EMS Trash Compactor Repair & Maintenance - Pittsburgh VAMC

Sources Sought Notice Sources Sought Notice Page 9 of 9 *= Required Field Sources Sought Notice Page 1 of 9 DESCRIPTION THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation. The Pittsburgh VA Medical Center requires Repair & Maintenance of EMS Trash Compactor. 1. Purpose: The purpose of this state of work is to address commercial grade trash compactor preventative maintenance and repair and serve as a statement of work. The hospital waste management industry general goals and objectives are recycling, reuse, and repurposing. This compactor was found in good condition despite the rust, dents, bent front end rollers, maintenance needs, and all else suggests the machine has another 10 or more years of continued service. To meet VHA waste management goals and objectives, EMS Management believe repair reuse and repurposing is best choice in meeting national goals and objectives relative to the trash compactors. 2. Location: University Drive Campus, North Loading Dock, Brackenridge Street and University Drive. Compactor Details: Marathon Self Contained, Model RJ-250-SC, Serial Number 51554537, manufactured November 22, 2017. The trash compactor identifying features: a self-contained 30 cubic yard trash compactor with enclosed box or industry terminology enclosed doghouse , dump hatches on left and right side (side loading), compactor is beige-tan color, black-yellow lettered-painted sign stating trash only featured on front end of the trash compactor. 3. Scope of Work (Service Delivery): A heavily utilized machine, this commercial grade trash compactor preventative maintenance and repairs. Below is list of preventative maintenance and repair needs: Front end repair includes repair of roller frames and replacement of front left and right-side rollers. Rear end left and right rollers replacement/repair. Front end maintenance cover replacement of the bent metal, repaint tan-beige color, new fasteners. New fasteners for top maintenance hatch cover All left and right rear end safety mechanism preventative maintenance. The rear hatch safety catch on the left rear side of the machine is frozen and needs preventative maintenance. To fully engage. Grease fitting and preventative maintenance greasing of compactor ram mechanism Adjustment, replacement of left and right-side doghouse door hatch safety switches, adjustment, and preventative maintenance hinges-grease fittings. The safety switch repair and replacement location are upper right and left interior side of hatch doors. Deck and channeling installation. Removal of old worn-out channeling and guides and installation of new deck and channeling. Rear dump hatch preventative maintenance replacement of rear hatch gasket Hydraulic system, preventative maintenance of compactor motoring, ram motoring, new hydraulic oil, reattach the motoring hood cover atop the motoring, fasteners installed, cleaning interior motoring compartments of ram motoring and moving parts, grease and lube moving parts, preventative maintenance. Refasten the hydraulic hose to prevent premature wear and tear due to contact with concrete deck. Exterior painting of compactor from front to back, top, beige-tan color. This includes taking the machine off site to proper cleaning and painting contractor site within the Pittsburgh Metropolitan Region. New safety sticker package and affixing new safety sticker to machine. Return of machine, diagnostic to ensure the machine is fully functional. Preventative maintenance responsibilities include cleaning exterior and interior of the compactor cargo to ram unit, inspection, greasing, hydraulic oil replacement, filter replacement, bleeding any water or moisture, recycling, and proper disposal of old or expended hydraulic oil and materials, spill containment. Check and calibration of compactor. Special considerations: To and from job site hauling machine, the contractor is responsible for hauling the machine to and from jobs site. VAPHS understanding is that the repair and preventative maintenance requires the trash compactor to hauled from the VAPHS University Drive to contractor repair shop for example repair of front end and painting. On site repairs and welding requires a VAPHS permit in advance from our Safety and Facilities Management Department. On site repair, the contractor is expected to work with Facilities Management Service Electricians to shut off and turn on and lock out tag out procedures once the repair has commenced. On site preventative maintenance, the contractor is expected to maintain job site safety and compliance and ecological compliance in event any kind of oil or grease is spilled or dripped. The compactor is serviced by contractor for collections. Coordination and scheduling the compactor repair and preventative maintenance requires working with contractor who hauls and empties the compactor and station staff. Contractor will need to be able to work with contractor who hauls our waste to coordinator a time frame when the machine is empty. 4. Repair and Preventative Maintenance Time Frame: VAPHS EMS believes this repair and preventative maintenance can be achieved in two days (48 hours). Important, this trash compactor is used daily hourly. VAPHS requires the repair and preventative maintenance to be completed no greater than five days or less. The following is believed to be reasonable achievement time frame: Scheduling and pick up. Monday to Friday off site and on-site work is completed. Weekend is included. (Saturday & Sunday) Provides five business days. Planning and scheduling should consider government holidays. To avoid delay, it is essential the contractor thoroughly evaluate the machine for repair and preventative maintenance, have the parts, shop tools, shop space and capability to complete the work in short four day turnaround time frame. It is important to note, most of the preventative maintenance and repair can be achieved on VAPHS site. Other repairs and preventative maintenance may require off site completed at a proper trash compactor repair facility. Scheduling & coordination must be preapproved with the VAPHS EMS contract officer representative. In event the repair is going beyond the five-day schedule, then it is expected the contractor performing the repair must provide equal or same compactor until repair is completed. During prior evaluation, the compactor was mechanical in proper fit and condition. However, the exterior mechanisms rollers, gaskets, exterior and other items listed needed preventative maintenance and repair/replacement. 5. Responsibilities: VAPHS is responsible for turning off and on the electric to the trash compactor. VAPHS EMS is responsible for scheduling the final trash collection and preventing staff from using the compactor all the while the contractor is expected to collect the compactor. Making certain the compactor is empty of any or most contaminates (trash). Contractor is responsible for scheduling, providing licensed, insured, bonded, and competent employees or sub-contractor to facilitate the hauling on and off site. Missing deadlines could lead to financial penalties, additional costs, and affecting vendor status. In the event the compactor repair goes beyond five days allotted in this contract. The contractor is expected to provide same or similar trash compactor until repair is completed no cost to VAPHS. In other words, a repair exceeding 120 hours requires the contractor to provide same or similar trash compactor until repair is completed no cost to the government. Completed repair is compactor on VAPHS site, tested, and validated as fully functional and achieving the specifications of the contract. Contractor is expected a written warranty of repair and preventative maintenance work and parts. Contractor is expected ISO compliance and industry standards for waste management equipment repair work. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811310 (size standard of $12.5 Million dollars). Please answer 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? Is the product you are providing information about manufactured in the United States? If not, please provide the country where the unit is manufactured. If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes. Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. Please provide your UEI number. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to Derrick.Maruski2@va.gov no later than, 9:00 AM Eastern Standard Time (EST) on 03/22/2024. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Specialist, Derrick L. Maruski. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Specialist, Derrick L. Maruski at Derrick.Maruski2@va.gov. 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.