36C25926Q0581.docx

Sources Sought Notice Sources Sought Notice FIRE AND SMOKE DAMPER REPAIR SERVICES Sheridan VAMC

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting Officer Kenneth Finchum kenneth.finchum@va.gov 303-712-5746

PLACE OF PERFORMANCE

Sheridan VAMC

1898 Fort Road

Sheridan

WY

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Sources Sought Notice - FIRE AND SMOKE DAMPER REPAIR SERVICES Sheridan VAMC Disclaimer:

This Request for Information (RFI) is issued solely for market research information and planning purposes 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.

Information Requested from Industry:

1) In response to the Sources Sought, interested Contractors shall submit the following information and any Capabilities/Qualifications Statement to include but not limited to an overview of proposed solution(s) and a description of the product your company possesses in accordance with the Statement of Work draft / Salient Characteristics List.

2) Responses to market research table questionnaire shall be submitted. If this information is not provided, then it will be assumed the entire requirement cannot be met.

Description of Requirement:

The Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office 19 (NCO 19) is conducting a market survey and is seeking potential sources for FIRE AND SMOKE DAMPER REPAIR SERVICES Sheridan VAMC for the Sheridan WY. VA Medical Center. This Sources Sought Notice is issued for information and planning purposes only. This is not a solicitation or a request for proposal and shall not be construed as an obligation or commitment by the Government. An award will not be made on any offers submitted in response to this notice, and it shall not be implied the Government is committed to providing any solicitation or award following this notice. The Government will not pay for any information received in response to this request, nor will the Government compensate a respondent for any costs incurred in developing the information provided.

Requirement Item

Cost of Repairs per damper tested. /Damper Repairs, fuel/Admin charge. Total estimated cost $XXXXXX

Required Salient Characteristics OR SOW Requirements:

VHA DIRECTIVE 7717, Quality Assurance Surveillance Plan Damper Repairs, SOW Attached

In response to this announcement, please provide the information requested below requested in this market research table questionnaire. If this information is not provided, then it will be assumed the entire requirement cannot be met:

NAICS Code:

Company Name:

Address:

UEI (Unique Entity ID) Number:

Contact Name:

Phone No.:

Email:

Business Size Information - Select all that applies:

· Small Business

· Emerging Small Business

· Small Disadvantaged Business

· Certified under Section 8(a) of the Small Business Act

· HUBZone

· Woman Owned

· Certified Service-Disabled Veteran Owned Small

· Veteran Owned Small Business

· Large Business

FSS/GSA Contract Number:

Effective Date/ Expiration Date:

Available pricing structure of proposed solution (select all that are applicable below.

(CPRR) Cost Per Reportable Result

Cost Per Test(CPT)

Reagent Rental Agreement

Equipment Rental with Reagent Purchase

Fixed Monthly Charge

Firm-Fixed Price

Other: (Please explain)

Federal Acquisition Regulation (FAR) Market Rearch Questions:

Buy American Act RFO 52.225-1 and RFO 52.225-2 Buy American Certificate – What percentage of the proposed product (including leases and rentals) is a:

1. Domestic end product? _____________ (%)

2. Foreign end product? _______________ (%) Country of Origin:

Questions for Small Businesses ONLY:

Limitations on Subcontracting RFO 52.219-14

1. What percentage of the work would be subcontracted to another company? ________

2. What is the business size of the subcontractor?______

Per RFO 52.219-14 the following conditions must be met:

Services (except construction), it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract;

Supplies (other than procurement from a nonmanufacturer of such supplies), it will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both supplies and services, the 50 percent limitation shall apply only to the supply portion of the contract;

3. If subcontracting, what added value do you offer (RFO 52.215-23):

4. Nonmanufacturer Rule (RFO 52.219-33):

a. Does your company manufacturer these proposed items? [ ] yes [ ] no

b. Does your company exceed 500 employees? [ ] yes [ ] no If yes, list # of employees: _________

c. Does your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? [ ] yes [ ] no

d. Does your company take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? [ ] yes [ ] no

e. Does your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406. [ ] yes [ ] no If yes, what is the manufacturer’s name? ________________

Response Instructions:

1. Do not provide more than 8 pages, including cover letter page.

1. Submit your response via email to kenneth.finchum@va.gov

1. Submit your response NLT 08:00 (EST) on Wednesday, July 8, 2026.

1. Mark your response as “Proprietary Information” if the information is considered business sensitive.

1. VA has identified the appropriate North American Industry Classification System (NAICS) Code 561720 Janitorial Services Please identify and explain any NAICS codes your company believes would better represent the predominant work included in the attached Statement of Work.

(End of Sources Sought)

STATEMENT OF WORK

SECTION 1 - GENERAL: DAMPER REPAIRS

1.1 This statement of work is for performance of repair services for correction of smoke and fire damper deficiencies as identified in reports from the February 2026 inspections conducted by Remedi8. This request is also meant to allow for a contract modification for the correction of deficiencies found during the course of work associated with this contract. Many of our dampers were not accessible for testing during the February 2026 inspection. Therefore, once access is gained, it’s our intent that all subsequent deficiencies need to be repaired with this contract work leaving Sheridan VAMC with no existing deficiencies once this period of performance is complete. Requested services are in support of the Sheridan VA Medical Center. The contractor shall provide appropriate personnel for these duties at the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY.

a. Hours of work are defined as Monday through Friday from 7:30 a.m. to 4:00 p.m., excluding Federal holidays or as otherwise arranged with the Contracting Officer Representative (COR).

b. The eleven holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day, and any other day declared by the President of the United States to be a national holiday.

1.2 Background: The Sheridan VA Healthcare System (SVAHCS) conducted inspections of fire, smoke and combination dampers during the week of 16 February 2026. The inspections resulted in five (5) buildings with a combined total of twenty-four (24) dampers which were non-compliant. The buildings that pertain to this SOW and require repairs are Buildings 4,6,9,64 and 71.

1.1

1.3 Objective #1: Perform damper repairs, modification and re-inspection of deficient dampers already identified to accomplish compliance with National Fire Protection Association (NFPA) and The Joint Commission (TJC) standards.

1.4 Objective #2: Provide repair estimates for any newly identified deficiencies which may not have been discovered during the February 2026 inspections for various reasons.

1.4.1 This could be for inspections of previously obstructed dampers which when access is gained may reveal undiscovered deficiencies which need correction.

1.4.2 This also covers any damper deficiency discovered within the buildings pertaining to this SOW. Any modification to an Heating, Ventilation and Air-Conditioning (HVAC) system can reveal previously undiscovered problems or create new ones within the system being tested. Repair estimates should be provided for these areas as well.

1.5 This contract period of performance should be for a term of 240-days from contract award for the completion of ALL repairs to include already identified deficiencies, as well as any newly discovered deficiencies discovered during initial repairs.

1.6 The POP identified above is to allow for the extreme possibility of a contract modification need due to other deficiencies being found in untested areas, as well as the delays still being experienced which stem from the covid-19 pandemic.

SECTION 2 – REQUESTED SERVICES:

2.1 Contractor shall provide services, equipment, staff, and tools necessary to repair, inspect and test smoke and fire dampers in the below identified buildings at the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY 82801. All services shall be in accordance with TJC and NFPA 80, 90A, 101 and 105, and any other applicable NFPA standards. Contractor will include documentation of all repaired devices and must identify as a minimum which includes date repaired, inspected, unique device identification, device location, status following repair (pass or fail), the type and quantity of devices repaired/retested in each building. This is a base year, one-time contract with no option years. The tenets below were taken from the inspection and deficiency reports. Numbers in parenthesis are number of reported deficiencies for each building requiring correction. Buildings included are: 4 (10), 6 (5), 9 (3), 64 (3) and 71 (3).

2.2 Repair and re-test deficient dampers located in each of the identified buildings

2.3 Remove and reset fusible links on Dampers, to verify dampers full closure and if necessary, replace any fusible link that is compromised (Per NFPA code).

2.4 Clear each damper of any debris that would impede damper operation.

2.5 Coordinate with safety Office and local fire department if needed to place the fire alarm system in test mode for any testing of devices.

2.6 Manually activate actuators on electric and pneumatic smoke and/or combination dampers to verify proper operation of the damper.

2.7 If there’s no existing access to an identified damper, installation of a damper access hatch/door will be required, damper tested and a quote for any found deficiency will be provided so a contract modification can be accomplished.

2.8 If decommission of a damper on the deficiency report is identified, decommission the damper and mark the damper location and repair report as decommissioned.

2.9 Place new Repairs labels on all dampers to confirm each item is inspected and identified with a pass or fail indication

2.10 Follow guidance as directed in section 1 and supply COR with estimates for all discovered subsequent repairs so a contract modification can be completed for repair of ALL deficiencies.

SECTION 3 - SPECIAL CONDITIONS:

3.1 Any assigned Contractor personnel must be able to pass and maintain a background clearance investigation for obtaining a Government-issued identification badge.

3.2 Provide and maintain documentation, reports, and records of Repairs and testing in hard copy and electronic format to better assist the customer with record keeping (doc.x and xls).

3.3 Provide qualified, certified and experienced technicians for all Repairs and testing.

3.4 Coordinate Repairs and testing with the appropriate VAMC Personnel.

3.5 Ensure to notify all facility personnel where testing is to be performed.

3.6 Perform the testing during normal hours (7:30am to 4pm, Monday through Friday). Hours may be adjusted with approval of Safety Office prior to scheduling.

3.7 Follow-up on completion of any work subcontracted to ensure work is done as required in a timely manner.

3.8 Provide guidance and knowledge to aid in Sheridan VAMC meeting requirements as set forth by NFPA and TJC during the term of this contract.

3.9 Ensure only authorized personnel are performing work associated with this contract. This applies to any work sub-contracted because of this award.

SECTION 4 - GOVERNMENT FURNISHED DATA:

4.1 Building plans and Operation and Maintenance manuals will be available for review.

SECTION 5 – RESPONSIBILITIES:

5.1 Government Authorized Individuals:

Contracting Officer's Representatives (CORs) will be appointed for individual projects under this Agreement. The COR will be responsible for technical monitoring of the contractor's performance and deliveries. The COR and the Contractor's Representative shall work together to ensure that all contractual requirements are met. The COR will interpret specifications or technical portions of the work. The COR is not authorized to perform, formally or informally, any of the following actions:

(l) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

(2) Waive or agree to modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the contractor's right to proceed;

(5) Obligate in any way, the payment of money by the Government. Only a warranted CO is authorized to obligate funds on this or any other contract action.

The contractor shall immediately notify the CO in writing if the COR has taken an action (or fails to act) or issues directions (written or oral) that the contractor considers exceeding the above limitations.

The contractor shall provide the CO with information on copies of all correspondence to the COR.

SECTION 6 - CONFIDENTIALITY AND NONDISCLOSURE:

6.1 Standard mandatory language for all task orders.

SECTION 7 - CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

7.1 Contractors will be required to obtain a contractor badge and wear it while performing work on VAMC property.

7.2 Notify VA Safety Office if access is needed to a controlled area requiring escort.

SECTION 8 - CONTRACTOR REGISTRATION:

8.1 The contractor must have current registration through System for Award Management (SAM), https://www.uscontractorregistration.com/

SECTION 9 – PRICING BREAK DOWN:

9.1 Cost of Repairs per damper tested. /Damper Repairs, fuel/Admin charge. Total estimated cost $XXXXXX Quality Assurance Surveillance Plan (QASP) Damper Repair Services Sheridan VA Health Care System Sheridan WY

QUALITY ASSURANCE

The Government will evaluate the Contractor’s performance using on-site observation and may, at the Government’s discretion, inspect each task to verify conformance and acceptance prior to payment.

QUALITY ASSURANCE SURVEILLANCE PLAN

The Government will periodically evaluate the contractor’s performance in accordance with the following Quality Assurance Surveillance Plan.

Performance Objective Performance Threshold

Basic Required Services: Report to Sheridan VAMC within the requested period of performance with all required support equipment, supplies and sufficient qualified personnel as to correct deficiencies as identified in PWS.

Timeliness: Report to Sheridan VAMC within the specified timeframe in accordance with the awarded contract and as scheduled with the contract COR. A 90% Acceptable Quality Level is established to allow for circumstances beyond vendor control. If circumstances arise affecting timeliness, coordination is required with the COR.

Communication/Coordination: Remain in contact with COR to coordinate work so the disruption in the hospital environment is minimized.

Environmental Hazard Control: Dust creation in patient care areas must be strictly controlled to ensure the safety of our staff, patients and visitors.

Equipment & Tool Control: Control of equipment and tools is required at all times. Ladders, equipment and tools are prohibited from being left unattended in any area accessible by patients. They must be in-use, under observation or secured in a locked area at all times. Storage areas will be provided while on-site.

SURVEILLANCE

The COR will monitor, observe, and communicate with the vendor and relay any deficiencies or problems to the Contracting Officer for correction.

STANDARD

The standard is the completion of all factors listed above during each POP. The COR shall notify the Contracting Officer of appropriate action in accordance with FAR 52.212.4, PROCEDURES

Any VA employee who observes unacceptable services, either incomplete or not performed, for any of the above performance objectives, should immediately contact the COR, and the COR will complete appropriate documentation to record the complaint. The Contractor will be given five (5) calendar days after verbal notification to address the unacceptable performance. If the Contractor disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor will notify the COR. The COR will investigate to determine the validity of the complaint. If the COR determines the complaint as invalid, COR will document the written complaint of the findings and notify the complainant. The COR will retain documentation for their files. If after investigation the COR determines the complaint as valid, the COR will inform the Contracting Officer.

PROVISIONS FOR DEFECTIVE SERVICE

If the Contractor fails to provide acceptable service to the Sheridan VAHCS, the following penalties may be instituted. Not implementing a penalty does not prohibit the Sheridan VAHCS from future implementation.

1) Failure to deliver the elements of the performance plan could have a negative impact on the contractor’s evaluation and may result in adverse actions for failure to comply with contracted requirements.

CONTRACT ADMINISTRATION DATA

a. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover an increase in costs incurred as a result thereof.

b. In performing this agreement, Contractor shall be considered a part of VA for purposes of 5 U.S.C. §552a, 38 U.S.C. §§5701 and 7332. Contractor’s employees and agents may have access to patient medical records and general files to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, Contractor and/or its employees may not disclose information contained in general files and patient records and or other individually identified patient information, including information and records generated by the Contractor in performance of this agreement, except pursuant to explicit instructions from the VA. For the purposes of this paragraph, instruction to disclose may be provided by these officials only: Contracting Officer, Contracting Officer Technical Advisor, the Release of Information supervisor, or VA attorneys.

c. Any changes in the law or regulations governing the information covered by this agreement during the term of this agreement shall be deemed to be incorporated into this agreement. Contractors should educate their employees and subcontractors about the requirements of this section and should advise their employees and subcontractors of any changes as they occur. On Contractor’s request, VA will provide trainers who can educate Contractor’s employees and subcontractors, if any, of their obligations under this section.

d. Contractor shall make its internal policies and practices regarding the safeguarding of medical and/or electronic information available to Federal agencies with enforcement authority over the maintenance of those records upon request.

CONTRACT PERFORMANCE MONITORING:

Monitoring of contractor’s performance shall be demonstrated through Direct Observation. The COR and/or the alternate COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

CONTRACTOR MONITORING BY SERVICE: (QASP)

At the time of contract award, the Contracting Officer will appoint a COR and the alternate COR to assist with the contract monitoring requirements. The COR (and alternate COR if appointed) will monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations. The COR will ensure that services are performed and be responsible for handling service-related requirements necessary for patient care, the Mission of VHA.

The services provided will be monitored through a variety of mechanisms, including but not limited to:

Observation Random Inspection of services provided

The Government may evaluate the quality of professional and administrative services provided; but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for inspections and/or testing methods), in accordance with FAR 37.401(b).

The delegated COR (and/or alternate COR) will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initial communication may be communicated by telephone. After such communication, the COR (and/or alternate COR) will provide a written/electronic statement to the contracting officer along with any supporting documentation regarding the performance failure noted.

A summary evaluation of the contractor performance will be forwarded to the contracting officer annually prior to exercising any option year(s) and could affect positive CPARS (Contract Performance Assessment Reporting System) or other Past Performance Ratings.

PERFORMANCE REQUIREMENTS MATRIX:

Positive or Negative Past Performance Report

Positive or Negative Past Performance Report

VA Staff feedback Non-compliance forwarded to CO

Positive or Negative Past Performance Report

Non-compliance forwarded to CO

Non-compliance forwarded to CO

See attached document: VHA Directive 7717 D 2023-06-13.

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Sources Sought Notice