H112--Annual/Sem-i annual fire smoke inspections and auto door services l EKH

SOURCES SOUGHT NOTICE Fire, Smoke, and Automatic Door Inspection, Maintenance, and Repair Services Notice Type: Sources Sought / Request for Capability Statements Solicitation/Notice Number: 36C25526Q0617 NAICS: 541350 Building Inspection Services PSC: J056, Maintenance, Repair, and Rebuilding of Equipment Construction and Building Materials Response Due: 8/26/2026, 1500 CST Contracting Activity: Department of Veterans Affairs, NCO 15 Place of Performance: Dwight D. Eisenhower VA Medical Center Contracting Officer: Michael Murphy email: Michael.murphy7@va.gov 1. Notice Purpose and Disclaimer This Sources Sought Notice is issued for market-research and planning purposes only. It is not an invitation for bid, request for quotation, request for proposal, solicitation, commitment by the Government, authorization to incur costs, or authority to enter into negotiations or award a contract. No funds have been authorized, appropriated, or received for this effort. The Government will treat responses as information only. No entitlement to payment or reimbursement of direct or indirect costs, charges, or expenses will arise from preparation or submission of a response, or from Government use of submitted information. The Government does not intend to award a contract based on this notice. Information received may be used by the Department of Veterans Affairs (VA) to develop its acquisition strategy, performance work statement/statement of work, performance requirements, specifications, pricing structure, and socioeconomic set-aside decision. Respondents are responsible for clearly marking proprietary or competition-sensitive information. The Government is not bound by information received and reserves the right to revise the scope, classification, acquisition strategy, or any other aspect of a potential future requirement. The purpose of this notice is to identify capable and interested firms, particularly Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), 8(a) participants, HUBZone small businesses, woman-owned small businesses, and other small businesses, that can perform the services described below. 2. Anticipated Acquisition Approach The Government is evaluating an anticipated contract structure consisting of a 12-month base period and four 12-month option periods. The Government s current planning preference is a firm-fixed-price service contract for recurring, predictable preventive-maintenance requirements, with separately priced and Government-authorized CLINs for unscheduled repair labor, materials, and replacement parts. Specifically, the potential solicitation may include: Firm-fixed-price CLINs for scheduled fire/smoke door inspections, minor adjustments, and required reports. Firm-fixed-price CLINs for scheduled inspection and preventive maintenance of automatic/automated doors. Fixed hourly labor-rate CLINs by labor category for unscheduled, corrective, after-hours, or emergency repair work. Materials and replacement-parts CLINs, subject to Contracting Officer authorization and any not-to-exceed limitation established in a future solicitation. Written repair authorization procedures for non-emergency repairs; emergency actions may be addressed through procedures established in the future contract. The Government is also seeking industry feedback on whether a single-award indefinite-delivery/indefinite-quantity (IDIQ) structure would provide a material advantage for the variable repair portion of the requirement. If recommending an IDIQ, respondents shall explain the rationale, suggest a reasonable guaranteed minimum and maximum ceiling methodology, and describe the ordering, pricing, and administrative approach they recommend. No acquisition strategy has been finalized. Market-research results will inform whether the requirement is set aside for SDVOSB, another socioeconomic category, small business, or competed on an unrestricted basis. 3. Requirement Description The anticipated requirement is for comprehensive inspection, preventive maintenance, repair, emergency response, documentation, and compliance services for fire-rated doors, smoke-rated doors, and automated/automatic pedestrian door systems at an occupied VA healthcare campus or comparable institutional facility. The contractor shall furnish all management, supervision, qualified personnel, labor, transportation, tools, equipment, testing equipment, materials, repair parts, and incidental services necessary to maintain the covered systems in safe, reliable, operational, and code-compliant condition. Fire and Smoke Doors The contractor shall perform scheduled inspection and minor adjustment services for fire-rated and smoke-rated doors, frames, and associated hardware. Anticipated tasks include: Semiannual or annual inspection of all designated fire- and smoke-door assemblies. Functional testing of doors, self-closing devices, latching functions, and related hardware. Inspection of frames, hinges, pivots, closers, coordinators, latches, seals, gasketing, and labels, as applicable. Minor adjustment and lubrication of components. Identification, documentation, and communication of deficiencies. Correction of minor deficiencies within the contractor s authorized scope. Recommendations and estimates for repairs beyond the authorized scope. Automated and Automatic Doors The contractor shall provide full-service inspection, preventive maintenance, troubleshooting, repair, and component replacement for automated/automatic doors. Equipment includes, but is not limited to, automatic swing, sliding, telescoping, bi-parting, revolving, low-energy, and automatic-egress door systems. Anticipated tasks include: Semiannual inspection and functional testing of designated automated/automatic door systems. Inspection, diagnosis, repair, and replacement of door operators, motors, controls, sensors, activation devices, safety devices, hardware, and related components. Repair or replacement of damaged doors, frames, closers, hinges, latches, seals, and other failed components. Troubleshooting and repair of power supplies, backup systems, and associated electrical/control components. Inspection and repair of door-related fire-alarm interface components. Correction of applicable code or safety deficiencies within the authorized scope. Restoration of systems to full operational condition following repair. Equipment and Environment The anticipated work will occur in an occupied healthcare/institutional environment, including public entrances, emergency department entrances, ambulance bays, surgery and operating-room entrances, laboratories, pharmacy areas, clinics, restrooms, corridors, tunnels, stairwells, docks, administrative areas, and support spaces. The current draft inventory identifies approximately 57 automated/automatic door systems and a substantial inventory of manual fire and smoke doors across multiple campus buildings. Automatic-door equipment includes mixed manufacturers and configurations, including systems associated with Dorma/LCN, Horton, Besam, Stanley, Gyrotech, Detex, Norton, and similar equipment. The final solicitation, if issued, will include the confirmed inventory, locations, door schedule, and access requirements. Interested firms shall describe their ability to maintain mixed-manufacturer systems, acquire genuine or equivalent replacement parts, coordinate outages, preserve safe egress, and minimize disruption to patient care, clinical operations, emergency operations, facility security, and public access. 4. Response, Performance, and Reporting The contractor must maintain a 24-hour, seven-day-per-week method for receipt of service requests. The anticipated response standard is: For an urgent service call received by [insert cutoff time] local time, dispatch a qualified technician capable of arriving on site before close of business that same day. For an urgent service call received after the stated cutoff time, dispatch a qualified technician capable of arriving on site by the following business morning. Interested firms shall state whether they can meet this standard and describe their dispatch process, local or regional staffing, after-hours coverage, typical on-site response times, and access to common replacement parts. Following each scheduled inspection, the contractor is expected to provide paper and electronic inspection reports identifying, at minimum, the door/system, location, make/model if known, inspection results, deficiencies, repairs performed, parts used, test results, recommended corrective actions, and technician credentials. Repair documentation is expected within 15 working days after completion, unless otherwise established in the future solicitation. 5. Standards and Personnel Qualifications All work is expected to comply with the latest applicable editions of the following, in addition to manufacturer instructions, applicable laws, codes, regulations, and facility policies: NFPA 80, Standard for Fire Doors and Other Opening Protectives. NFPA 105, Standard for Smoke Door Assemblies and Other Opening Protectives. ANSI/BHMA A156.10, as applicable to power-operated pedestrian doors. Applicable OSHA requirements. Applicable accessibility, life-safety, electrical, fire-alarm, and healthcare-facility requirements. The Government anticipates requiring automatic-door services to be performed by AAADM-certified, factory-trained technicians, or personnel with equivalent manufacturer-recognized qualifications acceptable to the Government. Respondents shall describe applicable certifications, manufacturer training, licenses, safety program, quality-control procedures, and relevant experience. 6. Contract Administration and Performance Monitoring All contract-administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer (CO) will be the only individual authorized to approve changes or modify requirements that affect price, quantity, quality, or other contract terms. The contractor shall communicate with the CO on all matters relating to contract administration. A Contracting Officer s Representative (COR) may be designated in writing at award pursuant to applicable VA policy. The COR may perform technical oversight and quality-assurance surveillance within the limits of the written designation, but may not change contract terms, authorize work beyond the contract, or obligate the Government. The anticipated contract will be a non-personal services contract. Contractor personnel will remain under the contractor s supervision and control and will not be considered Government employees. The Government may monitor performance through observation, inspection, review of reports and records, and review of complaints or other appropriate documentation. If services do not conform to contract requirements, the Government may require re-performance or corrective action at no additional cost to the Government, consistent with the terms of any future contract. 7. Facility Hours and Access Normal administrative hours are anticipated to be Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding Federal holidays. Exact facility hours, security/access procedures, clinical-area coordination requirements, and any work-window restrictions will be provided in a future solicitation. The contractor shall be capable of supporting off-duty and emergency service needs, including service requests occurring outside normal administrative hours, on weekends, and on Federal holidays. 8. Capability Statement Requirements Documentation of technical expertise must be sufficiently detailed for the Government to determine whether the respondent has the experience, staffing, qualifications, and operational capability to compete for this requirement. Responses shall address items (a) through (s) below, in the same order. Incomplete responses may limit the Government s ability to evaluate a firm s capability for market-research purposes. (a) Company name:  (b) Physical address:  (c) Primary point of contact: (d) Telephone number and email address:  (e) Unique Entity Identifier (UEI):  (f) CAGE code, if applicable:  (g) Tax identification number: (h) Business size and socioeconomic representations: Identify all that apply, including SDVOSB, VOSB, 8(a), HUBZone, WOSB/EDWOSB, small business, and large business. State whether the firm is small under NAICS 541350. (i) SAM registration: Confirm that the firm has an active SAM.gov registration, or identify the current registration status and expected activation date. (j) Technical capability: Describe the firm s capability to inspect, maintain, troubleshoot, and repair fire-rated doors, smoke-rated doors, and multi-manufacturer automatic-door systems. Address labor, materials, parts, equipment, testing, reporting, and 24/7 service capability. (k) Relevant experience: Provide at least three examples from the past five years of comparable work. For each example, provide customer name; contract number, if applicable; location; period of performance; contract value or estimated annual value; system types and quantities; services performed; emergency-response requirements; and customer point of contact. (l) Personnel credentials: Identify proposed technician count, service area, AAADM certifications, factory/manufacturer training, applicable licenses, and experience with door operators, sensors, activation devices, safety systems, and fire-alarm interfaces. (m) Healthcare or institutional experience: Describe experience in occupied hospitals, clinics, laboratories, correctional facilities, universities, or similarly sensitive environments. Explain procedures for protecting occupants, controlling work areas, coordinating outages, maintaining egress, and minimizing disruption. (n) Subcontracting and self-performance: State whether the firm intends to subcontract any portion of the anticipated work. Identify subcontracted functions, proposed subcontractors or teaming partners if known, and the estimated percentage of total work/cost to be self-performed and subcontracted. (o) Existing Federal contract vehicles: Identify applicable GSA Federal Supply Schedule, VA Federal Supply Schedule/National Acquisition Center, NASA SEWP, BPAs, IDIQs, or other Federal contract vehicles. Provide contract number(s) and state whether the proposed services are available under those vehicles. (p) General market-research pricing: Provide nonbinding, general pricing information for relevant services, such as scheduled inspections, preventive maintenance, emergency dispatch, labor rates by labor category, trip/service-call charges, parts markup or catalog discount, and anticipated repair pricing approaches. This request is for market research only; it is not a request for a proposal or binding quote. (q) Response capability: Describe 24/7 dispatch procedures, local/regional technician coverage, anticipated on-site response times, after-hours coverage, and parts availability. State whether the firm can meet the anticipated same-day/following-business-morning response standard. (r) Contract-structure feedback: Provide comments on the proposed base-year-plus-four-option-years structure and the proposed fixed-price preventive-maintenance CLINs plus authorized repair labor/material CLINs. If recommending a single-award IDIQ for all or part of the requirement, provide supporting rationale, recommended guaranteed-minimum and maximum-ceiling methodology, and recommended pricing/order procedures. (s) Statement of capability: Provide a clear statement describing the organization s qualifications and ability to perform as the prime contractor for the work described in this notice. The statement shall address compliance with NFPA 80, NFPA 105, ANSI/BHMA A156.10, OSHA, applicable codes, manufacturer requirements, reporting, quality control, and emergency-response requirements. 9. Submission Instructions Submit responses electronically in searchable PDF format to Michael.murphy7@va.gov no later than 8/26/2026 15:00 CST Use the following email subject line: 36C25526Q0617 Fire Door Services [Company Name]. Use the following filename convention: [Company Name] Fire Door Services.pdf. Only organizations with an active SAM.gov registration may be eligible for award under any future solicitation. Information concerning registration or renewal is available at SAM.gov. 10. Final Notice This Sources Sought Notice does not restrict the Government to a particular acquisition approach, socioeconomic set-aside, contract type, pricing arrangement, or performance requirement. Responding to this notice is not a prerequisite to participation in a future solicitation, if one is issued. However, the Government may use the responses received to identify capable sources and to refine the requirement.