36C25625Q0375 - Sources Sought.pdf

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI)

*=Required Field Presolicitation Notice

SUBJECT* Preventive Maintenance on AC Units

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39157

SOLICITATION NUMBER* 36C25625Q0375

RESPONSE DATE/TIME/ZONE 04-22-2022 17:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

SET-ASIDE

PRODUCT SERVICE CODE* J041

NAICS CODE* 238220

PLACE OF PERFORMANCE OVERTON BROOKS VA MEDICAL CENTER

510 E. STONER AVENUE

SHREVEPORT

POSTAL CODE LA

COUNTRY 71101

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS NCO 16 Contracting Office

Department of Veterans Affairs

715 South Pear Orchard Rd

Plaza One, 4th Floor

Ridgeland MS 39157

POINT OF CONTACT*

Jimmie E. Frost

601-362-4471 x56333

Jimmie.frost@va.gov

DESCRIPTION

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS

NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the

Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the

Government. Information submitted in response to this notice is voluntary; the

Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal

Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

STATEMENT OF WORK

1. DESCRIPTION OF SERVICES:

a. Vendor is to provide labor and materials to replace 21 window a/c unit filters and 814 “Merv 8” filters in fan coil units per schedule on a bi-monthly basis. (See attached listing). Algaecide (pan) tablets (VA supplied) will be added twice a year to each drain pan on all fan coil units listed on attachment, and each unit to be vacuumed inside/outside of door to remove any dust while replace filters. Fan coil unit's motor to be oiled (VA supplied) twice a year.

b. The contractor shall provide window unit polyester filter material ,1/2" thick, webbed (uniform containing no holes or lumps), performance tested by American Society of Heating Refrigerating and Air-Conditioning Engineers (ASHRAE) standard average efficiency 32%, average dust holding capacity 97 Grams per square foot, UL (Underwriter laboratories) class 2 listed. Contractor shall provide properly fitted “Merv 8” filters for 786 Fan coil units listed on the schedule. Additionally, contractor shall provide “Merv 11” filters for 28 fan coil units which are designated “clean rooms”.

c. The contractor shall remove the existing filter material from fan coils, and window a/c units as carefully as possible, so as not to spread the dust clinging to the filter element and replace with a like filter as listed above. Old filter shall be immediately bagged and removed daily from station and disposed of by contractor. This shall be accomplished once every two months (six times a year) beginning at the start of contract. Filters in the units will be changed at an interval of no more/less than 60 days.

d. The VA shall provide the oil, and algaecide (pan)tablets for placement. These tablets shall be placed in drain pans, or auxiliary drain pans away from drain holes, so as not to cause blockage of the drains. This will be accomplished twice a year. Material Safety Data Sheet for Algaecide (pan) tablets is kept in the HVAC shop and can be inspected upon request. Also, upon request, a copy may be provided to the contractor by the HVAC shop. Requests must be made to the HVAC Shop to order supplies of oil and Algaecide (pan) tablets when quantity is low.

e. The contractor shall clean and remove all debris and/or smudges from units as filter change is completed. All dust shall be vacuumed from return grill face and units wiped down. Contractor shall report maintenance problems. If room is not accessible, room number shall be noted. Contractor must inform the COR at the end of every week of non-accessible rooms. COR will schedule access to the room while accompany the contractor back to the room.

2. REQUIRED MAINTENANCE SCHEDULE:

By contract notice to proceed of each contract year, contractor shall submit a schedule for approval to the COR, listing proposed dates for required services to be performed.

The worker is required to be scheduled during normal working hours. Monday thru Friday 0700-1630. Weekend and/or outside normal duty hours must be made 2 weeks in advance. Once schedule is approved, any deviation must be approved by the COR prior to work beginning.

a. Contractor must always sign in and out daily when onsite.

b. Twice each contract year - Add Algaecide (pan) Tablets, oil fan motor, if applicable (oil provided by VA).

c. Bi-Monthly - filter change on all fan coil units, vacuum inside/outside of door to remove any dust, and wipe off smudges/fingerprints.

d. Contractor must report completed work by using the attachment as a checklist.

Contractor must provide proof of completion of work by capturing progress with photographs. Provide this documented report on weekly basis to ensure work has been completed. Deliver photographs of completed worked using email with file sizes less than 30mb. Refer to attachment for further details.

3. FEDERAL HOLIDAYS:

The following are federal holidays: New Year's Day, Martin Luther King Jr. Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas day.

4. TERM OF CONTRACT:

The contract period will be for a base period with four (4) one (1) year option periods if exercised.

5. GOVERNMENT FURNISHED SUPPLIES:

1 gallon of Motor oil for Fan Coil Units, and (800) Algae tablets for drain/auxiliary drain pans.

6. ATTACHMENT:

Locations of Fan Coil Units and window units listed attachment. See map below

Building Map