SAM #36C24126Q0541

VA Connecticut seeks grounds maintenance and snow/ice removal at West Haven VA Medical Center

The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), is seeking qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) to provide comprehensive grounds maintenance and snow/ice removal services at the West Haven VA Medical Center in Connecticut. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 1 (NCO 1), Contracting Officer (90C) - Services Requested: - Annual grounds maintenance for approximately 30 acres, including mowing, edging, trimming, irrigation system maintenance, fall leaf removal, and repair of damaged areas - Comprehensive snow and ice removal from all campus roads, parking lots, sidewalks, steps, ramps, building entrances, and handicap access points - Includes pretreatment, continuous removal during events, application of ice melt, and snow piling in designated areas - Bi-annual storm drain cleaning and maintenance, including debris removal, hydro jetting, inspection, and compliant disposal of waste materials - Emergency response for snow and ice events, with a required 1-2 hour response time - Notable Requirements: - Contractor must provide all snow/ice melt materials and equipment - Mandatory pre-bid site visit - Field service representative must be located within 200 miles and able to respond within 2 hours - Strict compliance with VA safety, security, and reporting protocols - 24/7 availability for snow/ice events - No specific OEMs or product part numbers are named; the focus is on service capability - Place of Performance: West Haven VA Medical Center, 950 Campbell Avenue, West Haven, CT 06516 - Contract Structure: Base year plus four annual option years

Description

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561730, 9999) with a size standard $9.5 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Ground Maintenance at the West Haven VAMC per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer's review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10 am EST, June 8, 2026. All responses under this Sources Sought Notice must be emailed to sheena.carlyle@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. SAM Registration: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1: Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: ____________________________________________________ Address: ________________________________________________________________ Phone Number: __________________________________________________________ Point of Contact: _________________________________________________________ E-mail Address: __________________________________________________________ Unique Entity Identifier (UEI) #:_____________________________________________ CAGE Code: ____________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): _____________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Attachment 2: Statement of Work WEST HAVEN GROUNDS MAINTENANCE VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN 950 Campbell Avenue West Haven, CT 06516 BACKGROUND VA Connecticut Healthcare System requires annual services for grounds maintenance, snow and ice removal, hauling, and treatment services at the West Haven VA Medical Center. JUSTIFICATION Services are required to support active Medical Center access and operations 24-hour access 7 days a week for veterans and staff. PLACE OF PERFORMANCE The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue; West Haven, CT 06516 PERIOD OF PERFORMANCE Base contract period shall be 05/01/2026 - 04/30/2027. The contract will also contain provision for four (4) annual option years: Option Year 1: 05/01/2027 - 04/30/2028 Option Year 2: 05/01/2028 - 04/30/2029 Option Year 3: 05/01/2029 - 04/30/2030 Option Year 4: 05/01/2030 - 04/30/2031 QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of, and a minimum response time of 2 hours to, the West Haven Campus of the VA Connecticut Healthcare System and have proper equipment, materials, and support to provide services. Bidders shall provide upon request, documentation of certification/training on the specific equipment under the terms of this contract. The Contracting Officer (CO) and/or Contracting Officer's Representative (COR) specifically reserve the right to reject any of the Service Provider's personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Mandatory Pre-Bid Site Visit Interested bidders shall participate in a mandatory pre-bid site visit and walk through at the VA Medical Center West Haven located at 950 Campbell Avenue; West Haven, CT 06516 TBD. Bidders shall meet at Building 15 in the Facilities Management Service conference room to complete a sign-in sheet that will be submitted to the VA Contracting Officer. A temporary badge will be required upon arrival to Building 15. A valid Driver's License (any state) is required to obtain a temporary badge. VA Connecticut Healthcare System Facilities Management Maintenance Staff will escort an on-campus walk through of all parking lot areas, drives, bays, salt shed storage, snow piling location(s) and any adjacent and/or ancillary spaces. Specific questions shall be directed to the VA Contracting Officer for a response. Description of Services Perform Snow/Ice Removal Snow Removal. The Contractor will remove snow from all sidewalks, steps, stairs, stair and ramp Landings, entrance ramps as shown in Appendix A, Snow Removal Map and as indicated within the contract. The contractor will remove snow from all roadways, roads, parking lots, parking garages/structures, etc as shown in Appendix D and as indicated within the contract. The Contractor shall clear the roads, roadways, parking lots, parking garages/structures, sidewalks, steps, stairs, stair and ramp landings and entrance ramps to their full widths of any/all snow accumulation, piles, or drifts. The Contractor will remove snow and ice from around fire hydrants and Post Indicator Valve (PIV) pipes as indicated on (Appendix B) and ensure PIVs are accessible from the nearest sidewalk or roadway. The Contractor will not use paved areas such as roads and parking lots shown in (Appendix D) for the piling and storage of removed snow. The facility has minimum snow dump area(s) available. The service provider shall pile and stack snow in a safe and efficient manner. Piles shall be stacked to maintain safety and maximum usable parking area. All snow removal zones (Appendix A, Appendix B, & Appendix D) covered by this contract are considered as high priority and are expected to be worked on simultaneously. Snow will begin to be removed when accumulation onsite meets one (1) inch and/or within one (1) hour after the snow stops, whichever event occurs first. Snow removal is expected to occur continuously after beginning until such time as accumulating snowfall/precipitation has ended and all surfaces under this contract have had all accumulated snow removed (note both events must occur). This may require multiple snow/ice removal efforts in succession. This contract is considered to be all-inclusive of snow removal efforts required to meet the contract requirements, and no additional charges will be provided. When snowfall/precipitation is forecasted to occur in any quantity/amount, contractor shall pretreat all snow removal zones (roads, roadways, parking lots, parking garages/structures, sidewalks, steps, stairs, stair and ramp landings, and entrances) with appropriate product as specified/approved herein for use with each particular surface. Pretreatment shall occur at least 2hrs prior to every forecasted snowfall/precipitation event and shall continue until all surfaces have been visibly pretreated. The Contractor will remove snow from all handicap access points throughout the campus (i.e. near building entrances). These areas must always remain clear of snow and ice. The Contractor will provide roads and parking lot snow removal on the VA West Haven campus, including: Snow Removal Roadways and Drives [Refer to the West Haven Campus Map and Parking Lot Inventory] Clear and remove snow at all roadways on the VA West Haven campus, including Campbell Avenue Entrance, Spring Street Entrance, Lawson Road, Service Road and to include area at Building 1 Loading Dock, Building 2 Loading Dock, Building 2 Main Entrance, Building 5 Main Entrance, Ambulance Bay, Ring Road, and area serving Building 19, Building 16, and Veterans Drive. Parking Lots [Refer to the West Haven Campus Map and Parking Lot Inventory] Clear and remove all snow at all parking lots on the VA West Haven campus, including Parking Lot 1, Parking Lot 2, Emergency Room, Parking Lot 4, Parking Lot 5, Parking Lot 6, Parking Lot 7, Parking Lot 8, Parking Lot 10, Parking Lot 14, Parking Lot 15, Parking Lot 16, Fisher House, Parking Lot 18, and Parking Lot 24. Shoveling Clear and remove all snow at all sidewalks, building entrances on the VA West Haven campus, including Ambulance Bay at Building 2, Building 2 Main Entrance, Parking Lot 18, Spring Street, Building 19, Building 21, Building 24, Building 22, Building 5, building 27/34, Building 15, Building 15A, Building 16, Courtyard, Building 35, Building 35A, Building 36, Building 36A, Building 8, Building 8.5, Building 9, Building 39, Building 1 Morgue Loading Dock, Overlook Walkway near Building 1, Building 1 Warehouse Loading Dock, Building 1 PET CT, Steps from Overlook to Fisher House, building 11, Building 11A, Building 12, Building 12A, Building 14A, and Fisher House. West Haven VA Medical Center Parking Lot Inventory Parking LotCampus MapRegular SpacesAccessible Spaces Parking Lot 1P1100 Parking Lot 2P2190 Emergency RoomEmergency Care00 Parking Lot 4P4 & Parking Garage08 on street Parking Lot 5P5030 Parking Lot 6P61310 Parking Lot 7P71072 Parking Lot 8P8600 Parking Lot 10P9, P10, P11, P129068 Parking Lot 14P14190 Parking Lot 15P15380 Parking Lot 16P16120 Fisher HouseP17; Gate Operated Parking Lot 18P1816411 Parking Lot 24Building 2490 Total1378129 West Haven VA Medical Center Sidewalk/Walkway and Building Entrance Inventory DescriptionCampus Map/Building NumbersArea (SF) Sidewalk at Glade Street Parking to Spring StreetParking Lot 181053 Emergency Room Emergency Care/Ambulance Bay295 Parking Lot 4 (New Parking Garage Open January 2025)Parking Lot 4 (Parking Garage Not In Contract)600 Building 2 Main Entrance and Sidewalk to Glade Street and Spring StreetParking Lot 4, Parking Lot 5, Building 2, Parking Lot 31195 Sidewalk/Walkways from Ambulance bay to Building 2 Primary Care Entry along Spring StreetBuilding 2, Parking Lot 2961 Courtyard251400 Sidewalk over OverlookParking Lot 13218 Stairs from overlook to Fisher House, and Sidewalks/Walkways at Lower Buildings along Campbell AvenueBuilding 11, Building 12, Building 11A, Building 12A, Building 14A, Fisher House1624 Sidewalk along Warehouse Entry to P7Parking Lot 7, Building 391451 Sidewalk/Walkways near Out Buildings 8, 8.5 and 9Parking Lot 7, Building 8, Building 8.5, Building 9674 Sidewalk/Walkways near Building 5, Building 27/34, and Building 21Building 5, Building 34, Building 27, Building 21480 Walkway/Building Entrance B24Building 2453 Sidewalk/Walkways and Building Entrance B22Building 2241 Sidewalk/Walkways and Entrances to Building 15A and Building 19Building 15A, Building 19466 Sidewalk/Walkways from Building 15 to Building 36Building 15, Building 35A, Building 35, Building 361451 Sidewalk/Walkways at P8 and P9Parking Lot P8 and Parking Lot P9674 Total12,636 SF Snow Piling and Removal Snow will be piled in such a manner as to maintain as many parking spaces as possible. At the end of each snowstorm, the contractor will be responsible for clearing 100% of site parking spaces per Appendix D. Snow can be moved to a limited number of on-site storage areas as directed by the COR or designee. Drive lanes will need to be plowed regardless of parking lot occupancy levels. Ice melt application is part of all snow events. Ice melt application shall be applied at a minimum with each snow/ice melt removal as defined above. Ice and snow melt materials are to be provided by the contractor as part of this contract. Ice and Snow Removal Operations 1.2 Ice Removal The Contractor shall immediately treat and remove ice to provide secure footing on all sidewalks, steps, stairs, stair and ramp landings and entrance ramps (Appendix A) and at the covered in this contract. The contractor will use an approved environmentally friendly ice melt product of Calcium Magnesium Acetate (CMA) such as Inferno or equal. The contractor may not use sand in lieu of approved snow melt. The Contractor will use a salt to treat roads and parking lots or other approved ice control products approved by the COR. A bulk salt storage area will be provided on site for contractor use. Ice will begin to be removed when any accumulation occurs onsite and/or within one (1) hour after the ice stops, whichever event occurs first. Ice removal is expected to occur continuously after beginning until such time as accumulating ice/freezing precipitation has ended and all surfaces under this contract have had all accumulated ice removed (note both events must occur). This may require multiple ice removal efforts in succession. This contract is considered to be all-inclusive of ice removal efforts required to meet the contract requirements, and no additional charges will be provided. When ice/freezing precipitation is forecasted to occur in any quantity/amount, contractor shall pretreat all snow removal zones (roads, roadways, parking lots, parking garages/structures, sidewalks, steps, stairs, stair and ramp landings, and entrances) with appropriate product as specified/approved herein for use with each particular surface. Pretreatment shall occur at least 2hrs prior to every forecasted ice/freezing precipitation event and shall continue until all surfaces have been visibly pretreated. 1.3 Personnel Management Contractor shall provide supervision as needed for full and proper utilization of contractor staff and coordination with the VA COR or Facilities Management Service designee. Contractor is responsible to ensure time billed to the Government adequately and properly accounts for work effort required for each snow/ice event. Provide standard log forms for review and approval by COR prior to the beginning of each option year. Submit daily activity logs and reports documenting each day's activities on campus. 1.4 Service Delivery Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. 1.5 Response Time & Hours of Operation The contractor will be required to provide 24/7 response to snow/ice events within a one (1) hour time frame and as indicated in sections 1.1 & 1.2 of this contract. 1.6 Parking Garage Snow Removal Prior to each winter snow season, and occurring not later than November 1 of each contract year, the contractor and the COR plus VA representatives shall inspect all levels and surfaces in the garage for visible signs of damage. The contractor shall provide a written report, with photographs, documenting all damage identified by the group, no later than 10 calendar days after completion of the walkthrough for review. The COR will review and concur or return comments based on the report contents. The report shall serve as the basis for assessing damage following snow removal activities throughout the winter. The snow removal at the West Haven VA Garage shall be accomplished by using approved snow removal equipment and tools and by utilizing the snow gate and dumping area on site at the garage. These areas shall be reviewed prior to work being performed with the contractor responsible for snow removal. This shall be for the roof level of the garage where snow can accumulate during a snow event. Prior to the first snowfall of the season, the contractor shall perform the below items to ensure the safety and protection of people and the Garage: Clearly mark any expansion joints that will not be visible to the operator when snow is present to prevent damage during plowing operations. Establish a snow removal logistics plan for plowing and dumping over the side at the snow gate. Foot traffic areas to be first then deck. Ensure that areas where snow will be dumped are roped off and protected from pedestrian traffic. Inspect snow gate for functionality and train operator(s) on use and fall protection that may be required when gate is open. Ensure equipment used to move snow from the bottom of the snow gate to another location on campus is approved for use on sidewalks and landscaping. The following items identify the recommended process for snow removal while using a plow: Plows shall approach seams on the deck at no greater than a 75-degree angle as best as possible and reasonable. To prevent premature joint failure or damage, plow shall be held up roughly 1" from the deck surface while plowing. Piling of snow is not authorized as the Garage was not designed for snow loading. A small pile at the snow gate prior to pushing over is okay, but not for long term. The following equipment can/shall be used for snow removal on the Garage: Snow shovels can always be used. Plow trucks shall not exceed 10,000 pounds fully loaded including any salt/sanding unit. Plow cutting edges or any other snow removal blades that will come into contact with the precast surface shall have a well-maintained rubber tipper blade/edge on them. 1.7 Parking Garage De-Icing Ice will accumulate on the upper deck and lower decks from precipitation or snow/ice melt from vehicles. The use of de-icing chemicals on Precast Concrete shall be monitored closely for proper, compatible chemicals as using the wrong product can and will adversely affect the garage's efficiency and longevity. This will lead to additional maintenance costs down the road. Prior to the first freeze of the season, the Contractor performing the work will provide the following: Submit the product they intend to use with at least one (1) alternate material in the event there is a shortage on the primary material. Walk the garage with the maintenance team to ensure no drains are plugged or causing any ponding on the deck. Walk the garage to review any potential areas where constant attention may be required. Chemical deicer's come in many types, but only a select few are safe for use on precast concrete surfaces. Below are the only products authorized for use: Calcium Magnesium Acetate (CMA) works like rock salt, but does melt snow and ice slower, but it has no adverse effect on the concrete. Urea Based deicer's may also be used but require a heavier application than the CMA. Equipment for de-icing must meet the same requirement for snow removal. Any truck-based spreader shall not exceed 10,000 pounds between truck and spreader. Hand spreaders, walk behind, etc. are okay to be used and are recommended. 1.8 Salt and De-Icing Products All products used for snow removal and de-icing, including salt and other products, must be approved by the COR prior to use. Products must be in accordance with the contract requirements. Contractor is responsible for providing all products to meet the terms of this contract for pretreatment, snow removal (melt) and de-icing. The government will not provide snow removal or de-icing products, including salt and other projects. 2. Snow Removal Performance Objectives Performance ObjectivesSOW ParagraphPerformance StandardAcceptable Quality Level Snow Removal1.1Snow is removed per section 1.1. Areas covered are safe for pedestrian and vehicle trafficCustomer complaints do not exceed 2 per snow event. Ice Control/ Removal1.2Ice is treated and removed and is safe for pedestrian and vehicle traffic. Areas have adequate amount of ice melt used for conditions.Customer complaints do not exceed 2 per ice event. Parking Garage Snow Removal1.6Snow is removed per section 1.6. Areas covered are safe for pedestrian and vehicle trafficCustomer complaints do not exceed 2 per snow event. Parking Garage De-Icing1.7Snow is removed per section 1.7. Areas covered are safe for pedestrian and vehicle trafficCustomer complaints do not exceed 2 per snow event. 3. Grounds Maintenance Details about mowing, edging, trimming, irrigation, leaf removal, repair, and other grounds maintenance activities follow, structured similarly with headings, lists, and tables as needed. <!-- Additional content continues with similar HTML structuring for clarity and readability -->

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