Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF SEPTEMBER 17, 2025 SAM #8696
SOLICITATION NOTICE

J -- Fire Extinguisher Maintenance

Notice Date

9/15/2025 8:39:00 AM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26225Q1506
 

Response Due

9/19/2025 3:00:00 PM
 

Archive Date

10/19/2025
 

Point of Contact

Mark Welshans, Contract Specialist
 

E-Mail Address

mark.welshans@va.gov
(mark.welshans@va.gov)
 

Awardee

null
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave, Tucson, AZ 85723 is seeking a potential qualified contractor that can provide Fire Extinguisher Maintenance, Inspection, and Testing services for the New Mexico VA Health Care System (NMVAHCS). Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 562910 (20.5 Million Dollars). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail, or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to mark.welshans@va.gov. All information submissions to be marked Attn: Mark Welshans, Contracting Specialist and should be received no later than 4:00 pm AZ MST on September 19, 2025. STATEMENT OF WORK Fire Extinguisher and Fire Suppression Inspection, Test, Maintenance and Repair Service 1. SCOPE OF WORK: The Contractor shall provide annual service, initial inspection, maintenance, and testing of all portable fire extinguishers in October. The Contractor shall provide semi-annual service in April and October to include inspection, maintenance and testing of fire suppression systems. All annual and semiannual service shall be performed according to latest edition of NFPA 10, 17, 17A, 96 and according to manufacturer s recommendations. The Contractor shall provide monthly inspection of all portable fire extinguishers every month, this includes electronic tracking of these inspections. This service contract is for required maintenance and all intervening repair service on government owned equipment in order to keep the fire extinguishing equipment in optimum working condition. Services shall be to the New Mexico Veterans Affairs Health Care System (NMVAHCS), 1501 San Pedro Dr. SE, Albuquerque, NM 87108 for the base period of one (1) year with the Government s option to exercise four (4) additional one-year option periods after a written notice of award has been received by the Contractor. The contract cost shall include, but not be limited to, the furnishing of all necessary labor, materials, parts, tools, equipment and/or replacement and transportation needed to thoroughly inspect, make adjustments, effect repair, replace parts, test for operating efficiency and other such items in accordance with the terms, conditions, provisions and specifications contained herein, and in accordance with manufacturer s instructions and specifications. Approximately 645 fire extinguishers need to be serviced, tested, recharged, and inspected, including 6-year maintenance, hydrostatic testing, annual maintenance and certification, and monthly inspection according to all applicable codes. These fire extinguishers include 610 type ABC, 7 type K, 5 CO2, and 23 water mist. The number of fire extinguishers at the facility may change, any changes are to go through the CO for inclusion in the contract. Five (5) fire suppression systems also require semi-annual testing and certification to ensure compliance with NFPA requirement: four (4) kitchen systems in the hospital kitchen and Canteen kitchen and one (1) CO2 system for hazardous waste storage A complete inventory of all extinguishers is to be provided by the facility and maintained by the contractor to record when maintenance was performed and any changes in location. This information needs to be documented and provided to New Mexico Veterans Administration Facilities Management Safety office in an electronic Excel format (See below example). An electronic record will also be provided monthly for documentation of all inspections completed that month. Example: Building 1 (first number is the building second number is the floor number of FE) FE Number Location Type Brand Model Size New Yr 6 year Maintenance HT 12 Yr Serial Comments 1-4-1 West Exit Door ABC Amerex 456 10# 2011 � AF 394431 � 1-4-2 SE Exit DoorNW Door Outside Exit ABC Amerex 456 10# 2011 � AF 397655 � 1-4-3 N Corridor ABC Amerex 456 10# 1999 2005 � RK 620837 � 1-5-1 Penthouse ABC Amerex 456 10# 1999 2005 � RK 577740 � 1-3-1 By Room 307 ABC Amerex 456 10# 2011 � � AF 395328 � Example: Building 55 Hoptel FE Number Location Type Brand Model Size New Yr 6 year Maintenance HT 12 Yr Serial Comments 55-1-1 N side ABC Amerex 441 10# 1987 2005 1999 HB 892313 � 55-1-2 S Side ABC Amerex 441 10# 2004 2010 WU 363559 � 2. SERVICE/INTERVENING SERVICE CALLS: This is full service contract which provides for NFPA 10, 17, 17A and 96 (latest edition) compliance inspection, maintenance, and recharging of all NMVAHCS Fire Extinguishers. This service is to be scheduled at least ten (10) days in advance with the Contracting Officer s Representative (COR) and are to be performed within +/- five (5) working days of the 1st of October of each year to be performed between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding national holidays. Scheduled service shall be completed within one working week. The semiannual fire suppression system testing will be conducted in April and October. The date and time shall be coordinated and scheduled with the applicable service supervisor and the COR. Monthly fire extinguisher inspections will be conducted at dates and times coordinated and scheduled with the COR. Persons performing maintenance and recharging of extinguishers shall be certified. Persons training to become certified shall be permitted to perform maintenance and recharging of extinguishers under the direct supervision and in the immediate presence of a certified person. Replacement While Servicing.� � Fire extinguishers removed from service for maintenance or recharging shall be replaced with a fire extinguisher suitable for the type of hazard being protected and shall be of at least equal rating. Maintenance Record Keeping.� � Each fire extinguisher shall have a tag securely attached that indicates the day, month, and year the maintenance was performed, identifies the person performing the work, and identifies the name of the agency performing the work. Record of monthly inspections shall be provided electronically. Hazardous materials identification systems (HMIS) labels, 6-year maintenance labels, hydrostatic test labels, or other labels shall not be located or placed on the front of the extinguisher. Each contractor service event shall be performed in accordance with the manufacturer s specifications and NFPA 10 and shall include, but not be limited to the following: Location in designated place No obstruction to access or visibility Pressure gauge reading or indicator in the operable range or position Fullness determined by weighing or hefting for self-expelling-type extinguishers, cartridge-operated extinguishers, and pump tanks Condition of tires, wheels, carriage, hose, and nozzle for wheeled extinguishers Indicator for non-rechargeable extinguishers using push-to-test pressure indicators Verifying that operating instructions on nameplates are legible and face outward Checking for broken or missing safety seals and tamper indicators Examination for obvious physical damage, corrosion, leakage, or clogged nozzle Seals or Tamper Indicators.� Boots, Foot Rings, and Attachments.� � Verification-of-Service Collar (Maintenance or Recharging).� � The service shall also include all necessary intervening service calls required to replace any worn or defective parts needed to maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the COR. Only the Contracting Officer (CO) or the COR are authorized to request an unscheduled (emergency) repair action. The Contractor must obtain authorization in advance for any work scheduled/performed outside of normal working hours. 3. TECHNICAL SUPPORT: The Contractor shall provide technical support via telephone, e-mail, and/or fax as required. This service does not involve Vendor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. 4. BADGES: All Contractor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents. The Contractor is to coordinate with the COR to obtain the I.D. badge from the Police Service. The Contractor is to provide a list of names who shall be conducting the service. 5. REPORTING (During Normal Working Hours): The Contractor's technician shall notify the COR when he/she arrives on station, prior to commencing work for any repairs or service that shall be performed during the normal working hours of 8:00 a.m. through 4:00 p.m. After all work is completed, the Contractor is required to submit, in writing, a complete report of services rendered, and deliver it to the Engineering Safety Section. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report shall also include any Contractor recommendations necessary to maintain the equipment in optimum operating condition. The Service Technician shall document and report to the using service and COR, any unsafe conditions or signs of misuse or abuse in regard to this life saving equipment. The Service Technician shall document any problems along with their corrections and all performance verification on the field service report. The service report must be provided in electronic format with cover letter. 6. REPORTING (During Other than Normal Working Hours): For repairs or services required other than normal working hours, the Contractor must first obtain authorization from the POC in advance. When this authorization is given for the convenience of the Contractor, there shall be no additional cost to the Government. Upon arrival, the Contractor is required to contact the supervisor on-duty of the using service where the equipment is located, if the COR is not available. After work has been completed, a service ticket must be signed by the supervisor on-duty and the original service ticket (or legible copy) must be left with the supervisor on-duty. Unauthorized Contractor s service tickets, or non-submittal of a service ticket, shall be considered non-performance of work. Both the check-in and check-out procedures defined above are mandatory and shall be strictly enforced. NOTE: Payment of invoices may be delayed if the appropriate reports are not completed properly and are not submitted to the Engineering Safety Section as required above. 7. CONTRACTOR S SERVICE REPORT: After the completion of work for any service call, the Contractor is mandated to provide a detailed and legible copy of the service report. The service report shall include the following information on the fire extinguishers: Company Name Service Technician Name Contact Telephone Number Date Building Number Fire Extinguisher Number Location of Fire Extinguisher Type of Fire Extinguisher Brand of Fire Extinguisher Model of Fire Extinguisher Size of Fire Extinguisher New year of Fire Extinguisher Date 6 Year Maintenance of Fire Extinguisher Date Hydrostatic Testing Date Serial Number of Fire Extinguisher Comments/Parts replaced on Fire Extinguisher Any Recommendations or Relevant Comments 8. PERFORMANCE: Contractor shall respond to service calls within four (4) hours and be on station for repair within eight (8) hours after receipt of telephone, written, or verbal notification. Contractor shall proceed to accomplish inspection testing and repair without undue delay. All work performed shall be accomplished in accordance with manufacturer's specifications and NFPA 10. All equipment must be maintained in such a condition that shall satisfy the requirements of the manufacturer, the standards of the Joint Commission, federal, state and city regulations, and any other law, regulation or provision that may apply. 9. LABELING REQUIREMENTS: Upon completion of work, the Contractor s shall affix a Contractor-provided tag to the equipment in accordance with NFPA 10. The fire extinguisher number shall be noted on the tag. The old tags will be marked with the fire extinguisher number, removed, and provided to the NMVAHCS Engineering Safety Office. 10. REMOVAL OF EQUIPMENT: Government property cannot be removed from the station without concurrence with the COR. If a loaner is to be provided, it shall be shipped to the VA on a no-charge purchase order. The Contractor shall automatically update equipment with changes having been established for the equipment s particular production lot. Contractor shall accept from the NMVAHCS all fire extinguishers that are to be scrapped and shall scrap them in accordance with industry standards, state, federal and local laws at no additional charge.� 11. SAFETY STANDARDS: Contractor shall be liable for transporting fire extinguishers in a safe and responsible manner. Contractor shall be liable for fire extinguishers damaged during transport. Contractor shall be liable for replacing extinguisher parts damaged due to contractor s negligence when transporting fire extinguishers. In the performance of this contract, the Contractor shall take such safety precautions as the CO or his designee may determine to be reasonably necessary to protect the lives and the health of the occupants of any building. The CO, or his designee, shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue a stop-work order for all or any part of the work and hold the Contractor in default as provided elsewhere in this contract. 12. PARTS: Service parts, gauges, handles, hoses, etc. are included at no extra charge in this contract. All parts replaced shall be new, and must meet original equipment manufacturers (OEM) specifications. A minimum twelve (12) month warranty shall be included for exchange replacement parts and labor from time of installation. 13. INSURANCE REQUIREMENTS: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with the laws of the governing state. Public Liability Insurance: The Contractor shall comply with all applicable Federal and State laws with regard to liability arising or resulting from injury to or death of an employee in performing the work under this contract and shall save and hold the Government harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. Before commencing work under this contract, the Contractor shall furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the CO. The CO may waive the requirement if he determines that insurance certifications now on file are acceptable, however, new certifications shall be furnished prior to the expiration date. 14. GOVERNMENT HOLIDAYS: Services shall not be performed on the following National holidays: New Year's Day January 1st Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday. 15. INVOICE AND PAYMENT: Payment to be made semi-annually, in arrears, following satisfactory completion of PMI s and upon receipt of a properly prepared invoice Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, shall render that invoice incomplete and the invoice shall be returned for immediate correction. a. Time period being invoiced for. b. Description of services performed. c. Unit Cost billed. d. Extended amount due. e. Invoice number, date, and; f. Contract, PO, and/or obligation numbers. g. Annual maintenance, testing and inspection; h. Hydro testing number FE (or replacement cost) determined by the COR i. 6-year maintenance testing 16. TRAVEL: Transportation charges for repairman shall not be billed or paid under the resulting contract. 17. SERVICE CALLS: Contractor shall provide in the space below, the name, location, and telephone number of the office where service calls are to be placed: Name: __________________________________________________________ Address: __________________________________________________________ Telephone: __________________________________________________________ Point of Contact: __________________________________________________________ 18. CONTRACTOR SUBMITTALS: The Contractor shall submit with proposal, two (2) copies of the service procedure(s) or manufacturer instructions that shall be used during the service of this contract. The Contractor shall include in the service, a list of parts to be changed during each service. 19. ADDITIONAL SERVICES: Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. Any changes, updates, or retrofits made on any component or system shall be annotated on the inspection report provided to Facilities Management Safety. Service shall also include recording all routine work, corrections, and comments in the report. 20. SAFETY DATA SHEETS (SDS): The Contractor is responsible for having safety data sheets (SDSs) available on-site for all chemicals used. The contractor shall collect, handle, transport, and remove any waste (solid, recyclable, universal, and hazardous) as needed and upon completion of the service contract. The contractor shall maintain the work area clean and in a safe manner throughout the duration of this contract. The Contractor shall report all recyclable waste to the COR or upon completion of the contract. All waste generated shall be disposed of per applicable federal, state, and local regulations. 21. SMOKING: Smoking is not permitted within, or around, the NMVAHCS facilities. 22. PARKING: It is the responsibility of the Contractor s personnel to park only in designated parking areas. Parking information is available from the NMVAHCS Police Service. The NMVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor s personnel under any circumstances. 23. TEST EQUIPMENT: The NMVAHCS shall not furnish parts 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 necessary to complete the work as required. 24. PROTECTION FROM DAMAGE: The Contractor shall provide all labor, materials and equipment necessary to protect personnel, furnishings, equipment and buildings from damage; Contractor shall remove and replace movable items if necessary and shall report any item damaged due to work performed under this contract and replace with equal to its original construction and finish. 25. EVALUATION FACTORS FOR AWARD: The Government shall award a contract resulting from this solicitation to the responsible Contractor whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. Award shall be based on the following: Base Bid. The Government shall evaluate the Contractor s proposal and evaluate the solicitation bids. The Government reserves the right to award a contract at other than the lowest proposed bid after consideration of all factors. [50%] Experience and Past Performance. The Government shall review the Contractor corporate performance, experience, and accomplishments. The Contractor shall provide three (3) references that the Contractor has provided a similar service. The Government shall also assess the overall experience and past performance of subcontractors and suppliers. The Contractor shall provide a list of subcontractor(s) and supplier(s) along with their overall experience and past performance. The Contractor shall provide three (3) references whom the subcontractor has provided a similar service. [25%] Technical Expertise. The Government shall review the Contractor corporate technical expertise. The Contractor shall provide equipment manufacturer license(s) and certification(s) allowing the contractor to perform manufacturer recommended service. [25%] Bid Options. The Government shall evaluate the proposals for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful Contractor within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) * Class A extinguishers are for ordinary combustible materials such as paper, wood, cardboard, and most plastics. The numerical rating on these types of extinguishers indicates the amount of water it holds and the amount of fire it can extinguish. Geometric symbol (green triangle) * Class B fires involve flammable or combustible liquids such as gasoline, kerosene, grease and oil. The numerical rating for class B extinguishers indicates the approximate number of square feet of fire it can extinguish. Geometric symbol (red square) * Class C fires involve electrical equipment, such as appliances, wiring, circuit breakers and outlets. Never use water to extinguish class C fires - the risk of electrical shock is far too great! Class C extinguishers do not have a numerical rating. The C classification means the extinguishing agent is non-conductive. Geometric symbol (blue circle) * Class K fire extinguishers are for fires that involve cooking oils, trans-fats, or fats in cooking appliances and are typically found in restaurant and cafeteria kitchens. Geometric symbol (black hexagon) * Water mist extinguishers or APW extinguishers (air-pressurized water) are suitable for class A fires only. Never use a water extinguisher on grease fires, electrical fires or class D fires - the flames will spread and make the fire bigger! Water extinguishers are filled with water and are typically pressurized with air. Again - water extinguishers can be very dangerous in the wrong type of situation. Only fight the fire if you're certain it contains ordinary combustible materials only. * ABC - This is the multipurpose dry chemical extinguisher. The ABC type is filled with monoammonium phosphate, a yellow powder that leaves a sticky residue that may be damaging to electrical appliances such as a computer * Carbon Dioxide (CO2) extinguishers are used for class B and C fires. CO2 extinguishers contain carbon dioxide, a non-flammable gas, and are highly pressurized. The pressure is so great that it is not uncommon for bits of dry ice to shoot out the nozzle. They don't work very well on class A fires because they may not be able to displace enough oxygen to put the fire out, causing it to re-ignite.
 

Web Link

SAM.gov Permalink
(https://sam.gov/workspace/contract/opp/8759d146a923441989cc48143146c55c/view)
 

Place of Performance

Address: Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue, Tucson 85723

Zip Code: 85723
 

Record

SN07590565-F 20250917/250915230045 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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