S02 - 36C25225Q0659.docx

SUBJECT*

Laundry Dryer Vent Cleaning Services

GENERAL INFORMATION

SET-ASIDE

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist Della C Bond della.bond@va.gov 414-844-4800 x43262

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT SYNOPSIS

The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for the annual and simi-annual laundry dryer vent cleaning services at the William S. Middleton VA Hospital (Madison VAH) located at, 2500 Overlook Terrace, Madison, WI 53705-2286. This is a base year plus four (4) option year(s) service contract.

The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561790 - Other Services to Buildings and Dwellings (i.e., not combined with any other service).

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Tentative requirements:

Statement of Work Dryer Vent Cleaning Service Contract

1. Introduction The Contractor shall provide all labor, materials, tools, travel, management, and equipment necessary to provide the Laundry Plant Dryers One (1) through Four (4) with Vent Cleaning services at the William S. Middleton VA Hospital (Madison VAH), located at 2500 Overlook Terrace, Madison, WI 53705-2286. This is a base year plus four (4) option year(s) service contract.

2. Background The purpose of the service cleaning is to reduce and/or eliminate fire hazard from built-up lint accumulated from laundry processing operations. This process ensures that dryers perform at optimal output and reduce energy costs associated with running multiple-cycles due to obstructed vents. The Madison VAH requires a base plus 4 option year(s) service contract for the purpose of clearing and cleaning accumulated lint within the dryer vent duct work, mushroom roof fans and replacement of missing or damaged vent covers/louvres as needed.

3. Scope of Work The Contractor shall provide all labor, materials, tools, travel, management, and equipment necessary to provide the Laundry Plant Dryers with Vent Cleaning services for dryers One (1) through Four (4), (twice a year; in spring and in fall) at the William S. Middleton VA Hospital (Madison VAH)

Tasks and Deliverables:

A. Deliverables

1. The Contractor shall provide cleaning of the laundry Plant Dryers 1 through 4 at the Madison VAH, . in accordance with the National Air Duct Cleaners Association (NADCA), the Environmental Protection Agency (EPA), the Occupational Safety and Health Administration (OSHA), and state/local regulatory guidance on vent cleaning.

2. Report on the completion of work, including safety checks and control measures taken; on a legible Equipment Service Report(s) (ESR).

B. Tasks The Contractor shall perform the following tasks:

Task 1: Clear 17 linear feet of exhaust duct work and 21 linear feet of supply duct work for Dryers #1 and # 2.

Task 2: Clear 25 linear feet (10’) of horizontal and (15’) of vertical duct work for Dryers #3 and #4.

Task 3: Clear lint trap and black lint sock.

Task 4: Clean Mushroom Fan on roof.

Task 5: Clean 7-feet diameter lint screen units on the roof.

Task 6: Clean 3 feet of ductwork on bottom of screen housing.

Task 7: Clean 11 feet of ductwork on exhaust side from roof to screen housing.

Task 8: Replace missing/damaged covers or louvers as needed (4-flap louver preferred).

Task 9: Dispose of all collected debris.

Task 10: Provide before and after pictures at no additional cost to government.

Task 11: Perform vent cleaning once in the Spring (Mar-May) and a once during the Fall (Aug-Oct).

4. Contractor Qualifications The Contractor shall be a Certified National Air Duct Cleaners Association (NADCA) operator. Each operator designated by the Contractor to perform work under the contract shall furnish a copy of his/her state certification (showing categories) to the Contracting Officer prior to reporting for work. The Contractor shall be responsible to ensure Contractors employees providing work on this contract are fully trained and completely competent to perform the required work.

5. Schedule Of Work Scheduled work shall be required in the performance of this contract and shall be performed during the hospital’s normal business hours of 7:00 a.m. and 2:00 p.m., local time (Wisconsin), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. The contractor shall notify the VA Contracting Officers Representative (COR) at least 7 calendar days prior to the normal maintenance visits and 8 hours prior to any emergency activities. Federal Holidays observed by the William S. Middleton VA Hospital (Madison VAH) are:

New Years’ Day Columbus Day Martin Luther King, Jr. Birthday Veterans’ Day Washington’s Birthday Independence Day Labor Day Thanksgiving Day Memorial Day Juneteenth National Independence Day Christmas Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the VA Contracting Officer Representative (COR) and shall still be considered “normal business hours.” No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done. The Contractor shall obtain prior approval at least 24 hours from the VA COR. If such work shall be at the cost of the Madison VAH, a separate purchase order number shall be obtained by the Contractor prior to performing any “over-time” work. Work shall be scheduled in such as manner as to allow as little disruption to patient services in all campus buildings affected. On completion of billable work, the contractor shall provide timely billing of items that the William S. Middleton VA Hospital is responsible per the service agreement.

6. Reporting Requirements:

The check-in is mandatory at Building Bldg. #2 (Laundry) of the William S. Middleton VA Hospital, located at 2500 Overlook Terrace, Madison, WI 53705-2286. The Field Support Engineer (FSE); (the Contractor) shall, upon completion of work, document services rendered on a legible Equipment Service Report(s) (ESR) as noted in paragraph 3. A (Deliverables) 2. ALL ESR’s shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature" of approval.

William S. Middleton Memorial VA Hospital COR: Information to be provided at time of Award via the COR Appointment Memo.

William S. Middleton Memorial VA Hospital Phone Number: Information to be provided at time of Award via the COR Appointment Memo.

If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, vehicle fleet size, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below) The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.

Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition.

Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states:

(a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101)” in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:

(1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.

Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO’s referral is received by the SBA’s area office, the SBA will then inform the small business of the CO’s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency – by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria.

After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA’s Subcontracting Compliance Review Program.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on August 15, 2025. All responses under this Sources Sought Notice must be emailed to della.bond@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.