J041--Preventative Maintenance & Repair of Refrigerators and Ice Machines Corporal Michael J. Crescenz VA Medical Center Philadelphia, PA

THIS IS A SOURCES SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal (RFP), request for quote (RFQ), or invitation for bid (IFB). - No formal solicitation document exists at-this-time. This Notice is issued to conduct market research and gain knowledge of current market capabilities. - See Continuation Pages Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at-this-time and is subject to future amendment. The Department of Veterans Affairs | Regional Procurement Office (RPO), East | Network Contracting Office 4 (NCO); is conducting a market survey to identify potential sources to provide Preventative Maintenance & Repair of Refrigerators and Ice Machines services at Corporal Michael J. Crescenz VA Medical Center; Philadelphia, PA - - The Statement of Work (SOW) attached below provides details of services to be performed at this VA Facility The Period of Performance (POP) will be a Base year plus four (4), 1-year option periods; with the 12-month Base year to begin in December 2021 Credentials Required: Reference the Statement of Work Capabilities Statement and Documentation: Companies are invited to provide their capabilities, experience and knowledge in the provision of these services. Sources are asked to provide information to demonstrate their answers to the following items of information: 1. - - - - General information about your company shall include: - - - - - Company Name: - - - - - Company Address: - - - - - Company DUNS: - - - - - Company NAICS Code(s): - - - - - Point of Contact Name: - - - - - Point of Contact Phone Number: - - - - - Point of Contact Email Address: - - - - - Company Website (if available): 2. - - - - The North American Industry Classification System Code (NAICS) is: 811310 Based on this information, please indicate whether your company is a: Service Disabled Veteran Owned Small Business (SDVOSB) Veteran Owned Small Business (VOSB) 8(a) HUB Zone Small Business Women Owned Small Business Small Disadvantaged Business (SDB) Small Business Concern Large Business NOTE: FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and provide verified proof in VA s Vendor Information Pages (VIP) database, https://www.vip.vetbiz.va.gov/ 3. - - - - Provide a summary of your firm s Ability/ Capability to meet the services described in this announcement. In addition to a Capability Statement which provides the above, submissions can include specifications, brochures, and manuals as attachments. Questions about the SOW to be received no-later-than 1200 EST, November, 10th 2021 via email-only to: Katrina Tavares at: - contact@example.gov Include the Sources Sought Notice number in the Subject line: 36C24422Q0033 Answers to all questions received will be posted to FBO as soon as possible Submissions of the Sources Sought / Request for Information (RFI) requirements for market research purposes is to be received on or before 1200 EST, November 10th, 2021 via email-only to: Katrina Tavares at: - contact@example.gov Include the Sources Sought Notice number in the Subject line: 36C24422Q0033 Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. - There is NO cost to use SAM. ** No solicitation document is available at-this-time; this notice is to acquire information only and should be referred to as a Sources Sought / Request for Information (RFI)** STATEMENT OF WORK REFRIGERATOR AND ICE MACHINE MAINTENANCE AND REPAIR SERVICES SUMMARY OF WORK Provide full semi-annual preventive maintenance, 24 hour emergency repair services and other repair services at the Philadelphia VA Medical Center (VAMC) on all VAMC pharmaceutical grade refrigerators and ice machines (SECTION 6: EQUIPMENT SCHEDULE) located in the Main Hospital (Buildings 1, 2), Community Living Center (Building 30), outlying buildings, and VA operated clinics in the Philadelphia area. All semi-annual preventative maintenance work shall be performed after regular working hours, specifically between 6:00 PM - 6:00 AM, Monday - Friday. Emergency services will be available on a 24-hour / 7 days a week schedule. Repair services will be provided on an as needed basis which may include alteration, improvement and/or overhaul of equipment, which when completed will modify and/or enhance the aesthetics, operation, performance, reliability, safety etc. of the equipment beyond existing levels. All repair work shall bring equipment up to standards with the provisions of current applicable laws, VA engineering standards, and regulations. BASE SERVICES 2.1 Initial Inspection of Equipment Condition The Contractor shall within thirty (30) days from the contract award, perform an inspection and assess the condition of all equipment covered under this SOW (SECTION 6: EQUIPMENT SCHEDULE) to establish a condition baseline. The initial inspection shall complete the provided equipment schedule and correct any deficiencies or omissions. The equipment condition survey shall include observations of deficiencies in equipment condition, operation and/or performance and shall provide a written baseline report of discrepancies and serve as a starting point for the Contractor to provide ongoing maintenance. The Contractor shall perform repairs or maintenance on discrepancies, as agreed upon by the VAMC, identified on the baseline report. Any new equipment installed during the life of this contract shall be incorporated into the new schedule of equipment and will be subject to service under the conditions of this contract. The equipment condition survey report shall identify all deficiencies that the Contractor claims exist, together with a detailed breakdown of the estimated cost to repair each deficiency and a recommend priority to correct each. A draft copy of the equipment condition survey report shall be submitted to the COR within five (5) business days of the inspection completion date and final report to be submitted to the COR within five (5) business days from the draft report due date. The VAMC will determine how and when each item will be addressed. Correction of these deficiencies will be accomplished by the provisions established by this contract. 2.2 Preventative Maintenance Services The Contractor shall be responsible for performing semi-annual inspections, preventive maintenance and repair services required to maintain all equipment in the operating condition prescribed by the original equipment manufacturers recommended guidelines. The Contractor shall be responsible for the replacement of any parts required to maintain the equipment in a fully operational safe condition in accordance with the manufacturer s standards. The contractor shall immediately proceed to replace any parts or assemblies found to be broken, inoperable or past useful life. The contractor shall keep an adequate inventory of replacement parts so repairs can be made the same day when the issue is identified. 2.3 Emergency Repair Services The Contractor shall provide a Dispatch Desk with a single point of contact 24 hours a day, 365 days of the year for all 24-hour service call back requests. A person and not voice mail shall answer calls placed to the Dispatch Desk. Dispatch Desk personnel shall be responsible to log and forward basic information about calls including party calling, caller s contact information, accurate technical description of the problem or request, extent of the outage if a portion of the system is down, equipment and location involved, and any other relevant technical portions of the activity log entry for the call. The Contractor shall respond to all requests for service 24 hours a day, 365 days of the year for all equipment covered under this contract. No repair shall be postponed or any equipment placed out of service due to lack of Contractor manpower. Under NO CIRCUMSTANCES shall a piece of equipment be non-operational for a period of more than forty-eight (48) hours from initial time of contact with the Contractor. 2.4 Other Repair Services The Contractor shall provide other repair services on an as needed basis, which will be determined and requested by the VAMC with a Services Call Order. The contractor shall be required to provide the Contracting Officer (CO) and Contracting Officer Representative (COR) a detailed cost proposal and/or estimate including an itemized breakdown for all labor, parts and materials, as well as a schedule with critical milestones for completing the Services Call Order. These services include any repairs, alterations, adjustments, or overhaul of the doors when it is determined to be necessary by the VAMC. The Services Call Order will not be classified as an emergency and will be conducted after normal business hours, 6:00PM 6:00AM Monday Friday. 2.5 Documentation The Contractor shall document each time a piece of equipment is visited by a technician for service (i.e. inspection, preventive maintenance, repair, service call, etc). The format of the report will be agreed upon by the Contractor and the VAMC. The contractor shall provide a report in PDF file format to the CO and COR for each time a service was provided detailing the repair service (time, location, issue, services provided, parts repaired or replaced, itemized cost for parts and labor (if billable), etc.). The report shall be delivered to the CO and COR not more than 24 hours from the time of repair completion. The contractor shall keep a log in Excel file format of all repair services performed under this contract with the aforementioned information. PERIOD OF PERFORMANCE The anticipated service contract will consist of a one (1) year period of performance, with the ability for the government to exercise four (4) individual and subsequent option years. KEY CONTRACTOR PERSONNEL ROLES AND RESPONSIBILITIES 4.1 Personnel Roster Resumes and certifications for the contractor s key personnel shall be provided to the CO and COR fifteen (15) days prior to the start of the contract and shall be updated whenever applicable. Key personnel include all personnel bearing responsibility for the management and execution of the contract. Examples of key personnel include operations managers, project managers, crew supervisors, technicians, and laborers. The Contractor shall, without additional expense to the VAMC, be responsible for obtaining all necessary licenses, permits, certifications or similar documentation to perform services under this contract. 4.2 Safety and Security Contractor personnel that will be performing work at the VAMC will be required to obtain a PIV badge. Contractor will coordinate issuance of PIV badges with the COR and VAMC Police. The PIV badge will be clearly displayed by contractor personnel while at the facility. Contractor is solely responsible for initiating, maintaining, and supervising all safety precautions in performance of the contract. Contractor personnel shall follow all safety, and security guidelines established by OSHA and VAMC and will abide by all safety and security procedures once entering the VAMC property line.. The VAMC reserves the right to inspect all areas for safety violations at its discretion, direct the contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist. In the event that the VAMC should elect to stop work because of any type of existing safety hazards after the contractor has been notified and provided ample time to correct, the contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. Contractor shall pay all additional expenses. Contractor shall coordinate access to all work areas with the VAMC. The contractor shall not interfere with patients or employees without prior notification to and approval from the VAMC. The contractor shall ensure that, under no circumstances, any of its employees shall enter an area not authorized for access by the VAMC. 4.3 Equipment Shutdowns and Impact to VAMC Operations Contractor shall coordinate all work with the VAMC facilities management and safety. Work will be phased to best accommodate VAMC operations. Planned preventative maintenance equipment shutdowns will require a formal notice one (1) week in advance. Shutdowns for emergency repairs may be expedited due to the nature of the work. Shutdown timeframes for other repairs will be established on a case by case basis by the VAMC. Contractor shall determine alternate paths of ingress and egress if contract work impacts pedestrian walkways. Contractor shall create and post signage to route pedestrians to avoid potential hazards. Worksites shall be barricaded to deny access while work is being performed and when the contractor is not at the worksite. Contractor shall be in control of access to worksite area and will actively coordinate any access to the worksite area until work has been completed. 4.4 Worksite Cleanliness Contractor is responsible for worksite cleanliness from initiation of work until completion of work. The contractor shall not leave any tools, ladders, parts and/or supplies unattended in the public area at any time. After work is complete, the worksite must be thoroughly cleaned and returned to an acceptable level of cleanliness, as determined by the VAMC. 4.4 Quality Control Program All work performed under this contract shall be of the highest quality, consistent with best industry practices to assure timely and adequate provisions of maintenance and repair services. The contractor shall submit to the COR 15 days prior to the start of the contract a complete Quality Control Program to assure the requirements of the contract are provided as specified. The contractor shall implement the approved plan and pursue it diligently for the duration of the contract. The Quality Control Plan shall include but not be limited to: The methods the contractor will use for identifying, correcting, and preventing defects in the quality of service performed before the level of performance becomes unacceptable to the VAMC. A description of the records which the contractor intends to generate and file, indicating the inspections conducted by the contractor and necessary corrective action taken (as appropriate). 4.5 Response Times, Arrivals, and Departures Response time is defined as the time the contractor receives the notification from the VAMC to the time the contractor arrives at the VAMC and checks in with a VAMC employee or representative. Contractor shall be available to respond to equipment outages, service callback requests and emergencies as necessary at the VAMC 24 hours a day 365 days a year for the term of the contract. The contractor shall respond to all requests within 2 hours during normal operating hours (Monday Friday; 7am 5pm) and within 4 hours after normal operating hours (all other hours). Contractor response time to service request calls that occur while the contractor is on the job site shall not exceed one (1) hour. Contractor personnel shall check-in and checkout with the COR or his designated representative immediately upon arrival at the VAMC and prior to the end of each site visit respectively. Furthermore, at arrival the contractor shall inform the COR of its work plan for each visit, and at checkout the contractor shall inform the COR of the actual work performed and any other information concerning the safe operations of the equipment. DELIVERABLES Contractor shall be required to provide the following deliverables: Deliverable Deadline Quality Control Program 15 Days Prior to Contract Start Date Safety Plan 15 Days Prior to Contract Start Date Personnel Roster 15 Days Prior to Contract Start Date Security Badge Requests 15 Days Prior to Contract Start Date Initial Equipment Condition Assessment 35 Days After Contract Start Date Final Equipment Condition Assessment 40 Days After Contract Start Date Update to Personnel Roster, Badge Requests As Required Daily Repair and Inspection Report As Required Work Performed Log Entire Duration of Contract EQUIPMENT SCHEDULE Contractor shall be required to perform work on the following equipment. This schedule is preliminary and will be modified as necessary. The schedule is not all encompassing of all refrigerators and ice machines, but is representative of the amount and type of equipment at the facility. Contractor will be responsible to complete the equipment schedule with Initial Equipment Condition Assessment. REFRIGERATORS Building - Room - Manufacturer - Model 2 1A108 NOR LAKE NSPR522WWG/O 1 1C123 FOLLET REF-4-ADA 1 1C108 FOLLET REF-4-ADA 1 2B104 FOLLET REF-4-ADA 1 2C107 FOLLET REF-4-ADA 1 A510 FOLLET REF-4-ADA 1 A559 FOLLET REF-4-ADA 1 A610 FOLLET REF-4-ADA 1 A659 FOLLET REF-4-ADA 1 A729B FOLLET REF-4-ADA BURLINGTON 132B HELMER HPR111 CAMDEN 126 FOLLET REF-4-ADA 2 8A140A FOLLET REF-4-ADA 2 8B102A FOLLET 00995969 2 1B135 FOLLET REF-4-ADA 1 A333 FOLLET REF-5 1 1A132 FOLLET REF-5 1 B366 FOLLET REF-5 GLOUCESTER 14 HELMER HPR111 302 FOLLET REF5P 983510 2 8B144 FOLLET REF-4-ADA 1 A469 FOLLET REF5P 2 1B151 FOLLET REF5P 2 7A127 FOLLET REF-4P-KP-00 2 7A133 FOLLET REF-4-ADA 2 5A142 FOLLET REF-4-ADA 108 FOLLET REF5P DIALYSIS 108HE FOLLET REF4ADA 2 1A108 HELMER ILR256 2 1A108 FOLLET REF4ADA 2 1A108 HELMER ILR256 2 1A108P FOLLET REF-5 2 236C FOLLET REF-4-ADA 30 2C157 FOLLET REF-4-ADA 2 8A132 FOLLET REF5P 1 A236 HELMER ILF120 1 A236 CONTINETAL SCIENTIFIC SIRGDPT/OOF 1 A236 CONTINETAL SCIENTIFIC S2R-GD-PT 1 A236 CONTINETAL SCIENTIFIC S1RGD00H 1 A236 HELMER ILR256 1 A236 HELMER ILF120 21 313-21 HELMER ILR120 1 1B242 FOLLET REF5P0000 1 1B179 FOLLET REF-5 1 B603 FOLLET REF-5 1 A236E FOLLET REF5P 1 B132 FOLLET REF5 2 5B133 FOLLET REF-4-ADA SNYDER 202 FOLLET 00128926 2 5A179 FOLLET REF5P 1 148 FOLLET REF5P WEST PHIL 143 HELMER HPR111 1 A905 FOLLET REF-4-ADA 2 1A108 HELMER HPR245-GX 1 A236D SO-LOW U85-18 1 A236D FOLLET FZR25LBRHTKPS 1 B448 AVANTI SHP1700W ICE MACHINES Building - Room - Manufacturer - Model 2 8B146 FOLLETT 25CT400A 1 A752A FOLLETT 25CT400A 1 A714 FOLLETT 25CT400A 1 A652 FOLLETT 25CT400A 1 B606 FOLLETT 25CT400A 1 A611 FOLLETT 25CT400A 1 B028-1 FOLLETT 25CT400A 1 A511 FOLLETT 25CT400A 1 A558 FOLLETT 25CT400A 2 5B156 FOLLETT 25CT400A 2 5B134 FOLLETT 25CT400A 1 1A130 FOLLETT 25CT400A 2 B2B136 HOSHIZAKI KM-901MAH 1 CANTEEN HOSHIZAKI KMD-450MAH 1 CANTEEN HOSHIZAKI KMD-450MAH 2 1A104A MANITOWOC QM45A 1 A177 SCOTSMAN A36943-001 SNYDER TBD FOLLETT 25CT400A 30 2C150 FOLLETT 25CT400A 30 2C101 FOLLETT 25CT400A 30 1C151 FOLLETT 25CT400A 1 B505 FOLLETT 25CT400A MAINTENANCE AND REPAIR PROCEDURES The Contractor shall perform the required work necessary to keep the equipment in an operable condition. Below are examples of tasks and inspections the contractor shall incorporate into their preventative maintenance and repair services: Refrigerators: The Contractor shall not disconnect power to refrigerators. If the work requires the disconnection of power, the contractor must inform the COR and VA staff so proper arrangements can be established for the proper storage of the refrigerators contents. The Contractor shall check door seals for tears, brittleness, gaps between the seals and body of the unit when the door is closed. The Contractor shall inspect door hinges for alignment. Verify the doors open and close smoothly and the door fits square, plumb, and level against the body. The Contractor shall clean interior of unit, cooling coils, fan, and motor. Vacuums must use HEPA filters. The Contractor shall inspect electrical power cord and interior electrical components for signs of wear or damage. The Contractor shall verify the proper operation of the refrigeration and report any deficiencies. The Contractor shall provide VA approved chemicals, personal protective equipment, and file daily report to the COR. Ice Machines: The Contractor shall lock out/tag out the ICE machine before cleaning. The Contractor shall provide semi-annual cleaning and sanitization for all ice machines that are in different locations and off campus in outpatient clinics. The Contractor shall change the filters on each machine. The Contractor shall vacuum clean condenser fins. The Contractor shall vacuum clean, sanitize, and wash media filters. The Contractor vacuum and clean auger exterior and insulator. The Contractor shall clean the reservoir, drain the condensate water, clean the evaporator interior, clean evaporator exterior, clean side panels and all ice machine components. The Contractor shall remove scale (rust) from reservoir, evaporator, hopper, wheel, lid, ice dispenser chute and drain area. The Contractor shall sanitize reservoir, evaporator, hopper, wheel, lid, ice dispenser chute and drain pan area. The Contractor shall check drain lines for leaks, remove any drainpipe oxidizations, and clean all machine drains. The Contractor shall reassemble the ice machine dispenser components, and test for operation. The Contractor shall replace any missing screws and broken door clips. The Contractor shall provide start-up, cycle machine, make ice and verify the correct ice machine operation. The Contractor shall provide certification of sanitization and a detailed report of of joint commission compliance. The Contractor shall provide VA approved chemicals, personal protective equipment, and file daily report to the COR.