Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 23, 2014 FBO #4655
DOCUMENT

J -- Chiller Maintenance at the RHJVAMC - Attachment

Notice Date

8/21/2014
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston SC 29403-5799
 

ZIP Code

29403-5799
 

Solicitation Number

VA24714R0877
 

Response Due

8/27/2014
 

Archive Date

9/26/2014
 

Point of Contact

ronnette.coffman@va.gov
 

E-Mail Address

Ronnette.Coffman@va.gov
(Ronnette.Coffman@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Solicitation Number: VA247-14-R-0877 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services 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 VA247-14-R-0877 and is issued as a Request for Proposal (RFP). (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-52, November 2, 2011. 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 http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as Unrestricted. The North American Industry Classification System (NAICS) code is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, and the size standard is $7.0 million. (v) This requirement consists of the following: BASE YEAR: Item Description Service to provide material and labor and all resources necessary to provide full maintenance on the chillers at the Ralph H Johnson VA Medical Center in Charleston, SC. in accordance with the Statement of Work dated 05/09/2014. Line ItemQty Unit Unit Price Amount 0001 12 MO$_________ $__________ Total this period $__________ OPTION YEAR 1: Item Description Service to provide material and labor and all resources necessary to provide full maintenance on the chillers at the Ralph H Johnson VA Medical Center in Charleston, SC. in accordance with the Statement of Work dated 05/09/2014. Line ItemQty Unit Unit Price Amount 1001 12 MO$_________ $__________ Total this period $__________ OPTION YEAR 2: Item Description Service to provide material and labor and all resources necessary to provide full maintenance on the chillers at the Ralph H Johnson VA Medical Center in Charleston, SC. in accordance with the Statement of Work dated 05/09/2014. Line ItemQty Unit Unit Price Amount 2001 12 MO$_________ $__________ Total this period $__________ OPTION YEAR 3: Item Description Service to provide material and labor and all resources necessary to provide full maintenance on the chillers at the Ralph H Johnson VA Medical Center in Charleston, SC. in accordance with the Statement of Work dated 05/09/2014. Line ItemQty Unit Unit Price Amount 3001 12 MO$_________ $__________ Total this period $__________ OPTION YEAR 4: Item Description Service to provide material and labor and all resources necessary to provide full maintenance on the chillers at the Ralph H Johnson VA Medical Center in Charleston, SC. in accordance with the Statement of Work dated 05/09/2014. Line ItemQty Unit Unit Price Amount 4001 12 MO$_________ $__________ Total this period $__________ Grand Total for all periods $___________ (vi) The following is a detailed description of the requirements for this solicitation: Statement of Work Dated May 9, 2014 A.GENERAL INFORMATION The Government intends to award a Firm Fixed Price contract with one base year and four option years to satisfy this requirement. B. GENERAL REQUIREMENTS The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and minimize downtime of the chillers and related systems and ensure safe and reliable operation. In addition, the Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the system manufacturer. The Contractor shall develop and implement a preventive maintenance (PM) program, performed during normal hospital working hours acceptable to the Contracting Officer Technical Representative (COTR) or designee. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be acceptable to the COR or designee prior to the commencement of the contract period. The Contractor shall provide a reliable and well-trained contractor maintenance technician on-site to provide non-emergent preventive maintenance and emergent services, as needed, during normal working hours, Monday through Friday, 8:00 am to 4:00 pm with the exception of national holidays. In the event that work must be scheduled outside of normal working hours due to equipment limitations, Contractor will work with COR or designee to set a time for work to be accomplished. The Contractor shall maintain a log in a location designated by the RHJVAMC. Log shall be annotated at the conclusion of each maintenance/inspection. The log shall identify each chiller, date and time of inspection maintenance/inspection performed, repairs needed, and overall condition of all chillers at time of maintenance. If repairs require work outside the scope of routine maintenance, the contractor shall notify the COR or designee for direction. Contractor shall not perform chargeable work until authorized by the COR or designee. All scheduled work that requires a chiller to be taken out of service shall be coordinated with the COR or designee and the contractor shall report to the COR or designee the status of equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR or designee by 8:00 a.m. that day, with the exception of work required outside of normal working hours due to equipment limitations. The Contractor shall maintain the machinery spaces, shops and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COR or designee before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR or designee. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code. 1.Scheduled Maintenance: The Contractor shall provide full service to include routine and emergency maintenance and repair to the RHJVAMC installed chiller equipment. This will include all supervision, labor, tools, and parts as necessary to maintain the listed centrifugal, gas fired, screw and/or other types of chillers and associated equipment in operational condition according to the manufacturer's specifications. For FY 2014, the first maintenance period will be scheduled within 30 days of award of contract, and the work completed within ten (10) working days of scheduled start date. After that maintenance period, the Contractor shall perform quarterly maintenance inspections to be performed at three (3) month intervals (October, January, April, and July). These inspections are to be scheduled at least 30 days in advance with the Chiller Plant Supervisor and/or the Maintenance and Operations Supervisor and are to be completed by the tenth (10) working day of each month as specified above. The Contractor must respond to emergency calls within one (1) hour of notification and must report to the RHJVAMC within two (2) hours. PMs will be performed in accordance with manufacturer's instructions and will include, as a minimum, visual inspections, calibration checks, cleaning and lubrication, electrical checks and performance checks. The Contracting Officer's Technical Representative (COR) for RHJVAMC is the Maintenance and Operations (M&O) Supervisor. The Contractor shall reference the Equipment Entry (EE) Number on all documentation. See below for list of chillers and EE numbers. Inspection and Preventative Maintenance will include, as a minimum: a.Quarterly: i.General: a.Check general condition of equipment. b.Record a running log of pertinent system temperatures and pressures. c.Provide a written report of activities completed; indicate detected deficiencies, and repairs/calibrations performed. d.Check all thermometers and gauges on condenser and evaporator, calibrate as necessary. e.Check system and auxiliary water strainers and clean as required. f.Check all sight glasses. g.Record running amps and voltages. h.Record condenser and evaporator pressure drops i.Record water temperatures into and out of condenser and evaporator. j.Record refrigerant temperatures and pressures. k.Record oil temperatures and pressures. l.Record bearing temperatures. ii.Service purge units and check operation a.Remove and clean purge condenser, oil separator, and compressor. b.Add new change of oil to oil separator and compressor. c.Recondition purge float valve and reseat as required. d.Lubricate purge/compressor motor and inspect. e.Set oil heater control. f.Check final purge operation and relief valve setting. g.Check purge unit controls and calibrate. h.Megger check the purge motor. i.Weight and replace purifier charcoal tank as applicable. iii.Control panel test and calibration of controls a.Check and calibrate low temperature control. b.Check and calibrate high pressure control. c.Check and calibrate motor temperature control. d.Check and calibrate oil pressure relief valve setting. e.Check and calibrate load timing relay. f.Check and calibrate PE transducers/transmitters. g.Check and calibrate temperature controls for leaving chilled water. h.Check and calibrate gauges. i.Lubricate vane control shaft. j.Set vane operator. iv.Lubrication systems a.Megger check the oil pump motor b.Replace oil strainer cartridges c.Provide oil sample for spectrographic analysis d.Check operation of cooling system e.Clean oil cooling water strainer f.Inspect oil heaters g.Change oil with approved type when indicated by analysis h.Remove oil sump cover, oil pump and motor assembly, flush oil sump thoroughly clean. v.Control Panel safety controls a.Check and calibrate all safety and interlocking controls b.Set in accordance with (IAW) manufacturer's specifications c.Testing and calibration shall be as required by the manufacturer's guidelines and maintenance manuals. b.Documentation The Contractor shall prepare a full report containing all inspection data to include, but not limited to, oil analysis, pressure and temperature data, materials and parts used, electronic analysis, and deficiencies found and corrective actions taken for each individual machine. Two hard copies of the report, in binder or hard bound, shall be delivered to the Chiller Plant Supervisor and/or M&O Supervisor. The Contractor shall also provide the report in electronic format (such as PDF). Documentation shall contain EE numbers. i.Submittals: a.Within 15 calendar days after award, the contractor shall submit to the CO the following: i.Two (2) bound copies of the preventative maintenance manual. ii.List of chemicals and current MSDS to be used on contract. iii.List of Contractor's contact information, including telephone numbers, to be used by RHJVAMC. c.Response to service calls: i.For repairs and/or service calls, the Contractor must report to: a.Normal working hours - Monday through Friday from 07:00 to 17:00 excluding holidays - M&O Supervisor located in Room G109, extension 7386. Contractor will sign in and obtain an identification (ID) badge which must be work at all times while Contractor is on station. Upon completion of work on station, a service report must be submitted to and the ID badge must be returned to the M&O Supervisor. b.Other than normal working hours - Contractor will report to the Boiler Plant Operator in Room C109, who will contact the VA Police. The VA Police will sign the Contractor in and provide an ID badge, which must be work while on station. Upon completion of work, Contractor will return ID badge to VA Police and sign out. Contractor will submit a complete service report within five (5) working days. d.Hours of Work - This is a full service contract to include all necessary repairs and/or service calls seven (7) days/week, 24 hours/day, including all holidays. e.Failure to Respond - For failure to respond to a repair and/or service call within one (1) hour, or failure to be on station within two (2) hours of being notified of need of service, a deduction of 1/10th of the quarterly rate will be taken for each day that a machine is inoperable. Furthermore, failure to perform any of the services set forth by this contract will be considered basis for invoking provisions of default. f.Additional Services i.The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the expiration of this contract, provided the Contractor is notified of the deficiencies at least one before the contract expires. ii.All changes, updates, or retrofits made on any component or system shall be annotated on VA's copy of equipment manuals, drawings, and records. g.Authorized Services - Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contractor must notify the CO, or the COR of the nature and reasoning for such additional work. If appropriate, the CO, or COR may authorize the additional services or repairs under a separate purchase authorization. h.Reconditioning i.Reconditioning and/or extensive repair work determined by the CO to be beyond the scope of this contract and/or not economically feasible is not included in this contract. ii.The Government reserves the right to obtain such services from other than listed Contractor. i.Discontinuance of Service - The Government reserves the right to terminate service on a particular machine/equipment in part or in whole upon 30 days' notice to the Contractor. Payment will be prorated accordingly. j.Subcontracting - Due to the complexity of the services required herein, subcontracting will not be permitted. k.Parts i.The Contractor shall furnish only new standard parts. ii.All parts will be of current manufacture and have compatibility with recently installed equipment. iii.All newly installed parts become the property of the Government. iv.Replaced parts will be disposed of by the Contractor after obtaining approval from the COR. v.Any worn or defective parts will be replaced at no additional cost to the Government. vi.Operating and consumable supplies are not part of this contract. l.Test Equipment i.The Contractor shall provide all test equipment necessary for the execution of this contract. ii.The Government will not furnish parts and/or test equipment in performance of this contract. m.Obsolete equipment/machines - Service under this contract will not cover obsolete equipment and/or machines where parts for such equipment and/or machines are not available from the original manufacturer's commercial parts list, unless mutually agreed to by the CO and COR. n.Safety Standards i.The Contractor is required to adhere to all VA, OSHA, and EPA safety related policies, procedures, standards and regulations. ii.The Contractor shall convey to its personnel and consultants the appropriate information regarding safety requirements, including the requirement for hazard communication. iii.The Government shall provide the Contractor a copy of its facility safety program procedure, facilities lock-out/tag-out procedures, and Hazard Communications Program. iv.The Contractor shall provide protective equipment to Contractor's personnel as required for execution of the requirements under this contract. v.The Contractor shall maintain a listing of all chemicals and current MSDS for all chemicals used in execution of this contract during on-site performance. 2.List of Chillers a.Chiller #1 is a Dunham-Bush model WC0X066B-Q, Serial 3939501A95E using R-22 with a 1400# charge, EE 147104 b.Chiller #2 is a Trane CenTraVac model CVHF770, Serial L96B01287 using R-123 1700# charge, EE 148030, Model # CVHF077GBP003UV2868X1EBT1C8T1C000L00F00000 c.Chiller #3 is a TECOGen Inc Model 400X, Serial 20154 using R123a 1275# charge, EE162322 d.Chiller #4 is a Trane CenTraVac model CVHF910, Serial L03M08206, R-123 1400# charge, EE162321, Model # CVHF091FA2EOCCT2698W9E8TBC0000000K00G0400500003A1 B.CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of the parties other than the CO shall be borne by the Contractor. C.REPORTING REQUIREMENTS The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained. D.TRAVEL All work is to be conducted at the RHJVAMC located at 109 Bee St, Charleston, SC 29401-5703. The Contractor is responsible for any anticipated travel and per diem. E.GOVERNMENT RESPONSIBILITIES The VA shall grant the Contractor access permission to all areas of the RHJVAMC necessary to provide the services required under this contract. F.CONTRACTOR EXPERIENCE REQUIREMENTS Chiller Contractor shall be a licensed chiller contractor and shall have a minimum of three years of demonstrated experience. The Contractor shall provide trained supervisory personnel, and trained technicians experienced in installation and service of chillers and associated equipment. G.CONFIDENTIALITY AND NON-DISCLOSURE It is agreed that: 1.The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2.The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3.Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. H.CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 1. To be addressed by the COR at time of award and before performance. -----END OF SOW----- (vii) Delivery FOB Destination to the Ralph H Johnson VA Medical Center, 109 Bee Street, Charleston, SC 29403 (viii) 52.212-1 Instructions to Offerors - Commercial Items, applies to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission. Submitted offers shall not exceed 25 single-sided pages and any pages beyond this amount will be removed and not evaluated. To be considered technically acceptable for award each offeror must provide the following items with their submitted quote/offer: 1.Technical Excellence and Management Capabilities: a.Contractor shall provide documentation that confirms the company is a registered Small Business in the System for Award Management (SAM) located at https://www.sam.gov. b.Contractor must have a minimum of 3 years of experience with maintenance and service of TECOGen, Trane, and Dunham-Bush chiller such as those units installed at the RHJVAMC and listed in the Statement of Work. c.Contractor shall provide 1 copy of the company's Business License and 1 copy of their Certificate of Insurance. d.Contractor shall provide documentation of proper certification in accordance with the Statement of Work section G for any employees that will perform work at R. H. Johnson VAMC. e.Describe the company's contingency plans for providing maintenance services within one (1) hour of contact by the Ralph H. Johnson VA Medical Center staff, 24 hours a day, seven (7) days a week in accordance with the Statement of Work Section B, EMERGENCY CALL BACK SERVICE. 2.Past Performance: a.All offerors must have at least three years of past performance performing the type of work described in the Statement of Work. To be considered relevant and recent, the past performance must be of a similar size and scope of this requirement and must have been recent (within the past three years). Each offeror must provide a list of the points of contact, and phone numbers of at least three references (government preferred) for 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 WRITTEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; if not provided, the offer may not be considered for award. These pages will not be counted against the 25 page limitation of the submitted offer. Alternately, the offeror may submit a statement that their Reps and Certs are visible at SAM.GOV. (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 852.237-76 Electronic Invoice Submission. (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: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44 (xiii) n/a (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition. (xv) PROPOSALS/OFFERS ARE DUE on Wednesday August 27th, 2014 at 10:00 a m EDT. Only electronic offers (email) will be accepted. Submit proposal to Ronnette Coffman, NCO7 Contract Specialist at email ronnette.coffman@va.gov. All offers must include the solicitation number. Proposals/offers received after this date may not be considered for award. (xvi) QUESTIONS: All questions regarding this solicitation need to be electronically submitted (email) no later than Monday August 25th, 2014 at 2:00 pm EDT to Ronnette Coffman, NCO 7 Contract Specialist at e-mail Ronnette.coffman@va.gov. The solicitation number must be identified on all submitted questions and in the subject line of the email. No questions received after this date and time will be answered. (xvii) Site Visit: A site visit is not contemplated at this time. (xviii) Contact information: Contracting Office Address: Network Contracting Office 7-SAO EAST Department of Veterans Affairs 109 Bee Street Charleston, SC 29403-5799 Place of Performance: Ralph H Johnson VA Medical Center Department of Veterans Affairs 109 Bee Street Charleston, SC 29401 Primary Point of Contact: Ronnette Coffman, Contracting Specialist Ronnette.coffman@va.gov Phone: 843-789-6379
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ChaVAMC/VAMCCO80220/VA24714R0877/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-14-R-0877 VA247-14-R-0877_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1587896&FileName=VA247-14-R-0877-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1587896&FileName=VA247-14-R-0877-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03475473-W 20140823/140822000336-a5792f22368bc876830fb871b5fef156 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |