Z1AZ--LEAVENWORTH PROPERTY MANAGEMENT

This is not a Pre-solicitation or Solicitation announcement. This is a sources sought notice only. The purpose of this sources sought notice is to gain market knowledge of potential businesses to include large business sources, small business sources and their size classifications; HUBZone, 8(a), Small Disadvantage Business, Woman Owned Business, Veteran Owned Business, Service- Disabled Veteran Owned Business relative to NAICS Code 561210 Facilities Support Services, with a small business size standard not to exceed $47 million in gross annual receipts. Responses to this sources sought synopsis will be used by the Government to make appropriate determinations about potential sources only. No solicitation is currently available at this time. After review of the responses to this sources sought announcement, a synopsis and/or solicitation announcement may be published at a later time. Description of Services: VETERANS ADMINISTRATION LEAVENWORTH CMOP SCOPE OF WORK PROPERTY MANAGEMENT SERVICES The Department of Veterans Affairs has a need for property management services at the Leavenworth VA Consolidated Mail Outpatient Pharmacy (VA CMOP) located at 5000 S. 13th Street, Leavenworth, KS 66048. These requirements could include, but are not limited to: Locksmith services; Plumbing operations & maintenance (including backflow preventers and double check valves); Electrical services to include: High/low voltage systems and maintenance of exterior and interior electrical and lighting distribution systems; Maintenance of energy management control systems (EMCS); Refrigeration, ventilation and humidifier maintenance; Maintenance of renewable energy systems; Fire alarm system preventive maintenance; Exterior and interior maintenance support training and consulting services; Fire suppression system preventive maintenance; Mechanical and operations maintenance; maintenance of the grounds, central vacuum system, air compressors, including irrigation systems; Lawn and Snow Removal services. Repair Services will be procured under a separate contract. Service will include but not be limited to the following periodic services: 1. Electrical systems and equipment including light replacement. 2. Mechanical, plumbing, eye wash stations, energy management control systems (EMCS) where applicable, and heating, ventilation, and air conditioning (HVAC) systems and equipment. 3. Fire protection and life safety systems and equipment e.g. fire extinguishers, etc. 5. Architectural and structural systems, fixtures, and equipment within the site (to the property line). 6. Maintenance of landscape material. Winterization and Spring start-up including seasonal emitter replacement on Spring start-up. 7. Locks, door hardware, door closers, ADA door openers, electric strike, Security Systems DSX field devices (card readers) and associated hardware and field wiring up to the DSX computer. VA owned systems only. 8. Dock levelers, static bollard systems. 10. Storm drainage systems. 11. Annual interior and exterior window cleaning. 12. Interior and Exterior pest control. 13. Parking lot sweeping (Monthly) and light replacement. 14. Power washing of exterior concrete walkways. 15. Interior floor services including carpet (annual), all tiled services (Semi-annual) and hard surfaces. 16. Hydro jetting of roof and overflow drains. 17. Fire and Burglar Alarm monitoring. The Contractor Shall Be responsible to make the management and operational decisions to meet the quality standards required under this contract. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building. Implement an effective Quality Control Plan (QCP). Implement an effective service call system, that results in prompt, professional, and courteous resolution of tenant concerns. Keep the Contracting Officer Representative (COR) informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the COR. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products. Provide training to their employees that will stress stewardship in maintenance practices i.e., use and disposal and recycling of chemicals, dispensing equipment, and packaging. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state, or local law, codes or ordinances. Have access to the Government Scissor Lift for routine maintenance if properly licensed. Not exceed 10% for overhead and profit in service request pricing. Excluded from this scope are: Security Systems and Cameras. Telecommunication systems. Equipment owned and operated by VA. Furnishings (not installed as permanently attached fixtures of the building) Equipment owned by servicing public utilities. Software or software licenses (to include building automation systems (BAS) and CMMS). Hoist way lighting and vertical transportation equipment Ice machines Preventative Maintenance: General: The Contractor is responsible for establishing an effective system for scheduling and performing scheduled preventive maintenance on all building equipment and systems requiring a preventive maintenance procedure covered under the scope of this contract. This system, including the list of items receiving a preventive maintenance procedure as well as the specific maintenance standard or guide describing the preventive maintenance procedure and frequency (see section, Maintenance Standard, below), is to be submitted to the COR or designee for approval within 30 days prior to contract start date. Maintenance Standard: As part of the Contractor s established system for scheduling and performing scheduled preventive maintenance (See General, above), the Contractor must propose to the COR or designee in writing, preventive or predictive maintenance standards or guides for each piece of equipment requiring a preventive maintenance procedure. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor must be based on the equipment manufacturer s recommended preventive maintenance procedures and frequencies. The equipment requiring Contractor proposed preventive or predictive maintenance standards or guides must include all of the building equipment when any of the following equipment characteristics apply: The equipment normally requires periodic replacement of consumable components. The equipment normally requires periodic or occasional cleaning. The equipment has moving parts. The equipment is prone to failure before overall obsolescence of the system it serves. The equipment is of a type itemized in the NETA, Maintenance Testing Specifications. The equipment requires maintenance in accordance with NFPA codes and standards. The equipment requires maintenance in accordance with any other provision of this Contract. As stated previously, minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor must be based on the equipment manufacturer s recommended preventive maintenance procedures and frequencies. The Contractor shall be required to use the NFPA Codes and Standards specified in this document to perform inspections, testing, and preventive maintenance of fire protection and life safety systems and equipment. In addition, the Contractor shall be required to follow the specific testing and inspection frequencies and methods specified in such NFPA Codes and Standards. The Contractor must record such inspection and testing services on the appropriate NFPA inspection and testing forms. HVAC: Contractor is responsible for the preventative maintenance and upkeep of all HVAC systems on site to the manufacturers specifications. Contractor will be familiar with and utilize any manufacturer warrantees still found to be in place. Tour s should include: Major HVAC equipment (when in operation), including unitary equipment, computer room units, steam humidifiers and exhaust fans. boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control panels (fire alarm system control panels must not have any unwanted trouble conditions). Special HVAC for critical functions. Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, and generators. Battery systems and uninterruptible power systems (UPS). Transformers, secondary electrical rooms, switchgear and primary electrical equipment rooms, entire building and condensate drip pans. Electrical: Switchgear: The standard for switch gear testing must conform to ANSI, ASTM and International Electrical Testing Association publications testing procedures. The minimum breakers size is 100 amps for trip testing. This would include thermo graphic imaging of low voltage grounded metal enclosures rated not higher than 600 volts. Electrical Safety: The Contractor shall comply with National Fire Protection Association (NFPA) 70: National Electrical Code and NFPA 70E: Standard for Electrical Safety in the Workplace, when working on or around electrical equipment or systems or switchgear equipment. The Contractor shall only use employees who are certified in accordance with the American National Standards Institute/International Electrical Testing Association ETT-2000, Standard for Certification of Electrical Testing Technicians or the equivalent National Institute for Certification in Engineering Technologies standard. Emergency and Standby Power Systems: Services under this contract consist of, but are not limited to inspection, testing, preventive maintenance, and routine exercising of equipment per the manufacturer s recommendations for the following types of emergency and standby power systems: Emergency power supply systems, NFPA 110, Standard for Emergency and Standby Power Systems. Stored electrical energy emergency and standby power systems, NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power Systems. The Contractor shall provide all tools and supplies necessary to properly perform inspections, tests and maintenance in accordance with the most current edition of the applicable NFPA standards, including appendices. Where the NFPA standard states "should", it shall be interpreted by the Contractor to mean "shall." The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in the applicable NFPA standards. The Contractor must optimize use for demand load shedding when applicable. The Government reserves the right to make any test or inspection it deems necessary to ensure all performance requirements are being met. For more information on theETT-2000 standard, see: http://webstore.ansi.org/RecordDetail.aspx?sku=ANSI%2FNETA+ETT-2000. The Contractor shall ensure that any and all areas restricted to qualified personnel are secured and properly labeled. Building wide power outages that are required for preventive maintenance for systems such as, electrical switch gear PM, require a minimum of 6 months advance notice to the Government Plumbing and Restrooms: Plumbing systems must be maintained, repaired, and kept functional to the point of service delivery as defined by the utility company. The Contractor must ensure all system drains, including storm drainage and roof drains, remain clear and unobstructed. The Contractor must take any necessary steps to prevent odors emitting from drains or other plumbing systems into occupied space, to include keeping water in traps as appropriate. The Contractor shall clear toilet and sink blockages, as necessary. Such requests will be transmitted to the Contractor by the COR or designee through service request procedures. When replacing plumbing fixtures, the Contractor shall use the most reduced water usage device as approved by the COR or designee. Fire Protection and Life Safety Systems: Fire protection and life safety systems are systems and equipment installed in the building to (1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control and fire management systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate and/or enhance emergency egress. These systems may also communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment include but, are not limited to emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings. All Life Safety Systems shall be maintained to NFPA 101, Life Safety Code. All fire protection, life safety systems and equipment must be maintained at a fully functional level at all times. For limited periods when system maintenance is to be performed coordination and approval with the COR or designee is required. The inspection, testing, repairs, and maintenance of all fire protection, life safety equipment and systems must be in accordance with the requirements of all applicable NFPA codes and/or standards. Inspections of the Fire Alarm and Life Safety Systems will occur quarterly. The Contractor must immediately notify the COR of any recognized safety hazard that might a life safety situation or cause any harm to the building occupants. If the COR is not available for immediate notification, the Contractor must notify the designated alternate or other VA official of the existing hazard The Contractor must comply with all pertinent and applicable safety code requirements. Whenever the Contractor encounters equipment that is in an a non-operational state or a state that it may pose a threat or endanger life or property, the Contractor must immediately notify the COR or designee of the condition and within 24 hours provide a written report of the hazardous condition and a recommendation for corrective action. The Contractor must provide all tools and supplies necessary to properly perform inspections, tests, and maintenance in accordance with the most current edition of NFPA 72. All fire alarm system inspections, tests, maintenance, alterations, and repairs performed under this contract must comply with the most current edition of the NFPA 72 National Fire Alarm Code and related appendices. For the requirements of this contract, in any section the NFPA 72 states "should," it shall be construed as shall by the Contractor. The Contractor is responsible for meeting the inspection, maintenance, testing frequencies and testing methods outlined in NFPA 72. Documentation of the inspection, maintenance, and testing results referred to in previous sections of this contract must be recorded on the applicable Inspection and Testing Form from NFPA 72. Integrated Pest Management Plan: The IPM principles are applicable to both indoor and outdoor pest management applies to all pests and is not limited to rodents and insects. Pests outside of the scope are listed herein. Integrated Pest Management (IPM) is the coordinated use of pest and environmental information to design and implement pest control methods that are economically, environmentally, and socially sound. IPM promotes prevention over remediation, and it advocates the integration of at least two (2) or more strategies to achieve long-term solutions. Pesticides will only be used after consideration of the full range of alternatives, based on analysis of environmental effects, safety, effectiveness, and costs. Pest management strategies may include education, exclusion, sanitation, maintenance, biological, cultural and mechanical controls, and site appropriate pesticides. The Contractor shall employ practices and techniques as they relate to cleaning, trash, and materials handling that reduce the sources of food, harborage, and access routes used by pests in and around buildings. Techniques may include, but are not limited to, keeping containers closed, removal of debris, etc. Initial Pest Assessment: This initial assessment requirement and is included in the price of contract. The detailed, site specific items identified in the initial inspection shall not be included in the price of this contract but will be added as line items in the additional services that can be ordered and paid for as needed. Services included in the Contract: All other services may be ordered using the additional services of this contract. If interior pest control services are required to maintain a pest free environment these services will be provided by the contractor at additional cost to the Government. The Contractor shall also provide detailed, site-specific recommendations for structural and procedural modifications necessary to achieve pest prevention. Landscaping: The Contractor shall maintain the following aspects of the on-site landscape: Annually remove old mulch and replace with new weed free mulch (Spring) 3- 4 thick Annually cut back rose bushes to 18 high prior to winter. Application of pre-emergent & weed herbicides (included in price) Rake decomposed granite areas to loosen embedded debris and create a "fresh" appearance Selective prune shrubs that are currently in a natural state and remove over growth to shape plantings according to space restrictions and growth characteristics Shear shrubs that are currently tightly trimmed to resemble their current trimming schema Rake from beneath shrubs to remove accumulated vegetative debris and lift plantings (if necessary) Wash area maintenance: Perform weed control by hula-hoeing and applying topical herbicides; trees and vegetation will be trimmed to remove overgrowth Tree pruning from base of tree up to 12' to remove suckers and lift canopies Monitor irrigation to assess operative status and make necessary repairs Fertilization, Disease, and pest control of shrubs and trees 6x per year Policing for trash in landscaped areas Blow curb-line/sidewalks Treatment for minor insect infestation Lawn Care & Snow Removal: The contractor shall maintain the following aspects of Lawn Services: Contractor shall perform all lawn maintenance services as needed during the mowing season. Contractor shall provide all expertise, supervision, labor, equipment and supplies necessary to accomplish full maintenance to include but not limited to pulling weeds, fertilizer, crab grass prevention, weed and feed of the facility grounds. Mowing shall be accomplished between the hours of 7:00am and 4:00pm Monday-Friday. Contractor shall mow all grass areas on facility grounds Frequency shall be approximately once a week or as needed to maintain grass of 4 or for the weather condition in order to maintain a groomed appearance. Contractor shall weed eat around the main building, sidewalks, curbs, trees, and mulched areas. Trash and/or limb debris shall be removed and disposed of from the areas prior to mowing. Grass clippings and mowing debris shall be removed from the paved areas and sidewalks. No sweeping shall be required as blowing should be sufficient. No bagging shall be necessary unless excessive length or moisture would cause grass to clump. Edging shall be required along the sidewalk and parking lot area. Remove all weeds that may appear in paved or sidewalk areas and gravel areas around building. Pull and remove all weeds from mulched areas, specifically the flower beds and around the trees and shrubs. Provide Tree and Shrub treatment 3x during season in order to fertilize, prevent bag worms, and fungus. Trim rose bushes When directed by the Contracting Officer or Contracting Officer s Representative (COR) Water landscaping, i.e. trees and shrubs, as needed. Government shall provide water and hoses. No lawn sprinkling shall be required. Contractor shall provide hourly rate for this option. Fertilizing, weed, and lawn insect control shall be applied 3-4 times during the year. The contractor shall maintain the following aspects of Snow Removal Services: Contractor shall perform all snow removal services as needed. Snow removal shall be required following snowfall 2 or greater Contractor shall provide all expertise, supervision, labor, equipment and supplies as necessary to accomplish snow removal. Contractor shall ensure pre-treatment and snow removal is completed no later than 5:00 a.m. on a scheduled workday. Pre-treat parking lot, ramps, steps, and sidewalks prior to forecasted snow fall, ice storms, or sleet. Contractor shall remove all snow from parking area, ramps, steps, and sidewalks. Contractor shall remove weekend snowfall only on the day prior to a Government scheduled work day to include Federal Holidays. The government will recognize Local Weather snow fall rate as the official rate of snow accumulation for this area. Contractor shall remove snow around any vehicle remaining in the parking area when snow removal is required. Multiple snow removal and ice treatments may be needed throughout the day depending on the level of snow fall and ice Contractor shall provide salt, ice melt or chemical treatments (pre-treatment) for parking area, ramps, steps, and sidewalks prior to forecasted snow, ice or sleet regardless of the amount. Parking Areas The Contractor will power sweep and clean parking surfaces semi-annually. Restriping (to include ADA markings), power cleaning, and crack repair will occur every two (2) years from the inception of this contract. Contractor will bear this cost. Outdoor Lamps and Ballasts Shall be maintained in working order. Bulbs shall be replaced when needed to maintain the look and functionality of the property. Miscellaneous Contractor shall include up to 20 hours for routine maintenance which may include caulking, crack repair, painting, rust removal, etc. the Government shall purchase the materials for repairs. Accountability Contractor is required to provide the CMOP with evidence of completion of testing required two weeks following the end of the prior month. Documents shall be in an organized binder held in the Facility Manager s office. In addition, electronic copies shall be provided to the Facility Manager for filing. Contractor shall meet the timeliness requirements of the scope. For example, Contractor shall ensure pre-treatment and snow removal prior to 5:00am on workdays. If the requirements are not met, CMOP will consider and potentially enforce withholding monthly contract payments. Responses to this notice shall include company name, address, point of contact, contact information to include phone and e-mail address, size of business pursuant to North American Industrial Classification Code (NAICS) and must respond to the following questions: Q1) Describe your firm s capability in meeting the needs described above. A1) Q2) If you are a small business, will at least 50% of the cost of contract performance incurred for personnel be expended for employees of the concern? A2) Q3) Is your business a small business? A3) Q4) What is your NAICS Code? A4) Q5) Does your firm qualify as a small disadvantaged business? A5) Q6) If disadvantaged specify if your firm is certified under Section 8(a) of the Small Business Act? A6) Q7) Are you a certified HUBZone firm? A7) Q8) Are you a woman-owned or operated business? A8) Q9) Are you a certified Service-Disabled Veteran Owned or Veteran Owned business? A9) Q10) Is your business a large business? A10) This is not request for proposal and in no way obligates the Government to award any contract. Please provide responses in writing no later than Nov 12, 2024 by 5:00 p.m. CST to: Christina.Smith7@va.gov. Responses to this sources sought announcement will not be considered as a response to any solicitation, a request to be added to a prospective offerors list, or to receive a copy of any solicitation. No solicitation is currently available at this time. 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. In accordance with FAR 15.201(e), 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.