Inactive

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... 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 Kitchen Hood & Duct Work Cleaning Tomah VA Hospital located at 500 E. Veterans Street Tomah, WI 54660-3105. 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 561790 (businesses that provide services to buildings and dwellings). 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 KITCHEN HOOD & DUCT WORK CLEANING SERVICES The Contractor shall provide all equipment, material, labor, travel costs and supervision, to perform preventative maintenance, service checks for both the Annual and Quarterly service checks and cleaning of the kitchen cooking hoods and duct work at the Tomah VA Medical Center (Tomah VAMC) located at 500 E. Veterans Street Tomah, WI 54660-3105. This is a Base Year plus four (4) Option Years service contract. SCOPE Annual Cleaning: Steam clean kitchen cooking hoods, ducts, and fans in Buildings 405, 409, 410, 411, 412 and 455. Duct length: 25 feet or less. Fan blade and dampers to be cleaned on new fan units located above roof. Cleaning shall be performed between May and August of each year. All steam cleaning shall comply with the requirements of the most recent edition of National Fire Protection Association (NFPA) 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations. Quarterly Cleaning: Steam clean kitchen cooking hoods, ducts, and fans in Canteen kitchen, located in B401. Duct Length: Approximately 50 feet. Access Doors: Six, covered with duct insulation. Fan blade and dampers to be cleaned on fan units. Cleaning shall be performed between May and August of each year. All steam cleaning shall comply with the requirements of the most recent edition of National Fire Protection Association (NFPA) 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations. Steam clean kitchen cooking hoods, ducts and fans in the main dining hall kitchen located in building B424. Duct length: Less than 20 feet with one fan located at duct exist. Piping has two access doors to work through and has on damper located ahead of fan. Annual Cleaning includes fan and damper blades. Cleaning shall be performed between May and August of each year. All steam cleaning shall comply with the requirements of the most recent edition of National Fire Protection Association (NFPA) 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations. Any additional parts or service that may be required outside this Statement of Work (SOW), shall be first coordinated with the Contracting Officer s Representative (COR) and the Contracting Officer (CO). Additional work and parts shall be acquired through a separate purchase card order. Any additional work, performed by the Contractor without prior approval from the COR and the CO, shall be performed by the Contractor at no additional cost to the Government. CONTRACT DELIVERABLES After completion of work, the Contractor shall provide to the COR (at the minimum) the following deliverables: A. Report of completion of work. The Information in the report (Equipment Service Report (ESR)) shall be as follows, at a minimum: 1) Date work was performed. 2) Location of each kitchen exhaust system that was cleaned. 3) Description of items cleaned. 4) Name of Field Service Technician (FST) that cleaned kitchen exhaust systems. B. Report to be provided to the COR within 7 business days after work was performed, in digital PDF format. DAILY INBRIEF AND OUTBRIEF The Contractor shall allow adequate on-site time during service work site visits to brief the COR of proposed plan for mobilization and execution for all required service work defined in this contract. SERVICE HOURS AND FEDERAL HOLIDAYS Scheduled work shall be required in the performance of this contract and shall be performed during the hospital s normal business hours of 7:00 a.m. and 4:30 p.m., local time (Wisconsin), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. Federal Holidays observed by the Tomah VAMC(s) are: New Years Day Columbus Day Martin Luther King, Jr. Birthday Veterans Day Washington s Birthday Independence Day Labor Day Thanksgiving Day Memorial Day Juneteenth National Independence 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 Tomah VAMC Contacting Officers Representative (COR) and shall still be considered normal business hours. No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done. The Contractor shall obtain prior approval at least 24 hours from the Tomah VAMC s COR. If such work shall be at the cost of the Tomah 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 patient services in all campus buildings affected. On completion of billable work, the contractor shall provide timely billing of items that Tomah VAMC is responsible per the service agreement. COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT: Each respondent shall have an established business, with an office and staff; The staff includes a Field Service Technician (FST) and a second FST who will serve as the backup. FST shall have a minimum of two (2) years of experience performing this service. For field experience, the FST(s) shall have a minimum of two years of experience, with respect to kitchen hoods, kitchen exhaust and fan systems, as identified in this scope of work. The FSTs shall be authorized by the Contractor to perform the maintenance services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSTs for all work the Contractor performs at the VAMC. Contractors shall provide certifications showing they are qualified to perform all required work defined in this statement of work and according to National Fire Protection Association (NFPA) 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work shall be experienced, fully trained and a regular employee of the contractor. GENERAL INFORMATION Compliance with General Safety Regulations: All Contractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract. The Contractor is responsible for replacing any items damaged by the contractor and their employees, or equipment at no extra charge to the Government. The Contractor shall not interrupt any utility service while performing under this contract. The Contractor personnel shall stop work if asked by the CO/COR as required if disruption to patient services occur. CONTRACTING OFFICER S REPRESENTATIVE (COR) Scheduling of work shall be arranged with the Point of Contact below; the Contracting Officers Representative (COR). Please note that the COR s name and contact information shall be provided at time of award via the COR Appointment Memo. PERIOD OF PERFORMANCE Within fourteen (14) days of award of this contract, the Contractor and the Government shall agree upon a date for work to take place. Support and service, as defined in this SOW, is to occur as scheduled and as required during the period of performance. REPORTING REQUIREMENTS/CHECK IN The check-in is mandatory at build (B407) at the Police and Security station of 500 E. Veterans Street Tomah, WI 54660-3105. All Contractor s/Field Service Technician s (FST s) shall wear identification badges while on site. When the service is completed, the Contractor/ FST shall document services rendered on a legible Equipment Service Report(s) (ESR) (reference paragraph 2: Contract Deliverables). ALL ESR s shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature" of approval. Tomah VAMC COR: Information to be provided at time of Award. Tomah VAMC COR phone number: Information to be provided at time of Award. 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 - (Wisconsin) on March 6, 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.