This is a sources sought announcement only and not a request for quotes, bids, or proposals. This request is solely for the purpose of conducting market research to enhance the Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) understanding of the market offered products, services, and capabilities. Your responses to the sources sought will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The VA, NCO 16 is seeking to identify potential qualified vendors capable of fulfilling the services outlined in the Statement of Work (SOW). This requirement is for the Fayetteville VA Medical Center located at 1100 North College Avenue, Fayetteville, AR 72703-1944. Item Description Quantity Unit of Measure 0001 Cooling Tower 2 repairs in accordance with the SOW 1 JB The North American Industry Classification Code (NAICS) is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a size standard of $12.5 Million. Prior to issuing a solicitation, and pursuant to the Veterans First Contracting Program, the VA is trying to ascertain if there are any qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) with the capability of fulfilling the requirement. Respondents are not limited to SDVOSB/VOSB concerns; the Government seeks to identify all potentially interested sources. All responsible vendors and interested parties please respond to this sources sought announcement if you have the capability of fulfilling this requirement. Responses to this sources sought shall include the following information: 1. Your company name, address, contact person name, phone 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 services/repairs available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. Is your company a contract holder on any other federal contract? Are the referenced services/repairs available on that federal contract? If so, please provide the contract number. 4. Socio-economic status of business such as but not limited to (SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 5. Is your company considered small under the NAICS code identified in this sources sought announcement? Interested vendors are reminded that in accordance with FAR subpart 4.12, offerors and quoters are required to complete electronic annual representations and certifications in System for Award Management (SAM) accessed via https://www.sam.gov as a part of required registration (see FAR 4.1102 - Policy). All registrants are required to review and update the representations and certifications submitted to SAM as necessary, but at least annually, to ensure they are kept current, accurate, and complete. The representations and certifications are effective until one year from date of submission or update to SAM. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this sources sought notice become property of the Government. Interested vendors should submit an email to marcos.madrazo-jones@va.gov. All responses must be received in writing no later than 5:00 PM CST on April 07, 2025. Questions or inquiries will not be answered or acknowledged, and no feedback or evaluations will be provided. No solicitation document is available at this time. This notice is to acquire information only; therefore your response will not be considered for a contract award. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately. Statement of Work (SOW) Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW to perform repairs on Cooling Tower 2. Contractor must verify existing and new dimensions, locations, and quantities to complete this project located on the Fayetteville VA Medical Center, 1100 N. College Avenue, Fayetteville, AR 72703. The Authorized Government Representative (AGR) will be responsible for technical monitoring of the contractor's performance and deliveries. The AGR and the Contractor's Representative shall work together to ensure that all contractual requirements are being met. The Authorized Government Representative for this requirement is: Kenneth W. Wright (479) 313-5089 kenneth.wright8@va.gov 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 AGR for every contractor employee that will be working on the medical center property. OSHA 10 cards are to always remain on the employee s person. Contractor Point of Contract (POC): Notify the AGR in writing of the name, phone number, email address of the contractor appointed POC. 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 AGR and/or Contracting Officer (CO). 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 shall respond to the work site as directed by the AGR. The contractor or their designated POC must return phone calls or text(s) to the AGR within 1 hour of contact and must return emails from the AGR within 24 hours of contact. Period of Performance (POP): One hundred twenty (120) calendar days. Work Site Access: Contractor must provide a written schedule for contract work to the AGR within 10 days of award for review and approval. Work will not commence work without written approval from the AGR. Regular Business Hours: Site work must be scheduled during regular business hours, 0700 to 1500 hours, Monday through Friday (excluding the following Federal holidays - New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day). Outside Regular Business Hours: Work must be scheduled during 1600 to 0600 hours, Monday through Friday, Saturday and Sunday (excluding the following Federal holidays - New Year s Day, Inauguration day, Martin Luther King Jr. day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day) and must not commence without prior AGR written approval at no additional expense to the Government. This project must be turn-key in accordance with this SOW, drawings, and specifications to be complete and working system(s). The medical center must continue to operate during the contract POP, including but not limited to, the mechanical and electrical systems. Contractor s work must be conducted with the least amount of disruption to the medical center facility. Prior to the start of job site activities, together the Contractor and AGR must conduct a site survey to identify and review specific work and differing site conditions. Warranty: Contractor must guarantee workmanship for a period of one (1) year after AGR written acceptance of work. Contractor must furnish a minimum one (1) year parts and labor 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 must possess a Class A HVAC Contractor License and a State of Arkansas Electrical Contractor License. Contractor must be proficient in the operation and programing of the Alerton building management system. No medical center support will be provided. REQUIREMENTS FOR QUOTE: The contractor shall submit the following documents with proposal for technical evaluation by the AGR: Provide submittals for all hardware and materials required for the complete replacement of fill, hot water basins, fill tube, nozzles, as well as paint and galvanized coatings. Provide a work breakdown structure and schedule. Provide quality assurance plan. Provide a safety plan. Provide a Job Safety Analysis. SCOPE OF WORK: Contractor except as noted otherwise must provide all materials, equipment, and labor to complete the following repairs for Marley cooling tower number 2, Model NC8305. All labor, parts and materials must comply with the original manufacturer s specifications. Contractor is responsible to verify the cooling tower model and serial numbers and to ensure all parts and materials are ordered as required by the tower manufacturer. Provide new fill material, cover plates, all mounting hardware for both cells of cooling tower 2, and galvanized fill support tube, fill tube supports, and deflectors. Remove and dispose of all existing fill material, cover plates, mounting hardware and galvanized fill support tube, fill tube supports, and deflectors. Clean exposed areas of the tower and hardware removing all dirt, scale, and corrosion. Repair all damaged areas found to include corrosion to match original construction. Reapply any protective paint or galvanized coating to match original manufacturer s specification. All cleaning and repair work is to be inspected by the AGR or their designated representative prior to reassembly. Work will not progress without acceptance of all cleaning and repairs by the AGR. Install new fill material, cover plates, mounting hardware and galvanized fill support tube, full tube supports, and deflectors. Provide new hot water basins, hot water basin covers, sealer, crossflow nozzles, and hardware. Remove existing hot water basins, hot water basin covers, sealer, hardware, crossflow nozzles, covers and hardware. Clean exposed areas of the tower and hardware removing all dirt, scale, and corrosion. Repair all damaged areas found to include corrosion to match original construction. Reapply any protective paint or galvanized coating to match original manufacturer s specification. All cleaning and repair work is to be inspected by the AGR or their designated representative prior to reassembly. Work will not progress without acceptance of cleaning and repairs by the AGR. Install new hot water basins, hot water basin covers, sealer, hardware, crossflow nozzles, and hardware. Provide new basin heating element, mounting kit and seals. Remove and dispose of existing basin heating element, mounting hardware and seals. Clean the area to remove dirt, scale, and corrosion. Repair all corrosion damage with fresh sheet metal and surface treatment (paint/galvanized coatings) that meet or exceed original manufacturers specifications. Install new basin heating element, mounting hardware and seal. Test new basin heating element and verify proper operation. Perform any adjustments to building management system as required. Provide new and replace all water line seals opened during execution of the project. No seals are to be reused. Test cooling tower to ensure proper operation under a full load. Perform any adjustments to building management system as required. Perform any adjustments to the AC plant condensing water system to ensure proper water flow. CONTRACTOR ACCESS AND ACTIVITIES: 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 the medical center and medical center ICRA. Site Supervision: Contractor must submit written qualifications of proposed site superintendent(s) to the AGR for consideration. Contractor must furnish superintendent(s) with written AGR 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 AGR to comply with the medical center 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 medical center property, contractor must wear a visible medical center issued identity badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and medical center 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 AGR weekly or as directed in writing by AGR. Contractor must report lost badge(s) immediately to the AGR and document on badge log. Contractor must return badge(s) immediately on day of departure of employee from project to AGR and document on badge log. Contractor must return remaining badge(s) at project closeout to AGR. 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 medical center property. Contractor site superintendent must notify the AGR 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 AGR. 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 AGR, 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 AGR 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 AGR 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 AGR 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. AGR 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 AGR for consideration a minimum of seven (7) business days prior to the storage or staging. Contractor must have prior AGR 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 AGR 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 medical center property. Noise: Contractor must coordinate and schedule with AGR noise making activities. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have AGR written approval to proceed. Dust Proofing and Cleaning: Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth. Contractor must furnish HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances. Contractor must not use broom(s). Fire Alarm: Contractor must coordinate and schedule fire alarm interruption activity with AGR. Contractor must submit to the AGR for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have AGR written approval to proceed three business days prior to activity. Contractor must submit written fire watch plan to AGR for consideration no later than (NLT) ten (10) calendar days after Notice to Proceed (NTP). Contractor must be responsible for fire watch in the areas where fire/smoke detection coverage is removed or disabled. Contractor must be responsible to coordinate fire or smoke detection with the AGR for the removal and restoration of fire protection coverage. After regular business hours or designated hours, supervision of the fire alarm panel is required at the contractor s expense. The Contractor must be responsible for completion and submission of a written Fire Alarm Bypass Request. The contractors written request must be submitted for AGR approval and if approved by AGR, then the AGR must furnish a written approval to proceed three (3) business days in advance of any proposed work activity. If the fire alarm system requires any deactivation, then it must be reactivated the same day before the contractor leaves the job site to ensure that the fire alarm system is functional. If the fire alarm system is not functional, then the contractor must restore the fire alarm system to working order prior to leaving the site or must furnish an around-the-clock fire watch until the fire alarm system is functional. The contractor must be liable for any costs incurred by the Government to furnish the fire watch and/or to repair the fire alarm system. 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 AGR 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 AGR prior to activity. Fire and Smoke Barrier Penetration: Contractor must perform, maintain, and safeguard the integrity of smoke and fire barriers in accordance with NFPA 101, NFPA 80, and NFPA 90A. Contractor penetrations in barriers must be repaired in an approved manner (filled with the designated and AGR approved flame-retardant filler). Energized Circuit Work: Contractor must perform, maintain, and safeguard the integrity of the medical center 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 AGR. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Medical center 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 AGR written approval to proceed three (3) business days prior to activity. Utility interruption: Contractor must coordinate and schedule with AGR. Contractor must submit to the AGR 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 medical center activities and must be rescheduled at no additional cost to the Government. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Disposal: Contractor must coordinate and schedule with AGR. Contractor must have AGR 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 AGR for AGR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from this project and the medical center property daily into the contractor supplied containers. Contractor must coordinate disposal container location with AGR contingent upon available space and any future AGR directed relocation(s) must be at no additional cost to the Government. Construction debris created from the project must not be disposed of in medical center dumpsters or on medical center 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 AGR 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. Fumes: Contractor must coordinate and schedule with AGR. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. The contractor must schedule fume producing work activities, including but not limited to, painting or heat produced fumes after regular business hours. Contractor must be responsible for ventilation necessary to exhaust and prevent fumes from entering adjoining areas, outside air intake ductwork, and re-entering the medical center healthcare facilities at no additional cost to the Government. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Photography: Contractor must coordinate and schedule with AGR. Contractor must be escorted by medical center personnel to take job site related photos. Contractor must not photograph any patients, personnel, visitors, and others on medical center property. OTHER REQUIREMENTS: Structural members must not be cut or altered, without prior CO written authorization. Contractor must make every reasonable effort to protect medical center property from damage. Contractor must furnish adequate protection for medical center property before any repair activities occur. Contractor moved items must be put back by the contractor to original locations and conditions as work is completed at no additional cost to the Government. Anything remaining in place that is damaged or defaced by the contractor must be restored by the contractor to the pre-existing damaged or defaced condition at no additional cost to the Government. Contractor must coordinate work of different trades so that interference between mechanical, electrical, architectural, and structural work including existing services must be avoided and within limits indicated the required space for operation, repair, removal, maintenance, and testing of equipment. Utilities, including but not limited to, conduit, ducts, and pipes must be arranged to ceiling slab, walls, and columns to take up a minimum footprint of space. Conduit, ducts, pipes, and equipment must not interfere with intended use of eyebolts and other lifting devices. Contractor must locate existing utilities in area of work. Contractor must furnish adequate means of support and protection to utilities that remain in place. Any property, including but not limited to, electrical, natural gas, medical gas, communication and utility lines, landscaping, walkways, roads, and curbs damaged by contractor must be repaired or replaced at no additional cost to the Government. Government property, including but not limited to, walls, ceilings, floors, furniture, must be protected from damage at no additional cost to the Government. Areas must be cleaned after coring, sawing, and other construction activities by the contractor at no additional cost to the Government. No unauthorized contractor work to be initiated without the prior written approval of the CO. The CO must approve any request, or proposal for changes in project scope or additional requirements, in writing prior to the contractor proceeding with any work. Any contractor changes without prior written approval by the CO, must be done at the contractor s risk and at the contractor s expense. Contractors must visit the job site and visit the facility in order to determine the nature and location of the work to be performed in general and the local conditions which can affect the work. Failure to do so must not relieve the contractor of responsibility for estimating the difficulty or cost to perform the work. Contractor must comply with applicable Federal, State, Local laws, codes, regulations, and ordinances. Contractor must obtain permits and licenses required by Federal, State, Local law, code, regulation, and ordinance(s) at no additional cost to the Government. CONTRACT CHANGES/MODIFICATIONS: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the AGR on all matters pertaining to contract administration and technical direction. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. (End of Statement of Work)
