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 at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine interest and capability of Other than Small Businesses and/or Small Businesses, including VIP-Verified Veteran-Owned Small Business (VOSB) or Service-Disabled Veteran-Owned Small Business (SDVOSB) prospective contractors relative to the North American Industry Classification System (NAICS) Code 561210. This sources sought notice is to determine interest and capability of authorized vendors able to fulfill the following requirement: The Tomah VA Medical Center is requesting the following Repair Chiller Equipment. Line Item 0001:Repair (Re-tube) the chiller in the basement of B401. STATEMENT OF WORK (SOW) : REPAIR CHILLER B401 BASEMENT I. General Description: The chiller in the basement of B401 is leaking from corrosion of the tubes and the tubes need to be replaced. This project is to re-tube the unit with tubes that have a protected coating to extend their functional life. II Project Scope: Contractor shall provide for and furnish all labor, materials, and equipment to repair the chiller in the basement of B401 at the Tomah VAMC. The chiller is a McQuay model WGZD130DW27-ER10, serial number STNU1112-210. Contractor shall prepare unit for tube replacement. a) Clean chiller b) Remove refrigerant from unit c) Move chiller unit (required for additional room to install new tubes) Contractor shall furnish all labor, tooling, and misc. equipment to set up and extract the existing condenser tubes. Contractor shall thoroughly clean all tube-sheet holes in preparation for new tubes, supplied by contractor. Contractor shall apply protective coating to all tubing and tubesheet surface, Belzona 1321 coating or equivalent. Contractor shall install all tubes using Loctite 290 and the electronic torque method. Contractor shall re-install the head units (ends). Contractor shall move chiller back into proper location and re-connect. Contractor shall change oil in the system. Contractor shall flush entire system Contractor shall furnish additional refrigerant, charge system, pressure/leak test system and start up system to verify system is fully operational. Contractor shall clean area and haul away all scrap and debris from project. The contractor will supply all materials, equipment and labor to fulfill contract. Contractor shall provide a complete functional end-user ready system that meets and passes inspection. Contractor shall review all work and parts used in the project and advise VA staff of any additional maintenance etc. that is recommended to keep chiller in working order. The C&A Requirements do not apply, a Security Accreditation Package is not required. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) A. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. B. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. C. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. D. The Tomah VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA Tomah or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA Tomah. The agency must report promptly to NARA in accordance with 36 CFR 1230. E. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Tomah control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (E). F. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Tomah guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. G. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. H. The Contractor shall not create or maintain any records containing any non-public VA Tomah information that are not specifically tied to or authorized by the contract. I. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. J. The Tomah VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the Tomah VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. K. Training. 1) All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take The Tomah VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. 2) To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. If responding to this notice please provide the following: Qualifications, capabilities, and experience for providing this product; Business size/Socioeconomic status; Memo or correspondence from manufacturer to distribute their products. This is not a Request for Proposal/Quote or an announcement of a solicitation and no solicitation package exists at this time. Responses will be used solely for market research purposes of the Government. The Government will not pay for any materials provided in response to this notice and submissions will not be returned to the sender. VOSBs and SDVOSBs must be registered and verified in VIP for set-aside consideration. The applicable North American Industry Classification System (NAICS) Code for this requirement is 561210 responses should be submitted by e-mail to Vernise L. Newton at vernise.newton@va.gov. The information requested must be received no later than 10:00 am Central Standard Time on 06/25/2025.
