Sources Sought Notice - Hot Water Boiler Service - Philadelphia - Final.docx

Building 30 Community Living Center Hot Water Heaters Service and Repairs at the Philadelphia VA Medical Center Sources Sought

1. THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation.

2. TASKS AND DELIVERABLES

The CMCVAMC Community Living Center has four (4) Hot Water On-Demand Raypaks (Model # WH9-1262B) from 2012 that provide hot water to the residents and staff. Currently, two (2) of the four (4) hot water heaters require repairs and all four (4) require preventive maintenance and service.

Work Required: Provide all labor, supervision, equipment, tools, and materials required for the following items:

1. Perform preventive maintenance on Hot Water Heaters 1, 2, 3, and 4 in accordance with manufacturer recommendations.

2. Replace the water flow switch on Hot Water Heater 2.

3. Replace the gas flow switch on Hot Water Heater 4.

4. Replace the flame sensors and hot surface ignitors on Hot Water Heaters 1, 2, 3, and 4.

5. Replace the gas and air switches on Hot Water Heaters 1, 2, 3, and 4.

6. Provide four (4) spare flame sensors, four (4) spare hot surface ignitors, four (4) spare water flow switches, four (4) spare gas flow switches, four (4) spare gas pressure switches, and four (4) spare air pressure switches.

7. All work shall be complete within 21 calendar days from award.

3. Utility Shutdowns and Lock-Out/Tag-Out (LOTO):

1. The Contractor shall submit a request to interrupt any hospital utility services to the VA POC (Point of Contact), in writing, in advance of the proposed interruption. The request will be made on the CMCVAMC FMS Utility Shutdown Request Form (provided by Robert Martin or James Valiquette) and must indicate the reason, date, exact time, and approximate duration of such interruption. The Contractor shall work with the VA COR and FMS staff to determine all operational impacts from a shutdown and mitigating efforts to limit impacts. Work may need to be phased or performed after hours and on weekends as to limit impacts on Community Living Center (CLC) services and patient care.

2. VA COR and CMCVAMC FMS will notify the Contractor of the minimum number of locks and tags required for the utility shutdown through writing and the Utility Shutdown Request Form. The Contractor must provide at minimum all applicable colored locks and tags and must install locks/tags adjoining VA-supplied locks/tags to ensure no release of electrical or other sources of stored and hazardous energy. CFR 1910.147 App A – Typical Minimal Lockout Procedures shall be used for all Lock-Out/Tag-Out requirements.

3. Hot Work Permits: All hot work operations including cutting, welding, thermal welding, brazing, soldering, grinding, thermal spraying, thawing pipes, or any other similar activity, will require a Hot Work Permit to be obtained by the Contractor from the Safety Officer. The Contractor will be responsible for conforming to all Medical Center regulations, policies and procedures concerning Hot Work Permits including, but not limited to, the following:

i. Prior to the performance of hot work, a request for a Hot Work Permit will be made to the Safety Department at least 24 hours in advance of the work.

ii. The POC and a representative from the Safety Office will inspect the area and ensure that the requirements of NFPA 241 and OSHA standards have been satisfied. The Hot Work Permit will be granted and posted in the immediate work area.

iii. The Hot Work Permit will apply only to the location identified on the permit. If additional areas involve hot work, additional permits must be requested.

iv. Upon completion of all hot work, the POC will be notified by the responsible individual to perform a re-inspection of the area. Do not use any of the extinguishers in the medical center for standby purposes while conducting hot work. Contractors are required to supply their own Class ABC extinguishers. Medical center extinguishers are only to be used in the event of a fire.

Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 238220 (size standard of $ 16.5 Million). Please answer the following questions:

(1) 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.)?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

(4) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.

(5) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

(6) General pricing of your solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(7) Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes.

(8) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(9) Please provide your UEI number.

This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to Jacquelyn.mazurek@va.gov no later than, 12:00 PM Eastern Standard Time (EST) on February 21, 2025. Reference RFI# 36C24425Q0348 in e-mail subject title. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Officer, Edward Ferkel.

All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award.

If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Specialist, Jacquelyn Mazurek at Jacquelyn.mazurek@va.gov.

DISCLAIMER

This RFI is issued solely for information and planning purposes only 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.