J042--SOURCES SOUGHT NOTICE PREVENTATIVE MAINTENANCE AND SERVICE ON KITCHEN HOOD FIRE SUPPRESSION APPRATUS FOR PERRY POINT VAMC 36C24526Q0204

SUMMARY: Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this request for sources sought notice in order to identify vendors that are interested in and capable of providing contractor services. For a contractor to provide preventative maintenance and repairs on Perry Point VAMC Kitchen Hood Fire Suppression Systems. Please see last page of this notice on how to respond make sure you answer the subcontracting questions listed on the last page also. Scope of Work: Perry Point VAMC Kitchen Hoods Fire Suppression Systems Maintenance Perry Point VA Medical Center BLDG 17H Main Kitchen 361 Boiler House Rd Perry Point, MD 21902 General: VISN 5 The VA Maryland Health Care System is dedicated to improving the lives of Veterans and their families every day. Our health care teams are deeply experienced and guided by the needs of Veterans, their families, and caregivers.
Equipment inspected by the Safety Department under the use of Kitchen and Canteen staff require consistent repair and maintenance as it pertains to there on going life. This contract is targeted at instituting preventive maintenance and repair actions. Currently the departments experience repairs with long lead times, higher than industry standard repair costs and uneconomical replacement fees. This service contract will allow for preventive maintenance and maintenance actions to allow for better cost-effective practices that keep equipment operational, reduce costs, minimize equipment down time and decreasing impact to patients and patient care all within the realm of keeping operational through maintenance of the Kitchen Hoods Fire Suppression Apparatus.
Scope of Work: Contractor shall provide all necessary tools and materials to accomplish preventative maintenance and repairs on Kitchen Hoods Fire Suppression systems located in the following buildings. Building 17H Main Kitchen (4) Kiddie 6.0 Gallon Cylinders Building 17H Room 101E Canteen (1) 2.6 Gallon Cylinder, and (2) 4.0 Gallon Cylinders Building 364 Kitchen Denlar 100 System Recharge all Systems per Manufacturer instructions initially upon execution of Contract, and during all inspection cycles as needed to maintain optimum operating Suppression System Availability. Quality Control COR will meet with Service Contractor quarterly to go over open invoices or preventative maintenance cycles for any new equipment. COR will also require in writing detailed list of any ongoing or past maintenance actions in spreadsheet form. The spreadsheet will have complete Preventative Maintenance actions on all equipment listed as well as maintenance actions and cost associated with repair. This is to assist the government with ongoing inventory demands. This data will be used to provide the government cost analysis data for future replacement and should be accurate.
Preventative Maintenance Inspections Inspections shall be in accordance with design standards, control specifications and industry standards. Inspections will be conducted physically onsite with corresponding POC s. If equipment is required to be transported or worked off-site transportation will be at the cost of the contractor. Space will be allocated for the contractor to work on equipment indoors where available.
Note: PPVAMC is currently required to perform Bi-Annual Inspections. Both the Safety Department and the Contractor shall make inspection reports available to each other for reference and certification of systems. Additionally, further inspection may be required as outlined below:
Initial inspection: A thorough inspection and comprehensive Lookover are required post award. The Contracting officer and contracting officer representative shall establish the date. This shall include site visits, review of all pertinent data and paperwork and interviews with key personnel in charge of equipment.
Contractor shall review all equipment manufacture data for relevant preventive maintenance actions. Data can be gathered online or through onsite O&M manuals if available. Contractor shall review all preventative maintenance procedures with COR annually to verify all equipment is captured or any new requirements the agency may require.
Weekly Inspections: If required Equipment needing weekly inspections shall be monitored and documented. Contractor will make weekly service reports for discrepancies.
Bi-weekly Inspections: If required Equipment needing bi-weekly inspections shall be monitored and documented. Contractor will make bi-weekly service reports for discrepancies.
Quarterly inspections: If required Equipment needing quarterly inspections shall be monitored and documented. Contractor will make quarterly service reports for discrepancies. Ongoing inspections shall follow seasonal changes in building operation. Some equipment may be used more then others depending upon the season. (Spring, Summer, Fall, Winter). Equipment PM schedules should reflect low use times for major and minor preventive maintenance actions to reduce downtime of equipment.
Calibration of equipment to be verified by COR. Calibration to include scrubber sensors, standard sensors, float switches, electronic components requiring calibration, etc.
Records will be kept for review on quarterly basis to compare against repeat callbacks to ensure quality workmanship. All unnecessary callbacks will be at the cost of the contractor. COR and contracting officer will review for quality assurance.
Annual inspections End of year review will be conducted in the last quarter of the contract.
If required Equipment needing Annual inspections shall be monitored and documented. Ongoing inspections shall follow seasonal changes in building operation. Some equipment may be used more than others depending upon the season. (Spring, Summer, Fall, Winter). Equipment PM schedules should reflect low use times for major and minor preventive maintenance actions to reduce downtime of equipment.
Calibration of equipment to be verified by COR.
Records will be kept for review on quarterly basis to compare against repeat callbacks to ensure quality workmanship. All unnecessary callbacks will be at the cost of the contractor. COR and contracting officer will review for quality assurance.
Annual documents of prior year deficiencies shall be kept on file or electronically for 3 years by contractor. Documents shall be made available upon request.
Additional Repairs
Preventative maintenance will inevitably find repair actions needed on equipment. Repair actions are to be documented and sent to the COR for review. During review approved task orders will be issued against the contract repair order funding.
Additional
Reporting for Duty: When onsite visits are mandated contractor staff shall report for duty to the assigned location at Perry Point VAMC Facilities and Engineering Department building located at building #101, Room 15 prior to performing any work unless otherwise directed by the COR. The contractors shall review the required tasks and scheduling with the Facilities and Engineering supervisors prior to the start of each workday. The workday hours shall be coordinated with the COR but will generally be 8-hour days depending on the nature of the work required. Failure to communicate with the COR about Report IN and OUT times on Campus is unacceptable. Ordering Activities and Officers: The Contractor and/or its staff shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or his/her delegated representative acting within the limits of his/her authority. Purchase of materials will be documented and coordinated through the COR. Safety and Security Precautions: The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees.
Contractor shall provide his/her employees with the necessary safety equipment required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VAMC and their associated Clinics.
Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.
No flammable liquids shall be stored in non-designated areas or used in the medical center without communication and written approval from the Contracting Officer Representative (COR).
The Contractor and/or its staff shall immediately notify the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping, or seeping of fluids.
The Contractor shall receive from the COR a permit for all cutting, welding, soldering, or Hot Work of any kind. All permits shall be prominently displayed during all activities.
All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.
HAZARDOUS MATERIAL REPORTING: The 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 amount used shall be maintained for the project duration. Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative.
In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761.
Interested & Capable Responses: Must respond with the following information. NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Perry Point VA Medical Center.
Please respond to this RFI/Sources Sought 36C24526Q0204 with your: Business name (including Unique Entity ID (SAM.gov) Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and Person of contact (including telephone number & email address). Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) Brief Summary of categories of services that your company can/cannot provide. Certification(s) / Licenses for meeting the local requirements to provide these services at the DC VAMC (if applicable) Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: Do you intend to self-perform this effort? If you are located outside the immediate area, how will you self-perform? Or do you intend to subcontract work under this contract? If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?
Response Instructions:
Responses must be submitted by 10:00 AM (ET) Monday 01-20-2026, Responses to the information requested above must be submitted via email to Bill Pratt at contact@example.gov.
Respond: 36C24526Q0204 Sources Sought Notice | Company Name
This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.).