S06 Amendment to Solicitation 36C24725Q0291 0001 HVAC Test and Balance.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 9

0001 01-23-2025

508-25-2-537-0026

25-AP-1383

Department of Veterans Affairs

Central Alabama Veterans Health Care

215 Perry Hill Road

Montgomery AL 36109-3798

Department of Veterans Affairs

Central Alabama Health Care System

East Campus

2400 Hospital Road

Tuskegee AL 36083-5001

To all Offerors/Bidders

36C24725Q0291

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 02-05-2025 1:00am EST

See CONTINUATION Page

X 1

HVAC Testing and Balancing / RFQ #: 36C24725Q0291 / 2237 #: 508-25-2-537-0026 / Acq Plan #: 25-AP-1383

The purpose of this modification is to update the site visit dates and extend the closing bid date.

Benford C. Brundage

Contracting Officer

CONTINUATION PAGE

UPDATED SITE VISIT Date(s)/Location(s) for:

HVAC Test and Balance / 36C24725Q0291 / Atlanta, GA VA Medical Center

No information will be provided about; Estimates, Bidder’s List, Past or

Current Contract(s) and no questions/concerns will be addressed during the

Site Visit(s). All vendor questions/concerns must be addressed in writing by

10:00am EST on February 3, 2025 to Benford.Brundage@va.gov .

All questions/concerns will be addressed in ONE SINGLE Amendment at least one day prior to the bid close date. The Completed RFQ, and any additional supporting documentation, must be submitted via email to

Benford.Brundage@va.gov by 1:00pm EST on February 5, 2025.

SITE VISIT 1 – January 28, 2025 at 9:00am EST

Dept of Veterans Affairs

Building C, Room GC125/GC126

1670 Clairmont Rd, Decatur, GA 30033-3425

SITE VISIT 2 – January 31, 2025 at 9:00am EST

Dept of Veterans Affairs

Building C, Room GC125/GC126

1670 Clairmont Rd, Decatur, GA 30033-3425 mailto:Benford.Brundage@va.gov mailto:Benford.Brundage@va.gov

Statement of Work

Balancing and Airflow Certification Service Contract

Atlanta VAMC, Fort McPherson VA Clinic and Trinka Davis Veterans Village Testing &

Balancing and Airflow Certification Service Contract

WORK PERFORMANCE STANDARDS

A) The Contractor shall provide HVAC testing, balancing, and airflow certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis

Veterans Village. Testing and balancing services provided by the Contractor shall be used to verify compliance, identify compliance issues, and help correct compliance issues with VA and

Joint Commission HVAC standards.

B) Place(s) of Performance:

1) 1670 Clairmont Decatur Georgia 30033

2) 1701 Hardee Avenue Atlanta Georgia 30310

3) Trinka Davis Veterans Village 180 Martin Drive Carrollton Georgia 30117

C) Required Experience and Credentials: The Contractor shall be NEBB (National

Environmental Balancing Bureau) certified and have a minimum of ten years’ experience in the test, balance, and BAS programming trades. The Contractor shall have a minimum of five years of experience with healthcare facilities and be familiar with VA or other Federal Government facilities and procedures.

D) Critical Areas:

i) Operating Room

ii) Minor Procedure Rooms

iii) Sterile Processing

iv) Pharmacy

v) Cardiology/Cath Labs

vi) Interventional Radiology

vii) Bronchoscopy Suites

viii) Gastrointestinal Suites

ix) Intensive Care Unit

x) Fort McPherson SPS

E) Air Balance Scope of Work: Perform annual balancing procedures on each system in compliance with the VA HVAC Design Guide to include the following:

i) Balance flows within design tolerance ii)Pressure relationships shall take priority over design airflow quantities when discrepancies are observed.

iii) Mark final balance settings for valves and dampers with paint or other suitable permanent identification material.

iv) Make penetrations in sheet metal for insertion of test probes to obtain test data.

Penetrations shall be sealed using airtight plugs.

v) Ensure that set screws are tight on all dampers, vents, access panels and actuators.

vi) Prepare test reports for fans and assign an identification number for individual air terminals.

vii) Apply manufacturer's recommended test procedures for balancing.

viii) Crosscheck the summation of required outlet volumes with required fan volume, and request information regarding discrepancies.

ix) Develop a balancing strategy to account for diversity factors in VAV systems.

x) Examine that terminal dampers are installed in the correct direction, secured and functional.

xi) Determine the best locations in main and branch ducts for accurate duct traverse

"pitot" airflow measurements.

xii) Examine return, supply, outside air, exhaust, coil bypass, and mixing dampers in air handlers, where applicable, for proper operation.

xiii) Report airflow blockages, loaded filters, broken belts, and other factors that adversely affect the operation of the air moving equipment.

xiv) Report condensate drains that are not installed or are not functioning properly.

xv) Report observed air leakage in air-handling distribution systems.

xvi) Measure external static pressure, from duct to duct, to determine total external static pressure, as required.

xvii) Adjust fan speed to achieve design conditions. Make required adjustments to pulley sizes, to accommodate fan speed changes.

xviii) Adjust volume dampers form main duct, sub-main ducts, and major branch ducts to design airflow within specified tolerances.

xix) Measure terminal outlets using a direct-reading hood where applicable.

xx) Where air volume readings cannot be obtained directly a velocity and AK factor shall be used to determine air volume

xxi) Adjust patterns of adjustable outlets for proper air distribution.

xxii) Determine if VFD bypass mode will exceed the motor nameplate ratings with all control dampers in the full, open position.

xxiii) Direct drive fans, with speed taps, shall be set to obtain design airflow requirements.

xxiv) Report deficiencies discovered during execution of testing, adjusting, and balancing procedures, and report functional deficiencies that cannot be corrected by adjusting and balancing.

xvv) All work in non-critical areas to be performed during normal business hours (7am –

4pm). All work in critical areas to be coordinated 10 business days in advance and performed during off hours (4pm – 4 am).

F) Airflow Testing, Certification, and Documentation Scope of Work:

Routine testing, certification and documentation shall occur twice annually and shall be scheduled during normal business hours. A minimum of a three-technician team is required to complete the routine testing tasks. One technician shall monitor and record the readings from the field and the JCI Metasys Building Automation System (BAS) while two field personnel take measurements in the field with calibrated instruments. Field measurements shall include room temperature, room relative humidity, differential pressure between room and adjacent spaces, and airflow to/from room through grills, registers, and diffusers (GRDs). Routine testing shall include all the spaces identified in Appendix A. The Contractor shall submit a report due to the

Contracting Officer’s Representative (COR)/Point of Contact (POC) within two weeks of completing each round of testing. The Contractor shall provide a lump sum price for routine testing.

G) On-Call HVAC Equipment Troubleshooting and Balancing:

i) Issues identified during routine testing or by the COR/POC shall be investigated by the contractor on an on-call basis. Work shall be performed during normal working hours.

ii) Technicians shall be provided by the contractor to perform tasks described below within 24 hours of each COR/POC request unless that time falls outside of normal working hours.

iii) Tasks shall consist primarily of balancing air or hydronic systems to achieve desired flow rates. Troubleshooting issues shall include visual inspection of HVAC equipment, measurement of fan speed, measurement of air flow, measurement of water flow, measurement of static pressure, measurement differential pressure, sensor function testing, sensor calibration, actuator function testing, and actuator calibration.

iv) A service report describing the issue, actions taken, and hours worked shall be submitted to the COR/POC within 24-hrs of work completion.

H) Emergency Services: Emergency service shall be available 7 days a week, 24 hours a day, 365 days a year. Standard turnaround time for an emergency service call shall be 24 hours or less.

i) Contractor is to supply all equipment, tools, bump caps, knee pads, or other materials for contractor’s personnel to perform that task outlined within the scope of work.

2. PERIOD OF PERFORMANCE

a. One (1) year from Notice to Proceed. Contract shall be for one year with an option to renew for up to three (3) additional years thereafter on an annual basis.

3. HOURS OF WORK AND SCHEDULING

a. Routine: Normal working hours are Monday-Friday, 7:30am-4:00pm, excluding Federal Holidays. Any potential disruption to ongoing medical center operations shall be coordinated 2 weeks in advance and shall be subject to review and approval by the COR/POC. Any other disruption of operations in any building shall be scheduled at least one week in advance with the

COR/POC. Work shall be scheduled to allow continuous operation of all facilities to the greatest extent possible.

b. Critical Areas: Work performed in critical areas must coordinated 10 business days in advance in writing via a work plan that will be reviewed for approval by the COR/POC. This work must be completed Monday – Friday

4pm – 4am.

c. Emergency work Emergency service shall be available 7 days a week, 24 hours a day, 365 days a year. Standard turnaround time for an emergency service call shall be 24 hours or less.

4. COMPLIANCE

i) The Contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules, and regulations. The

Contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The Contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes; example: lockout/tagout. All work for the duration of the contract shall be performed by trained technicians. All safety measures shall be approved as adequate by the safety officer in advance.

5. CONTRACTOR EMPLOYEES

a. Parking in the appropriate/authorized spaces, with special consideration to ensure that they are not parking in veteran/patient spaces.

b. No tobacco or vaping (not authorized on any part of the hospital property).

c. Contractor personnel must check-in with the AVAMC COR/POC everyday (during the duration of the service) to coordinate and confirm the day’s duties and to ensure they have access to the areas in which work will be performed.

d. Contractor personnel cannot work alone in interstitial spaces, at a minimum they must work in teams of two.

e. The contractor and their employees must ensure that they wear the proper face mask (hospital grade, no cloth) while in clinical areas.

i) If the contractor(s) are not feeling well, has been around someone who has tested positive for COVID within the seven days prior to service, or is awaiting a COVID test result, immediately contact the COR or designated representative to reschedule the work.

f. AVAMC may demand that the contractor remove any person(s) who pose a threat to the health, safety, or security of the hospital, employees, or patients.

6. COR CHECK-IN

a. All Contractor personnel working onsite at the VA facility shall check in and out with the COR located in Building L (ENC). Access to work areas, and performance monitoring, will be provided by the COR. In all cases, the

COR shall be notified of any changes which may affect the response time of vital equipment.

7. CONTRACT ADMINISTRATION DATA

a. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of

Payment Requests.

b. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

c. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

http://www.fsc.va.gov/einvoice.asp

d. Vendor e-Invoice Set-Up Information:

i. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA

Financial Services Center for payment processing, free of charge.

e. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

FSC e-Invoice Contact Information: 1-877-353-979

RECORDS MANAGEMENT AND CONTRACT SECURITY

A. Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at:

https://www.va.gov/vapubs/search_action.cfm?dType=2

**Note: This link is the complete list of VA Handbooks and are in sequential order.

**Instructions for accessing VA Handbooks at link listed above:

• • Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1.

• • Once there, go to the PDF Format Column and click on PDF.

• • VA Handbook 6300.1 will then ask you to open or save the document.

B. Please follow the same instructions listed above for accessing VA Handbook 6500.6.

• All contractor employees working on this requirement are required to complete mandatory annual training entitled, “VA Privacy and Information Security Awareness” and “HIPPA Training” prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link:

https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

• A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.

B9. IDENTIFICATION, SMOKING AND VA REGULATIONS

The Contractor's FSE shall wear visible identification always while on the premises of the

Columbia VA Medical Center. Contractor shall contact the Contracting Officer’s Representative

(COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Columbia VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services.

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. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23)

Use of recording devices of any kind to record patients or employees is strictly prohibited.

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Contractor shall provide HVAC testing, balancing, and airflow certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis Veterans Village as required by the Statement of Work Contract Period: Base POP Begin: 02-17-2025 POP End: 02-16-2026 certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis Veterans Village as required by the Statement of Work Contract Period: Option 1 POP Begin: 02-17-2026 POP End: 02-16-2027 certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis Veterans Village as required by the Statement of Work Contract Period: Option 2 POP Begin: 02-17-2027 POP End: 02-16-2028 certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis Veterans Village as required by the Statement of Work Contract Period: Option 3

POP Begin: 02-17-2028 POP End: 02-16-2029 certification services for the Atlanta VA Medical Center (AVAMC), Fort McPherson VA Clinic and Trinka Davis Veterans Village as required by the Statement of Work Contract Period: Option 4 POP Begin: 02-17-2029 POP End: 02-16-2030

GRAND TOTAL __________________