36C24226Q0395.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo NY 14215

POINT OF CONTACT*

Contract Specialist Leia LaBruna Leia.Labruna@va.gov 716-862-7461 x21471

PLACE OF PERFORMANCE

James J. Peters VA Medical Center

130 W Kingsbridge Rd

Bronx NY

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by Network Contracting Office 2 (NCO 2) for the purpose of collecting information on Liebert Air Conditioning Maintenance for the James J. Peters VA Medical Center. The VA is seeking to provide for this requirement as of 5/1/2026 to establish a new service. The NAICS code identified for this requirement is 333415 –Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing. The requirement is detailed in the Statement of Work section of this document.

(e) Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to leia.labruna@va.gov by Tuesday, March 10, 2026 by 4:00PM EST.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the package, this may result in the contractor not being considered in the Government’s Procurement Strategy.

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent points of contact for company, socioeconomic verification in SAM and SBA, as well as for any intended subcontractors.

- Contractor shall provide 2 to 3 instances of experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

STATEMENT OF WORK

Liebert systems, CLC cooling units, Building 16 cooling units.

Background:

The Department of Veterans Affairs (VA) James J. Peters VA Medical Center (JJP-VA) has a requirement for onsite maintenance and repair services for the equipment noted in the Equipment list section below. These units are in Building 100 and Building 16 and the CLC Center. 130 West Kingsbridge Road Bronx New York 10468.The JJP-VA intends to make a firm‐ fixed‐price award for a 12-month base period with four 12-month option years.

Scope of Work:

This maintenance and repair service contract covers all management, supervision, labor, materials, supplies, parts, tools, equipment, reports and coordination to ensure the completion of all work and services noted, to fully maintain the equipment identified in this statement of work. The contract shall include preventative maintenance visits and on-site remedial repair service visits, as deemed necessary by the contractor or the JJP-VA. The service (visit) response time is 4 hours from the JJP-VA placing a call requesting service. This response includes weekdays, nights, weekends, and holidays.

Period of Performance:

Base Year: 5/1/2026-4/30/2027 Option 1: 5/1/2027-4/30/2028 Option 2: 5/1/2028-4/30/2029 Option 3: 5/1/2029-4/30/2030 Option 4: 5/1/2030-4/30/2031

Place of Performance:

James J. Peters VA Medical Center 130 West Kingsbridge Rd.

Bronx, NY 10468 Building 100 and Building 16 Scope of Service:

Preventive Maintenance:

a) Preventative maintenance frequency is outlined by equipment in the equipment list chart below.

b) The Contractor shall be responsible for performing all routine maintenance and repair work required to maintain the Cooling Units in the condition prescribed by the original equipment manufacturer’s recommended guidelines and/or warranty requirements where the warranty remains in force. The Contractor shall provide a mix of semiannual and quarterly preventative maintenance calls each year. The contractor shall examine, test, adjust the equipment, and as conditions warrant, repair or replace parts in accordance with original equipment manufacturer standards. The contractor shall maintain the Cooling Units at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

c) The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to perform work under the resulting contract, to include but not limited to, tools and expendable items.

d) The contractor shall provide one designated point of contact (POC) to the government’s designated representative for coordination of parts delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day‐to‐day maintenance meet the terms and conditions of the resulting contract.

e) The contractor shall provide a toll‐free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday—in addition to all hours for emergency service.

f) Parts, supplies and availability. The contractor shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor should have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph

g) The contractor shall use only new parts supplied by the manufacturer.

h) After completion of the work, the service technician is required to remove old parts and supply items from the work site.

i) The contractor shall provide at each service visit documentation related to repair work or preventative maintenance conducted.

Maintenance Inspections:

a) This synopsis is for estimating purposes only. The contractor is required to follow all manufacturers’ recommendations for preventative maintenance, service, and repair work.

a. Record temperature set points at each unit and provide dedicated documents to track any changes.

b. Inspect electrical connections, relays, and all controls for proper operation.

c. Check belt tension and condition (replace if applicable). Check pulleys and motor mounts. Check humidifier and adjust operating controls, if applicable.

d. Lubricate fan bearings per manufacturer’s recommendations.

e. Lubricate motor bearings per manufacturer’s recommendations.

f. Check fan safety switch, if applicable.

g. Check belt tension and condition, if applicable.

h. Check pulleys and motor mounts, if applicable.

i. Check and clean coils.

j. Check and clean drain pans and drain.

k. Check filters and replace them as needed.

l. Check filter switch, if applicable.

m. Check fan motor and record amp readings, if applicable.

n. Inspect electrical connections, contractors, relays, and operating/safety controls.

o. Check compressor oil level, test oil, meg motor.

p. Record refrigerant pressures, check site glass for clear and dry conditions.

q. Check compressor operating conditions and adjust as required.

r. Check humidifier and adjust operating controls.

s. Clean unit exterior.

Reporting:

b) The contractor shall provide service reports on all services performed, to include operational and comprehensive maintenance according to the manufacture’s recommendations.

c) Service reports shall include a summary of the services performed, deficiencies identified and recommendations if needed. Reports shall be provided to the COR no less than 3 business days after service is completed.

d) Repairs identified by the contractor shall require prior approval by the contracting officer.

Equipment List:

The following table includes the model, serial number, brand and description for the equipment covered in this contract. All the units are located at 130 West Kingsbridge Road, Bronx, NY 10468. All equipment is currently in good working conditions.

Compliance and Safety Requirements:

While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with the requirements of the Occupational Safety and Health Administration (OSHA). All work shall be completed in accordance with the following regulations. ANSI/ASHRAE 180-2018, VHA directive 1811,1002.1, NFPA 90-A-2024, IMC 1101.6-2024.

Contractor Qualifications:

The contractor shall be required to provide fully qualified and trained service technicians to include:

a. EPA Section 608 certification

b. HVAC Excellence and NATE (North American Technician Excellence)

Security Requirements:

a) Upon entering JJP-VA buildings the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening.

b) Regarding information and information system security. Vendors should be always escorted in the VA office buildings. The contractor will be accompanied by designated government personnel and shall sign in upon arrival. Services will not require connection to the VA network.

c) The C&A requirements do not apply; a Security Accreditation Package is not required. At no time during the execution of the duties listed in this statement of work will the contractor interface with VA systems or VA sensitive information.

Personnel Requirements:

a) The contractor shall provide one designated point of contact (POC) to the government’s designated representative for the coordination of maintenance. The contractor shall provide technicians with 3-5 years of mechanical experience with service and maintenance on equipment noted in this SOW. Delivery personal, management personnel and service techs shall be sufficiently supported by the contractor to service this maintenance contract. The contractor should use only new OEM parts.

Work Hours and Scheduling Arrangements:

Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime for preventive maintenance/services must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Sources Sought Notice