SOLICITATION NOTICE
J -- POOL MAINTENANCE SERVICE
- Notice Date
- 6/11/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561790
— Other Services to Buildings and Dwellings
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA24114Q0529
- Response Due
- 7/11/2014
- Archive Date
- 10/9/2014
- Point of Contact
- James Cimini
- Small Business Set-Aside
- Total Small Business
- Description
- Solicitation Number: VA-241-14-Q-0529 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA-241-14-Q-0529 and is issued as a Request For Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-74, May 30, 2014. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at https://www.acquisition.gov/far/ (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as a small business set aside. The North American Industry Classification System (NAICS) code is 561790, and the size standard is 7.0 million dollars. (v) This requirement consists of one (1) line item: 1.Vendor to provide all labor, maintenance, material, equipment, supplies, transportation and supervision to complete bi-monthly pool maintenance service on the therapeutic pool at the West Roxbury VAMC. (vi) The following Performance Work Statement is a detailed description of the requirements for this solicitation: ATTACHMENT A EQUIPMENT COVERED BY THIS CONTRACT VA ID#MANUFACTURERITEM NAMEMODEL #SERIAL#SCHEDULELOCATION Pump 1Marathon electricPump 1Cat no M3216VA213TTDV7047AA7HPWR-B2-AB-10 Pump 2Marathon electricPump 2Cat no M3216VA213TTDV7047AA7HPWR-B2-AB-10 Feed PumpSta-RiteFeed PumpCVHF0910C48M2A22IGO3R1-1/2 HPWR-B2-AB-10 Chlorinator tankAccu-Tab System Chlorinator Tank30703070-0306WR-B2-AB-10 STATEMENT OF WORK I. EQUIPMENT See Attachment A. II. SCOPE OF WORK The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing basic preventive maintenance on the West Roxbury, Therapeutic Pool chemical treatment and equipment as listed in Attachment A and located at the Department of Veterans Affairs Medical Center, 1400 VFW Parkway, West Roxbury, MA 02132 in accordance with all terms and conditions of this contract. III. DEFINITIONS/ACRONYMS A. Contract Discrepancy Report (CDR) : A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future. B. Contracting Officer (CO) :The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract. C.Contracting Officer's Representative (COR) : A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor. D.Preventive Maintenance (PM) : Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer's specifications. E. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight ) to repair a system according to manufactures' specifications and requirements. F. Time: When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays. G.Rework. Any work the Contractor is required to accomplish due to unsatisfactory performance or nonperformance in accordance with the stated quality and level of effort specified in the contract. Rework is performed at no additional cost to the Government. H. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract. I. Acronyms. Commonly used acronyms are listed below FSE:Field Service Engineer AQL: Acceptable Quality Level IAW:In Accordance With QA: Quality Assurance QC:Quality Control WS:Performance Work Statement VA:VA Medical Center CO:Contracting Officer COTR:Contracting Officer's Technical Representative FES:Facilities and Engineering Service PREVENTIVE MAINTENANCE REQUIREMENTS A.Within 14 calendar days of Notice to Proceed, the vendor will submit to the COR a written schedule of the planned PM visits for the coming year along with a written description of the work to be performed during each visit. Refer to paragraph IV.B. below for schedule and inspection requirements. The following is the scope of services to be performed on Covered Equipment. Detailed descriptions of these services are provided in Attachment C, Equipment Maintenance Procedures. Items marked with an "X" are included in this contract. Services IncludedLabor and Materials for Covered Equipment xScheduled Maintenance Labor xScheduled Maintenance Parts and Materials Not coveredRepair Labor: Repairs will be performed on covered equipment during regular business hours - Select Agreement Not coveredRepair Parts and Materials - Select Agreement Not coveredOvertime Repair Labor for Emergency Failures (outside Trane regular business hours) Equipment Maintenance Procedures: FILTER ROOM INSPECTION REPORT "Report in with the COR and sign log with name, date and time. "Record and report abnormal conditions, measurements taken, etc. "Review customer logs with the customer for operational problems and trends. General Assembly "Inspect for leaks and report leak check results to the customer. "Repair minor leaks as required (e.g. valve packing, flare nuts). "Calculate refrigerant loss rate and report to COR. "Replace the filter / drier on the motor cooling line, in accordance with mfg specifications. "Test the security of mounting points; tighten all major points. "CHECK FILTER-BACK WASH CYCLING, FLOW RATES AND Biofilm inspection. "Pumps- check flow rates, cavitation, check seals, check vacuum or pressure and strainers. "Controllers- Inspect and check calibration, probes (clean if needed), sample stream inspection. "Sanitizer/Oxidizer Delivery System- check chlorinators, UV, ozinators, and MIOX. Check system and indicate if there is adequate flow, bulb intensity, clear tubing, clear any clogs, inspect check valves, solenoids, etc. "PH Adjustment systems- check CO2, acid feeders, etc.. "Heaters-inspect for efficient operation and fine tune. "Auto Water Level Controllers-inspect and adjust. "Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected Chemical Testing "Check and record PH, sanitizer/oxidizer levels (ORP, PPM), Alkalinity, Calcium Hardness, Total Dissolved Solids, Phosphates, nitrates, metals and saturation index. "Review operating procedures with operating personnel. "Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. "Check contactor(s) for free and smooth operation. "Meg the motor and record reading. "Check disconnect terminal block for wear, tightness and signs of overheating and discoloration. "Check the condition and operation of the basin heater contactor(s). a.Each inspection will be provided in accordance with the system/equipment manufacturers factory recommended procedures. Each inspection shall, at a minimum, include the following as specified for the equipment make, type, and time of seasonal operation. Any additional parts not identified in this document will not be covered by this contract. The vendor will obtain prior approval from the COTR prior to performing any additional repair work and the additional work will be billed separately. b.For each PM inspection, the contractor will provide a detailed written report to the COTR that summarizes work performed, problems/deficiencies found, and measurements taken. This report will be submitted at the completion of the inspection. c.All work will be performed between the hours of 7:30 a.m. and 4:00 p.m. on the prearranged dates. EMERGENCY SERVICE Emergency repair service is not covered by the contract. However, the contractor will provide a preferred customer response to emergency repair calls that includes labor and parts costs to be billed separately. CONTRACTOR PERSONNEL A. Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on VA equipment. B. Conduct of Personnel. The Contractor shall ensure that his personnel present a professional appearance at all times and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language. C. Identification of Employees. : The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor's employees shall conspicuously display on their person a badge provided by the VA West Roxbury Police Office. HOURS OF OPERATION A. Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections. B. Federal Holidays. Federal Holidays observed by the VA are: New Years Day; Martin Luther King Day; President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas. CONTRACTOR QUALITY CONTROL The Contractor shall establish and maintain a Quality Control Program that ensures that all requirements of the contract are provided as specified. INSPECTION AND ACCEPTANCE A. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government. B. Unsatisfactory service will be reported in writing by the VA CO to the Contractor. C. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications. REMOVAL AND/OR DISPOSAL A. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COR. B. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an account record of inventory upon completion of the maintenance contract. C. Inventories shall not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor's invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration. FIRE PREVENTION AND PROTECTION The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work, take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations. ENERGY CONSERVATION The Contractor is required to comply with all energy conservation regulations and instructions that are applicable to Government-owned facilities including but not limited to thermostat settings. CLEANING UP The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed. HAZARDOUS CONDITIONS During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COR. CLEANLINESS The area immediately around the equipment provided for the Contractor's use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate, but shall be removed by the Contractor's employees. SERVICE MANUALS The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. XVII. INSURANCE A. Worker compensation and employer's liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker's Compensation and occupational disease statutes. B. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000. D. Contractor shall provide proof of liability insurance within five (5) days after contract award. VENDOR REQUIREMENTS 1.The contractor must employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for maintenance and repair of the Trane and McQuay equipment covered by this contract. 2.The contractor must have at least 3 year's experience satisfactorily performing such maintenance on comparable units, equipment, or systems. 3.The contractor must have access to OEM (original equipment manufacturer)-manufactured parts and materials required for performance of this work. 4.The contractor must have sufficient supplies, tools, and equipment to perform all requirements of this contract. (vii) Delivery FOB Destination to West Roxbury VA Medical Center, 1400 VFW PKWY, West Roxbury, MA 02132. (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i)Technical capability of the item offered to meet the Government requirement (ii)Price (iii)Past Performance (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE SUBMITTED QUOTE, unless offeror has a current ORCA certification. A copy of the provision may be attained from http://www.arnet.gov/far; (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.246-70 Guarantee, VAAR 852.273-76 Electronic Invoice Submission, and VAAR 852.246-71 Inspection. (xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.203-6, 52.204-10, 52.204-14, 52.219-6, 52.222-3, 52.222-19, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-41, 52.222-42, 52.223-15. (xiii) n/a (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) n/a (xvi) RESPONSES ARE DUE Wednesday, July 09, 2014 by 7:00 a.m. eastern standard time (est). Only electronic offers will be accepted; submit quotation to - James.Cimini@va.gov (xvii) Contact information Contracting Office Address: Department of Veterans Affairs VA Boston Healthcare System 940 Belmont Street Brockton, Ma 02301 Place of Performance: West Roxbury VAMC 1400 VFW PKWY West Roxbury, MA 02132 Primary Point of Contact.: James Cimini Contracting Officer, Heather.simpson3@va.gov Phone: 774-826-3196 Secondary Point of Contact: n/a
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