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THIS IS NOT A SOLICITATION. This is a Sources Sought (SS) notice issued in accordance with FAR 15.201(e) to conduct market research. This SS is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) or a promise to issue a RFQ in the future. These sources sought does not commit the Government to contract for any supply or service whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking quotes and will not accept unsolicited quotes. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this SS; all costs associated with responding to this SS will be solely at the interested vendor's expense. Not responding to this SS does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this SS is strictly voluntary. All submissions become Government property and will not be returned. This announcement is based upon the best information available and is subject to future modification.

UPS Battery Replacement & Disposal
VAMC Marion, IL 62959

GENERAL: This is a non-personnel services contract to provide material and services, Replacing the batteries in the Building 37 UPS systems. 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.
1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the battery replacement, as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.
1.2 Background: Building 37 UPS system batteries are beyond their lifecycle, and some are starting to fail. These UPS systems provide backup power for the computer room and all facility servers contained within. To avoid complete failure and loss of facility computer network functions in a utility s outage, all batteries in the extended battery cabinet require replacement.
1.3 Objectives: Replace all batteries in the extended battery cabinet, test and provide report of system capacity and integrity.

1.4 Scope: Vendor to provide following items and services:
A. Provide and install a complete set of batteries consisting of:
(72) Eaton CSB 9355 External VRLA UPS batteries.
B. Test system capacity and integrity.
C. Provide written report of testing.
D. Remove and dispose of all batteries taken from system.

1.5 General Information

1.5.1 Quality Assurance: The Government shall evaluate the Contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.2 Hours of Operation: The Contractor is responsible for providing material services, providing batteries and installation to be accomplished during normal business hours, between the hours of 7:00 am and 16:30 pm, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.3 Place of Performance: The work to be performed under this contract will be performed at VAMC Marion, IL 62959, within the confines of building 37 UPS room.

1.5.4 Security Requirements: Contractor personnel performing work under this contract will be escorted by facility personnel while on the premises.

1.5.4.1 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.5. Special Qualifications: All work should be a qualified/certified to perform required work on Eaton UPS systems.

1.5.6 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.7 Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between, 8:00am and 4:30 pm, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.5.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.5.9 Organizational Conflict of Interest: Contractor and sub-Contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

Please submit your response via email to: Lisa Fischer @ Lisa.Fischer1@va.gov. Responses are Due 05/12/2023 by 15:00pm CST.

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