Combined Synopsis-Solicitation.docx

Combined Synopsis-Solicitation Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular. The most current Federal Acquisition Circular can be found at Acquisition.gov.

This solicitation is unrestricted.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, Electrical Contractors and Other Wiring Installation Contractors, with a small business size standard of 19 million.

The FSC/PSC is J059 Maintenance, Repair, and Rebuilding of Equipment – Electrical and Electronic Equipment Components.

The Manchester Veteran Affairs Medical Center (VAMC) is seeking to a contractor to perform comprehensive preventative maintenance, server updates and repair services for the Johnson Controls building management system.

All interested companies shall provide quotations for the following:

Supplies/Services

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK

Maintenance Service Contract – Johnson Controls Metasys

1.0 INTRODUCTION

The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive preventative maintenance, server updates and repair services for the Johnson Controls building management system at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104. This contract is to serve as a base year plus four option year contract.

2.0 BACKGROUND

The Johnson Controls Building Management System (BMS)- Metasys has required license agreements and periodic maintenance to update sequencing, graphics and other items on a periodic basis through the year. The Facility Service, Maintenance Department, requires assistance in keeping up with required updates and maintenance to ensure proper operations and prevent failures on the equipment. Our current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract would be needed to ensure the proper and timely of the required maintenance, updates, and license agreements are in place on the Johnson Controls (BMS)- Metasys system.

3.0 SCOPE

3.1 Item 1 – ADX/NxE software updates – Software service agreements The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform software updates and maintenance on the ADX servers and NxEs for the building management system.

Contractor shall provide yearly software subscription to the VA maintenance staff ADX system for the Metasys package. This includes on-site support for updates required annually. The VA does not allow remote connections as the server is housed off the VA network servicing just the BMS system.

All work for the software subscription shall be included under this line item to include specifically the Metasys software subscription for and labor hours associated with its installation and upkeep.

· Install ADX software on Split ADX Servers for 25 users.

· Install NxE software for up to 20 NxEs.

3.2 Item 2- Routine Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within two (2) weeks. The contractor shall respond within two (2) weeks for all routine call backs on the Metasys software and program.

Contractor shall provide 40 hours as specified under this line item.

3.3 Item 3 – Emergency Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The contractor shall respond within 4 hours for all emergency call backs on the equipment.

Contractor shall provide 16 hours as specified under this line item.

3.4 Item 4 – Non-Routine Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will coordinate with the VA COR on repairs and provide a schedule for estimated completion. All parts and materials allotted for work under this section is covered in Item 5- Materials and parts.

Contractor shall provide 40 hours as specified under this line item.

3.5 Item 5– Materials and Parts (Non-Routine Repairs and Maintenance) The contractor shall supply parts and materials ($20,000 per year) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation, then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 5 business days to the COR.

Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor and validated by the COR. All repairs shall be in accordance with the equipment manufacturer’s requirements and\or applicable laws, regulations, codes, etc. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible.

4 PERFORMANCE REQUIREMENTS

All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to VA codes, Federal, State, and local regulations throughout the course of this service contract.

The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

The contractor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center.

The contractor shall schedule all site visits, to include emergencies, with the COR.

The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the COR’s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR.

The contractor shall respond within 4 hours for all emergency call backs.

Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a “Contractor” badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work.

Personnel must wear the proper personal protective equipment (PPE) at all times. Work done under this project must comply with infection control requirements.

The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes.

Special care will be taken to secure tools and construction equipment.

Material Safety Data Sheets (MSDS’s) must be submitted to the COR for approval for all hazardous materials before they are brought to the work site.

End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite.

Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D.

All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

5 DELIVERABLES

Contractor shall coordinate with the COR to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract.

Contractor shall provide a prioritized phone support contact list at the commencement of the contract.

Submittal of proposed equipment and materials to be used on site for review and approval by the COR.

Submittal of Contractor safety plan and lock-out tag-out plan.

Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.

After each visit from the contractor, a report shall be generated documenting labor hours utilized, including category of labor hours (See 3.2, 3.3 and 3.4), work that was performed, technician name, and any recommended actions that may be required.

Place of Performance/Place of Delivery

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:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

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 Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· 52.203-16, 52.204-4, 852.203-70, 852.219-75

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services”

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services”

The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021), 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following:

1. Questions: Any questions must be submitted in writing no later than 27 August 2024 at 3:00 PM EST. Answers to the questions will be posted the following week.

2. Quote: Offeror shall provide a quote using the Line item 0001 table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards.

All quotes shall be sent to the Contracting Officer, David Valenzuela at david.valenzuela2@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

1. Price: Quotes will be compared by price.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner.

1. Contractor shall provide specification sheets for proposed equipment and include within the solicitation response.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

Submission of your response shall be received not later than 2 September 2024 at 4:00 PM EST. All quotes shall be emailed to David Valenzuela at david.valenzuela2@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact: David Valenzuela, david.valenzuela2@va.gov.

Effective Date: 03/15/2023 Revision: 01