This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220,, with a size standard of $16.5M. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing HVAC Maintenance at the Manchester VAMC per the Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 5:00PM EST, 17 March, 2023. All responses under this Sources Sought Notice must be emailed to Tnauri Woodbridge at
[email protected] with RFQ #36C24123Q0257_1 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #:Â ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 PERFORMANCE WORK STATEMENT INTRODUCTION The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive preventative maintenance and repair services for heating, ventilating and air conditioning (HVAC), compressed air, and medical air/vacuum systems at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104. BACKGROUND The VA equipment for heating, ventilating, air conditioning, (HVAC), compressed air, and medical air/vacuum is required preventative maintenance (PM) on a periodic basis through the year. The Facility Service, Maintenance Department, acquires assistance in keeping up with required PMs on the equipment to ensure proper operations and prevent failure points on the equipment. Our current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract would be needed to ensure the proper and timely of the required PM s on the HVAC equipment/systems. The service contract will be include a Base Period and Four (4) Option Years. SCOPE Item 1 Preventative Maintenance (PM) The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW. Contractor shall perform preventative maintenance (PM) for all equipment including ancillary components associated with the functioning of these devices. PM shall be performed in a manner designed to optimize the reliability, efficiency and lifespan of the equipment serviced. The contractor shall adhere to all individual manufacturer s requirements and instructions for the particulars of scheduled maintenance of the systems/equipment. All contractor personnel and subcontractors that perform scheduled maintenance shall be qualified by the systems/equipment manufacturer where necessary to preserve any warranties on the systems/equipment. The contractor shall provide a written monthly schedule to the Contracting Officer Representatives (COR) for the facility, listing the specific equipment to be serviced during the upcoming period and outlining the individual PM tasks to be completed, including any after-hours service. The contractor shall obtain, provide and install all parts, materials, and supplies necessary to perform PM. Contractor shall use parts supplied by the original equipment manufacturer (OEM) or authorized equal (as stipulated by the manufacturer) when replacing all parts, components, and/or devices for the covered systems. Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new equivalent part. The contractor shall notify the VA when such replacements/modernization occurs. The contractor shall provide labor, material, and equipment necessary to perform start up and routine maintenance services to include but not be limited to the following, at the appropriate intervals. The vendor shall perform all manufacturer recommended routine maintenance on the following equipment/systems. Scheduled Maintenance of Chillers. Scheduled Maintenance of Air Handlers units. Scheduled Maintenance of Condensers. Scheduled Maintenance of Boilers. Scheduled Maintenance of Circulating and Heating Pumps. Scheduled Maintenance of Air Compressors. Scheduled Maintenance of Fan Coil & Return Fan Units. Scheduled Maintenance of Medical Air/Vacuum System. Scheduled Maintenance of Fume Exhaust Systems. The vendor shall perform all manufacturer recommended routine maintenance, whether or not included in the list below: Change all filters per manufacturer s recommendations. Check all electrical wiring and connections; tighten as required. Check all motor starter contactor surfaces for wear. Lubricate electrical motor and fan bearings, if applicable. Check all belts for wear and tensioning, if applicable. Check all mounting hardware, tighten as needed. Check and calibrate controls. Check condition of evaporator coils; clean at intervals recommended by manufacturer or more frequently as needed. Check and clean condensate drains, drain line and pans. Check refrigerant charge, repair leaks and add charge as needed. Take refrigerant and oil samples and send for manufacturer s recommend analysis of contaminants (annually). Verify all critical flow rates of refrigerant and cooling loops. Furnish and replace oil filter and purge drier (as needed per manufacturer s maintenance schedule). Verify proper operation of controls. Check chilled water setpoint and verify performance. Inspect and verify operation of vane arms. Check refrigerant levels and perform refrigerant leak tests. Check oil levels and change oil as needed. Perform chemical cleaning of condenser coils (annually or as per manufacturer s guidance). Verify operation of oil sump heaters. Verify full capacity of chilled water system. Test operation of all flow proving devices. Verify panel operation, amperage, and voltage. Verify proper operation of all slide and solenoid valves. Check high condenser pressure and low refrigerant temp sensors. Review operating procedures with site personnel. Perform burner test and calibration. Check and service engine coolant heat exchangers. Check solution pump and purge operation. All other PM tasks as per manufacturer s recommendations. The scope consists of routine preventative maintenance service and needed repairs to the equipment and associated components as well as certain specified testing and balancing services. The Contractor is required to inspect and service all equipment in accordance with all manufacturer's recommendations, prevailing industry standards and codes. Personnel Qualifications Before assigning employees to start work under the terms of this contract, the Contractor shall ensure that they have the required qualifications and, if applicable, possess the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements and laws. Personnel operating motor vehicles shall have a valid state driver s license and abide by all NH VAMC Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. As part of the quotation, the Contractor shall submit information on the qualifications or certifications for employees and sub-contractors proposed to work on the services of this contract. Journeyman tradespersons shall be licensed for their respective trades in accordance with Federal requirements. Note: All HVAC trades personnel working with refrigerants shall have universal Environmental Protection Agency (EPA) certification. Contractor will ensure all certificates, licenses and permits are kept current and valid. All license and certification renewals shall be submitted to the COR annually or as requested. The COR shall track Contractor compliance with any manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties. The contractor shall provide fully completed worksheets to the COR with sufficient detail concerning each completed task. The contractor will annotate equipment records showing warranted items and warranty expiration dates on all equipment. The contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the contractor with all existing warranty documentation at the start of the task order. The contractor shall maintain and inspect all infrastructure systems under warranty, without voiding the warranty. An equipment inventory is incorporated into this Site-Specific statement of work. The contractor is responsible for all required routine maintenance of the equipment included in the inventory and as described herein, necessary to ensure proper function of the equipment in accordance with manufacturer s guidelines, applicable standards and codes. Any unscheduled maintenance/repair work shall be performed when authorized by the Contracting Officer CO or COR, in accordance with Government-approved technical instructions and facility priorities. NOTE: unscheduled maintenance does not include routine maintenance. The CO and COR shall notify and work with the contractor on any additional equipment added or changes to the equipment list for PMs and frequency. The contract will then be modified to address the updated costing to the service agreement. Also, the CO and COR shall notify and work with the contractor to remove the equipment item from coverage because it can no longer be economically maintained or has been removed/replaced from the property. The contract will then be modified to address the updated costing to the service agreement. Item 2 HVAC System Testing and Balancing (TAB) The contractor shall perform annual HVAC testing and balancing of the Pharmacy, Same Day Surgery, and Sterile Processing Service at the VAMC- Manchester. The work shall be conducted in accordance with VHA Specification 23 05 93 TESTING, ADJUSTING, AND BALANCING FOR HVAC and Chapter 39, "Testing, Adjusting and Balancing" of 2019 ASHRAE Handbook, "HVAC Applications", hereby incorporated by reference. The work shall include, but not be limited to the following: Planning systematic testing and balancing procedures. Design Review Report. Systems Inspection report. Duct Air Leakage test report. Systems Readiness Report Balancing air and water distribution systems; adjustment of total system to provide design performance; and testing performance of equipment and automatic controls. Vibration and sound measurements. Recording and reporting results. Document critical paths of flow on reports. The contractor shall be provided mechanical drawings for the air handing units and areas being tested. Report shall include supply airflow rates, air exchange rates, exhaust airflow rates and room pressure relation to adjacent space. Airflow rates will be measured for each register. Contractor shall perform TAB work during off hours including weekends in specialty areas, such as Operating Rooms, to avoid interfering with the Medical Center s normal operations. In sterile areas, the contractor will be required to wear sterile clothing and follow the facility policy regarding infection control. The contractor shall be provided mechanical drawings for the air handing units and areas being tested. Item 3 Equipment Inventory The contractor shall perform an inventory listing of the VAMC- Manchester Medical Center equipment list for heating, ventilating and air conditioning (HVAC), compressed air, and Medical air/vacuum systems. The equipment list shall include equipment item/category, model, serial number, photographs, and location if accessible. The contractor shall provide a detailed written report on the completion of the specified area of the Building and/or Building floor/wing. The work shall be divide between the base and option years of the service contract, which based upon the agreeance of the contractor and COR. The COR will review the list. The contracting officer will settle disputes between equipment list and the COR validation. Item 4 Emergency Services (Labor) The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The contractor shall respond within 4 hours for all emergency call backs on the equipment section listed in the above performance work statement. The equipment sections are as follows. Chillers. Air Handlers units. Condensers. Boilers. Circulating and Heating Pumps. Air Compressors. Fan Coil & Return Fan Units. Medical Air/Vacuum System. Fume Exhaust Systems. The contractor shall provide service labor, materials, and parts necessary to support as needed and emergency calls for repairs and replacements. The contractor shall supply minor parts and materials ( $200 per equipment item per year), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the COR. Item 5 Materials and Parts The contractor shall supply parts and materials (>$200 per equipment item per year) as needed for necessary upgrades, replacement, and repairs. These costs will be included on the service agreement for anticipating parts and materials for potential repairs and replacements. The equipment sections are as follows: Chillers. Air Handlers units. Condensers. Boilers. Circulating and Heating Pumps. Air Compressors. Fan Coil & Return Fan Units. Medical Air/Vacuum System. Fume Exhaust Systems. Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the COR. All repairs shall be in accordance with the equipment manufacturer s requirements and\or applicable laws, regulations, codes, etc. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible. PERFORMANCE REQUIREMENTS All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to NFPA 85, VA codes, Federal, State, and local regulations throughout the course of this service contract. The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists. The contractor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety, plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center. The contractor shall schedule all site visits, to include emergencies, with the COR. The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the COR s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement. The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR. The contractor shall respond within 4 hours for all emergency call backs. Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any. All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a Contractor badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work. Personnel must wear the proper personal protective equipment (PPE) at all times to include a surgical mask. Work done under this project must comply with infection control requirements. The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes. Special care will be taken to secure tools and construction equipment. Material Safety Data Sheets (MSDS s) must be submitted to the COR for approval for all hazardous materials before they are brought to the work site. Two weeks prior notice is required for all work that involves shutting down any of the systems. Work requiring a shutdown may be required to be performed outside of normal working hours. End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite. Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D. All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. DELIVERABLES Contractor shall coordinate with the COR to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract. Contractor shall provide a prioritized phone support contact list at the commencement of the contract. Submittal of proposed equipment and materials to be used on site for review and approval by the COR. Submittal of Contractor safety plan and lock\out tag\out plan. Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.