J041--Refrigeration Preventative Maintenance, Inspection & Repair Services Northern AZ VA Healthcare System (NAVAHCS)

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses to this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the services described below.

Background: The Northern Arizona VA Healthcare System s Nutrition and Food Service Department has a requirement for a local contractor that can provide preventative maintenance inspection service and repair work to its commercial refrigeration units.

Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, tools, equipment, travel, transportation expenses and other related costs to provide preventative maintenance inspection (PMI) services on the 24 Government owned refrigeration units listed in the table below located at the participating facility listed in this statement of work. This contract is for a base year plus four option year.

Refrigeration Units:

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Model

Serial Number

Building

Brand

Description

1

T-49DT-HC

9493779

106-108

True

Combo Refer/Freezer

2

Walk-in Refrigerator

 N/A

104-108

N/A

Building Room- functions as Refrigerator

3

Walk-in Refrigerator

 N/A

103-108

N/A

Building Room- functions as a walk-in Refrigerator

4

ACU1826R

217578002

105-108

Cambro

Air-Curtain, Refrigerator

5

GBF3P-S

1120254981

105-108

Delfield

3 Door Freezer

6

UDE0080A-161B

310515549

101-108

Manitowoc

Ice- Machine

7

T-23-HC

9417507

101-108

True

Reach-in Refrigerator

8

Walk-in Thaw Box

 N/A

009-108

N/A

Building room- functions as a walk-In Thaw Box

9

Walk-in Freezer

 N/A

010-108

N/A

Building room- functions as a walk-in Freezer

10

Walk-in Refrigerator

 N/A

011-108

N/A

Building Room- functions as a walk-in Refrigerator

11

ACU1826R

217578001

008-108

Cambro, Air Curtain

Air-Curtain, Refrigerator

12

SARRI2-S

1701152000752

A001A-151

Delfield

2 Door, Roll-In Refrigerator

13

T-23-HC

9424543

A001A-151

True

Reach- In Refrigerator

14

ACU1826R

217578003

A001A-151

Cambro Air Curtain

Air-Curtain, Refrigerator

15

TSSU-60-24M-B-ST-HC

9545958

A001A-151

True

Sandwich Station

16

C5R9-SBA

C5R00000444

A001A-151

Metro

Reach- In Refrigerator

17

T-49F-HC

9373646

A001A-151

True

2 Door, Reach-In Freezer

18

T-49-HC

9401955

A001A-151

True

2 Door, Reach-In Refrigerator

19

RHT232WUT-FHS

23D01007

A006-151

Traulesen

2 Door, Reach-In Refrigerator

20

UDE0080A-161B

13051529417

A006-151

Manitowoc

Ice- Machine

21

SCSC-74-BP

2007150001670

A001A-151

Delfield

Salad bar

22

TWT-480-Z-HC

10549110

A001A-151

True

Countertop Refrigerator

23

R-AS-10

196573401

A102-148

Cambro

Air-Curtain, Refrigerator

24

R-AS-10

196573501

A217A-148

Cambro

Air-Curtain, Refrigerator

Participating Facility

Department of Veterans Affairs

Northern Arizona VA Healthcare System (NAVAHCS)

500 Highway 89 North

Prescott, AZ 86313

Specific Tasks:

Contractor shall respond to emergency calls Monday through Friday and Weekends from 6:00pm to 6:00am.

Contractor shall perform on-site preventative service on commercial walk-in type refrigeration and freezer units as well as reach-in type mobile refrigeration and ice machines listed in this statement of work.

Contractor shall inspect and check all electrical circuits within the equipment, including infra-red temperature inspections.

Contractor shall inspect and clean evaporator and condenser coils. All supplies and cleaning chemicals shall be at no additional cost to the VA.

Contractor shall visually inspect refrigeration circuits for leaks and potential leaks.

Contractor shall inspect and clean as needed condensation drain pans, pumps and drain lines.

Contractor shall visually inspect, and hand clean each ice machine listed in this statement of work as needed. Chemically clean and sanitize each ice machine two (2) times a year, September and March or 6 months apart. Cleaning chemicals and sanitizers included. Water filters not included.

Contractor shall recommend repairs to the Dietary Department program point of contact (PPOC) which may incur additional charges and provide a quotation for the repair costs to the PPOC for authorization from the Contracting Officer prior to initiating repair service.

Requirements:

Contractor shall use OEM certified parts when replacing and repairing equipment.

Contractor will need to provide their own OEM manuals for the equipment.

The Contractor must have technicians able to respond to facility emergency repair calls within two hours.

Contractor must have certified refrigeration technicians able to provide maintenance and preventative care to various brands of commercial refrigeration equipment listed in this statement of work.

Vendor must be able to service all refrigeration units listed in this statement of work quarterly throughout each year of the contract.

Contractor shall provide a completed report and any applicable checklists to the PPOC upon completion of each preventative maintenance inspection performed. Contactor shall supply the completed reports in electronic email format or hard paper copies.

CONTRACTOR QUALIFICATION:

Personnel performing maintenance and repair services must be fully qualified, Field Service Engineers (FSE) who have been trained to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent and experienced to work on the equipment assigned.Â

Security Requirements

The C&A requirements do not apply, and Security Accreditation Package is not required.

Information Security: The C&A requirements do not apply, and a Security Accreditation Package is not required.

Period of Performance:

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Work Hours:

Normal hours of operation are Monday through Friday from 6:00 am to 6:00 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed.

Federal Holidays:

New Year s Day

January 01

Martin Luther King s Birthday

Third Monday in January

President s Day

Third Monday in February

Memorial Day

Last Monday in May

Juneteenth

June 19

Independence Day

July 04

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Identification, Check-in, Parking, and Smoking Regulations:

Identification

The vendor's employees shall always wear visible identification while on NAVAHCS premises. Contractor employees shall report to VA Police upon entry to the NAVAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the PPOC or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with NAVAHCS Police if the NAVAHCS PPOC or designee is not available.

Reporting Procedures

Before commencement of work, the Contractor shall confer with the VA PPOC and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Program Point of Contact (PPOC):

Section:

POC Name:

Address: 500 N. US Hwy 89

Prescott, AZ 86314

Phone No.:

Email:

Parking

It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

Smoking

Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Weapons and Contraband

Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Safety

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on NAVAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.

Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

Contractor Personnel

Contractor s Program Manager

The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Name:

Address:

Phone No.:

Fax No.:

Email:

Contractor s Employees

The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

Contractor Qualifications & Other Responsibilities

Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Insurance Coverage

The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

Overtime & Holiday Pay

Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein.

If you are interested and capable of providing the required service(s) please provide the following information.

(1) Company Name, Address, Point of Contact

(2) 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.

(3) Is your company considered small under the NAICS code 811210?

(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 type and number.

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

(6) Please provide general pricing for your products/solutions for market research purposes.

(7) Please submit a capability statement that addresses qualifications and verifies ability to perform work described above.

The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Businesses. However, if there are insufficient Service-Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811412 ($19.0 Million).

Responses to this notice shall be submitted via email to jennell.christofaro@va.gov. Telephone responses will not be accepted. Responses must be received no later than 10/12/2023 09:00 PST.

After review of the responses to this sources sought announcement, a solicitation may be published on the FedBizOpps or GSA eBuy websites. Responses to this sources sought announcement will not be considered adequate responses to the solicitation. All interested offerors must respond to the solicitation in addition to responding to this sources sought announcement. Prospective bidders must be authorized re-sellers to participate in the solicitation process.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at www.vip.vetbiz.gov.