36C24124Q0560.docx

SUBJECT*

VACHS West Haven BAS Controls and Mechanical Services

GENERAL INFORMATION

SET-ASIDE

VAMC Manchester

718 Smyth Road Manchester NH 03104

POINT OF CONTACT*

Contract Specialist Nathan Langone Nathan.Langone@va.gov 603-340-0102

PLACE OF PERFORMANCE

950 Campbell Ave

West Haven CT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220 (Plumbing, Heating, and Air-conditioning Contractors) SBA size standard $19 Million. VA Connecticut Healthcare System West Haven Campus requires Johnson Controls Metasys Building Automated Controls and Mechanical Maintenance Services for an existing inventory, upgrades and expansion of AHU’s, Chillers, Boiler Plant; some serving the entire campus and others serving local designated clinical spaces. VACHS is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance, routine repair and emergency (unscheduled) repairs, and Spare Parts Inventory. The full SOW is attached below for reference.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 17:00 EST, 28th of May 2024. All responses under this Sources Sought Notice must be emailed to Nathan.Langone@va.gov with Sources Sought # 36C24124Q0560 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

STATEMENT OF WORK

WEST HAVEN BAS CONTROLS AND MECHANICAL SERVICES

BACKGROUND

VA Connecticut Healthcare System West Haven Campus requires Johnson Controls Metasys Building Automated Controls and Mechanical Maintenance Services for an existing inventory, upgrades and expansion of AHU’s, Chillers, Boiler Plant; some serving the entire campus and others serving local designated clinical spaces. VACHS is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance, routine repair and emergency (unscheduled) repairs, and Spare Parts Inventory.

All technicians performing work under this contract shall be trained and directly employed or supervised by the Service Provider.

Service Provider shall provide proof of current training certificates from an applicable equipment manufacturer’s certified training course for all technician(s)/programmer(s). The Service Provider shall document this in writing and submit such documentation on an annual basis.

Service Provider shall provide proof that technicians possess all hardware, software expertise, tools and licenses/certificates needed to access, maintain, and repair the BAS.

JUSTIFICATION

Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities of the West Haven VA Medical Center campus BAS/ Metasys system supporting Air Handling Units and Chillers by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans.

LOCATION OF SERVICES

VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516

PERIOD OF PERFORMANCE

Base contract period shall be 07/01/2024 – 06/30/2025. The contract will also contain the provision for (4) annual option years:

Option Year 1: 07/01/2025 – 06/30/2026 Option Year 2: 07/01/2026 – 06/30/2027 Option Year 3: 07/01/2027 – 06/30/2028 Option Year 4: 07/01/2028 – 06/30/2029

QUALIFICATIONS

To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campuses of the VA Connecticut Healthcare System. In addition, all field service representatives shall have been trained by the Original Equipment Manufacturer (OEM) on the specific models of equipment that he/she is being asked to provide services for.

Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer’s Representative (COR) specifically reserve the right to reject any of the Service Provider’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

The Service Provider shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer.

Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

SCOPE OF WORK

The Service Provider shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs.

Scheduled maintenance shall be completed Monday through Friday and during regular business hours of 8:00 a.m. and 4:30 p.m. Onsite response to an Emergency service call shall be made within 2 hours.

No work shall be performed on US Federal Holidays unless an emergency service call status has been indicated by the VA Contracting Officer or Contracting Officer’s Representative.

US Federal Holidays:

VA Connecticut Healthcare System West Haven BAS Controls and Mechanical Services

New Year’s Day Martin Luther King Jr. Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

Page 1 of

Description of Services:

1. Metasys System Maintenance; Metasys BAS is a proprietary system providing an automated, computer local network distributed control system to monitor the mechanical, heating/air-conditioning, and ventilation systems located at the VA Connecticut Healthcare System West Haven Campus.

a. BAS Preventative Maintenance, Labor, and Scheduled Service Parts. Provide onsite support to accomplish the following:

i. Maintain existing software and system running within required parameters, controls, graphics, etc.

ii. Controls Labor: 1 Technician at 2 regular workdays per week with Basic Preventative Maintenance.

iii. Controls Labor: 1 Technician at 8 Saturdays per calendar year with Premium Repair.

iv. Controls Labor: 1 Technician at 60 calendar days per year for Upgrade NCMS to SNE with Preventative Maintenance and Repair.

v. Mechanical Labor: 1 Technician at 2 regular workdays per week for Premium Preventative Maintenance.

b. Annual BAS Inspection, Software Maintenance, and Support

i. Building Automation and Controls

1. Provide all server upgrades, software updates and upgrades as part of this contract at no additional cost.

2. Equipment and supervisory controllers.

3. Operator workstations and servers.

4. Thermostat and other field devices.

c. Training

i. Bi-annual training on BAS to all VACT HVAC staff at the West Haven Campus.

1. 3 shift training, one 4-8hr training session per shift (3 shifts total) to occur bi -annually.

2. Training of VA Connecticut Healthcare Staff: Engineers, Utilities and Maintenance Mechanics, and Boiler Plant Operators for a minimum of 16 hours per year.

2. BAS Preventative Maintenance and Scheduled Service Parts

a. Repair or replacement of failed BAS devices.

b. Programming changes and commissioning to accommodate system modifications and devices made during normal building operation and maintenance (not part of a capital project).

c. Alarm reporting configuration or modification.

d. Scheduling changes.

e. Historical trend reporting configuration or modification.

f. Graphics creation or modification.

g. Installation and repair of lighting control and other energy management systems as part of normal building operation and maintenance (not part of a capital project).

h. Commissioning assistance with new BAS system start-up and functional performance testing shall be provided up to 80 working hours annually under this contract. Any additional need beyond will be addressed via a bi-lateral contract modification.

3. Annual BAS Inspection, Software Maintenance, and Support

a. Software Updates to local network program.

b. Ability to manage trending reports/data.

4. Local Upgrades

a. New software installation not included in Service 1.

5. Service Provider shall coordinate all placement and removal of Lockout Tagout devices for any energy sources with the VA COR/Maintenance & Operations.

6. Unscheduled/Emergency Repairs and Service Calls:

a. Unscheduled repairs and support for BAS system troubleshooting and repair service and for unforeseen equipment failures shall be performed at the direction of the VA Contracting Officer. The Service Provider and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work.

7. A $30,000.00 dollar allowance per contract year shall be provided under this contract and is intended to cover material and labor needs at the discretion of customer. VA Connecticut can use allowances on a planned or emergency basis. Service provider will not proceed with equipment or work without confirmation in writing from the contracting officer, or contracting officer’s representative, that the work/parts order is authorized. Service provider will never proceed with work that exceeds the total annual dollar allowance without approval from the contracting officer.

a. Emergency service and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate.

b. Service Provider shall submit the following associated with unscheduled repairs:

i. Labor Hours: Minimum 6 Hours

ii. Parts Cost: Minimum Total $500

Mechanical Air Handler Unit Equipment Schedule

By Loading Dock LC1

AHU 6

AHU 1

SUBMITTALS/DELIVERABLES

1. The Service Provider shall submit two (2) hard copies and electronic copy of all maintenance, test, inspection, repair and installation data/reports to the COR within three (3) business days.

2. The Service Provider shall submit any waste manifest documents as applicable to the COR.

3. The Service Provider shall submit annual inspection report including recommendations for next fiscal year capital improvements and scheduled and preventative maintenance due by May 31 of the prior year.

4. The Service Provider shall submit trending reports within 3 calendar days upon request.

5. Other Reports as needed produced by JCI for VA Directive and/or VA Medical Center and Joint Commission regulatory compliance.

SPECIAL INSTRUCTIONS

1. Service Provider Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR.

2. Documentation: At the conclusion of each repair and scheduled maintenance visit, the Service Provider shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within three (3) business days.

3. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

4. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

5. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.

6. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives.

7. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021.

8. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

9. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

10. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

TERMS AND CONDITIONS

1. User Responsibility: The Service Provider shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.