36C24623Q1272.docx

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

Contract Specialist Keicha Passley Keicha.Passley@va.gov 757-726-6048

PLACE OF PERFORMANCE

508 Fulton St

Durham VA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. No formal solicitation document exists at this time.

Market Research is being conducted to Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business, Small Disadvantaged Business, 8(a), Woman Owned Small Business or HUBZone interests.

The Department of Veterans Affairs Medical Center (VAMC) is trying to determine whether to set-aside an acquisition to repair Hot Water Heater Replacement located at:

Durham Veterans Affairs Health Care System (VAHCS), 508 Fulton St, Durham, NC 27705

DESCRIPTION

· This requirement is to provide repair services to the Kitchen Hood Repairs- The work consists of furnishing all labor, personnel, supplies travel supervision, equipment, tools, materials, and related items necessary to the upgrade to Main Kitchen, Canteen 1, Canteen 2, and Canteen 3 fire suppression systems meeting In Accordance With National Fire Protection Association (NFPA) Standard 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, current Edition., at the Durham Veterans Affairs Health Care System (VAHCS)

REQUIREMENTS

· See Performance work statement The NAICS 561210 is applicable to this acquisition; with a size standard of 11 Mil. If your company is interested in performing these services, please notify our office of your intent.

In response, please include the following:

· A positive statement of your intent to submit a quote as a prime contractor (capability statement)

· If any teaming or subcontracting possibilities are contemplated, please provide subcontractor’s name and breakdown of labor and its’ performance cost

· Evidence of experience in work similar in type and scope to include contract numbers, project titles, award dollar amounts, points of contact and telephone numbers Past performance references with points of contact and phone numbers

· Provide FSS/GSA Contract # if applicable.

· Identify whether the firm falls into any of the socioeconomic categories listed above Your response is required by: Wednesday, August 23, 2023 by 9:30 AM EST All capable Service Disabled Veteran Small Businesses and Veteran Owned Small Business are encouraged to respond. The Government will not pay for any information solicited.

All the above must be submitted Sources Sought Notice Sources Sought Notice See attached document: PWS – Kitchen Hood Repairs

Sources Sought Notice

Main Kitchen and Canteen Suppression Systems Upgrade

Statement of Work

1. Location of Work: All Work described in this Statement of Work (SOW) shall be performed at the VA Medical Center, 508 Fulton St, Durham NC 27705. Work is to be accomplished on location at this facility.

2. Description of Work: The work consists of furnishing all labor, personnel, supplies travel supervision, equipment, tools, materials, and related items necessary to the upgrade to Main Kitchen, Canteen 1, Canteen 2, and Canteen 3 fire suppression systems meeting In Accordance With National Fire Protection Association (NFPA) Standard 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, current Edition. The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

4. Servicing Tasks:

4.1. General: Servicing tasks shall be performed, on campus, at location requested by facility occupant In Accordance With the requirements of the National Fire Protection Association (NFPA) Standard 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, current Edition. If work cannot be accomplished on site, contractor will furnish replacement extinguishers that remain current with NFPA 10 standards until occupants’ units are returned to service. Contractor shall report to the COR before beginning the Services

4.2. Main Kitchen System: Provide labor and material to remove the existing Ameres system and install an ANSUL system in the main kitchen hood. Current system is tied into a non-operational water wash system. The duct and plenum need to be properly covered with nozzles and detection. Any access panel that may need to be cut in the hood will be the responsibility of the contactor. All hood penetrations need to have a liquid tight weld or grease tight seal. All work to be performed after hours or on weekends. The Contractor will provide drawings and a permit. The VA will have the fire alarm contractor to disconnect the current electrical and FA connections and re-installed.

4.3. Canteen 1 System: Provide labor and material to remove the existing Ameres system and install an ANSUL system in the Canteen hood 1. The duct and plenum need to be properly covered with nozzles and detection. All work to be performed after hours or on weekends. The Contractor will provide drawings and a permit. The VA will have the fire alarm contractor to disconnect the current electrical and FA connections and re-installed.

4.4. Canteen 2 System: Provide labor and material to remove the existing Ameres system and install an ANSUL system in the Canteen hood 2. The duct and plenum need to be properly covered with nozzles and detection. All work to be performed after hours or on weekends. The Contractor will provide drawings and a permit. The VA will have the fire alarm contractor to disconnect the current electrical and FA connections and re-installed.

4.5. Canteen 3 System: Provide labor and material to remove the existing Ameres system and install an ANSUL system in the Canteen hood 3. The duct and plenum need to be properly covered with nozzles and detection. All work to be performed after hours or on weekends. The Contractor will provide drawings and a permit. The VA will have the fire alarm contractor to disconnect the current electrical and FA connections and re-installed.

4.6. Appearance: Contractor employees shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting a health care setting, and having complied with socially acceptable standards of personal hygiene expected of health care workers.

4.8. Protective Clothing: All hospital infection control standards must be followed while on duty. These items shall remain the property of the Government and shall not be removed from the facility. After use, protective clothing shall be turned in or destroyed as directed by the Chief of Service.

4.9. Indemnification and Medical Liability Insurance: The Contractor shall provide and maintain adequate liability insurance coverage consistent with the risks associated with the performance of all services required by this SOW.

4.8. Continuity of Services/Replacement Staff: The Contractor Point of Contact shall ensure qualified personnel are available to provide coverage during scheduled absences of primary contract employees or when they will be unable to provide services.

4.9 Physical Security: The Contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured. Contractors must always wear a picture identification badge with company information while performing inspections.

4.10 Entry Procedures to Controlled/Restricted Areas: The Contractor shall implement local facility procedures for entry to controlled/restricted areas where Contractor employees will work.

NATIONAL HOLIDAYS:

The holidays observed by the Federal Government

5. Service Report: Contractor will maintain records of the upgrade of the kitchen hood suppression system upgrade. The contractor shall provide documentation upon request from the Safety Service COR.

6. Payment: All work performed will be paid by the Durham VA Health Care System (DVAHCS), Government Purchase Card (GPC) card holder, or Fiscal certification process through Austin Automation.

NARA Records Management Language for Contracts (May 2017)

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Durham VA medical center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Durham VA medical center or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Durham VA medical center. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Durham VA medical center control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Durham VA medical center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Durham VA medical center policy.

8. The Contractor shall not create or maintain any records containing any non-public Durham VA medical center information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Durham VA Medical center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Durham VA medical center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

References:

VHA Directive 6300 VA Handbook 6300.1 Durham, VA Medical Center Policy VA Directive 6500 36 CFR Part 1222.32 (b)

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