5650--Roof Repairs Main Campus

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation. The Department of Veterans Affairs (VA), VISN 8, Network Contracting Office 8 (NCO 8), is seeking information and potential qualified sources capable of meeting the following minimum requirements and salient characteristics below for Flat Roof Cleaning, Restoration and Certification. Requirements The James A Haley Veterans Hospital (JAHVH) has identified leaks coming from the roof in multiple locations on multiple roofs. We will need to have these leaks addressed for repair. The Contractor shall furnish all labor, materials, travel, and equipment to provide Flat Roof and Low Slope Roof repairs on the following types of roofs tops (i.e. Protected Membrane Roofing - Cold Applied Membrane Waterproofing Systems/asphalt shingle, Terra Cotta) Other areas may need repairing of gutter systems, clearing of debris or general cleaning. Certification for the below identified locations to be covered in this Statement of Work. (SOW): The following areas/sections have been identified as roof leaks and/or areas that need gutter repairs, cleared of debris or cleaned. James A Haley Veterans Hospital (JAHVH) 13000 Bruce B Downs, Tampa, FL 33612 Building 1 Existing flashing at flow through scupper turned loose allowing water intrusion into building and roof system. Low-cracked or separated sealant in pitch pan Existing sealant along the caulk tray of the counterflashing is deteriorated. Building 32 Existing pipe is rusted causing flashing to turn loose and allow water intrusion into roof system. Building 38 Open lap in parapet wall flashings. Low-cracked or separated sealant in pitch pan Allowing water intrusion into roof system. Low-cracked or separated sealant in pitch pan Allowing water intrusion into roof system. The existing pipe penetration flashing is deteriorated/improperly flashed and requires a new flashing. Low-cracked or separated sealant in pitch pan Allowing water intrusion into roof system. Building 30 Puncture(s) in roof membrane utters are physically damaged. Unsealed holes in stucco wall where equipment was removed allowing water intrusion. Bolts at fixed wall ladder have turned loose causing sealant to open and allow water behind wall flashings. Building 39 Existing pitch pans have sealant that has failed and allowing water intrusion and causing multiple leaks throughout facility. Caulk Failure Building 68 Flashing not adhered to substrate - loose flashing. Puncture(s) in roof membrane (TPO-PVC) Opening at sheet intersection at old failing repair. Building 36 Gutters leaking at seams. Building 42 Debris in gutter system Building 24 Deteriorated panel due to exposure to the elements. Building 77 Debris on roof Trailer 73 Opening at sheet intersection - "T" joint (EPDM) Trailer 75 Open void in coating at vent flashing . Trailer 76 Deteriorated sealant at the base of the fan curb Trailer 49 Existing sealant at exhaust vent base flashing starting to crack and tum loose. Trailer 82 Debris on roof Trailer 80 Metal siding damage caused by awning. Trailer 81 Existing fasteners at coping cap are backing out and causing coping cap to unsecure. Punctures in roof membrane caused by awning. Trailer 83 Existing fasteners at coping cap are backing out and causing coping cap to unsecure. The requirements above are hereafter referenced as Roof Repairs on Main Campus. The Contractor shall perform to the standards in this contract. This SOW requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as Contractors. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the James A Haley Veterans Hospital to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall make revisions to this documentation whenever service personnel are assigned or re-assigned to the James A Haley Veterans Hospital. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing James A Haley Veterans Hospital equipment. The contractor will not require access to VA sensitive information, therefore the Certification and Accreditation (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply. All roof measurements/numbers are approximate and will be verified during the walk through by the contractor. Definitions/Acronyms/Abbreviations: Contracting Officer (CO) VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Contracting Officer's Representative (COR) VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer. Contractor refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees. E.O. Executive Order FSE Field service engineer Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract. FAR, Federal Acquisition Regulation NICET National Institute for Certification in Engineering Technology National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments. Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community. Preventative Maintenance (PM) Performance Work Statement (PWS) - is a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes Quality Assurance Surveillance Plan (QASP) an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance. Quality Control and Quality Control Plan (QCP) Those actions taken by the Contractor to control the production of goods or services, so they will meet the requirements of the contract. Solar Reflectance Index (SRI) -- The measure of constructed surface's ability to reflect solar heat, as shown by a small temperature rise VAAR, Veteran Affairs Acquisition Regulation Weekends, Holidays, Evenings and Nights Hours WHEN References: E.O., 12902, 13514, 13693, 13834 FAR 23 & 36, Sustainable Acquisitions VAAR 823, Sustainable Acquisition Policy NFPA 10, Portable Fire Extinguisher NFPA 30, Flammable Combustible liquids NFPA 70E, Standard for Electrical Safety in the Workplace NFPA 99, Health Care Facilities Code, Latest Edition NFPA 101, Life Safety Code, Latest Edition NFPA 203, Guide on Roof Coverings and Roof Deck Constructions ASHRE, American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual ICC, International Building Code, Latest Edition The Joint Commission Accreditation Manual for Hospitals, Latest Edition. OSHA Standard 29 CFR Part 1910, Subparts: D, H, I, J, K, L, P & Z. OSHA - Safety and Health Regulations for Construction Part 1926 Subpart E II. SCOPE The contractor shall provide all supervision, labor, material, and equipment necessary to perform the specified work requirements. The roofing contractor installing performing the repairs will also provide a one (1) year labor warranty for installation. The contractor will provide a detailed proposal outlining all steps needed to complete each part of the service, specific to this SOW and location. Roofing contractors will provide the COR with applicator certificates for the roofing product selected. A. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a Kickoff meeting or advised the contractor that a kickoff meeting is waived. B. PERIOD OF PERFORMANCE This shall be a firm-fixed price contract. Period of performance will be from the date of award through four (4) months. C. CHANGES TO THE STATEMENT OF WORK (SOW) Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a service folder with all other products of the services. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor. D. PERFORMANCE REQUIREMENTS: 1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service. Contractor shall have the following responsibilities: Have technical training and evident track records of working experience in Maintenance and Testing of Roofing and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years. Survey each Roof System Requirement, List building requirements with specific roof system restoration to be applied. (Alpha/numerically) Determine/Provide Federal/State/EPA requirements for construction processes and secure all required permits to complete all requirements described in this SOW. Permits shall be the sole responsibility of the Contractor and copies will be maintained on site. During the site walk if the contractor or COR annotate an area of concern, the membrane can be removed to inspect the roof deck. The new roof system will not be installed until the deck is properly inspected and/or repaired. Survey each roof deck and determine all systems that will be isolated, removed and re-installed. Examples: HVAC, power lines, conduit, condensate lines, fencing, security cameras, poles/brackets, roof stacks, vents and exhaust fans. The contractor shall work with the COR to annotate each building requirement during the site-walk. Seal all roof penetrations using applicable roof system applications. Examples: Rubber boots around stacks, sealants, membrane systems, flashing, etc., to ensure weather tight roofing envelope. Polyester fabric sheets shall be double or tripled up around penetrations, curbs, transitions, drains and equipment as required by roofing manufacture recommendations Ensure all flashing is secured to the building and sealed into the new roof seamless system. Rubber membranes will be applied 2-3 inches past the flashing termination to provide a self-flashing seam along the wall or parapet designs, where building design allows the application. Be responsible for delivery, off-loading and uncrating of all materials. All recyclable materials and debris shall be disposed of off-site. The contractor shall be responsible for inspecting shipments and replacing any damaged items during shipping. The COR shall also be made aware of issues and document discrepancies. If onsite recycling bins are available any materials will be coordinated with the COR prior to adding to any recycling bins or dumpsters. Determine power requirements for site work, while maintaining power at facilities to support 24/7 operations. Normal electrical power will be provided onsite as will water for pressure washing. Government Furnished Material (GFM). Any additional electrical loads will require the contractor to secure generators for supporting any excess power usage. This will be coordinated with the COR during the site walk. Any temporary shut-down of equipment will be coordinated with the COR prior to shutting down any systems. Provide safety plan for site specific roofing applications, Site Safety Officer, Weekly safety briefings, Ground Safety reviews daily--following OSHA-30 style self-inspections. The contractor shall follow Lock-Out Tag-Out procedures for all utility systems that require temporary shut-off. Site safety plans should be provided to the COR for review prior to Notice to Proceed (NTP). Safety plans should remain on site during all working hours for reference by the COR, site safety and employees. Provide as needed for each building specific site layout: temporary fencing, orange cones, safety delineators, tarps to collect debris, Construction Warning Signs, Work Area Keep Out, Flaggers, etc. The contractor should provide First-Aid kits and eye-wash bottles for employees. If the contractor uses generators or equipment requiring fuel, fire extinguishers will be readily available where the equipment is being utilized. Any forklifts used on site will have a contracted employee spot the movements around the construction site and wear applicable safety vests and provide overwatch for pedestrians and vehicles as the forklift is driven on Federal property. Provide, possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910 and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable Be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor s fault or negligence. The Contractor Safety Officer and contractor employees shall conduct daily site clean-up and ground safety walks should be conducted by the GC Superintendent on site. The sites have constant vehicle traffic 24-hrs a day. Debris left onsite will pose a safety hazard and shall be addressed immediately to ensure the safety of site personnel. The COR will work with Contractor to ensure safety is paramount. Any materials brought onto Federal property must be approved and have SDS sheets on site for those products. The contractor will maintain a binder with SDS sheets on site at all times to verify what items are used and for safety reference. All contractor employees should have direct access to the binder to reference safety concerns. This binder is an inspection item if sites are visited by Environmental, OSHA or County inspectors. Provide product details/specifications, warranties and owner s manuals to the COR. The warranty will detail preventative maintenance requirements and checklist items required by the owner for the warranty period. The warranty will also explain the three (3) year manufacture representative clause for roof inspections. A copy of all materials will be provided to the COR; one (1) electronic copy and one (1) hard copy. Hard copy information shall be provided in a 3-ring binder format with tabs specific to the roofing systems, hatch safety rail, vents, walkway systems, product specifications and warranty type. 2. Contractor s Minimum Requirement The contractor shall provide a dedicated Account Manager to supervise all delivery of services per scope. The contractor shall always be escorted by a VA employee during Maintenance at all facilities. E. DELIVERABLES The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the SOW. Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection. F. PERFORMANCE HOURS Normal workdays are Monday through Friday, First Shift: 7:00am to 3:30pm /Second Shift: 3:00pm to 11:30pm to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to include weekends when possible but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the service to the COR or authorized personnel. Government normal duty hours are from 0700-1630, Monday through Friday, excluding Federal holidays. There are ten Federal Holidays as follows: New Year s Day January 1 Martin Luther King Day 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11 Thanksgiving Day Last Thursday in November Christmas Day December 25 If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday. All work that is to be completed during WHEN hours will be done at no extra cost to the government. The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services that fulfill the required specifications mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 238160 (size standard of $19.0 Million). Please answer the following questions: (1) 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.? (2) Is your company considered small under the NAICS code identified under this RFI? (3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (6) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. (7) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. (8) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (9) 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. (10) Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to establish capabilities for planning purposes? (11) Please review salient characteristics, statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. (12) Please provide your UEI number. *** Submissions addressing number (10) should show clear, compelling and convincing*** evidence that all equal to items" meet all the salient characteristics. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to contact@example.gov no later than, 15:00 PM Eastern Standard Time (EST) on Monday June 30th , 2025. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Officer, Walida Moore-Saintil. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the FedBizOpps (FBO) web site for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Officer at contact@example.gov DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. 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. End of Document