PURPOSE: This is a Sources Sought announcement only. This is not a solicitation announcement. The NCO 15 Consolidated Mail Outpatient Pharmacy(CMOP), Contracting office is conducting market research only to gain knowledge of potential qualified sources and is issuing this sources sought notice for gel packs. Offers are not being solicited at this time. The Government does not intend to award a contract on the basis of this request for information. Vendors are required to address the following questions to be considered a viable source for future needs; Can you meet the requirement as described in attached the Statement of Requirements? Any responses to this sources sought must include an answer to all of the above question in order to adequately assess the capabilities of the marketplace in relation to the requirements of this procurement. When responding please include; Your company s POCs: Name Phone Number Email Address Your Company s SAM Unique ID Number Your Company s Capability Statement Interested sources may respond to this notice via email to kayla.powers@va.gov , on or before March 5th, 2025 @ 5:00 pm CDT. This Request for Information does not obligate VA to the release of a solicitation. STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS CONSOLIDATED MAIL OUTPATIENT PHARMACY (CMOP) DALLAS Big Ass Fans Replacement for Dallas CMOP BACKGROUND: The VA Dallas Consolidated Mail Outpatient Pharmacy (CMOP) processes high volume, mail prescription workloads using integrated, automated dispensing systems from seven locations to eligible Veterans throughout the United States. The Dallas CMOP requires replacement of three Big Ass fans for the production floor. The area is subject to large temperature swings due to the loading dock doors nearby in the summer. OBJECTIVE: The objective of this procurement is to provide and install fan equipment that will replace three Big Ass 20-foot Fans for the production floor. The work shall be done on a weekend that would NOT interfere with CMOP Operations. This shall be scheduled with the CMOP management and be agreeable to both parties before work begins. All booms needed for the job will be supplied by the installers and must be scheduled for drop off with CMOP personnel so at not be in the way of operations. The replacements will consist of the following components and costs 20-foot fan replacement 208V three phases Mounting hardware Fan Control Kits Installation and all associated equipment costs. After hour costs. Vendor shall provide all labor, materials, and equipment (Boom), travel costs, and shipping to provide installation and programming of Fan equipment (turnkey installation) located at the Dallas CMOP; 2962 S. Longhorn Drive Lancaster, TX 75134-2118. STATION INFORMATION: CONTRACTING OFFICER S REPRESENTATIVE: Pursuant to VAAR Provision 852.270-1, Contracting Officer s Representative (COR), shall be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract. ONSITE REQUIREMENTS: The Contractor's representative will schedule all work with the COR. The COR will be designated at the time of award. All contract personnel shall present a government picture ID and sign in to receive a Contractor identification badge before any work is performed. WORK HOURS: Installation and testing of equipment will be done during weekend work hours. The vendor will have access to Dallas CMOP, from 6:30 a.m. - 4:00 p.m., Saturday or Sunday, excluding Federal Holidays. During breakdowns the facility will be available 24 hrs. a day until issues are resolved. If the vendor wants to work outside of these days/hours; the vendor shall submit the request in writing to Contracting Officer, COR and the Dallas CMOP Engineering office at least a week in advance. The vendor is advised that requests are subject to disapproval Emergency response time is to be within 24 hours after the initial call is placed by the COR or designee. The hourly rate will commence at the time the technician reports to the COR in addition to the parts and material required for the repair which will be determined. HOLIDAYS: The following Federal holidays are observed; however, circumstances may warrant approval for work on those days upon authorization. New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day Washington's Birthday Veteran s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day SERVICES: The work described shall be performed by trained, qualified technicians in accordance with the manufacturer s recommendations. Contractor will check in with the Contracting Officer s Representative (COR) or designee each day before starting work to obtain a visitor badge and authorization to perform service that day. The Contractor must wear a visitor badge while on station and return that badge when work is concluded each day. QUALITY CONTROL/INSPECTIONS: The vendor will be responsible for the quality control of all work performed. All work must be performed in accordance with industry standards, manufactures specifications, installation instructions/recommendations, related documents provided and in compliance with all applicable codes and regulations. NEC, IBC, State, County, and local authority. Perform all required tests on all work as specified herein and in accordance with code requirements and industry standards to ensure full and complete operation of all systems. The Government reserves the right to perform initial, follow-up, and final inspections and acceptance of all work. The Dallas CMOP engineering office shall inspect and accept all work and workmanship. EMERGENCY SERVICES: Emergency services must be available to the Dallas CMOP and provided within twenty-four (24) hours of notification to ensure continual operations of the production system and support operations. These emergency repairs may be due to maintenance issues or natural disasters. Contractor will be required to submit a quote detailing the necessary work, including the labor and parts needed to make the repair. This must be presented to the COR prior to commencing work. TRAVEL: The cost of travel and/or travel time to and from the job site will be at the contractor s expense, no cost to the Government. WORKMANSHIP: All work will be performed by trained, qualified technicians in accordance with the manufacturer s recommendations. WARRANTY: The vendor shall warranty all parts, equipment, and workmanship for a period of one year from the date of Government acceptance of work. SERVICE TICKETS: All service tickets will show the Make, Model, Serial, and PM numbers of the equipment being serviced. QUALIFICATION OF OFFERORS: Quotations will be considered only from offerors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service, and adequately trained to perform services required in this SOW. SMOKING POLICY: Vendor is advised that the Government has placed restrictions on the smoking of tobacco products in Government facilities. Vendor s employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas SAFETY REQUIREMENTS: The vendor shall comply with all local, state and federal laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor s employees is exclusively the contractor s obligation, and the Government will assume no liability or responsibility for the contractor s compliance or non-compliance with such responsibilities. The vendor shall provide vendors employees with all necessary personal protective clothing and equipment. The Contracting Officer or his designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receipt of such notice, the contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor, his 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 apart of the work and hold the contractor in default as provided for elsewhere in this contract. WEAPONS, FIREARMS, AND AMMUNITION: Vendor s employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or on Government property while at VA Dallas CMOP. FIRE PREVENTION AND SAFETY: Vendor s employees shall comply with the Occupational Safety and Health Act (OSHA), VA CMOP Fire Protection Program and the Fire Prevention and Health Program. STANDARDS OF CONDUCT: The Contracting Officer or Contracting Officer s Representative shall refer to the Contractor for immediate action (including, but not limited to, removal from the work site) any contract technician whose personal or professional conduct jeopardizes or interferes with the regular and ordinary operation of the CMOP facility. Breaches of conduct include, but are not limited to, intoxication or debilitation resulting from drug use; theft; dereliction; negligence in performing tasks or other conduct resulting in complaints by staff or management. ILLEGAL SUBSTANCES: Illegal substance possession, use, or distribution will not be tolerated on any Government installation, including VA Dallas CMOP. This includes prescribed medical marijuana. The contractor shall ensure that contractor employees who have access do not possess, use, or distribute illegal substances. All vendors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Vendors found to be in possession of illegal substances will be barred from the installation and subject to arrest and prosecution by local authorities CONTRACTOR RESOURCE REQUIREMENTS AND QUALIFICATIONS: All contractors must be registered in the System for Award Management (SAM) database (http://www.SAM.gov) to be eligible for a government award. All contractors providing a response as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) must be registered and verified in the Vendor Information Pages (VIP) database (https://www.vip.vetbiz.gov) at the time of the offer and at the time of award. Contractor shall Contractor shall be required to provide documentation evidencing liability insurance coverage at the time of the offer, award and annually thereafter. PAYMENT REQUIREMENTS: Upon notification of award, the Contractor must be vendorized in VA fiscal systems. The Contractor must: Submit a VA Form 10091 to the VA Finance Service Center (FSC), if one is not already on file. Submit a TIN and DUNS number to the Contracting Officer for vendorization in the local VA fiscal system, VistA, so a purchase order may be created. Register and create an account in the online VA payment system, Tungsten/OB10. Go to http://www.va.gov/oaa/invoicing/faqs.asp for more information INVOICE SUBMISSIONS: Invoices shall be submitted upon completion of work. Pursuant to FAR Clause 52.212-4(g), payment will be made after receipt of properly prepared invoices, provided that the following has been met: Invoicing shall be accomplished using the OB/Tungsten network. Invoices mailed or faxed will not be paid. Invoices submitted directly to the FSC or the facility will not be accepted, and will delay payment. In order to properly administer this contract, it is mandatory that all technicians report to COR or designee, with the work/repair ticket after the work has been completed. This procedure is necessary to ensure that internal accountability is maintained for all repairs. Failure to follow this procedure may jeopardize the payment of maintenance work and the contractor s technician who ignores this procedure does so at his/her own risk.
