P02 Sources Sought Notice RFI 36C24725Q0703 1 A307 Bolt Survey.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* 508-25-3-539-0086 ; A307 Bolt Survey (VA-25-00078439)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 30329

SOLICITATION NUMBER* 36C24725Q0703

RESPONSE DATE/TIME/ZONE 06-09-2025 12PM EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* C213

NAICS CODE* 541330

CONTRACTING OFFICE ADDRESS DEPARTMENT OF VETERANS AFFAIRS

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7

2957 CLAIRMONT ROAD NE, Suite 1200

Atlanta GA 30329

POINT OF CONTACT*

Contracting Specialist

Jessica Cummings

Jessica.Cummings3@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Atlanta VA Medical

1670 Clairmont Road

Decatur GA

POSTAL CODE 30033

COUNTRY USA

DESCRIPTION

This is a Sources Sought to conduct market research to determine the availability of Small Business vendors only TECHNICAL capable of providing the requirement for A307 Bolt Survey. Please see attached Statement of work for details. This requirement is a supply order for A307 Bolt Survey on behalf of the Atlanta Veterans Health Care System located in Decatur, Georgia. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor’s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned.

Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is TECHNICAL capable to do the requirment. 2. Submit responses and related information via email to Jessica.Cummings3@va.gov by 12:00 PM EST, June 9, 2025. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Technical Past Performance (if applicable)

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Statement of Work

A307 Bolt Survey Joseph Maxwell Cleland VA Medical Center – Decatur, GA

1. Background

In accordance with the Department of Veterans Affairs memorandum dated December 13, 2024, ASTM A307 bolts are deemed inappropriate for use in steam and hot water systems due to inadequate material strength at elevated temperatures. These bolts were previously referenced in the VA Master Specifications (Sections 23 21 13 and 23 22 13), and may have been installed at VA facilities. This project requires a comprehensive facility-wide survey to identify and document any instances of A307 bolts used in steam or hot water systems.

2. Scope

The contractor shall provide all labor, supervision, tools, materials, equipment, and related services required to perform a complete survey of steam and hot water systems at the Atlanta VA Medical Center to identify ASTM A307 bolts and document their locations and conditions.

3. Place of Performance

All work will be conducted at the Joseph Maxwell Cleland Atlanta VA Medical Center, located at 1670 Clairmont Road, Decatur, GA 30033.

4. Requirements

Qualified contractor personnel shall inspect all bolted connections on steam and hot water piping systems throughout the facility's interconnected buildings. Priority shall be given to systems operating under High Pressure Steam (HPS), Medium Pressure Steam (MPS), and hot water systems above 50 PSI. Systems below 50 PSI and domestic hot water systems shall be documented but prioritized lower for future replacement planning.

Survey coverage includes but is not limited to:

- Four (4) 10,000 lbm/hr boilers and associated piping in the Central Utility Plant

- Piping to approximately 63 air handling units

- Instantaneous hot water heaters

- Distribution piping across all three major buildings

For each bolted connection, the following information shall be recorded:

- Precise location (building, floor, room, and served system)

- Number, size, and type of bolts

- System operating pressure

- Bolt head markings for grade verification

- Clear digital photographs of each connection

5. Deliverables

- Bi-weekly progress reports detailing inspection areas and key findings

- Final comprehensive report including:

• Executive summary and methodology

• Inventory of all A307 bolts

• Risk-prioritized recommendations

• Excel-based searchable database of results

• Photographic documentation

6. Period of Performance

All work, including field survey, reporting, and final deliverables, shall be completed within 180 calendar days from contract award.

7. Government-Furnished Support

- Access to all areas required for inspection

- Facility drawings and documentation (as available)

8. Contractor Responsibilities

- Provide all necessary tools, ladders, PPE, and data collection devices

- Adhere to VA safety protocols

- Coordinate with facility personnel to avoid disrupting patient care

- Perform inspections only (no bolt replacements allowed)

Insulation that obstructs inspection access must be handled with care:

- Photograph pre- and post-inspection insulation conditions

- Minimize insulation removal and use appropriate techniques

- Restore insulation to its original state or apply temporary covers as needed

- Log all disturbed insulation areas

9. Qualifications

The contractor shall provide documentation with the proposal demonstrating:

- Minimum five years of experience with industrial steam and hot water systems

- At least two completed survey projects within the past three years

- Relevant certifications (pipefitter or mechanical technician)

- Resumes of key personnel with experience in fastener identification

- Familiarity with VHA specifications and procedures

10. Site Access and Conduct

- Work hours: Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding federal holidays

- After-hours work requires COR approval

- All contractor staff must wear VA-issued badges visibly at all times

- Professional conduct is expected; no disruption of hospital operations

- Use of tobacco or vaping is prohibited on VA property

- Contractor vehicles must park in designated areas only

11. Data Security and Privacy

All data generated under this contract is the property of the Department of Veterans Affairs. Unauthorized disclosure or distribution is prohibited.

12. Restoration of Access Areas

Any temporarily removed panels, insulation, or barriers shall be restored to their original condition unless otherwise instructed by the COR.

13. Technical Evaluation Criteria

Technical proposals will be evaluated based on the following criteria:

- Demonstrated experience with steam and hot water systems (30%)

- Personnel qualifications and certifications (25%)

- Prior similar project performance and references (20%)

- Proposed methodology and understanding of VA expectations (15%)

- Completeness and clarity of proposal submission (10%)