J047--FY26: exhaust duct replacement

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

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Sources Sought Notice

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All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources-sought synopsis only. Questions should be submitted by email to terri.hudson@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders, and/or large business).

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and UEI Number.

2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing this type of service.

3) Submit Capability Statements via email to terri.hudson@va.gov by August 7, 2025. Responses should be received no later than 10:00 AM CST.

NO CAPABILITY STATEMENTS MAY BE SUBMITTED AFTER AUGUST 7, 2025.

AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED.

4) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

(5) No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

STATEMENT OF WORK

Exhaust Duct Replacement

1. REQUIREMENT:

This requirement is for a one-time service for the replacement of an exhaust duct for room 1C182 in Building 100 (B.100), on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

Period of performance is based upon award date and shall not exceed two (2) weeks.

Normal working hours are 8:00am 4:30pm Monday to Friday, except for federal holidays:

FEDERAL HOLIDAYS: New Year s Day, Martin Luther King Jr. Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center

6439 Garners Ferry Road

Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide a one-time service to replace the exhaust duct for room 1C182 in B.100. The Contractor shall furnish all labor, travel, equipment, supplies and materials required to perform a replacement to the exhaust duct for room 1C182 in B.100.

The contractor is responsible for providing services to detach the existing exhaust duct from the exhaust fan and curb, located on the roof, and install new duct.

The contractor will be responsible:

For all necessary asbestos abatement.

Detach the existing exhaust duct (approximately 8 feet in length) from the exhaust fan and curb located on the roof.

Decontaminate and dispose of biohazard components.

Fabricate new duct made of 16-Guage or higher; 304 steel type; 2B finish to be field welded on-site.

Securely attach the new duct to both the exhaust fan and the roof curb and properly seal.

Ensure all seams are welded for the exhaust system.

Oversee any qualifications, re-qualifications, and/or testing and balancing of the exhaust fan.

Provide a one-year warranty on parts and labor for the supplied materials.

The COR will provide acceptance for a fully operational system before any invoice is submitted for payment.

CHECK-IN REQUIREMENTS:

The Contractor and all personnel associated with the Contractor's services must check in and out with Engineering (ECC) situated in room LB184 of B.100. Shop personnel will escort contract personnel to and from the designated work location. This procedure is essential for contacting mechanics in the event of an emergency during standard operating hours.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are always secured.

Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

All debris must be removed from the facility upon completion of service each day.

Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

The WJB Dorn VA Medical Center is a smoke free campus. Smoking is not permitted indoors or on campus (except at the Regional Office location), to include parking lots, at any time. All smoking shall be conducted at designated smoking areas.

A Site Visit will be required for this requirement.

TRAINING REQUIREMENTS:

HVAC Certified Technician

Certified Ventilation Specialist

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

Invoice Number and Date

Contractor s Name and Address

Accurate Purchase Order Number

Supply or Service provided

Period Supply or Service Provided

Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

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Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

FSC e-Invoice Contact Information: 1-877-353-9791

FSC e-invoice email: vafsccshd@va.gov

Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

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.

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.].

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.

9. CONTRACT SECURITY

IDENTIFICATION, SMOKING AND VA REGULATIONS

The Contractor's FSE shall wear visible identification always while on the premises of the Augusta VA Medical Center. Contractor shall contact the Contracting Officer s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Augusta VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.