36C24726Q0318.docx

Special Notice Special Notice

GENERAL INFORMATION

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7 2957 CLAIRMONT ROAD NE, Suite 1200 Atlanta GA 30329

POINT OF CONTACT*

Contract Specialist Jessica Cummings Jessica.Cummings3@va.gov

(803) 776-4000 x7801

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE

Agency: Department of Veterans Affairs Network Contracting Office (NCO) 7 WJB Dorn VA Medical Center Columbia, South Carolina

Notice Type: Intent to Sole Source Authority: FAR 13.106-1(b)(1) NAICS Code: 238220 – Plumbing, Heating, and Air-Conditioning Contractors PSC: J041 – Maintenance, Repair, and Rebuilding of Equipment – Refrigeration, Air Conditioning, and Air Circulating Equipment

Description of Requirement:

The Department of Veterans Affairs, WJB Dorn VA Medical Center, intends to award a sole source contract to Control Management, Inc. (CMI), a Small Business, for HVAC modifications and integration services within medication rooms. The requirement includes mechanical HVAC work, installation of Siemens components, testing and balancing, and full integration into the existing Siemens APOGEE Building Automation System (BAS), including controller programming, calibration, system integration, and Engineering Control Center (ECC) graphics updates.

Engineering has confirmed that administrative and programming control of the Siemens APOGEE BAS system at this facility is maintained exclusively by Control Management, Inc. (CMI), the authorized Siemens integrator. The Government does not possess independent programming access to the system.

Due to proprietary system access requirements and integration constraints, only one responsible source is reasonably available to perform the full scope of work. Accordingly, this acquisition is being conducted under the authority of FAR 13.106-1(b)(1).

Response Instructions:

This notice is not a request for competitive quotes. However, interested parties may submit a capability statement demonstrating their ability to perform the required services, including authorized programming access to the Siemens APOGEE BAS system at WJB Dorn VA Medical Center.

Capability statements must be received no later than five (5) calendar days from the date of publication of this notice and shall include sufficient documentation to demonstrate authorized system access and technical capability.

Responses shall be submitted electronically to the Contracting Officer. If no capable responses are received, the Government will proceed with award to Control Management, Inc.

See attached document: Authorized Dealer Letter.

STATEMENT OF WORK

Medication Rooms - HVAC

1. REQUIREMENT:

This is a requirement for a one-time service for modification repairs of the heating ventilation air conditioning (HVAC) systems of the medication rooms, on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

Period of performance is based upon award date and shall not exceed four (4) months.

Work shall be performed after normal business hours, from 5:00 p.m. to 6:00 A.M. Monday through Friday, excluding weekends and all federally observed holidays. At this time, no overtime is authorized.

Federal Holidays New Year’s Day January 1st Martin Luther King’s Birthday January 20th President’s Day February 17th Memorial Day May 26th Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement, and written notification will be provided to the Contractor after award.

· Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide a one-time service for modification repairs of the HVAC systems of the medication rooms in Buildings 100, 103, and 10. The Contractor shall furnish all labor, travel, equipment, supplies/materials, mechanical techs and electrical techs, required to perform HVAC repairs to the medication rooms listed within this Statement of Work (SOW). After all rooms are corrected, testing will conclude that all rooms will maintain proper temperature and humidity as well as pressure in the positive pressure medication rooms.

The Contractor shall complete a one-time service to correct HVAC systems in the below table of listed buildings/rooms.

· Supply all necessary equipment needed to modify the medication rooms HAVC to medication storage standards.

· All equipment MUST be compatible with the Siemens Apogee System.

· Equipment must be brand name or equal to Siemens Apogee System equipment and controls.

· Install, mount, wire, and program Siemens Apogee system equipment.

· Technicians must be either trained by the Siemens manufacturer or trained by the independent field office. In the State of SC, the only authorized independent field office to train on Siemens equipment is Control Management Inc. (CMI), Proof of completed training must be provided during the proposal phase.

· Technicians installing equipment and correcting deficiencies must be able to connect their supplied Siemens compatible equipment and controls so that the equipment communicates correctly with the existing Siemens Apogee control system.

· Start-up of systems will be completed as well as conducting Test and Balance and pressure checks if applicable.

Split with one (1) condenser (outdoor) and one (1) ceiling recess head unit with a local thermostat. Supply a Room Combination Temperature / Humidity sensor

· Provide and install one (1) 9000 BTU condenser (outdoor) and one (1) 9000 BTU ceiling recessed head

· Provide and install condenser wall mount bracket on outside of building with 35' of ceiling

· recessed head

· Provide and install 35' line set from condenser to ceiling recessed head

· Provide and install disconnect for condenser

· Connect new disconnect to breaker in mechanical room next to Med Storage Room

· Vacuum line set and check for leaks

· Release refrigerant from condenser

· Start-up system and check for proper operation

· Provide local room thermostat for the Unit with no remote control of communications

· Provide and install an air balance damper for positive room pressure.

· Provide and install a Siemens Combination temp / humidity sensor to monitor room conditions

· from the ECC. Wire the sensor to spare AI point locations in the Penthouse Siemens Controller

· Add new combination T/H sensor to the building graphic viewable at the ECC and set alarm parameters.

· Upon completion of repairs/modifications, each individual room will undergo a Test and Balance to ensure the medication room is fully operational for temperature and humidity, prior to moving on to the next room.

· In addition to Test and Balance Testing, one (1) room, LC104-100, a monitored positive pressure medication room, will need to have pressure testing conducted as well.

· One (1) year warranty on parts and labor on the provided material.

· Controlling room sensors will be moved from occupied rooms to unoccupied rooms and cover plates will be installed in old room sensor locations.

Test and Balance the following rooms:

· B100 Rm 1B111A

· B100 Rm 2C114

· B100 Rm 4C151

· B100 Rm 4A109

· B103A Rm 2G11

· B100 Rm LC104

· B100 Rm 2A149

· B31 Rm 1A145

· B100 Rm 3B116B

Test and Balance the following rooms and verify positive pressure in the med rooms:

· B10 Rm 113

· B10 Rm 115B and Bio Room

· B10 Rm 115 and 115A

· B10 Rm 215 and 215B

· B10 Rm 315 and 315B

· B10 Rm 113, 115B and Bio Room

· B10 Rm 115 and 115A

· B10 Rm 215 and 215B

· B10 Rm 315 and 315B

The Contractor shall ensure that the area is clearly blocked off when commencement of work occurs so that no traffic of personnel disrupts the work to be performed.

REPORT REQUIREMENT:

The Contactor shall provide a report of service each quarter after all preventive maintenance occurs for each system. This report shall be submitted to the COR no later than ten (10) business days after each inspection occurs.

The report shall contain a minimum of the following items.

· Date of Inspection

· Room Number

· List of Inspected Areas of the System

· Any areas of concern on each System

· Work performed on each System (lubrication, adjustments)

· Name of Inspector

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in Building 20, HVAC Shop prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are always secured.

· Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

· All debris must be removed from the facility upon completion of service each day.

The VA is a non-smoking campus.

TRAINING REQUIREMENTS:

· Siemens trained to install and connect to the Siemens Apogee System.

· Training must be completed by Siemens manufacturer, or by the independent field office for South Carolina, Control Management Inc.

· Proof of training for technicians completing the work must be supplied during proposal phase.

· 10-Hour OSHA Training for all personnel involved with the required service.

Site Visitation is required during the solicitation phase, to be coordinated between the CO and the COR. Questions during the site visit will be recorded but not answered. Post site visit, questions and answers will be provided to the CO only, via email.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

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

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

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. 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.

b. 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.

c. 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.

d. 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.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. 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.

h. 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.].

i. 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.

Special Notice