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 238220, (Plumbing, Heating, and Air Conditioning Contractors). The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of installing new Variable Frequency Drives at the West Haven CT 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 May 22, 2025 3:00 PM EST. All responses under this Sources Sought Notice must be emailed to david.valenzuela2@va.gov with RFQ #36C24125Q0780 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 must provide proof of certification.

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 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

I. BACKGROUND

There are several large Supply and Exhaust fans at West Haven Medical Center that need new Variable Frequency Drives (VFDs). For reference, a Variable Frequency Drive is a type of motor-controller that can govern the speed and power of larger HVAC motors. The VFD allows the user to control the speed and voltage of the motor so that optimal fan speed and air flow can be achieved when needed. A motor does not need to run at full speed and at full amperage all the time. The VFD also makes the entire HVAC systems much more efficient by controlling how much electrical current is being used. VFD are in place all over the VA’s facilities. This scope of work is to add new VFDs to the following areas shown below. Each VFD is assigned to a specific piece of HVAC equipment.

The VFDs also allow FMS to control the motor speeds remotely over the Building Management System controls.

II. SCOPE OF WORK

The contractor’s responsibility of this contract includes, but is not limited to the following:

(1) Provide all labor, materials, tools, equipment, applicable state licenses and permits to accomplish this SOW.

(2) Provide new VFDs to serve/control the following Supply Fans, Air Handlers, Roof Top Units, and Ventilation Fans:

(3) Contractor to coordinate with FMS COR and electrical shop to ensure all power requirements are available and identified.

(4) Contractor to verify all electrical panels, breakers and load requirements are in place. Contractor to include any required breakers, wiring, conduit, and associated labor to complete VFD installation.

(5) Contractor to coordinate with FMS COR, HVAC shop and controls representatives for any control or BMS connections for new VFDs.

(6) Contractor to coordinate and provide any required Lock Out / Tag Out procedures and equipment to safely identify and LO/TO all breakers and panels as needed for proper installation.

(7) All disposable materials shall be removed from the facility by the contractor and disposed of in accordance with applicable state environmental protection regulations. Disposal of construction byproducts shall be made at the contractor’s expense. Debris shall not be left in such a manner that airflow or other motion could cause the debris to be scattered outside of the work area or within the facilities via local foot traffic.

(8) All work to be done during normal operation hours. Any request for off hours work to be coordinated with COR (Cornelius Finnegan) and Jim Gomme (Maintenance Supervisor).

(9) Contractor policies and procedures shall comply with VA Privacy and Security policy, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

(10) All contractor personnel shall obtain a short-term identification badge issued by the VA designee. Such badge shall be worn by the individual and prominently always displayed while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the VA designee a valid (non-expired) photo identification issued by a US federal, state or local government agency. Contractors can check in at Bldg 15 FMS office to sign in and secure contractor passes as needed.

(11) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

(12) The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

(13) No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

(14) 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.