36C24523Q0389_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Louis A Johnson, VAMC Contracting Office (90C) 1 Med Center DR Clarksburg WV 26301-4199

POINT OF CONTACT*

Contracting Officer Timothy Russell timothy.russell@va.gov

304.623.3461 Ext. 3895

PLACE OF PERFORMANCE

200 Veterans Avenue

Beckley WV

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Veterans Health Administration, Network Contracting Office 5, is issuing this request for information/sources sought notice in order to identify companies that have the resources and capabilities to provide bi-annual testing, balancing, and correction of HVAC systems at the Beckley VA Medical Center (BECVAMC).

Description of Work: Complete Testing and Balancing (TAB) Evaluation and Correction: The contractor shall complete the complete testing and balancing of all HVAC systems for Buildings 1, 8, 8A, and 35 at the BECVAMC campus once per year (spring) to ensure compliance with the latest edition(s) of applicable VA design guides, manuals, standards, and specifications (Technical Information Library (TIL) - Office of Construction & Facilities Management (va.gov)) as well as any local, state, or national codes or standards. Contractor to correct any balancing issues discovered during testing. If the contractor cannot correct the issue, a recommendation for a corrective action will be provided to the VA in the TAB report.

Technical Qualifications: Personnel should be qualified to examine HVAC systems and perform required tests in accordance with Federal and WV state guidelines. Certification should be in line with the latest requirements outlined by the VA. See VA TIL: Technical Information Library (TIL) - Office of Construction & Facilities Management (va.gov).

Interested & Capable Responses: NCO 5 is seeking responses from companies that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your:

1. Business name, SAM Unique ID, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address).

2. Capability statement and summary of previous experience providing subject services for the Veterans Health Administration or other similar healthcare facilities.

3. GSA contract number, if your company has one, that includes a RSO line item and coverage includes the Washington, DC geographical area.

4. Ballpark cost estimate of what the Beckley VAMC could expect to pay your company to perform the work described above per year.

Responses must be submitted by 16:00 AM (EST) March 8, 2023. Responses to the information requested above must be submitted via email to timothy.russell@va.gov.

This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

STATEMENT OF WORK

A. GENERAL INFORMATION

Title of Project: BECVAMC HVAC Testing, Balancing, and Correction Scope of Work: Furnish all labor, equipment, and material to perform bi-annual testing, balancing, and correction of HVAC systems at the Beckley VA Medical Center (BECVAMC). All work must be in conformance with applicable codes and standards. Work must be performed during normal business hours (Monday – Friday 8:00AM – 4:30PM) unless otherwise agreed upon.

Performance Period: Contract period is from date of award for one (1) year, with four (4) additional option years. Performance is to begin no later than 45 calendar days from date of award.

BECVAMC preference is to have a complete top to bottom evaluation completed in the spring and a follow-up select evaluation in the fall of each year.

B. GENERAL REQUIREMENTS

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

If for any reason any written milestone deliverable cannot be reviewed by the COR and delivered back to the contractor within the scheduled time frame, the COR is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed.

Non-disruptive work shall be accomplished during normal business hours (8:00 am - 4:30 pm, Monday through Friday). All work that would interrupt VA operations shall be completed during non-business hours. All power shutdowns or outages are to take place on weekends or non-business hours. It is expected that most of this work will be completed during regular business hours.

C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables:

Complete Testing and Balancing (TAB) Evaluation and Correction: The contractor shall complete the complete testing and balancing of all HVAC systems for Buildings 1, 8, 8A, and 35 at the BECVAMC campus once per year (spring) to ensure compliance with the latest edition(s) of applicable VA design guides, manuals, standards, and specifications (Technical Information Library (TIL) - Office of Construction & Facilities Management (va.gov)) as well as any local, state, or national codes or standards. Contractor to correct any balancing issues discovered during testing. If the contractor cannot correct the issue, a recommendation for a corrective action will be provided to the VA in the TAB report.

Select TAB Evaluation and Correction: The contractor shall complete the select testing and balancing of all HVAC systems for the following rooms, located in Building 1, once per year (fall) to ensure compliance with the latest edition(s) of applicable VA design guides, manuals, and standards as well as any local, state, or national codes or standards. Contractor to correct any balancing issues discovered during testing. If the contractor cannot correct the issue, a recommendation for a corrective action will be provided to the VA in the TAB report.

Select Rooms:

· Sterile Processing Department (SPD)

· BC-108

· BC-108I

· BA-103

· BC-108D

· BC-108A

· BA-108C

· BA-102

· BC-109

· BC-110

· BC-108E

· BC-108B

· BA-103A

· BC-108K

· BC-108H

· Operating Room (OR)

· 5A-105

· 5A-109

· 5A-119

· 5A-122

· Endoscopy Suite

· 5B-103

· 5B-103A

· 5B-104

· 5B-105

· 5B-106

· 5B-107

· 5B-107A

· Intensive Care Unit

· 3AB-113

· A

· Emergency Department

· 1A-132

· 1A-131B

· Medica/Surgical

· 3B-128

· 3B-146

· Pulmonary

· 3A-133

· Endoscopy

· 5B-103

· 5B-103A

· 5B-104

· 5B-105

· 5B-106

· 5B-107

· 5B-107A

· Operating Room

· 5A-105

· 5A-109

· 5A-119

· 5A-122

· Mail

· BA-100A

· BA-101

· BA-101B

TAB Report: Contractor to submit all findings and descriptions of corrective actions in a complete report to be presented to the VA after the completion of each TAB evaluation. Contractor will provide two (2) hard copy bound reports and one (1) CD, containing the complete report, to the VA after each evaluation.

Prior to initial TAB evaluation, the contractor is to provide an outline of the report for VA approval. The outline can be provided in a digital format (MS Word, PDF) to VA via email or CD. This will be used as the basis for reporting throughout the duration of the contract. As evaluations are completed, the VA may request the addition or deletion of sections to/from the report.

Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

D. SCHEDULE FOR DELIVERABLES

The Contractor is required to submit, within ten (10) calendar days of notice to proceed, a realistic schedule showing the order in which the work will be performed under this contract.

Contractor is to provide a draft report, for VA review and comment, no later than fifteen (15) days after the completion of an on-site evaluation.

VA will complete their review of the draft deliverable within ten (10) business days from the date of receipt.

The contractor shall have ten (10) business days to deliver the final deliverable from the date of receipt of the VA’s comments.

If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay. The CO will then review the contract scope and issue a response, in accordance with applicable regulations. If deliverable cannot be delivered within the scheduled time frame, compensation may be taken from the contractor.

In the event the contract is modified, changing the work, adding or deleting work, or changing the completion date, a revised schedule will be submitted.

The contractor shall maintain progress in accordance with the approved contract schedule. When the progress falls out of the approved schedule range by 10% or greater, the CO will require the contractor to provide the justification for the lapse in progress. All changes to the progress schedule will be approved by the VA through modifications to the contact. If approved through a modification the contractor is required to provide a new updated progress schedule. The CO will make a determination of cause for delay in progress and issue an appropriate response.

E. CONTRACTOR EXPERIENCE REQUIREMENTS

Personnel should be qualified to examine HVAC systems and perform required tests in accordance with Federal and WV state guidelines. Certification should be in line with the latest requirements outlined by the VA. See VA TIL: Technical Information Library (TIL) - Office of Construction & Facilities Management (va.gov).

The contractor must inform the VHA COR when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the COR and CO for VA approval.

F. CONTRACTOR BADGING REQUIREMENTS

It is the responsibility of the contractor to coordinate with the CO and COR for badging all onsite personnel. Contractor personnel must pass a VA required background check and have a VA issued badge prior to beginning any work.

G. CONFIDENTIALITY AND NONDISCLOSURE

Preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO per the contract scheduled and at the conclusion of the contract.

The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response.

Press releases, marketing material, or any other printed or electronic documentation related to this contract, shall not be publicized without the written approval of the CO.

H. SPECIAL CONSIDERATIONS

Contractor to follow all COVID-19 protocols set by the VA hospital. Protocols are subject to change as the pandemic continues to evolve.

VA cannot send or receive any emails that contains more than 5mb of data. Contractor shall bind or combine files to conform to the 5mb limit.

Sources Sought Notice