Solicitation
Annual Inventory and Inspection of Fire and Smoke Doors
Department of Veterans Affairs · Sol. 36C25727Q0010
Due in 26 daysSDVOSB
AI summary Beta
The Department of Veterans Affairs (Central Texas VA contracting office in Temple, TX) wants a contractor to inventory and inspect fire and smoke doors, and to survey and fix firestopping, at four North Texas VA sites: Dallas VAMC, Garland VAMC, Bonham (Sam Rayburn) and the Grand Prairie clinic. The estimate is about 3,050 door assemblies. The deal is a firm-fixed-price contract for a base year starting November 30, 2026 plus four option years, and only VA-verified service-disabled veteran-owned small businesses (SDVOSBs) may bid.
Watch out for
- Door counts are only estimates but prices are fixed. About 3,050 doors are estimated 'for planning purposes only' and the real count comes from the baseline survey, so a fixed unit price per site could be badly wrong if the count is higher.
and smoke door assembly counts are provided for planning purposes only; actual quantities will
- Open-ended repair and firestopping remediation cost. Repair and remediation CLINs must be priced as one lump sum per site while the real cost is unknown until the survey is done and VA accepts an itemized proposal.
Repair costs are estimates only
- Tight survey deadlines across four sites. The baseline door survey and firestopping survey are due within 45 days of award and the remediation plan within 2 weeks, repeated every option year, across four sites in the Dallas area and Bonham.
provided to the COR within two (2) weeks after award of each option period.
- 50% limit on subcontracting. A small business that plans to hire non-SDVOSB subs for survey, repair or firestopping work cannot pay them more than half of the contract payments, and compliance is checked by the end of the base term and each option period.
will not pay more than 50% of the amount paid by the government to it to firms that are not
- Strict, unusual proposal rules. Any missing fill-in clause, wrong volume content, or a capability statement can remove the offer from consideration, and a redacted copy of the technical volume must also be prepared.
Failure to submit a complete offer in accordance with the instructions contained in this addendum
- Evaluation method is unclear. The documents describe both a technically-acceptable award and a pairwise best-value comparison, so it is hard to know whether low price will win.
Next, the comparative evaluation will commence.
- Conflicting formatting and CLIN details. The font is given as 11-point in one place and Times New Roman 12 in another, and some CLIN names and counts vary between years (for example Garland OPC vs Grand Prairie OPC, an extra CLIN 3003AE and a 0.00 quantity on CLIN 3002), so ask questions before pricing.
TIMES NEW ROMAN 12.
- Site visits fall before the questions deadline. Site visits are optional but strongly encouraged and happen October 19 to 22, so a bidder needs to travel to up to four sites before questions close on October 28.
SITE VISIT. Although site visits are not mandatory, Contractors are highly encouraged to attend the
- Option pricing is evaluated for balance. All option years are added to the evaluated price and the government can reject unbalanced pricing, and the 52.217-8 extension rate is set at half of Option Year 4 pricing.
Full brief
What they want
- One-time baseline survey and inventory of all fire and smoke doors at four sites, with a unique ID for each door (about 3,050 doors estimated), due within 45 days of award
- Annual inspection of every fire and smoke door per NFPA 80, 101 and 105, by IFDIA-certified inspectors
- Firestopping survey of fire- and smoke-rated barriers, with a remediation plan to the COR within 2 weeks of award and the survey done within 45 days, repeated each option year
- Firestopping remediation using approved, listed firestop systems
- Itemized repair proposals for deficient doors, then reinspection after VA accepts and repairs are done
- Digital reports: inspection summary with recommended fixes and quotes, binders by facility within 15 days, individual door records, reinspection and remediation completion reports
- Perform work in occupied healthcare facilities during weekday business hours, 7:30 AM to 4:30 PM
- Contract type
- Firm-fixed-price, commercial services under FAR Part 12, priced as lump-sum CLINs per site; repairs are quoted separately after inspection and done only after VA accepts the itemized proposal
- Period of performance
- 1 base year (Nov 30, 2026 - Nov 29, 2027) + 4 one-year option periods through Nov 29, 2031, not to exceed 5 years; FAR 52.217-8 can add up to 6 months
- Place of performance
- Dallas VAMC (4500 S Lancaster Rd), Garland VAMC (3700 Marie Curie Blvd), Sam Rayburn Memorial Veterans Center in Bonham (1201 E 9th St), and Grand Prairie Outpatient Clinic (2520 W I-20), all in Texas
- How they'll choose
- Unclear: one section says award goes to a technically acceptable offeror, while the evaluation addendum says quotes are compared pairwise for best overall value using technical capability, past performance and price, and the government may pay more than the lowest price
- Offers due
- Wednesday, November 4, 2026, 10:00 AM CST (questions are due Wednesday, October 28, 2026, 10:00 AM CST)
- How to submit
- Email only to shawn.reinhart@va.gov, with the solicitation number and 'Proposal Submission' in the subject line
- Page limits
- Technical Approach: 25 pages per volume (Volume I and the redacted Volume II), not counting technical exhibits such as resumes; Price: no page limit; Past Performance: no more than 5 references. Pages over the limit are not evaluated.
What they'll judge offers on
- Factor 1 - Technical Approach and Methodology (subfactors a through h: door inventory and inspection plan; firestopping survey and remediation; deliverables and data management; schedule and multi-site execution; quality assurance and risk management; key personnel and qualifications; management plan and site coordination; compliance and safety)
- Factor 2 - Price (all-inclusive firm fixed unit price per CLIN, options included in the total evaluated price)
- Factor 3 - Past Performance (recent, relevant, prime-contractor work; lack of past performance is not a negative)
What to include when you submit
- Two separate PDF volumes, each labeled with the RFQ number, company name and volume number
- Volume I (one PDF, in this order): signed SF 1449 (complete blocks 12, 17a, 30a, 30b, 30c), any SF 30s, Section B.1 filled out, Section B.2 price schedule, every clause or provision with a fill-in (including the signed VAAR 852.219-75 limitations on subcontracting certification), Technical Approach and Past Performance
- Volume I must not contain the PWS or any clauses that do not need to be filled out, signed and returned; do not add clauses not in the solicitation
- Volume II: the Technical Approach with anything that identifies the company removed (name, logo, personnel names, incumbent references, subcontractor names), on plain white paper
- Price all CLINs including every option year, as an all-inclusive firm fixed unit price per CLIN with no alternate prices (the government uses the higher price if an alternate is given)
- Do not include capability statements or SBA letters verifying SDVOSB status; VA checks status itself
- Past performance: prime contractor work only, show the contract number (not the solicitation number); recent means the last 5 years
- Proposals valid for 90 days from the closing date; only one proposal per offeror
- Site visits are optional: Garland VAMC Oct 19, Bonham Oct 20, Dallas VAMC Oct 21 and Garland OPC Oct 22, 2026, all at 9:00 AM
- Format: 8.5 x 11 paper and 1 inch margins; the font is stated as both 11-point and Times New Roman 12
You must have
- Must be a VA-verified SDVOSB listed in VA's Vendor Information Pages (VIP) at the time of offer and at award; this is a total SDVOSB set-aside. Offers from others are not considered.
Offers are solicited only from VIP-listed SDVOSBs.
- Inspectors must be certified by the International Fire Door Inspector Association (IFDIA).
certified by the International Fire Door Inspector Association (IFDIA)
- Limitations on subcontracting: the prime may not pay more than 50% of the amount the government pays it to firms that are not certified SDVOSBs/VOSBs; a signed certification must be returned with the offer or the offer is ineligible.
will not pay more than 50% of the amount paid by the government to it to firms that are not
- Must be registered in SAM.gov (FAR 52.204-7).
FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT - REGISTRATION (NOV 2025)
- Insurance: workers' compensation and employer's liability of at least $100,000, general liability of $500,000 per occurrence, and automobile liability; the winner must show evidence of general liability insurance with no asbestos exclusion before award.
(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of
- Service Contract Labor Standards apply, so wages must meet the listed wage determinations (WD 2015-5227 and WD 2015-5273).
FAR 52.222-41 SERVICE CONTRACT LABOR STANDARDS (NOV 2025)
Not in the notice text
- Estimated contract value or government cost estimate is not stated (the SF 1449 shows only an $11.5 million size standard)
- Wage determination wage rates (Section D only lists WD 2015-5227 Rev 30 and WD 2015-5273 Rev 34 by number)
- Whether a prior door inventory, past inspection records or firestopping surveys exist
- Who the current or previous contractor is
- Relative importance of the evaluation factors is not stated
- How many firestopping penetrations or how many repairs to expect
- Final CLIN structure and site names, which differ in places between years
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Key facts
- Response due
- Nov 4, 2026, 4:00 PM UTC
- Posted
- Sep 17, 2026
- Notice type
- Solicitation
- Solicitation
- 36C25727Q0010
- Agency
- Department of Veterans Affairs
- Office
- 257-Network Contract Office 17 (36C257)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 541350
- Product/service code
- H312
- Business type
- Engineering, architecture & research
- Place of performance
- Dallas, TX, 75216
- Contracting contact
- Mr. Shawn R. Reinhartshawn.reinhart@va.gov
Full notice text from SAM.gov
The contractor shall provide all engineering, materials, labor, and supervision to inventory and perform annual inspections of fire and smoke doors in accordance with NFPA 80 Standard for Fire Doors and Other Opening Protectives, NFPA 101 Life Safety Code, and NFPA 105 Standard for Smoke Door Assemblies and Other Opening Protectives. Inspections shall be conducted by individuals knowledgeable and understanding of the doors being inspected, certified by the International Fire Door Inspector Association (IFDIA). The contractor shall also provide all engineering, materials, labor, and supervision to conduct a firestopping survey and perform associated remediation in accordance with NFPA 101 Life Safety Code and applicable manufacturer-listed firestop system requirements IAW the PWS.
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