Boiler Tuning Services at the Chalmers P Wylie VA Ambulatory Care Center (VAAC)

Sources Sought Notice This is a Sources Sought (SS) Notice only, not a solicitation announcement and should not be considered as such. There is no solicitation available at this time. The Government will not pay for any information received in response to this SS, nor will the Government compensate any respondent for any cost incurred in developing the information provided to the Government. This SS does not constitute a commitment by the Government. Any information provided in response to this market survey will be used for informational purposes only and will not be released. Vendor participation is not a promise of future business with the Government. The purpose of this Sources Sought is to conduct Market Research to determine an acquisition strategy for the acquisition of Boiler Tuning Services, where the Qualified Boiler Technician shall perform diagnostic troubleshooting of issues via Preferred Controls (VAACC boiler controls programming app), Contractor must be qualified and licensed to operate Preferred Utilities programming. The NAICS code for this procurement is 238220 Plumbing, Heating and Air Conditioning Contractors, JSC- J045 Maintenance, Repair, and Rebuilding of Equipment and the small business size standard is $19,000,000.00. Responses to this notice shall be e-mailed to Lakrisha Jackson at Lakeisha.Jackson@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than Friday June 26, 2026 at 3:00 p.m. This notice is to assist the VA in determining sources only. A solicitation is not currently available. THE VA IS NOT SEEKING PRICING OR OFFERS OF ANY KIND. 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. The Chalmers P Wylie VA Ambulatory Care Center (VAACC) in Columbus, OH is seeking sources capable of complete the services described in the Performance Work Statement below: PERFORMANCE WORK STATEMENT BOILER TUNING SERVICES As of: June 16, 2026 Section 1: General Information General: This is a non-personal services contract to provide semi-annual preventative maintenance, troubleshooting and tuning services of 3 Williams Davis 250 hp gas fired boilers for the Columbus, Ohio Chalmers P Wylie VA Ambulatory Care Center (VAACC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The contractor shall provide all products and basic equipment, such as tools, ladders, diagnostic and testing devices, necessary to accomplish the tasks and performance requirements listed in this scope of work. Contractor shall furnish all labor, supervision, and management support necessary to provide required services. 1.2 Period of Performance: Base year: 10/1/2026-9/30/2027 First option year: 10/1/2027-9/30/2028 Second option year: 10/1/2028-9/30/2029 Third option year: 10/1/2029-9/30/2030 1.3 Place of Performance: Energy Center at the Chalmers P. Wylie VA Ambulatory Care Center 420 North James Road, Columbus Ohio 43219 1.4 Hours of Operation: 0700-1600 Eastern Standard Time Monday through Friday, except Federal Holidays, unless other arrangements are requested to and excepted by the Contracting Officer s Representative (COR). 1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. 1.6 Scope of Work: Chalmers P. Wylie VAACC has a requirement for semi-annual preventative maintenance, troubleshooting and tuning of 3 250 HP boilers hereafter referred to as PM Services. 1.7 Type of Contract: The government will award a Firm Fixed Price contract. 1.8 Contract Changes: Additional changes in the scope of work must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the Contracting Officer Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer. 1.9 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Section 2: Definitions & Acronyms 2.1 Definitions: Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency. Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures. Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas. Qualified Boiler Technician. Means any boiler technician servicing Chalmers P Wylie boilers will be licensed and certified to conducted services requested. Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. Workday. The number of hours per day the Contractor provides services in accordance with the contract. 2.2 Acronyms: CBI Compliance and Business Integrity COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology OSHA Occupational Safety and Health Agency PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VA Veterans Affairs 2.3 Reference Materials: The Qualified Boiler Technician shall demonstrate familiarity with and ready access to the current versions of the following codes and manuals: The Privacy Act of 1974, PL 93-579, as amended. Boiler Efficiency Institute Safety Device Testing Manual Current Edition Engineering Service SOP 138-47-HV Operations, Testing and Inspections of High-Pressure Boilers ASME Boiler and Pressure Vessel Code: Section I - Power Boilers Section IV - Heating Boilers Section VI - Care and Operation of Heating Boilers Section VII - Care of Power Boilers ASME B31.1, Power Piping Code ASME CSD-1, Controls and Safety Devices for Automatically Fired Boilers ANSI/NB-23, National Board Inspection Code NFPA 85, Boiler and Combustion Systems Hazards Code VHA Directive, 1810 Boiler and Boiler Plant Operations (or latest) Engineering SOP 138-15HV Scaffold and Ladder Regulations Engineering SOP 138-62HV Housekeeping and Safety on Construction Projects, Engineering SOP 138-45HV Confined Space Entry OSHA Safety and Health Regulations for Construction Section 3: Government Furnished Property, Equipment, and Services GOVERNMENT FURNISHED EQUIPMENT/SUPPLIES NOT USED CONTRACTOR USE OF VAACC EQUIPMENT AND SUPPLIES NOT USED Section 4: Contractor Furnished Items and Services The Contractor shall provide all personnel necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. Section 5: Specific Tasks The VAACC shall comply with requirements of the technician that are considered reasonable by VAACC and have been presented in writing at least two weeks prior to the scheduled PM service. The Contractor shall develop a mutual scheduling agreement with the VAACC to ensure adequate lead time to allow for any pre-boiler PM services preparation required. The Qualified Boiler Technician shall perform all required preventative maintenance checks and services per guidance published in boiler operation and maintenance manual. PM services shall comply with industry recognized methods for testing safety devices and with VHA Boiler Plant Safety Device Testing Manual, Latest Edition. The Qualified Boiler Technician shall perform diagnostic troubleshooting of issues via Preferred Controls (VAACC boiler controls programming app), Contractor must be qualified and licensed to operate Preferred Utilities programming. The Qualified Boiler Technician will tune boilers and ancillary devices and meet VHA Directive 1810 (latest version). Tunning must be done on both Natural Gas and #2 Fuel oil. The Qualified Boiler Technician shall provide any updates to the Supervisory Control and Data Acquisition (SCADA), and the boiler control system. Boiler plant safety, reliability, efficiency, and equipment longevity are paramount concerns of VAACC management. Boilers and feedwater deaerators are pressurized devices containing steam and hot water. They can fail catastrophically causing injuries and death and massive property damage. Regular PM services by experts are an essential part of a program to address these concerns. This Performance Work Statement describes the requirements for the boiler PM services and inspections to be performed by Qualified Boiler Technician under contract. 5.1 Contractor Personnel The contractor s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English. Prior to beginning performance under this contract, the Contractor shall provide the following: List of employees who will provide services under this contract. List of shift supervisors as applicable. When applicable the Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. When required the Contractor shall obtain a signed Confidentiality Certificate from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in a physical plant environment. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to themselves or others. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. 5.2 Building Security. a. Keys. Keys, if needed, will be made available for the contactor to pick up and return daily for access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated and must be returned at the end of each shift. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The contractor shall be responsible for the total cost involved in replacing keys and cores. The contractor shall be responsible for immediately reporting the occurrence of a lost or duplicated key to the Contracting Officer Representative (COR) or his/her designee. b. Contractor employees shall not allow any unauthorized person the use of any Columbus VAACC facility key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas to which contractor personnel are provided access locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties. c. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Unsecure areas are secured, and windows are closed and locked, the COR or his/her designee shall be notified of any unlocked doors or windows during his/her duty hours. 5.3 Safety. a. If asked/required the contractor shall display warning signs that have been approved by the COR in all areas where maintenance operations may cause traffic obstruction or personnel hazard. 5.4 Contractor s Attire and Identification The Contractor shall wear attire appropriate for work to be safely conducted. The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. Identification Tags/Cards. If required the Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor s and employee s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain Visitors Badges during the interim period via VA Police or Human Resource Department. Contractor s Personal Hygiene: The Contractor s attire and presentation shall be appropriate per industry standard. 5.5 Fire Prevention and Emergency Procedures The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. Any hazardous incidents created by the Contractor shall be corrected immediately. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. The Contractor shall follow applicable facility policies concerning fire and/or disaster events. Posting Warning Signs: The Contractor shall display warning/caution signage provided by the VA in all areas where operations may cause traffic obstruction or personnel hazard. 5.6 Interference to Normal Function The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. 5.7 Damage and Equipment Loss The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement of items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor s equipment or belongings that are lost, stolen or damaged. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures. 6. Section 6 Performance Standards - Performance Requirement Summary (PRS) The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this Performance Requirement Summary (PRS) shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards. ID PWS Task Performance Standard Acceptable Quality Level (AQL) Surveillance Method Incentive Rating (Met or Not Met AQL) 1 Combustion Analysis O2 and CO levels must meet manufacturer and local air district specs. 100% Compliance. Review of Combustion Report. Exercise of Option Period Documentation of performance in CPARS Met or Not Met AQL 2 Safety Device Testing Safety valves, low-water cutoffs, and flame sensors must pass all tests. 100% Compliance (Zero defects allowed). Direct Observation/Review of Testing Log. Exercise of Option Period Documentation of performance in CPARS Met or Not Met AQL 3 Timeliness Semi-annual tuning completed within the scheduled window. 90% on-time completion over course of the contract. Confirm next scheduled service at completion of current service. Exercise of Option Period Documentation of performance in CPARS Met or Not Met AQL 4 Documentation Boiler Technician Certification 100% boiler technician certification 100% Provide copies of license and certificates of any technician servicing boilers. Exercise of Option Period Documentation of performance in CPARS Met or Not Met AQL 6.1 Nonconforming Performance Deficiency Identification: If the contractor fails to meet a standard, the COR will issue a Contract Discrepancy Report (CDR). Corrective Action: The contractor must re-perform the nonconforming service (e.g., re-tuning the boiler) at no additional cost to the government. Past Performance: Repeated failures will be documented in the annual Contractor Performance Assessment Reporting System (CPARS) evaluation. 7. Quality Control Program Requirement General Requirements: The contractor shall establish, implement and maintain a comprehensive Quality Control Program (QCP) to ensure all services are performed in accordance with the Performance Work Statement and the metrics outlined in the Performance Requirements Summary. Submissions and Updates: The contractor shall submit a detailed written Quality Control Plan the Contracting Officer (CO) and the Contracting Officer s Representative for review and approval within 14 calendar says of contractor award. Contractor shall update the plan annually or within 7 calendar days of any significant changes to the internal process. Inspection System: The QCP must detail the Contractors internal inspection mechanics, covering all tasks and deliverables. The plan must specify the metrics tracked, the frequency of internal audits, and identify by name or role the specific personnel responsible for conducting the inspections. Deficiency Resolution: The QCP must include a clear methodology for identifying, tracking and correcting deficiencies in service quality. It must prevent the recurrence of defective work without relying on government intervention. Record Keeping and Audits: The contractor shall maintain records of all internal inspections, including corrective actions taken. These records shall be made available to the government upon request at any point during contract performance. T NOTE: The QCP shall be in compliance with the following OSHA standards: Code of Federal Regulations, Title 29, part 1910.147, The Control of Hazardous Energy (Lockout and Tagout) Code of Federal Regulations, Title 29, part 1910.301-399, Subpart S, Electrical OSHA Letters of Interpretation