Fire Alarm System Monitoring and Programming INTENT TO SOLE SOURCE

Under Statutory Authority 41 U.S.C. § 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Johnson Controls Fire Protection. The contractor shall furnish all labor, material, tools, equipment, supervision, transportation, and expertise to perform Fire/smoke alarm testing and fire suppression systems in accordance with all current regulations to perform service to all fire alarm devices and equipment located at the Captain James A. Lovell Federal Health Care Center. This acquisition is conducted under the authority of 41 U.S.C. § 1901 Simplified acquisition procedures as implemented in RFO 12.102 only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus (4) four option year contract. The NAICS Code is 561621. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and services to the Contracting Officer by 9:00AM LOCAL TIME 10/28/2026. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated. However, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the Johnson Controls Fire Protection. Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK (SOW) Fire Alarm System Monitoring/ Programming 1. GENERAL Captain James A. Lovell Federal Health Care Center (FHCC), located at 3001 Green Bay Road, North Chicago, IL 60064 requires 24/7 365 Monitoring of Fire alarm and suppression systems. Including, tech labor for programming with monthly visits twice per month. 2. SCOPE The contractor shall furnish all labor, material, tools, equipment, supervision, transportation, and expertise to perform Fire/smoke alarm testing and fire suppression systems in accordance with all current National Fire Protection Agency (NFPA) / The Joint Commission regulations and perform service to all fire alarm devices and equipment to include all devices located at the Captain James A. Lovell Federal Health Care Center. Contractor shall provide service personnel which are certified on a Simplex Grinnell system to include access to proprietary programing to perform service to all Station Fire Systems. 3. PERIOD OF PERFORMANCE The anticipated period of performance, (POP) will include a one (1) year base period, plus four (4) one-year option periods; that are to be exercised at the Government s discretion. 4. CONFORMANCE STANDARDS Contractors shall ensure that the equipment functions in conformance with The Joint Commission Elements of Performance EC.02.03.05, the latest published edition of National Fire Protection Association (NFPA) Codes, Occupational Safety and Health Administration (OSHA), Veterans Administration (VA) standards, International Organization of Standard (ISO) 9000, and manufacturer/industry standards. Must comply with records management guidelines outlined in the following web link https://www.archives.gov/records-mgmt/policy/records-mgmt-language . 5. QUALIFICATIONS Contractor shall provide qualified technicians that shall have at minimum National Institute for Certification in Engineering Technologies (NICET) level II or higher. Contractor shall provide service and monitoring of all fire alarm systems and fire suppression systems on station. The monitoring Contractor must be listed for central station service (UL 827 or FM-approved) and issue a Certificate of Alarm Service to the protected premises. 6. SERVICES TO BE PROVIDED Contractors must provide 24 hours per day, seven (7) days per week monitoring with designated fire department notification upon all alarms. Covers Tech Labor during normal working hours. Contractor shall provide 2 technician scheduled visits a month at facility to provide ongoing service. These visits shall be scheduled to occur on the 2nd Thursday of the month and the last Thursday of the month. This is to ensure even number of visits are spread out to maximize effectiveness. 7. HOURS OF SERVICES A schedule of Technician visits shall be established to be completed during the working hours, Monday through Friday, 7:00 AM Local Time until 3:30 PM Local Local Time to the extent possible. National and Federal Holidays shall be exempt. The service schedule shall be confirmed between the Contractor and Contracting Officer Representative (COR) prior to the first working day of the month. National and Federal Holidays that shall be exempt: New Years' Day Labor Day Martin Luther King, Jr Birthday Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day Any other day specifically declared by the President of the United States to be a National or Federal Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a National or Federal Holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a National or Federal Holiday. 8. DOCUMENTATION The contractor shall provide documentation records upon request in regard to monitoring. Contractor shall provide documentation after every visit to the COR to properly document repairs and history for recordkeeping and Joint commission requirements. 9. PERFORMANCE MONITORING COR shall monitor all documentation to ensure compliance with all regulations and proposals. Any regulation changes or requirements shall be provided to Contractor via email by Contracting Officer Representative or their designee. 10. SECURITY REQUIREMENTS Test and maintenance personnel shall be required to obtain FHCC issued Contractor Identification badges from Building 135 PIV Office. Contractor shall be responsible for keeping the credentials renewed as required. The identification shall be always worn visible while on FHCC property. 11. CHECK-IN/CHECK-OUT The contractor shall check-in with Captain James A. Lovell Federal Health Care Center Controls personnel in Building 188. Contractor shall check-out with Captain James A. Lovell Federal Health Care Center Controls personnel in Building 188 upon completion of services or at the duration of the day, whichever shall be completed first. 12. GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI) No GFE or GFI will be furnished. 13. Key Personnel The contractor shall provide a contract manager who shall be responsible for the performance of work. The name of the designated manager and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager shall have full authority relating to the daily operation of this contract. The contract manager shall be available between 7:00am and 3:30pm Local Time Monday through Friday except for Federal holidays. 14. SERVICE TABLE Service Frequency Number of Inspections per POP Service Month(s) Monitoring for Partitions Monthly Continuous (24/7/365) April, May, June, July, August, September Service Visits Tech Labor Twice a month 2nd Thursday and Last Thursday of the Month April, May, June, July, August, September 15. TABLE 2 INVENTORY OF BUILDINGS a. Medical Buildings Building # Wet System Dry System Fire Pump 131 X X 133 X X X 133CA X X (quantity of 2) X 133EF X 7 X X 11 X X 66 X X b. Long-Term Care Buildings Building # Wet System Dry System Fire Pump 201 X 202 X 205 X 206 X 134 X X X c. General Buildings Building # Wet System Dry System Fire Pump Notes 1 X X Vacant/construction 3 X X 4 X X 5 X X Under construction 6 X X 9 X X 32 X 37 X 46 X X 48 Vacant/construction 92(new fire panel will be installed) X Installation in progress 132 135 X X 138 X 139 X 140 X 187 188 X Co-Gen X Fisher House X 16. SYSTEM MONITORING All buildings listed in tables 2 (a, b, c) require monitoring 24 hours per day, 7 days per week, 365 days per year of all fire systems. The buildings that are under construction are highlighted in red. Building 1 is unoccupied but still needs to maintain life/safety as well as building 48. Building 5 is currently close to completion and will be active in the future. The partition for Building 5 has already been created and will need to be maintained in the monitoring agreement and eventually requires testing once released to FHCC ownership. 17. TYPICAL DISPATCH SCENARIOS FOR ANY ALARM RECEIVED a. Fire Dispatch fire department and notify facility b. Supervisory/Trouble Alarms Notify Facility- do not dispatch Fire Dept. (currently fire dept will be dispatched for supervisory alarms and even some trouble alarms. This is not necessary and common industry standards are notification only.) c. Placing systems on bypass/test A list of approved FHCC staff will be provided and maintained at the COR discretion that will be authorized to call into monitoring. This is to prevent anyone with the password to place a system on test/bypass without FHCC s knowledge and to accurately track the outages and maintain security and safety of the facility. 18. BILLING All invoices submitted shall be detailed in description of work and match the contract line-item totals so that the approval process is straightforward. Services shall be billed as follows: Monitoring shall be billed monthly matching the line items in the contract for schedule of services. It shall list all partitions and buildings covered in one invoice. Labor/service shall be billed monthly and consist of a clear description of services provided and cost matching the contract schedule of line items amounts exactly. This will provide quicker processing of invoices. *Invoices will be rejected if they do not meet the minimum requirements listed. Fire Alarm System Monitoring/ Programming