Sources Sought Notice_36C78625Q50379.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Maintenance of HVAC and BMS System at Calverton National Cemetery

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22172

SOLICITATION NUMBER* 36C78625Q50379

RESPONSE DATE/TIME/ZONE 09-11-2025 12:00 pm EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

POINT OF CONTACT*

Sarah Poole sarah.poole1@va.gov

PLACE OF PERFORMANCE

ADDRESS Calverton National Cemetery

210 Princeton Blvd Calverton, NY

POSTAL CODE 11933

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The National Cemetery Administration is issuing this synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for the maintenance of a HVAC and BMS system at Calverton National Cemetery. Additional information regarding the requirement is available in the Statement of Work (SOW) in the Appendix accompanying this notice. The result of this market research will contribute to determining the method of acquisition.

The applicable North American Industry Classification System (NAICS) code assigned to this acquisition is 811310.

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.

If your organization has the potential capacity to perform these contract services, please provide the following information:

1) organization name, address, email address, website address, telephone number, and size and type of ownership for the organization; and

2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability, to include whether you have the proper licensing and certifications and are an authorized Delta Controls partner and authorized warranty & service Contractor for listed equipment. If significant subcontracting or teaming is anticipated to deliver technical capability, address the administrative and management structure of such arrangements (i.e. will a subcontractor be used for all or part of the services).

3) any information that may be helpful in acquiring these services that may not have been addressed within the Statement of Work.

The government will evaluate market information to ascertain potential market capacity to:

1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated;

2) and determined what socio-economic categories can provide these services.

Based on the responses to this Sources Sought Notice/Market Research, this requirement may be set aside for small business categories or procured through full and open competition. The government will not provide feedback or evaluations to companies regarding their submissions in response to this notice.

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 September 11, 2025 at 12:00 pm EST. All responses under this notice must be emailed to Sarah Poole at sarah.poole1@va.gov and use the following title in the Subject Line: 36C78625Q50379 Maintenance of HVAC and BMS System at Calverton NC

If you have any questions concerning this opportunity, please contact Sarah Poole, Contracting Officer at sarah.poole1@va.gov.

mailto:sarah.poole1@va.gov

APPENDIX 1: Statement of Work

STATEMENT OF WORK

Contract Term: The contract term shall be for one (1) Base Year from date of award and four (4) Option Years. All work shall be performed in strict accordance with specifications, schedules, terms, and conditions of the contract.

Description / Specifications / Work Statement

A.1 NCA MISSION

A.1.1 The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation's concern for those interned there. For this reason, the Contractor's strict adherence to the specifications shall be required and shall be essential.

A.2 SCOPE

A.2.1 The Contractor shall furnish all equipment, supplies, materials, labor, and supervision necessary to provide complete HEATING, VENTILATION AND AIR CONDITIONING (HVAC) & BUILDING MANANGEMENT SYSTEM (BMS) SERVICES MAINTENANCE for all equipment and software herein at Calverton National Cemetery. Contractor / Technician(s) must maintain:

• EPA Section 608 Technician Certification: Type II (for high pressure refrigerants) or Universal certification.

• Delta Controls® partner / Authorized System Integrator (ASI) to access to Delta’s proprietary software (enteliWEB).

• Training and experience equivalent to that required for a Suffolk County Restricted Plumber’s License (Oil Burning Equipment classification) and shall be certified in accordance with NFPA 31 standards.

• Comply with all OSHA safety training regulations relevant to HVAC work.

A.2.2 HVAC & BMS services / maintenance shall include proper preventative maintenance inspection on all equipment listed (see Appendix A), all necessary labor for maintenance and / or recalibration of parts / materials (including seasonal filter & belt replacements) necessary to keep equipment in good working condition, seasonal maintenance inspections on all equipment listed, all necessary labor for recalibration of materials needed to keep listed equipment in good working condition, peak performance maintenance for Delta Controls BMS for Administration Building, and provide all labor for critical failure service calls that may occur during cemetery’s

Washington, Rasheda The contract shall contain one(1) base period effective from date of award through one year, with four (1) ONE YEAR OPTIONS if exercised. The aforementioned is intended to briefly describe the services involved. All services described in the Work Statement, including specifications, schedules, addenda, clauses, terms, and conditions of the solicitation shall form the complete scope of work.

Washington, Rasheda Include Site Visit information include Please enter a first or second Monday or Tuesday after awarded. For example : The team will meet every First Monday or Tuesday of the month at 10 am.

Poole, Sarah J.

What is this Site Visit info you want added? Do you mean the Post Award Conference or is this an ongoing meeting? Why is this needed for performance of this contract?

Herring, Patrick J.

I’ll defer to you all on this… I’m not sure what is to be revised.

Poole, Sarah J.

I think I know what she means now...the pre-bid site visit. You can leave it out because I don’t leave that info in my SOWs because I include it elsewhere.

Poole, Sarah J.

What is BMS services? Maybe spell it out the first time.

Herring, Patrick J.

Done.

operational hours, from 7:00 a.m. until 4:30 p.m. Monday thru Friday, as well as, approximately two (2) Saturdays when requested by CO.

In the event of a permanent failure, any unrepairable damage that requires replacement of government owned equipment or parts not listed herein, will be acquired separate from this contract. The Government shall receive separate quotes. The Government does not guarantee that the Contractor for this requirement will be used for separate repair/replacement contracts.

The Contractor’s responsibility shall be limited to providing maintenance and support as outlined within the scope of this contract.

(a) Locations are as follows:

i. Administrative Building: 8,236 sq. ft

ii. Maintenance Building: 4,950 sq. ft

iii. Committal Building: 2,014 sq. ft

A.3 SERVICE / MAINTENANCE REQUIREMENTS

A.3.1 Rooftop Units (RTU) System

(a) Two (2) preventative seasonal maintenance services per year (Spring & Fall)

i. Spring Replace all air filters and belts.

Clean metal external mesh filters.

Lubricate motors, pumps, and bearings.

Check electrical controls and contacts for proper tightness and adjust as needed.

Startup cooling and visually check for refrigerant leaks or oil residue.

Check safety controls and adjust as needed.

Check refrigerant pressures on all circuits and document super heat, subcooling, outdoor temperature, and discharge air temperature.

Ensure all mixed air dampers are operating properly.

Ensure contacts on relays/contactors aren’t burnt.

Perform ampere readings and voltage on all motors and document.

Wash and clean condenser coils until unit operation is of 100%.

Verify proper operation of all exhaust fans. This includes lubrication, belt tension, and vibrations from imbalance or bearing wear.

Adjust belts—as needed.

Check electrical controls and contacts and adjust as needed.

Check cooling operation and visually check for refrigerant leaks.

Check refrigerant pressures on all circuits and document super heat, subcooling, outdoor temperature, and discharge air temperature.

Inspect and clean evaporator and condenser coils.

Inspect drain pans and lines; clear any clogs.

Test airflow rates and static pressure.

Washington, Rasheda Not noted in the Clin schedule. Please adjust.

Poole, Sarah J.

Agree, since this is not needed every month, it should not be lumped into the monthly rate. Please create a separate CLIN.

Herring, Patrick J.

That’s fine, I can breakout the first CLIN into multiple CLINS. I think we would end up with CLIN 1 RTU Seasonal & Annual Maintenance, CLIN 2 Boiler System Annual Maintenance, CLIN 3 Mini-Split Annual Maintenance, and CLIN 4 BMS Services (see above before removal).

Poole, Sarah J.

Are these parts expensive? If so, I’m not sure if including them in the quarterly rate is a good idea because it will drive our costs up if they aren’t sure. If they are minimal, then it probably isn’t a big deal. If they could be potentially expensive, maybe we could buy ahead of time and have them on hand if needed. Parts would be government-furnished.

Corrected. I revised to remove “replace.”

Inspect economizers and damper operation.

Check filter racks.

Report any deficiencies.

ii. Fall Replace all air filters and belts.

Clean metal external mesh filters.

Lubricate motors, pumps, and bearings.

Check electrical controls and contacts and adjust as needed.

Start-up heating operation and visually check coils for damage.

Check safety controls and adjust as needed.

Adjust belts—as needed.

Report any deficiencies.

(b) Annual Cleaning & Report

The Contractor shall complete an annual cleaning and submit an annual report, to be accomplished together with Spring preventative service or at another time deemed appropriate by Contractor.

i. Report BMS Software analysis reporting temperature trends & device evaluations to assess system performance and list any issues impacting functionality to ensure HVAC systems operate safely in the intended matter.

Temperature checks (maximum of five) required at locations determined by the COR or designee.

ii. Cleaning Thoroughly clean entire RTUs—all coils, drip pans, filters, and air ducts on an annual basis with HEPA vacuum and registered HVAC disinfectant to maintain efficiency, indoor air quality, and the longevity of equipment.

As necessary, apply EPA-registered mold inhibitor applicant to components of system, following the manufacturer’s instructions.

Inspect ductwork for leaks or blockages.

Provide before and after photos of cleaning for annual report.

A.3.2 Boiler Heater Systems

(a) Annual Maintenance & Report The Contractor shall perform comprehensive annual maintenance for all boiler systems to ensure optimal performance, safety, and efficiency in late summer or early fall together with Fall preventative service. The annual maintenance shall include the following tasks:

i. Visual Inspection Inspect the exterior of the boiler for signs of wear, corrosion, or damage.

Check for any leaks, cracks, or unusual conditions in the boiler and associated components.

Verify that safety valves, gauges, and controls are in good condition.

ii. Component Testing and Calibration

Poole, Sarah J.

Do they have the choice of which month they perform this service? If you want it to be at the start of the cooling season, I recommend just stating June rather than giving them a choice.

Herring, Patrick J.

Understood.

Poole, Sarah J.

Can we at least list how many checks/locations?

Poole, Sarah J.

Poole, Sarah J.

Max of 5

Test and calibrate the safety and operating controls, including:

Pressure relief valves, Low-water cut-off switches, High-limit safety controls.

Verify proper operation of the burner and ignition system.

Measure and adjust combustion efficiency using a combustion analyzer

(checking CO2, CO and 02 levels).

iii. Inspection and Cleaning of Internal Components:

Open and inspect burners.

Clean burner orifice.

Check for warping, cracking or degradation of internal components.

Inspect and clean boiler tubes, headers, and other internal surfaces.

iv. Mechanical and Electrical System Maintenance:

Lubricate pumps, motors, and other moving parts as required.

Inspect and tighten electrical connections as required.

Verify proper operation of fuel delivery systems, including gas valves, oil pumps, and filters.

v. Pressure Vessel and Piping Inspection:

Inspect the boiler’s pressure vessel for integrity and compliance with safety standards.

Examine piping, valves, and insulation for leaks, corrosion, and proper functionality.

vi. Efficiency and Safety Testing:

Test the boiler system for proper startup, shutdown, and operational sequences.

Verify the integrity and performance of the chimney or venting system to ensure proper exhaust flow from air vent.

Conduct a hydrostatic test, if necessary, to ensure pressure integrity.

vii. Documentation and Reporting:

Provide a detailed report summarizing the annual maintenance activities, findings, and any recommendations for repairs or upgrades.

Include combustion test results and efficiency rating in the report.

Note any code violations or safety concerns that require immediate attention.

A.3.3 Building Management Software (BMS)

(a) Delta Controls® BMS monitoring services to maintain listed workplace areas temperatures within Occupational Safety and Health Administration (OSHA) and General Services Administration (GSA) guidelines to reduce energy costs, while maintaining the highest level of employee comfort, safety, and productivity. Monthly email updates required regarding audit logs to identify / prevent / resolve on-going or persistent problems.

i. Software services (enteliWEB) the following locations: ADMINISTRATION BUILDING

ONLY [8,236 sq. ft]. All other buildings use standard thermostat temperature controls.

Network Equipment, Field Controllers, Device Maintenance & Evaluations

Annual maintenance routines and evaluation performed on network interfaces, routers, field controllers and field devices connected to the software system to confirm the system is operating per the user requirements specifications.

Provide annual sensor calibration, alarm configuration, depending on equipment/devices’ needs, checking the battery backup circuit, scan times and verifying control loops.

Remote Support Continuous monitoring & verification of accuracy of critical system components and identify any potential problems or component failure beyond calibration via email / telephone alerts of any system issues.

Email alerts to provide all off-normal conditions or events.

Remote support to assist troubleshooting software programs and any other issues with which you need assistance.

Perform setpoint modifications, schedule changes, controller reloads.

Identify controls vs. mechanical problem and recommend remedial action.

Perform any system overrides.

Minor programming changes.

Software Updates Provide software updates to address issues, to address minor bugs discovered in the software, to improve the operation of hardware or peripherals and to add support for new models of equipment.

Performance & Work Hours: HVAC & BMS Services / Maintenance shall be provided in accordance with the following schedules:

(a) Administration Building: Services/Maintenance shall be performed and completed Monday through Friday, between the hours of 8:00 a.m. until 4:30 p.m., unless requested otherwise due to holiday work schedule.

(b) Maintenance Building/Area: Services/Maintenance shall be performed and completed Monday through Friday, between the hours of 8:00 a.m. until 4:00 p.m., unless requested otherwise due to holiday work schedule.

(c) Committal Building: Services/Maintenance shall be performed and completed Monday through Friday, between the hours of 7:00 a.m. until 9:00 a.m. and / or 3:00 p.m. to 4:30 p.m., unless requested otherwise due to holiday work schedule.

A.4 CONTRACT MANAGEMENT

A.4.1 GOVERNMENT REPRESENTATIVES

(a) Contracting Officer: All administrative functions remain with the VA Contracting Officer.

Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

Why is this not needed anymore?

(b) Contracting Officer Representative (COR): The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

A.4.2 COMMUNICATION & COORDINATION of WORK with COR: Communication with the COR is strongly encouraged. Maximum coordination with the Government is required to ensure work activity and noise do not disturb burial services. Burial activities at NCA shall take precedence over contract work activities. Trucks and workmen are prohibited from passing through the service area during this period.

A.5 FEDERAL HOLIDAYS

All work under this contract will be done during normal business days and daylight hours unless otherwise required. The following is a list of Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Fourth of July

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

A.6 RESPONSIBILITIES

A.6.1 INSURANCE, LICENSES & PERMITS

(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(b) The Contractor shall maintain personal liability and property damage insurance to align with State of New York and/or those listed in FAR 52.228-5, whichever is more.

A.6.2 MISCELLANEOUS

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

(b) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor-to-contractor personnel and shall be

Poole, Sarah J.

COR can’t have a designee

Washington, Rasheda What is the min requirement amount for insurance. Please enter in this section.

Poole, Sarah J.

Change insurance requirements to align with State of New York and/or those listed in FAR 52.228-5 and CL-120, whichever is more.

Added to (b).

used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

(c) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.

(d) The Contractor shall preserve and protect all structures, equipment, roads, and vegetation (such as trees, shrubs, & grass) on or adjacent to the work site, which is not to be removed and which does not interfere with the work required under this contract.

The Contractor will take extreme precaution when servicing HVAC and BMS systems to not hit, damage, mark and/or knock any buildings/structures.

(e) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

(End of Work Statement)

Change

Appendix 1.A

I. Administration Equipment List (Controlled by BMS) (Location: Latitude 40°55'27.5" / Longitude -72°49'01.0")

1. RTU Unit #1 (Carrier 50LCOB07a3M6-1R2FO)

2. RTU Unit #2 (Carrier 50LCOB07a3M6-1R2FO)

3. RTU Unit #3 (Carrier 50LCOB07a3M6-1R2FO)

4. Boiler Unit #1 (Weil-McLain WGO-7D)

5. Boiler Unit #2 (Weil-McLain WGO-7D)

RTU Schedule (Admin)

Boiler #1: Boiler #2:

II. Maintenance Equipment List / Location (Location: Latitude 40°55'34.1" / Longitude -72°48'26.6")

1. RTU Unit #1 (Greenheck ERCH-90-30L-1)

2. RTU Unit #2 (Greenheck ERCH-45-15H-CI6-01)

3. Boiler Unit #1 (Burnham Foundry PV906WOB)

RTU Unit #1: RTU Unit #2:

Boiler Unit #1:

III. Committal Equipment List / Location (Location: Latitude 40°55'23.0" / Longitude -72°49'11.1")

1. RTU Unit #1 (Trane THC036E3RGA26P0B000000000000B0000000)

2. RTU Unit #2 (Trane 4WCZ6048B40000AA)

RTU Unit #1: RTU Unit #2:

A.1.1 The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operation...