S02 36C25226Q0237 1.pdf

Sources Sought Notice Sources Sought Synopsis restricted to Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Business (VOSB) and Small Businesses Only.

*= Required Field Sources Sought Notice

SUBJECT* The repair of the existing Climacool Surgery Chiller at the Clement J Zablocki Medical Center 5000 W National Avenue 5000 W National Ave, Milwaukee, WI 53295-0004

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 53214-1476

SOLICITATION NUMBER* 36C25226Q0237

RESPONSE DATE/TIME/ZONE 03-26-2026 10AM CENTRAL TIME, CHICAGO,

USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist Iloh, Sylvia Sylvia.Iloh@va.gov

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL

ADDRESS

EMAIL DESCRIPTION

Sources Sought Synopsis restricted to Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Business (VOSB) and Small Businesses Only.

The repair of the existing Climacool Surgery Chiller at the Clement J Zablocki Medical Center 5000 W National Avenue 5000 W National Ave, Milwaukee, WI 53295-0004

The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify Service-Disabled Veteran-Owned Small Businesses (SDVOSB) And Veteran-Owned Small Business (VOSB) parties having an interest in and the resources to support a requirement for The repair of the existing Climacool Surgery Chiller at the Clement J Zablocki Medical Center in Milwaukee, WI. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 238220 – Plumbing, Heating, and Air Conditioning Contractors.

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.

Responses shall be due by 10AM CDT on Thursday March 26, 2026.

Requirement information is as follows:

REPAIR CLIMACOOL SURGERY CHILLER

The Contractor shall provide labor, travel, parts and materials to repair the existing Climacool Surgery Chiller at the Clement J Zablocki VA Medical Center (VAMC), 5000 W National Avenue Building 111, Milwaukee, WI 53295 in accordance with the Statement of Work.

1. DESCRIPTION OF SERVICES

A. The Contractor shall:

1) Provide labor, travel, parts and materials to repair the existing Climacool Surgery

Chiller.

a. Provide (8) eight High-Pressure Control Switch (HP.CTRL.SW.) 610#, MAN

1/4"FFLR

b. Provide (8) eight 200PSI WIKA R-1 Transducer

c. Provide (1) one 600PSI WIKA R-1 Transducer

d. Provide (8) eight Contactor, Three-pole, 90-amp 24 Volt Coil

e. Provide (8) eight Auxiliary Contact, one normally closed contact, 9999D01

45-90A

f. Provide (2) two valves HGBE-8 7/8 outside diameter fitting 75/150

g. Provide (5) five drier liquid line, 1-1/8" outside diameter solder fitting

2) Perform startup and testing to verify proper operation of the units for fully functional system.

3) Use appropriate personal protective equipment (PPE).

4) Ensure all work is performed by qualified personnel.

5) Clean up jobsite.

2. PERIOD OF PERFORMANCE

A. Period of performance shall begin on the award date of the contract and continue until the Government determines that all deliverables described herein are complete.

The estimated period of performance is 90 days after the contract award. The exact dates are to be determined upon award and agreed upon by both the VA and the Contractor.

3. HOURS OF OPERATION

A. Normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 PM, including federal holidays as listed below. Service/repairs may be performed outside of normal working hours.

B. Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract:

New Year’s Day Birthday of Martin Luther King, Jr.

Inauguration Day Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

C. 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 Zablocki VAMC Point of Contact (POC) 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.

4. COMPLIANCE WITH THE GENERAL SAFETY REGULATIONS

A. All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), National Electrical Code (NEC) – Latest Edition, State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any person or property within and around the work site area under this contract.

1) All ladders, scaffolding, tools, equipment, personal protective equipment, etc.

shall be OSHA approved for the work to be performed. Contractors shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract.

5. PROTECTION OF GOVERNMENT PROPERTY

A. During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from the Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement, if necessary, at no additional cost to the Government. The Contractor shall be responsible to meet OSHA/Safety requirements in the performance of the work. This shall include, but not limited to, taking all the necessary precautions to protect the patients, visitors, and/or staff at each location. The Contractor shall be held responsible for any injuries and /or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.

6. DAMAGE

A. Extreme caution shall be exercised to prevent damage to the building and its contents.

Any damage shall be reported to the COR immediately for appropriate action. Any damage caused by the contractor shall be repaired and/or replaced to the satisfaction of the VA at the Contractor’s expense.

7. UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT

A. The Contractor shall not allow his/her employees, including Subcontractors’ employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call.

B. The Contractor shall be responsible to provide all necessary equipment, tools, parts, and materials to perform the work. The Government shall not be obligated to provide any equipment, tools, parts, and materials to assist the Contractor in performing the work.

8. SECURITY REQUIREMENTS

A. The Contractor’s employees shall wear visible identification and company uniforms, approved by the POC, at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police Section or the POC. The VAMC shall not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court.

9. FACILITY CHECK-IN REQUIREMENTS

A. The Contractor shall be required to report to the Facilities Management Office or the

Graphics Center, Bldg 113 to log in for services performed under this contract. This check-in is mandatory. Upon completion of each service visit, the Contractor shall complete a written report as noted in paragraph 4.0. The Field Service Engineer (FSE) shall also be required to log out with the above or as specified by the COR.

ALL reports shall be submitted to the COR for an “Acceptance Signature.” If the COR is unavailable, a signed, authorized copy of the report shall be sent to the Contractor after the work can be reviewed, if requested or noted on the report.

10. REPORT OF SERVICES AND DEFECTIVE EQUIPMENT

A. Upon completion of inspection, any defects of other equipment needing repair or replacement shall be submitted to the Contracting Officer Representative (COR) prior to any work being performed outside of the general requirements.

11. WARRANTY

A. 3-Year warranty from ship date on parts, labor and travel with Contractor start-up. A written warranty shall be provided to the COR clearly stating what is covered and for what period, for all work performed as well as any other manufacturer warranty provided on the parts delivered.

12. IDENTIFICATION, PARKING AND VA REGULATIONS

A. The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the contractor to obtain and pay for parking.

The VAMC does not provide parking. The VAMC shall not invalidate or make reimbursement for parking violations or charges for the Contractor under any conditions. Effective January 1, 2019, smoking is prohibited on the Milwaukee VA Campus. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

13. RECORD RETENTION AND STORAGE

A. Federal Records related to this policy, regardless of medium, shall be created, maintained, and disposed of in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA-approved records schedule, if applicable. Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234.

14. DEFINITIONS / ACRONYMS

A. Acceptance Signature – VA employee who is authorized to sign-off on the ESR, which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.

B. Authorization Signature – the COR’s signature; indicates that the COR accepts work status as stated on the ESR.

C. CO – Contracting Officer D. COR – Contracting Officer’s Representative E. FSE – Field Service Employee - A person who is authorized by the Contractor to perform services on the VAMC premises.

F. NARA - National Archives & Records Administration G. POC – Point of Contact H. VAMC – Department of Veterans Affairs Medical Center I. PSI – pounds per square inch J. Contactor - An electrically controlled switch used for switching an electrical power circuit.

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 Responses shall be due by 10AM CDT on Thursday March 26, 2026. All responses under this Sources Sought Notice must be emailed to Sylvia.Iloh@va.gov

Sources Sought Synopsis for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) And Veteran-Owned Small Business (VOSB) Only.

mailto:Sylvia.Iloh@va.gov