B599--Service/544-20-2-5089-0111/Onsite Evaluation Critical Utilities Management Program/VA-20-00015464 (VA-20-00015464)
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24720Q0571 Posted Date: 05/12/2020 Original Response Date: 05/19/2020 Current Response Date: 05/19/2020 Product or Service Code: B599 Set Aside (SDVOSB/VOSB): SDVOSB NAICS Code: 561210 Contracting Office Address NCO 7 Contracting Office Department of Veterans Affairs William Jennings Bryan Dorn VA Medical Center 6439 Garners Ferry Rd. Columbia, SC 29209 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2020-06. The associated North American Industrial Classification System (NAICS) code for this procurement is 561210, with a small business size standard of $41.5M. The Facilities Management Department at the William Jennings Bryan Dorn VA Medical Center, 6439 Garners Ferry Road, Columbia, SC is seeking to conduct onsite interviews and perform an evaluation of the facility system utilities. This requirement is for six months with no option periods. All interested companies shall provide offer(s) for the six months period of performance in their response periods. Line Item Description Quantity Unit Price Total Price 0001 Equipment Inventory 1 JB 0002 Risk Ranking 1 JB 0003 Preventative Maintenance 1 JB 0004 Lock Out and Tag Out 1 JB Services Scope of Work (544-20-2-5089-0111) Utility Systems Review and Critical Utility Management Plan REQUIREMENT: Requirement is for a contractor to conduct on-site interviews and perform an evaluation of the facility system utilities located at Columbia VA Health Care System (Columbia VAHCS), Columbia, South Carolina. Upon completion of this service, the contractor shall provide equipment inventory, risk ranking, preventive maintenance plan and lock-out and tag-out procedures for each piece of equipment at Columbia VAHCS, Columbia, South Carolina. 2. BACKGROUND: To comply with Standard EC.01.01.01 (new requirement), Dorn VAMC needs to categorize all equipment and provide risk ranking, preventive maintenance plans and lock-out and tag-out procedures for each piece of equipment. This service will establish a Critical Utility Management Program to support the central mission of the facility. The purpose of the program is to identify systems for which there is a risk of serious harm or death to a patient or staff member, should the system fail; prioritize preventive maintenance (PM) of critical system components to reduce the likelihood and frequency of system failure, and to comply with VA Central Office reporting requirements. 3. PLACE OF PERFORMANCE: The place of performance shall be Columbia VA Health Care Systems (Columbia VAHCS), Columbia, South Carolina, 6439 Garners Ferry Road, Columbia, SC 29209 4. PERFORMANCE REQUIREMENTS: The contractor shall perform the following tasks: 5. SCOPE OF WORK: This assessment is meant to capture information of all major building systems. This includes, electrical, plumbing, HVAC, fire protection, roofing, food services equipment, and accessibility features. Items will be collected individually unless otherwise noted to be collected as a system. Include Make, Model AND Serial number. Client will supply a building list including floors and rooms. ITEMS COLLECTED AS A SYSTEM - These items will be entered in inventory as a single group for each building that contains them. For equipment collected INDIVIDUALLY, the Manufacturer, Model Number, and Serial Number will be collected- ed if accessible and legible. Building Systems Equipment Inventory will include (when available): Building name Location name Local Name Area name Class Type Asset tag number Manufacturer Model Serial Number Notes THE INVENTORY WILL CONSIST OF THE FOLLOWING: Classification Type System Level by Building Location Make Model Serial Number Exclusions HVAC Boilers No Yes Yes Radiators Deaerators No Yes Yes Heating System Hot water pumps No Yes Yes Furnaces No Yes Yes Unit Heaters (standalone) No Yes Yes Ventilation System Exhaust hoods No Yes Yes Fans No Yes Yes Make Up Air Units No Yes Yes Energy Recovery Units No Yes Yes Air Conditioning System Chillers No Yes Yes Window Units Chilled Water Pump No Yes Yes Thermostatic Controls Cooling Towers No Yes Yes Cooling Tower Pumps No Yes Yes Building Automation System, No Yes Yes Package AC Units (rooftop and ground) No Yes Yes Air Handling Units (rooftop and ground) No Yes Yes Split Systems No Yes Yes Heat Pumps No Yes Yes VAV Boxes Yes No No Fan Coil Units Yes No No Unit Ventilators Yes No No Electrical Main Distribution Panels No Yes Yes VFDs, motors, breakers, Switchgear No Yes Yes switches or starters, Motor Control Centers No Yes Yes Individual light fixtures, Transformers No Yes Yes secondary electrical panels Emergency Generators No Yes Yes emergency lighting system Automatic Transfer Switch No Yes Yes Emergency Lights Yes No No Equipment Trash Compactors No Yes Yes Residential appliances, Commercial Laundry (washers, dryers) No Yes Yes shop tools and equipment Plumbing Main Backflow Preventer No Yes Yes Valves, filters, Domestic Water Booster No Yes Yes fixtures, strainers Sump Pumps No Yes Yes Domestic Hot Water heaters No Yes Yes Food Service Freezer (Walk In, Reach In) No Yes Yes Countertop appliances, Refrigerator (Walk In, Reach No Yes Yes cutlery, tables, racks Oven, Stoves No Yes Yes Broilers, Grills, Fryers No Yes Yes Dishwashers No Yes Yes Grease Traps No Yes Yes Large Kitchen Equipment(> $2000 value) No Yes Yes Life Safety/Security Fire Alarm System No Yes Yes Smoke detectors, horn strobes, Sprinkler System No Yes No Fire valves, hydrants, Fire Panel No Yes Yes individual fire extinguishers Fire Suppression System No Yes Yes Fire Pump No Yes Yes Fire Extinguishers Yes No No Lighted Exit Signs Yes No No Eyewash / Safety Showers Yes No No AEDs Yes No No Pool Equipment Pool No Yes Yes Pool Filtration System No Yes Yes Chemical Feed System No Yes Yes Pumps No Yes Yes Ultraviolet Disinfection Unit No Yes Yes Water Heater No Yes Yes Vertica Transportation Elevators No Yes Yes Escalators No Yes Yes Dumb Waiter No Yes Yes Preventative Maintenance Plan (PMP) Vendor will prepare a preventive maintenance plan based on the following standards: RS Means maintenance routines Original Equipment Manufacturer (OEM) recommended maintenance Applicable National Standards Industry best practices The intent of the preventive maintenance plan (PMP) will be to identify required procedures and inspections required to maintain facilities systems in safe, reliable and efficient condition. Maintenance procedures will be supplied for main components of each major building system. The PMP will be delivered in a database or spreadsheet format and is intended to be uploaded to a CMMS or work order management system. The following is meant to establish detail of the deliverable that vendor will provide in the Preventive Maintenance Plan. Maintenance procedures will include: Safety Points Tools required Estimated time to complete maintenance Step-by-step procedure to complete maintenance work order The deliverable for this phase of the project will include a narrative introduction, a table for each building with equipment, recommended preventive maintenance routines, frequencies and time requirements. Vendor will develop an export of the data customized for upload into the selected Maintenance Management software System. The preventive maintenance plan will be prepared following completion of field data collection and final entries into the database. 6. INVOICES: a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted tough Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Period Supply or Service Provided Total Amount Due b. Please begin submitting your electronic invoices tough the Tungsten Network for payment processing, free of charge. c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP 7. TERMINATION FOR CONVENIENCE: In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. 8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Utility Systems Review Develop a Utility Systems Equipment Inventory, which documents all operating assemblies and major components of the utility systems of each facility. Identify whether each item is a component of a critical or non-critical utility system. The following utility systems shall be included in the Utility Systems Equipment Inventory: Electrical Distribution and Emergency Power Vertical and Horizontal Transport Heating, Ventilating, and Air Conditioning (HVAC) Plumbing, Boiler, and Steam Refrigeration Piped Gases and Vacuum Systems Fire Alarm and Suppression Systems Communication Systems, including Data Exchange Systems * Utility System Equipment Inventory will also be provided to Dorn VA Medical Center in spreadsheet format suitable for upload into CMMS Critical Utility Systems Management Plan Recommend a process to evaluate new types of utility components before initial use to determine whether they should be included in Utility Systems Equipment Inventory. Recommendations describe procedures for the inspection, testing, and maintenance of these utility system components before initial use and how to document such activity. With input from Dorn VA Medical Center staff, rank the operating assemblies and major components of the utility systems to identify high-risk items where there is a risk of serious harm or death to a patient or staff member should the component fail. Recommend a process to inspect, test, and maintain high-risk, infection control and non high-risk utility system components and how to document these activities. Written description of the tasks and associated frequencies required for inspecting, testing, and maintaining the operating assemblies and major components of utility systems on the inventory Tasks and associated frequencies will be in accordance with the manufacturers recommendations or with strategies of an alternative equipment maintenance (AEM) program. Assess the adequacy of emergency power system(s) for supporting operation of the following as required by the Life Safety Code: Alarm systems Exit route and exit sign illumination Emergency communication systems Elevators (at least one for non-ambulatory patients) Equipment that could cause patient harm when it fails Areas in which loss of power could result in patient harm. Recommend a process to inspect and maintain the organization s emergency power systems, and document those activities, in accordance with Joint Commission standards for the following: Battery-powered lights Stored emergency power supply systems (SEPSS) Emergency generators Automatic transfer switches Recommend a process to inspect and maintain operating assemblies and major components of all piped medical gas and vacuum systems. This would include: Master signal panels Area alarms Automatic pressure switches Shutoff valves Flexible connectors, and outlets. Barcoding For the above referenced equipment, vendor will apply a durable barcode or QR code with unique barcode number for use as an identifier in the CMMS system. The vendor will use a vinyl tag for indoor applications, and a durable foil tag for outdoor use. Barcode numbers will be recorded in the database and all future work orders can be related to a single piece of equipment or system. Barcoding is performed while the equipment is being entered in the inventory during the equipment data gathering visit. IMPLEMENTATION PLAN Upon completion of the Utility System Review and Critical Utility Management System Plan, the Contractor shall perform an analysis of requirements compared to actual performance. Where actual performance does not meet requirements, the Contractor shall provide detailed recommendations to bring the organization into compliance with applicable Joint Commission standards and assist with implementing all corrective actions to assure a fully compliant critical utility management system. The Contractor shall provide a tee-hour training session for Columbia VAHCS Medical Center staff to discuss each recommendation in detail and answer all questions related to the documentation provide, procedures described, criteria for determining criticality among other topics. Following this training, the Contractor shall provide a final revision of the document(s) to reflect any necessary changes. EQUIPMENT SPECIFIC LOCKOUT TAGOUT PROCEDURES The Contractor shall prepare Equipment Specific Lockout Tagout Procedures for each individual piece of equipment included in the equipment inventory developed during the Utility Systems Review with the following Classifications and Types: CLASSIFICATION TYPE Electrical Generator HVAC Pump Air Handling Unit Boiler, Chiller, Cooling Tower, Condensing Unit Exhaust Fan Package AC Unit, Heat Pump, Split System Heat Exchanger Air Compressor Plumbing Hot Water Heater Pump Refrigeration Walk in Cooler, Walk in Freezer Conveying Elevator Piped Gases and Vacuum Systems Vacuum Pumps Air Compressor Service includes applying isolation point tags to mechanical isolation points and developing graphical lockout tagout procedures to be delivered in .pdf format. Electrical isolation points will be identified by panel and breaker number when labeled on the equipment or can be visually traced to a panel within the same room and panel schedules are filled out. This service will not include electrically tracing the power source for any equipment. -------END OF STATEMENT OF WORK------ Place of Performance Address: Department of Veterans Affairs William Jennings Bryan Dorn VAMC 6439 Garners Ferry Road Columbia, South Carolina Postal Code: 29209 Country: UNITED STATES Award shall be made to the offeror whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: PRICE ALONE. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items October 2018 FAR 52.212-3, Offerors Representations and Certifications Commercial Items December 2019 Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders January 2020 52.217-5, Evaluation of Options July 1990, Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). 52.217-8, Option to Extend Services November 1999, The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. Addendum to 52.217-8, For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. 52.217-9, Option to Extend the Term of the Contract (Mar 2000), a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice. of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b)If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. The following subparagraphs of FAR 52.212-5 are applicable: 52.204 10, 52.209-6, 52.219-6, 52.219-27, 52.219-28, 52.219-28, 52.222-3, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-41, 2.222-42, 52.222-43, 52.222-55, 52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34. All offerors shall submit the following: Submitted offers shall not exceed 25 single-sided pages and any pages beyond this amount will be removed and not evaluated. Files should be sent in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity. All quotations submit shall include the Solicitation Number and Title in the subject line of the email. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: Quote shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 4:00pm (EST) on May 19, 2020. Offerors must be submitted via email to the Contract Specialist (CS), Cassandra Miller at Cassandra.miller@va.gov . ONLY ELECTRONIC MAIL (EMAIL) OFFERS WILL BE ACCEPTED. Hand deliveries or facsimile will not be accepted. Telephone responses will NOT be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail no later than May 15, 2020 at 10:00 am (EST) to Cassandra Miller, Contract Specialist (CS) at Cassandra.Miller@va.gov. No questions received after this date will be answered. Telephone or faxed questions will not be answered. ONLY ELECTRONIC MAIL (EMAIL) QUESTIONS WILL BE ANSWERED. The solicitation number must be identified on all submitted questions. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response Point of Contact Cassandra Miller Contract Specialist, NCO 7 Contracting Office (90) Ralph H Johnson VA Medical Center Department of Veterans Affairs 109 Bee Street Charleston, SC 29403-5799 (843) 789-6391
36C24720Q0571 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
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