WALK-IN REFRIGERATOR | VAMC TULSA

SUBJECT*

Walk-in Refrigerator |Tulsa 623  

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

95652

SOLICITATION NUMBER*

36C24W25Q0172

RESPONSE DATE/TIME/ZONE

05-20-2025 12:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE

99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

N

SET-ASIDE

PRODUCT SERVICE CODE*

N041

NAICS CODE*

423740

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

McClellan Park CA  95652

POINT OF CONTACT*

Contract Specialist

Robert M. Clark Jr

robert. clark15@va.gov

254-538-0487

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Eastern Oklahoma VA Healthcare System

Tulsa Veterans Affairs Medical Center

440 S Houston Ave

Tulsa OK

POSTAL CODE

74127

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

http://www.va.gov

URL DESCRIPTION

Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS

robert.clark15@va.gov

EMAIL DESCRIPTION

 

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL.

Disclaimer

This Sources Sought is issued solely for the purpose identifying potential sources for a future requirement and does not constitute a solicitation. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. All information received in response to this notice will be treated as proprietary and will not be shared with other interested parties. Responders are solely responsible for all expenses associated with responding to this Sources Sought notice. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This Sources Sought Notice does not obligate the Government to award a contract.

Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

Synopsis

This is not a solicitation announcement. This is a Sources Sought synopsis only with the purpose of gaining knowledge of potential qualified sources and their size classification relative to the appropriate North American Industry Classification System (NAICS) 423740, Refrigeration Equipment and Supplies Merchant Wholesalers (Size Standard: 125 employees). Responses to this Sources Sought synopsis will be used by the Government to make appropriate acquisition decisions and are not considered adequate responses to a potential future solicitation announcement. After reviewing all responses to this synopsis, a solicitation announcement may be published via the Contracting Opportunities website. Responses to this Sources Sought synopsis are not considered adequate responses to the anticipated solicitation announcement. All interested offerors will have to respond to the actual solicitation announcement, in addition to responding to this Sources Sought announcement.

The Department of Veterans Affairs is requesting the following information be provided below:

Company Name:

Address:

UEI (Unique Entity ID) Number:

Contact Name:

Phone No.:

Email:

Business Size Information - Select all that applies:

• Small Business
• Emerging Small Business
• Small Disadvantaged Business
• Certified under Section 8(a) of the Small Business Act
• HUBZone
• Woman Owned
• Certified Service-Disabled Veteran Owned Small
• Veteran Owned Small Business
• Large Business

FSS/GSA Contract Holder

Yes                     No     

FSS/GSA Contract Number:

Effective Date/ Expiration Date:

The description of service contained herein does not constitute the complete description of the contractor’s anticipated obligations. Interested parties capable of providing the required service are asked to respond to this Sources Sought notice.

Responses to this notice should include a capabilities statement to include the following:

1. Company name, Address, Size Standard, DUNS, Cage Code, TIN

2. Point of contact (Name, Phone Number and e-Mail Address)

3. NAICS Code 423740 and Business Standard MUST be assigned to the company

4. Socioeconomic Status

5. Capabilities Statement

a. Provide proof of past performance (provide proof of contracts that you have provided and installed or of the company who will be performing the installation).

b. Proof must be provided on the specific service in request.

c. If you will NOT be performing the work, you MUST provide information on the company you intend to use. In addition, you must provide a Letter of Intent from the company you intend to use (explaining their agreement with you to perform the installations according to the solicitation), along with references of their past service installations.

d. Past performance must not be negative in any previous contracts, based on the Contract Performance Assessment System and the Contracting Officer’s knowledge of past requirements.

Responses

The government intends to award a single contract to purchase the services listed above. Responses to this notice shall be e-mailed to robert.clark15@va.gov. Subject line shall reflect “Sources Sought,36C24W25Q0172, Walk-In Refrigerator/your company name". Responses must be received no later than May 30, 12:00 P.M. EST.

Responses must be received via e-mail only. Telephone, fax, or mail responses will not be accepted. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses are not a request to be added to a prospective offerors list or to receive a copy of the solicitation.

End of Document

Statement of Work

Lab Walk-in Refrigerator

LOCATION: Work performed under this scope will be for, and conducted at, the Tulsa VA Medical Center (Tulsa VAMC) located at 440 S Houston Ave, Tulsa, OK 74127.

BACKGROUND: The Eastern Oklahoma VA Healthcare System (EOVAHCS) is activating a new 58 bed inpatient hospital in downtown Tulsa. The hospital will have an in-house lab. The hospital is a brand-new facility housed in the structure of the historical Kerr-Edmondson building in downtown Tulsa.

PURPOSE: The hospital requires a walk-in refrigerator in the lab to house a variety of lab materials. The Tulsa VAMC requires a contractor to perform the provide and install the lab walk-in refrigerator.

SCOPE: The contractor will provide and install a walk-in refrigerator on the second floor in room 2A308F. The refrigerator will be chilled water cooled and be piped into building chilled water. Installation will include all new associated subsystems associated with the function of the units. The refrigerator must have an insulated and heated floor to prevent condensation from accumulating in the concrete slab. The contractor is responsible to ensure all measurements, power requirements, etc. are compatible with the infrastructure. The contractor is responsible for making sure the installer has any necessary licenses and qualifications to install the specific devices in a healthcare setting.

The following is the site condition for the refrigerator in 2A308F. The following will need to be verified by the contractor prior to design and installation. The site condition may be modified to accommodate the refrigerator. All modifications to the site condition must be coordinated and approved by the COR and chief of engineering. All modifications to the site condition must meet industry standard for the type of product being installed, and final finish must match surrounding finish and meet infection control, safety, engineering and interior designs approval:

1. The refrigerator will be on an upper floor, on a concrete slab.
2. There will be sheetrock on three sides, making a footprint of 9 foot 3 inches by 9 foot 9 inches (this will need to be verified by the contractor).
3. The ceiling grid will be installed in the entire footprint of the refrigerator (the height will need to be verified by the contractor).

The following features are required of the refrigerator:

1. The refrigerator must meet all applicable specifications.
2. The floor must be insulated and heated to prevent condensation buildup on the slab below, and a ramp is required to span the gap between the interior floor
   and exterior floor. The ramp will not have a handrail and will extend into the refrigerator to reduce minimize walkway obstructions outside and maximize usable space inside.
3. Overall size and layout of the walk-in to match existing conditions.
4. The refrigerator must have stainless steel skins on all visible surfaces, with slip resistant texturing on the floor.
5. All gaskets and visible surfaces must be resistant to oil, water and detergents.
6. Door must open with a mechanical mechanism from both sides.
7. Door must have an opening mechanism on the inside, that glows in the dark without power.
8. Refrigerator door must be self-closing.
9. Lights must be LED, mounted to the ceiling and with a low profiled design that maximizes light coverage and air space inside the refrigerator.
10. The cooling system must be chilled water cooled and tied into building chilled water.
11. There must be two cooling systems for redundancy in the event one cooling system is out of service.
12. There must be a control system that automatically compensates for a cooling system failure and switches to redundant cooling equipment and sets of an alarm.
13. The refrigerator and its systems must be healthcare-grade.
14. Refrigerant and refrigeration system must meet or exceed relevant EPA regulations.
15. Refrigerator must have an alarm that sounds when the temperature differs from set temperature by an amount selected in the controls, or when the door is held open longer than an amount selected in the controls.
    1. Target temperature, door open timer and alarm threshold temperatures must be adjustable. This control must be lockable.
16. Refrigerator must have an integrated display on the exterior that gives, at a minimum, the current temperature, and a visual indication of any alarms.
    1. Current temperature
17. The refrigerator controls must be able to be linked into the Building Automation System (BAS) in order to set target and alarm temperatures, see current temperature, and report and log errors and alarms with their time and date.
18. Panels must be sized accordingly be able to be moved through the building to the installation site. It is the contractor’s responsibility to field verify and establish this size.
19. Installation must be completed by factory trained personnel. All work and materials shall fall in full accordance with local and or state ordinances, and with any other prevailing rules and regulations.

Safety: All Contractor personnel working onsite at the Medical Center will be required to be 10-hour OSHA Certified and a supervisor with 30-hour OSHA certification. Contractor must maintain appropriate ventilation in work areas, including negative pressure. Safety enclosures shall be impervious, and consistent with risk level of work project. The contractor is responsible for supplying their own personal protective equipment.

Access: Although the Tulsa VAMC campus is a public facility, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted from the general public. Accessing these areas require advance notice, pre-approval, and scheduling to gain entry. All visits and access requests to the Tulsa VAMC under this scope of work shall be coordinated through the Contracting Officer Representative (COR).

WARRANTY: Contractor shall provide full warranty (parts and labor) for 12 months from dated of acceptance. Extended compressor warranty for minimum 5 years shall also be included.

WORK SCHEDULE

Mobilization will only occur after all plans, submittals, and equipment are approved by the COR and or facility engineer.

The facility is not planned to be operational during installation. Work should be scheduled between 8:00 A.M. and 4:30 P.M.  Alternate work times may be arranged with COR.

Work shall commence upon receipt of a Notice to Proceed from the government and shall be completed within 90 calendar days after receipt of Notice to Proceed.

WORK LOCATION AND RESTRICTIONS

The work site location is the 440 S Houston Ave, Tulsa, OK 74127 on the lower level and the 2nd floor.

All work shall be done between the hours of 8:00 am and 4:30 pm, excluding federal holidays, unless other times are arranged in advance and approved in writing by the COR. When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR at no additional cost to the government.

The following legal holidays are observed by this Government Agency:

New Year's Day                                January 1st

Martin Luther King's Birthday            Third Monday in January

Presidents Day                                  Third Monday in February

Memorial Day                                    Last Monday in May

Juneteenth Day                            June 19th

Independence Day                            July 4th

Labor Day                                          First Monday in September

Columbus Day                                   Second Monday in October

Veterans Day                                     November 11th

Thanksgiving Day                              4th Thursday in November

Christmas Day                                   December 25th

and any day declared by the federal government as a holiday.

PARKING

The Contractor will be allowed only 1 vehicle on the work site during installation. Contractor parking is only allowed in authorized areas. Contractor shall abide by all Police requirements. Parking for unloading equipment necessary to perform the work will be authorized in advance of starting the project. The contractor is responsible for any offsite parking needs and the shuttling of their employees and equipment to and from the site.

STORAGE OF EQUIPMENT & MATERIALS

The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be provided to the contractor for their storage needs.

Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials and removal of waste to limit the amount of storage space and time on site.

DEBRIS REMOVAL

Contractor shall remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled, and weight tickets provided to the COR.

SITE UTILITIES

The Contractor shall note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR/Facility Engineer prior to commencing such work. The contractor shall field verify all existing utility installations and take appropriate action prior to working around any potential utility installation.

In the event a shutdown, restriction, or interruption of any utility services is required, a written request shall be submitted to the COR with a minimum of 72 hours’ notice. Requests shall be approved by the COR prior to commencing work.

PROJECT SAFETY

Contractor shall always comply with the following and keep a copy of the attached-on site:

OSHA

Interim Life Safety Measure Assessment (completed on site by phase)

Infection Control Risk Assessment (completed on site by phase)

Hot work Permits required as needed

Confined Space Permits required as needed

INTERIM LIFE SAFETY PROTECTION MEASURES

Contractor is not required to prepare a formal interim life safety measures plan for this project. At a minimum, contractor shall comply with the following requirements of an interim life safety measures and fire protection plan: Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations.

PREVENTION OF FALSE FIRE ALARMS

Contractor shall comply with the requirements of Tulsa VAMC and as directed by the COR to prevent false fire alarms.

MATERIAL & WORKMANSHIP QUALITY

All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

SECURITY

All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

Health screenings and face coverings may be required by all contract staff while on site.

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