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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 12, 2018 FBO #6106
DOCUMENT

J -- Intent to Sole Source - Attachment

Notice Date

8/10/2018
 

Notice Type

Attachment
 

NAICS

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

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

36C24918Q9599
 

Archive Date

10/9/2018
 

Point of Contact

Michael Edwards
 

E-Mail Address

5-5506<br
 

Small Business Set-Aside

N/A
 

Description

NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs intends to issue sole-source firm-fixed priced award contract, to Honeywell Building Solutions, 2525 Perimeter Place Drive, Suite 110, Nashville TN., 37214 A sole source procurement will be issued to Honeywell Building Solutions. because they are the only vendor capable of fully performing the service agreement. Due to the proprietary & specialized nature of the work it must be conducted by their own personnel with a high level of training & qualifications. This procurement is being conducted in accordance with FAR Part 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. The NAICS code is 811310 and has a size standard of $7.5 Million for this procurement. SCOPE OF WORK 1. Introduction and Scope of Work: Furnish all labor and equipment necessary to maintain the Building Management Computer System (BMCS) at TVHS Nashville VAMC in accordance with system manufacturer and VA. The current main front end for this system is Honeywell EBI computer software system. There is also an Allerton and a Tridium computer system. These systems monitor, control, and provide alarms for critical HVAC and related systems that provide the proper engineering environment for hospital operations. 2. Requirements: a. The Building Management Computer System (BMCS) for purposes of this agreement, shall include all control(s) systems connected to the BMCS that are used to monitor and control critical systems throughout the hospital. This includes the PC s, servers, software, programming, graphics, data, and communication network of the BMCS. Instances of this equipment are air handlers, exhaust fans, refrigeration systems, chillers, cooling towers, isolation room controls, etc. Also included are the components in the field used to monitor and control the systems such as positioners, actuators, communication panels (to include all their panel contents, sensors, relays, inputs and outputs, and controllers, software, panel parts) to the final components that display data and/or are controllable. This includes any equipment installed after its warranty phase. The contractor has to be able be able to program the front ends used in the system, using the design tools that come with any front end that is used at the hospital as well as any programming tools. The current main system is Honeywell EBI and the programming tool is called CARE. There is also an Allerton and a Tridium system that has been installed. The contractor will be on site during regular business hours unless permission granted by the Utility Systems Supervisor between regular working hours of 7:30am to 4pm (8-hour work per day). The contractor will have technicians on site 40 hours a week not counting federal holidays. There will be work time needed outside regular business hours due to the needs of particular services or for emergency work. These conditions will be coordinated with COR and will count towards 40 hours a week of service. During regular business hours there is a 2-hour response to equipment problems if a technician is not on site. The technician will check in with the COR when arriving and leaving the job site. The contractor will be responsible for a percentage of upkeep per year in parts or system improvement costs for the first year of the contract, this amount is slightly increase each year. Each month the contractor will provide a report on preventative maintenance, emergency repairs, and list each part that was replaced that month, and contractor s cost for that part (only the part cost). The contractor should keep an adequate supply of critical parts on hand so to minimize equipment down time. A list of critical parts must be given to the Utility Systems Supervisor within 30 days that will be kept on site. Any parts that are on site at the start of the contract do not count against the parts cost for the year. Critical parts that are not on site must be supplied within 24 hours of the problem being noted. The contractor must inform the COR before expending any of the allotted funds in costs. The contractor will provide a means for remote access to the BMCS for technical assistance and for the Utility Systems Supervisor to monitor and control the system remotely in case of problems after hours and to monitor system performance. This includes the internet access and the software needed to access the system. Information needed for the sign in will be given to the Utility Systems Supervisor within 5 working days of the contract being awarded. Security of the system is the responsibility of the contractor and a security plan must be presented to the COR within 30 days of award of the contract. There should be a system in place to monitor and detect attempted unauthorized access of the system. The contractor will provide a monthly report for the PM, repairs, and parts cost for the month. Each month s report should also include the total cost of parts for the year up to that point. Technicians should communicate the need to replace a part prior to doing the repair with the Utility Systems Supervisor and communicate the cost of the part. After the set limit is reached, the contractor will provide a quote to the Utility Systems Supervisor for the cost of any part that needs to be replaced, the quote should be at the contractors cost and no more than a limited markup on the part. The VA can request to see the invoice to show the contractors cost on any part. The contractor will provide an online portal for the COR to place work orders and to document the status of repairs and work. b. PREVENTIVE MAINTENANCE: Within 30 calendar days from date of award of contract and within 30 calendar days of the exercise of a government option, the contractor shall submit to the COR a clear, concise, and complete written report detailing a Preventative Maintenance Plan for the equipment on hand. The plan will be approved by the Utility Systems Supervisor. (1) The report shall be in Microsoft Word, in a narrative format, and shall encompass all individual components, systems, and subsystems in the EBI referenced above and either hand delivered or emailed to the Utility Systems Supervisor. The format will be in a report that is agreed upon with the Utility Systems Supervisor. (2) The report should present the planned maintenance for the fiscal year for each month of the year to include the general plan of ensuring that the system is working correctly and efficiently. (3) The report should include the security measures to allow for safe and secure remote access to the system by service technicians and the Utility Systems Supervisor. (4) The goal of Preventative Maintenance is to catch controls that are not functioning correctly, that are out of range or calibration, that air handlers are functioning correctly, valves are not leaking by, dampers are controlling correctly based upon the most efficient operation by outside air temperature and humidity. (5) Critical sensors must be calibrated each year to include the animal research rooms on the 6th floor, SPS, OR, and pharmacy compounding rooms. A specific report should be issued certifying that those sensors are accurate within tolerances. c. EMERGENCY SERVICE CALLS: Contractor shall have qualified technicians on call 24 hours a day 7 day a week for emergency equipment or system. An emergency is defined as VA equipment controlled or monitored by the BMCS that cannot function in automatic or a bypass mode where there is not a functioning standby system, OR is in such a critical area that immediate action is required to ensure proper functioning of the system to avoid adverse impact to patient care. This determination will be made by the Utility Systems Supervisor. After regular business hours, the A/C Equipment Operator makes the determination that there is an emergency need. The operator should have followed all steps that they are aware of to get the equipment to run, to operate in bypass, or to start a standby system if possible The contractor will provide a 24-hour number for emergency notification. Should an emergency arise, Contractor shall be called and notified that on-site emergency service is required. Contractor qualified service representative shall arrive on-site within the following emergency response times after telephonic notification by the Contacting Officer's Technical Representative. There is no hourly limit on emergency calls as long as those calls meet the required definition of an emergency. The required response time from notification of the problem to the contractor and a technician being on site working on the repair request is for Monday - Friday, excluding holidays - within two (2) hours and 4pm to 8am, Weekends, and holidays - within four (4) hours. An emergency is defined as a critical system is not working and cannot be run in bypass or a remote condition and all efforts by VA staff to make the system work have failed. Contractor shall document the name of the VAMC representative who called and the date and time the telephone call was received. Upon arrival at the VAMC, contractor shall report to the boiler plant. The service call and the time of arrival will be documented by VA staff. A service ticket should be generated on each visit by the contractor that is clear, concise, and readable. This document will include the time of the call, the arrival time, the work that was completed, and the status of the repairs at departure time. Any unresolved item should be communicated to the COR or (or AC Operator if after business hours) before the technician leaves the work site. d. Standard System Repair: The contractor will provide an online portal for the Utility System Supervisor to enter work orders for problems discovered in the operation of the BMCS. These problems are not considered emergencies; however, the system is expected to function correctly. These issues should be tracked and the issues repaired within 3 business days of the request. The online system should note when the order was submitted, when it a technician was dispatched, and when the issue was resolved. The system should generate emails to the Utility System Supervisor at these interval steps. Any item that cannot be repaired within 3 business days must be immediate communicated to the Utility Systems Supervisor with a plan for repair in an expedited manner (examples might be a part that will take 48 to 72 hours to arrive). The service contractor should make every effort to make the system work until final repairs can be made. The technician and or Service manager will meet with the Utility Systems Supervisor to go over the list of active work orders to determine the priority of repairs corrective actions. The technician should check with the COR daily at the start of work to discuss what will be done that day and then report on the status of those repairs or any other discovered problems prior to departure. COMPETENCY OF CONTRACT PERSONNEL: (1) Contractor shall be licensed to perform fully the contracted services. Contractor shall furnish details of all applicable local and state licensing replacements to VA as part of the qualification requirement. The licenses shall be current, valid through the term of the contract and in the name of the contractor. (2) All work shall be performed by personnel fully trained and experienced (or will have subcontractors if needed) to maintain all of the computer system and component parts. These systems include the Honeywell EBI system, Allerton, and Tridium. The Contractor will be required to submit documentation detailing the training, experience, and qualifications of all service personnel that will provide service under the contract. Competency will also be considered by this contract in the ability of technicians to correctly troubleshoot and repair system problems within a reasonable amount of time. Repeated failed attempts at repairs or incorrect diagnosis will be considered a failure in this area. Failure to solve a problem in a reasonable amount of time is considered a failure. Reasonable amount of time is considered for a nonemergency issue 3 days. An emergency issue should be repaired as quickly as possible, the troubleshooting process and the repair should be typical 2 hour time frame. If additional parts are needed or the repair or issue is atypical, reasonable amount of time will be worked out in agreement between the COR and the contractor. If no agreement can be reached the issue will be handed to the Contracting Officer. (3) The contractor will have technicians or subcontractors trained/licensed in Allerton and N4 Tridium front end operation and programming systems. f. Not applicable/no longer required. g. Deducts from contract for failure to perform. Failure to meet the conditions of this contract may result in contract deducts. The COR will document contract failures and recommend to the CO for deduct action. These deducts may be reduction in the contract for hours that are below the 32 hours for regular maintenance. After the documented failure to meet the time lines specified in this contract, the COR may recommend to the CO for a deduct amount from the contract as follows for each instance if there are repeated instances of failure to meet the terms of the contract: 3. References: Standards of work and parts must meet OEM and VA specifications always. Technicians must consult and make repairs per OEM maintenance and repair recommendations and with the standards of the industry. Any variation in this must first be requested and then approved by the Utility Systems Supervisor. 4. Delivery: a. At the frequencies recommended by the OEM and per the plan provided to the COR, service and maintain the systems and components. This includes keeping the operating system and other software up to date with all updates, security, periodic backup system in case of a failure, fixes and keeping the system in good operating performance on all computers on the system. The contractor must be able to maintain all equipment whether Honeywell or other company, whether attaching to Honeywell through BACNET, LON, MODBUS, CBUS, or other protocol. b. Typical PM visits shall be scheduled and work performed during normal duty hours of 7:30 a.m. to 4:00 p.m. Critical areas will be scheduled with prior approval of the COR for being completed either before or after business hours so as to not affect patient care. During each scheduled service visit, the contractor shall actively involve the VAMC maintenance personnel in performing scheduled services and associated activities so that VA staff can be aware of any action that might affect patient care. Contractor will notify the Utility Systems Supervisor when they are on site and when they leave. No unit should be shut down or changes made than could affect the systems operation unless first notifying the Utility Systems Supervisor for approval to prevent an unscheduled loss of services. If the work needs to occur before or after working hours, this will be coordinated first with the Utility Systems Supervisor. An electronic ticket should be generated for each visit and emailed to the Utility Systems Supervisor. c. The VA has a designated room as the room to be utilized by contractor personnel to provide support of the EBI computer system. The contractor will furnish the VA no later than 15 business days after contract award, a list of personnel authorized access to this space. This space will remain in the control of the VA Engineering Service personnel and will be used jointly with contractor personnel. This space will remain orderly and clean at all times. Contractors will have to either apply for VA ID badges for the duration of the contract, or sign out temporary badges on each visit and return the badges at each visit to the boiler plant. d. The contractor will work with the Utility Systems Supervisor to ensure that the system including air handlers, exhaust, return, chillers, plate frame heat exchangers, programming, et cetera is working to maximize the efficiency of the system and to assist the VA in achieving its energy saving goals. The contractor will ensure that all sensors are reading correctly as part of regular PM and correct noted deficiencies, and make any programming changes needed to improve the performance of the system as determined by Utility Systems Supervisor. 5. Progress and Compliance: a. The Contractor shall provide a monthly report in Microsoft Word, either hand delivered or emailed (segregated by each system, and its associated devices and sensors) for all equipment in the system. The report shall clearly and concisely describe the data of and services rendered, parts replaced, and repairs performed, the report will be in the form agreed with and approved by the COR and structured according to system. The report shall prescribe current problems anticipated future needs of the equipment and systems for preventive and predictive maintenance. The report shall be submitted to the COR with three (3) working days following the last day of each month. b. The contractor shall submit each day an electronic ticket for the work that was done that day and the hours spent on it. The report should also include any delinquent items, parts that were replaced (and their cost), and parts that were ordered. c. CALIBRATION: (1) Upon request, submit certificates of proof of calibration for all test equipment used hereunder; calibration shall be current and traceable to the National Bureau of Standards. The certificates shall be submitted to the COR (15) calendar days of the contract being awarded prior to PM occurring. (2) Calibration of sensors are part of the regularly scheduled PM of the system. The contractor is expected through the course of the contract year and according to the PM submitted at the beginning of the contract award, to maintain accurate sensors throughout the system and document their proper calibration. d. PAYMENT will be made monthly in arrears upon receipt of Service reports. All invoices are to be made electronically using the VA payment system. Invoices should also be emailed to the Utility Systems Supervisor 6. Other Information: a. Any additional work not included within this service contract must have the PRIOR approval of the Contracting Officer (CO) before any costs are incurred. The Contractor must be aware of the scope of work and not exceed the scope without the direct consent of the CO. If there is any question about whether work or parts are part of the contract, the COR should be notified prior to the work being done. The CO is the only VA employee with the authority to modify or change the terms of the contract. Any work completed or cost incurred without approval of the CO will result in a rejected invoice by the COR and non-payment. b. The contractor is responsible for the security of the BMCS to include virus software, keeping virus software updated and current, a backup copy of the system, archiving all alarms, events, so they can be viewed if needed. The contractor is responsible for the security of the system for remotely accessing the system. c. Contractors are responsible for finding their own parking. Currently, there is not guaranteed contractor parking at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only. f. Energy Efficiency: The contractor should be aware and be to implement the standard in the industry of energy conservation standards in building management to include the items below. The contractor will work with the Utility Systems Supervisor to implement energy conservation measures in all equipment in the BMCS. The contractor will assist trends and data collection to monitor energy performance of the system. The contractor should be proactive and make recommendations based upon system analysis in areas where energy can be saved in system operation. 1. Air Handlers: That each air handler is operating efficiently by using either outside air or return air based up enthalpy. The contractor will ensure that the chill water and steam valves are not leaking by, by testing valve operation in the fully open position and fully closed position. If the issue is in the controls to the valve, the contractor will document the issue and the repair. If the issue is the valve itself, the problem will be reported to the Utility Systems Supervisor. 2. Chillers will be staged operationally to ensure the most efficient operation, to include any pumping systems and associated tower systems. 3. The Plate Frame heat exchanger will be controlled automatically in conjunction with chillers and air handlers to operate in the most efficient manner. 4. The contractor will assist VA staff in setting up trends and historical data to track energy use and to show energy savings, or for any other reason that this data is needed by the Utility Systems Supervisor. The system shall be able to conduct trends and keep historical data without affecting the performance of the system. 5. The contractor will provide within 60 days of the base year of the contract, an energy plan for the system that can be documented and have data points to track the energy actions and savings. g. The BMCS graphics should be kept and maintained standard in the industry and meet VA specs, the graphics should be 3D, interactive, show floor plans where applicable, and have energy saving options such as night set back. h. Training Contractor to provide ongoing training of the BMCS system to VAMC employees. Training as requested by the Utility Systems Supervisor will be part of the 40 hours per week of service time. This information will detail important product and system topics that operators and administrators will find essential to keep up to date with current EBI system developments and beneficial to the facilities management. i. Software Contractor to provide software version upgrades of the all the EBI BCMS software technology as they are released. Scope of work includes: back up of software at each server and workstation, installation of new software at each server and workstation, programming of database information in to new software, testing and training of new software to users. Contractor must keep a backup copy of the system that can be restored for system failure. Back up of the system should be automated and periodic (monthly). Major front-end upgrades that are a complete new version should be provided to the COR with a quote for upgrading. The EBI should be upgraded with the latest version j. Contractor to provide hardware upgrades to be replaced with current technology within 30 days of option year 1 to include all PC Stations and servers. Scope of work includes: upgrade of systems hardware to like system with the current technology, back up of current software programs, installation of existing software version on to new hardware, testing and training to users. The system must be operational and bug free within 45 days of the start of option year 1. k. Contractor will supply 5000 license points as needed with the EBI system during the base year of the contract for the current Honeywell EBI front end. Any additional points for Allerton or Tridium systems should be provided either by quote to the COR or from the allocated hardware/service improvement cost in the contract This notice of intent is not a request for competitive quotes. However, interested parties may identify their interest and capability to respond to the requirement and submit quotations no later than 1pm CST, August 27, 2018 to: Michael.Edwards2@va.gov. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/36C24918Q9599/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24918Q9599 36C24918Q9599.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4537441&FileName=36C24918Q9599-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4537441&FileName=36C24918Q9599-000.docx

 

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

Record

SN05031153-W 20180812/180810230725-ba3fdfe47d7c2150177fafa3af98ddd2 (fbodaily.com)
 

Source

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

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