36C24922Q0157_SourcesSoughtNotice.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Sascha Hertslet sascha.hertslet@va.gov 615-225-6664

PLACE OF PERFORMANCE

James H. Quillen VA Medical Center

Building 200 Wing B2

Mountain Home TN

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

**This is not a request for proposals, bids, or quotes. This notice is purely to find capable contractors who can meet this requirement and assess whether a set-aside is warranted and that all products and services sought can be acquired commercially or not from foreign and/or domestic sources.**

Providing a general capability statement that is not tailored to this sources sought notice will consider you ineligible from further consideration.

The Department of Veterans Affair’s (VA) Network Contracting Office (NCO) 9 supporting James H. Quillen VA Medical Center, Mountain Home, TN 37684 is seeking interested and qualified vendors to provide Construction services (aka: The Requirement) called for in the attached Statement of Work (SOW).

The NAICS code is 238220 and has a small business size standard of $16.5 million.

The product service code (PSC) is K041.

The anticipated magnitude of construction is $250,000.00 - $500,000.00.

Set-Aside- To Be Determined.

Government anticipates a tentative solicitation date on or about 3/4/2022, with a tentative opening of bids (unless a negotiated procurement is required) 30-days later, on or about 4/4/2022, and tentative contract completion date on or about 8/2/2022.

There is currently no charge expected for any solicitation documents.

Any plans available for inspection without charge will be available from the engineering office at the affected site in the SOW.

Government does anticipate solicitation with a site visit clause/provision.

Government expects the prime contractor to be on site throughout the period of performance.

State your business name and DUNS number.

State the type of contractor you are – e.g. electrical, general, HVAC, etc.

State if you are a manufacturer, distributor, reseller, installer, repairer, or a combination of any of those to which the list is not all inclusive of any of the potential supplies and services for this requirement.

State your business focus

State what work you can perform and what work you would subcontract.

State how many employees you have.

State how you would get to the jobsite.

State the type of licenses or equivalent and certificates that relate to this requirement you have.

State if you have sufficient stock/inventory of supplies on-hand, or not.

State if the products/supplies are made in the USA or outside the USA.

State the number of recent and relevant projects like this requirement with other Government and nongovernmental entities performed in the last three years.

State the Federal Government contracting vehicles (IDC, BPA, etc.) applicable to this requirement, if any.

State any concerns and/or ambiguity in the attached SOW and Spec documents

Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information received or submitted. After a review of the responses received, a solicitation (in the form of an IFB, RFP, RFQ, combined synopsis/solicitation etc.) may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.

STATEMENT OF WORK

Project No. 621-22-133 Bldg. 200 Wing B2 Renovate VAV Controls James H. Quillen VA Medical Center Mountain Home, Tennessee

PART A – GENERAL

Introduction - The James H. Quillen VA Medical Center (JHQVAMC) has a requirement to renovate the 26 Variable Air Volume (VAV) controls and add a new VAV box (Room B249) with reheat and DDC controls in Bldg. 200 Wing B2. This project will include removal of the existing pneumatic controls including: the pneumatic actuator on the VAV box, the pneumatic reheat valve, and the pneumatic thermostat. These pneumatic controls will be replaced by direct digital controls (DDC): VAV controller with integrated geared actuator, an electronic geared reheat valve, and an electronic thermostat. These DDC controls will connect to the Mountain Home VAMC’s existing Computrols system.

1) Scope of Work:

a) The controls contractor shall furnish all labor, materials, programming, and installation of the low voltage components (1 - 8LX controller, 26 - VAV controllers, 26 - discharge air temperature sensors, and the 26 - MN-S3 room temperature sensors) and a VAV controller, reheat valve, discharge air temperature sensor, and a room temperature sensor for the new VAV box with reheat coil for room B249. The electrical contractor will pull 120Vac power to every VAV box. The controls contractor will wire the reheat valve actuator, installed by mechanical contractor, to the VAV controller. The controls contractor shall install, startup, checkout, Computrols integration and graphics on the Computrols system for the B2 Wing in Bldg. 200 at the James H. Quillen VA Medical Center. The controls will work to maintain the temperature set point in the controlled room by varying the VAV’s CFM between the VAV boxes’ maximum and minimum CFM settings. In the heating mode the VAV box will damper the CFM down to the minimum CFM setting and then modulate the reheat water valve open to maintain the room temperature set point. The controls contractor will train the Mountain Home Maintenance personnel on the operation of the new VAV controllers.

b) The mechanical contractor will install all 26 of the new reheat valves, supplied by the controls’ contractor, for the existing VAV boxes. The mechanical contractor shall furnish and install a new VAV box with hot water reheat for room, B249. The VAV box will be sized to make room, B249, positive air pressure to it’s surroundings. The new VAV box will need to be connect to the main supply air duct and to the heating water piping. The mechanical contractor shall cap the exhaust in room, B249.

c) The electrical contractor will furnish and install materials to provide 120Vac power to the 27 VAV boxes. This electrical power will be pulled from 2 circuit breakers in mechanical room, A223, electrical panel, 2AN4, circuits #4 and #6.

d) The controls contractor will be required to demo all the pneumatic controls.

e) All equipment to complete the scope of work shall be new, not used, remanufactured, or refurbished.

f) Demo and disposal of all equipment being removed. Barriers will need to be removed and reinstalled if required to remove equipment.

2) Construction Logistics

a) The work will be scheduled for after hours, after 5:00pm and weekends. Most of the controls and mechanical work will be in individual rooms, 2 rooms at a time. Most of the electrical work and 2 VAV boxes will be work on in the corridor of B2. This work will be coordinated with the management of the Bldg. 200 Wing B2.

b) VA will complete the Infection Control Risk Assessment (ICRA.)

c) Temporary barriers shall be provided by VA as required by Infection Control.

d) Contractor should limit the number of ceiling tiles removed to not more than 2 at one time, otherwise an open ceiling permit will be required.

e) Contractor work routes will need to be established with the VA.

f) Employees and patients will need adequate access to have means of egress during construction.

g) Schedule shall include a minimum of 7 days for Contractor to remove and reinstall barriers after-hours, install wayfinding and signage, and complete pre-demolition activities for each phase.

All selections of materials shall be in compliance with applicable standards and codes described in VA Program Guides & Design Specifications and shall be determined in coordination with Interior Designers at the VA facility. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL): http://www.cfm.va.gov/til/.

***COVID 19 REQUIREMENTS: Employees working onsite may be required to adhere to additional medical screening and/or testing as related to COVID-19. Testing and documentation provided at the contractor’s expense. Additional PPE requirements such as face coverings, goggles, gloves, etc. may be required at specified locations.***

PART B – WORK REQUIREMENTS

1) Supervision/Communication - The contractor shall provide support which shall include:

a) Single Point of Contact: Contractor will designate a representative as project manager to act as a point of contact during the planning, submittal, and construction phase of the period of performance. The contractor shall also designate a Site Superintendent that shall be present when work is being performed on site at the VA. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent.

b) Manufacturers’ Representatives: Contractor will identify each manufacturer’s representative to answer any questions regarding product and service requests.

c) The contractor shall establish a tentative delivery date for all equipment within 60 calendar days of the notice to proceed (NTP).

d) The contractor shall update the COR of any changes to the delivery date bimonthly or immediately upon notification from the plant that there is a delay so to schedule the outage and resources more accurately for the demolition and installation of the equipment.

e) Any work that requires an electrical or HVAC shall be coordinated with the COR with a minimum of five (5) days’ notice if it affects a patient care area and a minimum of a three (3) days’ notice if it affects an administrative area.

f) Submit product data, shop drawings, samples, fabrication specifications and installation instructions as specified in GENERAL REQUIREMENTS and as described herein.

g) Submit electronic copies of manufacturer’s data shop drawings and instructions. (no USB drives).

h) Submit test data from independent testing agencies indicating that all performance characteristics specified have been complied with. (no USB drives).

2) Planning and Drawing - Contractor will coordinate installation and phasing schedules with the COR and provide the following:

a. Control schematics for the new equipment.

b. Wiring diagrams and cable/conduit schedules.

c. Factory test reports for the equipment, if applicable.

d. All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Contractor. The Contractor agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Contractor, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic) upon request of the VA. Unless otherwise provided in this contract, the Contractor shall have the right to retain copies of all such materials beyond such period.

e. Contractor shall provide “as-built” installation drawings to the COR upon project completion.

f. On-site commissioning, which includes oversight of the demolition of the existing equipment, new equipment installation and functional testing of the equipment.

g. Coordination of any subcontractors required for the demolition and installation of the new equipment, including any rework of the existing wiring and conduit to terminate the existing wiring to create a fully functional system.

h. The Contractor shall develop and provide a detailed schedule in Microsoft Project® or other approved scheduling software for completion of all Design Stage activities, tasks, and submissions required herein, leading up to and including the final design development submission(s). After the Contractor receives notice to proceed with the Construction Stage work, the Contractor shall provide and maintain a detailed schedule in Microsoft Project® for completion of all Construction Documents Phase activities, tasks, and submissions required herein. The Contractor schedules shall itemize all required submission dates and review durations and must conform to the milestones and durations provided in the COR overall schedule and the Submission, Review.

i. After construction begins, the Contractor shall conduct a weekly progress meeting(s) and weekly subcontractor meeting(s). A COR representative and/or approved delegate will attend. The Contractor shall also attend construction oversight meetings with representatives from the COR and the project team monthly.

3) Site Visits - The contractor shall coordinate the following site visits with the James H. Quillen VA Medical Center’s COR and the Contractor’s representative:

a. The contractor shall visit the project site to investigate the information shown on any Government-Furnished drawings, record (as-built) drawings, and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness.

b. The contractor shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The contractor shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the contractor. The contractor’s failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

c. A post-award walkthrough prior to ordering materials and fixtures to field verify all measurements and existing conditions. If necessary, the contractor communicate any noted differences based on the site walkthrough to the COR.

d. Contractor’s representatives and COR shall be present for a post-installation walkthrough to assess, document, and address any punch-list items.

4) Deliveries - Deliveries of materials and equipment shall be made at times when the Contractor and/or the Subcontractor are available to accept. The VA will not be responsible for accepting, receiving or storing Contractor's and/or Subcontractor's delivered materials.

5) Final Inspection and Acceptance - Contractor’s representative and COR shall be present for a post-installation walkthrough to assess, document, and address any punch-list items.

a. Upon identification of punch-list items, contractors shall submit a remediation plan to correct deficiencies to the COR within two (2) working days.

b. Contractors shall prepare and provide inventory spreadsheet outlining excess or unused materials and deliver those items to the main campus’ storage warehouse at the James H. Quillen VA Medical Center or coordinate storage location with the COR.

c. Controls contractor shall provide a detailed list of installed property. All items that can be identified by make, model, and serial number for the purpose of routine maintenance, repair, or replacement of minor and major components unique to that products assembly or system shall be included.

PART C - SUPPORTING INFORMATION

1) Place of Performance - James H. Quillen VAMC, Building 200 Wing B2, Mountain Home, TN 37684 (See attached drawing, VAV Box Renovation in Bldg. 200 Wing B2)

2) Period of Performance - All work shall be completed within 120 calendar days from the issuance of the Notice to Proceed (NTP).

3) Scheduling - Work will be performed after normal business hours Monday-Friday, 7:30AM to 4:30PM. All other work that is required to be performed outside of established hours will need to be approved and coordinated with the COR, 10 workdays in advance. The schedule shall be coordinated with the COR prior to submission. If the COR determines a change in schedule is required, which will affect a planned outage or require an additional outage, the COR shall propose a change in schedule.

4) Security Requirements - Contractor personnel are required to obtain VA identification badges or temporary badges for certain subcontractors where approved by the COR. Badges are required to be worn and visible at all times.

5) COVID 19 Requirements: Employees working onsite may be required to adhere to additional medical screening and/or testing as related to COVID-19. Testing and documentation provided at the contractor’s expense. Additional PPE requirements such as face coverings, goggles, gloves, etc. may be required at specified locations.

6) The Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required.

7) Smoking Policy - The Contractor shall not allow smoking on campus. VA Mountain Home is a smoke-free facility. Violators may receive a warning or be issued a citation.

8) Parking/Traffic Regulations - Parking Permit Request form must be completed if required. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.

9) Access and Outages – The contractor shall coordinate access needs and system outages well in advance of scheduled work, but not less than 10 working days, with the COR. Contractor is responsible for investigation and research with regard to these areas and systems. System outage durations should be limited to reduce impact on other facility services, patients, visitors, and staff.

10) Contractors will report to the Bldg. 37, Engineering, to sign in went they arrive on the VA campus. The contractors will report to Bldg. 37 at the beginning of every work day.

11) Contractors, contractor personnel, subcontractors and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

12) All contractor personnel shall be required to complete the “VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information” and submit to the COR prior to beginning work on site.

13) All contractor personnel shall be required to review the “Contractor Rules of Behavior” agreement and Acknowledge and Accept the agreement and submit to the COR prior to beginning work on site.

14) Due to the scope of work, VA Directives and Handbook 6500, the IT security requirements for certification and accreditation (C&A) requirements do not apply to this project.

15) Contractors that will be on site for more than a week shall obtain VA issued ID badges. The ID badges can be obtained for the length of the project, via the PIV services. In the interim, temporary badges will be issued daily until the permanent badges are acquired. Subcontractors that will be on site for less than a week will not be issued permanent badges and will be issued temporary badges daily. Any contractor without a badge will have to be escorted.

16) The contractor will be supplied keys to access the areas necessary to complete the SOW. If keys cannot be supplied for specific areas, the contractor will be escorted into those areas by VA personnel. The supplied keys shall be returned to the COR upon completion of the contract.

17) Noisy and Disruptive Work – The contractor shall limit impact of work activities with respect to noise, vibration, material transport and the like through scheduling, engineering controls, equipment selection, and advanced coordination with COR. Work activities shall not detrimentally impact continuous operations at the facility.

ATTACHMENTS

1. Mechanical Building 200 B and C Wing.

2. Electrical Layout for Bldg. 200 B2 Wing Ranovate VAV Controls

3. VAV Box Schedule

4. Job Location.

5. Building 200 Wings B and C HVAC

6. Building 200 Wings B and C Heating Water Plumbing

Attachment – 1 - VAV Box Renovation in Bldg. 200 Wing B2 Attachemnt -2 - Electrical Layout for Bldg. 200 B2 Wing Ranovate VAV Controls

Attachment -3- VAV Box Schedule

Attachment -4- Location of the Work on the Mountain Home Campus (End of Statement of Work)

See attached document: Specs for 621-22-133 Bldg 200 Wing B2 Renovate VAV Controls.

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