Sources Sought Notice.docx

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 later, 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, (Plumbing, Heating, and Air Conditioning Contractors) with a size standard 19 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Air Balance Testing Services at the White River Junction VAMC per the Statement of Work (SOW).

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 May 8, 2024 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C24124Q0514 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) #: ___________________________________________________ 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 SOW 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 SOW. 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

STATEMENT OF WORK

Air Balancing Service Contract White River Junction VA Medical Center

I. GENERAL INFORMATION

The White River Junction VA Healthcare System requires the services of a qualified firm to test and balance the airflow of critical spaces.

Base Contract Performance Period: 4/1/2024- 3/31/2025 Option year 1: 4/1/2025 – 3/31/2026 Option year 2: 4/1/2026 – 3/31/2027 Option year 3: 11/1/2027 – 10/31/2028 Option year 4: 11/1/2028 – 10/31/2029

II. SCOPE OF WORK

1. Using certified, calibrated equipment, contractor will measure airflow of the spaces listed in the attachment of the contract package.

2. Required readings shall include:

A. Supply CFM B. Return CFM C. Calculated air changes D. Room pressure (positive / negative)

3. All spaces must be compliant with the latest industry standards. These requirements can be found in the VA HVAC Design Manual (https://www.cfm.va.gov/til/dManual/dmHVAC.pdf)

4. Contractor shall provide information in a detailed report. Report can be hard copy or digital.

5. Contractor shall verify that each space complies with the required specifications.

6. If it is determined at the time of the survey there is an issue, contractor shall be allowed no more than 30 minutes to remedy. If more than 30 minutes is required, contractor will coordinate with the contract COR for further diagnostics.

7. All damage to floors, walls, ceilings, or any other VA property to be repaired/replaced by the contractor.

III. PERIOD OF PERFORMANCE / WORK SCHEDULE

1. Contract is proposed for one (base) year, with an additional four option years.

2. Work shall be performed within normal business hours as much as possible. However, due to the nature of the work, it may be required to perform necessary tasks outside normal hours.

3. Scheduling shall be coordinated with the contract point of contact.

4. Business hours are Monday-Friday, 07:30 AM to 04:30 PM (WRJ VA’s local time) excluding VA Holidays. Current VA Holidays:

i. New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Veterans' Day, Thanksgiving Day, and Christmas Day

IV. SERVICE MANUALS/TOOLS/EQUIPMENT

1. The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer’s (FSE) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request.

V. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL

1. The scheduled maintenance and service calls shall be performed by fully qualified personnel in accordance with the agreement.

A. "Fully Qualified" is based upon training and on experience in the field.

B. Proof of training/certification shall be provided upon demand.

2. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

3. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system, at the time of the maintenance event.

VI. DOCUMENTATION/REPORTS

1. Documentation of the survey should include, but is not limited to the following:

A. Space identification B. Cubic area of space C. Room pressure (positive/negative) D. Room pressure reading (“ w.c.)

E. Return/exhaust CFM F. Supply CFM G. Air change requirements (ACH) H. Actual air change reading (ACH) I. Date tested

2. Report may be either hard copy or electronic.

VII. ADDITIONAL REQUIREMENTS

1. The contractor shall be required to report to the Facilities Management Service to check in and check out. This is MANDATORY.

2. The contractor shall wear visible identification at all times while on the premises.

3. The contractor shall park is appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

4. Smoking is prohibited anywhere on campus.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

6. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court.

VIII. PRIVACY STATEMENTS

1. Information Security A. The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

2. Records Management A. The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.