Sources Sought Notice If you would like assistance in responding to this post, please reach out to the Apex Accelerator Team in your area. Their website is APEX Accelerators, and you can find your local office by searching the map on their home page. The Apex Accelerators offer a free service of assistance with reviewing and responding to government notices and postings for potential procurements. This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by VISN 2 Contracting Office in Canandaigua, NY for the purpose of collecting information about quarterly and annual preventative maintenance, repairs and emergency services for the James J. Peters V.A. Medical Center Campus located at 130 West Kingsbridge Road, Bronx, New York 10468. The VA is seeking to provide for this requirement as of April 2025 to establish a new service. The NAICS code identified for this requirement is 811210: Medical and surgical equipment repair and maintenance services with NAICS $34 Million. The requirement is detailed in the Statement of Work section of this document. (e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Lisa Harris at Lisa.Harris4@va.gov. Please include: 36C24225Q0407, in the subject line. Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEID number and address, point of contact and social-economic. If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government s Procurement Strategy. The following information is required for determining procurement strategy and viability of sources: Set aside requirements have limitations on subcontracting. This service is located in Bronx, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work? If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company? How many years experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity? How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years? How many certified/licensed technicians does your company currently employ? - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. - Contractors shall identify pertinent point of contact for company, contractor SAM UEID number for size standard and socioeconomic verification in SAM and SBA certification database, as well as for any intended subcontractors. - Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs. - Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded. - Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. - Contractors shall include any relevant comments about the Attachment(s) if applicable. Performance Work Statement James J. Peters VA Medical Center (Bronx VA) Medical Air and Vacuum Systems Maintenance Contract General: The contractor shall provide all labor, tools, material, and special equipment necessary to perform quarterly and yearly preventative maintenance, repairs and emergency services on the facility medical air and medical vacuum systems and associated equipment at the James J. Peters V.A. Medical Center Campus located at 130 West Kingsbridge Road, Bronx, New York 10468. This is an annual based requirement. At the completion of all testing, maintenance and repairs; contractor must provide documentation certifying compliance with current National Fire Protection Association (NFPA) - 99 (Health Care Facilities Code latest edition), Compressed Gas Association (CGA) and The Joint Commission Organization (TJC) - latest edition or other applicable current recommendations. In the event such systems and equipment do not meet requirements of the previous reference documents or other applicable documents, contractor will issue certifying documentation subject to listed recommendations (provide a summary sheet detailing discrepancies and recommendations to resolve discrepancies) to bring system and equipment into compliance with standards. Conformance Standards: All services provided under this contract must be performed in conformance with the NFPA, CGA and ASSE specifications and regulations. The requirement for this contract shall be one (1) annual yearly inspection for the medical piped gas systems. (www.nfpa.org) (www.asse.org) (www.cganet.com) Contractor shall provide a quote for any parts to be replaced and any unscheduled repairs to the Contracting Officer (CO) or the Contracting Officer s Representative (COR) or designated alternate point of contact. Facility will receive pm documentation sheets for each system on each visit. All testing complies with NFPA 99-2012 Codes and Standards 5.1.14.2. 5.1.14.2 Maintenance of Medical Gas, Vacuum, WAGD, and Medical Support Gas Systems. 5.1.14.2.1* General - Health care facilities with installed medical gas, vacuum, WAGD, or medical support gas systems, or combinations thereof, shall develop and document periodic maintenance programs for these systems and their subcomponents as appropriate to the equipment installed. 5.1.14.2.2.5 Qualifications - Persons maintaining these systems shall be qualified to perform these operations. Appropriate qualification shall be demonstrated by any of the following: (1) Training and certification through the health care facility by which such persons are employed to work with specific equipment as installed in that facility (2) Credentialing to the requirements of ASSE 6040, Professional Qualification Standard for Medical Gas Maintenance Personnel (3) Credentialing to the requirements of ASSE 6030, Professional Qualification Standard for Medical Gas Systems Verifiers 2.1.2 The C&A requirements do not apply, and a Security Accreditation Package is not required. 3. Scope of Work: The following preventative maintenance shall be performed quarterly on the medical vacuum and medical air systems by the contractor. 3.1.1 MEDICAL VACUUM SYSTEM 1. Check coupling integrity. 2. Grease motor bearing, if needed. 3. Change gear oil as required. 4. Drain oil and liquids from all drip legs. 5. Remove used oil from premises. 6. Test voltage, amperage and alternation. 7. Test all local alarms (lag, hi temp, etc.). 8. Test control panel circuits, relays, and fuses. 9. Test pump run and cycle timing. 10. Test all check valves. 11. Check inlet and exhaust filters. 12. Test for back pressure on each pump. 13. Verify accuracy on all gauges. 14. Test receiver tank drains. 15. Overhaul of dryer package. 16. Replacement of compressor unloaders. 3.1.2 MEDICAL AIR SYSTEM 1. Check belt condition and proper tension. 2. Grease motor bearing, if needed. 3. Check the electric and manual auto drains on receiver tank. 4. Test and verify compressor check valves. 5. Test voltage, amperage and alternation. 6. Test all local alarms (lag, hi temp, etc). 7. Test control panel circuits, relays, and fuses. 8. Test compressor run and cycle timing. 9. Test and calibrate dew point monitor. 10. Test and calibrate carbon monoxide detector. 11. Test and calibrate main line regulators to required house pressure. 12. Test accuracy of all gauges. 13. Test unloaders on each pump. 14. Test desiccant dryer package solenoids. 15. Test desiccant dryer package inlet filters. 16. Test desiccant dryer package hygrometer calibration. 17. Test desiccant dryer package check valves. 18. Test desiccant dryer package outlet filters. 19. Test and verify desiccant package tower desiccant integrity. 20. Overhaul of dryer package. 21. Replacement of compressor unloaders. The following preventative maintenance shall be performed annually on the medical vacuum and medical air systems by the contractor. Medical Vacuum System Change inlet filters (external Solberg ). 4.1.2 Medical Air System Change belts. Change inlet filters. Service calls, Repairs & Parts Emergency Repair Services - The Contractor shall provide non-emergency repair services for all equipment on this contract. Non-emergency repair services are defined as repairs necessary to maintain the equipment in accordance with the manufacturer s standards. All calls must be responded to within twenty-four (24) hours or less after the initial call. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs. The Contractor shall provide emergency repair services for all equipment on this contract. Emergency repair services are defined as repairs required to maintain the operational readiness of the Medical Vacuum and Medical Air systems. the Contractor will have a 2-hour or less response time for all emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply. The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs. REPORTING REQUIREMENTS: 6.1. The Contractor shall be required to report to Facilities Management Office (or designated location), pursuant to any start of work during normal working hours. Normal business hours are Monday-Friday 8:00am to 4:30pm. This check in is mandatory. When the service is complete, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out at the Facilities Management Office, (or designated location), and submit the field service report to the Contracting Officer Representative (COR) for a signature, during normal working hours. 7. INSPECTION 7.1. VA personnel and the contractor shall inspect any work that is performed and agree on the condition and any existing damage or failures prior to beginning work. A final inspection for quality assurance will take place after completion of the work by VA personnel prior to acceptance. DAYS AND HOURS OF OPERATION: Monday Friday, 8:00 a.m. to 4:30 p.m. excluding the following federal holidays: New Year s Day Martin Luther King Jr s. Day President s Day Memorial Day Juneteenth Fourth of July Labor Day Columbus Day Veteran s Day Thanksgiving Christmas Day SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as OSHA may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.
