Sources Sought Notice.docx

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced later, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 334290, (Other Communications Equipment Manufacturing) with a size standard of 800 employees. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of performing comprehensive preventative maintenance for the Johnson Controls Building Management System at the Manchester NH VAMC per the Statement of Work (SOW).

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by August 13, 2024 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C24124Q0812 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 SOW with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

Attachment 2

STATEMENT OF WORK

Maintenance Service Contract – Johnson Controls Metasys

1.0 INTRODUCTION

The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive preventative maintenance, server updates and repair services for the Johnson Controls building management system at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104. This contract is to serve as a base year plus four option year contract.

2.0 BACKGROUND

The Johnson Controls Building Management System (BMS)- Metasys has required license agreements and periodic maintenance to update sequencing, graphics and other items on a periodic basis through the year. The Facility Service, Maintenance Department, requires assistance in keeping up with required updates and maintenance to ensure proper operations and prevent failures on the equipment. Our current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract would be needed to ensure the proper and timely of the required maintenance, updates, and license agreements are in place on the Johnson Controls (BMS)- Metasys system.

3.0 SCOPE

3.1 Item 1 – ADX/NxE software updates – Software service agreements The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform software updates and maintenance on the ADX servers and NxEs for the building management system.

Contractor shall provide yearly software subscription to the VA maintenance staff ADX system for the Metasys package. This includes on-site support for updates required annually. The VA does not allow remote connections as the server is housed off the VA network servicing just the BMS system.

All work for the software subscription shall be included under this line item to include specifically the Metasys software subscription for and labor hours associated with its installation and upkeep.

· Install ADX software on Split ADX Servers for 25 users.

· Install NxE software for up to 20 NxEs.

3.2 Item 2- Routine Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within two (2) weeks. The contractor shall respond within two (2) weeks for all routine call backs on the Metasys software and program.

Contractor shall provide 40 hours as specified under this line item.

3.3 Item 3 – Emergency Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The contractor shall respond within 4 hours for all emergency call backs on the equipment.

Contractor shall provide 16 hours as specified under this line item.

3.4 Item 4 – Non-Routine Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will coordinate with the VA COR on repairs and provide a schedule for estimated completion. All parts and materials allotted for work under this section is covered in Item 5- Materials and parts.

Contractor shall provide 40 hours as specified under this line item.

3.5 Item 5– Materials and Parts (Non-Routine Repairs and Maintenance) The contractor shall supply parts and materials ($20,000 per year) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation, then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 5 business days to the COR.

Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor and validated by the COR. All repairs shall be in accordance with the equipment manufacturer’s requirements and\or applicable laws, regulations, codes, etc. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible.

4 PERFORMANCE REQUIREMENTS

All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to VA codes, Federal, State, and local regulations throughout the course of this service contract.

The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

The contractor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center.

The contractor shall schedule all site visits, to include emergencies, with the COR.

The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the COR’s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR.

The contractor shall respond within 4 hours for all emergency call backs.

Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a “Contractor” badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work.

Personnel must wear the proper personal protective equipment (PPE) at all times. Work done under this project must comply with infection control requirements.

The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes.

Special care will be taken to secure tools and construction equipment.

Material Safety Data Sheets (MSDS’s) must be submitted to the COR for approval for all hazardous materials before they are brought to the work site.

End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite.

Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D.

All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

5 DELIVERABLES

Contractor shall coordinate with the COR to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract.

Contractor shall provide a prioritized phone support contact list at the commencement of the contract.

Submittal of proposed equipment and materials to be used on site for review and approval by the COR.

Submittal of Contractor safety plan and lock-out tag-out plan.

Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.

After each visit from the contractor, a report shall be generated documenting labor hours utilized, including category of labor hours (See 3.2, 3.3 and 3.4), work that was performed, technician name, and any recommended actions that may be required.