This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this is to gain knowledge of potential qualified sources and their size relative to NAICS 712130, Standard Size $27.5M. Responses will be used by the Government to make appropriate acquisition decisions. Responses are not considered responses to any potential solicitation announcement. Scope of Work The Central Arkansas Veterans Healthcare System (CAVHS) is in need of a monthly contract for preventative maintenance and emergency services for one (1) 75 gallon fresh water aquarium, one (1) 54 gallon, and two (2) 65 gallon fresh water aquariums, at the Community Living Center (CLC), Eugene J. Towbin VA Hospital, North Little Rock, Arkansas. The vendor must also provide a service and maintenance agreement which will include making adjustments, repairs, and replacing any malfunctioning equipment. The agreement will also include answering to service calls, and providing startup and training for the VA staff. Response to this notice should include a capability statement, and three (3) customer references to which you have provided similar services. All interested firms shall provide the following information: company name, address, point of contact, phone number, email address, capability statement, and business size pursuant to the NAICS Code 712130, Standard Size $27.5M. Responses to this notice shall be e-mailed to
[email protected]. Telephone responses will not be accepted. Responses must be received in writing no later than Wednesday, December 14, 2016 at 12pm CST. 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 bidders list or to receive a copy of the solicitation. STATEMENT OF WORK Aquarium Maintenance INTRODUCTION: The Central Arkansas Veterans Healthcare System (CAVHS) is in need of a monthly contract to maintain aquariums at the Community Living Center (CLC), Eugene J. Towbin VA Hospital, North Little Rock, Arkansas. These aquariums are an initiative under Cultural Transformation to increase pets and provide residents the peace and tranquility in observing them. However, they must be properly maintained with a provision for on call emergency service to correct problems that may occur with feeding, water condition, and/or general maintenance of the tanks or materials in and around the tank locations. SCOPE OF WORK: Contractor shall provide monthly maintenance services for two (2) 65 gallon fresh water aquariums, one (1) 75 gallon fresh water aquarium, and one (1) 54 gallon fresh water aquarium that includes water purification, appropriate chemicals to balance water conditions, cleaning materials, and replacement of pumps, filters, stones, and other items in and around the tanks. AQUARIUM LOCATION AQUARIUM TYPE Bldg. 170, Unit 3C 65 gallon Bldg. 170, Unit 1B 65 gallon Bldg. 170, Unit 1D 75 gallon Bldg. 170, Unit 1E 54 gallon Period of Performance (POP): Base Year: 01/01/2017 12/31/2017 Option Year 1: 01/01/2018 12/31/2018 Option Year 2: 01/01/2019 - 12/31/2019 Option Year 3: 01/01/2020 - 12/31/2020 Option Year 4: 01/01/2021 12/31/2021 Contract Type: Firm-Fixed Price TASKS: Monthly Maintenance. Each aquarium will be thoroughly cleaned, water tested, chemically balanced, and sanitized in accordance with standards expected in a medical facility. Contractors shall, upon receipt of the request for information, provide the VA with specific tasks that will be covered in a monthly maintenance fee per aquarium. This list shall include, but is not limited to: Providing fish food and ensuring an adequate stock of fish food is always on hand. Fish replacement, if necessary. Filter and pump replacement. Replacement of plastic plants and decorations in the tanks as they become old and unsightly. This determination is made by the Associate Nurse Executive or designee. Repair and replacement of broken heaters. General cleaning of the aquariums to remove algae build-up and keep the aquarium in a generally attractive state for residents to observe marine wildlife. General maintenance of the aquarium. Emergency Service. Upon notification by CLC management, the contractor shall respond to emergency calls within one hour of notification unless management is assured that further damage to the aquarium or loss of fish will not result in a further delay in responding. Contractor shall take all remedies to repair or resolve emergency calls in the most cost effective manner. Rental and Replacement Parts. Contractors shall provide a list of anticipated repair and replacement parts during a five year period (base year plus options for four additional years) with the recommended frequency, and cost of rental as well as replacement costs. Except for dire emergencies, costs other than the agreed upon maintenance fee shall be approved and modified within the task order prior to delivery. QUALIFICATIONS: The Contractor shall have the expert qualifications to perform the following functions: Full initial set-up of freshwater aquarium, with variety of marine fishes, coral, decorations, and invertebrates, emphasizing color, variety, movement, and other factors that will provide residents with maximum stimulation, pleasure, and topics for discussion. For new freshwater aquarium, and for three existing fresh water aquariums: Provision of sufficient food, contained in automatic feeding devices to maintain optimum health of livestock. Quantity of food must increase in relation to increased quantity of livestock from coupling, before excess fish are harvested Regular replacement of initial livestock color and variety, despite couplings producing offspring with duller appearance Periodic removal of babies produced by couplings, but maintaining full number and variety of startup conditions; babies produced by couplings will NOT be sold by vendor, nor used in any manner for vendor profit, such as being provided to other creditors who purchase service from the vendor. Planned monthly aquarium maintenance Emergency maintenance within 24 hours when warranted and notified by VA staff Overall health inspection of all fish and inhabitants Regular partial water changes including gravel vacuuming Water quality testing, including chemicals to make adjustments Filters and filter system maintenance as required Algae and debris removal, inside and outside Artistic redecoration of the aquariums on each visit Provision of all equipment needed, thru sale or rental, whichever is most cost-effective to the VA. Relocation of tanks, as needed, if construction or preferred location changes ACCESS TO CAVHS Fingerprints and Badging: Contractors shall be required to complete an OF306 and submit fingerprints that will be sent to federal authorities for background screening. Contractors will receive a non-PIV Identification badge for physical access only upon return of favorable fingerprint adjudication. Contractor shall coordinate fingerprinting with the COR. Parking: Contractors are not normally authorized parking on site. However, with cleaning and maintenance performed during non-clinical hours, contractors can expect access to the CLC parking area for a limited time. At no time (with the exception of emergency service) shall contractors park on site in VA-reserved or patient parking areas during normal business or clinical hours. MISCELLANEOUS INFORMATION: Contractor must hold liability insurance and worker compensation prior to the start of performance on this contract. Contractor shall provide proof of insurance prior to final award by the contracting officer/purchasing agent. EVALUATION CRITERIA: Staff and residents will give input to the following criteria: Is there an attractive variety and color of fish at all times? Does the tank always appear clean, aesthetically pleasing, with attractive decorations, and lively movement of occupants? Are decorations changed periodically, to produce new, stimulating environments for residents to enjoy? Do equipment systems function properly at all times, such as filters, etc.? Is there a pleasing number of fish in the tanks at all times, not too crowded, but enough to make the tank-size appear fully occupied? Is the vendor staff accessible and responsive to the VA contact person(s), and are they courteous and reliable? Do they keep the VA contact person(s) informed of next service visit, any problems noted during maintenance, etc.? Do they come as scheduled? Can they be reached easily, and do they respond promptly to e-mails or voice mails? When maintenance issues occurs, does the vendor offer and explain a range of existing options and prices to VA, so that VA can make informed choices and decisions? This is a request for quotes for a firm-fixed contract in accordance FAR 6.102, for a base year with the option to exercise an additional four years (FAR 17.206 and 17.207). It is restricted to small businesses (FAR 6.203). In an effort to achieve socioeconomic small business goals, depending on the evaluation factors included in the solicitation, VA shall evaluate offerors based on their Service-Disabled Veteran-Owned (SDVOSB) or Veteran-Owned Small Business (VOSB) status and their proposed use of eligible Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Businesses (VOSB) as subcontractors (852.215-70). This solicitation is for service to our aquariums as outlined in the attached Statement of Work.