RFI- OEM-Nationwide Equipment Servicing.docx

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this RFI. IAW FAR 15.201(e), responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. At this time, questions concerning the composition and requirements for a future RFQ will not be entertained.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS: TBD. Veterans’ Health Administration (VHA) Office of Emergency Management (OEM) Nationwide Equipment Servicing. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 05 Network Contracting Office, is seeking sources that can complete requirements for periodic exercise and maintenance of strategically placed equipment throughout the VA Enterprise in support of the Office of Emergency Management.

and that at a minimum meets the requirements listed under the description section below.

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include:

1. Company name, address of company, point of contact

2. Any small business designation as certified by the Small Business Administration, size of business pursuant to the following question.

3. A through description of experience in managing support requirements of this nature.

(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Service-Disabled Veteran Owned Small Business (SDVOSB) receive preference.

(2) Your FSS GSA/NAC contract number.

(3) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(4) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to “equal to items” to establish capabilities for planning purposes?

(5) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(6) Please provide your SAM UEI number.

(7) Please indicate an estimated timeline of completion for this requirement.

CONTACT INFORMATION: Responses to this notice and any questions related to this RFI shall be directed to Cassie White cassie.white@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to cassie.white@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 10:00 AM EST, 10/24/2025. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Description Veterans’ Health Administration (VHA) Office of Emergency Management (OEM) Nationwide Equipment Servicing BACKGROUND: The VHA Office of Emergency Management (OEM) has strategically pre-positioned response assets at several VA Medical Centers (VAMCs) nationwide to provide essential support when facilities are damaged or require utility assistance. Additionally, when a VAMC must evacuate patients to ensure their safety, the vehicles used by response personnel must be ready for immediate deployment.

The equipment stationed at these facilities requires regular service according to a defined schedule. If a fault is discovered, a repair plan must be quickly formulated and presented to OEM coordinating personnel to expedite the return of the equipment to operational status.

The equipment at these sites includes, but is not limited to:

1. Dual Use Vehicles (DUVs)

1. Mobile Medical Units (MMUs)

1. Containerized Fold Out Rigid Tactical Shelters (CFORTS)

1. Fold Out Rigid Tactical Shelters (FORTS)

1. Generators (ranging from 7kW to 220kW and larger)

1. Portable Morgue Units

1. Portable HVAC units

1. Positive Air Support Systems (PASS)

1. Trailers with lift gates for logistic movements

1. Command Units

1. Logistic Support Trucks

1. Box trucks

1. Large heavy-duty trucks

1. Over-the-road tractors

1. Portable hot water heaters

1. Salamander type heaters

1. High Water Vehicles

Estimated Requirements:

Maintenance on the following:

· Vehicles, Trailers, and Buses

· Generators, Water Heaters, and HVAC Units

· Special Vehicles and Assets Berthing Trailers – They are on a trailer with a gooseneck hitch. We would like to have service done on the generator and each of the HVAC units inside the individual rooms. There are 10 rooms per trailer. We would also like to have the trailer exercised by moving it on the highway for a short distance to ensure the brakes are not locked up and everything is functional, including the lighting.

CFORTS – These are conex containers that are transported on modified trailers. They are attached to a vehicle via a pindle hitch. The unit weighs 24,000 pounds, so a large truck is required to stop the trailer.

FORTS - This is a system that is moved on a trailer with a 2 5/16 ball hitch. The generator and HVAC system would need to be serviced.

DLX – This is a 53’ trailer that is hand-loaded and features 12, 2-ton portable HVAC units that require offloading, testing, and filter changes. The lift gate on the 53” should be tested as well. Five water heaters are located in the “B” 28’ trailer. We would like to have these tested to make sure they are operational. This has a standard 2 5/16” ball hitch . There is a 150Kw generator that would need to be serviced every 500 hours. Additionally, it should be load-tested once a year. The engines in these generators are John Deere. They also have a pindle hitch. The trailers need to be moved on the highway for a distance to ensure the brakes are not locked up and everything is functional, including lighting.

DPMU- These trailers can be identified by the number in the title. DPMU 20-1 is a 20’ trailer with a standard 2 5/16 ball hitch. The generator and the A/C unit need to be serviced. The temperature must be recorded and should be between 38 and 42 degrees. The trailer will be moved on the highway for a distance to ensure the brakes are not locked up and everything is functional, including the lighting.

DT – These are 26’ trailers with a 2 5/16 ball hitch. There is a generator and a 2-ton HVAC unit located inside the trailer that needs to be serviced. The trailer will be moved on the highway for a distance to ensure the brakes are not locked up and everything is functional to include lighting.

· Scheduled Maintenance

· establishing and managing the maintenance cycle for each piece of equipment. If the previous preventive maintenance (PM) date cannot be determined, a new date will be set, and future maintenance will proceed from that day forward.

· Unscheduled Maintenance

· expediently repair and restore the asset to full mission readiness by the fastest means possible

Given that VHA OEM occasionally deploys its assets, the vendor must be prepared to travel to the deployment site and perform maintenance on schedule. Efforts will be made to avoid scheduling cycles during primary weather response seasons (August - November). The vendor will coordinate with the on-site manager and the OEM representative prior to performing any maintenance that may impact site operations. Additionally, the vendor must provide all materials required for the maintenance activities.

Estimated Period of Performance

· The period of performance is TBD (to be determined).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), 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.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS: TBD. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.