Inactive

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain info... THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Veterans Health Care System of the Ozarks (VHSO) at 1100 N. College Ave Fayetteville, AR 72703. The North American Industry Classification Code (NAICS) is 334512 (Automatic Environmental Control Manufacturing for Residential, Commercial, and Appliance Use), and PSC code 4120 (Air Conditioning Equipment), with a size standard of 650 employees. REQUESTED RESPONSES: All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information: 1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced items available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. If you are a NASA SEWP V contract holder are the referenced items available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable. 4. Is your company a contract holder on any other federal contract? If so, please provide the contract number. 5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 6. Is your company considered small under the NAICS code identified in this source sought announcement? 7. Is your company the manufacturer, distributor, or an equivalent for the products being offered? If an authorized distributor or equivalent, can you provide documentation from the manufacturer confirming authorization to provide the referenced items and/or products being offered? If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule in accordance with Title 13 CFR 121.406(b) Nonmanufacturers. Does your company exceed 500 employees? Is your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? Does your company take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice; and Will supply the end item of a small business manufacturer, processor or producer made in the United States or obtains a waiver of such requirement pursuant to Title 13 CFR 121.406 paragraph (b)(5). 8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available). 9. What is the manufacturing country of origin of the items and/or products being offered? 10. Delivery Timeframe The Government would like to know the standard delivery time frame for a requirement like this. 11. Provide warranty information for the items and/or products being requested? 12. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Please note that if no responses to this notice are received, from either authorized distributors of the cited brand name nor from manufacturers marketing a potentially equivalent brand (with authorized distributor letter), then this action will be sole sourced to the manufacturer. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 2:00 PM Central 04-17-2025. DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice. Statement of Work (SOW) Replace Building 4 Chiller Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW to replace existing building 4 air cooled chiller. Electronic Portable Document Format (.pdf) copies of drawings and specifications to this work will be furnished by VA upon Contractor s written request to the Contracting Officer (CO). Hard copies of SOW, drawings, and specifications are the Contractor s responsibility and expense at no additional cost to the Government. Contractor must verify existing and new dimensions, locations, and quantities to complete this project located on the VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR 72703. GENERAL REQUIREMENTS: Any provision or partial provision of the Contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract, including but not limited to, drawings and specifications, must remain in full force and effect. Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required. Contractor must have the following requirements completed within ten (10) business days of contract award: OSHA 10 and 30 certifications: Submit as a minimum OSHA 10 certification to the COR for every contractor employee that will be working on VHSO property. OSHA 10 cards are to always remain on the employee s person. Contractor Point of Contract: Notify the COR in writing of the name, phone number, email address of the contractor appointed Point of Contact. The designated individual must have full authority to act for the contractor on all matters relating to work performance, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the Contractor from the COR and / or Contracting Officer. This individual must oversee the contractor s worksite operations and ensure all work is performed in accordance with all contract requirements including scheduling, quality, and safety. This individual must be always available when contract work is in progress, and must respond to the work site as directed by the COR. The Contractor or their designated Point of Contact must return phone calls or text(s) to the COR within 1 hour of contact and must return emails from the COR within 24 hours of contact. Period of Performance: Fourteen (14) calendar days. Work Site Access: Contractor must perform all work on a weekend starting on a Friday at 1700 hours and be completed by Sunday at 1700 hours. COR must provide final dates that work will be performed. This project must be turn-key in accordance with this SOW, drawings, and specifications to be complete and working system(s). VHSO facility must continue to operate during the contract Period of Performance, including but not limited to, the mechanical and electrical systems. VHSO operations take precedence over contractor work at no additional cost to the Government. Contractor s work must be conducted with the least amount of disruption to the VHSO facility. Contractor must provide all submittals for equipment and materials with proposal. Prior to the start of job site activities, together the Contractor and COR must conduct a site survey to identify and review specific work and differing site conditions. Contractor materials, equipment, tools, supplies, consumables, and parts must not be left unattended within a common work area. When working in common areas, there must be a minimum of two (2) contractor employees present to ensure that Contractor building materials, including but not limited to, equipment, tools, and supplies are not accessible to others. Warranty: Contractor must guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor must furnish a minimum five (5) years parts warranty on equipment, components, and materials furnished plus any manufacturer s warranty greater than one (1) year. Emergency Service: Contractor emergency service must be available 24 hours per day. Contractor must respond on-site to emergency service calls within two (2) hours of notification. Contractor must have the issue(s) corrected or a plan in place (awaiting parts) within four (4) hours of arrival at job site. Any temporary repairs must have prior written approval by the Chief, Engineering Service or their designated representative. QUALIFICATIONS OF CONTRACTOR: Contractor and/or subcontractor must possess a State issued Class A HVAC Contractor License and a State issued Electrical Contractor License. Contractor and/or subcontractor must have 5 continuous years of Chiller installation experience in a Healthcare environment of the same size and complexity as VHSO. Contractor and/or subcontractor shall posses the required skills and factory support to install, operate, program, and update the Alerton building management system. No VHSO support will be provided. SCOPE OF WORK: Contractor must ensure that all work, equipment, and materials are in compliance with the 2023 NFPA 70 National Electrical Code, 2021 International Mechanical Code, VA Electrical Design Manual, March 1, 2025; VA HVAC Design Manual, November 1, 2017 rev. March 1, 2024; and manufacturer s recommendations. Contractor must provide all materials, equipment, labor, supervision, permits, licenses, and services required to replace a failed air-cooled chiller. Remove and properly dispose of existing McQuay chiller, model number AGZ130DHHNN-ER10, serial number STNU130800201 and all parts and materials not required for installation of new chiller located behind building 4. Provide and install a York YLAA0120SJ17XFB (or equal), 150-ton, air cooled chiller. Provide and install all piping, valves, fittings, water thermometers, water pressure gauges, pipe insulation with aluminum cladding. Test all devices prior to insulation and ensure no leaks exist in system. Repair any deficiencies. Provide all parts and materials required to connect new chiller to existing Alerton building automation system (BAS). Ensure that all current outputs and controls are available on the new installation. Update graphics per COR requirements on all Alerton user interfaces to include all laptops to reflect new chiller and all associated sensors and components. Update programing as required. Test the new chiller BAS installation ensuring: The chiller can be operated remotely at Alerton user interfaces. Chiller outputs are neatly displayed in interface graphics and are calibrated and tested to be accurate per Alerton recommendations. Provide parts and perform repairs as required. Provide all parts and materials to connect the new chiller and all associated components to the electrical switch gear located in the basement of building 4. Test the new chiller electrical service ensuring proper operation and provide any required materials and labor to complete any required repairs or upgrades. The COR or their designated representative must observe all testing. Commission the new chiller per the manufacturer s recommendations and in the presence of the COR or their designated representative. Complete and submit all required commissioning and warranty documentation to the equipment manufacturer and the COR. CONTRACTOR ACCESS AND ACTIVITIES: Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: Includes U.S. Department of Veterans Affairs (VA) records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VA contract. may include deliverables and documentation associated with deliverables. Contractor must comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor must maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor must immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor must ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor must not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it must be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government must be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor must only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor must not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract. The Contractor must 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 from public disclosure by an exemption to the Freedom of Information Act. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA must have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. The Contractor must incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Safety: Contractor s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE). Infection Control: Contractor must be responsible to develop a phasing and Infection Control Risk Assessment (ICRA) that incorporates requirements of specifications 01 00 00 General Requirements to meet requirements of VHSO and VHSO ICRA. Site Supervision: Contractor must submit written qualifications of proposed site superintendent(s) to the CO and COR for consideration. Contractor must furnish superintendent(s) with written COR approval to continuously supervise on site contract activities. Contractor superintendent(s) must not engage in any direct trades labor. Security: Contractor must coordinate with VA Police and COR to comply with the VHSO security management program, including but not limited to, obtain onsite access permission by the VA Police, be identified by Contractor and project, and restricted from unauthorized access. Badging: While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge. Key Access: Contractor site superintendent may check out a key to access mechanical and electrical rooms as project requires. Contractor site superintendent must check out and return a key at Engineering (Building 37) daily and the key must not leave VHSO property. Contractor site superintendent must notify the COR when a key is lost. Contractor must reimburse the Government a $3,500.00 fee for each lost or unreturned key(s). Utilities: Contractor must not leave unattended out-of-service any utility, fire protection, life safety system, or security system without written permission of the COR. If a utility, fire protection, life safety system or security system is not functional at the end of a work period without written permission of the COR, then the Contractor must restore the system(s) to working order prior to leaving the job site or must furnish an around-the-clock watch subject to COR written approval until the system is functional. If the Contractor fails to do so, the Contractor must reimburse the Government a fee equal to the amount of costs incurred by the Government to furnish around-the-clock watch and/or repair the system(s). Parking: Contractor on-site parking is limited to availability of designated Contractor parking. Contractor must have prior COR written approval of on-site Contractor parking. Vehicles and Construction Equipment: Contractors key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked. Unloading and Loading: Contractor must unload and load materials, including but not limited to, equipment, tools, supplies, parts, and construction debris at the loading dock. Contractor must not leave vehicle(s) or construction equipment unattended at the loading dock. No materials, including but not limited to, equipment, tools, supplies, parts, and construction debris are permitted through the front entry. Elevators: Contractor must use COR designated elevators and must protect elevator cabs, including but not limited to, cab interior components and controls during Contractor use. Contractor must not exceed elevator weight limits. COR designated elevator(s) may not be immediately available to the Contractor. The Contractor must account for this and Contractor must be flexible in the project schedule without additional cost to the Government. Storage and Staging: Contractor storage and staging is limited to availability of designated on-site Contractor storage and staging. Contractor must submit a written request for storage or staging to the COR for consideration a minimum of seven (7) business days prior to the storage or staging. Contractor must have prior COR written approval of on-site Contractor storage and staging. Contractor must relocate or remove on-site storage and staging, including but not limited to, Contractor s office trailer(s), dumpster(s), storage container(s) and construction materials a maximum of seven (7) business days after written notification by the COR without additional expense to the Government. Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor s work. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on VHSO property. Hot Work: Contractor must perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor must coordinate and schedule with COR Hot Work Operations. Hot work operation is defined as operations including, but not limited to, open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor must obtain Hot Work Permit from COR prior to activity. Energized Circuit Work: Contractor must perform, maintain, and safeguard the integrity of the VHSO electrical systems and must follow procedures around energized equipment in accordance with NFPA 70E standards including proper PPE. Contractor must coordinate and schedule energized circuit work with COR. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. VHSO electrician or electrical engineer must monitor work. Contractor must use safety equipment to include but not be limited to, 12 calorie arc flash suits with hoods and 5KV gloves. No exits will be blocked. Personnel without proper PPE must be prohibited within the working area around live electrical panels with the cover removed. Contractor must have COR written approval to proceed three (3) business days prior to activity. Utility interruption: Contractor must coordinate and schedule with COR. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Work must be planned in advance to give as much time as possible to schedule a utility interruption. There may be times when a utility interruption request is denied because of insufficient lead-time or interference with ongoing VHSO activities and must be rescheduled at no additional cost to the Government. Contractor must have COR written approval to proceed three (3) business days prior to activity. Disposal: Contractor must coordinate and schedule with COR. Contractor must have COR written approval to proceed three (3) business days prior to activity. Contractor must submit a written request to dispose of any government owned materials, equipment, or property in advance to the COR for COR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from this project and the VHSO property daily into the Contractor supplied containers. Contractor must coordinate disposal container location with COR contingent upon available space and any future COR directed relocation(s) must be at no additional cost to the Government. Construction debris created from the project must not be disposed of in VHSO dumpsters or on VHSO property. Disposal of construction debris, materials, equipment, and substances from the project must be in accordance with applicable Federal, State, and Local laws, rules, and regulations. The Contractor must ensure and furnish appropriate documentation to the CO and COR that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The Contractor must furnish shipping manifest and documentation of disposal of construction debris, materials, equipment, and substances from the project prior to final payment.