Building Service _36C24226Q0991.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468

POINT OF CONTACT*

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

This Sources Sought is issued by VISN 2 Contracting Office for the purpose of collecting information about Building Automation System (BAS) preventative maintenance and support services on the Automated Logic Control Building Management Systems (BMS) at Canandaigua VA Medical Center. The VA is seeking to provide for this requirement on or around October 2026. The NAICS code identified for this requirement is 811210, Electronic and Precision Equipment Repair and Maintenance. The size standard for the applicable NAICS is $34 Million. The requirement is detailed in the Statement of Work attached.

This is a Sources Sought Notice. The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

Part of the purpose of this sources sought notice is to determine the viability of a set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business).

Interested parties MUST provide:

1. Company/individual name

2. capability statement

3. Examples of same or similar work performed at other facilities

4. SAM UEID number (for Prime and Subcontractor, if applicable)

5. Address

6. Point of contact

7. Any applicable Federal Supply Schedules

8. Two to three instances of experience with this type of work. Include subcontractors for those jobs if applicable.

9. Listing of any teaming agreements that may be employed in the performance of this requirement if awarded

10. Proof of any applicable certifications or training

11. Any relevant comments about the Attachment(s)

If any of the requested information is not provided with the response, the contractor may not be considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources:

1. Set aside requirements have limitations on subcontracting. This service is located in Canandaigua, NY. Provide your nearest site location and supporting documentation.

2. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

3. If your intention is to subcontract work, what tasks will be performed by you as the prime contractor?

4. What tasks will require a subcontractor due to your inability to perform them within your company?

5. How many years of experience does your company have performing tasks of this nature, scope, and complexity?

6. How many years of service do your proposed technicians have performing tasks of this nature, scope, and complexity?

7. How many years does your proposed subcontractor have performing tasks of this nature, scope, and complexity?

8. How many jobs of this nature, scope and complexity have you performed in the past five years?

9. How many certified/licensed technicians does your company currently employ?

Contractors that can meet the requirements in the attachment and possess an interest in performing this service, are encouraged to email the above information to Yasmin Moses at Yasmin.Moses@va.gov.

If you would like assistance responding to this post, please reach out to the Apex Accelerator Team in your area. Their website is APEX Accelerators and you can find your local office by searching the map on their home page. The Apex Accelerators offer a free service of assistance with reviewing and responding to government notices and postings for potential procurements.

Statement of Work Logical Control Solutions Preventative Maintenance Service Contract Canandaigua VA Medical Center (VAMC)

1. Background-

a. This firm fixed-price purchase order including four option years is for annual Building Automation System (BAS) preventative maintenance and support services on the Automated Logic Control Building Management System (BMS) located at the Canandaigua VA Medical Center. All work shall be performed by Original Equipment Manufacturer (OEM) certified technicians.

Address Canandaigua VA Medical Center 400 Fort Hill Ave Canandaigua NY 14424-1159

The service agreement shall include the following:

· Preventative Maintenance

· Emergency Service

· Software Updates

· Phone Support

· Onsite Support

· Training

2. Period of Performance-

a. October 1, 2026 – September 30, 2027, with four option years.

3. Preventative Maintenance (PM)-

a. Contractor shall coordinate all PM visits with the Contracting Officer Representative at least one (1) week in advance.

b. All work will be completed during normal business hours (Monday – Friday, 8:00 AM – 5:00 PM), excluding federal holidays.

c. The contractor shall provide two full‑day (8‑hour) PM visits per month, totaling twenty‑four (24) visits annually.

4. System Performance Verification & Diagnostics-

a. Conduct comprehensive fault detection and diagnostics throughout the BAS.

b. Correct programming or graphical discrepancies to ensure the system accurately reflects current operating conditions.

c. Review system alarms, identify immediate issues, and correct as required.

d. Verify functionality and calibration of temperature, pressure, and humidity sensors; calibrate or recommend replacement as needed.

5. Database & System Integrity Tasks-

a. Perform system shutdown and complete database backup, including both standalone panel databases and campus-wide BMS databases.

b. Restart the BAS and verify successful reboot and stable operation across all modules and networked components.

6. Software, Drivers, and Device Health Tasks-

a. Perform WebCTRL® software update/patch checks each visit; apply patches when approved by the COR.

b. Review server and workstation health status; perform critical Windows updates on operator workstation PCs.

c. Verify control module hardware condition, check for loose connections or overridden points, and calibrate as needed.

d. Verify and update control module driver versions as a discrete PM task.

7. Alarm & Point Integrity Tasks-

a. Run Network Points Alarm Report, correct identified issues, and document findings

b. Run Locked Points Report, investigate locked or overridden points, resolve issues, and document corrections.

8. Graphics Accuracy Review-

a. Review BAS graphics for errors, broken links, or incorrect data representations.

b. Correct graphic issues and document all adjustments.

9. System Trending & Optimization-

a. Configure summary trending across the system to assist with diagnostics.

b. Tune control loops annually during scheduled PM visits.

10. General Requirements-

a. Repairs are not included in this service agreement.

b. Any recommended repairs will be brought to the COR for separate funding.

11. Emergency Service-

a. Contractor shall provide online and onsite emergency response 24/7/365.

b. Contractor staff will respond to emergency calls within 2 hours by phone.

c. If onsite support is required, a technician shall arrive within 4 hours of initial contact.

d. Emergency service labor will be provided at additional cost after coordination with the COR.

12. PM Visit Restriction-

a. Emergency or unscheduled visits may NOT be substituted for, counted toward, or otherwise used in place of the 24 scheduled annual PM visits.

13. Software Updates-

a. Contractor shall provide version upgrades, patches, and software updates for WebCTRL® as they become available.

b. If workstation hardware upgrades are needed for updated software, such hardware will be provided at additional cost.

14. Onsite Support-

a. Contractor shall provide a Field Service Engineer for onsite repairs within 72 hours of the initial service request.

b. Contractor shall include all necessary intervening service calls between regular PM visits.

c. Travel, labor, and parts required for onsite support shall be included

15. Training-

a. Onsite operator training shall be provided during any PM visit at no additional charge.

b. Online training modules shall be made available at discounted rates; annual course lists shall be provided.

c. Classroom/offsite training may be purchased separately at discounted rates.

16. Reports-

a. Detailed reports will be submitted to the COR following each round of service

b. Upon completion of each service visit, the contractor shall provide the COR with an electronic report detailing all tasks executed, observations, corrections, and recommended improvements.

17. Warranty-

a. 1-year manufacturer warranty on all Automated Logic-manufactured equipment.

b. 90-day labor warranty on all work performed under this agreement.

18. Additional Items-

a. If work is required outside of the Scope of this Contract, the vendor shall submit a detailed cost estimate/proposal for required inspection to the CO/COR within 2 business days of finding the issue.

b. Any additional items outside of the Statement of Work are not authorized, unless approved through a modification to the contract by the CO.

c. Failure to obtain authorization will result in NON-PAYMENT of charges acquired.

Building Management System at Canandaigua VA Medical Center

Sources Sought Notice