***Modification to update NAICS code to 238390*** This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238390, 6640) with a size standard $19.0 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Laboratory Vacuum System Repairs at the West Haven, CT VAMC. per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 12 pm EST, April 16, 2024. All responses under this Sources Sought Notice must be emailed to janice.jones@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ _____________________________________________________________________________ _____________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 DEPARTMENT OF VETERAN AFFAIRS Performance Work Statement West Haven Laboratory Vacuum System Replacement Table of Contents 1. Background: 8 2. Justification: 8 3. Location of Services: 8 4. Period of Performance: 8 5. References: 8 6. Scope of Work: 8 7. Definitions/Acronyms: 10 8. Hours of Coverage: 10 9. Parts: 11 10. Safety: 11 11. Documentation/Reports: 11 12. Services Beyond the Contract Scope: 12 13. Test Equipment: 12 14. Identification, Parking, Smoking, and VA Regulations: 12 15. Qualifications: 12 16. Records Management: 13 Background: The VA Connecticut Healthcare System (VACHS) West Haven Medical Campus requires a replacement vacuum system to support the research laboratory in Building 34. The existing system is from 1971 and has long since outlasted its approximate 15 year life span. The system does not provide reliable operation to the laboratory and requires frequent troubleshooting and servicing by shop resources on campus. The existing vacuum system is located behind a chain link cage in the ground level tunnels connecting campus buildings. Justification: Continuously servicing the existing old vacuum system is not feasible given its life and lack of available replacement parts and expertise. The laboratory is limited in its ability to run experiments given the uncertainty of the vacuum system functioning as needed. Location of Services: VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 The laboratory vacuum system is located behind a cage in the ground level tunnel between West Haven campus buildings 15 and 34. The system provides vacuum services to the laboratory in building 34. Period of Performance: The period of performance for this project is 20 calendar days starting from the date of the notice to proceed. References: The following VA standards are reference documents that pertain to the scope of work contained herein and shall be adhered to. Reference (a) - VA Division 22 Plumbing specification, Section 62 00, Vacuum systems For Laboratory and Healthcare Facilities. Reference (b) National Fire Prevention Association (NFPA) 99, Gas and Vacuum Systems. Reference (c) - VA Division 22 Plumbing specification, Section 05 12, General Motor Requirements for Plumbing Equipment. Reference documents are available via the VA Technical Information Library using the following link: https://www.cfm.va.gov/TIL/spec.asp. Alternatively, the COR or FMS designee may provide this document upon request. Scope of Work: The contractor shall provide all labor, materials, tools, equipment, along with applicable state license(s) and permits to remove the existing laboratory vacuum system and install a new laboratory vacuum system in-place of the existing system. The contractor shall survey the location of the existing vacuum system to determine rigging, fit, form, and function requirements prior to removing the existing system. The replacement system shall be contained within the current footprint of the existing system and achieve existing or superior operating parameters. The contractor shall isolate all energy, water and air feeds and /or supply to the existing vacuum system. Ensure all energy, water and air sources are isolated prior to disconnecting or terminating any exist connection. Coordinate with FMS personnel as needed to isolate and/or lock out tag out applicable sources. The contractor shall terminate wiring to the existing system. The contractor shall terminate piping to the existing system, including water lines. The contractor shall remove and dispose of the existing system. Including providing rigging and hoisting as needed to displace the old system off VA property. All non-use material and debris generated by this work shall be removed off the site by the contractor and shall be disposed of in accordance with applicable local, State and Federal regulations. The contractor shall furnish and install a new vacuum system in place of the old system. The new system shall comply with Reference (a) requirements: Vacuum pumps furnished shall be in accordance with Reference (a), section 2.13 Laboratory Vacuum systems. Each pump shall be directly connected to an induction motor, open drip proof, factory wound for 3 phase, 60 Hz, AC voltage. The pump motor shall be as specified in Reference (c). A welded steel receiver tank shall be provided with gauge glass, relief valve and vacuum gauge. The receiver tank shall carry ASME Code, Stamp, and Certificate. The receiver tank shall be hot dip galvanized inside and out. The receiver tank shall not be used as a catch tank where a bio-hazard could develop. Any carryover of foreign materials such as liquids or tissue shall be intercepted at the inlet of the vacuum pump with filtration and discharged to sanitary sewer drain. The receiver tank shall be installed/mounted such that sufficient clearance is available for manual draining and mounted on an acceptable vibration limiting method. All installation shall be performed in strict accordance with Reference (b), NFPA 99 section 5.1.10. The contractor shall furnish and install new piping for the new vacuum system. Piping shall comply with Reference (a) and Reference (b) requirements for laboratory vacuum systems. Use only copper or stainless-steel pipes for discharge from vacuum product (exhaust pipes). Piping identification labels shall be applied at time of installation in accordance with NFPA 99, Reference (b). Piping shall be cut with a tube cutter (sawing is prohibited) to measurements determined at place of installation. The tubing shall be reamed to remove burrs, taking care not to expand the tube, and so no chips of copper remain in the tube. The tubing shall be worked into place without springing or forcing. The tubing shall be bottomed in socket so there are no gaps between tube and fitting. Care shall be exercised in handling equipment and tools used in cutting or reaming of tube to prevent oil or grease from being introduced into the tubing. Where contamination has occurred, material shall be no longer suitable for vacuum service and new, sealed tube sections used. Piping shall be supported with pipe trays or hangers at intervals defined in NFPA 99, Reference (b). Piping shall not be supported by other piping. Isolation of copper piping from dissimilar metals shall be of a firm, positive nature. Any brazing or welding that is performed shall be in accordance with Reference (a) and Reference (b) requirements. Each brazed joint shall be visually inspected after cleaning the outside surface. The contractor shall furnish and install new wiring for the new vacuum system. Wiring furnished by this work shall comply with Reference (a) and Reference (b) requirement for laboratory vacuum systems. The contractor shall test the installed new vacuum system per Reference (a) and as required per NFPA 99, Reference (b). Verify that the installed system meets or exceed the requirements Reference (a) and Reference (b) for laboratory vacuum system application and operates as required. Verify that the system is sealed and free of leaks. Definitions/Acronyms: FMS Facilities Management Service CO Contracting Officer. COR Contracting Officer s Representative. FST Field Service Technician. A person who is authorized by the contractor to service the equipment and has qualifications to merit the performance of this work. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature Signature of VA FMS employee who indicates FST demonstrated service conclusion/status and user has accepted work as complete/pending as stated in the FSR. Authorization Signature COR s signature; indicates COR accepts work status as stated in FSR. OSHA Occupational Safety and Health Administration. Hours of Coverage: All efforts for this work shall be scheduled during normal working hours (7:00 AM to 5:00 PM (CST) Monday through Friday). Scheduling for any required work outside of normal hours shall be coordinated with and require the approval of the FMS Chief. Federal holidays observed by VA Connecticut Healthcare System are: Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day New Year s Day Martin Luther King Day President's Day Memorial Day Independence Day and any other day specifically designated by the President of the United States. Parts: No used (non-new), reverse engineered or counterfeit parts shall be used for equipment furnished under the terms of this contract. Safety: The contractor shall take all safety precautions necessary to remove the existing laboratory vacuum system and install a new laboratory vacuum system in-place of the existing system. The contractor shall ensuring all equipment removal and installation activities do not endanger the contractor s authorized personnel, VA personnel or patients during this work. Bio-Hazard Safety Statement per Reference (a): "BIOHAZARD CAUTION: Fluid and waste material inside vacuum pipelines and vacuum equipment may be contaminated with blood and other potentially infectious material. Construction and service personnel shall use proper PERSONAL PROTECTIVE EQUIPMENT and practice UNIVERSAL PRECAUTIONS when opening or servicing vacuum systems." The contractor shall comply with the following: Lock Out Tag Out procedures as required. Hot work permits as required. Confined Space permit(s) as required. Personal Protective Equipment as required for field service work. Documentation/Reports: The vacuum pumps shall be individually tested, and test results shall be submitted to the COR. The contractor shall certify the completed systems have been installed, tested, purged, analyzed and verified in accordance with the requirements Reference (a). Certification shall be submitted to COR. The contractor shall provide manuals for operation, maintenance, and data sheets as applicable for equipment furnished under this contract. Any additional charges claimed will be approved by the CO and COR before service is completed. Services Beyond the Contract Scope: Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. Contactor shall provide the COR with a written estimate of the cost to make necessary repairs that are beyond this contract scope. Test Equipment: Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. Identification, Parking, Smoking, and VA Regulations: Contractor s FST(s) or authorized personnel on site for this work shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside all VA buildings. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. Qualifications: The contractor shall meet all qualification requirements for the work specified in this scope as required by Reference (a) and reference (b). The installation of vacuum systems shall be made by qualified, competent technicians who are experienced in performing such installations, including personnel who install the piping system. Contractor must provide, upon request, evidence of appropriate training of any FST(s) providing services under terms of the contract. The CO and/or COR specifically reserve the right to reject any of the contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Records Management: The following standard terms and conditions relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
