H342--RFQ Life Safety Statement of Conditions Inspection Services

THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at Lexington VA Medical Center at the Troy Bowling Campus, 1101 Veterans Drive, Lexington, Kentucky 40502, and Franklin R. Sousley Campus, 2250 Leestown Road, Lexington, Kentucky 40511, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 01/26/2025 to request quotes for a firm fixed price open market SDVOSB Set Aside IAW VAAR 819.501-70(a)(3) beginning upon anticipated award date of 03/01/2026 through 06/30/2026 for Life Safety Statement of Conditions and Above Ceiling Life Safety Assessment Inspection Services . SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 541350 Building Inspection Services SBA SIZE STANDARD: $11.0 Million PSC: H342 Inspection fire fighting/rescue/safety equipment; environ protect equipment/matls DESCRIPTION: This requirement is for the Troy Bowling and Franklin R. Sousley Campus for the Lexington Veterans Affairs Medical Center. PERIOD OF PERFORMANCE: This Firm Fixed Price Open Market SDVOSB Set Aside will have a period of performance dates of 03/01/2026 through 06/30/2026. IMPORTANT NOTICE: VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (NOV 2020) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran. (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document. (iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA s Vendor Information Pages (VIP) database; and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB unless otherwise stated in this clause. (2) Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled Veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) above). (b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. (d) Agreement. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR part 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to the following: (1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP listed SDVOSBs. (2) Supplies or products. (i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (ii) In the case of a contract for supplies from a non-manufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. (3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime may be paid to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For contracts referenced in (d)(2), (3), and (4) the cost of materials is excluded and are not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small businesses do not provide them. For additional information and more specific requirements on the limitations on subcontracting, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: ____By the end of the base term of the contract or order, and then by the end of each subsequent option period; or __X_By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. Any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program takes precedence. (h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406, Debarment). Point of Contact: Kristie Collins, Contract Specialist see contact information on notice. STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Life Safety Statement of Conditions and Above Ceiling Life Safety Assessment 2. Scope of Work: The Lexington VA Health Care System (LVAHCS) requires a complete Life Safety Statement of Conditions (SOC) Assessment for its Troy Bowling Campus (Cooper) and Franklin R. Sousley (Leestown) Campus. The contractor will conduct and document the SOC assessment and recommend any subsequent recommendations for improvements (formerly called PFI) of the SOC. Conduct a complete (100%) survey of fire and smoke barrier walls above the accessible ceilings. (As an infection control precaution, do not survey above ceilings in patient-occupied rooms). On redlined drawings, denote wall deficiencies noted for future repair. All deliverables and bid items will be for the following complete buildings: Troy Bowling Campus (527,186 ft2) 1101 Veterans Drive Lexington, Kentucky 40502 Buildings: 1 and 1a (Tower and Main Buildings) Tower Existing 329,531 Ft2 Main Building Existing 197,655 Ft2 Buildings Currently Under Construction: First floor of Tower Building for New Mental Health Suite (approx. 12,500 Ft2 occupancy will change from Ambulatory Health Care to Mixed, which will include a locked down mental health suite) Franklin R. Sousley Campus (465,575 ft2) 2250 Leestown Road Lexington, Kentucky 40511 Buildings: 1, 2, 3, 4, 16, 17, 25, 27, 28, 29, 201, 202, 204, 205, and 206 Bldg. 1 Existing 58,929 Ft2 Bldg. 2 Existing 25,398 Ft2 Bldg. 3 Existing 45,665 Ft2 Bldg. 4 Existing 8,989 Ft2 Bldg. 16 Existing 43,872 Ft2 Bldg. 17 Existing 40,013 Ft2 Bldg. 25 Existing 50,347 Ft2 Bldg. 27 Existing 47,228 Ft2 Bldg. 28 Existing 33,239 ft2 Bldg. 29 Existing 50,857 Ft2 Bldg. 201 Existing 11,124 ft2 Bldg. 202 Existing 11,154 ft2 Bldg. 206 Fisher House Existing 13,260 ft2 Bldg. 204 Existing 12,500 ft2 Bldg. 205 Existing 13,000 ft2 The Campuses are approximately five (5) miles apart. 3. Background: VA Directive 7701 COMPREHENSIVE OCCUPATIONAL SAFETY AND HEALTH PROGRAM states that the requirements of The Joint Commission (TJC) will be integrated into VHA health care facilities. VISN 9 also directs that Network Medical Centers will ensure and support the requirements and standards of the Joint Commission and the Long-Term Care Institute, Inc. (LTCI). The Joint Commission Statement of Conditions (SOC) is a proactive electronic document developed by the Joint Commission to help an organization complete a critical self-assessment of its current level of compliance and describe how to resolve any Life Safety Code (LSC) deficiencies. The Statement of Conditions is a living , ongoing management tool that should be used in a management process that continually identifies, assesses, and resolves LSC deficiencies. The contractor will conduct a thorough Life Safety Assessment of each building requiring an SOC. Failure to completely identify all LSC deficiency could result in a deficiency. The SOC process encourages the owner to make known all LSC deficiencies. The SOC is part of the accreditation process for the LVAHCS. The last SOC was completed and entered the database in 2023. The facility was accredited following their June 2025 survey. The Community Living Center (Buildings 27, 201, 202, 204, and 205) on the Sousley Campus is also inspected for Life Safety compliance by the Long Term Care Institute, Inc. (LTCI) who provides third party accreditation focusing on long term care quality and performance improvement, compliance program development, and review in long term care, hospice and other residential care settings. The LVAHCS had a recently active construction project for a new Community Living Center, Buildings 204 and 205, with activation in September 2025. The new/currently under construction Community Living Center is not in the scope of this contract, but assistance in complying with the LTCI life safety requirements is within scope. 4. Performance Period: The contractor shall complete the work required under this SOW by March 30, 2026, or within 30 days of completion of site survey, whichever comes first. Work at the government site shall not take place on Federal holidays unless directed by the Contracting Officer. 5. Type of Contract: Firm fixed price. B. CONTRACT AWARD MEETING The contractor meeting will occur immediately upon arrival at site. The contractor will plan for and coordinate human and equipment access needs with the Contract Officer Representative (COR) and Chief Engineering/Designated Representative. Meeting will identify what equipment, facilities, and manufacturer documentation are required. C. GENERAL REQUIREMENTS 1. Contractor will coordinate visit(s) with COR to schedule physical visits and obtain necessary accesses to complete assessment. 2. Contractor will plan to walk approximately 465,575 ft2 at Sousley Campus and 527,186 ft2 at Bowling Campus. Existing square footage broken down per building from the VA Capital Asset Inventory is found in the A. GENERAL INFORMATION section. 3. Contractor will coordinate to attend contractor safety & security orientation on a Monday or Tuesday morning at 8:30 AM to obtain a picture badge to work on the property. Two forms of government issued ID are required for badging. The contractor will provide a list of employees working on the contract one week in advance to the COR. Orientation packet will need to be completed in advance. Contractor must wear a VA issued picture badge when working at the LVAHCS. 4. Contractor will identify what documentation is required prior to arrival, throughout the visit and if any documentation will leave the property. All information will be communicated to the COR to help facilitate the requirements of the contract. 5. Contractor will provide computer hardware and software, assessment tools and references. Contractors will also provide any necessary personal protective equipment (i.e. hard hats, safety glasses, etc.) 6. Contractor will be working in an operating 24/7 medical environment and must continually consider access, privacy, and staff care missions while conducting physical assessment. 7. Contractor will coordinate any afterhours physical assessment work 48 hours prior to the start of that work. 8. Contractor staff must wear a picture badge when working on LVAHCS property. The badge must be turned in to the COR at the conclusion of the project. 9. Contractor will have access to historical drawings and specifications of all buildings, as are available. These drawings and specifications can be copied for reference during the physical assessment. The Contractor will identify what drawings or specifications are required initially and as the project progresses. 10. Life Safety SOC Assessment will utilize the most current editions of NFPA 101, Life Safety Code and NFPA 99 Healthcare (per TJC and VA Mandate). 11. Above Ceiling 100% Fire and Smoke Barrier Wall Inspection with no above ceiling inspections occurring in COVID-19 rooms. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: Task (A): Deviations from NFPA Life Safety Code. Deliverable (1): Deviations will be identified and documented to initiate work orders and related Plan for Improvement entries on the e-SOC. Deliverable (2): Deviations will provide redlined floor plans of deficiencies and walls and cross corridors to be decommissioned to assist in location/identification for corrective action. Deliverable (3): Provide two desk copies (3-ring binder) of both deviation list and redlined floor plans. Task (B): Minor deficiency list. Deliverable (4): Provide separate document identifying minor deficiencies that need corrected. Task (C): Consultation support. Deliverable (5): Provide consultation support to COR/Engineering staff in correctly responding to deficiencies. Follow-up technical support by telephone/electronic mail to LVAHCS staff on the current Statement of Condition or other fire related issues leading up to the next Joint Commission survey for a total of 12 hours anticipating an average of one hour per month. Deliverable (6): Review existing e-SOC and assist in update and recommend data input, as required. Deliverable (7): Provide recommendations on how to correct any non-compliant items that are not correctable by simple, straight forward methods. Deliverable (8): Provide an exit conference after all surveys are completed with LVAHCS, Engineering Service (Safety, Projects, and Operations) to discuss findings and trends for a maximum of two hours. Task (D): Final Document Deliverable (9): Provide an electronic copy (in a CD format, the LVAHCS does not allow the use of thumb drives) of the final documents and annotated drawings in both PDF and Automated Computer-aided Design files. The floor plan drawings will show the current room layout, fire walls, fire doors, smoke barrier walls, smoke compartment names or designations and occupancy classification for each floor. Identify suites, hazardous rooms and note any special life safety features. Deliverable (10): Provide six hard copies in a 3-ring binder (two binders will contain both Bowling and Sousley Campuses, two binders will contain only Bowling Campus, and two binders will contain only Sousley Campus). The six copies shall be labeled as follows: 1. Master Copy - Bowling and Franklin R. Sousley Campuses 2. Projects Copy - Bowling and Franklin R. Sousley Campuses 3. Bowling M&R Shop Copy Bowling Campus 4. Bowling M&R General Foremen Copy Bowling Campus 5. Sousley M&R Shop Copy Sousley Campus 6. Sousley M&R General Foremen Copy Sousley Campus Task (E): Fire and Smoke Barrier Wall Inspection Deliverable (11): Small scale floor plan drawings showing the current room layout, fire walls, fire doors, smoke barrier walls, smoke compartment names or designations and classification for each floor. Identify any location where penetrations are not sealed correctly with intumescent fire stop. On the drawings the non-compliant penetrations shall be designated by utility type (electrical, plumbing, HVAC duct, data cabling, etc.). Deliverable (12): Provide a narrative description and photographs of the of the non-compliant penetrations. The narrative description should break down the scope of the non-compliance by building and penetration type. The narrative will assist in the development of a bid document for a penetrations repair project. F. SCHEDULE FOR DELIVERABLES Contractor will provide deliverables to COR within 12 weeks of contract issue date or June 30, 2026, whichever comes first. G. PROPOSAL REQUIRMENTS 1. Project Schedule 2. Draft Documentation Submittal including inspection methodology 3. Lead Surveyor Qualifications and Team Member Qualifications including education, licenses/certifications and work experience. 4. Examples of Previous Experience with 10 references from similar projects in Healthcare Facilities (2 of the 10 must be from VA Healthcare facilities). H. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor thr…