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THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

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. 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.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811412 (size standard of $19 MILLION). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

FREEZER MAINTENANCE
STATEMENT OF WORK - RESEARCH SERVICE
Provide a minimum of two inspections per year. During these inspections complete the following for the 19 freezers ( -80Cs):

Check calibration of temperature controls and make necessary adjustments.
Check heat exchanger temperature to determine proper operation when applicable.
Run amperage draw on compressor to check with name-plate specifications.
Check cycle timer when applicable.
Clean condenser coil.
Check proper operation of door enclosures and hinges.
Check all electrical connections and contactors.
Check calibration of temperature recorder(s).
Provide equipment logs.
Provide to management the Inspection Report which lists conditions that need attention, their priority rating and estimated budget amounts.
Replace defective parts as needed based on contract agreement during the visit.

Contractor Check-in The contractor s representative will schedule all work for Research Service. Contractor s representative will contact the Budget Analyst in Research at 816-861-4700 ext. 57062 or 52755 prior to performance of services.
Contractor shall provide all parts (If any parts are not covered reference them in the quote), tools, test equipment, software, labor, travel, and equipment necessary to provide inspections, perform preventive maintenance for the below 80-degree freezers located in the Kansas City VAMC Research department. This work shall be accomplished on a semi-annual basis.
Contractor shall ensure that equipment services by this contract functions follow the most up-to-date published edition of the applicable VA standards. The contractor will be responsible to ensure that Contractor Employees providing work on this contract are fully trained, accredited and completely competent to perform the required work. Equipment used in performance of the contract by Contractor Employees will function in conformance with the latest published edition of the applicable industry standards.
Defective parts must be replaced according to contract agreement. If another trip is required Provide in advance quote for the services.
The contractor s filed service employee shall always wear visible identification while on the premises of the VA Medical Center. Smoking is prohibited inside of buildings and only allowed in designated areas. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search, Violation of the VA regulation may result in citation answerable in the United States (Federal) District Court.
All vehicles will be locked, and the keys removed while performing service on the Medical Center s property. This is intended to protect the contractor s property and provide for safety of the Medical Center s personnel. Vehicle(s) shall be identified. Parking in the appropriate designated parking areas is expected. Information on parking is available from the on-site VA Police. The VA Medical Center will not invalidate or make reimbursement for parking violations of the contractor for any condition.
In performance of this contract, the contractor shall take such safety precautions as the Contracting Officer or designee may determine to be reasonably necessary to protect the lives and health of the occupants of any building. The Contracting Officer or designee will notify the contractor of any non-compliance with the foregoing provisions and action to be taken.
There is a potential for exposure to blood-borne or other infectious material with equipment throughout the hospital. All maintenance persons must use the Universal Precautions (i.e., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during the cleaning and maintenance/repair procedures required by this contract. BSCs that have been used for work involving infectious materials must be decontaminated before HEPA filters are changed or internal repair work is done. The contractor shall post signs at the door to the laboratory indicating that decontamination is in progress and entry is limited. In addition, a warning sign should also be displayed at the face of the BSC during the decontamination procedure.
The C&A Requirements do not apply, and a Security Accreditation Package is not required.
Equipment covered by this agreement is listed in the Equipment list section of this agreement and will determine the areas covered during inspections.
FREEZERS LIST

The information identified above are intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications, or brand name equal.

If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, are you providing the equipment from a small business manufacturer?

Do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above?
If so, please provide the contract number.

Where is the product manufactured?

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your UEI number.
Responses to this notice shall be submitted via email to Ashley Schmitt at ashley.schmitt@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Sunday, OCTOBER 22ND, 2023, at 23:00 CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

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