J035--Dry-type Fire Suppression System Maintenance and Testing of Grease hoods, Exhaust fans and Chemical Hazmat Sheds

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for non-personal services to provide maintenance and testing for Grease Hoods, exhaust fans, and chemical Hazmat Sheds for the VA Palo Alto Health Care System (VAPAHCS).

• Perform annual and semi-annual cleaning and fire protection services/certification for grease hoods, exhaust fans, and chemical storage sheds across three VAPAHCS locations (Palo Alto Main Campus, Menlo Park Medical Center, Livermore Medical Center).

• Services include cleaning in accordance with NFPA 96 and fire protection service/inspections/certifications per NFPA 17A, 96, 10, and 72.

• Alarm System Contractor responsibilities include confirming system status with COR prior to impairment and managing "false alarm" liabilities.

• Contractor must verify automatic shutdown of all fuel sources as per NFPA 72 and 96.

• Photographic documentation of grease hoods and fans before and after cleaning is required.

• Repair and replacement of parts for preventative maintenance up to $500.00 are included; parts over $500 require a quote and may be paid via Government Purchase Card or separate contract.

• Period of Performance: Base year plus four option years, from October 15, 2026, to October 14, 2031.

• Place of Performance: VA Palo Alto Health Care System locations: Palo Alto Main Campus, Menlo Park Medical Center, and Livermore Medical Center.

• Hours of Operation: Monday through Friday, 8:00 AM to 4:30 PM, excluding Federal Holidays. Work outside these hours requires COR arrangement.

• Adherence to specified NFPA standards (10, 13, 25, 96, 99) and OSHA Standard 29 CFR 1910.

• In case of code disputes, the most stringent code applies.

• Reporting requirements include separate reports for grease hood cleaning and fire suppression system testing, with specific nomenclature for locations and service dates.

• Digital copies of reports must be submitted to the Engineering Compliance Office within seven calendar days of completion.

• Contractor Qualifications: Must possess a Californian contractors C-16 license and be certified by system manufacturers or document equivalent training. Grease hood cleaning requires certification by IKECA or equivalent association.

• Safety: Minimum PPE includes hard hat, safety glasses, reflective vest, and safety shoes. Adherence to OSHA 10 CFR 1910. Safety plan and Safety Data Sheets for chemicals must be submitted.

• Environmental Compliance: Adherence to EPA standards; no dumping of water or chemicals in storm drains. Contractor is responsible for penalties related to unlawful disposal.

• Security: Subject to Federal laws, regulations, and VA directives regarding information security.

Form / Attachment / Pricing Sheet

This document is an inventory list detailing grease hoods, HAZMAT sheds, and associated fire suppression systems across various buildings and locations. It serves as a reference for maintenance, inspection, and potential service contracts.

• PAD (Main Campus): Lists grease hoods (e.g., Grease Hood #1, #2, #3) and HAZMAT sheds with their locations, exhaust fan details, PM frequencies for hoods and fans, fire suppression system models, and PM/testing frequencies for these systems.
• MPD (Main Dining Pavilion): Details one grease hood and one HAZMAT shed with similar information.
• LVD (Livermore Division): Lists one HAZMAT shed and provides a table with specific grease hood details including manufacturer, model, serial number, and control cabinet information for multiple locations (Palo Alto, Menlo Park, Livermore).
• Service Schedule: Outlines a monthly schedule for cleaning and certification of various hoods and fire suppression systems across Palo Alto, Menlo Park, and Livermore divisions, noting specific times and requirements (e.g., "work after 5pm", "requires keys to electrical breaker box").
• Floor Plans: Includes floor plans for PAD-B101-FL1, PAD-B500-FL2, MPD-B329-FL1, and a site map for VA Livermore Division, indicating locations of various facilities and services.

This inventory and schedule provide potential bidders with a comprehensive overview of the equipment and locations requiring maintenance, cleaning, and certification services related to grease hoods and fire suppression systems. It details the types of systems, their locations, and the frequency of required services, which is crucial for developing accurate proposals and understanding the scope of work.

Form / Attachment / Pricing Sheet

This document, "36C26126Q0800 LineItems.xlsx", is an Excel spreadsheet containing detailed line item information for the opportunity. It outlines specific tasks, quantities, pricing periods, and associated details for various line items, including base and option periods.

• Action Line Item Information Sheet: Details RFI actions, KB versions, and general maintenance/testing tasks for dry-type fire suppression systems.
• Items Sheet: Provides a comprehensive breakdown of line items (0001, 0002, 0003 for Base; 1001, 1002, 1003 for Option 1; 2001, 2002, 2003 for Option 2; etc.). Each line item includes:
  • Item Number
  • SLIN (Sub Line Item Number)
  • Description of the service or item (e.g., "Grill (1) EF-2 (Gaylord) and Pizza Oven Hood")
  • Comments, including specific scheduling requirements (e.g., "SCHEDULE WORK AFTER 5:00 PM")
  • Contract Period (Base, Option 1, Option 2, etc.)
  • Quantities and Units of Measure (e.g., SV for Service)
  • Pricing information (Unit Price, Discount Type)
  • Relevant dates (POP Begin, POP End, Delivery Date)
  • NAICS and Product/Service Codes
• RefData Sheet: Contains reference data for Discount Types, Options, Receipt Types, FOB terms, and State Codes.
• UOMRef Sheet: Lists Unit of Measure descriptions and their corresponding values.
• NAICS Sheet: Provides a list of North American Industry Classification System (NAICS) codes and their descriptions.
• PROD_SVC_CODE Sheet: Lists Product/Service Codes (PSCs) and their descriptions.

This spreadsheet is critical for bidders to understand the specific services required, quantities, contract periods (base and options), and associated pricing structures. It details the scope of work for each line item, including specific locations and any special scheduling instructions, which are essential for preparing an accurate and competitive proposal.

Sources Sought Announcement

This is a Sources Sought Announcement for contractors capable of providing preventative maintenance and testing services for dry-type fire suppression systems, specifically for grease hoods, exhaust fans, and chemical hazmat sheds at the Veterans Affairs Palo Alto Health Care System (VAPAHCS), including facilities in Palo Alto, Livermore, and Menlo Park, CA. This announcement is for information gathering purposes only; no solicitation is currently available.

Contractors should be able to perform preventative maintenance and services for housekeeping equipment as detailed in the attached draft Performance Work Statement (PWS).

Not applicable at this stage, as this is a Sources Sought.

Interested contractors must submit a capability statement via email to Gary.Christensen@va.gov by 10:00 A.M. PDT on June 23, 2026. The government will use the submitted information to determine its procurement strategy.

NAICS Code: 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance). Small business size standard is $12.5 Million. Contractors must be registered in SAM.gov. Specific questions regarding socioeconomic status (SDVOSB, VOSB, etc.), SBA registration, Unique Entity ID, and experience are required.

• Contractors must have current SAM.gov registration.
• Information submitted is preliminary and subject to modification.
• The government will not pay for information submitted.
• Limitations on Subcontracting requirements (FAR 52.219-14 and FAR 52.219-27) apply.
• A draft Performance Work Statement (PWS), Line Items, and Inventory/Service Schedule are attached.