J056--Roof Maintenance & Repair

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238160, (J056) with a size standard $19.0 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Roof Maintenance at the Providence VAMC per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 12PM EST, June 30, 2023. All responses under this Sources Sought Notice must be emailed to contact@example.gov with RFQ # 36C24123Q0670 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 STATEMENT OF WORK Roof Maintenance Provide all labor, transportation, materials, apparatus, tools, equipment and permits necessary for the following work. The general limit of the specified work area will be located at the VAMC, 830 Chalkstone Ave., Providence, RI 02908. The work will entail the preventive maintenance and repair of approximately 168,700 Square feet of EDPM, PVC, TOP, and Shingle roof on 31 buildings and all levels as well as 24-hour roofing emergency service call response. Base Condition Assessment Develop an accurate condition-assessment database of the various roofing assemblies across the entire VA Medical Center campus. Include Immediate and long-term repair requirements. Extract core-samples from each roof area to determine accurate roof-construction information on each roof section. Repair all core samples, as required. Create detailed roof plan drawings and roof-construction data for each roof area at the site. Create scaled AutoCAD drawing files showing the accurate location of drainage points, rooftop equipment/penetrations, parapets, expansion joints and other similar conditions. Develop an on-line data base for all information gathered about the roofs and their condition. The on-line data will be accessible by authorized VA personnel. All Preventive Maintenance and repair services for the life of the contract will be included in this data base as work is done on the facility. Scheduled Preventive Maintenance The contractor will provide semi-annual scheduled preventive maintenance to identify and repair the following wear and tear items: Metal Edge Flashings Tears, splits and breaks in the membrane flashing repaired. Open/split flashings strip-ins repaired with appropriate membrane. Metal edge cleats and clips will be secured. Exposed fasteners will be re-sealed. Parapet Wall and Counter /Flashing Systems Tears, splits and breaks in the membrane flashings will be repairs. Breaks, tears and splits in the flashing strip-ins will be repaired. Exposed fasteners will be resealed. Voids in termination bars, counter flashing and parapet cap will be cleaned and resealed. Re-secure termination bars and counter flashings. Check and re-secure loose metal coping caps to cleats. Equipment/Projection Flashing Components Tears, splits and breaks in the membrane flashings will be repaired. Open or split flashings strip-ins will be repairs. Unsecured roof top equipment will be secured. Exposed fasteners will be tightened and resealed. Termination bar and counter flashings will be sealed. All pitch pans will be refilled and topped off. Metal projections (hoods and clamps) will be checked and resealed. Roof Membrane Tears, splits and breaks in the membrane flashings will be repaired. Open or split flashing strip-ins will be repaired. All membrane repairs will follow the manufacturer s written repair and maintenance guidelines. Dress up reflective coating on flashings (if applicable). Drains, Gutters and Scuppers Check and re-secure drain bolts and clamping rings. Advise VA of missing drain dome strainers. Check strip-in around drain leads, coat with approved mastics. Check gutter straps, joints and strip-ins. Check inside and exterior of scuppers for open solder or caulking sealants Remove various types of debris which are encountered on the roof system(s). limitations to the type/size/quantity of debris items are limited to what can be safely handled and removed by the inspection personnel. Emergency Storm Service The contractor will provide (when requested due to impending severe weather) a Walk-over visual roof inspection, i.e., high winds, heavy rain, or snow, etc. After the storm has passed, the contractor will provide a Roof Analysis Report of damage, including written report, photos of damaged areas, recommendations, scopes-of-work and budget estimates. Emergency Leak Service Work The contractor will be required to provide 24/7 response to emergency roof problems at the VAMC. Response time will be with-in two (2) hours. The contractor will record and provide the following data after each visit: On site arrival date/time. Off-site/repair completion date/time. Type of repairs completed. Labor time. Materials used. Is the repair long or short term? Fall Protection The Contractor shall provide qualifications for repairing and installing fall protection railings, cages, or other fall protection mechanisms if/when required to maintain safe conditions. Roofing System Replacement In order to quickly address and respond to any and all emerging issues, the Contractor shall provide qualifications for roofing replacements of complete roofing systems for EDPM, PVC, TOP, and Shingle roofs in small quantities not to exceed $100,000.00. Infection Control Contractor shall conform to the infection control measures as specified in the attached Construction Specification for Infection Control. Work Hours and Project Sequence Routine work can start as early as 7:00 am and work past 4:30pm weekdays. Weekend work needs to be approved by the FMS Supervisor. The following Federal legal Holidays are observed: New Year's Day 1 January Martin Luther's King's Birthday Third Monday of January President's Day Third Monday of February Memorial Day Last Monday of May June Teenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December NOTE: Any of the above holidays falling on a Saturday will be observed the preceding Friday, holidays falling on a Sunday will be observed on the following Monday. Duration The total Period of Performance will be for one (1) base year from date of award and four (4), one year Option Years (total five (5) years), to be exercised at the discretion of the government. Task Ordering (Reference 52.216-18) Individual Task Orders will be issued on an as needed basis during the period of performance specified. Contractor shall have the ability to accept credit card orders. Any services to be furnished under this contract will be ordered by issuance of Task Orders by the individuals or activities designated in this contract. Any Federal Contracting Officer, at the locations specified in the solicitation, or as approved in writing by the issuing office Contracting Officer, is authorized to issue orders under the IDIQ contract within the individual s warrant levels. Orders may be issued from date of contract award until the last day of the basic contract period and any options exercised. The total term of the contract, including options, may not exceed five years. The Government reserves the right to unilaterally modify the contract to incorporate any future statutory changes. All Task Orders are subject to the terms and conditions of this contract. In the event of conflict between a Task Order and this contract, the contract will govern. The Government reserves the right to incorporate additional clauses, as appropriate, into individual Task Orders solicitations and awards. Security Requirements The contractor shall comply with all security regulations imposed by the VA Director and VA Police. Any necessary security clearances shall be obtained prior to commencement of work. The contractor shall ensure that all parts of the facility where work is being performed are adequately protected against vandalism and theft. In accordance with VA Handbook 6500.6 Appendix, the C&A requirements do not apply and a Security Accreditation Package is not required. Transportation, Handling, and Storage The contractor shall coordinate with suppliers and shippers to ensure that incoming materials are properly identified with the contractor s name, contract number and project title. The contractor shall designate an authorized individual to be available to receive shipment. Cleanup and Disposal of Debris and Fill Materials At the end of each workday, the contractor shall clean up the work and storage areas and stack all materials in a manner approved by the Contracting Officer or his/her designated representative. Upon completion of a project, the contractor shall ensure that all trash, and debris resulting from the roofing operations are removed from the work area. Unless directed otherwise in the contract or by the Contracting Officer, disposal of debris shall be made at the contractor s expense and shall be delivered to a state approved disposal site located off the VA grounds and/or CBOC locations. Debris shall not be left in such a manner that wind or other weather conditions can cause the debris to be scattered outside the work area or inside the facilities via local foot traffic. Certifications and Documentation Requirements The contractor shall submit all required documentation as part of the quote. Documentation required includes: Statement affirming 100% self-performance of all work, or a detailed break-down of what tasks will be done by a subcontractor vs prime contractor and dollar amount of quote accounted for by subcontractor labor costs vs prime contractor labor costs. Certification to do inspections and repairs to roofs to keep the warranties from the following manufacturers: Carlisle Firestone Sarnafil Tremco Celotex GenFlex Owens Corning Records Management a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d. 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 by the Freedom of Information Act. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. j. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.