SOURCES SOUGHT SYNOPSIS SAMPLE.docx

SOURCES SOUGHT SYNOPSIS

The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for the “Roll Up Door Replacement” (the Overhead Door of Building 123) of the Clement J. Zablocki VA Medical Center (Zablocki VAMC). Located at 5000 West National Ave Milwaukee WI 53295. This is a one-time service. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 238290 - Other Building Equipment Contractors (i.e., not combined with any other service).

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.

Tentative requirements:

STATEMENT OF WORK

Roll Up Door Replacement

1. The Contractor shall provide all labor, material, tools, travel, management, and equipment necessary to provide the roll up door replacement (the Overhead Door of Building 123) of the Clement J. Zablocki VA Medical Center (Zablocki VAMC). Located at 5000 West National Ave Milwaukee WI 53295. This is a one-time service.

2. BACKGROUND

The Zablocki VAMC has made the Great Lakes Acquisition Center aware of an urgent need of a one-time service to replace the Overhead Door of Building 123, also described as the “Roll Up Door” replacement requirement. This replacement is a necessity as the door is currently inoperable, creating security issues at the facility. Failure to replace the Overhead Door of Building 123, may jeopardize patient care.

3. SCOPE OF WORK

The contractor shall provide all labor, material, tools, travel, management, and equipment necessary for the replacement of the Overhead Door of Building 123. The contractor shall also perform full operational checks after installation to ensure door(s) are operating safely.

Tasks/Deliverables A. The contractor shall provide all labor, material, tools, travel, management, and equipment necessary for the replacement of the Building 123 Overhead Door to include the following:

B. The Contractor shall remove and dispose of existing door / operator.

C. The Contractor shall provide and install (1) commercial Roll up door.

D. Grey with R-value of 7.2 Micro groove design insulated roll up door.

E. 11’10” tall x 11’-10” wide F. Standard lift 3” angle mount track G. 8” Wide PVC rubber riveted hood baffle H. 25,000 cycle springs I. One piece vinyl weather seal J. Heavy duty .090 standard lift 2” tracks with continuous wall angles.

K. Full perimeter weather stripping.

L. New non-monitored safety edge.

M. 480V 3 phase Minimum ½ HP Roll up door operator.

N. Jackshaft Operator O. Timer to close & auxiliary output module.

P. The Contractor shall program and test the door operation for a fully functional system.

Q. The Contractor shall perform full operational checks and ensure door is operating safely.

R. The Contractor shall, upon completion of work the Contractor shall complete a written report and provide it to the VA Illiana Point of Contact (POC) for an “Acceptance Signature.”

4. SELECTION CRITERIA

The Contractor shall provide the following:

A. The Contractor shall provide three (3) years of experience involving large commercial overhead door systems.

B. The Contractor shall provide two (2) examples of projects completed in the last two years.

C. The Contractor shall provide certification to install the door for the manufacturer they are providing. Specifically, the contractor shall provide information from the manufacturer that they are trained installers.

5. HOURS OF OPERATION

Scheduled work hours are required in the performance of this contract and shall be performed during the hospital’s regular hours of 7:00 a.m. and 3:30 p.m., local time (Illinois), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. Zablocki VAMC Federal Holiday:

New Years’ Day Labor Day Columbus Day Veterans Day Independence Day Memorial Day Martin Luther King, Jr. Birthday Juneteenth National Independence Day Washington’s Birthday Thanksgiving Day Christmas Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the Contracting Officers Representative (COR) and shall still be considered “normal business hours.” If work shall be performed outside of mutually agreed normal business hours (If “over-time” work; “See section 3: Scope of Work”), the Contractor shall obtain prior approval at least 24 hours from the COR of the Facilities Management Office. If such work shall be at the cost of the Zablocki VAMC, a separate purchase order number shall be obtained by the Contractor prior to performing any “over-time” work. Work shall be scheduled in such as manner as to allow as little disruption to services in all campus buildings affected.

6. CHECK – IN REQUIREMENTS

This check-in is mandatory. Upon arrival, the Contractor's Field Service Employee (FSE) shall check in at the Clement J. Zablocki VA Medical Center’s (Zablocki VAMC) at the Facilities Management Office, Bldg. 70, Wing E; located at 5000 West National Ave. Milwaukee, WI 53295-0001. The contractor shall then wait for Zablocki VAMC personnel for entrance into building and to access the area/equipment included in this contract. The Contractor's FSE shall always wear visible identification while on the premises of the Zablocki VAMC. Upon completion of work, the Contractor’s FSE shall complete a written report as noted in paragraph 3. (Scope of Work: Task/Deliverables #R) The contractor shall also be required to sign out with the Zablocki VAMC COR. All reports shall be submitted to the Zablocki VAMC COR for an “Acceptance Signature.” If the Zablocki VAMC COR is unavailable, a signed, authorized copy of the report shall be sent to the Contractor after the work can be reviewed, if requested or noted on the report.

Contractor’s Contact person(s):______________________________________.

Telephone Number & Extension: ___________________________________.

If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, vehicle fleet size, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below) The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.

Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition.

Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states:

(a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101)” in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:

(1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.

Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO’s referral is received by the SBA’s area office, the SBA will then inform the small business of the CO’s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency – by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria.

After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA’s Subcontracting Compliance Review Program.

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 10:00 AM CST on Monday August 11, 2025. All responses under this Sources Sought Notice must be emailed to Della.Bond@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.