36C24220Q1228 – Sources Sought – H141–HVAC Maintenance & Repair Services

Sep 15, 2020 | Sources Sought

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although “proposal,” “offeror,” contractor, and “offeror” may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as “proprietary” or “confidential,” intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in New York, NY for the purpose of collecting information on Heating, Ventilating and Air Conditioning (HVAC) Maintenance and Repair Services for Stratton VA Medical Center at 113 Holland Ave, Albany, NY 12208. The VA is seeking to provide for this requirement as of December 1st, 2020. The NAICS code identified for this requirement is 238220 Plumbing, Heating and Air-Conditioning Contractors. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Monique Paltan at Monique.Paltan@va.gov by Wednesday, September 23, 2020 at 3 PM EST.

– Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

– Contractors shall also identify any Federal Supply Schedules that may carry the desired services.
– Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP.
– Contractors shall include any relevant comments about the Attachment(s) if applicable.
Building Automation and Temperature Control Maintenance


The Department of Veterans Affairs, New York Harbor Health Care System (NYHHS) is seeking full maintenance and repair services to the facility wide heating, ventilating, and air conditioning (HVAC) building automation systems (BAS) and temperature control end devices for systems specified for the Stratton VA Medical Center in Albany, NY. Equipment List is outlined in attachment A with details of equipment preventive maintenance schedule on Attachment B .


The contractor shall provide all labor, parts and materials to perform full maintenance,
and inspection for the equipment listed in Attachment A. At various times throughout the heating and cooling seasons, spread throughout the year, at frequency intervals that meet manufacturer s recommendations and specifications (see Attachment B). The equipment list indicates the equipment that shall be maintained under this requirement. Maintenance and inspection intervals are outlined in this requirement. Maintenance parts and materials shall be provided to fully complete all scheduled maintenance tasks.

Maintenance and repairs services shall be provided by the contractor on all equipment and associated devices related to the Stratton VA Medical Center Trane Tracer Summit & Automated Logic Systems. The contractor shall provide services that shall maintain and operate covered systems at optimum comfort and efficiency and minimize disruptions of operation, discomfort of patients, visitors and staff, and reduction of system efficiency

Contractor shall include all labor to diagnose, repair or replace failed components of the equipment. Coverage shall also include all parts necessary to repair faulty equipment under this requirement, including all material directly or indirectly associated with completing the necessary repairs.

Emergency services and repairs are included on a 24-hour-per-day, 365 days-per-year basis.

Contractor shall provide written reports to the contracting officer s representative (COR) following each inspection, repair, maintenance or emergency call.

Seasonal work is defined as, Cooling Season April 1st September 30th, Heating Season October 1st March 31st, although several areas of the Medical Center are required to have both heating and cooling throughout the year.


Remote Diagnostics Support: The contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. The contractor shall follow all security regulations established by the VA to protect covered systems from unauthorized access.

Software Maintenance: The contractor shall maintain system software, application software, and building management software. Tasks to be provided include reviewing current data files to verify that current applications programs are working properly and performing system administrative functions such as security software upgrades. Support of application software must be provided to maximize system utilization. On-site evaluation and implementation of changes to improve system operation is required. The contractor shall provide complete backup for all software on and off site to minimize system downtime and improve system maintenance. It is the contractor s responsibility for database upkeep.

Software Upgrades: As the manufacturer provides new software revisions, the contractor shall provide and install these revisions. The revisions shall be provided to enhance current system performance and prevent system obsolescence. The contractor must install these revisions within 30 days of their release by factory if there is enhancement to the system s current operation.

Workstation Hardware Maintenance: The contractor shall perform scheduled preventative, predictive and diagnostic services on the PC workstation specified. System analysis shall be performed on the equipment covered under this agreement to detect early signs of deteriorating performance and to predict potential equipment failures. After identifying potential problem areas, corrective action, as outlined in this specification, shall be taken.

Workstation Hardware Upgrades: The contractor shall be responsible to upgrade the VA s front-end workstation hardware, as required, to support the latest versions of software or, where economically feasible, during preventative or repair services on such hardware.

Field Hardware Maintenance: The contractor shall perform maintenance tasks on all covered field hardware at appropriate intervals. Such task shall include, but not be limited too, the running of diagnostic programs, checking of input and output device calibration, and verification of control command execution.

Field Hardware Upgrades: When the contractor encounters a component of field hardware in need of replacement and a newer design is available and is functionally equivalent or superior, the component of the newer design shall be used as the replacement. It is the intent of this service feature to address system component obsolescence and maintain the long-term integrity of system functionality. The contractor shall notify the VA of such replacements/upgrades.

System Design Support: The Contractor shall be available for consultation regarding design changes and equipment selection based on past experiences with similar systems.

System Documentation and Records: The Contractor shall be responsible to maintain and update all system documentation and records for the VA to the systems covered. This information shall include, but not be limited too, the following: PM, repair or emergency service records; parts inventory information; system manuals and instructions; system drawings and schematics; software programs and applications; licensing agreements; training information. This information, as generated, shall become the property of the VA. The Contractor shall review and update all relevant system documentation and records at least on a semi-annual basis and provide the VA with updates, where appropriate. The VA reserves the right to request copies of this information at any time during the performance period.

Contractor shall provide all labor, material and parts to maintain and repair critical and non-critical systems. At no time shall a critical system go unrepaired due to hours, holidays, weekends, etc. All critical systems are outlined in Appendix A, highlighted in red. When repairs to these systems are required, the contractor shall respond within 2 hours of the initial call to evaluate the necessary repairs to restore systems to full functionality. Critical HVAC systems and their components shall be covered 24 hours a day, 7 days a week, 365 days a year.

The contractor shall repair systems deemed non-critical as outlined in Appendix A,
highlighted in blue. All parts and material shall be included. The repair work is required during normal business hours of 8 am to 4:30 pm Monday thru Friday, excluding holidays.


The contractor shall be fully licensed to do business at the job site and to provide complete service HVAC systems. The contractors employees shall hold current individual licenses, as applicable, for services they shall be performing for this requirement.

Critical Inventory:
The contractor must identify within fourteen (14) days of award notification a Critical Inventory, which shall be stored on site. The identification the Critical Inventory shall be based the contractors experience with the specific covered systems, to be maintained. This inventory shall include the component model number, and delivery lead-time, and reasoning as to its inclusion as a Critical Inventory item. The contractor shall review the Critical Inventory with the VA to determine what items shall be in the final inventory.

Replacement Parts:
Contractor shall use new OEM parts or authorized equal when replacing all parts, components, and/or devices for the covered systems.

Obsolete Parts and Mandatory Modernization:
Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new part of equivalent. The contractor shall notify the VA when such replacements/modernization occurs.

Use of Reconditioned Parts:
Reconditioned components may be used only when delivery time of new components is extensive, and it is mandatory to get a piece of equipment in operation. The contractor shall notify the VA of such instances. At the discretion of the VA, the VA may direct the contractor to replace such reconditioned part with new when the new parts become available.

Underwriter Laboratories (U.L.) Listed Parts:
For those parts of the system that are U.L. Listed, the contractor shall be responsible for replacing said parts with U.L. Listed components so as to maintain the entire system’s U.L. Listing.

Non-Covered Damaged Parts:
Damage to parts due to vandalism, abuse, and/or acts of God will be the VA s responsibility.


The contractor shall be permitted to stop and start all primary equipment incidental to the mechanical system(s) related to covered systems. All scheduled disruptions of operation of such equipment shall be coordinated in advance with the COR. The contractor shall be required to notify the VA of disruption of operation of equipment and/or systems not providing life safety functions.


Upon completion of the maintenance service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection should ensure that all equipment is returned to full functioning condition. No invoices will be processed for payment prior to the completion of POC inspection. 


See attachment A: Equipment List
See attachment B: Preventive Maintenance Schedule


Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive. 

Estimated period of performance will 12/01/2020 to 11/30/2021 with the provision of four (4) Option Years.

Department of Veterans Affairs,
Stratton VA Medical Center,
113 Holland Ave
Albany, NY 12208

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