36C25526Q0189.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

NCO VISN 15

CONTRACTING SPECIALIST: LISA FISCHER

Lisa.Fischer1@va.gov 913-946-1993

PLACE OF PERFORMANCE

1 Jefferson Barracks Dr and

915 North Grand Blvd

Saint Louis MO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT 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.

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.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Annual Airflow Certification for the Saint Louis VA Medical Center John Crochan at 915 North Grand Blvd Saint Louis, MO 63106 and Jefferson Barracks at 1 Jefferson Barracks Drive Saint Louis, MO 63125.

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below.

Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)

Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above. If so, please provide the contract number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your SAM’s UEI number.

Responses to this notice shall be submitted via email to Lisa Fischer at Lisa.Fischer1@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday February 27th, 2026, by 1500 PM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

JOHN COCHRAN AND JEFFERSON BARRACKS STL VAMC

PERFORMANCE WORK STATEMENT (PWS)

Air Changes per Hour (ACH) Certification

St. Louis VA Health Care System – John Cochran and Jefferson Barracks Divisions

1. General The St. Louis VA Health Care System (VASTLHCS), including the John Cochran and Jefferson Barracks Divisions, requires annual Air Changes per Hour (ACH) certification testing of the HVAC systems and components serving defined spaces in Building 1 at the John Cochran Division and Buildings 53 and 55 at the Jefferson Barracks Division. The purpose of this testing is to verify that ventilation performance and pressure relationships meet applicable VA, industry, and accreditation standards for patient care and support areas.

The annual certification shall:

· Measure the air volume supplied to and/or exhausted from each defined space and calculate ACH.

· Evaluate duct leakage (airtightness) where applicable.

· Verify required pressure differentials between spaces.

· Identify areas that do not meet minimum ACH or pressure requirements and recommend corrective actions.

All work shall comply with, at a minimum:

· ASHRAE 170-2013 (Addendum k), Ventilation of Health Care Facilities.

· VHA Directive 1116(2), Sterile Processing Services (SPS).

· VA Office of Construction & Facilities Management Design Manuals (PG-18-10).

· The Joint Commission, ventilation, air filtration, and air changes in critical areas (Standard EC.02.05.01 EP15).

· Applicable NFPA and OSHA requirements.

2. Background St. Louis VASTLHCS is an integrated healthcare system consisting of medical centers and community-based outpatient clinics. Services under this PWS will be performed at the main medical center campuses listed herein; any contractor travel costs are the responsibility of the contractor.

The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve within the health care system. The contractor shall accommodate such changes within the scope of the contract, with any corresponding pricing or schedule adjustments processed through formal contract modification.

3. Place of Performance ACH certification is required at the following locations:

· John Cochran Division

· 915 N. Grand Blvd., St. Louis, MO 63106

· Building 1

· Jefferson Barracks Division

· 1 Jefferson Barracks Dr., St. Louis, MO 63125

· Buildings 53 and 55

4. Frequency of Service Services shall be performed annually, or as otherwise directed in writing by the Contracting Officer (CO).

5. Areas to be Tested The estimated rooms and spaces to be tested, including required pressure relationships and minimum ACH, are listed in Table 1 for John Cochran and Jefferson Barracks. These lists are estimates for planning and pricing purposes; the Government may adjust specific rooms or add comparable spaces during the contract period of performance by written direction of the CO or COR.

Table 1 – Representative Rooms for ACH Certification (John Cochran and Jefferson Barracks – ORs, isolation rooms, ante rooms, pharmacy USP 797/800 areas, cardiac cath labs, bronchoscopy suites, Endo/GI labs, and related critical spaces, with indicated positive/negative pressure and required ACH values.)

John Cochran

Jefferson Barracks

The contractor shall:

· Verify the spaces actually served by the systems under test.

· Test all rooms listed in the final, Government-approved room list each year.

· Note any inaccessible or out-of-service spaces and explain in the report.

6. Days and Hours of Operation Normal hours of performance are Monday through Friday, 7:00 a.m. to 4:00 p.m., excluding Federal holidays. Due to clinical needs, portions of the work may be required during evenings, nights, or weekends; such work shall be coordinated in advance with the COR.

The contractor shall coordinate all access to occupied clinical areas (e.g., ORs, isolation rooms, Endo/GI) so that testing minimizes impact to patient care and complies with infection control requirements.

7. Contractor Qualifications and Certifications The contractor shall:

· Have significant experience performing ACH and ventilation testing in large medical centers or comparable complex facilities.

· Be an accredited Testing, Adjusting and Balancing Bureau (TABB)-certified firm for the testing performed under this contract.

· Hold a valid Class A Air Conditioning and Refrigeration Contractor’s (ACR) license with appropriate endorsements, as required by jurisdiction.

· Utilize a TABB-certified supervisor and TABB-certified technicians to perform field work.

The contractor shall not subcontract labor and supervision without prior written approval from the CO. If subcontractors are used, their qualifications and certifications shall meet the same requirements as those of the prime contractor’s personnel performing similar work.

8. Performance Requirements The contractor shall provide all labor, materials, instruments, equipment, supervision, and incidentals necessary to perform annual ACH testing and certification for the identified HVAC systems and spaces. At a minimum, the contractor shall:

· Measure airflow (supply, return, exhaust as applicable) for each designated space using calibrated instruments and accepted NEBB or AABC procedures.

· Calculate ACH for each space based on measured airflow and room volume.

· Verify pressure relationships (positive/negative/neutral) relative to adjacent spaces using appropriate differential pressure measurement.

· Compare measured results to required design values and applicable codes/standards.

· Identify any deficiencies (e.g., ACH below minimum, incorrect pressure relationship, excessive variance from design).

· Provide recommendations to correct deficiencies (e.g., damper adjustments, balancing, control changes, or design review), recognizing that corrective work itself is outside the scope unless separately ordered.

Testing and certification shall be conducted in accordance with:

· ASHRAE 170-2013 (Addendum k).

· The design criteria for the existing HVAC system and relevant VA design standards.

· Current NEBB or AABC Procedural Standards for Testing, Adjusting, and Balancing of Environmental Systems.

9. Infection Control and Housekeeping Infection control is critical in all medical center facilities. The contractor shall:

· Follow VA infection prevention and control policies, including use of barriers, containment methods, and cleaning procedures as directed by the facility.

· Minimize dust and airborne particles during testing activities.

· Remove any dust and debris generated by testing and leave work areas in a clean condition acceptable to the COR.

10. Special Contract Requirements The contractor shall provide a brief company profile that includes full legal name, primary and branch office locations, years in business, and description of relevant services. The contractor shall maintain an effective contingency plan to ensure uninterrupted performance (e.g., backup personnel, equipment, and scheduling strategies) at no additional cost to the Government.

The contractor is responsible for supervising subcontractors and suppliers and ensuring contract compliance. Any changes to proposed subcontractors or key suppliers shall be submitted to the CO at least thirty (30) days prior to implementation, along with any required licenses, permits, or certifications.

11. Contractor Personnel and Key Personnel The contractor shall designate a contract manager/project manager who has full authority to act for the contractor on all matters relating to daily operation of this contract. The contractor shall provide the name and contact information (during and after hours) for the contract manager and at least one alternate in writing to the CO.

All contractor employees:

· Shall wear appropriate personal protective equipment (PPE) required by OSHA, VA policy, and the nature of the work.

· Shall wear visible identification badges while on VA property.

· Shall receive training necessary to safely and competently perform the required tasks.

Any changes in contract manager or other designated key personnel shall be provided in writing to the CO at least forty-eight (48) hours prior to the change, or as soon as practicable in emergencies.

12. Safety, Health, and Protection of Property The contractor shall be fully responsible for the safety of its personnel and protection of Government property during performance. The contractor shall:

· Comply with all applicable Federal, State, and local safety and health laws and regulations, including OSHA.

· Take necessary precautions to protect patients, visitors, staff, and property at each location.

· Repair or reimburse the Government for any damage to buildings, finishes, or equipment resulting from contractor operations, including painting, refinishing, or replacement as needed.

The contractor agrees that personnel and equipment are subject to safety inspections by Government personnel while on VA property.

13. Permits and Licenses Without additional expense to the Government, the contractor shall obtain and maintain all licenses, permits, and approvals required to perform the work described in this PWS. The contractor shall ensure compliance with all applicable Federal, State, and municipal codes and regulations.

14. Quality Assurance The contractor shall implement a Quality Assurance plan appropriate to the scope and risk of the work. The plan shall describe:

· Internal procedures to ensure that testing methods, measurements, and calculations are accurate and repeatable.

· Instrument calibration practices and records.

· Internal review of reports before submission.

· Measures used to ensure timely completion and responsiveness to VA inquiries.

The Government may monitor performance through report reviews, field observations, and other surveillance methods, and may require corrective action if quality standards are not met.

15. Communication and Project Management The contractor shall maintain effective communication with the COR and other designated VA staff throughout the period of performance. At a minimum, the contractor shall:

· Be capable of sending and receiving email and participating in phone or virtual meetings.

· Coordinate schedules, access requirements, and infection control measures in advance.

· Promptly communicate any conditions that may delay testing or affect patient care areas.

The project management approach shall identify the contractor’s organizational structure for this contract, including roles, responsibilities, and escalation procedures for resolving technical or performance issues.

16. Reports The contractor shall submit a separate, detailed ACH report for each location to VA Engineering no later than two (2) weeks after completion of testing at that location. Each report shall, at a minimum, include:

· Report title and date.

· Certification statement, including signature of the responsible TABB professional.

· Table of contents.

· Executive summary and remarks.

· List of test instruments with calibration information.

· Abbreviations and definitions used.

· Detailed tabulated results for each room/space (measured airflows, calculated ACH, required ACH, required pressure relationship, measured pressure differential, and pass/fail indication).

· Description of any deviations from NEBB or AABC standard procedures, if applicable.

The report shall:

· Reflect system measurements obtained in accordance with current NEBB or AABC standards.

· Note any variances from design quantities that exceed NEBB or AABC tolerances.

· Clearly identify deficiencies and provide recommended corrective actions.

· Include narrative notes and comments as needed to explain system conditions and test results.

17. Capabilities and Relevant Experience (For Proposal Instructions, if used with an RFQ/RFP) If this PWS is used in a solicitation, offerors may be required to provide:

· A description of corporate capabilities to perform ACH testing in large medical facilities.

· Past performance information for at least three relevant contracts completed within the last two years, including points of contact, contract numbers, contract type, dollar value, dates, and brief work descriptions.

18. Administration

18.1 Facility Orientation

The COR will provide an initial orientation of the facility and applicable procedures at the start of the contract. The contractor shall orient any new employees thereafter in facility-specific requirements, including safety, security, and infection control.

18.2 Accident Reporting

In the event of an accident on VA property or involving Government personnel or property, the contractor shall immediately notify VA Police and the COR. A written report shall be provided to the CO and COR and include:

· Date and time of occurrence.

· Location.

· Personnel involved.

· Description of events and circumstances in chronological order.

· Corrective action to prevent recurrence.

18.3 Federal Holidays

Work requiring VA staff support or access to certain areas may not be scheduled on Federal holidays unless specifically approved by the COR. Recognized holidays include New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

18.4 Invoices

Payment will be made no later than thirty (30) days after receipt of a proper invoice, validated by the COR, and submitted via the VA’s designated electronic invoicing system. A proper invoice shall include:

· Invoice number and date.

· Contractor’s name and address.

· Valid purchase order or contract number.

· Dates services were performed.

· Location(s) of service.

· Total amount due, with any required supporting detail.

19. Contracting Officer’s Representative (COR) The COR will be designated in the contract award document. A sample COR designation is:

· Name: TBD

· Title:

· The COR is responsible for technical oversight and monitoring of performance but is not authorized to change the terms and conditions of the contract.

Sources Sought Notice