Questions 05-08-2025.docx

Questions and Answers Submitted in Response to 36C24425Q0529 – Boiler Preventative Maintenance Services Pittsburgh VA Healthcare System

1) Could you please provide additional details or confirm the date and any relevant instructions for the site visit?

A site visit is being planned at both VA Pittsburgh Healthcare System locations so interested parties can view the entire boiler system requiring maintenance. Any offerors interested in attending the site visit must register by sending an email requesting attendance to Eric Christy at Eric.Christy@va.gov before Monday, May 5th 2025 at 12:00pm Eastern. Any offerors who do not register for the site visit before the deadline may be excluded from attendance. Site visit attendance instructions will be provided to all registered attendees. Attending the site visit is not mandatory or required to be eligible for submitting a quote.

The site visits are planned for Wednesday, May 7th 2025:

a) VAPHS Main Hospital, University Drive Campus University Drive C, Pittsburgh, PA 15240 9:00 AM Eastern

b) VAPHS, H.J. Heinz Campus, Community Living Center, Ambulatory Care Center 1010 Delafield Road, Pittsburgh, PA 15216 12:30 PM Eastern

2) Model #s for: Main Campus Boilers (B1, B2) rated for 25,000lbs/hr.; Boiler (B3) rated for 15,000lbs/hr.

Boiler #1 Model# WB-1-18 Serial# 92105-1

Boiler #2 Model# WB-1-18 Serial # 92105-2

Boiler #3 Model# WB-1-14.5 Serial# 92107

3) When was the last Non-Destructive Testing done on the DA Tank? When will the site want it done?

Nondestructive testing for DA tank is required every 6 years the last testing was conducted in July of 2024. The DA NDT is due before July of 2030 which will be the final option year of the contract.

4) Will the site provide replacement gaskets? Will they need to be replaced during inspection or during another contract or in-house cleaning?

The VA Boiler Plant Operators will perform shut down, cool down, LOTO, opening cleaning and closing of DA tank. The contractor is responsible for all safe entry into the tank and the site prep of welds and tank surfaces for NDT testing procedures. This applies to both sites UD and Heinz. All safety device testing on the DA tanks will be performed post the NDT and inspections. The VA will provide and replace gaskets.

5) Does the service technician need to be onsite for every "as needed" and "no costs" diagnostic or troubleshooting instance? Will we be able to "tele-troubleshoot" the issue before going onsite?

If a normal or emergency service is requested the plant operators have exhausted their diagnostic abilities. Yes, when called out for service technician is required to be on site for troubleshooting and repair there is no scenario where the service be provided over the phone.

6) Will there be any limits on the "as needed" and "no costs" diagnostic and troubleshooting of the entire plant? As written, this could be a diagnostic or troubleshooting visit 365 times a year, or more if something happens 4 hours after a technician leaves the site.

The Equipment Evaluation and Emergency Equipment Evaluation (Sections 10.2 and 11.2 of the Statement of Work) are intended to be used for deficiencies identified during inspections, testing, calibration, tuning, or through equipment failure as stated in Sections 10.1 and 11.1. A service technician will already be on site if deficiencies are identified during contractor inspections, testing, calibrations, or tuning of the equipment. The contractor will be required to provide diagnostic and troubleshooting (including an estimate for repairs) as needed for any equipment failure or malfunction. There are no limits for use of the evaluations covered under those sections.

The VA Boiler Plant Operators have estimated use of these procedures 2-3 times per year based on previous needs, but previous usage does not guarantee the future needs or potential malfunctions of the boiler equipment.

7) On page 8, section 3.2 of the solicitation document provides the SOW list. Tuning boilers and combustion controls system is required twice per year (semiannual service) required in May and November. Boiler and Plant safety device testing is required twice a year as well but mentioned June and August. Please confirm we (the contractor) could perform these services during the same visits twice a year (semiannual) in May and November each year.

The services are performed separately on different visits, the tuning of the boilers is done prior to the safety device testing. The tuning completion will need to be verified by operation hours that the boilers are performing efficiently. The safety device testing is performed after the tuning is verified. They will be identified on the schedule when the contract is awarded, and schedule is established.

8) On page 8, section 3.2.5 states: 3.2.5: “Calibration services (operating systems) – performed immediately prior to combustion tuning, annually in October. Includes semi-annual calibration of certain equipment.” Please confirm we (the contractor) could perform this service during the same visits twice a year (semi-annual) in May and November each year. The calibration must be performed prior to the combustion tuning as is requested.

Statement of Work Sections 9.1.1. and 9.1.2. require calibration prior to tunning of boilers to provide optimal readings for efficiency and performance of the boilers. Calibration of the devices listed must be performed prior to combustion tuning.

A preliminary report can be submitted to the Program Manager on the day of the calibration tuning to proceed. If there are deficiencies or repairs required of the identified devices, then the tuning will be completed after any device deficiencies or repairs on the calibration system are completed. The VA Program Manager has discretionary authority to proceed with combustion tuning if a determination is made the tuning and efficiency are not impacted by the identified calibration or repair deficiency. (If the device readings can be determined by temporary or alternative means)

9) The cost schedule CLIN # 0005 includes only annual calibration. However, this contract includes semiannual calibration of certain equipment. Cost Schedule does not include CLIN# for semiannual inspections.

CLIN 0005 is for all calibration services detailed under Section 9 of the Statement of Work. Section 3.2.5 of the Statement of work notes that semi-annual calibration is included with calibration services. Semi-annual calibrations are required for the items listed under Sections 9.1.1 and 9.1.2. A mix of annual and semi-annual calibrations are required for the items listed under Section 9.2. CLIN 0005 should be priced for all calibrations of the equipment listed in Section 9 at the required frequencies within a one-year period. Additions in red text were made to the revised SOW for clarity.

10) On page 10, section 4.1.5 states: The Contractor shall recommend to the Program Manager, or his designate, the use of non-destructive tests when inspection findings indicate the need for such tests to identify any conditions that could potentially impact safe boiler operating conditions. Does it mean the contractor will be responsible for performing the NDT?

In the event the certified boiler inspector decides due to findings of the inspection that further testing is required to determine the integrity of pressure vessels, the Contractor can recommend and provide an estimate for additional NDT which would include vessel entrance and site prep. This would be non-scheduled NDT and fall under Sections 10 or 11 for additional evaluation or repairs as needed.

For reference NDT was performed on boilers at university drive and Heinz Division in 2023. A service life was determined and is not required post end of service life unless determined by a qualified inspector.

NDT of the DA tanks were performed July 2024 and is due July 2030, the last year of this contract. The requirement for the contractor to perform scheduled NDT was added in the Statement of Work at Section 7.2.6.

11) On page 10, section 4.3 states: “Prior to each site visit, VAPHS shall prepare the boilers for inspection...” Please confirm VAPHS will be also responsible for providing all gasket kits needed before closing each boiler or DA tank.

Confirmed the contractor is not responsible for providing gaskets to hand holes, manholes. Access doors or chambers. The VA is responsible to provide access gaskets.

12) On page 12, section 6.1.4 states: “All boiler inspection, testing and calibration activities shall be documented and provided to VAPHS in both hard copy and digital formats.” Do the hard copy and digital reports need to be provided at the same time?

Digital copies are the primary reports and are the initial reporting source. Hard copies can be provided later, be advised invoices are paid out only after all deliverables are received.

13) On page 12, section 6.1.5 describes a list of the documents that the contractor should include. Please confirm these documents shall be added to the binder with the printed reports.

Confirmed yes, they can be a sub section of the provided binder. Digital copies of all documents are required for the digital file also.

14) On page 13, section 7. DA tank inspection. This section provides details of the annual inspection needed to the DA tank; however, it does not mention anything regarding the non-destructive testing which is usually requested every six years. Please confirm whether the NDT is required in this contract.

The NDT testing of the DA tank will be required during the final year, prior to July 2030. The Statement of Work was updated to include the requirement of the contractor to perform scheduled NDT at Section 7.2.6. This scheduled NDT must be included in the CLIN 0005 price. The contractor will be responsible for providing the NDT testing to include entrance into the vessel, weld and metal site prep. Entrants will need to provide all safety equipment and personnel to perform confined space entry. The scope of work will be amended to reflect the NDT testing.

Section 3.6 of the Statement of Work is relevant:

“Services shall require the Contractor to perform confined space inspections of the boilers and feed water deaerators. The Contractor must submit to the Program Manager, a confined space safety plan, including confined space certificates of training for those Contractor employees performing the inspections. “

15) On page 13, section 8.1 states Safety device testing will be performed in accordance with Attachment B, Boiler Safety Device Testing Manual - 5th Edition, December 2018_ Final or the most recent edition. We do have the Eighth Edition, February 2024. Please confirm this is the most recent edition of this manual.

Confirmed the eighth edition February 2024 is the most recent.

16) Are you able to provide the previous incumbent and Total contract value?

Questions about any previous contracts should be submitted as a FOIA (Freedom of Information Act) requests to the appropriate office. The facility requirement has changed, and the current requested services are not entirely reflected in any previous contract.