36C24124Q0669.docx

West Haven and Newington Medical Campuses Boiler Plants - Preventative Maintenance and Safety Device Testing

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. The VA Connecticut Healthcare System (VACHS) has high pressure steam boilers in both West Haven and Newington Medical Campuses. The boilers are aging and require a routine preventative maintenance (PM) schedule to ensure continuous function, compliance, and high efficiency. 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, 3rd of July 2024. All responses under this Sources Sought Notice must be emailed to Nathan.Langone@va.gov with Sources Sought # 36C24124Q0668 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.

DEPARTMENT OF VETERAN AFFAIRS

SCOPE OF WORK

West Haven and Newington Medical Campuses Boiler Plants Preventative Maintenance and Safety Device Testing Background:

The VA Connecticut Healthcare System (VACHS) has high pressure steam boilers in both West Haven and Newington Medical Campuses. The boilers are aging and require a routine preventative maintenance (PM) schedule to ensure continuous function, compliance, and high efficiency.

Justification:

Boiler plant service is critical for both West Haven and Newington Medical Campuses to operate and maintain healthcare services year-round. Servicing, testing, and replacing worn and aging components reduces the risk of interrupted operation, system failure or developing a safety hazard.

Location of Services:

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

VA Medical Center Newington 555 Willard Ave Newington, CT 06111 Period of Performance:

Base contract period shall be 8/01/2024 – 07/31/2025. The contract will also contain the provision for (4) annual option years:

Option Year 1: 08/01/2025 – 07/31/2026 Option Year 2: 08/01/2026 – 07/31/2027 Option Year 3: 08/01/2027 – 07/31/2028 Option Year 4: 08/01/2028 – 07/31/2029 References:

The following VA standards are reference documents that pertain to the scope of work contained herein and shall be adhered to.

Reference (a) - VHA Directive 1810(1), Dated Jan. 4, 2023, Boiler and Boiler Plant Operations.

Reference (b) - VHA Boiler and Associated Plant Safety Device Testing Manual Eighth Edition, Dated Feb. 2024.

Reference (c) - VA Division 23 Specification, Section 21 11, Boiler Plant Piping Systems

Reference documents are available via the VA Technical Information Library using the following link: https://www.cfm.va.gov/TIL/spec.asp. Alternatively, the COR or FMS designee may provide these documents upon request.

Equipment:

West Haven Boiler Plant, Boiler equipment information:

Boilers #1, #2 and #3 – Cleaver Brooks, Model DL-60, built 1981, max psi 260, operating psi 110, 26,000lbs per hour.

Cleaver Brooks Burner Firing rate in MBTU/HR Max 37820, Natural gas main psi 66 IN. WC Oil No.2 supply psi 100.

Electrical 208Volts, 3 phase, 60hz.

Control Circuit 120volts, 1phase, 60hz.

Newington Boiler Plant, Boiler equipment information:

Boiler #1 – Zurn Industries, Model 12,000 LB/HR, serial number 99034/ NB 18595, built 1975, design pressure 200 PSI, typical operating pressure is 90 psi.

Boiler # 1 Burner – Coen, Type Micropnox SDAF12, Natural Gas No. 2 Oil, built 1995 (EST) Boiler #2 – Bigelow company, Model Watertube 20,580 LB/HR, serial number NB1677, built 1958, design pressure 160 psi, typical operating pressure 90 psi.

Boiler #2 Burner – Coen, Type Micropnox SDAF12, Natural Gas No. 2 Oil, built 1995 (EST) Boiler #3 – Same make, model, and Burner as Boiler #2. This boiler is non-operational at time of writing.

Boiler system equipment and features subject to repairs, troubleshooting, and replacement:

Transmitters – Steam, feedwater, Natural gas & propane, and level transmitters.

Alarms - Carbon monoxide, combustible gas, low/high water alarms, and emergency stop/panic systems.

Gages – Steam, fuel oil, condensate, feedwater, Natural gas, propane gages Water - Level controls, low water cutoffs, low water alarm’s, high water alarm’s, overflow drain system.

Switches - High steam pressure limit switches, low pressure fuel cutoff, high pressure fuel cutoff switches, automatic fuel shutoff valve proof of closure switches, low fire proving switches, combustion air pressure switches, purge air flow proving switches, forced draft damper wide-open pre-purge proving switches and oil atomizing media switches.

Pressure containment - steam safety valves, relief valves, venting between automatic gas shutoff valves, leak testing of automatic fuel shutoff valves, Safety devices - burner and air train safety devices, fuel train safety devices Additional boiler system equipment - flame scanners, forced draft motor interlock, furnace pressure interlock, outlet damper position interlock, pre-purge and post-purge timers, igniter timer and main flame ignition timer, automatic fuel shutoff valve closure time after main flame failure, automatic fuel shutoff valve closure time after ignition flame failure, control air pressure interlock, fuel gas re-circulation damper set for pre-purge, low flue gas oxygen level interlock, interlock of outside damper with burner management system.

Testing - Hydrostatic testing (as-need for servicing any pressure containing components), minimum pilot flame test.

Air Quality Monitoring.

Equipment not listed in herein but covered under VHA boiler and associated plant safety device testing manual {latest edition} and VHA Directive 1810 as amended.

Scope of Work:

The contractor shall provide all labor, supervision, materials, tools, consumables, testing equipment, along with applicable state license(s) and permits to perform routine preventative maintenance and safety device testing on high-pressure steam boiler equipment at the West Haven and Newington VAMCs.

The contractor shall participate in an initial boiler plant safety meeting to review safety and lock out/tag out (LOTO) procedures, discuss the nature of maintenance and testing activities, and coordinate with boiler plant operations management at the respective facility.

The Contractor and the Contracting Officer’s Representative (COR) shall arrange for routine (non-emergency) services for the facility as required per this contract.

The Contractor shall conduct regular inspections and equipment operation reviews. The inspection and review forms and documentation (checklist in the binder etc.) shall be made available electronically to the facility per request and/or as part of reports (i.e. addendums) in Microsoft Word and/ or Microsoft Excel within ten (10) working days after testing.

The Contractor shall use the exact copy of the most current active revision of the Boiler Plant Safety Device Testing Manual, Reference (b). The contractor shall have a paper copy of Refence (b) as applicable to the maintenance services performed (appendix forms at a minimum shall be printed) and an electronic version of Reference (b). The paper copy shall be filled out immediately (Same day of testing and placed in binder) and left in the Boiler Plant, the electronic version shall be sent via e-mail to Contracting Officer Representative (COR) and Boiler Plant Management at the respective VAMC plant within 10 working days from date of completion of Device Testing.

The Contractor shall have twenty-four (24) service days to implement the Service Delivery Plan outlining service procedures from the issuance date in writing. Setting up a format per VHA Directive 1810 {or current version}, and VHA boiler plant safety device testing manual {latest edition} to have in a binder all monthly, quarterly, semi-yearly, yearly, testing, adjustments, or replacements as noted. The contractor shall provide and maintain the binder with a cover page, table of context, index and labeled dividers. The binder shall be updated per visit by the contractor. The binder and all reports shall show all testing and repairs, or replacements made with date and name of technician.

The Contractor shall, with prior written approval of the CO or authorized designee (COR), repair or replace failed or worn components listed in section (6) herein and per VHA Directive 1810 Reference (a) and VHA boiler plant safety testing manual Reference (b). Repair labor and materials for the listed coverage items as shown on the equipment shall be billed separately after approval to proceed has been granted by the CO and coordinated with boiler plant management.

The contractor shall perform continuous air quality monitoring at each VAMC boiler plant to ensure air space is free of excess contaminants caused by boiler system emissions operation and that may present a hazard to personnel. The contractor shall ensure air quality within the boiler plant is compliant with all applicable environmental regulations.

Administer annual Operator training to VA Boiler plant operators. Training Schedule shall be coordinated with the COR and/or Boiler Plant Management at each facility.

The Contractor shall provide on-site training classes for all FMS plant staff members annually at each medical center. This training shall not be less than 4 to 8 hours yearly per facility, with training subject to be determined by the COR per current Class Offerings. Contractor shall include all associated training documents and reference materials for the participants. The training Agenda and training Package (Class Handout and End User’s Reference Documentation) shall be submitted to the COR & Plant Supervisor for review and acceptance prior to final draft(s) and scheduling of training for all plant operators.

The Contractor shall work closely with facility staff to provide individual Operator Coaching. Coaching shall be structured to review and reinforce learned skills, leading to greater utilization of control systems applications implemented at this facility. The Contractor shall provide at minimum Four (4) hours of time per quarter for FMS plant staff questions and concerns regarding contract related items. The COR shall assist the facilities operators in identifying, verifying and resolving problems found in executing tasks. During the coaching sessions, the Contractor shall address testing issues, assist VA operators in becoming more self-sufficient, and tailor the control system applications to the needs of this facility and to the operator’s specific job responsibilities. Coaching times to be coordinated between the contractor and the COR.

System Improvement - In the interest of improving function, effectiveness and efficiency, the Contractor shall have the ability to develop and recommend the following: 1) Adding additional equipment 2) Expanding or upgrading existing hardware to include new features. 3) Expanding or upgrading existing programming to include new features or control of new equipment and 4) any other system improvement or expansions.

The Contractor shall provide emergency services in the event of an emergency which compromises the equipment as identified in the Equipment list. This service shall be available twenty-four (24) hours per day, seven (7) days per week and be available with personnel on the scene within the four-hour (4) time indicated per this contract specification when warranted. If the Contractor fails to respond within the time required, VACHS reserves the right to obtain the required services from another source capable of full performance of these contract requirements. The Contractor shall be able to identify the emergency, the cause of the emergency and the corrective action required to address the emergency to effectively and timely correct a critical situation.

The Contractor shall troubleshoot, repair, or replace any component or part that is covered under service warrantee in order to make equipment operational twenty-four (24) hours a day, seven (7) days a week. All work under service warrantee shall be accomplished as required per these contract specifications and with the knowledge of the CO or the authorized designee (COR).

Emergency On-site Response. To reduce costs and disruptions of downtime when an unexpected problem occurs, the Contractor shall provide Emergency On-Site Response within four (4) hours of notification. The Contractor shall provide this service Sunday through Saturday, including holidays, twenty-four (24) hours per day, to minimize downtime. Non-emergency calls, as determined by the COR and the Contractor shall be incorporated into the next scheduled service call.

Emergency Online Response. To provide faster response to emergency service requests and to reduce the costs and disruptions of downtime, contractor shall be both capable and ready to respond online within two (2) hours of receiving notification for emergency service during the hours of Sunday through Saturday, including holidays, twenty-four (24) hours per day. Emergencies shall be determined by the COR and the Contractor.

Following any repair or replacement work that temporarily compromises a pressured vessel or system, the contractor shall perform hydrostatic testing. Per Reference (a), Hydrostatic testing of boilers and pressure vessels must be conducted after a repair or a tube replacement. Hydrostatic pressure must be limited to 150% of normal operating pressure of the boiler or pressure vessel.

Any additional charges claimed for material and labor not covered herein or by reference VA Specifications must be approved by the contracting officer before service is rendered.

All waste material (includes packaging, consumables) and debris generated by this work shall be removed off the respective VA campus by the contractor and shall be disposed of in accordance with applicable State and Federal regulations.

Definitions/Acronyms:

CO – Contracting Officer.

COR – Contracting Officer’s Representative.

FST – Field Service Technician. A person who is authorized by the contractor to service the equipment and has qualifications to merit the performance of this work.

FSR – Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

Acceptance Signature – Signature of VA FMS employee who indicates FST demonstrated service conclusion/status and user has accepted work as complete/pending as stated in the FSR.

Authorization Signature – COR’s signature; indicates COR accepts work status as stated in FSR.

OSHA – Occupational Safety and Health Administration.

FMS – Facilities Management Service.

Parts:

No used (non-new), reverse engineered or counterfeit parts shall be used for any items furnished under the terms of this contract.

Qualifications:

To be eligible for consideration of this work, potential bidders shall have a field service representative located within driving distance of the West Haven and Newington Campuses, and no further than 100 miles from either VA location.

Per Reference (a), a qualified contractor is a vendor that is knowledgeable and experienced in the design and construction of boiler plants and VA’s standards for construction and testing of safety devices.

FST(s) performing this work shall have completed at least a one-year trade school and have five years successful experience in this field. The experience shall be largely with institutional and industrial boiler plants similar in design to the VA plant. The VA COR or boiler plant operations management may define and accept equivalent qualifications.

FST(s) shall demonstrate familiarity with and ready access to the current versions of the following references:

NFPA 85, Boiler and Combustion Systems Hazards Code.

VHA Boiler Plant Safety Device Testing Manual, current edition, Reference (b).

FST(s) shall be equipped with portable electronic flue gas analyzers and other test instruments necessary for the required tests and calibrations, all calibrated within one month of the site visits. At facilities with programmable digital controls, the technicians must be capable of programming the controls and have the appropriate hardware and software for this.

The contractor must provide, upon request, evidence of appropriate training of any FST(s) providing services under terms of the contract. The CO and/or COR specifically reserve the right to reject any of the contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

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

Documentation/Reports:

The contractor shall provide the following reports and documentation.

Inspection, service technician or other authorized personnel certification as applicable to the work being performed.

Calibration certificate or equivalent for essential test equipment Material certificates for parts, components, and consumables.

Detailed non-destructive testing results as applicable.

The contractor shall provide a written report, within 10 calendar days of completion of preventative maintenance services. The report shall include descriptions and pictures of initial conditions, work completed, and final condition of the equipment post maintenance.

Discovery of any equipment deficiencies observed during maintenance services shall be documented in the final report.

Any additional charges claimed will be approved by the CO and COR before service is started. Proceeding with unauthorized work without a PO# or direction from the CO is to proceed at risk.

Services Beyond the Contract Scope:

The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, in writing as a preliminary report, of the existence or the development of any defects in the scheduled equipment which the contractor considers they are not responsible for under the terms of the contract. A formal report for any such defects shall also be provided to the COR and CO no later than 10 working days after discovery.

The contactor shall provide the COR with a written cost estimate for labor and parts or equipment that are beyond this contract scope.

Any additional charges claimed will be approved by the CO and COR before service is started. Proceeding with unauthorized work without a PO# or direction from the CO is to proceed at risk.

Test Equipment:

Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due.

Test equipment out of calibration shall not be used.

Hours of Coverage:

Unless otherwise authorized by the COR and coordinated with FMS Boiler Plant Management, all efforts for this work will be scheduled during normal working hours (7:00 AM to 5:00 PM (CST) Monday through Friday).

Scheduling for work outside of normal hours shall be coordinated with and require the approval of the FMS Chief.

Federal holidays observed by VA Connecticut Healthcare System are:

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day New Year’s Day Martin Luther King Day President's Day Memorial Day Juneteenth Independence Day and any other day specifically designated by the President of the United States.

Emergency Maintenance:

The contractor shall maintain the equipment in accordance with VA boiler plant and individual manufacturer’s standards as applicable.

The contractor shall provide emergency repair services, which may consist of calibration, cleaning, inspections, replacing parts, and installing parts.

The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor.

Response time:

Contractor’s FST shall respond by phone during normal business hours or within (30) minutes after normal business hours.

If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive no later than 4 business hours after the call is placed.

Scheduled Maintenance:

The contractor shall perform PM service on a routine bases to ensure that boiler plant equipment performs in accordance with VA boiler plant standards, Reference (a) and Reference (b) and be performed by a qualified FST.

The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable), to the COR at the completion of the daily PM. Reference (b) appendices include applicable forms and checklists to be utilized by the contractor.

PM services shall include, but need not be limited to, the following:

Cleaning of equipment to include filters, and other wear parts as-needed to maintain system cleanliness requirements.

Reviewing operating system diagnostics to ensure that the system is operating as specified by boiler plant management.

Calibrating and inspection of the equipment. Including system testing for contaminants.

Performing remedial maintenance of non-emergent nature.

Identification, Parking, Smoking, and VA Regulations:

Contractor’s FST(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

Smoking is prohibited inside all VA buildings.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

Safety The contractor shall take all safety precautions necessary to perform inspection, testing, and maintenance activities as required and ensure activities do not endanger the contractor’s authorized personnel, VA personnel or patients during work.

The contractor shall ensure all energy sources are isolated prior to performing inspection and testing. Coordinate with FMS personnel as needed to isolate and/or lock out tag out applicable sources.

The contractor shall comply with the following:

Confined Space permit(s) as required.

Lock Out – Tag Out procedures as required.

Personal Protective Equipment as required for field service work.

Hot work permit(s) as required.

Records Management:

The following standard terms and conditions relate to records generated in executing the contract and should be included in a typical 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.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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