36C10E20Q0161-000.docx

Contract Opportunity Presolicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Presolicitation Notice J045 Resolicitation HVAC Preventive Maintenance 20006 36C10E20Q0161 05-11-2020 N

SDVOSBC

238220 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006 Tina Angela Brooks tina.brooks@va.gov

A.1 STATEMENT OF WORK (SOW)

HVAC Units - Computer Server Rooms

1. BACKGROUND:

The Department of Veterans Affairs Winston-Salem Regional Office operates separate HVAC units to maintain proper temperature in the computer server rooms. A preventive maintenance services contract is necessary to ensure that the devices and the systems used to provide climate control to the computer rooms are in peak operable condition assuring that the mission of the Winston-Salem Regional Office can continue. In order to provide these preventative and maintenance services, the Contractor shall furnish all parts, services, tools, equipment, labor, facilities, transportation and supervision.

2. CONTRACTOR RESPONSIBILITIES:

The Contractor shall provide four quarterly inspections at each of the locations listed in Paragraph 3 for the following preventive maintenance services under this contract:

HVAC Preventive Maintenance: Written evaluation providing a record of equipment performance.

a. Check amps, motors, wiring and controls at each quarterly inspection

b. Replace all air filters at each quarterly inspection

c. Visual inspection for refrigerant and oil leaks at each quarterly inspection

d. Check belts, where applicable and replace annually

e. Clean drain pans – blow out drain lines at each quarterly inspection

f. Lubricate bearings as per manufactures recommendation

g. Check compressor crankcase heaters at each quarterly inspection

h. Check humidifier operation and humidifier jar at each quarterly inspection

i. Check glycol level in system (addition of glycol will be billed separately) at each quarterly inspection

j. Inspect heat exchanger and gas train components when applicable

k. Check cooling and heating operation at each quarterly inspection.

l. Wash condenser coils one time annually

m. Check evaporator coils, clean one time annually

n. Check and tighten electrical connections at each quarterly inspection

o. Inspect and clean contactors at each semi-annual inspection

p. Check relays, controls and safeties; adjust and calibrate at each semi-annual inspection

q. Log operating conditions at each quarterly inspection

r. Report any deficiencies and repair recommendations to customer at each quarterly inspection

s. Provide a minimum of one (1) Customer Assurance Review and Evaluation (C.A.R.E) meeting with customer representative semi-annually.

3. EQUIPMENT LOCATIONS AND LIST:

15 HVAC Systems are located at Winston-Salem Federal Building Hiram Ward Federal Building 251 N. Main Street Winston-Salem, NC 27155 LG Split Systems Information

5 HVAC Systems are located at the Wells Fargo Building Wells Fargo Center 100 N. Main Street, STE 1700 Winston-Salem, NC 27101

Wells Fargo Building – 5 Units, 1 on each Floor (Approximately 10 years old) 17th Floor Emerson (Liebert Datamate) 18th Floor Leibert Minimate 2 19th Floor Leibert Minimate 2 20th Floor Leibert Minimate 2 26th Floor Leibert Minimate 2

4. REPORTS:

Following the On-Site Comprehensive Maintenance visit, the Contractor shall provide a written report to the Contracting Officer’s Representative (COR) within ten (10) business days, detailing the results of the maintenance visit, noting and addressing any discrepancies found and making specific recommendations toward future remedial action, or upgrades. Any unsafe conditions encountered during the service call shall be reported immediately, to the COR or designee, advising the Department of Veterans Affairs of the found condition(s).

5. IDENTIFICATION:

Contractor’s employees must have identifiable information on their uniform, to include their name and company’s logo at a minimum.

6. CERTIFICATION OF CONTRACTORS:

Contractor’s service personnel shall be certified to perform the Preventative Maintenance Work.

Contractor shall furnish a copy of its up-to-date and current State certification (showing categories) to the Contracting Officer and to the COR upon request and prior to the start of the contract.

7. CONFORMITY TO REGULATIONS:

The Contractor shall conform to all Federal, State and local regulations governing HVAC maintenance service.

8. HOURS OF OPERATION:

The normal hours of operation for the facility are 8:00 am to 4:00 pm, Monday through Friday, excluding holidays.

9. HOLIDAYS:

New Year’s Day, Memorial Day, Columbus Day, Thanksgiving Day, Martin Luther King Jr’s Birthday, Independence Day, Veteran’s Day, Christmas Day, President’s Day, Labor Day and any other day proclaimed by the President as a Federal Holiday. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by US Government agencies.

10. SCHEDULE OF VISITS:

The Contractor shall provide a schedule of when services shall be scheduled to the COR within fifteen (15) calendar days prior to the anticipated inspection date. Services shall be scheduled so as to be performed on definite appointed days and in no event shall the Contractor perform inspections outside regular agreed upon work hours without prior written approval from the CO. In the event climate or weather conditions make it unsuitable for services, the entire service date will be re-scheduled to a date and time satisfactory to the Contractor and the COR. Postponement due to natural causes (e.g. weather) will not reflect any penalties assessed to the Contractor or the Government.

11. POINT OF CONTACT:

The Contracting Officer shall delegate the COR to monitor the Contractor’s performance.

12. SERVICE VISIT/CALLS SIGN-IN:

The Contractor will sign in and out with performing any service. An escort will be provided throughout the maintenance service visit to ensure established GSA/RO security requirements are upheld. The COR shall provide instructions as to the Point of Contacts and locations of sign-in/out. All service visits/calls shall be documented.

13. SYSTEM FOR AWARD MANAGEMENT (SAM):

Federal Acquisition Regulations (FAR) require that vendors register and maintain active registrations in both the System for Award Management (SAM) database (http://www.sam.gov) and VETBIZ (https://www.vetbiz.va.gov) prior to submitting quotes and during the entire period(s) under contract. Award cannot be made until the Contractor has completed registrations.

14. PERIOD OF PERFORMANCE:

The period of performance for this contract shall be from Date of Award for 12 months with four

(4) twelve-month options.

A.2 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE (JAN 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the Web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.

[Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) provisions and clauses incorporated by reference that must be completed by the offeror or prospective contractor and submitted with the quotation or offer.] (End of Provision)