W9127825SSN0727_Sources Sought Notice__BAMC_May 2025.pdf

Sources Sought Number: W9127825SSN0727

Classification: Z1DA (Maintenance of Hospitals and Infirmaries)

NAICS: 236220

Location/Area: Brooke Army Medical Center (BAMC), Joint Base San Antonio (JBSA), Fort Sam Houston, Texas

Subject: Sources Sought Notice Perform Operation & Maintenance (O&M) with Repair and Minor Construction in Support of Defense Health Agency (DHA) Program for Justification and Approval (J&A) Per 6.302-1

Responses will focus on identifying capable vendors, specifically addressing timeline and O&M requirements, to aid the Government's responsible source evaluation.

The purpose of this Sources Sought Notice / Market Research is to make notification of the Government’s intention to (on a sole source based, referencing authority FAR 6.302-1)extend the current contract, W9127822C0027, to J&J Worldwide Services for O&M coverage at BAMC at JBSA, Texas, for up to a period of six months (two month base period, and four one month option periods).

J&J Worldwide Services is the current incumbent for O&M services at BAMC. The Government’s understanding is the incumbent is the only responsible source that can satisfy the Government’s need in ensuring no lapse in O&M service at BAMC. The current contract expiration is 28 July 2025. The procurement is in the solicitation approval phase. Solicitation W9127825RA039 is still underway and is not expected to be complete with enough time for a phase-in, to include mobilization and an estimated 60-day security approval. J&J is the only vendor who is currently mobilized, staffed, and vetted to perform full O&M performance for BAMC by 28 July 2025. The Government understands that other vendors can perform the full O&M performance at BAMC; however, the tight timeline can only be met by the incumbent, J&J Worldwide Services.

Brief Performance Work Statement (PWS) is below:

The contractor will continue to perform plant operations, preventive maintenance, predictive maintenance, and repair of real property installed equipment (RPIE), facilities, exterior maintenance and repair, and supporting facilities in a continuous and satisfactory manner on a 24-hour basis, 7 days per week. It is incumbent on the contractor performing the operations and maintenance (O&M) services work to recognize their required, instrumental role in fully and effectively supporting the BAMC ongoing activities, to take all necessary precautions and protective measures to maintain full staffing resources, and to implement the required maintenance and operations activities in and around the potentially infectious patient care environment.

Work will vary from site to site and will require extensive knowledge of the functional operation of medical facilities, including equipment, facility support systems, and building structures.

Since the facilities will typically be in full operation, the contractor will be required to minimize interference with the daily operation of the facilities and will be required to implement infection control processes and to comply with The Joint Commission (TJC) requirements for work in occupied medical facilities. The contractor shall have a thorough understanding of, and comply with, the most recent standards established by applicable accrediting Authorities Having Jurisdiction (AHJ) such as the Joint Commission, the Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC), The College of American Pathologists (CAP), the American Association of Blood Banks (AABB), etc., as well as other applicable industry medical codes and standards governing the operation of a medical facility such as those published by the National Fire Protection Association (NFPA), the American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE), the American National Standards Institute (ANSI), etc. Work may range from reconfiguration of a single room or repair of a single utility system component to renovation of a hospital wing to include both repair of failed and failing systems and components, and minor construction of new systems and components incidental to the O&M requirement. Key personnel, to include on-site supervisors, are required to hold an American Society of Healthcare Engineering construction certificate.

The following is the place of performance for the subject requirement:

• Brooke Army Medical Center (BAMC) – BAMC Complex, and outlying sites

The anticipated period of performance is up to six months.

Sustainment O&M services for the above buildings include, but not limited to plumbing systems, medical gas systems, fire suppression/protection systems, HVAC systems and controls, electrical systems and circuits, including emergency power, refrigeration systems, electronic systems, building exterior, interior finishes, and provide support work (i.e. Partitions, utilities, and related site preparation) while Government repair personnel work specifically on medical and research laboratories and equipment in accordance with Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC) and ALL installation, state, and Federal codes and laws.

Additionally, the contractor shall operate and maintain non-sustainment systems, separate from the basic building systems discussed above, that include, but are not necessarily limited to, the following

• Moveable files and furniture in conjunction with the O&M task requirements.

• Maintain as-built drawings

• Pest Control

• Electric locks and buzzers

• Communication systems support

• Locksmith Operations

• Water Treatment Operating Plan

• Fire extinguishers

The contractor shall submit various reports. A monthly report shall be provided to the Facility Manager outlining those items which are showing wear and tear beyond their normal life expectancy and those items which require replacement or are expected to require replacement before the end of the next reporting period (i.e., items in a failed or failing condition). Additional reports required for AAALAC, and/or as defined in the facility’s operation and maintenance management plan or other installation operating instructions, shall be submitted to the Facility Manager at scheduled intervals described in the document that requires the report. The contractor shall also provide daily “face to face” coordination with the Facility Management (FM) staff to facilitate effective facility O&M.

The contractor shall provide a comprehensive Preventive Maintenance (PM) program and schedule PM actions in-accordance with manufacture’s recommendations. The contractor shall ensure that PMs are established and scheduled for all equipment requiring tests or inspection, even if the equipment is being inspected and/or tested by another contractor. Tasks addressed in a PM shall be completed under the PM, e.g. replace filters, tighten/replace belts, make minor adjustments, etc. Equipment identified for the Reliability Centered Maintenance; Predictive Maintenance (Pdm) program will be performed at the 2nd quartile level. Additional Individual Job Orders or Service Orders may be required for more significant repairs (repair and/or minor construction incidental to the O&M mission).

The Contractor shall ensure that a Real Property Inventory Equipment (RPIE) number exists or is created and is maintained in the Defense Medical Logistics Standard Support (DMLSS) for every existing and newly installed equipment item identified associated with utility systems and life safety, e.g. EC 02.05.07, etc. The contractor shall ensure that PM is prepared/created and scheduled in DMLSS that meets or exceeds AAALAC, OSHA, and NFPA inspection/test requirements. The contractor shall ensure accuracy of the DMLSS data at all times.

The contractor shall have an automated inventory system that tracks and can provide written reports on the current status of on-stock inventory.

The contractor shall establish as-builts in DMLSS-Draw base as this will be used along with AutoCAD for local use to keep all red lines up to date and provide drawings upon request. The contractor shall provide an experienced, trained AutoCAD operator.

The contractor shall provide Emergency Maintenance Work to protect property from serious damage and any equipment failure which would result in stopping the research activities and safety to personnel and assets. The contractor shall provide 24 hour/7 days per week emergency/alarm coverage call-back capability after normal duty hours for all facilities.

The contractor is required to record monthly utility readings for all buildings under contract and provide a written report to the Facility Manager identifying the gauge/meter readings and any inoperative or missing meters or gauges.

Contractor shall maintain all documentation within an electronic file designed to replicate the layout of the current facilities.

Contractor shall provide labor, equipment, and materials to provide on-site support for the OSHA Voluntary Protection Program (VPP) and the BUILDER system.

All these special requirements combine to create a demanding work environment for contractors, where the contractors must be willing to take on the risk performing work that may impact patient health and safety and may even expose their own workers to toxins or infectious diseases.

This necessitates measures such as increased liability insurance, special immunizations for workers in certain facilities or areas of facilities, additional worker training in the use of specialized personal protective equipment, etc.

This is a Market Research and Sources Sought Notice only. No award will result from this Sources Sought Notice. There is no solicitation available at this time; therefore, do not request a copy of the solicitation. If a solicitation is released, it will be synopsized in accordance with the Federal Acquisition Regulation and its supplements. It is the contractor’s responsibility to monitor the Government Point of Entry for the release of any solicitation.

RESPONSE INSTRUCTIONS

Responses are requested with the following information:

1. Contractor’s name, address, points of contact with telephone numbers and e-mail addresses.

2. Business size/classification (to include any designations such as Small Business, HUBZone, Section 8(a) contractor, Service Disabled Veteran owned Small Business, Small Disadvantaged Business, Women Owned Small Business, etc.) shall be indicated on the first page of submission. Offeror’s bonding capability (construction bonding level per contract, expressed in dollars). *Requirement includes repair and construction incidental to the O&M requirement.

3. Documentation should be submitted with the following considerations:

a. Describe your ability to mobilize, with the possibility of a 30-day or less phase-in period.

b. Describe your ability to staff, meet security requirements, and train staff within the required time constraints.

c. Describe your capability and experience to provide services for maintenance and repair of preventive, predictive, demand, and emergency maintenance of all facility systems and components including architectural, mechanical, electrical, and instrumentation, and minor construction and repairs incidental to the O&M mission is required (as described in the Performance Work Statement section of this notice).

d. Capability to meet the Joint Commission and AAALAC requirements.

e. Capability to perform in San Antonio, Texas.

The following shall be included for project information:

f. No more than three (3) projects that are at least 50% complete within the past five (5) years that demonstrate capability based on the criteria listed above in section 3.

g. Project information is not to exceed 3 pages, should include title, location, description, dollar value, and agency/Government entity.

h. Submitted projects should include size and dollar value.

4. The above requested information shall not exceed a total of eight (8) pages on 8.5" x 11" paper, 12-point Times New Roman font, with a minimum of one (1) inch margins all around.

Please do not provide standard marketing brochures or catalogs.

Responses will be evaluated on the basis of demonstrated functional capability.

Responses are due no later than 23 May 2025, 2:00 pm (CST). Responses received after this date and time may not be reviewed.

Responses shall be submitted via email to Ms. Rhonda Archie, Contract Specialist, at larhonda.m.archie@usace.army.mil, and ct-cproposals-medcom@usace.army.mil. In the subject line of your email state: Response to W9127825SSN0727 –Sources Sought Notice. No responses will be accepted by mail or fax. Submittals will not be returned. Telephonic responses will not be honored.

mailto:ct-cproposals-medcom@usace.army.mil