THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), VISN 15, Consolidated Mail Outpatient Pharmacy (CMOP) is conducting market research to identify potential sources which can provide and install air curtains/air doors on one walk-in freezer and one walk-in refrigerator. A Statement of Work is attached. This potential requirement is for the CMOP facility located in Hine, IL. Offerors having the capabilities necessary to provide the above stated equipment are invited to respond to this Sources Sought Notice via e-mail to Frank Tarara at
[email protected] no later than February 18, 2014. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: company name, address, and size standard; point of contact name, phone number, and e-mail address; suggested equipment information including model and delivery schedule; whether system is presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 423710 and Small Business Size Standard 500 employees are applicable to determine business size standard. Any questions or concerns may also be directed to Frank Tarara via e-mail. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. ? Statement Of Work refrigerator/freezer Air Curtains. December 16, 2013 STATEMENT OF WORK REFRIGERATOR/FREEZER AIR CURTAINS 1. Introduction: The Great Lakes Consolidated Mail Outpatient Pharmacy (GL-CMOP) located at 5th and Roosevelt, Building 37NW, Hines IL 60141 is looking for an authorized Contractor/ Installer of refrigerator/freezer Air Curtains. The desire for the Curtains is to eliminate moisture buildup on surfaces inside the refrigerator/freezer. The Contractor will install two Air Curtains on an existing Norlake refrigerator/freezer and shall install all utilities that are needed by a licensed Contractor without jeopardizing the current Norlake warranty. One air curtain will be for a freezer that maintains an inside temperature of -23 Celsius with a door opening estimated at 8'x 10' (W x H). One curtain for the refrigerator that maintains an inside temperature of +5 Celsius with a door opening estimated at 5'x 10' (W x H). 2. Key Assumptions: 2.1. The Contractor will have written permission signed by Norlake that includes but not limited to, contractor acceptance, warranty guidelines, and Norlake installation recommendations before installation will begin. 2.2. The Contractor shall determine if the Air Curtains will be mounted internally or externally due to the slide type doors. (Note: a site visit is recommended). 2.3. Contractor will verify all measurements. (Note: A site visit is recommended). 2.4. Air curtains will automatically turn on/off and operate for a sufficient time period so as to keep an effective moisture barrier when doors are opened and closed. 2.5. Contractor is responsible for electrical and air requirements to the Air Curtains from the existing CMOP utilities, electrical circuits and air compressors. (Note: a site visit is recommended.) 2.5.1. Contractor shall verify that all plans for the required electrical, water, and air connections have been reviewed and approved by the CMOP Building Management. 2.6. Provide schematics that include locations and planned routing of necessary utilities needed such as electrical and compressed air necessary for installation. (Note: This requirement will be turned in at the time of proposal) 2.7. Contractor is responsible for any damage to include, but not limited to, Government Property, Personal property, and any other damage that the Contractor was found responsible for. 2.8. Air Curtains will create a moisture barrier that will eliminate moisture at any time from entering the refrigerator/freezer. 2.9. Contractor will need access to GL-CMOP and equipment during installation. 2.10. The Contractor shall be properly licensed and insured prior to performing any work at GL-CMOP. The Contractor is responsible for obtaining any permits that are necessary for this contract. 3. Contractor Responsibilities: 3.1. Receive written permission from Norlake to install the products without invalidating the current refrigerator/freezer warranty. 3.2. Install the Air Curtains according to all Occupational Safety Health Association (OSHA) and National Electrical Codes (NEC) 3.2.1. System meets or exceeds all NEC standards. 3.2.2. Installation meets or exceeds all NEC standards. 3.2.3. System has all required OSHA warnings including, but not limited to, pinch points, electrical shock, and sound warnings. 3.2.4. Standards of sound pressure shall be less than 85 decibels per square foot. 3.3. Contractor will provide two printed and one electronic copy in pdf format of the following in English. 3.3.1. Electrical schematics showing routing of electrical wiring that was approved by Building Management. 3.3.2. Parts list showing Original Equipment Manufacturer (OEM) parts including part name, part number, and quantity needed to maintain the equipment for one year. 3.3.3. Provide a recommended (OEM) spare parts list including source information and provide on hand spares for identified high failure components. 3.3.4. Provide a Preventive Maintenance Manual for all installed equipment. At a minimum, the Manual(s) shall identify preventive maintenance tasks performed on a daily, weekly, and quarterly basis to keep the equipment in good working order. 3.4. The Contractor is responsible for removing and disposal of all debris that incurs from the installation. 3.5. Provide the CMOP with access needs to the building at least 24 hours in advance that would be outside the normal operating hours of Monday through Friday 6:30am to 12:00am. 3.6. Contractor, their personnel, and any Sub-Contractors will complete the required VA Privacy and Information security Awareness Training and Rules of Behavior offered through the Talent management System (TMS) https://www.tms.va.gov before access to the CMOP will be granted. 3.7. Provide a list of all on-site installation personnel along with two forms of government issued Identification; (at least one ID must include a photo) for each person. This information will be used for the fingerprint Special Agreement Check (SAC) which is a requirement before access to CMOP will be granted. 3.8. The Contractor shall provide the Contracting Officer (CO) or the Contracting Officer Representative (COR) a copy of all training certificates that show successful completion of the VA TMS requirements. 3.9. Failure to complete the mandatory VA TMS training within the timeframe required is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are completed. 4. VA Responsibilities: 4.1. Provide access to CMOP for the recommended site visit. 4.2. Provide security access for installation personnel to CMOP that have successfully completed the VA security training and successfully passed the background check. 4.3. Provide storage space for parts and equipment that will be used during the installation process. (Note: Contractor will have no more than two weeks to remove excess property after acceptance). 4.4. Provide Government furnished Property (GFP) to Contractor with written request for usage that includes dates that the property is needed. Final approval for GFP equipment usage is at VA discretion. 4.5. Pay the invoice within 30 days after final acceptance unless a discrepancy in work or intended work is found. 5. Warranty: 5.1. The Contractor shall provide a comprehensive warranty (parts and labor) on all parts and adjustments, at no cost to the VA for one year after final acceptance of the Air Curtains. 5.2. Service calls for repairs requested by CMOP shall be answered within 24 hours by the Customer Service Department. 5.3. Contractor shall have on hand spare parts for equipment repairs. 5.4. All parts shall be available from the Contractor or commercially for a period of not less than five years after acceptance. 5.5. For a period of five years after contract award, a part becomes obsolete and/or unavailable and subsequently needs replacement within the system; the Contractor shall upgrade or otherwise modify the installed system at no cost to the VA. 5.6. Availability of a maintenance agreement for support, repair, and calibration after the initial one year warranty, with a cost breakdown for each additional years coverage for a total of five years. 5.7. Contractor shall provide a list of required Preventive Maintenance (PM) items and detailed instructions to complete PM. 5.8. The Contractor shall provide on-site training for maintenance personnel to include standard preventative maintenance, routine adjustments to maintain proper operation, and actions needed in the event of equipment failure that will not jeopardize the warranty. 6. Installation Schedule: 6.1. There will be a pre installation meeting to be attended by all necessary VA and Contractor Representatives. The purpose of this meeting will be to resolve any questions by either party regarding the installation. This meeting will occur at an agreed upon time but prior to any work being performed by the Contractor. 6.2. Installation shall occur during CMOP production hours. These hours are 6:30am to 12:00am Monday through Friday 6.3. Installation will not disrupt normal CMOP operations. 7. Acceptance Criteria: 7.1. Contractor has turned in all documents showing that NorLake has accepted and approved the work performed and that the refrigerator/freezer warranty has not been compromised. 7.2. Contractor has followed the utility schematics that were approved by the Building Management. 7.3. Contractor has provided two printed and one electronic copy in PDF format each of electrical and mechanical schematics to the COR. 7.4. Provided all OEM parts information in section 3.3.2 and 3.3.3 above. 7.5. Air Curtains will create a moisture barrier that eliminates moisture from entering/exiting the refrigerator/freezer at any time. 7.6. Air curtains will automatically turn on/off and operate for a sufficient time period so as to keep an effective moisture barrier when doors are opened and closed. 7.7. Zero percent (0%) downtime of installed equipment for a period of one month after acceptance.