S02-36C77026Q0177-RFI- Compressor Maintenance- Lancaster CMOP.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Compressor Preventative Maintenance and Repairs Lancaster, TX CMOP

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048-5012

SOLICITATION NUMBER* 36C77026Q0177

RESPONSE DATE/TIME/ZONE 08-25-2026 5PM CENTRAL TIME, CHICAGO,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q517

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 15 Contracting Ofc - CMOP

3450 S. 4th St. Trafficway

Leavenworth KS 66048-5012

POINT OF CONTACT*

Contract Specialist

Diana Olson

Diana.Olson@va.gov

PLACE OF PERFORMANCE

ADDRESS Lancaster, TX CMOP

POSTAL CODE

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT (SS)

DISCLAIMER:

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly.

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 an RFI only. The purpose of this RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310- Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. Responses to this RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this RFI, a solicitation announcement may be published. Responses to this RFI are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Compressor Preventative Maintenance and Emergency Repairs

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services above. Please see the included Performance Work Statement for more details regarding the services requested.

If you are interested and capable of providing the sought-out services, please provide the requested information below.

1. Please provide the following:

a. Company Name

b. Address

c. Point of Contact Name, Phone Number, and Email Address

d. SAM UEI No.

2. 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.).

3. Is your company considered small under the NAICS code identified under this RFI?

4. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other Federal contract that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling and convincing evidence that you can meet the requirements described in the attached Performance Work Statment.

Responses to this notice shall be submitted via email to Diana Olson at diana.olson@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Tuesday, August 25th, 2026, at 5:00PM CST. If a solicitation is issued, it shall be announced later and all interested parties must respond to that solicitation announcement separately from their response to this RFI. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

PERFORMANCE WORK STATMENT

1.0 BACKGROUND & INTRODUCTION

The Dallas CMOP located in Lancaster Texas, is one of seven Consolidated Mail Outpatient Pharmacy (CMOP) facilities located across the United States. This Department of Veterans Affairs (VA) program provides prescription fulfillment and mailing for Veteran patients. Advanced automation and equipment schemes are used in this highly automated environment to fulfill prescription orders from Department of Veterans Affairs Medical Centers (VAMC) and Community Based Outpatient Clinics (CBOC) throughout the country, with the potential for future growth based upon agreements with other Federal agencies.

2.0 OBJECTIVE

Lancaster CMOP uses two (2) Kaeser screw Compressors Model # SFC 55T and one (1) Oil/Water separator for production floor air needs. CMOP requires quarterly PMs with one (1) annual PM to ensure our compressors are maintained with minimal down time. The Lancaster CMOP maintains two (2) production shifts per day with occasional OT. Run hours per year per compressor is estimated to be 5300 Hours. Appropriate maintenance must be done based on these run hours per the manufactures recommended maintenance table attached to this document.

3.0 SCOPE OF WORK

Lancaster CMOP uses two (2) Kaeser screw Compressors Model # SFC 55T for production floor air needs. We need quarterly PMs to ensure our compressors are maintained with minimal down time. The Lancaster CMOP maintains two (2) production shifts per day with occasional OT. Run hours per year per compressor is estimated to be 5300 Hours. Appropriate maintenance must be done based on these run hours per the manufactures recommended maintenance table attached to this document.

EQUIPMENT:

(2) Model SFC 55T KAESER Compressors-Serial #1028 &Serial #1029 Service Reference number 5328445 &5330977

(1) Model EMR, Serial #5453153 KAESER Oil/Water Separator Model EMR, Serial #289723

Contractor must provide services for two (2) Kaeser compressors plus one (1) Oil/Water separator and use genuine Kaeser oil, filters, and parts that may be needed for repairs and PMs.

4.0 PERFORMANCE REQUIREMENTS

Contractor requirements are as follows:

A. All work must be done on Weekends when production will not be impacted. Scheduling must be approved by the COR before work is scheduled.

B. In an emergency, contractor will be onsite within two hours after receiving the call for service.

C. Quarterly PMs and one Annual PM for Two Kaeser Compressors, model number SFC-55T

a. Serial number 1028

b. Serial number 1029

D. Oil Separator Filters will be changed Annually or per manufactures recommended guidelines.

E. Water separator filters will be changed Biannually during a PM

F. Contractor shall supply check list documentation on each compressor after each quarterly PM is completed.

a. This documentation will be emailed to the COR on the contract.

G. Contractor will supply the check list, with at a minimum, the following.

a. Servicing Tech name

b. Date of service

c. Time of service

d. Make and Model number of the compressor being serviced.

e. Voltage between phases

• L1-L2

• L1-L3

• L2-L3

f. Full load running amps per phase.

g. Ambient temperature

h. Loaded temperature.

i. Oil Level

• Was oil added?

j. Was unit cleaned?

k. Was this a Quarterly, or Annual PM.

l. Were issues found?

• Is the issue an emergency?

• Are parts needed?

• If so, give a quote to the COR immediately before any work is done.

• Supply pictures when explaining the issues.

m. Technician will document what they did during the PM/Annual.

n. Were PM counters/Clocks reset after PM or Annual.

Contractor will follow Kaeser recommended PM time schedules except for a yearly oil and filter change. Use synthetic oil that will be rated, at the minimum, of 8000 HRs between changes. Change oil filters at recommended manufacturers’ suggested hours (see attached maintenance table below).

H. Contractor will supply all material and labor for PMs and Annual.

I. After PM is complete, the work area and inside compressor cabinets will be wiped down and cleaned. This includes surrounding areas.

J. Cooler and refrigerant condenser will be cleaned quarterly.

K. Technician will -contact COR before leaving the facility for a full briefing on the equipment.

L. The first PM will also include Oil and oil filter replacement that Is required once a year. The estimated run hours per compressor is 5400 hours annually. As an example, using recommended oil from Kieser S-460 ISO 46 Synthetic lubricant, the recommended hours are 6000 hours before replacement. This would equate to once a year.

M. Upon award the first PM shall consist of an oil and filter change, Oil separator cartridge, Oil Water Separator filter and PM check list. Then every year, on the same month of the year for the life of the contract

N. See Table Below for Quarterly and Annual PM Tasks

Equipment Annual PM Quarterly PM Model SFC 55T KAESER Compressors

Serial #1028

Serial #1029

Service Reference number

5328445

5330977

N/A Each quarter is getting the same PM; See information in PWS for inspection reports.

Check oil levels and clean radiator fins for compressor and air dryer.

*Clean the entire area when completed.

Model SFC 55T KAESER Compressors

Serial #1028

Serial #1029

Service Reference number

5328445

5330977

KAESER Oil change, Oil Filter, and Oil Separator element, Removal and replace once a year. Use Kieser recommended synthetic oil rated for 6000 hours

Annual PM. Done in conjunction with the first PM of the new option year scheduled PM.

N/A

Model EMR, Serial #5453153 KAESER Oil/Water

Separator Model EMR, Serial #289723

N/A Oil water separator elements will be changed twice a year in conjunction with scheduled PMs. second and fourth PM of the FY

5.0 GOVERNMENT PROVIDED DELIVERABLES

The Government must provide the following conditions, equipment, access, and facilities for the Contractor to complete all the performance requirements to the performance standards in this PWS.

A. Provide sufficient access to the facility as required to perform the on-site work.

B. CMOP will provide onsite trash receptacles. No hazardous material such as pharmaceuticals will be allowed to be thrown into the trash. No metal, hazardous or flammable material, or equipment may be put into the onsite dumpster. all oil and filter disposal will be the responsibility of the contractor.

C. CMOP will provide areas for parking of equipment and tools.

NOTE: No equipment will be furnished, contractor will be responsible for all tools and equipment (forklifts, scissor lifts, cranes, and booms. to do the work.

6.0 PERFORMANCE STANDARDS

A. Contractor must ensure all compressor equipment is functional before PM is completed.

B. Contractor will be required to do PMs/Annuals on a weekend when production is not impacted.

C. Proper adherence to all safety procedures is required prior, during, and after performed work.

When on-site work is required, the contractor must furnish all personnel with any required personal protective equipment (PPE). Contractors will follow all LOTO, Electrical safety arc flash, and any other facility safety policy. The contractor must safeguard the public and government personnel, property, materials, supplies, and equipment exposed to the contractor’s operations and activities, and avoid interruptions of government operations in the performance of services.

D. Documenting Performance

Acceptable Performance: The Government must document positive performance. Any report may become a part of the supporting documentation for acceptance leading to Performance evaluation.

E. Methods of Performance Assessment:

The below listed methods of surveillance will be used in the administration of this performance plan.

a. Random Monitoring -Random monitoring will be conducted.

b. Customer Feedback -Customer feedback may be obtained either from the results of formal customer satisfaction surveys, user surveys, or from random customer complaints.

c. Review of operational logs, databases, or metrics.

d. Review of CMOP or Contractor reports and records.

e. 100% Inspection -Each month the COR must review the generated documentation, document summary results and direct observation methods.

f. Periodic Inspection-Periodic inspections daily will be conducted.

The government must monitor the contractor's performance to assure that the performance thresholds and standards of performance are met in accordance with terms of the contract.

F. Quality Control Program (QCP)

The Contractor must establish a complete QCP assuring the requirements of the contract are provided and met as specified. During solicitation, the Contractor must submit a type-written plan meeting PWS requirements for this program to the COR with Cc to CO for approval. The QCP must be a system for identifying and correcting deficiencies in the quality of services provided before the level of performance becomes unacceptable and/or before the Government inspectors point out deficiencies. This QCP is centrally important. The program must include, but is not limited to the following:

1. An inspection system, that will affirm services are available 98% of the time. The Contractor and the Contractor's employees who monitor service availability must not be the same person who monitors compliance with the QCP.

2. A system ensuring deficiencies do not reoccur based upon customer support rendered from the contractor. Documentation of customer support correcting deficiencies must be made available to the Government during the term of the contract and to the COR upon request.

7.0 QUALIFICATIONS

Contractor must provide personnel who have the knowledge, experience, qualifications, and working experience to perform the functions outlined in this Performance Work Statement.

8.0 CONTINUITY OF FACILITIES OPERATION

A. Holidays – The following federal holidays are observed: however, circumstances may warrant approval for work on these days upon authorization.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veterans’ Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

When a holiday falls on a Sunday then the following Monday is observed as a legal holiday.

When a holiday falls on a Saturday then the preceding Friday is observed by U.S. Government agencies. Specific holiday dates for a given year are available on the OPM.GOV website.

D. Identification – All contract personnel must present a government picture-ID and sign in to receive a contractor identification badge before any on-site work performed detailing the work performed and must return to the same location to sign out and turn-in the same badge along with a documented service report for services performed. The badge must be always worn in a visible location on the worker while on the premises of VA property.

E. Weather Delays – In the event climate or weather conditions become unsuitable for work or could induce an environmental hazard then work may be rescheduled to a date and time satisfactory to the COR. Climate or weather postponement will cause neither any penalties to be assessed to the Contractor, nor must there be any additional cost to the Government.

F. Smoking Policy – Vendor is advised that the Government has placed restrictions on the smoking and use of tobacco products in Government facilities. Vendor’s employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

G. Safety Requirements – The vendor shall comply with all local, state, federal laws, and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor’s employees (exclusively the contractor’s obligation), and the Government assumes no liability or responsibility for the contractor’s compliance or non-compliance with such responsibilities. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receipt of such notice, the contractor must immediately correct the conditions to which attention has been directed. Such notice, when served to the contractor or his representative at the site of the work must be deemed sufficient for the purpose. If the contractor fails or refuses to comply promptly, then the Contracting Officer may issue an order stopping all or any apart of the work and hold the contractor in default as provisioned elsewhere in this contract.

H. Laws and Ordinances – Contractor must comply with all applicable laws, ordinances, and regulations (federal, state, city, municipal, or otherwise) covering operations under the contract. The LANCASTER-CMOP is a secure location. All contractors must comply with local policies, and procedures including those related to COVID-19 and flu prevention such as wearing masks. At all times contractor personnel must wear badges and be escorted while working in sensitive areas. The contractor and its employees will not have access to Patient Health Information (PHI), nor will they have the capability to access patient information during the services provided to the VA.

I. Weapons, Firearms, Ammunition – Contractor’s employees are prohibited from possessing weapons, firearms, or ammunition, upon themselves or on Government property while at

LANCASTER-CMOP.

J. Fire Prevention and Safety – Contractor’s employees must comply with the Occupational Safety and Health Act (OSHA) and the Fire Prevention and Health Program.

K. Standards of Conduct – The Contracting Officer or COR must refer to the Contractor for immediate action (including, but not limited) to removal of any contract personnel from the work site whose personal or professional conduct jeopardizes or interferes with the regular and ordinary operations of the LANCASTER-CMOP facility. Breaches of conduct include but are not limited to intoxication or debilitation resulting from drug use; theft; dereliction;

negligence in performing tasks or other conduct resulting in complaints by staff or management.

L. Illegal Substances – Illegal substance possession, use, or distribution will not be tolerated on any government installation, including the LANCASTER-CMOP. This includes prescribed medical marijuana. The contractor must ensure that contractor employees who have access do not possess, use, or distribute illegal substances. All vendors are required to adhere to all local, state, and federal laws concerning possession and/or use of illegal substances. Vendors found to be in possession of illegal substances will be barred from the installation and subject to arrest and prosecution by local and federal authorities.

M. Parking – It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VA will not validate or render reimbursement for parking violations incurred by the Contractor under any conditions.

N. Interference to Normal Functions – The Contractor may be required to interrupt work at any time so as not to interfere with the normal function of the facilities, fire protection systems, facility personnel, and equipment.

11.0 SECURITY

The C&A requirements do not apply, and a Security Accreditation Package is not required.

• All contractors working on site must check in with the front desk upon arrival and the COR will be notified.

• If a door key is needed it will be given at that time.

• Be aware, this is a secure Federal building. Doors cannot be blocked open and unauthorized personnel CANNOT be let into the building without prior approval. If doors are open, the contractor will station a person at that door to monitor activity and will report any unauthorized individuals entering the building to security.

PERFORMANCE WORK STATMENT