36C26326Q1122.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703

PLACE OF PERFORMANCE

4101 Woolworth Ave. Omaha, NE 68105

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

No phone calls. Send any responses by e-mail only. As this is a Sources Sought Notice for market research purposes, the Government will not accept any technical questions at this time.

This is a Sources Sought Notice to determine small business sources capable of providing Glycol Loop Flushing per this notice under NAICS 238220 (Plumbing, Heating, and Air-Conditioning). Small business size standard is $19 Million. Product Service Code (PSC) is J045 (Maintenance, Repair, and Rebuilding of Equipment – Plumbing, Heating, and Waste Disposal Equipment).

BACKGROUND:

THIS IS A SOURCES SOUGHT NOTICE BEING RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATION (FAR) PART 10: MARKET RESEARCH. This notice is issued solely for informational, market research, and planning purposes only. It does not constitute a solicitation or a promise to issue a solicitation in the future. This notice does not commit the Federal Government to contract for any service at this time.

Further, the U.S. Department of Veterans Affairs, Network Contracting Office (NCO) 23/ Supply Services Team 1 is not at this time seeking offers, and will not accept unsolicited offers.

Respondents are advised that the Federal Government will not pay for any information or administrative costs incurred in response to this notice. All costs associated with responding to this notice will be solely at the responding party’s expense.

Responses to this notice are not offers and cannot be accepted by the Federal Government to form a binding contract. Although the term “offeror” is used in this notice, your respective organization’s response will be treated as information only and shall not be used as an offer.

OBJECTIVE:

The objective of this notice is to conduct market research to determine if there are Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) sources, or any other Small Businesses capable of providing Glycol Loop Flushing for the Omaha VA Health Care System.

DESCRIPTION OF SERVICE:

See Attached Proposed Statement of Work.

PLACES OF PERFORMANCE:

See Attached Proposed Statement of Work.

POTENTIAL SCOPE OF WORK:

See Attached Proposed Statement of Work.

POTENTIAL CERTIFICATIONS AND LICENSURE:

See Attached Proposed Statement of Work.

SUBMITTAL OF RESPONSES:

Responses shall be sent via electronic mail only by 05:00pm Central Standard Time (CST), 10-05-2026 to:

Erica Miller Contracting Specialist E-mail: erica.miller5@va.gov Offerors shall submit a capability statement indicating their ability and experience to provide the services cited above; such statement shall also list:

1. Name of offeror

1. Address of offeror

1. UEI Number of offeror

1. Point of contact name, phone number, and e-mail of offeror

1. Whether or not vendor is SDVOSB or VOSB; SDVOSB and VOSB will be verified through Vet Biz at https://veterans.certify.sba.gov/ .

1. Whether or not vendor has General Services Administration (GSA) Federal Supply Schedule (FSS) contract; if so, please provide GSA FSS contract number certifications and licensure that its applicable staff holds

STATEMENT OF WORK

Flushing and Recharging of Surgery and Microbiology Glycol Heating Loops Department of Veterans Affairs Nebraska–Western Iowa Health Care System Omaha VA Medical Center 4101 Woolworth Avenue Omaha, Nebraska 68105

1. Purpose The purpose of this Statement of Work is to define all labor, materials, equipment, supervision, testing, disposal handling, and documentation required to flush, clean, and recharge two glycol heating loop systems—Surgery and Microbiology—at the Omaha VA Medical Center. The work shall restore both systems to clean, stable, reliable operating condition using propylene glycol-based heat transfer fluid, in compliance with NFPA‑99, ASHRAE 170, CMS, JCAHO, and the VA HVAC Design Manual requirements.

2. Background Two existing closed‑loop glycol heating systems require complete flushing and replacement of aged or contaminated heat transfer fluid. The existing fluid quality, contamination level, and total loop volume are currently unknown, requiring system sampling, calculation of total volume, and iterative flushing as needed.

Period of Performance (POP):

The Contractor shall perform the glycol loop flushing and refilling service twice within a 12‑month POP: Work shall be performed and completed when temperatures exceed 40 degrees Fahrenheit and after coordinating with VA staff at start and upon completion of work to allow sufficient notice to affected staff.

1. Initial service shall be performed within 30 calendar days of award.

2. Second service shall be performed approximately 12 months after completion of the initial service, with exact scheduling coordinated and approved by the VA COR.

All work shall be conducted during normal business hours unless otherwise approved by VA Engineering.

3. Scope of Work The Contractor shall provide all labor, materials, supervision, tools, safety equipment, testing instruments, transportation, and incidentals required to complete the tasks below.

3.1 Drain Heating Loop

• Sample existing heat transfer fluid for disposal.

• Determine contents of fluid for hazmat handling.

• Estimate size of heat transfer loop.

• Perform calculations to determine system volume.

• Drain system of heat transfer fluid to storage totes.

• Coordinate transportation of totes to disposal facility.

3.2 Flush and Clean Heating Loop

• Perform site flushing using deionized water (DI).

• Flush loop with four complete loop volumes per flush.

• Clean Y-strainers and feeder tank.

• Verify proper function of glycol feeder tank.

• Sample flushed system.

• Additional flush cycles only after VA approval.

3.3 Refill and Charge Loop

• Fill loop with new propylene glycol heat transfer fluid.

• Test glycol concentration with refractometer.

4. Safety & Compliance Contractor shall perform Lockout/Tagout (LOTO) and comply with all VA Medical Center safety regulations.

5. Deliverables

• Pre flush fluid sampling report.

• System volume calculation.

• Documentation of flush cycles.

• Final system condition report.

• Refractometer concentration readings.

• Disposal manifests.

6. Warranty Contractor workmanship warranty shall apply for 1 year. All materials must carry manufacturer warranties.

7. Government Responsibilities VA will provide access, escorting, and timely approvals.

8. Recurring Annual Service Requirement This contract includes one full year of performance during which the Contractor shall complete two identical service events consisting of draining, flushing, cleaning, and refilling each glycol heating loop as defined in Sections 3.1–3.3.

The Contractor shall coordinate both service intervals with the VA COR. The second event shall occur one year after initial completion, unless otherwise directed by the Government.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. May include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Sources Sought Notice