Warden fire alarm systems and devices whether above or below ground, interior or exterior to buildings on the entire campus of the Providence VA Medical Center. The contractor shall meet a (2) hour emergency service call requests on site at any given time or day of the week 24/7. This service contract will also include full maintenance, service, test and inspection at the CBOC New Bedford facility located at 175 Elm Street New Bedford, MA 02740-6006 which has a Simplex 4100U fire alarm control panel and sprinkler system.
1. FIRE ALARM SYSTEM REQUIREMENTS
Qualification of Maintenance Personnel:
Contractor shall assign factory trained qualified and certified Notifier/ONYX Works fire alarm technicians with (5) years experience to perform maintenance on these systems, provided that they possess sufficient knowledge and training to operate and test the existing Notifier NFS2-3030/NFS2-640 Fire Alarm Control Panels, ONYX Works First Vision Graphics Display & Digital Voice Command DVC operation for the entire campus. Maintenance personnel must be certified to work on this network based system to accomplish the required maintenance, modifications, and upgrades which must conform to all NFPA code regulation requirements. The contractor shall also assign qualified and certified technicians to service and maintain the Simplex 4100U fire alarm control panel located at the CBOC New Bedford facility. New service personnel shall be accompanied by service personnel familiar with procedures and locations of all fire alarm system devices. (3) Technicians shall be on site to monitor and test fire alarm system devices in this situation. No exceptions.
Qualification of Vendor:
The bidder shall have had five (5) years successful experience in maintaining Notifier Fire Alarm & ONYX Works First Vision Graphics Systems to include Digital Voice Command. This requirement is in addition to the specific requirements for qualification on the Notifier System and previously stated requirements in the summary and qualification of maintenance personnel sections of this contract. Upon request of the Government, bidder shall be able to show evidence of his ability, experience, and reliability by providing:
A list of personnel who will perform maintenance under the contract showing the length and type of experience of such personnel
Names and addresses of other clients and/or Government agencies
All personnel must hold a current license to install and work on the Providence VA Medical Center facilities Fire Alarm and Sprinkler System for the State of Rhode Island.
Background Investigations will be required for all assigned service technicians due to required access into sensitive areas of the Providence VA Medical Center & CBOC New Bedford facilities.
Any contractor employees assigned to perform modifications or repairs on any component of the VA Medical Center Fire Alarm Systems must have the appropriate documentation, licenses, tools and qualifications. They must also present themselves in a professional manner while on the VA Medical Center property. Contractor must furnish no less than (3) names of personnel who will perform repair work. If repair personnel do not meet these minimum qualification requirements, this shall be cause for the VAMC to not accept this contractor s proposal. All contractor replacement personnel assigned to perform maintenance and service must have the previously stated minimum licenses and qualifications.
The contractor s inspection team shall consist of at least (3) technicians with portable two-way radio communications or cell phones. The inspection team shall be able to conduct all inspections independent of assistance from VA Medical Center personnel and shall provide the Providence Fire Department notification of all testing activities to include master boxes being disabled and re-enabled on the campus loop for each building. All inspections shall be scheduled in advance for proper notification.
Failure to meet these minimum requirements will be cause for termination of contract.
FIRE ALARM SYSTEM DESCRIPTION
The Providence VA Medical Center campus located at 830 Chalkstone Avenue in Providence, RI 02908-4799 utilizes (2) Notifier NFS2-3030 Fire Detection and Alarm System Control Panels (FACP s) in the main building denoted as Building 1. Current configuration of these panels provides a total of 10 signal line circuit (SLC) data addressable loops.
All networked panels in the outlying buildings on the campus utilize the Notifier NFS2-640 Fire Alarm Control Panels (FACP s). Notifier FlashScan ® addressable field devices are to be used with the described panels which greatly enhance the speed of communication between analog intelligent devices. Each building also utilizes, as a separate network node, the Digital Voice Command (DVC-EMF) with a Digital Audio Amplifier (DAA-5025F).
The Notifier fire alarm system was recently installed in 2010 utilizing state of the art network-based components utilizing (armored) multi-mode fiber distributed underground to connect each FACP and audio DVC. The Notifier NCM-F Network Communications Module in each FACP provides the network-base fiber (Style 7) loop connection to all the panels. The Notifier NCA-2 is provided at the Operations Center Room D1090 as the primary network command and control point of operation.
The DET-6B telegraph transmitters (electronic masterbox) are provided in the Fire Command Room 136 for transmission of general fire alarm signals to the Providence Fire Department for all campus networked FACP s through a municipal cable that leaves the main building of the VA Medical Center underground and connects to the Providence Fire Department City Loop circuit located via street light pole by the Regent Street entrance to the VA Medical Center.
Building 1 audio is provided from (1) DVC-EMF located in the Operations Center Room D1090 and provides digital messages to (38) DAA-5025F audio amplifiers distributed within Building 1. Each DAA provides (4) each (Style Y) speaker circuits. Each identified smoke zone is provided with a separate voice circuit with its own dedicated amplifier.
The Main Lobby entrance and the Ambulatory Care entrance is provided with a Notifier LCD 160 Remote Annunciator Panel (RAP), driven from the NCA 2 in the Operations Center Room D1090. A third LCD 160 is located in the Emergency Room D1176 reception desk area for 24 hour network monitoring.
The Notifier DVC Digital Voice Command is the heart of the integrated full-featured audio command center. The DVC is located in the Operations Center Room D1090 and provides the digital audio processor to generate audio messages and route them to the respective Notifier Digital Audio Amplifiers DAA-5025F (via Style 6/7 multi-mode fiber) and distributed System Sensor Wall Mounted Speakers. DVC s are powered by 24 Vdc from the local FACP power supplies. DAA s are powered from 120 VAC and are equipped with Battery Back-up.
Combination speaker-strobes and Strobe-only devices are powered and synchronized from bell circuits of the NFS2-640 FACP s in the outlying buildings and from the Notifier FCPS-24S8 power supply panels within building 1. Building 1 NAC circuits are configured in two modes; Mode 1 (Type IV power supplies) provide (4) individual NAC circuits connected directly to FCPS, Mode 2 (Type I power supplies) provide power to a series of Notifier FCM 1 Control Modules in conjunction with System Sensor Model MDL sync modules. Strobe synchronization in building 1 is provided from (3) individual sync circuits: (1) for the Sub-basement, (1) for 1st and 2nd Floors, and (1) for the 3rd Floor and above floors. All FCPS panels operate from 120 VAC and are equipped with battery back-up.
Additional FCPS panels (Type II Power Supplies) are utilized for 24Vdc power to door-holder and other ancillary/ auxiliary functions or 4-wire monitor/control devices such as Beam Detectors and Duct Smoke Detectors. Currently there are (6) FCPS panels installed for such devices throughout the main building.
The ONYX Work Stations located in the Operations Center Room D1090 and the Fire Command Room 136 provide graphical maps of the campus and main building floor plans for event reporting and historical data retrieval purposes for all network points on the system.
In addition, there is one Notifier PRN-6 printers used to provide a written record of all events associated with the network fire alarm system. The printer is located in the Fire Command Room 136 receives data from the ONYX-works PC, the printer utilizes serial communication.
A Notifier NFN Gateway is provided in the Audio/NCA panel located in the Operations Center Room D1090 to provide connection (via owner provided connection) to owner s server. The NFN Gateway provides a means to access and view the system from a remote computer or laptop.
Modifications to the system will require fire protection engineering redesign and support using licensed professionals. Existing fire alarm system as built or shop drawings will be verified by A/E against actual system assembly prior to any redesign modification. All modifications will require updated drawings to be delivered to the VA after testing and commissioning has been completed. All work performed must meet current Joint Commission, Healthcare, and the National Fire Protection Code (NFPA) standards.
Modifications to the system in which to add, delete, extend, or relocate; addressable field devices and or panels require extensive knowledge and experience with this state-of-the-art system. Use existing wiring conventions for all circuit types and perform additional load calculations for audio amplification circuits to ensure maintaining a consistent operable and reliable system by manufacturer s specifications no exceptions. 2 Hour Fire Rated Cable/Conduit is required from panel to panel. Wiring inside a smoke zone for another smoke zone must also be in 2 Hour Fire Rated Cable/Conduit. All tamper and flow switch devices must have their own exclusive addressable interface monitor module (Notifier P/N FMM-1 Flash Scan Monitor Module) no exceptions. There will be no substitutes.
In addition to the hardware modifications, extensive programming and reprogramming may be required to update graphic files and audio file messages based on smoke zones and floor plans of addressable field device modifications. Voice activated messages may have to be added, deleted, or modified within an evacuation zone or modify alert messages going out to additional DVC s DAA s or FACP s around the campus outside of the initiating zone. In this case, the ONYX Workstations (2), ONYX First Vision (2), DVC s (18), NCA-2 (1 each), NFS2-3030 (2), NFS2-640 (16), may require system reprogramming. Service personnel must be authorized and certified by Notifier to add, delete, modify, or repair any fire alarm system component. No exceptions.
Panel Types and Locations:
NFS2-3030/DVC/DAA s Building 1 - Room 136 (7 of 10 SLC loops installed)
Building 1 - Room D1013 Elevator Lobby (3 of 10 SLC loops installed)
NFS2-640/DVC/DAA Buildings: 2, 3, 4, 5, 6, 7, 8, 9, 10, 14, 26, PG, MH, Harwood Center, 39, and 35
Building 32
Building 35
Temporary Building T18
Trailers: TR9, and TR32
Trailer - TR35 Currently connected to the network but has no field devices connected to the panel stand alone system is being utilized
Note: The NFS2-640 s are equipped with only (1) SLC, a second SLC can be added if required.
Standard Cable & Wire Conventions:
Signal Line Circuit (SLC) Cable [ FPLR in conduit ] [ Style 6/7, Class A ]
Solid Copper 16AWG 2/C Twisted/Unshielded Red Jacket
Speaker Circuit Cable [ FPLR in conduit ] [ Style Y, Class B ]
Solid Copper 16AWG 2/C Twisted/Shielded - Red Jacket/Blue Stripe
Strobe Circuit Cable [ FPLR in conduit ] [ Style Y, Class B ]
Solid Copper 14AWG 2/C Twisted/Unshielded - Red Jacket/Yellow Stripe
Notes:
Any of the above circuit types which cross over or between identified smoke zones are wired using UL Listed CIC cable listed CIC cable provides 2 hour rating when installed in conduit see original submittals for type provided.
Additional wiring information may be obtained from current project documents:
Door Holders Yellow Blue (THHN/TFFN) Solid Copper 14 AWG
Non-resettable power Black/Red (THHN/TFFN) Solid Copper 14 AWG
Additional wire should match existing and be minimum Solid Copper 18 AWG FPL or as specified by manufacturer s installation guides/documents including; Remote indicator/test switches, Remote Annunciators/microphones, strobe circuit sync lines, RS232/RS485 or other data lines, Fire Fighter Phones/Risers and all other command, control, monitor, ancillary and auxiliary wiring and cables.
VERY IMPORTANT SOFTWARE / APPLICATIONS
Extreme care should be taken regarding software applications data and programmer versions/revisions. System equipment was ordered in 2007 and is currently programmed using Veri-fire 5.3 programmer version software. DVC s and DAA s are version 2.0 application/firmware data.
Upgrading of firmware, hardware or programmer can have a cascade effect on other network panels/components. Replacement components should be brought to exact same version/revision as originally installed compatibility issues can have a serious effect on system/network operations.
Audio Libraries Before downloading to DVC s, great care should be taken in ensuring that the audio library (message segments/files) path matches to original programming, failure to do so can result in loss of message sequences.
All equipment and individual components of the entire Fire Alarm System shall be maintained in proper operating condition as specified by the manufacturers and in accordance with National Consensus Codes, including but not limited to NFPA 25, 72, and 101, all pertinent Veteran s Health Administration Life Safety / Fire Protection Safety Code Regulations, and JCAHO. Vendor must have proven access to original equipment, manufacturer s (OEM) parts manuals and schematics to perform the service. Vendors must provide their own OEM manuals and schematics, which must be available on site at the time of service or have access to equivalent replacement equipment manuals by Notifier. All defective components replaced become the property of the vendor and disposal is their total responsibility. This is to include all Fire Alarm System components such as: Batteries, cabling, conduit, control panels, detectors, electronic modules, electronic PCB s, enunciators, monitors, sensors, wiring, etc.
FIRE ALARM SYSTEM TEST FREQUENCY:
All fire alarm system components shall be inspected and tested as per NFPA regulations.
In addition to predetermined initiating device test schedules per quarterly inspection the following category of devices shall be scheduled accordingly:
DEVICE
ACTIVITY
FREQUENCY
Audio Visual Devices
Batteries
Door Holder/Release
Magnetic Locks
Power Supplies (FCPS)
Pull Stations
Smoke Detectors
1st Quarter December
RED
Annual
Air Handling Units (Shutdown)
Dampers (Smoke)
Duct Smokes
Magnetic Locks
Smoke Detectors
2nd Quarter March
BLUE
Annual
Battery Discharge Testing (FACP)
Elevator Recall/Shunt Trip
Power Supplies
Smoke Detectors (Electrical Rooms)
3rd Quarter June
YELLOW
Annual
All Audio Messages
Batteries (AV/DAA)
Fire Fighter Phones
Smoke Detectors
4th Quarter September
GREEN
Annual
Master Boxes
1st, 2nd, 3rd, & 4th Quarters
Quarterly
Note:
The above category device schedules are subject to change and are only historical guidelines
The elevator annual test shall be performed with the assistance of an authorized elevator technician who is responsible for the maintenance and service of the Providence VAMC elevators. The fire alarm contractor shall provide the elevator technicians time and materials costs as part of this contract agreement. Typically this has been a (4) hour test after normal business hours Monday Friday or scheduled for a predetermined Saturday on the weekend.
2. FIRE HYDRANT DESCRIPTION & TEST FRQUENCY
The Providence VAMC located at 830 Chalkstone Ave. Providence, RI 02908-4799 has a total of (13) fire hydrants located around the campus that requires annual inspection and test. Should a fire hydrant become defective in some way this would be an added cost to cover the repairs. The (13) locations are identified below:
Hydrant Location
Number
Located by B5 on Navy Lane
Located between Building 2 & 3 on Navy Lane
Located by B4 on Army Road
Located in front of Building 1 E Wing (south side) on Armed Forces Boulevard
Located by Building 9 & Building 10 on Air Force Drive
Located between Building 7 & 8 on Marine Corps Trail
Located in front of Building 14 on Marine Corps Trail
Removed
Located behind Building 1 Ambulatory Care on Marine Corps Trail & Valet Parking
Located by T-18 (south side) on Coast Guard Lane by Lot 6
Located in front of Building 35 & T-18 (north side) on Coast Guard Lane
Located behind Building 1 B Wing by Emergency Room Ambulance Entrance
Located behind Building 1 at Regent Avenue Gate Entrance across from Building 12
Parking Garage Upper Entrance
Parking Garage Lower Entrance
All fire hydrants and main fire pumps shall be flow tested on a Saturday to minimize disruption to VAMC patients, staff and the potential traffic on roadways. The annual inspection shall be predetermined and scheduled on a Saturday in the month of September on an annual basis.
3. FIRE SUPPRESSION SYSTEM REQUIREMENTS
Qualification of Maintenance Personnel:
Contractor may assign qualified fire suppression technicians to perform maintenance on this system. They must possess current licenses and knowledge of the existing system to perform preventive maintenance as indicated in this Statement of Work.
Qualification of Vendor:
The bidder shall have had five (5) years successful experience in maintaining Fire Suppression Systems. This requirement is in addition to the specific requirements for qualification on the Kidde Fenwal and Pyro Chem Fire Suppression Systems at the VA Medical Center. Upon request of the Government, bidder shall be able to show evidence of his ability, experience, and reliability by providing:
Additional Information:
Semi-annual fire suppression inspections and maintenance requires a two week prior notification so the end users can be properly notified and the work coordinated with stakeholders. Fire suppression inspections are scheduled take place in July and January.
Fire suppression inspections and maintenance for the 4th floor Main Kitchen can only be performed after 6:00pm (M-F) due to the proximity of the work to the food preparation areas and the kitchen schedule.
Fire suppression inspections and maintenance for the Basement Canteen Kitchen can be performed after 3:00pm (M-F) due to the proximity of the work to the food preparation areas and the Canteen schedule.
Fire suppression inspections and maintenance for the B-8 hazmat storage sheds can be performed during normal working hours (M-F).
A list of personnel who will perform maintenance under the contract showing the length and type of experience of such personnel
Names and addresses of other clients and/or Government agencies
All personnel must hold a current license to install and work on the Providence VA Medical Center Fire Suppression Systems for the State of Rhode Island.
Background Investigations may be required depending on frequency of access to sensitive areas of the VA Medical Center.
Any contractor employees assigned to perform modifications or repairs on any component of the VA Medical Center Fire Suppression Systems must have the appropriate documentation, licenses, tools and qualifications. They must also present themselves in a professional manner while on the VA Medical Center property. All employees assigned to this work must have at least (4) years experience performing repair work on the Fire Suppression Systems. Successful bidder shall furnish the names of employees that will be assigned to modify or repair the Fire Suppression Systems at the VA Medical Center. Contractor must furnish no less than two names of personnel who will perform repair work. If repair personnel do not meet these minimum qualification requirements, this shall be cause for the VAMC to not accept this contractor s proposal. All contractor replacement personnel assigned to perform maintenance and service must have the previously stated minimum licenses and qualifications.
If the contractor is required by contract to disable the Fire Alarm System then the contractor s inspection team shall consist of at least (2) technicians with portable two-way radio communications. The inspection team shall be able to conduct all inspections independent of assistance from VA Medical Center personnel and shall provide the Providence Fire Department notification of master boxes being disabled and re-enabled for each building if necessary. .
Failure to meet these minimum requirements will be cause for termination of contract.
FIRE SUPPRESSION SYSTEM DESCRIPTION
This service contract specifies that the contractor shall provide all Fire Suppression System components, equipment, labor, and tools, required to perform installation, modification, repair, service, and semi-annual preventive maintenance (PM) on the Providence VA Medical Center Fire Suppression Systems located at; 830 Chalkstone Avenue, Providence, RI 02908-4799. This is to include but not limited to (3) Industrial Fire Suppression Systems located in:
Building 1 4th Floor Dietetics Kitchen Range Guard UL-300
Building 1 Basement Canteen Cafeteria Pyro Chem PCL-300
Building 8 Hazardous Waste Shed Pyro Chem PCI-70-ABC
(Hazardous Waste Shed is located outside in close proximity to Building 8)
This is to include all Fire Suppression System: cabling, canisters, conduit, control panels, encapsulated connections, enunciators, fusible links, splices, valves, and wiring connections, whether above or below ground, interior or exterior to buildings on the entire VA Medical Center facility property. The actual inspection and test will start at B8 Warehouse Hazardous Waste Shed at 1 PM Monday Friday then proceed to the Building 1 4th Floor Kitchen and then finally to Building 1 Basement Canteen Cafeteria Kitchen. The afternoon scheduled start time and locations allow for the food service areas to complete normal operations minimizing disruption to patients and staff members.
FIRE SUPPRESSION SYSTEM COMPONENTS
The Industrial Fire Suppression Systems currently at the VA Medical Center:
Building 1 4th Floor Kitchen (8) Hoods
Range Guard UL-300 Wet System
Building 1 Basement Canteen (1) Hood
Pyro Chem Model PCL-300
S/N 146056 Wet System
S/N 61189FH Wet System
Building 8 Hazardous Waste Shed (1) Hood
Pyro Chem Model PCI-70-ABC Industrial Fire Suppression System
S/N M4543 Wet System
S/N 8578AN Wet System
All equipment and individual components of the entire Fire Suppression System shall be maintained in proper operating condition as specified by the manufacturers and in accordance with National Consensus Codes, including but not limited to NFPA 25, 72, and 101, all pertinent Veteran s Health Administration Life Safety / Fire Protection Safety Code Regulations, and The Joint Commission. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own OEM manuals and schematics, which must be available on site at the time of service or have access to equivalent replacement equipment manuals by the manufacturer. All defective components replaced become the property of the vendor and disposal is their total responsibility. This is to include all Fire Suppression System components such as: Cabling, canisters, conduit, control panels, detectors, electronic modules, electronic PCB s, enunciators, fusible links, monitors, sensors, wiring, etc. If new equipment is installed as a result of a repair, the vendor will provide four (4) hours of mutually scheduled training and provide a complete set of drawings and manuals on the proper and safe operation of the equipment.
FIRE SUPPRESSION SYSTEM TEST FREQUENCY:
DEVICE
ACTIVITY
FREQUENCY
Range Guard UL-300
Test
Semi-Annual
PCL - 300
Test
Semi-Annual
PCI 70 - ABC
Test
Semi-Annual
Note:
Historically Inspection & Test Cycles are in the month of June & December annually
FIRE SUPPRESSION SYSTEM COMPONENTS
Items covered under this contract at no additional charge:
Conduit EMT or Armored cable Type (must be Red in Color)
Cylinder Hydro-static Testing
Enclosures
Face Plates
Fuse Links
Heat Detectors
Junction Boxes
Labeling
Nozzles
Pull Stations
Recharge - Cylinders
Remote Enunciator Panels
Remote Indicators & Monitors
Smoke Detectors & In-Duct Smoke Detectors
Surge Suppressors & Lightening Arrestors
Switches Electrical
Tamper Switches
Terminal Blocks and all terminal connections
Underground Splices
Visual Alarms
Wire & Cables
Every component of the Fire Suppression System, regardless of its location in or around buildings, interior or exterior, above ground or below ground, date of installation or manufacturing brand, is included in this contract. However some of these items do not fall under the full service (no charge) contract. See the following list for items that are part of the fire suppression systems that may require modification, repair, or replacement at the time and materials rate from the contractor. The testing frequency and method used shall be as required by NFPA codes. The reports shall be submitted on current forms published by the NFPA or in similar fashion.
4. SPRINKLER SYSTEM DESCRIPTION
This service contract specifies that the contractor shall provide all Sprinkler System components, equipment, labor, and tools, required to perform installation, modification, repair, service, and quarterly preventive maintenance (PM) on the Providence VA Medical Center Sprinkler System located at; 830 Chalkstone Ave. Providence, RI 02908-4799. This is to include but not limited to all buildings: 1, 2, 3, 4, 5, 6, 7, 8, 9, 14, 32, 35, 39 and 27 (Main Pump Room). This is extended to all permanent or temporary trailers and accessory buildings that may exist over the course of this contract. This is to include all Sprinkler System components but not limited to: cabling, compressors, conduit, dry valve systems, encapsulated connections, flow switches, hydrants, inspector test valves, OS&Y valves, pipe, post indicator valves, pumps, splices, sprinkler heads, tamper valves, quencher system and wiring connections, whether above or below ground, interior or exterior to buildings on the entire VA Medical Center facility property. This full service contract will also include the CBOC New Bedford facility located at 175 Elm Street New Bedford, MA 02740-6006 which has a Simplex 4100U fire alarm system and sprinkler system.
This service contract outlines the inspection and testing of all fixed fire protection equipment in accordance with National Fire Codes, all pertinent Federal Life Safety / Fire Safety Codes and Regulations (NFPA 25, 72, and 101). Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own OEM manuals and schematics, which must be available on site at the time of service or have access to equivalent replacement equipment manuals. All defective components replaced become the property of the vendor and disposal is their total responsibility. This is to include all Fire Alarm and Sprinkler System components such as: cabling, compressors, conduit, dry valve systems, encapsulated connections, flow switches, hydrants, inspector test valves, OS&Y valves, pipe, post indicator valves, pumps, quencher system, splices, sprinkler heads, tamper valves, and wiring connections. Vendor will provide four (4) hours of mutually scheduled training on the proper and safe operation of the equipment.
SPRINKLER SYSTEM REQUIREMENTS
Contractor may assign qualified licensed Electricians, Fire Alarm or Sprinkler Alarm technicians to perform maintenance on this system, provided that they have sufficient knowledge of the existing system to accomplish the required maintenance and conform to requirements indicated below.
Any contractor employees assigned to perform modifications or repairs on any component of the Fire Alarm and Sprinkler System must have the appropriate licenses and qualifications and present themselves in a professional manner while on the VA Medical Center property. All employees assigned to this work must have at least two years experience performing repair work on the Sprinkler System. Successful bidder shall furnish the names of employees that will be assigned to modify, repair, or test the Sprinkler System in any way by providing number of years experience on the systems or their equivalent and provide names/addresses of the locations where the employee performed the repair work on these systems. Contractor must furnish no less than two names of personnel who will perform repair work. If repair personnel do not meet these minimum qualification requirements, this shall be cause for the VAMC to not accept this contractor s proposal. All contractor replacement personnel assigned to perform maintenance and service must have the previously stated minimum licenses and qualifications.
The contractor s inspection team shall consist of at least (2) technicians with portable two-way radio communications. The inspection team shall be able to conduct all inspections independent of assistance from medical center personnel and shall provide the Providence Fire Department notification of all master boxes being disabled and re-enabled for each building. All inspections shall be scheduled in advance for proper notification.
Failure to meet these minimum requirements will be cause for termination of contract.
SPRINKLER SYSTEM COMPONENTS
The Sprinkler System items covered under this contract include but are not limited to all:
Compressors
Conduit
Couplings
Drain Valves
Dry Valve Systems
Fire Department Connections & Covers
Flow Switches
Gauges
Hardware
Inspector Test Valves
Motors
OS&Y Valves
Pipe
Post Indicator Valves (PIVs) Minus Excavation
Pipes
Seals
Sprinkler Heads Up to 75 Heads
Tamper Switches
Water Flow Detectors
Wiring
Every component of the Sprinkler System, regardless of its location in or around buildings, interior or exterior, above ground, date of installation or manufacturing brand, is included in this contract. The testing frequency and method shall be as required by NFPA 25 and the requirements of Veteran Affairs. The reports shall be submitted on current forms published by the NFPA.
SPRINKLER SYSTEM PREVENTIVE MAINTENANCE SCHEDULE
1st Quarter October
Bld. 1 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 2 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 3 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 4 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 5 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 6 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 7 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 8 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 9 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 10 All sprinkler system tamper & flow switches and other components per NFPA (Late 2026 or 2027)
Bld. 14 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 27 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 35 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 32 All sprinkler system tamper & flow switches and other components per NFPA
Parking Garage All sprinkler system tamper & flow switches and other components per NFPA
B-39 Mental Health Building All sprinkler system tamper & flow switches and other components per NFPA
Harwood Center - All sprinkler system tamper & flow switches and other components per NFPA
New Bedford CBOC - All sprinkler system tamper & flow switches and other components per NFPA
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
Canteen Gaylord QU-2 Quencher System
Campus Fire Hydrant and Fire Pump Annual Flow Testing
2nd Quarter December
Bld. 1 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 2 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 3 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 4 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 5 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 6 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 7 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 9 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 8 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 10 All sprinkler system tamper & flow switches and other components per NFPA (Late 2026 or 2027)
Bld. 14 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 27 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 32 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 35 All sprinkler system tamper & flow switches and other components per NFPA
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
Canteen Gaylord QU-2 Quencher System
Parking Garage All sprinkler system tamper & flow switches and other components per NFPA
B-39 Mental Health Building All sprinkler system tamper & flow switches and other components per NFPA
New Bedford CBOC - All sprinkler system tamper & flow switches and other components per NFPA
Harwood Center - All sprinkler system tamper & flow switches and other components per NFPA
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
3rd Quarter April
Bld. 1 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 2 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 3 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 4 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 5 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 6 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 7 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 8 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 9 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 10 All sprinkler system tamper & flow switches and other components per NFPA (Late 2026 or 2027)
Bld. 14 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 27 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 32 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 35 All sprinkler system tamper & flow switches and other components per NFPA
Parking Garage All sprinkler system tamper & flow switches and other components per NFPA
B-39 Mental Health Building All sprinkler system tamper & flow switches and other components per NFPA
Harwood Center - All sprinkler system tamper & flow switches and other components per NFPA
New Bedford CBOC - All sprinkler system tamper & flow switches and other components per NFPA
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
Canteen Gaylord QU-2 Quencher System
4th Quarter July
Bld. 1 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 2 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 3 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 4 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 5 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 6 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 7 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 8 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 9 Dry valve sprinkler system, All sprinkler system tamper & flow switches and other components per NFPA
Bld. 10 All sprinkler system tamper & flow switches and other components per NFPA (Late 2026 or 2027)
Bld. 14 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 27 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 32 All sprinkler system tamper & flow switches and other components per NFPA
Bld. 35 All sprinkler system tamper & flow switches and other components per NFPA
Parking Garage All sprinkler system tamper & flow switches and other components per NFPA
B-39 Mental Health Building All sprinkler system tamper & flow switches and other components per NFPA
Harwood Center - All sprinkler system tamper & flow switches and other components per NFPA
New Bedford CBOC - All sprinkler system tamper & flow switches and other components per NFPA
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
PIV s All PIV s will be tested on a quarterly basis Open PIV then test outbuilding flow switches
Canteen Gaylord QU-2 Quencher System
All buildings are located at 830 Chalkstone Ave, Providence, RI. 02908-4799
DRY SYSTEMS DRY VALVES, ACCELERATORS, EXHAUSTERS
Locations: Building 1 (Loading Dock Simplex Dry Valve) Building 8 & Building 9 (Basement) Building 1 Clean Core
1) Test alarms and perform a water flow test through the drain connection when facilities and conditions permit as per manufacturer specifications and procedures.
2) Check air pressure, automatic drip connections, latching arrangements, priming water level, and seals when provided. Check the general condition of the dry pipe valves, accelerators or exhausters, and their environment, including dry pipe valve rooms or enclosures.
3) Trip test dry pipe valves, together with accelerators and exhausters, if provided.
4) Place the system and the dry pipe valve to the normal operating condition.
5) Open condensation drains on drum drip connections and drain all low points during all quarterly inspections.
WET SYSTEMS ALARM VALVES
1) Test alarms by opening the Inspector s Test Valves connected to the Sprinkler System and / or the by-pass test connection, in conjunction with making a water-flow test when facilities and conditions permit.
2) Test all water motor gongs annually
3) Check Cold Weather Valves and exposed pipe for normal operation during all quarterly inspections.
4) A (5) year internal inspection of alarm valves will be required under this contract in FY-2016. All labor (alarm technician and sprinkler fitter) and materials required to perform this inspection will be covered under this contract. Next internal inspection will occur in FY-2021.
5) Semi-annual test and inspection of Canteen Gaylord system, including all labor (alarm technician and sprinkler fitter) and materials required to perform this inspection will be covered by under this contract.
ANNUAL FIRE PUMP FLOW TEST Annually Performed on a Saturday in September
Test the main Fire Pump in Building 27 (Pump House) and the fire pump in the basement mechanical room in Building 1, E-wing in accordance with NFPA 20.
Must provide formal documentation of test results to Providence VA Medical Center.
ANNUAL FLOW TESTING OF ALL FIRE HYDRANTS
Test each fire hydrant for flow rates and record on data sheet.
Water flow test shall include recording alarm retard time for each water flow alarm tested.
Static pressure has to be taken after residual recordings.
Must provide formal documentation of test results to Providence VA Medical Center.
SPRINKLER DRAIN TESTS
1) The sprinkler drain (water flow) has to be performed at each sprinkler zone valve, documentation to include static and residual pressure observations. Ensure each inspector test valve has a legible Inspector Test sign posted and attached to valve mechanism.
FIRE DEPARTMENT CONNECTIONS
Inspect all Fire Department connections to the building. Replace caps if needed.
CONTROL VALVES NFPA 26
Valve stems should be oiled or greased at least once a year. At this time completely close and reopen the valve to test its operation and distribute the lubricant.
REQUIREMENTS FOR ALL LUBRICANTS USED AT THE VAMC
1) An MSDS sheet shall be provided on an annual basis for lubricants used on the entire sprinkler and water supply system.
5. DELIVERY
Term of Contract:
The term of this contract for Providence VAMC is (1) year from date of issue with (4) option years.
Provision of Maintenance Services:
All routine preventive maintenance inspections shall be coordinated and scheduled through the VA Medical Center assigned COTR. A minimum of 48 hours will be required to coordinate a scheduled Fire Alarm or Fire Protection System shutdown. This coordinated effort may be cancelled by the VA Medical Center if unexpected circumstances arise that would endanger life/safety measures. All fire alarm & fire protection system(s) testing shall conform to all pertinent codes and regulations of the National Fire Protection Association (NFPA) as was previously stated in the References section of this Statement of Work. In addition, report formats shall conform to NFPA & The Joint Commission guidelines.
Hours of Coverage:
This Statement of Work Contract covers services to the VA Medical Center Fire Alarm and Fire Protection Systems as specified: 24 hours per day, 7 days per week, and 365 days per year
Response Time:
The contractor shall provide phone call-back by a qualified technician within (1) hour of a service request and on-site response by a qualified technician within (2) hours of original request for Emergency Service or Scheduled Service at a later time specified by the COTR or Safety & Occupational Health Manager. The contractor place of business shall be a maximum of (40) miles away from the Providence VA Medical Center to meet emergency situation service calls no exceptions. The contractor at all times must provide knowledgeable factory trained technicians that can respond to the Providence VA Medical Center Campus facilities who are familiar with all the fire alarm systems and their respective locations. The technicians must be able to respond without VA staff intervention as to providing access to a specific location. The Fire Command Center in Building 1 Room 136 has a set of fire alarm keys and elevator keys to provide access and operation to multiple systems.
Preventive Maintenance:
Preventive maintenance shall follow the manufacturer s specifications on all system components to include but not limited to: adjustment, battery replacement, calibration, cleaning, electrical connections, electrical safety testing, lubrication, testing and replacement of faulty system components. If components covered under this contract at no cost to the VA Medical Center are discovered as faulty or in need of replacement or repair while PM testing is being performed, the contractor shall provide and repair all components and parts to bring the system back to a normal condition. Smoke detectors will be removed and disassembled for cleaning as is indicated by manufacturer s specifications and NFPA requirements. All batteries shall be identified with labels indicating date of installation. All batteries being replaced shall be removed from the VA Medical Center and disposed of properly for certification purposes. The equipment will be returned to the operating condition specified by the manufacturer. Preventive maintenance (PM) will be mutually scheduled in advance with contractor and COTR. These (PM) inspection and tests will be performed at quarterly intervals.
Guaranteed Uptime:
A guaranteed uptime if 95% shall be maintained during hours of coverage to date:
Uptime % = Productive Time - Downtime x 100
Productive Time
Productive time is planned time of use of equipment.
Downtime begins at time of first service call until equipment is returned to proper operating conditions.
Provide quarterly reports showing the number of hours that the system is shut down.
If determined components and services not covered or excluded by contract:
No additional work or installation of components will be performed without authorization from the Contracting Officer or Contracting Officer s COTR. This will also include that an approved Scope of Work Proposal and estimated cost Purchase Order be in place prior to any additional work or services with the exception of emergency requests. Emergency requests would be identified as a threat to life safety or the prevention of damage to the VA Medical Center. In any event a written deficiency report or service report for authorization of any work or components outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Components that are not covered by this contract (if specified) will be purchased by the VA Medical Center. The contractor under the terms of this contract shall accomplish the full installation and complete testing of these components. The intent of this full service contract is to provide all necessary components to maintain a complete operational fire alarm and fire protection system(s) to local code requirements according to NFPA code of regulations.
Every component of the Fire Alarm & Fire Protection System(s), regardless of its location in or around buildings, interior or exterior, above ground or below ground, date of installation or manufacturing brand, is included in this contract. However, some of these items do not fall under the full service (no charge) contract. See the following list for items that are part of the fire alarm and fire protection system(s) that may require modification, repair, or replacement at the time and materials rate from the contractor. The testing frequency and method used shall be as required by NFPA 72 Chapter 7, Joint Commission, EC Standard 2.7 and as indicated on the last page of this Statement of Work. The reports shall be submitted on current forms published by the NFPA.
Items not covered under this contract that will require additional cost on a time and material basis:
Connection to Providence Fire Department Campus Loop 57 and Municipal Loop Connection
Fire Dampers (Electrical & Mechanical)
PIV Post Indicator Valves (Tamper switches are covered)
Fire Hydrants
6. PROGRESS AND COMPLIANCE
Contractor is required to notify the COTR prior to their arrival and departure of the VA Medical Center. This is to include signing in and out upon arrival and departure with FMS personnel during normal working hours 7:00 AM to 5:00 PM. Contractor badges issued by FMS or VA Police shall be worn at all times while on the VA Medical Center property. A contractor shall be issued an Engineering Key to access all fire alarm device locations for uninterruptable service and testing. After hours, contractor will be required to sign in and out with the VAMC Police.
Upon completion of any visit, the contractor shall provide a legible written field service report to the COTR indicating the minimum information:
Date of service
Name of Technician
Hours of work completed by indicating start and finish times
Location of work performed (Building 1 - 2nd Floor, etc.)
Status of Fire Alarm System upon arrival
Service performed; (adjusting, cleaning, installing, modifying, replacing, testing, etc.)
Status of Fire Alarm System after performing service
List Parts installed, removed, or replaced
List any and all discrepancies by highlighting them on the report
In addition, Contractor shall provide copies of preventive maintenance procedures, checklists, and test forms prior to commencement of contract to the Contracting Officer and COTR.
NOTES AND OTHER INFORMATION
Fire Alarm, Fire Hydrant, Fire Suppression & Sprinkler System Shutdown Procedure:
The contractor shall be solely responsible for coordinating and performing all necessary Fire Alarm System shutdowns and turning the entire system back on to normal operation. This is to be performed independent of assistance from VA Medical Center staff personnel. Notification in writing or verbal to the COTR at a minimum of 48 hours in advance is the minimum requirement for a coordinated Fire Alarm System shutdown. This notification applies to all contractors and VA Medical Center employees as to the feasibility of a system shut-down in coordination with possible ongoing construction activities and other VA Medical Center priorities. The fire protection Sprinkler System should never be down or system drained while any Hot Work is being performed or the Fire Alarm System is down for maintenance or service. The contractor is responsible for notifying:
COTR (Contracting Officers Technical Representative)
Engineering
Operators
Providence Fire Department
VA Police
Notification will be done before any Fire Alarm System shutdown and after the entire system has been restored to its normal operation as was intended by design.
At no time shall the Fire Alarm Room be unattended while the Fire Alarm System is down and /or the Electronic Master Box is disabled
Fire Alarm system shutdowns for routine maintenance may only be done between 7:00 AM and 5:00 PM which are designated as normal working hours at the Providence VA Medical Center. Contractors shall not be permitted to leave any: Battery, cable, component, control panel, detector, device, enunciator, sensor module, wire, zone, and disabled or disconnected overnight unless extenuating circumstances, such as failure of the system, should occur.
In such case the contractor will establish ILSM (Interim Life Safety Measures) and fill out the appropriate ILSM form that must be completely approved by the COTR and Safety & Occupational Health Manager. Any Fire Alarm System shut down that will exceed 4 hours must be authorized by the COTR or Safety & Occupational Health Manager through an ILSM notification process.
The Providence VA Medical Center will provide a current points list for establishing all fire alarm device locations and quantities to include programmed sequence of operation upon request.
8. QUARTERLY TEST REPORTS
All quarterly test reports shall meet the latest NFPA & The Joint Commission formats and guidelines. The contractor shall maintain and provide electronic test schedules for all components. Reports will be completed and submitted to the VA COR not later than 14 days after the completion of the quarterly testing, semi-annual fire suppression inspections, or annual fire pump/fire hydrant flow testing. All fire alarm, sprinkler, and fire suppression test/inspection reports will contain the NFPA reference for the item tested and the Joint Commission EC reference. (Examples of this requirement will be provided upon request).
9. SYSTEM DATA BACKUP & RECOVERY
All Notifier / Simplex FACP s, DAA s, DVC s & ONYX Works shall be maintained by the contractor for data maintenance, storage and recovery. All systems shall be backed up at the end of the quarterly inspection or as needed due to modifications to the existing network-based system. An external hard drive and contractor s laptop shall be used to perform required tasks. The intent is that the contractor is completely responsible to maintain, store and recover any and all data as part of this full-service contract.
