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DESCRIPTION Duct Cleaning Services Martinsburg VA Medical Center The Martinsburg VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the ser... DESCRIPTION Duct Cleaning Services Martinsburg VA Medical Center The Martinsburg VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 561790. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to Danfeng.lu@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than July 22, 2022 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK I. Scope of Work: This contract involves the cleaning of grease accumulation in the kitchen and canteen areas and involves the cleaning of dust accumulation inside the OR and Surgery HVAC systems. The contractor shall completely remove by pneumatic process (industrial vacuum cleaning) or other processes, all dirt, lint, dust, grease, oily residue or other accumulations of a combustible, flammable or explosive nature from the interior of metal or other surfaces of a ventilating duct system, including plenum chambers, blower units and exhaust fans, as defined below: Ventilating Duct System: shall comprise the supply and exhaust duct system as outlined in requirements, including plenum chambers, fans and blower housings, fan, fan-wheel, diffusers, grills and other appurtenances thereto, with the exception of motor interiors. Blower Units: shall comprise complete blower assembly including the housing, wheel shafts, braces, support, pulleys and all other appurtenances thereto with the exception of motor interiors. Exhaust Fans: shall comprise the complete fan assembly including the structural frame assemblies, housings, fan blades, shafts, braces, louvers and all other appurtenances thereto except motor interiors. After ducts have been cleaned, spray a biocide agent to resist the future growth of mold. Refer to ARC 2006, Assessment, Cleaning & Restoration of HVAC system by the National Air Duct Cleaners Association (NADCA) which can be found at: http://www.nadca.com/download/ACR%202006%20-%20March%202006.pdf Quality Control: Contractor to provide a project specific quality control program. The Quality Control program shall include: before and after digital photographs of 25% of systems, ductwork, and equipment involved in this contract for cleaning. The government will also require random checks by means of physically inspecting ductwork, hoods, dampers, equipment, etc.. Contractor to provide a representative to provide access for inspection where government deems fit at no additional cost. Removal of Material: All grease, lint, dust, dirt, soot, oily residue and other accumulations, including those of a combustible, flammable or explosive nature shall be gathered, contained and removed from each site by the Contractor and disposed of in accordance with local safety regulations governing such removal and disposal. Ceilings and Roof Areas: The contractor shall thoroughly inspect all areas above ceilings, within interstitials, and roof areas and remove all grease and other flammable and combustible contaminations occasioned by leakage or seepage from ducts, plenum chambers, fan housing or fans. Protection of Equipment: While working on or near installed equipment, the contractor will use drop cloths, shields and other protective devices to prevent damage to mechanical equipment and/or areas adjacent to units being cleaned and decontaminated. Contractor shall move all furniture and fixtures that may interfere with performance of work specified and shall reposition it upon completion of work in each area and clean the area in which the work has been performed. All bracings, rafters and adjacent structural members and equipment shall be kept clean or cleans after operations are completed. Safety Requirements: The contractor shall perform his work in strict accordance with accredited standards and codes in order to minimize the possibility of damage to installed Government machinery and equipment and a loss of production time. Every effort will be made to safeguard human life and property. In all explosion hazard areas, the contractor shall use only explosion-proof electrical equipment and appliances conforming to the National Electrical Code, as amended. Underwriter s Laboratories listing or Contractor's/Manufacturer's affidavit of compliance will be accepted. All industrial vacuum machines, pneumatic exhausters and blowers, compressors and other equipment will be of sufficient capacity to ensure maximum results and safety. All mechanic's tools, cutting devices, scrappers and similar equipment used by the Contractor in explosion hazard areas shall be constructed on non-ferrous materials. The contractor shall not transport to or use upon the Government premises any detergent, solvent, decarbonizer or other cleaning agent that possesses flammable, combustible or explosive characteristics. The contractor shall be familiar with the location and operation of portable fire extinguishers when installed in the worksite. The contractor shall provide a suitable extinguisher for work in areas where this equipment is not installed (i.e. Interstitials and building exteriors). The contractor will he required to comply fully with the provisions outlined in General Safety Requirements EM-385-1-1 which can be found at: http://140.194.76.129/publications/eng-manuals/em385-1-1/2003_English/toc.htm Upon request the successful bidder will be required to submit evidence that explosion-proof industrial vacuum machines, etc., to be used in performance of the contract conform to the National Electrical Code, as amended, for explosion hazard areas. Underwriter's Laboratories listing, Contractor's /Manufacturer's affidavit of compliance will be accepted. Evidence will also be submitted that explosion-proof lamps, respirators, goggles and safety belts conform to the standards of the American Standards Association. The contractor will take necessary steps to insure that dirt, debris and other contaminates are confined to the immediate cleaning area, and will not pollute or contaminate clean area or supplies. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of patients, members, and employees. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work, and hold the contractor in default. Protective Coating: A protective coating, which restricts grease buildup, shall be applied to the interior of each kitchen exhaust hood. Items Not Included: Electrical equipment such as interiors of motors, armatures, etc. which may be part of the exhaust system are not included in this contract. Reports: Three (3) copies of a written summary of findings, recommended repairs and conditions of equipment will be submitted to the Contracting Officer upon completion of the cleaning. Include in report the location and size of ducts and recommendations as to the need of access panels. If sections were not cleaned due to inaccessibility, give written report to the Contracting Officer after services have been completed. Scheduling: The contractor shall present a detailed schedule for the completion of all work under this contract to the Contracting Officer's Technical Representative (COTR) no later than a minimum of 15 working days before the project begins. Contractor to indicate all phasing and interface requirements. A daily schedule of areas to be serviced will he submitted in advance for each workday. Contractor will notify COTR at least seven (7) days prior to intended arrival. Work to be coordinated daily with COTR. Hours of Work: All work shall be performed as follows: Building 500 Between the hours of 1700 and 0400 Building 502 Between the hours of 1800 and 0400 Federal holidays observed by the VAMC are: New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, Christmas Day, or any other day specifically declared by the President of the United States to be a national holiday. Government Responsibility: The Government will make available at no cost to the Contractor the following: All electricity necessary to operate contractor's power driven equipment, explosion proof and conventional drop lights, etc. Areas in which the contractor will be permitted to park their truck(s), utility truck(s), etc. Toilet, washroom and dressing room facilities for the technicians employed by the contractor on the job. Labeling: Contractor shall place a sign/date company logo label on all hoods, AHU's and all systems cleaned. Check-in Procedures: The contractor shall be required to provide all required information that is necessary for VAMC badging to the COTR 15 calendar days prior to the start of work. Contractor will be given a date and time to report to Security Service in Bldg. 502 E-142 and obtain an ID badge. Contractor will insure that contractors personnel report at their assigned times for badging. Contractor may then proceed and report to the COTR in FMS, Bldg. 320, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. This check-in is mandatory. At this time, contractor personnel will be issued a contractor's identification badge which will be displayed at all times while on VAMC property, and surrendered upon completion of the job. Contractor will be required to enter the following information into the log: name, name of Contractor, current date, time in, location of service/equipment being serviced, and time out. Payment: Invoices MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, contract number, and a description of services. Competency of Personnel Servicing Equipment: Each respondent must have an established business. At a minimum, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two "fully qualified" personnel who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. "Fully Qualified" is based upon training and experience in the field. The personnel must be able to provide proper documentation supporting training upon request. For field experience, the personnel shall have a minimum of two years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment. All work shall he performed by "fully qualified" competent personnel. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing any VAMC equipment. The CO and COTR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. Identification, Parking, Smoking, and VA Regulations: The Contractor's personnel shall abide by all VAMC station policies and regulations. The Contractor's personnel shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COTR. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. 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. Gender: Wherever the masculine gender is used in the solicitation and contract documents, it shall be considered to include both masculine and feminine. Conduct: Contractor employees are subject to the rules of the Medical Center, applicable to their conduct, security, safety, etc. LIST OF VENTILATION AND EXHAUST SYSTEM TO BE PERFORMED DURING TIIE BASE YEAR AND EACH OPTION YEAR: Bldg. 500 Kitchen Exhaust hoods: Dietary Floods in Room GB 100 9 each 1 ea 12' x 4 1/4' 2 ea 12' x 5 1/4' 4 ea 10 1/2' x 5 1/4' 1 ea 5' x 5' 1 ca 5' x 3 1/2' Exhaust fans and approximate length of interconnecting duct for dietary hoods: 10" x 10" x 125' EF53 (ph Roof) 18" x 16" x 165' EF51 (Center Tower Roof) 64" x 20" x 92' - EF52 (ph Roof) 48" round x 15' 46" round x 10' 38" x 20" x 7' 46" x 20" x 5' 40" x 20" x 7' 30" x 20" x 8' 20" x 20" x 12' 16" x 20" x 38' 18"x 12" x 44' Supply air system to dietary hoods consists of SF24 and approximately 220 linear feet of duct as follows: 28" x 24" x 25' 16" x 10" x 9' 36" x 36" x 15' 20" x 8" x 7' 28" x 24" x 43' 12" x 10" x 15' 44" x 14" x 69' 10"x 10" x 12' Bldg. 500 Canteen Exhaust System: Five (5) Kitchen Hoods in Room 1B115B 5 ach approximately 6' x 8'x3' EF38 and approximately 182 linear foot of duct as follows: 42" x 18" x 170' 32" x 14" x 7 ' 24" x 14" x 5' Bldg. 500 Canteen Supply Air to hood consists of SF25 and approximately 185 linear foot of duct: 20" x 24" x 64' 14" x 14" x 56' 36" x 27" x 15' 20" x 14" x 14' 28" x 16" x 36 Operating Room AC 13 supply air and approximate size and length of galvanized duct to operating room: 32" x 12" x 9' 46" x 30" x 4' 30" x 26" x 43' 46" x 44" x 12' 30" x 20" x 25' 46" x 36" x 16' 28" x 12" x 10' 16" x 44" x 12' 24" x 20" x 21' 16" x 26" x 22' 20" x 6" x 29' 10" x 18" x 8' 18"x 12"x 11' 10"x 12"x21' 18" x 10" x 5' 10" x 10" x 17' 16" x 12" x 7' 10" x 8" x 66' 16" x 6" x 29' 10" x 6" x 27' 14" x 14" x 27' 10" x 4" x 55' 14"x 10"x 11' 8" x 24" x 5' 14" x 8" x 15' 8" x 12" x 70' 14" x 6" x 89' 8" x 10" x 57' 14" x 4" x 39' 8" x 8" x 96' 12" x 10" x 28' 8" x 6" x 36' 12" x 8" x 52' 8" x 4" x 30' 12" x 6" x 7' 6" x 12" x 34' 54" x 76" x 11' 6" x 6" x 8' 46" x 42" x 8' 4" x 14" x 10' 4" x 4" x 10' AC13 approximate size and length of duct, stainless as follows: 26 x 24 x 36 12 x 10 x 29 24 x 22 x 40 10 x 24 x 7 20 x 24 x 5 10 x 20 x 21 20 x 12 x 57 10 x 10 x 44 20 x 10 x 66 10 x 8 x 7 20 x 8 x 7 8 x 10 x 11 16 x 24 x 5 Exhaust for AC13 (EF30) approximate size and length of galvanized duct: 108" x 60 x 33' 18"x 10"x 13' 56" x 34" x 16' 18"x 10"x 13' 48" x 44" x 4' 18"x 3 1/2"x 4 48" x 34" x 13' 16" x 12" x 16' 44" x 40" x 26' 16" x 10" x 97' 44" x 34" x 16' 14" x 12" x 43' 40" x 42" x 16' 14"x 10"x 22' 40" x 44" x 8' 12" x 18" x 4' 38" x 32" x 17' 12"x 10" x 26' 30" x 28" x 31' 12" x 8" x 36' 30"x 18" x 27' 12" x 6" x 25' 30" x 16" x 65' 10" x 10" x 13' 36" x 14" x 25' I0" x 8" x 28' 22"x 14"x 16' 22" x 3 Y2" x 5' 20" x 16" x 9 ' 20" x 14" x 19' 20"x10"x11' 10"x6 x51' 8" x 8" x 18' 8" x 6 x 26' 8" x 4" x 44 ' 6" x 10" x6 ' 6" x 6" x 145' Bldg. 502 Kitchen Exhaust System: Dish machine hood and grill hood is one system consisting of approximately: 6LF 20" x 14" duct 18LF 18" x 18" duct 4 LF 14" x 10" duct 18LF 10" x 6- duct 18LF 8" x 8" duct 12LF 6" x 6" duct Grill Hood 3 Rooftop Exhaust Vents 2 Oven Hoods 6 x 5 1 Rupp Ser. Line Hood (9 x 3 ) 10 x 10 x 35 duct 14 x 10 x 10 duct Air Handling Unit AC17 supply air fan SF17 and supply air system with approximate size and length of galvanized duct as follows: 8" round x 66' 18" round x 104' 9" round x 16' 20" round x 76' 10" round x 129' 22" round x 20' 12" round x 105' 24" round x 22' 14" round x 147' 26" round x 31' 16" round x 129' 32" round x 37' 8" x 4" x 75' 16"x 6"x 142' 10"x 4"x 160' 12"x 10"x91' 10" x 6" x 176' 12"x 12"x30' 9" x 9" x 25' 12"x 14"x 7' 10" x 8" x 8' 14" x 12" x 12' 12" x 6" x 4' 16"x 10"x 40' 14" x 4" x 60' 14"x 14"x6' 10" x 10" x 14' 20"x 10"x 65' 14" x 6" x 266' 16"x 16" x 29' 12" x 8" x 17' 18"x 18"x26' 12" x 10" x 40' 24" x 2")" x 32' 14" x 8" x 32' 28" x 28" x 25' AC4 supply air fan SF4 and supply air systems with approximate size and length of galvanized duct as follows: 6" round x 203' 18" round x 172' 8" round x 131' 20" round x 40' 10" round x 252' 22" round x 38' 12" round x 57' 24" round x 48' 14" round x 125' 28 round x 44' 16" round x 172' 6" x 6" x 232 8 " x 4 " x 24 ' 8" x 6" x 49' 10" x4" x 179' 10"x 6"x 192' 12" x 4" x 41' 12"x 6"x 134' 12" x 8" x 43' 12"x 12" x 4' 14" x 6" x 266' 14" x 8" x 66' 14"x10"x7' 16"x 4"x 16' 1 6 " x 6 " x 1 6' 16" x 8" x 16 ' 1 8 " x 1 2 " x 8' 18" x 18" x68 ' 20" x 20" x 68' 22"x 14"x 128' 22" x 22" x 20' 24" x 14" x 88' 24" x 24" x 16' 16" x 16" x 29' 26"x 14"x 16' 28" x 28" x 19' 30"x 14"x 14' Bldg 513 Kitchen exhaust system Grill hood in one system consisting of 18x18 galvanized duct 12 length Rooftop Exhaust Fan Bldg 516 Kitchen exhaust system Grill hood in one system consisting of 30 x 16 galvanized duct 68 length 20x16x150 follow on link Rooftop Exhaust Vent Multiple household clothing dryer vents 6 ft each Bldg 221 3ea Bldg. 321 1 ea Bldg. 311 1 ea Bldg. 205B 1 ea Bldg 409B 1 ea Bldg 415B 1 ea Bldg 318 Fire Station 1ea Bldg 318 Ambulance Bay 1ea Bldg 500 6A-146 1ea Bldg 500 5A-146 1ea Bldg 500 5B-319 1ea Bldg 500 3B-115 1ea Bldg 501 A-209 1 ea Bldg 501 C-122 1ea Bldg 502 A-101 2ea Bldg 502 B-101 2ea Bldg 502 C-101 2ea Bldg 502 D-101 2ea Bldg 508 4ea