Air Handler Filter Maintenance VA Loma Linda Healthcare System

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Network Contract Office (NCO) 22 is seeking a qualified vendor to provide Air Handler/Exhaust Filter Preventative Maintenance Services for the VA Loma Linda Health Care System located at 11201 Benton St., Loma Linda, CA 92357. The contractor shall provide all labor, supervision, equipment, supplies, materials, and travel to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below: DRAFT STATEMENT OF WORK DRAFT TITLE: Air Handler/Exhaust Filter Preventative Maintenance Services Agreement OBJECTIVE Contractor shall provide all supervision, labor, equipment, supplies, and transportation to maintain and service Air Handler and Exhaust system filters at VA Loma Linda Healthcare System (VALLHCS). Service shall consist of scheduled preventative maintenance inspections (PMI s), periodic replacement of filters, and emergency responses for all units at VALLHCS. Filters shall be maintained in optimum condition in accordance with their respective equipment s operating manual and National Fire Protection Association (NFPA) Code 2001. Inspection certificates shall be displayed as appropriate. SPECIFIC REQUIREMENTS: The following guidelines shall be used: Contractor shall replace filters as required, upgrading them when possible. Goal is to improve indoor air quality and reduce operational costs. All filters shall be installed with a neoprene seal, using a minimum of 4 clips per filter. Air Handlers shall have labels documenting quantity, filter type, and date replaced. All used filters shall be removed from VA Loma Linda and disposed of properly. Contractor shall create and maintain a log documenting the location, filter type, pressure drops, date filter was replaced. and any unusual observations. Contractor shall store filters off-site at a facility of their choosing. COR may make exceptions on a case-by-case basis. Contractor shall respond within 24 hours for emergency requests. Contractor shall have a current State of California license and be listed on the State website. Supervisor/lead technician on-site shall be a NAFA Certified Air Filter Specialist (CAFS). Contractor shall have ability to certify Bag-In/Bag-Out housings after HEPAs are replaced. AIR FILTER SPECIFICATIONS/REQUIREMENTS: Pleated Pre-filters: - Nominal size: 24 x 24 x 4 (Typical size used in medical centers). - All pleats shall be High Capacity as offered by the manufacturer. - Shall not be less than MERV 10. - Shall have 27 square feet of media. - Pressure drop shall not exceed 0.18 wc at ~500 fpm. - Acceptable Products: PARKER DMK80, Glasfloss HVP24244 or CAMFIL 30/30. - All prefilters shall be changed every three months. Mini Pleats w/ Header: - Nominal size: 24 x 24 x 4 (All with headers). - Shall not be less than a MERV 15 - Pressure drop shall not exceed 0.21 wc @ 500 fpm. - Dust holding capacity shall not be less than 123 gms - Shall contain 72 square feet of synthetic media. - Acceptable Products: VILEDON MINI 95 H, COLUMBUS INDUSTRY MINI PLEAT, OR AEOULUS. Rigid Pocket, Synthetic Pre-filters: - Nominal size is 24 x 24 x 18 - 8 Pocket. - Shall not be less than MERV 11. - Pocket filter shall be designed so that it does not collapse at 0 cfm, and is regarded as stiff . - Frame shall be polyurethane, downstream gasketed, with closed-cell neoprene. - Non-woven Synthetic filter media shall be potted inside of polyurethane frame; - Shall not contain metal in filter construction, - Dust holding capacity shall not be less than 3000 gms at 1.5" wc - Pressure drop not to exceed 0.23" wc at ~500 fpm. - Acceptable Products: EFS F6S, VILEDON T60 S, FILTRAIR PPM or approved equal. Final Filter Vee Bank: - Nominal Size: 24 x 24 x 12 . - 4 Vee. - Shall not be less than MERV 16 - Shall have 204 square feet of non-woven synthetic media (Fiberglass media is not acceptable). - Pressure drop shall not exceed 0.25"wc at ~500 fpm. - Dust holding capacity shall not be than 294 gms. - Frame shall not contain any metal. -Acceptable Products are: EFS F8, VILEDON MV95, FILTRATION GROUP FP95 or approved equal. High Volume HEPA: - Nominal Size: 24 x 24 x 12 - 10 Panel. - Shall not be less than 99.99% and 430 square feet of wet-laid micro-glass media. - Pressure drop shall not exceed 1.00" wc at ~ 2400 cfm. - Acceptable Products: FILTRATION GROUP FGI HV HEPA, CAMFIL FILTRA 2000, EFS HV or approved equal. Bag-in/Bag-Out HEPAS: - Nominal Size: 24 x 24 x 1 - 10 Panel, Gel Seal. - Pressure drop shall not exceed 1.0 @ 2400 CFM. - Frame shall be anodized alum. - Mine pleat packs surface area shall not be less than 430 ftA2. - Acceptable Products: FGI PN 40419 HV HEPA, CAMFIL FA 1550-01 FILTRA 2000, or EFS HV HEPA-GS-Al. Gas Phase Vee Bank Carbon: - Nominal Size: 24 x 24 x 12 " - 4 Vee. - Carbon weight shall not be less than 9.8 lbs. - Pressure drop shall not exceed .28" wc at ~ 500 fpm. - Total media area shall not be less than 105 square feet. - Dust holding capacity shall not be less than 400 gms. - MERV 8 rating. - Frame body shall not have any metal. - Acceptable Products: VILEDON CP 1/1, CAMFIL CITY CARB, EFS FGP, or approved equal. NOTE: If submitting an approved equal (i.e., filter is not one of the 3 listed in each category, please provide a sample and current 52.2 ASHRAE test report from a 3rd party laboratory (Blue Heaven LMS, or RTI). ESTIMATED ANNUAL SUPPLIES Quantity Suggested Part Number Nomenclature 1485 HVP24244-HC 24 x 24 x 4 High-Capacity Pleat MERV10 587 HVP12244-HC 12 x 24 x 4 High-Capacity Pleat MERV10 85 HVP24242-HC 24 x 24 x 2 High-Capacity Pleat MERV10 19 HVP24241 24 x 24 x 1 High-Capacity Pleat MERV10 36 HVP16252-HC 16 x25 x 2 High-Capacity Pleat MERV10 33 FP-H13HEPA 24 x 24 x 11A 1/2 24241. H13 99.99% High Volume HEPA 22 FP-H13HEPA 12 x 24 x 11A 1/2 12241. H13 99.99% High Volume HEPA 28 HEPA 24 x 24 x 12 Bag-In/Bag-Out Gel Seal 99.99% 2 HEPA 12 x 24 x 12 Bag-In/Bag-Out Gel Seal 99.99% 16 CI-MP414-2424 24 "x 24" x 4" Mini Pleat 8 CI-MP415-1224 12" x 24" x 4" Mini Pleat 395 F8 V4 1/1 24" x 24" x 12 EFS F8 V4-Bank 95% MERV16 165 F8 V4 1/2 G 12" x 24" x 12 EFS F8 V4-Bank 95% MERV16 39 F8 V4 5/6 20 x 24 x 12 EFS F8 V4-Bank 95% MERV16 195 FGP-CARBW 1/1 24 x 24 x 12 EFS V-Bank Style Ext Surface Carbon 103 FGP-CARBW 1/2 12 x 24 x 12 EFS V-Bank Style Ext Surface Carbon 131 F6SC 24 x 24 x 18 EFS 60% MERV11Syn Pocket 55 F6SC-1/2 12 x 24 x 18 EFS 60% MERV11Syn Pocket 400 PCA-1 1" P-Clips 400 PCA-2 2" P-Clips 400 PCA-Spring 12 12" Spring Clips PERIOD OF PERFORMANCE: This is a base plus four (4) option-year contract. The period of performance is from March 1, 2023, to 09-30-2027. Normal hours of operation are: Monday through Friday, 5 am to 7:30 pm PST. Contractor shall respond within 24 hours for emergency requests. All work, including delivery of materials and equipment shall be made with minimal interference to hospital operations, staff, patients, and guests and be coordinated through the Contracting Officer s Point of Contact. PLACE OF PERFORMANCE: VA Loma Linda 11201 Benton St. Loma Linda, CA 92357 CERTIFICATIONS, TRAINING, STANDARDS, AND GUIDELINES REQUIRED: Application of all antimicrobials shall be in compliance with Environmental Protection Agency (EPA) guidelines. All filter changing and filter rack cleaning shall be in accordance with National Fire Protection Association (NFPA) Code 2001 Standard for Ventilation Control and Fire Protection of Commercial Cooling Operations, Ch 11.3. Contractor and technicians performing on this contract shall be certified for Confined Space per Occupational Safety & Health Administration (OSHA) Guidelines and possess a 30-hour OSHA Safety Card. All Contractor employees must complete VA mandated Safety Training and attend radio frequency (RF) training or be accompanied by VA RF certified employee when working on rooftop areas where RF generating antennas are located. All electrical disconnects, switches, and system components shall be locked-out-tagout (LOTO) during Preventative Maintenance service. Fire extinguishing systems shall be taken out of service for the duration of the Preventative Maintenance service also. VII. WORK HOURS and RECOGNIZED HOLIDAYS: The following is a list of all Government recognized holidays: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday. VIII. CONTRACTOR EMPLOYEES: Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc. Contractor personnel shall wear identification (I.D.) badges during the entire time they are on the VA Loma Linda Healthcare System grounds. I.D. badges must have identification picture, name of the individual, and the represented company depicted on it. IX. SMOKING AND VAPING POLICIES: Smoking and vaping are prohibited on Government property. X. SAFETY AND PPE EQUIPMENT: Personal Protective Equipment shall be provided for each Contractor employee by the Contractor. Possession of weapons are prohibited. XI. PARKING: It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. XII. SITE VISIT: We request a site visit on TBD, at TBD at TBD at VA Loma Linda with Mr. Kenneth Marshall, located at 11201 Benton Street, Loma Linda, CA 92357 with all prospective vendors responding to this solicitation to view the requirements at the facility. Please RSVP by calling or emailing Mr. Marshall at: WP: (909) 825-7084, x1513 or 2018 Email: kenneth.marshall@va.gov XIII. POINT OF CONTACT: Mr. Kenneth Marshall HVAC Supervisor WP: (909) 825-7084, x1513 or 2018 Email: kenneth.marshall@va.gov Appendix A - COVID Supplemental Language VHA Supplemental Contract Requirements for Combating COVID-19 1. Contractor employees who work in or travel to VHA locations must comply with the following: a. Documentation requirements 1) If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the- counter test. 3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. 4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool., in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed protect contractor employee health information and personally identifiable information. 3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 4. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811310-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance ($11.0 Million). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors must submit information by e-mail to michael.williams48@va.gov. All information submissions should be received no later than 3:00 pm Arizona Time on February 3, 2023. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. Questions: Email all questions to michael.williams48@va.gov no later than March 9, 2023 @ 3:00pm (PST).

Division 23 -

Heating, Ventilating, and Air Conditioning (HVAC), Instrumentation and Control for HVAC, HVAC Air Distribution, Central HVAC Equipment.