Page 3 of 3 THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. This is a Request for Information (RFI), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice NAICS 532490 Other Commercial and Industrial Machinery and Equipment Rental and Lease PSC W041 Lease Or Rental Of Equipment- Refrigeration,Air Conditioning, And Air Circulation is NAIC size standard of $40M employees for the Clarksburg VAMC. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in SEWP, FedBizOpps (FBO) or GSA ebuy. REQUESTED INFORMATION If you are interested and capable, and can provide the required service, please provide the requested information as indicated below: Responses to this Sources Sought notice shall also include: company name, address, point of contact, contract number, NAIC, Sam Uei number, and business size: Does vendor have GSA/SEWP/FSS/NAC/SAC/open market item priced publicly to the public? Provide part number. Is interested vendor LG/SB/SDVOSB/VOSB (which) manufacturer, authorized distributor, seller of domestic or nondomestic (which) brand name or equal (Which) end item product? What is business size status and representations NAIC and PSC code? Does vendor have capability and interest for service requirement to meet Freezer and Refrigerator trailer rental SOW requirement below? Interested vendor provide previous award contract number and POC of similar requirement. SOW GENERAL INFORMATION PROJECT DATA: TITLE: Refrigerated and Freezer Trailer Rental Performance location: Clarksburg VAMC 1 Medical Center Dr Clarksburg WV 26301 Contract type: Firm Fixed Price Performance Period: base 10/6/24-10/5/24 Base up to (1) 12 Month option period GENERAL SCOPE: Provide a 53-foot refrigerated trailer to be utilized for the kitchen during the NFS, PT, and Eye Clinic Minor construction project. The rental trailer will need to be dual zoned to provide freezer and cooler capabilities for perishable food storage that includes maintenance, repairs, delivery, and removal of rental trailer during the life of the contract. Trailer specifics are outlined below in the detailed requirements. GENERAL CONDITIONS AND DEFINITIONS: COR: Contracting Officers Representative. V.A. employee of VAMC Facilities and Engineering Service officially assigned to act as Project Manager and Inspector on behalf of VAMC and Contracting Officer. COR shall be First Point of Contact on all matters concerning contract work for subject Project. Coordinate all administrative requirements exclusively with or through assigned COR of VAMC Facilities and Engineering Service; and. neither discuss contract work with, nor take any directives concerning contract work from any other person than COR unless specifically permitted and authorized to do so. PROVIDE: Whenever used throughout Scope of Work, term Provide is to be understood to mean -Purchase newly manufactured; Furnish delivered to VAMC work site in protective containers; Secure from tampering or theft; and Install in accordance with Contract Scope of Work, Drawings, Specifications, and Manufacturer s Instructions all required items of administrative submittals, labor, demolition, construction, equipment items, and installation works for entirety of Contract. DETAILED REQUIREMENTS: Contractor shall provide a 53-foot refrigerated trailer rated for food storage. The unit shall be capable of providing dual zones to allow storage of frozen and chilled goods within the same trailer. Trailer shall be capable of connecting to the facilities electrical supply via a rated electrical cord. Trailer shall have a power lift gate as well as a rollup door for access. Temperature Sensor/Alarm: Units will be capable of external display of the internal temperature with notification of out-of-range results and equipment faults. These notifications must be made remotely to select VAMC personnel by means of text message and/or email. Maintenance: Same day on-site refrigeration service will be provided to address any temperature variation from the required setpoint or refrigerated equipment faults. Next day service is acceptable for trailer issues not related to the refrigeration unit. Preventative maintenance will be provided by the contractor at predetermined intervals to ensure equipment reliability. All preventative maintenance schedules and work are the responsibility of the contractor for the duration of the contract. Coordinate the delivery and pick-up of the refrigerated trailer with the COR no later than fifteen (15) working days prior to start date, and ten (10) working days prior to ending date of rental period. Rental period ends on the VA s requested pick-up date regardless of actual pick-up date unless a written modification is issued to extend the rental period. Contracting Office shall be included on email traffic, regarding drop-off and pick-up arrangements. Rental start date shall be coordinated with the demolition of the current freezers on the NFS Minor project. Refrigerated trailer shall be in good working order, cleared of all debris, sanitized, and includes but is not limited to, all electrically cables for hook-up, fluids, and temperature monitors upon delivery. Damage reports upon delivery and upon pickup shall be provided and shall be signed off by an authorized VAMC representative with a copy left with the COR. Bill monthly, for all charges incurred from the first to last day of the prior month. Reefer operating hours shall be based on a 24-hour operating flat rate/fee/cost and shall be billed only once during the rental period. The number of days quoted in the monthly rate shall include all the days of that month. (i.e., based on 31 days in the month). Contractor is responsible to provide 24-hour emergency on-site repair for the life of the contract. Service contact phone number must be provided prior to award. Vendor repair personnel must be on-site within 24- hours of receipt of emergency call from store personnel. Repair must be either completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided so as not to interrupt the mission. Contractor shall not make any alterations/repairs to the building or items attached to the building of the Commissaries before receiving approval from the Contracting Office. HAZARDOUS MATERIAL REPORTING: Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the project duration, and for the calendar year (ending 31 December). Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval. NOTES All Capability Statements/Responses to this Sources Sought notice shall be submitted via email stephanie.henderson3@va.gov Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted in response to this Sources Sought notice. Responses to this Sources Sought notice must be received no later than 9/23/24 at 1:00 p.m. (Eastern Standard Time). This Sources Sought notice is to assist the VA in determines sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought notice. DISCLAIMER This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. End of Notice
