4120--Portable HVAC Units

THIS REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION. SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS 333415 (size standard of 1,250 Employees). Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published. The Department of Veterans Affairs (VA) is seeking sources capable of providing portable HVAC units that meet following salient characteristics listed under Statement of Work (SOW). The list of DRAFT characteristics is intended to be descriptive, not restrictive, of the supplies/services that are required. STATEMENT OF WORK (SOW) BACKGROUND: The Northern Arizona VA Medical Center has a need for three (3) portable cooling units with associated peripherals to assist with climate control in an emergency power outage. These units are designed to provide temporary heating, cooling, or both, in areas where the primary HVAC system has failed or is inadequate. They will be particularly useful in hospitals, where maintaining a stable temperature is crucial for patient health and comfort as well as maintaining proper building operating conditions and temperatures for the pharmacy, laboratory, radiology, and sterile processing areas. SCOPE: Deliver One (1) portable HVAC unit that can provide 270,000 BTU cooling and be capable of providing 166,600 BTU of heat utilizing electric heat strips. In addition, deliver two (2) portable cooling-only units that can provide 135,000 BTUs of cooling. All units shall include flexible, durable ducts that can provide supply and return air from to and from specific areas as required to maintain hospital operations and adequate climate control. These units shall also include color coded electrical connections with Cam Lock-style electrical connections. The unit staged outside during operation and provide climate control to the required area of the hospital during building HVAC system failures. PLACE OF PERFOMRANCE: VA Prescott Healthcare System 500 North Hwy 89 Prescott, AZ 86313 DELIVERABLES: CLIN DESCRIPTION QTY UOM 0001 Indoor/Outdoor Portable Air Conditioner with Heat Strip, 270000 BTU, 460-480V Kwikool B2304101 or equal 1 EA 0002 Indoor/Outdoor Portable Air Conditioner, Cooling Only, 135000 BTU 230V Kwikool B664343 or equal 2 EA Each CLIN must include all necessary accessories to hook up units to a VA supplied generator, including Lock Cables and Indoor/Outdoor Flexible Duct in order to set up these portable HVAC units to each unit cost. NOTE: Potential offers must be aware that the items being acquired are procured as Brand Name or Equal. For those items that are or equal , a description of the salient characteristics is outlined below. The FAR Clause 52.211-6 Brand Name or Equal applies to this acquisition. Offeror quotations must demonstrate meeting the salient physical, and functional characteristics included in this solicitation, otherwise, they will be considered non-responsive and not considered for award. Kwikool Part Number: B2304101 Kwikool Part Number: B664343 SALIENT CHARACTERISTICS: CLIN 0001 Indoor/Outdoor Portable Heating/Cooling Unit equivalent to Kwikool B2304101: Cooling Capacity: 270,000 BTU Heating Capacity:166,600 BTU (48 kW) Must utilize Electric Resistance Heating - Heat-Strip style or equivalent Electrical Data 460V Three Phase Power Shall be able to run off a 70kW mobile generator provided by the VA. Operating Conditions Unit shall be designed to operate in outside ambient temperatures from 30°F to 110°F. Unit shall be weatherproof for sustained operations in inclement weather. Safety Units shall have a CSA, and/or UL certification. Units will need to operate at temps as low as 30°F and shall incorporate applicable safety devices or design elements to prevent the evaporator from freezing up or icing over. Hookups & Connections Ducting: Unit shall have ducting flanges for both supply and return air capable of connecting flexible ducting in sufficient size to meet rated cooling capacity. Shall include at least 100 of associated indoor/outdoor flexible ducting in 25 sections, in sufficient size to feed conditioned air to the area of need in the hospital. (example: brand name or equal to Kwikcool KK-DUCT20Y-25) Ducting shall be a highly visible, on the yellow color spectrum or hue. Electrical Hookups: Unit shall include as set of color-coded Cam Lock-style connections for electrical connections between the unit and a VA supplied generator. To be hard wired on one end and cam lock on the other end. Deployment: Unit shall be on a skid capable of being deployed by a Forklift with a 5000lb capacity Factoring in depth dimensions exceeding fork length. CLIN 0002 Indoor/Outdoor Portable Cooling-Only Unit equivalent to Kwikool B664343: Cooling Capacity: 135,000 BTU Electrical Data 230VThree Phase Shall be able to run off a 50kV generator provided by the VA Operating Conditions Unit shall be designed to operate in outside ambient temperatures from 30°F to 110°F. Unit shall be weatherproof for sustained operations in inclement weather. Safety Each unit shall meet CSA and, or UL certification. Units will need to operate at temps as low as 30°F and shall incorporate applicable safety devices or design elements to prevent the evaporator from freezing up or icing over. Hookups and Connections Ducting: Each unit shall have ducting flanges capable of connecting flexible ducting in sufficient size to meet rated cooling capacity. Shall include at least 75 total length, in 25 sections, of associated indoor/outdoor flexible ducting in sufficient size to feed conditioned air to the area of need in the hospital. Ducting shall be a highly visible, on the yellow color spectrum or hue Electrical Hookups: Each unit shall include as set of color-coded Cam Lock-style connections for electrical connections between the Unit and a VA supplied Generator. To be hard wired on one end and cam lock on the other end. Deployment: Unit shall be on a skid capable of being deployed by a Forklift with a 3500lb capacity Factoring in depth dimensions exceeding fork length. WARRANTY: Government requirement for standard manufacturer industry warranty term. The government does not accept extended warranty, which require advance payment. Delivery: All items to be delivered after receipt of purchase order no later than 6/29/2025. Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA Point of Contact (POC) post-award. Delivery must be coordinated with VA POCs. Delivery Address: VA Prescott Healthcare System Building 165 500 North Hwy 89 Prescott, AZ 86313 Prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company. Hours: Normal duty hours are 7:30 a.m. through 3:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated POC. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays. New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Last Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. All shipping must be included in the cost of the contract. If your company is interested and capable of providing the required supplies/services, please provide the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of SOW requirements. For instances where your company cannot meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please explain. For instances where your company can meet the SOW requirement(s), please show how your company meets/exceeds each requirement. (2) Please review the list of SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A. (3) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc. (4) Is your company considered small under the NAICS code identified in this RFI? (5) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of DRAFT/SALIENT CHARACTERISTICS/SOW? (6) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available). (7) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified. (8) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6? (9) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items? (10) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? (11) Please indicate whether your product conforms to the requirements of the Buy American Act? (12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate. (13) What is estimated life span of your solution? What support/services does that entail? (14) Does your proposed equipment have FDA clearance? Please specify what FDA clearance(s) have been obtained. (15) Does your organization offer a leasing solution? Please elaborate. (16) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (17) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract. (18) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (19) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to contact@example.gov. Telephone responses will not be accepted. Responses must be received no later than Thursday, February 20, 2025, by 10:00 AM PT. All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement.