This is a Sources Sought (SS) Notice only, not a solicitation announcement and should not be considered as such. There is no solicitation available at this time. The Government will not pay for any information received in response to this SS, nor will the Government compensate any respondent for any cost incurred in developing the information provided to the Government. This SS does not constitute a commitment by the Government. Any information provided in response to this market survey will be used for informational purposes only and will not be released. Vendor participation is not a promise of future business with the Government.
The purpose of this Sources Sought is to conduct Market Research to determine an acquisition strategy for the annual inspection and testing of 18 Cookson Firefly release devices and drop doors. These fail-safe devices are critical for maintaining fire wall integrity; they hold doors open during normal operations and release corrugated fire doors immediately upon fire alarm activation. All inspections and testing must be performed annually by a qualified technician in strict accordance with Department of Veterans Affairs policy and NFPA 80 standards.
The NAICS code for this procurement is 541350 Building Inspection Services, JSC -H212 Quality Control, Testing and Inspection Services and the small business size standard is $11,500,000.00.
Responses to this notice shall be e-mailed to Lakrisha Jackson at Lakeisha.Jackson@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than Tuesday, September 1, 2026 at 3:00 p.m. This notice is to assist the VA in determining sources only. A solicitation is not currently available.
THE VA IS NOT SEEKING PRICING OR OFFERS OF ANY KIND. There is no guarantee, expressed or implicit, that the market research for this acquisition will result in a particular set-aside or sole source award, or any other guarantee of award strategy. All information is to be provided on a voluntary basis at no charge to the Government.
The Cleveland Veterans Affairs Medical Center, in Cleveland, OH is seeking sources capable of complete the services described in the Performance Work Statement below:
Performance Work Statement As of 6-16-2026
Annual Test/Inspection of Firefly Device and Door Drop Test
1. Background:
The Louis Stokes VA Medical Center in Cleveland, OH, is seeking a qualified contractor to provide all labor, materials, transportation, and supervision for the annual inspection and testing of 18 Cookson Firefly release devices and drop doors. These fail-safe devices are critical for maintaining fire wall integrity; they hold doors open during normal operations and release corrugated fire doors immediately upon fire alarm activation. All inspections and testing must be performed annually by a qualified technician in strict accordance with Department of Veterans Affairs policy and NFPA 80 standards.
2. Place of Performance:
10701 East Blvd.
Cleveland Ohio 44106
(15 locations)
Fisher House 1&2 10521 Lee Ave.
Cleveland Ohio 44106
(4 locations)
3. Period of Performance:
Base Year: Dec 1, 2026 Nov 30, 2027
Option Year 1: Dec 1, 2027 Nov 30, 2028
Option Year 2: Dec 1, 2028 Nov 30, 2029
Option Year 3: Dec 1, 2029 Nov 30, 2030
Option Year 4: Dec 1, 2030 Nov 30, 2031
4. Scope:
Vendor should provide all labor, materials, equipment, transportation, and supervision necessary to provide on-site inspection and testing of 18 Firefly devices and roll-down fire doors located at the Wade Park VA Medical Center, 10701 East Blvd., Cleveland, Ohio 44106 and Fisher House, 10521 Lee Ave., Cleveland, Ohio 44106.
All work shall be performed by competent personnel, experienced and qualified to perform this service on the specific equipment.
The Wade Park VA Medical Center will not furnish and/or test equipment for the performance of this contract. It is the responsibility of the contractor to bring the appropriate equipment and/or supplies needed to complete the work required herein.
Vendor will provide full visual inspection of all devices and physical testing of all drop doors to ensure all devices/doors operate according to manufacturers specifications and meet the requirements of a passing test in accordance with:
- Joint Commission EC.02.02.5 Environment of Care Standard
- Joint Commission EP 20 Environment of Care
- MCP OOS-013 Service Safety Program
- MCP OOS-041 Fire Prevention Management Plan
- NFPA 105 Standard for Smoke Door Assemblies & Other Opening Protectives
o Section 5.2.1 thru 5.2.4 Maintenance Requirements
- NFPA 80 5.2.4.1 Swinging Door Visual Inspection Requirements
5. Specific Tasks:
Vendor will provide full visual inspections of 19 Firefly devices and operational testing of 18 drop doors, as specified, on the following equipment:
- Fisher House PM# 20252 locations
FH1: 103 and 121
FH2: 103 and 121
- Main Hospital PM# 280823 locations
BAC311-1 BAC311-2 BAC311-3 BB512 BC307 BD410 BF525 1B420
1F540
1F564
1F565
1L822
2A128-1
2A128-2
Each device and door will be tested and inspected in January. The COR will contact the vendor to schedule the actual dates of testing/inspection.
Drop Test will be performed on each door in accordance with manufacturing guidelines. Each door will be dropped twice to ensure a passing test.
Batteries on each unit will be changed with properly rated replacements. Doors will be stickered and signed by IDEA certified technicians.
An inspection sheet with pass/fail criteria will be provided to the COR within 3 business days of test/inspection.
The performance of this contract requires coordination with the Electric Shop.
The fire alarm system needs to be placed in test mode prior to commencement of testing and inspection. A shut down request shall be filled out and delivered, by the COR, to the electric shop at least one week prior to commencement of work.
6. Hours of Operation:
0700-1600 Eastern Standard Time Monday through Friday, except Federal Holidays, unless other arrangements are requested to and accepted by the Contracting Officer s Representative (COR).
7. Deliverables:
The contractor will provide a completed inspection checklist to the COR indicating pass or failure of each door covered by this statement of work.
8. Performance Monitoring :
Performance Requirements Summary
9. Quality Control Program Requirement :
a. General Requirements: The contractor shall establish, implement and maintain a comprehensive Quality Control Program (QCP) to ensure all services are performed in accordance with the Performance Work Statement and the metrics outlined in the Performance Requirements Summary.
b. Submissions and Updates: The contractor shall submit a detailed written Quality Control Plan the Contracting Officer (CO) and the Contracting Officer s Representative for review and approval within 14 calendar days of contractor award. Contractor shall update the plan annually or within 7 calendar days of any significant changes to the internal process.
c. Inspection System: The QCP must detail the Contractors internal inspection mechanics, covering all tasks and deliverables. The plan must specify the metrics tracked, the frequency of internal audits, and identify by name or role the specific personnel responsible for conducting the inspections.
d. Deficiency Resolution: The QCP must include a clear methodology for identifying, tracking and correcting deficiencies in service quality. It must prevent the recurrence of defective work without relying on government intervention.
e. Record Keeping and Audits: The contractor shall maintain records of all internal inspections, including corrective actions taken. These records shall be made available to the government upon request at any point during contract performance. T
f. NOTE: The QCP shall be in compliance with the following OSHA standards:
a) Code of Federal Regulations, Title 29, part 1910.147, The Control of Hazardous Energy (Lockout and Tagout)
b) Code of Federal Regulations, Title 29, part 1910.301-399, Subpart S,
Electrical
c) OSHA Letters of Interpretation
10. Check-In Requirements:
The vendor and/or representative must report to the Machine Shop to sign in with the department staff before work begins. Upon completion of work, the vendor and/or representative must report to the Machine Shop to sign out.
11. Security Requirement:
The C&A requirements do not apply, and a Security Accreditation Package is not required.
11.1. Dedicated personnel will be assigned solely to observe, interact, assist, and assure protection of VA sensitive information.
11.2. Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation.
12 General Security:
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
13. VA Information Custodial Language:
13.1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).
13.2. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.
14. Government t-Furnished Equipment (GFE)/Government-Furnished Information (GFI):
No government furnished equipment will be issued to complete the requirements of this contract.
15. Other Pertinent Information or Special Considerations:
a. Work will be completed during the month of December each year to coincide with the assignment of the MAXIMO PM Work Order
b. Identification of Possible Follow-on Work.
Any additional work required upon failure of any individual Drop Door Test/Inspection will require a separate purchase order initiated by the COR.
c. Identification of Potential Conflicts of Interest (COI).
None
d. Identification of Non-Disclosure Requirements.
Not required
e. Packaging, Packing and Shipping Instructions.
Contractor will bring all materials and tools required to perform this service.
f. Inspection and Acceptance Criteria.
Contractor will be responsible for meeting timelines listed in this PWS. The COR will make the final determination along with the contractor for final acceptance.
16. Risk Control:
Work performed within the medical center may present health risks including exposure to illness and infection control. Contractor will take action to recognize and follow warning information throughout the facility.
