The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is searching for vendors with the capabilities to provide Fire Truck Engine Service Maintenance at the Tomah VA Medical Center (Tomah VAMC), located at 500 E. Veterans Street Tomah, WI 54660-3105 The contractor shall furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to provide Fire Truck Engine Service Maintain. The contractor shall provide the following coverage: Please see the Final Statement of Work Below. The North American Industry Classification System (NAICS) code for this procurement is 811310. All interested, responsible sources must submit a capability statement by Monday, December 23, 2024, to Della.Bond@va.gov include the following: Company Experience in providing maintenance and repair services to referenced equipment, to include number of years and any examples of current contracts in place with government or commercial entities; Customer point of contact information for contracts listed in company experience along with a description of equipment serviced under the contract; Verification of authorization and training related to servicing referenced equipment; Number of qualified maintenance personnel employed; DUNS number, organization name, organization address, point of contact, business size under NAICS 811310, and socioeconomic status; This Sources Sought is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in Contract Opportunities. Telephone inquiries will not be returned. FINAL STATEMENT OF WORK FIRE TRUCK ENGINE SERVICE MAINTENANCE CONTRACT The Contractor shall provide all equipment, material, labor, parts and supplies and supervision, to test, and repair system and part failures on one 2009, Pierce Contender fire engine 2 owned by the Tomah VA Medical Center (Tomah VAMC), located at 500 E. Veterans Street Tomah, WI 54660-3105; the period of performance shall be a 90-day duration from the time of award. SCOPE Repair/Replace (1) Primer, Pump, Hale, ESP (oil less); Repair large diameter discharge leaking water from the pump, while vehicle is not in use. Replace parts as follows; One (1) seal kit, Akron, 3 - 3 ½ Valve. One (1) ball 3-12 STD. The Contractor shall provide all shop supplies. SERVICE HOURS AND FEDERAL HOLIDAYS Scheduled work shall be required in the performance of this contract and shall be performed during the hospital s normal business hours of 7:00 a.m. and 4:00 p.m., local time (Wisconsin), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. Federal Holidays observed by the Tomah VAMC(s) are: New Years Day Columbus Day Martin Luther King, Jr. Birthday Veterans Day Washington s Birthday Independence Day Labor Day Thanksgiving Day Memorial Day Juneteenth National Independence Day Christmas Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the Tomah VAMC Contacting Officers Representative (COR) and shall still be considered normal business hours. No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done. The Contractor shall obtain prior approval at least 24 hours from the Tomah VAMC s COR. If such work shall be at the cost of the Tomah VAMC, a separate purchase order number shall be obtained by the Contractor prior to performing any over-time work. Work shall be scheduled in such as manner as to allow as little disruption to patient services in all campus buildings affected. On completion of billable work, the contractor shall provide timely billing of items that Tomah VAMC is responsible per the service agreement. CONTRACTING OFFICER S REPRESENTATIVE (COR) The Contracting Officer s Representative (COR) s shall be provided at time of award via the COR Appointment Memo. COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT: Contractor shall be an authorized service company of Pierce/Saber fire engines and associated fire engine systems and fire engine equipment. Each respondent must have an established business, with an office and staff; The staff includes a Service Technician and a second Service Technician who will serve as the backup. Contractors Service Technicians shall have a minimum of two (2) years of experience performing this service. The Service Technician shall have completed a formalized training program for repair of the equipment identified in the Statement of Work. For field experience, the Service Technician shall have a minimum of two years of experience, with respect to troubleshooting, testing, servicing/repairing equipment as described in the Statement Of Work. The Service Technicians shall be authorized by the Contractor to perform the repair services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Service Technicians for this make and model of equipment that the Contractor services for the Tomah VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing this equipment for the Tomah VAMC. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. Contractor's personnel shall be regular employees of the Contractor, day laborers are not acceptable. CONTRACT DELIVERABLES Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables: All Service Reports and completed pre and post repair inspection and testing checklists as they apply. RISK CONTROL The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. The Tomah VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records shall not be removed from the legal custody of VA Tomah or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA Tomah. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Tomah control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (E). The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Tomah guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA Tomah information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. The Tomah VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the Tomah VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take The Tomah VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. Flow down of requirements to Sub-contractors. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. PERFORMANCE. Work shall be completed in a timely manner and a performance schedule shall be coordinated with the Government upon contract award. REPORTING REQUIREMENTS/ CHECK - IN The check-in is mandatory at 500 E. Veterans Street Tomah, WI 54660-3105. When the service is completed, the Contractor shall document services rendered on a legible Equipment Service Report(s) (ESR). The Contractor shall be required to sign out with Tomah VAMC s COR. ALL ESR s shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature" of approval. Tomah VAMC COR: Information to be provided at time of Award. Tomah VAMC COR phone number: Information to be provided at time of Award.
