36C24125Q0275.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Utility Management Plan

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 04330

SOLICITATION NUMBER* 36C24125Q0275

RESPONSE DATE/TIME/ZONE 02-27-2025 10:00AM EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* S119

NAICS CODE* 541330

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330

POINT OF CONTACT*

Contract Specialist Subrena Magee subrena.magee@va.gov 843-762-5559

PLACE OF PERFORMANCE

ADDRESS VISN 1 Locations - MA, CT, NH, VT, RI

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

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 interested parties must respond 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 541330 (S119) with a size standard $25.5 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify vendors capable of providing a Utility Management Plan at VISN 1 – Locations MA, CT, NH, VT, RI 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 10AM EST, Thursday, February 27, 2025. All responses under this Sources Sought Notice must be emailed to subrena.magee@va.gov with RFI #36C24125Q0275 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 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 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

Performance Work Statement Utility Management Plan

Objectives The Contractor shall create a Critical Utility Management Plan for each of ten (10) individual facilities distributed amongst the eight (8) VISN 1 locations, including:

• VA Central Western Massachusetts

• VA Connecticut o West Haven VAMC o Newington VAMC

• VA Maine Healthcare System

• Manchester VAMC

• White River Junction VAMC

• Providence VAMC

• VA Boston Healthcare System o Jamaica Plain VAMC o West Roxbury VAMC o Brockton VAMC

• Bedford VAMC

Background

The intent of the plan is multifaceted. First, it is to create an accurate inventory of the utilities and utility equipment of each site. Second, it is to determine which of these utilities are critical to patient care and operations. Third, it is to assess and document the risk of failure of each item and provide a contingency plan if necessary. Finally, it is to provide a schedule and procedures for preventative maintenance and critical testing of each item. Each site will use the information provided in the plan as a basis for their operations moving forward.

VA is providing a copy of a recent (2022-23) Lock Out Tag Out (LOTO) inventory for each site as part of this solicitation for informational and pricing purposes. This inventory may not be complete but gives an indication of the scale of the quantity of equipment at each site. Upon award, the Contractor may base their work on this inventory but is required to verify and confirm all items and information contained within it.

General Requirements The Contractor shall provide to the VISN COR a schedule, broken out by site, within fourteen (14) calendar days of the Notice to Proceed. This schedule shall be in Gantt chart format, shall clearly indicate phasing between sites, and provide approximate dates for site visits and other required meetings.

The Contractor shall conduct site visits as necessary to complete the work under this scope. Site visits shall be coordinated with each individual site with a minimum notice of fourteen (14) calendar days to each site’s designated representative.

The Contractor shall provide a VA accessible SharePoint or similar digital repository for sites to upload necessary inventory, site, and other documentation as necessary.

A draft copy of each plan must be submitted to both the relevant site and the VISN COR no fewer than thirty (30) days before the planned final submission. A conference to review the plan and address comments from both the site and the VISN shall be held not fewer than fourteen (14) calendar days after the draft submission. Site and VISN comments on the draft submission shall be tracked in a spreadsheet including Contractor responses.

Deliverables The Contractor is to deliver 10 (ten) individual Critical Utility Management Plans directly to each site. For each plan, the Contractor is to provide:

• Two (2) bound printed copies

• One (1) CD copy

• One (1) to be downloaded from a VA accessible SharePoint or similar digital delivery method.

Plans shall be delivered to the sites upon their individual completions.

The Contractor is to deliver one (1) copy of all aggregated plans to the VISN COR upon completion of the entire contract to be downloaded from a VA accessible SharePoint or similar digital delivery method.

Plan Format Each Critical Utility Management Plan shall include the following elements:

1. A written evaluation of each site, to include:

a. Inventory of all site buildings.

i. Identification of critical buildings, defined as those classified as Risk Category IV according to the 2012 International Building Code 1604 – General Design Requirements, Table 1604.5.

b. Inventory of all site and internal utilities.

i. Identification of critical utilities, including their locations, whether they are centralized or decentralized, routing through the site and locations within buildings.

ii. Utilities required for inventory:

1. Electrical distribution and Emergency Power

2. Vertical and horizontal transport

3. HVAC

4. Plumbing, sewer, boiler, and steam

5. Refrigeration, piped gases, vacuum systems

6. Fire alarm and suppression systems

7. Fire and smoke doors

8. Communication systems, including data exchange systems

iii. Site drawings for each utility showing routes and connection points to buildings.

c. Inventory of major equipment associated with these utilities.

i. Identification of critical equipment, defined as equipment which directly services a patient care area, or services an area which provides direct service to a patient care area (i.e. server room, elevator, etc.)

ii. Identification of spaces served by the equipment.

2. A risk assessment for each of the indicated utilities, to include:

a. Risk matrix based on age/condition of equipment and criticality.

b. Contingency plan for failure of utility, including response and any list of backup equipment that may be placed into service.

c. Ranking of replacement necessity.

3. A management plan for elements identified as critical in the evaluation. Plan to include:

a. Schedule of preventative maintenance for each element

b. Preventative maintenance procedures for each element

c. Schedule of required testing for each element based on VHA Directives, NFPA and Joint Commission

d. Testing procedures for each element

e. Template forms for both preventative maintenance and testing.

f. Lock out/Tag out procedures incorporated from existing program.

Report formats shall be consistent among each of the ten individual facilities. Procedures and testing schedules shall be arranged in such a manner as to allow the facilities to use the procedures and schedules as the basis for their preventative maintenance and testing programs.

The Contractor is to provide the full inventory of each site in the attached format.

Electronic copies of the plan shall be provided in both Word and PDF format. Electronic copies of the inventories shall be provided in both Excel and PDF format.

Period of Performance

1. The anticipated period of performance for this contract is two (2) calendar years from the date of award. No options.

2. Software shall be licensed and supported by the manufacturer for a minimum of three (3) years after date of initial deployment at each site.

Place of Performance The place of performance for this contract is outlined below.

The VA Central Western Massachusetts is located at: 421 North Main Street, Leeds, MA 01053

The VA Connecticut West Haven VAMC is located at: 950 Campbell Ave, West Haven, CT 06516-2770.

The VA Connecticut Newington VAMC is located at: 555 Willard Ave, Newington, CT 06111-2631.

The VA New Hampshire Healthcare System Manchester VAMC is located at: 718 Smyth Road, Manchester, NH 03104

The VA Vermont Healthcare System White River Junction VAMC is located at: 215 North Main Street, White River Junction, VT 05001-3833.

The VA Rhode Island Healthcare System Providence VAMC is located at: 830 Chalkstone Avenue, Providence, RI 02908

The VA Boston Healthcare System Jamaica Plain VAMC is located at: 150 South Huntington Ave, Boston, MA 02130-48170.

The VA Boston Healthcare System West Roxbury VAMC is located at: 1400 VFW Parkway, West Roxbury, MA 02132-4927

The VA Boston Healthcare System Brockton VAMC is located at: 940 Belmont Street, Brockton, MA 02301-5596.

The VA Bedford Healthcare System Bedford VAMC is located at: 200 Springs Rd, Bedford, MA 01730- 1114.

Hours of Operation

1. The firm is responsible for conducting business between the hours of 8:00 am and 4:00 pm

Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

2. Work required during other than these hours (example: provide training to nightshift workers) may be amended by a documented mutual agreement between the firm and facility’s technical coordinator. Any amendment of this section will not result in additional charges to the VA.

Recognized Holidays The contractor shall not have access to the facility on weekends or the following federal holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day June 19th Christmas Day Independence Day

Security Requirements The firm’s employees shall report to the Medical Center VA Police Department, provide appropriate identification and documents, and clearly wear the issued badge while on site. An authorized employee shall accompany them while in any VA facility to ensure safety, protection of sensitive data, and provide access into restricted and locked areas. Medical Centers will be responsible for providing the authorized employee with the appropriate access to the facilities and to coordinate the initial arrival of the firm’s employees at the VA Police Department.

Data Rights The Government has unlimited rights to all documents/material produced under this BPA. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Quality Control The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will the firm’s performance achieves the standards.

Records Management

1. 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.

2. 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.

3. 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.

4. 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.

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

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

7. 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.

8. 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.].

9. 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.

10. 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.

Attachment A: Site Information Site

Number Station Name Total Acreage

Number of Buildings Total Sq. Ft. Address City State Zip

Code

518 Bedford 181 61 1,142,932 200 Springs Road Bedford MA 01730

523A5 BHS, Brockton 146 33 971,881 940 Belmont Street Brockton MA 02301

523A4 BHS, West Roxbury 30 18 581,297 1400 VFW Parkway West Roxbury MA 02132

523 Boston HS, Jamaica Plain 18 15 985,332 150 South Huntington Avenue Jamaica Plain MA 02130

608 Manchester 30 15 328,025 718 Smyth Road Manchester NH 03104

650 Providence 55 36 574,975 830 Chalkstone Avenue Providence RI 02908

402 Togus 476 64 780,774 1 VA Center Augusta ME 04330

631 VA Central Western Mass HCS 106 39 579,851 421 North Main Street Leeds MA 01053

689A4 VACHS, Newington 49 26 470,870 555 Willard Avenue Newington CT 06111

689 VACHS, West Haven 44 39 1,229,028 950 Campbell Avenue West Haven CT 06516

405 White River Junction 64 38 528,281 163 Veterans Drive White River Junction VT 05009

VHA - VISN - 1 Total 1,198 384 8,173,246