SOURCES SOUGHT NOTICE 36C25626Q0415.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* AIR EMISSION TESTING Alexandria Veterans Healthcare Systems VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0415

RESPONSE DATE/TIME/ZONE 03-06-2026 11AM CENTRAL TIME,

CHICAGO, USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* H149

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Alexandria Veterans Healthcare Systems VA Medical Center

2495 Shreveport Highway Alexandria LA

POSTAL CODE 71360

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov EMAIL DESCRIPTION Sources Sought Notice 36C25626Q0415

DESCRIPTION

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID

The purpose of this sources sought notice is to identify potential sources which will aid in defining the procurement strategy for example set-aside, sole source, unrestricted of a solicitation the VA intends on issuing in the near future. Please review the attached document for more details on this requirement.

See attached 36C25626Q0415 and Scope of Work

Description: The Department of Veterans Affairs (VA), Alexandria Veterans Healthcare Systems in Alexandria, LA is seeking information from potential vendors on their ability to provide Air Emission Testing for Backup Alexandria VAMC Generators. The Contractor shall service and furnish all labor, parts/supplies, equipment, tools, materials, transportation/travel, trained personnel, and management for non-personal services as listed in the attachment.

THIS IS A SOURCES SOUGHT NOTICE ONLY. Small Business Concerns are encouraged to provide responses to the description/service in order to assist the Alexandria VAMC in determining potential levels of competition and general market pricing available in the industry.

Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. THIS SOURCES SOUGHT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE QUOTES. The VA will NOT be responsible for any costs incurred by interested parties in responding to this sources sought notice. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Responses are due by 3:00 P.M. (Central Time), on March 6, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format or Portable Document Format (PDF) via email to jeneice.matthews@va.gov the subject line shall read: Sources Sought 36C25626Q0415 Air Emission Testing for Backup Alexandria VAMC Generators. NO SOLICITATION EXISTS AT THIS TIME. All interested parties shall submit clear and convincing documentation demonstrating their capability to satisfy the requirement. Capability documentation should include general information and technical background describing in detail the prospective contractor's capability and experience that will demonstrate the ability to support the requirement. Information provided will be used solely by Alexandria VAMC as “Market Research” and will not be released outside of the Alexandria VAMC Purchasing and Contracting Team.

36C25626Q0415 DRAFT SOW 1

AIR EMISSION TESTING

Scope of Work On

AVAMC Facility Backup Generators

1. INTRODUCTION/BACKGROUND:

a. The contractor shall develop the specific air test protocol and conduct air emission stack testing on three Facility Generators located at the Alexandria Veterans Healthcare Systems VAMC, 2495 Shreveport Highway, Alexandria, LA 71360 to comply with the latest applicable federal, state, and city clean air regulations, codes, or statues

b. The contractor shall supply all equipment, material, installation test ports (if applicable), manpower and consultation to perform stack testing. Contractor performing the work must be certified by Louisiana Environmental Laboratory Accreditation Program (LELAP).

c. The Facility Generators are located at Alexandria VA Medical Center. The Generators are manufactured by Caterpillar (CAT) and can be used to supply essential auxiliary power to the entire campus if needed.

Model: SR4B-HV Size: 13200 Volts Test Port Location: Approximately 6’ above the ground on each stack

d. These engines are not certified and are thus subject to the testing requirements of 40 CFR 60.4234(b)(2).

2. OBJECTIVE:

a. The contractor shall develop the specific air test protocol and conduct air emission stack testing on three (3) facility generators located 2495 Shreveport Highway, Alexandria, LA 71360 to comply with the latest applicable federal, state, and city clean air regulations, codes, or statues.

3. MAJOR REQUIREMENTS:

In order for the Contractor to accomplish the work under this task order/purchase order, it shall be necessary for the Contractor to complete the following tasks:

a. The contractor shall include and provide all materials, manpower, and equipment to perform an air emission inventory and testing on three (3) facility natural gas generators. The contractor shall inspect and use existing sampling ports on each facility generator and provide adaptors to connect any external test equipment, prior to conducting testing. Any Safety concerns shall be identified and provided in writing to the Contracting Officer’s Technical Representative (COTR.

b. The contractor, as a minimum shall ensure air emission stack testing consists of conducting three 1-hour runs for Nitrogen Oxides (NOx), Carbon Monoxide (CO), Moisture Content, Oxygen (O2), Non-Methane Volatile Organic Compound (VOC), and any other contaminant subject to NSPS 40 CFR 60.4243(b)(2) on each of the three generators.

DRAFT

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c. The contractor shall provide a summary of the regulatory status of each facility generator after testing compared to applicable limits, a comprehensive air emission report with subsequent calculations and recommendations to bring generators into full compliance, if applicable will be documented in the report. The report will be provided to the government in hard copy (2ea) and electronic copy (1ea).

d. Louisiana Department of Environmental Quality (LDEQ) involvement is required. The contractor must submit the testing protocol 30-days ahead of testing to LDEQ and provide to proof of the submittal and subsequent LDEQ approval to the facility. The contractor must also submit the final test report to LDEQ within the time frame set out in the regulations.

e. Contractor is required to provide their own power equipment such as generators to connect to their testing equipment. Contractor must obtain and coordinate joint safety inspection of any connections (electric, water, etc) to ensure all safety precautions have been met.

f. The VAMC Maintenance Personnel will provide oversight and act as the Alternate COTR for contract personnel working during any scheduled testing.

g. The Government and the Contractor understand and agree that the services to be delivered under this contract by the Contractor to the Government are non-personal services and the parties recognize and agree that no employer-employee or master-servant relationships exist or will exist under the contract between the Government and the Contractor’s employees.

4. GOVERNMENT FURNISHED INFORMATION OR MATERIAL:

a. Government-furnished property (GFP), identified in the Statement of Work all available information on GFP to be provided, include three facility generators Model: SR4B-HV.

b. The Contractor shall provide information on any property acquired for the performance of this contract to include the make, model, serial number, and purchase price. A copy of this letter report shall be submitted upon acquisition of the property to the COR at the address specified in Paragraph __ and the Property Book Officer (PBO) at ___. Upon receipt, the PBO will forward a barcode to the Contractor which shall be attached to the property.

c. Disposition instructions of all GFP/CAP

(1) A Property Control Receipt (ENG Form 4900-R) will be submitted to the Contractor (with the equipment if GFP, upon receipt of the letter report for CAP). The Contractor shall complete and return this form to the Government within __ days after receipt

(2) If the Contractor is to retain the property for use on future projects, The Contractor is prohibited from charging the Government any usage or rental type fees for use of this equipment during the performance of this or any future Government project.

d. The Contracting Officer’s Representative (COR) is the Property Administrator for said property.

5. MEETINGS AND REVIEWS:

a. The contractor shall attend a contract kickoff meeting, preinstallation meeting, and quality assurance review at Alexandria Veterans Healthcare Systems VAMC, Pineville, LA 71360.

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6. TRAVEL REQUIREMENTS:

a. The contractor is responsible for providing all necessary travel and material delivery to the VAMC.

This cost shall be included in the contract. It is expected to take three consecutive days with two employees traveling for the visit.

7. CONTRACTING OFFICER'S REPRESENTATIVE (COR):

a. Contracting Officer’s Representative will be the technical representative.

b. No Government personnel, other than the Contracting Officer, have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification.

8. REPORTS/DELIVERABLES:

a. The contractor shall provide a summary of the regulatory status of each facility generator after testing compared to applicable limits, a comprehensive air emission report with subsequent calculations and recommendations to bring the emergency generators into full compliance, if applicable will be documented in the report. The report will be provided in hard copy (2ea) and electronic copy (1ea).

b. Proof of submission of the testing plan to LDEQ and the subsequent approval from LDEQ shall be provided to the facility. The contractor must submit the final report to LDEQ and proof of submittal to the facility.

c. Monthly progress reports must be included as a deliverable in order to properly monitor the contract or task order.

9. PERIOD OF SERVICE:

a. Period of Performance: 180 days after notice to proceed by which all work to be performed under the order will be completed.

10. CONTRACTOR QUALIFICATIONS:

a. Contractor performing the work must be certified by Louisiana Environmental Laboratory Accreditation Program (LELAP).

11. SECURITY/NATIONAL AGENCY CHECK REQUIREMENTS:

The contractor will/will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile

36C25626Q0415 DRAFT SOW 4

memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.