J065--Annual Maintenance of Ventilated Racks and Biosafety Cabinets in VMU

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the VA Puget Sound Health Care System (VAPSHCS): VAPSHCS has a need Annual maintenance of ventilated systems in Veterinary Medical Unit (VMU). STATEMENT OF WORK (SOW) 1. Contract Title. Annual maintenance of ventilated systems in Veterinary Medical Unit (VMU) at VA Puget Sound Health Care System. 2. Background. The Veterinary Medical Unit (VMU) serves the research investigators at the VAPSHCS. Many of the researchers study human disease using rodent animal models. It is very important that these rodents are free of underlying rodent viral, bacterial, and parasitic pathogens, as these can confound research results. One way to protect the rodents from the environment and to ensure that disease does not spread throughout the colony is to house the rodents in individually ventilated cages. In these cages, the air supply to each cage is HEPA (High Efficiency Particulate Air) filtered and is not shared with rodents in other cages on the rack of cages. These cages must be housed on a ventilated cage rack (VCR) in order to provide this ventilation. These racks must be checked annually to insure they are providing adequate ventilation to each cage and the HEPA filters must be changed periodically to insure they are working to adequately filter the air going into the cages. We currently have two brands of racks and several models of racks. Another way to protect both animals and personnel is to perform animal work in a biosafety cabinet, laminar flow animal changing stations and animal bedding disposal cabinets. These stations have HEPA filtered air supply and exhaust to insure protection for animals and people. These biosafety cabinets and animal changing stations must be checked annually to insure they are providing adequate protection for personnel. We currently have multiple brands of biosafety cabinets and animal changing stations. 3. Scope. This contract covers annual maintenance and periodic HEPA filter changes for ventilated rodent racks, Class II biosafety cabinets, animal changing stations, and animal bedding disposal stations housed at the VAPSHCS Seattle division VMU in building 23 and 34. 4. Specific Tasks. 1. Full ventilated cage rack inspection, blower diagnostics and filter inspection for racks listed in appendix A. a. Deliverables: full inspection/diagnostic reports concluding each inspection. Reports must be delivered within 14 days of service. 2. Replace, when necessary, High Efficiency Particulate Air (HEPA) filter with installation, aluminum frame high density media pack, with 99.99% efficiency rating and full framed urethane gaskets. Filters will be an exact match of filter current installed. No alternatives will be used without prior approval from the VMU Supervisor. Estimated replacement of HEPA filters is 16 racks per year, and each rack has 2 filters. a. Deliverables: up to 24 Allentown HF-0884 filters per year as necessary b. Deliverables: up to 6 Tecniplast 305x305x66mm HEPA filters per year as necessary. c. Deliverables: up to 2 Tecniplast 110SF/110SFUL HEPA filters per year as necessary. 3. Full testing and certification of class II biosafety cabinets listed in appendix A, to include: a. testing battery, b. in place leak test HEPA filters, c. test airflow smoke patterns, d. site installation assessment test, e. exhaust canopy test. 4. Full testing and certification of animal change stations and bedding disposal cabinets listed in appendix A, to include: a. verification of proper pressurization, b. measurement of exhaust airflow volume, c. measurement of supply airflow uniformity. d. primary and secondary exhaust HEPA filters leak test. 5. Repair (remedial) services: This will include other services necessary to maintain the equipment in first-class operating condition to include, but not limited to cleaning, lubricating, adjusting as part of a scheduled maintenance service and replacing parts when required. This SOW covers repairs performed during annual maintenance only. 6. Contractor will perform the maintenance work within one calendar month of request to schedule visit, and not more than 12 months will pass between visits. 7. Service must be completed between 8:00 a.m. and 4: 30 p.m. In the event the technician is not able to complete the repairs during the initial visit to the site, the VMU Supervisor will be notified of the reason for not completing the work. Upon completion of repairs, the technician shall brief the VMU Supervisor of the repairs accomplished and demonstrate that the repairs have been completed and obtain a signature from the VMU Supervisor on the company s repair or service order prior to departing the VAMC. 8. Contractor shall affix a label indicating the name of the Contractor, the date of the service, the date the next annual service is due, and a local contact telephone number and service identification number (SID) to be called for repair services. The Contractor shall remove any pre-existing labels other than the Government s bar code equipment label. 9. Invoices shall list each piece of equipment separately with service identification number (SID) number, service provided, and cost. Invoices are to be submitted within 14 days of the date of service. 5. Performance Monitoring The performance of the contract will be monitored by the POC (COR, VMU supervisor or other designated individual). The POC will examine all maintenance reports and approve all invoices. 6. Security Requirements Contractor will require access to the facility on an annual basis to perform routine maintenance and repairs, during regular business hours only. They will be escorted at all times while they are in the facility. Any service performed on the premises here is done under R&D security and safety guidelines which include training and continuous escort of the person. The contractor will not require access to VA computers. 7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). No government furnished equipment is required. 8. Other Pertinent Information or Special Considerations. a. Identification of Possible Follow-on Work. No follow-on work identified b. Identification of Potential Conflicts of Interest (COI). No conflict of interest exists. c. Identification of Non-Disclosure Requirements. No non-disclosure requirements identified. The contractor will not have access to any VA sensitive information or proprietary information, so no non-disclosure agreements are needed. d. Packaging, Packing and Shipping Instructions. No special packaging, packing or shipping instructions required. e. Inspection and Acceptance Criteria. The POC (COR, VMU supervisor or other designated individual) will inspect each rack to ensure that each rack has been serviced properly. 9. Risk Control Contactor personnel will have access to the facility, including animal rooms. Contractor personnel will be required to wear standard personal protective equipment when entering animal rooms. Contractor personnel will not handle any animals, so risk of injury or illness related to contact with animals is extremely low. Contractor personnel will be given information on animal allergy prior to entry into animal rooms. Contractor will be escorted at all times when working in the animal facility. 10. Place of Performance. The work will take place at the VA Puget Sound Health Care System Seattle division, 1660 South Columbian Way Seattle, WA 98108 VMU buildings 23 and 34. 11. Period of Performance. This contract is effective FY 2025 with four (4) one (1) year options. The contractor shall perform no services after the end of the first year, until the Contracting Officer authorizes such services in writing. Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Nazanin Kreiner at contact@example.gov no later than June 13, 2025, 1:00PM Mountain Time. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 541380 Size Standard: $19 Million is applicable to determine business size standard. Any questions or concerns may also be directed via email to Nazanin Kreiner at contact@example.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.