246-25-Q-0075.pdf

Combined Synopsis/Solicitation RFQ # 246-25-Q-0075

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for 246-25-Q-0075 for Phase 2 of the Geothermal Water Pump Replacement and Installation RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. This solicitation is a 100% BUY INDIAN set-aside. The associated NAICS code is 238220.

This RFQ is as follows:

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

0001 Phase 2 Geothermal Water Pump Replacement– Contractor shall replace three (3) Geothermal cooling water system pumps (G1, G2, G3), electrical motors, base plates, and isolation valves.

Contractor shall replace one (1) Energy recovery water system pump (R1), electrical motor, base plate, and isolation valve.

This project is a continuation of Phase 1. See attached SOW for details.

1 ea

PERIOD OF PERFORMANCE: 180 days after award date.

Vendor Requirements: See attached Statement of Work document for requirements, location, and instructions.

STATEMENT OF WORK IS ATTACHED TO THIS COMBINED SYSNOPSIS SOLICITATION

Submit Quotes no later than: 07/01/2025 3:30 p.m. CST to the Following Point of Contact: Mrs. Amber Chavez, Purchasing Agent, via Email: amber.chavez@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Products and Commercial Services (Nov 2021):

(a) The Government will award a firm fixed price 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:

Comparative Analysis

- Price will be firm fixed-price (FFP).

- Comparison will be on the following elements:

- Equipment

- Operations and Maintenance

- Past Performance

- Offers shall submit a list of proposed equipment that meets the requirements of the statement of work. To be considered technically acceptable, the proposed equipment must meet or exceed the below requirements:

Contractor shall provide pump replacement with a complete factory assembled pump/motor/coupling unit on a formed steel base, and be balanced after installation with proper vibration analysis equipment.

Contractor shall provide pump/motor combinations that meet the gallon per minute and head feet requirements at the same RPM as the original equipment. Prefer replacement but not limited to, Pentair Aurora/WEG pump/motor assemblies.

Contractor shall provide pump/motor that fit the existing foot print and operate on the existing variable frequency drive if required. All valving must be replaced with the pump/motor combinations and shall require minimum pipe retrofitting.

Contractor shall provide replacement of all pumps/motors will be limited to one weekend starting on Friday at 4:30pm and to be completed by Sunday at 4:30pm. Refilling the system with appropriate water/glycol mix, priming, and working the air out will be performed by the contractor.

Comparative Analysis is a form of evaluation that allows the Government to compare major elements of a proposal to select the best value to the Government.

VENDORS SHALL SUBMIT THE FOLLOWING:

Completed Quote Submit detailed description of equipment (O&M, Specifications, warranty, etc.)

Past Performance History Completed Indian Economic Enterprise Representation Form

VENDORS SUBMITTING “OR EQUAL ITEMS” MUST SUBMIT DESCRIPTITVE LITERATURE SHOWING HOW THEIR

PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED

This solicitation will result in a firm fixed-price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items (Sep 2023); FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (May 2024) (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

PROVISIONS: FAR 52.252-1, Solicitation Provisions Incorporated by Reference. (FEB 1998). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/browse/index/far

FAR 52.211-6, Brand Name or Equal (AUG 1999);

FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023);

FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2024);

FAR 52.222-22, Previous Contract and Compliance Reports (Feb 1999);

FAR 52.222-25, Affirmative Action Compliance (APR 1984);

FAR 52.222-48, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Certification. (MAY 2014);

FAR 52.252-5, Authorized Deviations in Provisions (Nov 2020);

HHSAR 352.226-4 Notice of Indian Small Business Economic Enterprise set-aside.

HHSAR 352.226-7, Indian Economic Enterprise Representation.

HHSAR 352.219-70, Mentor-Protégé Program (Dec 2015);

HHSAR 352.223-71, Instructions to Offerors – Sustainable Acquisition (Dec 2015);

HHSAR 352.226-4, Notice of Indian Small Business Economic Enterprise set-aside (Jan 2022);

HHSAR 352.226-7, Indian Economic Enterprise Representation (Jan 2022);

(The offeror should include a completed copy of these provisions with their quote).

CLAUSES: FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998). This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far

FAR 52.203-17 Contractor Employee Whistleblower Rights (Nov 2023);

FAR 52.204-9 Personal Identity Verification of Contractor Personnel. (Jan 2011);

FAR 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020);

FAR 52.204-14 Service Contract Reporting Requirements (Oct 2016);

FAR 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or

Proposed for Debarment. (Nov 2021);

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023);

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Products and Commercial Services (May 2024);

FAR 52.217-8 Option to Extend Services (Nov 1999);

FAR 52.222-3 Convict Labor (JUN 2003);

FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Jan 2025);

FAR 52.222-21 Prohibition of Segregated Facilities. (Apr 2015);

FAR 52.222-26 Equal Opportunity (Sep 2016);

FAR 52.222-35 Equal Opportunity for Veterans;

FAR 52.222-36 Equal Opportunity for Workers with Disabilities. (June 2020);

FAR 52.222-37 Employment Reports on Veterans. (Jun 2020);

FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (Dec 2010);

FAR 52.222-41 Service Contract Labor Standards. (Aug 2018);

FAR 52.222-50 Combating Trafficking in Persons (Nov 2021);

FAR 52.226-8 Encouraging Contractor Policies to Ban text Messaging While Driving (MAY 2024);

FAR 52.232-33 Payment by Electronic Funds Transfer- System for Award Management (Oct 2018);

FAR 52.239-1 Privacy or Security Safeguards (Aug 1996);

HHSAR CLAUSES:

HHSAR 352.203-70, Anti-lobbying (Dec 2015);

HHSAR 352.204-73, Contractor Personnel Security and Agency Access (Feb 2024) (DEVIATION);

HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (Dec 2015);

HHSAR 352.224-71, Confidential Information (Feb 2024);

HHSAR 352.226-5, Notice of Indian Economic Enterprise set-aside.

HHSAR 352.226-6, Indian Economic Enterprise Subcontracting Limitations (Dec 2015);

HHSAR 352.232-71, Electronic submission of payment requests (FEB 2022);

HHSAR 352.239-79, Information and Communication Technology Accessibility (Feb 2024) (DEVIATION);

SECURITY CLEARANCE

In accordance with Homeland Security requirements all contractor employees who will perform the task order services shall submit to electronic fingerprints and obtain security clearance before services can be performed under this purchase order.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION.

(amber.chavez@ihs.gov)

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote:

Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

STATEMENT OF WORK

Geothermal Circulation Pump Replacement Phase 2

OK5PAA03C6

Pawnee Indian Health Center

Pawnee, Oklahoma

March, 2025

Oklahoma City Area Indian Health Service

Department of Health and Human Services

Pawnee IHC – Geothermal Circulation Pump Replacement Phase 2

OK5PAA03C6

Pawnee Indian Health Center Pawnee, Oklahoma

TABLE OF CONTENTS:

1.0 INTRODUCTION / BACKGROUND

2.0 OBJECTIVE

3.0 SCOPE OF WORK

4.0 TASKS / REQUIREMENTS

4.1. Condenser Water Circulating Pump Replacement

5.0 DELIVERABLES

5.1. List of Deliverables

5.2. Submittals

5.3. RFI

5.4. Warranty

5.5. Transmittals

6.0 PROGRESS / COMPLIANCE / INSPECTION

6.1. Inspections

6.2. Contractor – Signing In/Out

6.3. Life Safety and Infection Control

7.0 REFERENCES

7.1. Existing As-Built

7.2. Quality of Workmanship

8.0 SECURITY REQUIREMENTS

9.0 POINT OF CONTACT

10.0 LOCATION

A. Contractor Work Hours:

B. Tobacco Free Campus:

11.0 PERIOD OF PERFORMANCE

EXHIBITS:

Appendix & Photos & Drawings ........................................................................ Tab A & B

Pawnee IHC - Flagpole Area Lighting Retrofit and Patient Entrance Signage

OK3PAA01C6

1.0 INTRODUCTION / BACKGROUND

The Pawnee Indian Health Center was completed in 2004. The Geothermal HVAC heat pump system is comprised of three circulating pumps to move water from the building to the underground wells located under the Employee parking lot, two circulating pumps to carry cooling water to the HVAC individual heat pumps, and one pump to circulate water for energy recovery. All of these pump/motor combinations are at end of life and need replaced.

2.0 OBJECTIVE

This project is a continuation of Phase 1. Phase 2 will replace the three (3) Geothermal Water System circulation pumps (G1, G2, and G3) and associated isolation valves, and will replace the Energy Recovery Pump (R1) and associated isolation valves. VFDs will not be replaced. Pumps are located in the Mechanical Room of the Pawnee Indian Health Center in Pawnee, Oklahoma.

3.0 SCOPE OF WORK

Contractor shall replace three (3) Geothermal Cooling Water System Pumps, Electrical Motors, Base Plates, and Isolation Valves. These pumps are labeled G1, G2, and G3 and are located in the Mechanical Room at PIHC.

Contractor shall replace one (1) Energy Recovery Water System Pump, Electrical Motor, Base Plates, and Isolation Valves. This pump is labeled R1 and is located in the Mechanical Room at PIHC.

4.0 TASKS / REQUIREMENTS

Contractor shall provide an itemized bid based on a unit-price of common items containing their quantities, material cost, and labor cost.

Contractor shall provide all equipment and labor. The Government will assist with drawings and relevant information to the operation of the Cooling Water system as required, but will not provide labor, tools, or equipment.

Work shall be performed during the weekend and/or over holidays due to having the entire HVAC system down, and will be scheduled through the Facility Director, COR, and CO. Service requiring power disruption shall occur after facility operation hours to minimize disruptions to patient care services. Work shall be performed in accordance with all state and local codes.

4.1. Geothermal and Energy Recovery Circulating Pump Replacements

Contractor shall provide all equipment and labor to remove and replace all (G1, G2, G3, and R1) pumps, motors, and base plates. Replacements shall be factory balanced package units. Contractor is responsible to verify a like-for-like replacement for said pumps, motors, and VFDs including size, speed, and gallon per minute discharge.

Replacement of pumps includes removal and proper disposal of existing pumps. Any modification to equipment will need to be submitted and approved before alterations occur.

Contractor shall also remove replace the two isolation valves before and after each pump with valves of similar or same design. (8 valves total) Contractor shall modify piping and bulk head plates as required for attaching pumps and valves at contractor expense.

Contractor shall assist in the system shut-down to make ready for the new equipment, including any work needed to mitigate loss of circulation water/glycol solution during equipment replacement.

Contractor shall remove and replace suction diffusers, check valves, strainers, and insulation that is part of the existing pump/motor system so that new equipment may function as required by the manufacturer and the water-cooling system designer.

Contractor shall program the existing VFDs to work with the newly installed pump/motor equipment. Pumps G1, G2, and G3 were once on a lead/lag, revolving, automated timer through WebCtrl. Contractor shall have ES2 reprogram WebCtrl so that this protocol is in place. Pumps rotate in use to promote long life and redundancy.

Contractor shall assist in restarting the system, and shall make sure all the air is worked out of the circulating system and that the system is topped off with the correct water/glycol solution as per Facility specifications.

5.0 DELIVERABLES

5.1. List of Deliverables

Task End Result/Deliverable Schedule/Milestone Pre-Construction Meeting

1 Schedule – Gant Chart or Bar Chart Submitted before Notice to Proceed (NTP)

2 List of On-Site and Key Personnel

Provide a list of Contractor’s staff and Sub-Contractor listing.

Contractor shall update list when changes occur.

3 Project Specific Safety Plan Prior to mobilization. As required.

4 Schedule of Values Provide at pre-construction meeting.

Progress Meetings and Correspondence

5 Daily Progress Reports Daily to COR and CO.

6 Progress Meeting As required.

Construction or Services 7 Update Progress Schedule As required.

8 Submittals As required.

9 RFIs As required.

Completion of Project

10 Punch List Substantial Completion 11 Final Punch List Final Completion O&M and Training

12 Operations & Maintenance Manuals Substantial Completion

13 Training Schedule after Approval of O&M Manuals

As-Built Drawings & Project Records 14 Redline Drawings End of Project Functional Testing of Systems

15 Electrical Meter Testing Provide record of testing of meters.

Warranties 16 Warranties Substantial Completion Payments 17 Progress Payments As required.

18 Schedule of Values Attachment to progress payment request.

19 Release of Claims Attachment with Final Payment

5.2. Submittals

Submittals may be shop drawings, product data, cut-sheets of equipment, material samples, sketches, manufacturer’s literature, catalog descriptions, or other description sufficient in detail for review and action to allow a decision by COR. COR shall respond within 5-7 business days.

Substitutions or deviations not approved by the COR risk rejection. Submittals and Safety Data Sheets (SDS) for chemicals and materials shall not be used until approved.

5.3. RFI

If the Contractor desires additional explanation or interpretation of this scope of work, the request must be submitted in writing as a Request for Information (RFI) to the COR and CO via electronic format.

5.4. Warranty

Warranty shall continue for a period of 1-year from the date of final acceptance of the work.

5.5. Transmittals

The contractor shall provide 2 hard copies of each deliverable, and one electronic version.

6.0 PROGRESS / COMPLIANCE / INSPECTION

The Government requires the following from contractors in order to monitor progress and ensure compliance:

6.1. Inspections

Government shall inspect regarding quality assurance and remedies regarding non-conforming work.

6.2. Contractor – Signing In/Out

Contractor shall coordinate with the Facility Manager on the signing in/out and scheduling of Contractor’s staff and sub-contractors in order to maintain efficient use of traffic-flow, parking, and access to building and locked areas.

6.3. Life Safety and Infection Control

Before any construction or services are to be performed within the facility, the Contractor is 100% responsible for implementing and maintaining all Safety and Infection Control Measures during performance of their contract.

Initial and periodic inspection will be conducted by the COR, Safety Officer, and/or Infection Control Officer. Any life safety or infection control deficiencies will have to be immediately corrected by Contractor.

Contractor is responsible for implementing all safety and infection control measures to ensure these measures meet OSHA, NFPA Codes, ASHRE, and Joint Commission standards during the course of this project.

7.0 REFERENCES

7.1. Existing As-Built

As-built prints are available for review. Coordinate with COR.

7.2. Quality of Workmanship

Contractor shall perform high quality trade and craft workmanship. All work must conform to, and comply with, the latest edition and version of ALL applicable codes including, but not limited to, OSHA, NFPA, IBC, FGI Guidelines for Design and Construction of Health Care Facilities 2014 edition, and Joint Commission

Codes, Standards and Guidelines for Hospitals (CAMH).

8.0 SECURITY REQUIREMENTS

Contractor shall abide by all Safety, Security and Infection Control Policies and Procedures of the IHS facility.

Contractor shall comply with security requirements including personal identification.

Contractor shall be responsible for providing each of their employee with an ID badge.

ID badge shall be worn at all times when performing work during the course of this project.

9.0 POINT OF CONTACT

IHS Oklahoma Area, COR Larry Hutcheson, General Engineer, EIT, COR III Indian Health Service, Oklahoma City Area Division of Facilities Management Office of Environmental Health & Engineering 1201 Heritage Circle Pawnee, Oklahoma 74058 Cell: (405) 626-0369 E-mail: Larry.Hutcheson@ihs.gov

IHS – Pawnee Indian Health Center Tim Jim, Facility Manager Pawnee Indian Health Center 1201 Heritage Circle Pawnee, Oklahoma 74058 Phone: (918) 762-6711 Cell: (405) 334-1602 Email: Timothy.Jim@ihs.gov

10.0 LOCATION

The project is location.

1201 Heritage Circle Pawnee, Oklahoma 74058

A. Contractor Work Hours:

Normal business hours are Monday through Friday from 8:00 a.m. to 4:30 p.m.

Facility staff work schedule hour are on Monday through Friday from 07:00 a.m.

OK5PAA03C6

Pawnee Indian Health Center Pawnee, Oklahoma to 5:00 p.m. This work will be scheduled for a weekend starting at 4:30 Friday afternoon, running through Sunday afternoon at 4pm, or during a Federal holiday due to having a full HVAC shut down during performed work.

Coordination and scheduling of work is to be coordinated with the Facility Manager and COR.

Work performed shall be planned to minimize the impact to services to the IHS facility by working after-hours and weekends when noted in the scope of work.

B. Tobacco Free Campus:

IHS facilities are a tobacco free campus. No smoking is permitted on the campus grounds.

11.0 PERIOD OF PERFORMANCE

The period of performance for this scope of work is 90 calendar days after notice to proceed (NTP).

Contractor may work after-hours or weekends to complete portions of the work if prior notice and approval is given by COR and Facility Manager.

Approving authority of SOW:

Larry W.

Hutcheson -S

Digitally signed by Larry W. Hutcheson - S Date: 2025.05.07 11:46:41 -05'00'

Appendix A

Pawnee Indian Health Center, 1201 Heritage Circle, Pawnee, Oklahoma 74058

Geothermal Pumps G1, G2, & G3 with Energy Recovery Pump R1

R1 Energy Recovery Pump and Motor Information Tags

G1, G2, & G3 Motor and Pump Information