J041--ITOPS AC Preventive Maintenance Base+4

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Contract Opportunity

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

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This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for market research. The purpose of this Sources Sought Notice is to obtain information from qualified sources with special interest relative to the North American Industry Classification Code (NAICS) 811412 Appliance Repair and Maintenance.

The Government will not pay for information received in response to this Sources Sought, nor will the Government compensate any respondent for any cost incurred in developing the information provided. This Sources Sought does not constitute a commitment by the Government. Information provided in response to this market survey will be used for informational purposes only and will not be released. Contractor participation is not a promise of future business with the Government.

Requirement
The VA Great Lakes Health Care System, Veterans Integrated Services Network (VISN) 12, Jesse Brown VAMC is seeking contractors capable of performing the work on the Statement of Work (SOW) located below. Note that this is a draft of the SOW and is subject to change.

Item
Qty
Unit
Description
0001
1
YR
Base Year - AC Preventative Maintenance
1001
1
YR
Option Year 1 - AC Preventative Maintenance
2001
1
YR
Option Year 2 - AC Preventative Maintenance
3001
1
YR
Option Year 3 - AC Preventative Maintenance
4001
1
YR
Option Year 3 - AC Preventative Maintenance

Interested parties must include the following information:

Company name, address, point of contact, SAM.gov UEID and email address.

Size status and representation/s of the company (i.e., Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.). Any SDVOB or VOSB must be certified.

Is the company considered a small business under the NAICS code 811412?

If the company has a current federal contract, are the services being offered available on the contract?

Questions should be sent to Rebecca Picchi at Rebecca.picchi@va.gov.

Responses to this source sought must be received no later than July 10, 2025 at 10:00am.

As a reminder, this is a Sources Sought announcement only. There is no guarantee, expressed or implicit, that the market research for this acquisition will result in a particular set-aside or sole source award, or any other guarantee of award strategy. All information is to be provided on a voluntary basis at no charge to the Government.

Interested vendors are reminded that in accordance with FAR 4.1102(a) Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted in order to comply with the annual representations and certifications requirements. Registration is available at www.sam.gov.

STATEMENT OF WORK
Contract Objective. The purpose of this Contract is to perform Preventive Maintenance for the AC In Row cooling units for the computer server room.
The In Row units are located at the Jesse Brown VA Medical Center 820 S Damen Ave, Damen Building (ITOPS), Chicago, Illinois 60612.
Current Conditions. Existing AC In Row units located on the Damen Building ITOPS server room are operating without Maintenance coverage.
Part 1: Scope of Work.
The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, pay for their own parking while on site, tools, materials, and supervision required to perform the following:
The VA shall provide escorts to the Vendor while working on the ITOPS server room/roof area.
Perform Standard Quarterly Maintenance on the units below: These include maintenance on the computer room units and air filter changes.
Visual inspection, to be sure there are no oil leaks, refrigerant leaks, or loose components
Perform refrigerant pressure check
Perform temperatures check on compressors (suction, discharge)
Perform blower discharge temperature check (air temperature discharge)
Perform condensate pumps check
Perform compressor s voltage reading and amps draw
Perform visual oil inspection on compressors
Perform visual inspection on the Compressors VFDs
Perform visual inspection on In Row Codes digital display, report errors, and reset errors
Check for loud noise coming from components, report issues
Perform a visual inspection for water leaks
Perform a visual inspection for vibration or loose components
Perform Standard Quarterly Maintenance on the units below: These include maintenance on the roof condenser units, which includes annual power washing.
For any parts, repairs, or consumables out of the scope of work not covered by the contract, the contractor must secure approvals by the COR or VA shop supervisor on duty.
Project Coordination

Tag

Mfg

Description

Model#

Serial#

Location
CRAC-1
APC
Computer Room AC Unit
ACRP101
JK1518002106
Data Room
CRAC-2
APC
Computer Room AC Unit
ACRP101
JK1513001114
Data Room
CRAC-3
APC
Computer Room AC Unit
ACRP101
JK1513001117
Data Room
CRAC-4
APC
Computer Room AC Unit
ACRP101
JK1513000092
Data Room
CRAC-5
APC
Computer Room AC Unit
ACRP101
JK1513001119
Data Room
CRAC-6
APC
Computer Room AC Unit
ACRP101
JK1513001115
Data Room
CU-1
Heatcraft
Condensing Unit
LNES01A0094APC
T15C02607
Roof
CU-2
Heatcraft
Condensing Unit
NIA
NIA
Roof
CU-,3
Heatcraft
Condensing Unit
NIA
NIA
Roof
CU-4
Heatcraft
Condensing Unit
NIA
NIA
Roof
CU-5
Heatcraft
Condensing Unit
NIA
NIA
Roof
CU-6
Heatcraft
Condensing Unit
N/A
N/A
Roof

Part 2: Period of Performance
Based on the critical situation of the HVAC equipment and high dependency on it, the contract must begin as soon as possible to prevent unforeseen computer-server overheating related to faulty cooling systems.

September 2025 September 2026 base year with 4 option periods

Proposed schedule for this maintenance:
January: Quarterly inspections
April: Quarterly inspections
May: Quarterly inspections and Annual Power Washing
October: Quarterly inspections

Part 3: Scheduling.

All work performed under this Contract shall be performed on Business Days, defined below, as scheduled with the COR. Prior coordination with the COR is mandatory.
Typical working hours Monday to Friday from 7:00 am to 5:00 pm or based on the availability of needed space. No work on Government Holidays, No work on Sundays.
The following Holidays are what Jesse Brown VAMC observe and uphold:
National Holidays
Federal Holidays
New Year s Day
Martin Luther King s Birthday
Labor Day
Columbus Day
Memorial Day
President s Day
Thanksgiving Day
Juneteenth Day
Christmas Day
Veterans Day

Independence Day

Part 4: Submittals and Milestone Deliverables:

The contractor and Jesse Brown VA HVAC Shop Supervisor shall attend a Pre-Maintenance Safety Meeting to discuss the service details.
Acceptance criteria for work:
Demonstrate the operation of the system
Provide factory startup and certification of all systems
Schedule demonstration with COR 21 days in advance.

Part 5: Applicable Performance Standards

All work shall comply with current adopted VA Policies, ASHRAE, Joint Commission and ASHE.
The prime Contractor shall have a Competent Supervisory Person on site when any work or sub-contractors are present.
Service Technician Requirements. All service technicians performing work under this Contract shall be properly licensed, certified, or otherwise trained, in accordance with federal, state, and local requirements, to perform the work under this Contract. Any such licenses, certifications, or training shall be kept current throughout the period of performance of this Contract. The Contractor shall provide a copy of any such license or certificate the next Business Day, as defined below, upon demand by the COR.
The Contractor shall provide mitigating activities as outlined in Construction Safety Precautions including, but not less than the following:
Fire extinguishers, pedestal mounted in work
No trash-used packaging or construction spoils shall be stored onsite. Remove each day using covered gondolas.
Broom, sweep the work area at the end of each day.

Performance Objective
SOW Part
Performance Standard
AQL
Conduct Maintenance and Inspections

1
All preventive maintenance and inspections must be performed on time in accordance with the latest ASHRAE, JC standards.
No instances of late maintenance or inspections.
Documentation
3
All deficiencies must be reported to COR in writing immediately following maintenance. Documentation provided 10 days after completion of preventive maintenance /inspection.
Customer complaints shall not exceed one per quarter.

Regulatory Compliance. All work performed under this Contract shall comply with all applicable federal, state, and local laws, regulations, ordinances, and rules.

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