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SOURCES SOUGHT NOTICE DISCLAIMER This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to t... SOURCES SOUGHT NOTICE DISCLAIMER This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers or quotes and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought only. The purpose of this Sources Sought is to seek capable parties that are able to meet the requirement described in draft Statement of Work (SOW) below. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought, a solicitation announcement may be published. Responses to this Sources Sought synopsis are not considered adequate responses for a solicitation announcement. Please note that these requirements are not finalized and is subject to change based on the responses to this Source Sought. The information identified in the attachments are intended to be descriptive, not restrictive, and to indicate the quality of the services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that they can provide the services that fulfill the requirement described in the draft SOW. If you are interested, and, are capable of meeting this requirement, please provide the requested information indicated below. Company Name: Address: Point of Contact: DUNS Number: FSS Contract No. (if applicable): Socioeconomic Status (ie. SDVOSB, VOSB, WOSB, etc): If a Small Business, are you able to meet the subcontracting checklist described below?: Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW. Responses to this notice shall be submitted via email to Philip Gabe Caganap at Philip.Caganap2@va.gov. Telephone responses shall not be accepted. Responses must be received no later than the due date posted on BETA.SAM. Phone or email questions will not be addressed at this time. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought. Responses to this Sources Sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. SUBCONTRACTING CHECKLIST In order to be awarded a set-aside contract a small business concern must agree that it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Similarly situated entity means a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award, and that is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform. Work performed by similarly situated entities is counted as if it were performed by the prime contractor in determining compliance with the limitations on subcontracting. An example of a similarly situated entity is a first-tier subcontractor that is a service-disabled veteran owned small business concern for a service-disabled veteran owned small business set-aside or sole source award under the Veteran s First Program. Another example is: SDVOSB Set-aside more than 50% of work must be performed by prime or similarly situated subcontractor to qualify for set-aside SDVOSB Prime 51% performed non-SDVOSB sub (not similarly situated) 49% performed Qualified for set-aside SDVOSB Prime 49% performed non-SDVOSB sub (not similarly situated) 51% performed Unqualified for set-aside SDVOSB Prime 10% performed SDVOSB sub (similarly situated) 90% performed Qualified for set-aside To be completed by interested party: Name of subcontractor(s) Percentage of work performed Is subcontractor registered in SAM Is subcontractor similarly situated (same small business program status as prime) STATEMENT OF WORK (DRAFT) RNC FACILITY EQUIPMENT MAINTENANCE Riverside National Cemetery 22495 Van Buren Boulevard, Riverside CA 92518 Introduction: a) The Contractor shall provide all necessary supervision, professional advice, labor, equipment, materials and transportation necessary to perform various equipment maintenance at the Riverside National Cemetery. The Riverside National Cemetery is a National Shrine, the standards of maintenance, appearance and operational procedures performed by the contractor at this cemetery shall reflect this nation s concern for those interred. For this reason, the contract s strict adherence to the specification shall be required and shall be essential. General Parameters: Work shall be scheduled and conducted in a cooperative manner to effect the least possible interference with cemetery operations or annoyance to others. Work shall be done in a manner that safeguards all Department of Veterans Affairs visitors, employees, and the public. It shall be the contractor s responsibility to work out any cooperative work schedules regarding cemetery operation. Contractor shall be fully responsible for all actions initiated and/or completed by the contractor in the performance of the specified work. Routine and seasonal services and maintenance will be according to manufacturer s measures, standards and schedules. A detailed service and maintenance report will be submitted to the Contracting Officer Representative (COR) after every service or visit. The Government will not provide and allow on-site storage of equipment, tools, supplies and chemicals to be used in the performance of this job. The Government will provide electric power, where available, and water needed to perform the tasks. The contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off water faucets or valves after using the required amount to accomplish the task. Contractor shall make sure that its foreman has a 30 Hour OSHA certification in Construction Safety and current TB test. Contractor shall make sure that its personnel has a 10 Hour OSHA certification in Construction Safety and current TB test. The Contractor shall possess a current C20 license issued by California Contractor State License Board and all other licenses and certifications as required by law. Description of Work: Contractor to provide all necessary supervision, labor, equipment, cleaning solutions, filters, belts, and all required materials to do the following: HVAC Preventative Maintenance (Monthly): Service all Air Conditioning Heat Pump Units according to manufacturer s recommendations. NOTE: (SEE APPENDIX A FOR LIST & LOCATIONS) Clean or replace filters and adjust or replace belts as needed. Inspect and lubricate all motors, bearings and adjust all belts. Check all flow and line voltage controls for proper operation, to include all thermostats. Check for proper voltage and amperage. Check high and low side refrigerant pressures. Check the performance of the refrigeration system and controls. Check for proper air flow at both the units and buildings. Wash condenser coil. Verify economizer operation. A detailed report for each unit must be submitted to the COR after the service. Ice Machines (Semi-Annual): Service all ice machine units according to manufacturer s instructions. Below is the minimum acceptable procedure. If the unit needs descaling, the contractor will follow the manufacturer s instructions. NOTE: (SEE APPENDIX B FOR LIST & LOCATIONS) Replace the water filter. Remove all ice from the bin. Remove the front panel. Push and release the Harvest button. Wait for the machine to finish the Harvest cycle and stop. Remove the evaporator cover. Push and release the Clean button. The clean indicator light will be blinking, and the pump will restart. Pour 12 ounces of Scotsman ice machine cleaner into the reservoir water. Return the evaporator cover to its normal position. Wait 10 minutes while the cleaning solution circulates. Push and release the Clean Button again. This starts the rinsing process. The Clean indicator light will be ON. Note: The rinse process flushes any residual cleaner out of the ice machine s water system. Wait 20 minutes for the rinsing process to remove any residual cleaning solution. Push the OFF button to switch the machine off. Mix 2 gallons of Sanitizer solution (follow local codes and sanitizer instructions). Note: Some sanitizers must be rinsed off and some must air dry. Push and release the Clean button. Pour 16 ounces of Sanitizer solution into the reservoir water. Wait 10 minutes while the sanitizing solution circulates. Push and release the Clean button again. This starts the rinse process. Sanitize the ice storage bin while waiting for 20 minutes for the rinsing process to remove any residual sanitizer. Push the Off button to switch the machine off. Remove the evaporator cover and spray or wash all interior surfaces of the freezing compartment including the evaporator cover with sanitizer solution. Return the evaporator cover to its original position. Push and release the Freeze button. Return the front panel to its normal position and secure it to the machine with the original screws. Clean and wipe ice machine exterior. A detailed report for each unit must be submitted to the COR after the service. Evaporative Coolers (Semi-Annual): Service all Evaporative Cooler Units according to manufacturer s recommendations. NOTE: (SEE APPENDIX C FOR LIST & LOCATIONS) Uncover, remove panels and clean out any debris in the water pan at the bottom. (Vinegar can be used to dissolve the buildup.) Inspect the water trough for clogged holes, clean as necessary. Thoroughly dry the tray and inspect for signs of cracking. Coat the entire tray with submarine sealer or another product to prevent rust. Check the motor s fan belt tension. When pressed it should move about one half inch. Lightly oil the bearing on the blower assembly and the motor if it has an oil receptacle. Install new cooler pads. Aspenwood fiber pads are a good choice, or follow manufacturer s recommendations. Reconnect the water line and turn on the water supply. Check the float valve and make sure it is operating properly. If necessary, adjust the float arm by bending it. (The water level in the bottom tray should be about one inch below the top of the tray, and below the top of the overflow pipe.) Switch on the cooler motor and recirculating pump, making sure the cooler pads are being evenly saturated with water. Look for split seams in the casement, r rusted areas in the tray, which could cause a leak. When not in use for prolonged periods, drain water out of the cooler and the supply line. A detailed report for each unit must be submitted to the COR after the service. Exhaust Vents (Semi-Annual): Service all Exhaust Vent Units according to manufacturer s recommendations. NOTE: (SEE APPENDIX D FOR LIST & LOCATIONS). Check belts; replace and adjust as needed. Check and lubricate bearings when needed. Rotate bearings during lubrication. Vacuum, wipe, clean inside and outside exhaust vent s parts and frames. A detailed report for each unit must be submitted to the COR after the service. Solar Panels (Semi-Annual): Wash all Solar Panels, including blanks according to manufacturer s recommendations. NOTE: (SEE APPENDIX E FOR LIST & LOCATIONS). Cleaning methods are to be determined by the contractor based on the conditions at each site, and may include a rinse and a brush agitation and or rinse only. Only filtered/de-ionized water shall be used to wash the panels. The use of a pressure washer to perform the washing is allowed however, Contractor must ensure that areas that are not effectively cleaned by the pressure washer must be manually cleaned. A scissor lift or man-lift shall be used at carport and shade structures. Contractor shall submit to the COR a wash report within 5 working days of completion of a wash job. This report will include photos of panels before and after washing and broken panels, and will identify any unsafe conditions that affect system productivity. The cleaning is to be scheduled only on days (usually weekends and holidays) when there is no work at the cemetery. Labor force and equipment: a) The contractor shall be aware of the labor, materials and equipment requirements needed to meet contract specifications. The Government expects the Contractor to use any additional resources necessary to meet the specified work requirements. The Contractor shall determine the number of employees and the amount and kinds of materials and equipment needed during the period of performance. Site Work Coordination and Cleanup: a) At the end of each workday, unless otherwise specified by the COR, the contractor shall remove all trash and debris resulting from work. At all times rubbish and trash generated by the contractor shall be kept clear of vehicular and pedestrian circulation throughout the site. Contractor Professional Appearance: The contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment and worksite. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor s name and the employee s name in English. Other clothing in question shall require written approval by the COR. No clothing shall be worn with inappropriate phrases, logos, words or images unless approved in advance by the COR. Conduct of Contractor Personnel: Due to the sensitive mission of the cemetery, the work often requires contact with, and exposure to grieving individuals. Contractor personnel must exercise and exhibit absolute decorum, composure and stability always. The Contractor shall ensure that no work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impact in such a way that the dignity or security of the event is compromised. A list of scheduled funerals will be provided, if needed, the day prior to the service. The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Cemetery or at its perimeter or entrances. Shouting, cursing, angry outburst, sleeping, intoxication and violence or criminal acts of any kind will not be tolerated and is cause for immediate removal from the Cemetery. The Contractor personnel shall not: Lean, sit on or against headstones markers or monuments. Sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the Contractor. Perform work of any nature on privately-owned vehicles/equipment within the cemetery s confines to include the washing of vehicles/equipment. Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor s personnel shall follow the cemetery smoking policy that is available at the Cemetery s Administration Building and Maintenance Yard. The cemetery shall provide to the contractor personnel restroom facilities at areas designated by the COR. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field. Listed above and any misconduct shall be cause for immediate removal from the cemetery premises. Contractor Damage: Any subsequent damage by the contractor to cemetery property during contract performance shall be repaired at the contractor s expense. Safety: The Contractor must meet all safety requirements of Riverside National Cemetery s Safety Officer, Department of Veterans Affairs, Occupational Safety and Health Administration, and the State of California. It is incumbent upon the Contractor to be familiar with these requirements and maintain regular and routine contact with the Safety Officer of Riverside National Cemetery. Contractor shall be consistent and fully compliant with all applicable Federal, State, County and City laws, Environmental Protection Agency (EPA) guidelines and regulations. Contractor shall secure and label all materials and equipment according to applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines and regulations. Contractor shall submit to the COR a Safety Data Sheet of all chemicals and supplies used during the performance of this contract. For safety reasons, contractor personnel are not allowed to be transported throughout the cemetery holding onto or riding in the back of any open pickup truck or other vehicle. Work Hours: The Contractor shall perform the services as specified herein Monday through Friday, except for National Holidays, between the hours of 8:00am 4:30pm, the contractor must request, in writing, any deviations to these hours and receive written approval from the COR in advance of any changes. g) When it is necessary to perform work outside of the regularly scheduled hours set, the contractor shall notify the COR and Alternate Government Point Of Contact at least one (1) day in advance. RFI: 36C78621Q0039 APPENDIX A Locations to be serviced: Bldg. 1001 - Administration Building Bldg. 3002 - Internment/Irrigation Office Bldg. 3001 Maintenance Employees Building Bldg. 3004 - Supervisors/Key Room Building RIVERSIDE NATIONAL CEMETERY HVAC UNITS TYPE MFG MODEL NUMBER SERIAL # CAPACITY LOCATION PKG Unit HP Carrier 50HJQD12A2A5 2812G20357 10 TON Bldg 1001 PKG Unit HP Carrier 50HCQA06A2A5 1413C79834 5 TON Bldg 1001 PKG Unit HP Carrier 50HCQA06A2A5 1413C79838 5 TON Bldg 1001 PKG Unit HP Carrier 50VT-A60-51 0913C366026 5 TON Bldg 1001 PKG Unit HP Carrier 50HJQ008-521 2304G21667 5 TON Bldg 3001 PKG Unit HP Amana GPH1524M41AC 1205215960 2 TON Bldg 3001 PKG Unit HP Amana PHA30B0002C 9601110025 2 TON Bldg 3004 PKG Unit HP Amana GPH1524M41AB 1011083135 2 TON Bldg 3002 Ductless Split Fujitsu AOU24RLXFW KTN004327 2 TON Bldg 3002 Wall Mount HP Bard WH361-A05XX4 K062232472 3 TON MHD Trailer Wall Mount HP Bard WH361-A05XX4 K062232473 3 TON MHD Trailer Air Dryer Hankison HPRN75 HPN75A1151607014 Bldg 3004 Count Total: 12 units APPENDIX B Locations to be serviced: Bldg. 1001 - Administration Building - Breakroom Bldg. 3001 Maintenance Employees Building - Breakroom Count Total: 2 ice machines APPENDIX C Location to be serviced: Bldg. 3003 Vehicle Maintenance Bay Rooftop Count Total: 2 evaporative coolers APPENDIX D Locations to be serviced: Bldg. 1001 Administration Building 4 units Bldg. 3001 Maintenance Employee Building 4 units Bldg. 3009 Warehouse Flammable/Pesticide 2 units Count Total: 10 exhaust vents APPENDIX E Locations to be serviced: (Maintenance Complex) Structure 3005 Shed 210 panels Structure 3006 Shed 112 panels Structure #### - Carport 1 168 panels Structure #### - Carport 2 336 panels Structure #### - Carport 3 168 panels Count Total: 994 solar panels 1001 3001 3002 3003 3004 3005 MHD