36C26026Q0089.docx

SUBJECT*

663A4-23-201 Replace 40 Ton Condenser BLDG 200

GENERAL INFORMATION

SET-ASIDE

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contracting Officer Ty Draszt ty.draszt@va.gov

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought announcement only. This is not a request for proposals, quotations, or bids; nor a synopsis of a proposed contract action under FAR Subpart 5.2 and no contract shall be awarded from this notice. No reimbursement will be made for any costs associated with providing information in response to this Sources Sought Notice or any follow-up information requests.

No solicitation is currently available. Draft documents (SOW, Drawings, Specifications, etc.) are subject to change. This notice is for market research purposes to gain knowledge of interest, capabilities, and qualifications of interested Small Business firms. Responses to this Sources Sought may shape the acquisition strategy in developing a competitive requirement. Not responding to this notice does not preclude participation in any future or potential solicitation. It is the intent of the VA to use the information gathered for market research purposes only.

Veterans’ Health Administration, Regional Procurement Office West, Network Contracting Office 20, is conducting market research for construction services to demolish and replace rooftop 40 ton refrigerant condenser. Work will be performed at Puget Sound HCS American Lake campus. For the principal components of work see the attached draft statement of work. Documents are currently in draft state and industry comment / suggestions are greatly encouraged and welcomed.

Sources are being sought for firms with a North American Industry Classification System (NAICS) code of 238220 – Plumbing, Heating, and Air-Conditioning Contractors, a Product Service Code (PSC) of N041, and a Small Business Size Standard of $19 million. Aforementioned sources are highly encouraged to respond to this notice.

After review of the responses to this notice, and if the Government still plans to proceed with this project, a separate pre-solicitation announcement will be published on www.SAM.gov. Responses to this announcement are not an adequate response to any future solicitation announcement.

Responses are requested with the following information and shall not exceed a total of 5 (five) pages. Email subject line needs to contain the solicitation number 36C26026Q0089.

Please provide the following information:

1. Contact information: Name, address, SAM.gov UEI number, and points of contact with telephone numbers and e-mail addresses.

2. Business Size/Classification (based on NAICS 238220):

Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program.

[ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service-Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify)

3. Capabilities Statement: Description of capabilities to perform design services as described above and project experience demonstrating relevant experience similar to those described.

· Govt. does not have a waiver to Buy American.

· SDVOSB or VOSB businesses please include statement on maintaining compliance with VAAR 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction, 852.219-76 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Supplies and Products.

· All other socio-economic businesses please include statement on maintaining compliance with FAR 52.219-14 Limitations on Subcontracting.

4. Time: Based on the information provided, please estimate the total project time in days.

5. Past Performance/experience: Provide information on contracts of similar scopes of work, briefly describe no more than three (3) contracts (or specific task orders) completed within the past five years of the issue date of this Sources Sought notice. The past performance information should include:

· Project Title/Contract Number

· Location: City, State

· General description to demonstrate relevance to the proposed project

· Offerors’ role

· Dollar value of contract

· Name of the company, agency, or government entity for which the work was performed

· What types of information is required to submit accurate offers?

If submitting past performance/experience on a project in the role of a subcontractor, include the Prime Contractor’s name and a quantifiable amount (percentage) of the project your company contributed to the overall scope of work.

Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.

NO RESPONSES WILL BE ACCEPTED BY FAX.

Responses will not be returned. Telephonic responses will not be honored. Please respond by email only. Send responses to the Contracting Officer, Ty Draszt at ty.draszt@va.gov.

Please ensure the email subject line states the following: 36C26026Q0089 663A4-23-201 MR Sources Sought Responses will be accepted on or before October 30, 2025 at 1:00 pm Pacific Time.

See draft SOW below

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CONSTRUCTION STATEMENT OF WORK

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Place of Performance:

Building 200 American Lake Campus 9600 Veterans Drive Southwest Lakewood, WA 98439

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Part 1: Project Scope of Work Overview:

The Contractor shall provide all labor, material, and equipment for demolition, removal, and new construction in the vicinity of Building 200 to provide the removal and replacement of the building 200 rooftop mounted 40 Ton Refrigerant Condenser and all associated apparatus and infrastructure. The latter is consistent with condensate piping, refrigerant line-sets, refrigerant evaporators, and the exterior walk-in freezer for which details are provided in the attached Drawings and Specs.

The materials to be installed shall be new and installed per Manufacturer’s Installation instructions. The Contractor shall provide product data on the materials to be installed in this project with its proposal.

With execution of the Contract, the submittals are approved, and the Contractor is authorized to order materials immediately thereafter. Construction debris and hazardous waste must be removed and disposed of in accordance with the Department of Veteran Affairs Infection Control Procedures, Federal and State Environmental Protection Procedures and the published construction waste management policy for contractor work on a VA Campus. All work will be performed during normal campus operational hours or after hours or weekends as necessary.

Part 2: Period of Performance (POP) and Project Construction Cost Magnitude:

Complete all work within 249 calendar days from Notice to Proceed (NTP) including final cleaning, inspections, corrections, and demobilization from the project site.

PERIOD OF PERFROMANCE CHART (IN CALENDAR DAYS AFTER AWARD)

days

VA

Review Resubmit if Comments Total Days after NTP

1. Notice to Proceed/Preconstruction Conference – Contractor Buyout / Core Submittal Creation/ Required Submittals Submit/Review/ VA Agenda / Core Doc / Site Visit for ICRA/PCRA

Review: Submittal Register & Schedule

4. Mobilization On-Site including Performance of Work

6. Contractor Demobilization; Pre-Acceptance / Acceptance Test / Inspect

Part 3: Construction Progress Meetings:

1. The Contractor’s Project Manager and Site Superintendent shall conduct weekly construction progress meetings with the COR during the period of performance.

a. The Contractor’s Construction Quality Control Manager (CQCM) is required to attend these meetings once new materials are received and are being installed onsite. The CQCM will update the GOV on the internal review process of sub-contractor onsite performance and provide an updated submittal register delineating current status of all pre-construction and closeout submittals.

b. The Contractor’s Construction Safety Officer is required to attend the monthly meetings with the VA Safety Director.

c. Subcontractors are not required to attend the meetings.

d. Include minutes of the meeting and issue not later than three days after the meeting. Both PDF and Word/Excel format

e. Construction progress meetings minutes shall contain list of attendees, list any issues or concerns, indicate days remaining per the contract, detail any safety incidents, RFI log, Submittal Register when relevant and two week look ahead schedule. Meeting minutes will be provided, via email, to the COR as well as the Contracting Specialist (CS).

f. At 25%, 50%, 75% and 95%, coordinate with the COR for walk through inspection with the VA Shops. The Contractor shall have the Foreman from all trade attends. The purpose of the meeting / walkthrough is the VA Shops Leads talk with the respective Contractor Trade Forman / Superintendent and make corrections.

Daily Report:

1. The Contractor shall provide a Daily Report. The Daily Report shall contain list any issues or concerns, indicate days remaining per the contract, detail any safety incidents, detail daily construction safety inspections including items checked and corrective actions taken, and include relevant construction progress photo(s). Email the Daily Report to the COR not later than 9 am the next working day. Contractor is not required to submit a Daily Report for Saturdays, Sundays, or federal holidays where no work takes place.

Part 4: Submittals and Milestone Deliverables:

1. KICK-OFF MEETING with DOCUMENTATION

a. The Contractor’s Project Manager and Site Superintendent shall attend a Preconstruction Meeting, to discuss the project details.

b. Submit: Provide a FULLY LOADED COST SCHEDULE Not less than one item per subcontractor. In addition, include any expected system shutdowns and off hours work.

c. Submit: POC LIST OF ALL CONTRACTORS AND SUBCONTRACTORS: company names, office address and main point of contact name with telephone number

d. Submit: CONSTRUCTION SAFETY PRECAUTIONS with project specific procedures, processes, analysis, and details including but not limited to:

i. CONSTRUCTION SAFETY PLAN

ii. ACCIDENT PREVENTION PLAN (APP) project specific

iii. ACTIVITY HAZARD ANALYSIS (AHA) project specific

e. Submit: SHOP DRAWINGS AND PRODUCT LOG:

i. List all shop drawings and products in the submittal log.

f. Submit: Scanned copy of all workers OSHA Construction Safety Training certificates.

2. MOBILIZATION ON SITE INCLUDING PERFORMANCE OF THE WORK

a. Contractor shall not mobilize on site until Bonds and insurance Certificate have been submitted and approved, the APP has been submitted and approved, and the Cost loaded Schedule has been submitted and approved.

b. Approval to mobilize shall be in writing by the COR.

c. Post and maintain emergency contact information and other information required by the COR on the wall at all entry points to the worksite.

3. ACCEPTANCE AND CLOSE OUT

a. Submit a written statement from the Contractor attesting that the Work is Complete:

i. The final construction inspection and the related work corrections shall be completed before the end of the period of performance. Prior to expected Substantial Completion, at 75% construction complete, notify the COR so that pre- final acceptance inspection coordination can be performed between VA Maintenance and Operations supervisors, VA functional leads, service line managers and the campus customer. The COR will confirm pre-final acceptance inspection checklists and procedures with the Contracting Officer before proceeding with the collective event.

1. With this notification, the Contractor shall provide the COR a list of items that are incomplete / incorrect. This list of incomplete / incorrect items will allow the Project Team to understand what work remains so that construction inspection findings are not incorrectly identified as a deficiency.

ii. At Substantial Completion, the Contractor shall notify the CO and COR in writing that work is complete, and the Contractor has completed their quality control inspection.

b. Closeout Records: Provide three printed sets and three compact discs with electronic files of the following:

i. Plan as built record drawings of the installed condition shall be CAD drawn. Turn over the CAD files (do not bind xrefs), PDF files and the red line field notes to the VA.

ii. Operations and Maintenance Manuals Part 5: Applicable Performance Standards

1. All work shall comply with

a. All VA Policies including and not limited to: VA Construction Safety and VA Infection Control Policies.

b. Codes, Standards and Executive Orders (Topic 1) found http://www.cfm.va.gov/til/cPro.asp

2. All persons including subcontractors shall have completed the 30 Hour OSHA Construction Safety Training program or 10 Hour OSHA Construction safety Training program per their designed role.

3. The Prime Contractor shall have a designated Superintendent and SSHO on site when any work is being performed. The Prime Contractor shall have a dedicated CQCM onsite at all times when new work or repairs to existing surfaces is being performed.

4. The Contractor shall provide mitigating activities as outlined in the CONSTRUCTION SAFETY PRECAUTIONS and CONSTRUCTION INFECTION CONTROL RISK ASSESSMENT / DUST CONTROL PRECAUTIONS including but not less than the following:

a. Fire extinguishers, pedestal mounted in the area of work.

b. Walk off dust mats, inside and outside all entry / exit points to the workspace, changed not less than daily or more frequently as required by the construction or COR.

c. No trash, used packaging, or construction spoils shall be stored on site unless in a designated dumpster. Dumpsters shall be promptly emptied and replaced when full.

5. All work will be provided with one-year parts and labor warranty from date of acceptance by VA.

6. All work in the crawl spaces shall be planned and carried out as OSHA Permit Required Confined Space.

7. Pertaining to Information Security, The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required.

8. Security Requirements: The Contractor(s) will not have access to any personally identifiable information or patient sensitive information (PII/PSI). Nor will the Contractor(s) have access to any IT systems or connections. The VA Handbook 6500: RISK MANAGEMENT FRAMEWORK FOR VA INFORMATION SYSTEMS VA INFORMATION SECURITY PROGRAM establishes the VA’s information security program, including processes for identifying, assessing, and mitigating information security risks. The Contractor(s) shall retrieve this document from the VA’s Publications website at https://www.va.gov/vapubs/index.cfm (search Document Number: 6500) or from the COR.

9. The Contractor shall be responsible for the VA Infection Control Risk Assessment (ICRA) policy: VHA Directive 7715 (1) has changed the expectations of infection control methods from those previously utilized. The Contractor shall schedule a site visit with COR and VA Infection Prevention team to discuss the construction barriers, and detailed requirements for maintaining .01 inches/water gauge negative pressurization of the entire workspace by use of HEPA exhaust air systems directed outdoors for Level III and Level IV ICRA plan prior to mobilization and during the pre-submittal phase. The Contractor shall submit the ICRA and PCRA forms for VA infection prevention and VA safety team review and approval as requested by COR.

10. When accessing space above ceilings where a fully encapsulating barrier has not been employed, the Contractor shall use a HEPA Cart to mitigate dust contamination.

11. The contractor shall be responsible and bear all costs associated with testing, reporting, and abatement of all hazardous materials, if required. The crawl space has been identified as an active asbestos hazard and Contractor shall be responsible to wear the proper PPE to perform the work at the hazard places to complete all the work. VA will provide the existing asbestos report to the Contractor upon request.

12. The Contractor shall ensure that work performed will not trigger or damage the fire suppression systems including, but not limited to, alarms and sprinklers.

13. The Contractor shall be responsible to make all the corrections receiving the commissioning report as per the VA satisfaction.

14. The Contractor shall be responsible to make all the necessary arrangements, selection, and programming to make all the new installation or equipment compatible with the existing BACnet communications protocol controls along with Building Automation System.

15. All building systems will be maintained in full operation at all times. Request system shutdowns including hot work permit and utility shutdown form in writing not less than 28 calendar days in advance. Work requiring major utility shutdowns shall be completed after hours or during weekends.

16. All work shall be phased to limit disruptions to the station. Specifically, if a freezer or refrigerating unit is to be disabled, it should first be ensured that temporary means to replace the respective function(s) are established.

17. Crane lifts, any work that closes drive isles, closes building entries or closes public corridors shall be during low patient time, off peak hours, and perform during Weekends.

18. Crane plans need to be submitted to COR at earliest possible time which includes, but is not limited to, any need to close operations such as during swinging, and assurance of avoidance of damage to underground spaces and utilities.

19. Crane lifting and swinging over a building requires prior evacuation of all persons on all floors within that area of the building.

20. Roof safety plan needs to be submitted to COR at earliest possible time.

21. Contractor must coordinate with the COR and M&O to assure that emergency generators don’t come on during utility and system shutdowns.

22. Any work related to noise, vibration, dust, odors, core drilling, hammer-drilling, saw-cutting, equipment moving in public corridors, soil compaction, or similar noise-producing activities shall be performed between 6:00 PM through midnight, concluding by 6 AM on the following day.

23. If any questions or concerns arise, the Contractor is to coordinate with the COR for direction. Any and all disruptions to the normal functions of the American Lake VAMC (road closures, utility connections, etc.) shall be brought to the attention of the COR at the earliest possible date.

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