This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations.
The Department of Veterans Affairs North Texas Veterans Health Care System/ Sam Rayburn Memorial Veterans Center in Bonham, Texas intends to award a contract for one-time Preventive Maintenance and Minor Repair Work to the Walk-in Freezer System. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.
The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811310 with a size standard of $12.5 million. Responses to this notice will be used by the Government to make appropriate acquisition decisions.
Please provide a capabilities statement along with other detailed company information: Company Name; Your Company s Socioeconomic Status; Unique Entity Identifier (uei); Company POC with Contact Information.
Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.
Please submit responses to Mark Chase at mark.chase1@va.gov NLT 10:00am CDT, August 31, 2026.
Below is a brief description of the Statement of Work in DRAFT format.
STATEMENT OF WORK (SOW)
Bonham Building 2 Repair Bonham Walkin Freezer
Project No. 549A4-SL-2614
General: Minor repair and maintenance of Walkin Freezer located at Sam Rayburn Memorial Veterans Center, 1201 E. Ninth Street, Building 12, Bonham, Texas 75418.
Background: Contractor shall provide all labor, supervision, tools, equipment, transportation, materials, and incidentals necessary to perform preventive maintenance and minor repair work associated with the walk-in freezer system
Description of Work: The vendor shall provide all labor, tools, equipment, parts and materials and incidentals necessary to perform preventive maintenance and minor repair work associated with the walk-in freezer system.
To be included, but not limited to is:
Reseal walk-in freezer panel seams utilizing butyl sealant
Clean all evaporator coils
Clean all condenser coils
Inspect refrigerant equipment and identify any visible deficiencies
Remove and replace two (2) thermostats
Verify proper freezer operation following maintenance activities
Remove all debris generated from contractor operations and leave work area clean upon completion
Hours of Performance: Contractor personnel shall notify the Contracting Officer Representative (COR) when arriving on station, prior to commencing services. Services shall be performed during normal working hours from 8:00 am to 4:30 pm excluding federal holidays unless requested and approved by the COR. Federal holidays include:
Date Holiday
Wednesday January 01 New Year s Day
Monday January 20 Birthday of Martin Luther King, Jr.
Monday February 17Â Washington s Birthday
Monday May 26 Memorial Day
Thursday June 19 Juneteenth National Independence Day
Friday July 04 Independence Day
Monday September 01 Labor Day
Monday October 13 Columbus Day
Tuesday November 11 Veterans Day
Thursday November 27 Thanksgiving Day
Thursday December 25 Christmas Day
Also, included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.
Delivery: The contractor shall complete all deliverables within the agreed upon period of performance beginning at the issuance of the Notice to Proceed. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to notify the CO in writing including a firm commitment of when the work shall be completed. The notice shall cite the reason for delay and the impact on the installation.
Period Of Performance: 90 days after the Notice to Proceed is issued. Contractor will schedule installation and all other work to be done during normal working hours (7:30 a.m. to 4:30 p.m.). Extended work periods or on Holidays may be authorized as needed to complete the task in a timely manner. The contactor must arrange with the Contracting Officer Representative (COR) to schedule work and facility access outside of these parameters.Â
Competency Of Personnel: Personnel shall be authorized by the contractor to perform the services. All work shall be performed by fully qualified and competent personnel. The government reserves the right to request training certificates and credentials from the contractor at any time during this contract through written request by the Contracting Officer (CO).
Check in Requirements: The Field Service Engineer must report to Engineering Service Office Building 9 to obtain a badge and sign in with the Engineering Service before work begins.
Place of performance: VA North Tx Healthcare Systems, Bonham Texas
Information Technology Security Requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required.
Expectation: All projects and project designs shall contain language that addresses all applicable EOSH requirements.
Regulatory Compliance- EOSH requirements for work performed at the above location can be found in:
Volume 29 of the Code of Federal Regulations, Part 1910- Occupational Safety for General industry.
Volume 29 of the Code of Federal Regulations, Part 1926- Occupational Safety for the Construction Industry.
Volume 40 of Code of Federal Regulations, Protecting of the Environment.
Volume 49 of the Code of Federal Regulations, Part 397- Transportation of Hazardous Materials.
Specification: The VA Master Construction Specification contains work procedures and material requirements designed to meet regulatory compliance requirements. Whenever possible, the Master Construction Specification must be used as the basis for the evaluation.
Contractor Personnel:
The Contractor shall be responsible for employing qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.
The Contractor is required that all subcontractor or employees have been screen by the Dallas VAMC Healthcare System. All personnel are required to wear a VA government furnished badge. All contractors and subcontractors are required to wear a government and company furnish badge while performing services under this contract. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.
Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.
The contractor shall ensure that employees or subcontractors have valid driver license when driving a vehicle on property.
Required Pre-Construction Submittals
AHA/APP (14 days prior to mobilization)
ICRA/ PCRA
ILSM Hot Work Permit (as needed)
Confined Space Permit (14 days prior to start of definable feature of work)
Utility Shutdown Request (14 days prior to start of definable feature of work)
LOTO Plan (14 days prior to start of definable feature of work)
OSHA 10/30 Training Records
SDS
Traffic Control Plan
Equipment Inspections
Pre-Construction Safety Meeting
Mandatory meeting covering hazards, access, ICRA, PPE, fire safety, permits, and emergency procedures. Work cannot begin until CSO approval, ICRA/ILSM controls, and Notice to Proceed issued from COR.
Site Preparation Requirements
Barriers, negative air, fire extinguishers, signage, and equipment inspections must be completed before work starts.
Safety Compliance Expectations
Proper PPE, housekeeping, OSHA/NFPA/VA compliance, and incident reporting required.
Safety/Security Requirements:
The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. The Contractor shall ensure that employees or subcontractor have the proper PPE for the job. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.
All work performed under this contract will be in accordance with Safety and Health During Construction Activities Policy 138-80-16. Provide a written certified statement indicating that the construction project meets the life safety code requirements. For those maintenance and repair projects where the life / safety code requirements are not applicable, a written statement shall also be provided accordingly.
Work Attire and Appearance:
Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.
Damages:
The Contractor is liable for all damages to Government equipment, property; utilities, etc., located at the site (e.g. sprinkler heads, ceiling tiles, manholes, fire hydrants, vehicles, windows, etc.) caused by the Contractor, its employees or it subcontractors. The Contractor shall immediately report all damages to the COR and shall provide the Contracting Officer (CO) and COR, a written report, within 24 hrs. The report shall include: What occurred, who was involved, when it occurred (Time/Date), where did it occurred, why it occurred, how it occurred, and the proposed means to repair or replace.
Contractor is to maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.
