S02 36C24924Q0062 MT Home Cooling Tower Units Service.docx

Combined Synopsis/Solicitation Notice

SUBJECT* Cooling Tower Units Service

GENERAL INFORMATION

36C24924Q0062

1/30/2024 2 PM EASTERN TIME, NEW YORK, USA 30 DAYS AFTER THE RESPONSE DATE

N SDVOSB J041 238220

Department of Veterans Affairs Network Contracting Office 9 (90C) NCO 9 1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

Contract Specialist Preston Gerretse preston.gerretse@va.gov

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

PLACE OF PERFORMANCE

Corner of Lamont Street and Veterans Way BLDG 201

Mountain Home, TN 37684

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” 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 Federal Acquisition Circular (FAC) 2023-05, effective August 8, 2023.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Businesses (SDVOSBs)

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $19 million.

The FSC/PSC is J041

The James H. Quillen VA Medical Center is seeking to purchase a service contract for two Cooling Tower Units to replace part or all of both systems.

All interested companies shall provide quotations for the following:

Services

NOTE: Both Line Items DO NOT have to be quoted to be considered for an award, but only One will be awarded. The award will be made to the response most advantageous of One Line Item to the Government.

STATEMENT OF WORK

A.1 INTRODUCTION – The James H. Quillen VA Medical Center currently operates two Evapco cooling towers that require servicing. The VA requests a service contract to replace part or all of both systems. Line Item 0001 includes replacing the heat transfer media and cold-water basins in both Cooling Tower Units. Line Item 0002 is to remove and replace both Cooling Tower Units entirely on the existing pedestals. The current models are an Evapco model # AT 19-68 serial #s 12-484809 and 11-466329, (This information is for reference only; the contractor is required to verify all information) at building 201 at the James H. Quillen VA Medical Center main campus at the corner of Lamont and Veterans Way, Mountain Home, TN, 37684.

A.2 BACKGROUND- It is proposed that, at the request of the James H. Quillen VA Medical Center Engineering Department that the Cooling Tower Units either have their heat transfer media removed and replaced with Accu-Shield transfer media or equivalent to help prevent legionella growth. The deteriorated cold-water basins are to be removed and replaced on both Cooling Tower Units. Should both Cooling Tower Units be removed and replaced, the new units must be of the same capacity, using the current pedestals. If the replacement Cooling Tower Units are not what is currently in place, Evapco model # AT 19-68 serial #s 12-484809 and 11-466329; the contractor must retrofit new Cooling Tower Units to the existing pedestals.

A.3 Line Item 0001 SCOPE OF WORK – The contractor shall provide all equipment, material, and labor for the following:

A.3.1. Only one tower can be down at a time.

A.3.2. Disconnect any power, piping, or insulation to facilitate the old basins' removal and the new basins' installation.

A.3.3. Remove old heat transfer media and properly dispose of material using the contractor ’s-supplied dumpster.

A.3.4. Remove and dispose of existing cold-water basins using the contractor’s supplied dumpster.

A.3.5. Provide and install new cold-water basins. New basins shall be the exact dimensions of the existing to match the frame structure. New basins shall be of the same gage galvanized metal with added protective coating to increase longevity or made of Stainless Steel.

A.3.6. Provide and install new heat transfer media. New media shall be Accu-Shield heat transfer media or equivalent to minimize legionella growth. Standard PVC media is prohibited.

A.3.7. Reconnect or replace any electrical, piping, or insulation removed or damaged during work.

A.3.8. After work is complete, the contractor will perform a startup and function test of the Cooling Tower Units and cold-water basin.

A.3.9. The contractor may work during normal engineering hours, which are 6:45 a.m. to 5:00 p.m., Monday through Friday. If needed, due to location, traffic, or other unforeseen reasons, the contractor may work after hours and/or on weekends. If the contractor needs to work during off hours, notice must be given to James H. Quillen VA Medical Center Engineering Department.

A.3.10. The contractor is responsible for Safety zones and barricades around the work area.

A.3.11. All property, surfaces, and existing areas surrounding the work area shall be restored to their original condition before the final inspection of this contract.

A.3.12. All debris and clean-up are to be placed in a contractor-provided dumpster.

A.3.13. The contractor/vendor shall report to Robert Bradley (COR) or Kevin Milliken (Chief of Engineering).

A.4 Line Item 0002 SCOPE OF WORK – The contractor shall provide all equipment, material, and labor for the following:

A.4.1. Only one tower can be down at a time.

A.4.2. Disconnect any power, piping, or insulation to facilitate the removal of old Cooling Tower Units.

A.4.3. Make the necessary modifications to the existing pedestals, if needed. All measurements for retrofitting existing pedestals, if needed, are the contractor’s responsibility. Any modifications added or costs to modify and maintain the structural integrity of the pedestals are the responsibility of the contractor, not the government.

A.4.4. Install new Cooling Tower Units of the same tonnage on existing pedestals.

Current cooling tower unit models are Evapco model # AT 19-68 serial #s 12-484809 and 11-466329. Regardless of the make or model of the Cooling Tower Units, the new media shall be Accu-Shield heat transfer media or equivalent to minimize legionella growth. Standard PVC media is prohibited.

A.4.5. Reconnect or replace any electrical, piping, or insulation removed or damaged during work.

A.4.6. After work is complete, the contractor will perform a startup and function test of the cooling towers. The contractor shall also provide training and O&M manuals.

A.4.7. The contractor/vendor may work during normal engineering hours, which are 6:45 a.m. to 5:00 p.m., Monday through Friday. If needed due to location, traffic, or other unseen reasons, the contractor may work after hours and/or on weekends. If the contractor needs to work on off hours, notice must be given to James H. Quillen VA Medical Center Engineering Department.

A.4.8. The contractor is responsible for Safety zones and barricades around the work area.

A.4.9. All property, surfaces, and existing areas surrounding the work area shall be restored to their original condition before the final inspection of this contract.

A.4.10. All debris and clean-up will be placed in a contractor-provided dumpster.

A.4.11. The contractor/vendor shall report to Robert Bradley (COR) or Kevin Milliken (Chief of Engineering).

STATEMENT OF WORK PART B – WORK REQUIREMENTS

B.1 All materials, labor, travel, etc., are to be furnished by the contractor.

B.2. All work to be completed in a craftsmanship and safe manner.

B.3. All work must be completed within a reasonable time frame. Pricing is based on normal working hours, 6:45 AM till 5:00 PM Monday through Friday, or scheduled after normal working hours to reduce operational interference.

STATEMENT OF WORK PART C – SUPPORTING INFORMATION

C.1 Place of Performance - Building 201 at the James H. Quillen VA Medical Center main campus at the corner of Lamont and Veterans Way, Mountain Home, TN, 37684.

C.2 Period of Performance – Performance begins as soon as awarded and will run for 180 days for Line Item 0001, the repair of Cooling Tower Units, or, 290 days for Line Item 0002, the replacement of the Cooling Tower Units. Pricing is based on normal working hours or scheduled after normal working hours to reduce operational interference.

C.3 Special Considerations – The contractor must adhere to all OSHA and VA Medical Center construction safety policies and standards. The contractor’s employees must view a short infection control video. The contractor’s employees must sign in and out using a daily log provided by the VA. The log is in Building 37.

C.4 Contractor Furnished Materials - All labor, materials, and tools to complete the work identified. The contractor/vendor will supply copies of manuals, drawings, schematics, warranty information, and any other related documents pertaining to this "Statement of Work.”

C.5 Security Requirements -The contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers, and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall always be worn above the belt while on Medical Center property. The contractor’s employees shall return all I.D. badges to designated personnel at the time designated.

C.6 The Contracting Officer's Representative (COR) is responsible for inspecting the work. The Contracting Officer's Representative, Robbie A. Bradley, Robert.Bradley6@va.gov, 423 926-1171 x1465, Engineering Department, James H. Quillen VAMC. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities.

C.7 Smoking Policy. The Contractor shall not allow smoking anywhere on the VA campus. The VA campus is smoke-free.

Place of Performance/Place of Delivery James H. Quillen VA Medical Center Corner of Lamont and Veterans Way BLDG 201 Mountain Home, TN 37684

Period of Performance Line Item 0001 180 days Line Item 0002 290 days Performance begins as soon as awarded.

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 Items” SEP 2023

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

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 NOV 2023, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” NOV 2023 ADDENDUM to 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” DEC 2023

The following subparagraphs of FAR 52.212-5 are applicable:

52.204–27 Prohibition on a ByteDance Covered Application JUN 2023 52.209–6 Protecting the Government’s Interest When Subcontracting NOV 2021 with Contractors Debarred, Suspended, or Proposed for Debarment 52.219–27 Notice of Service-Disabled Veteran-Owned Small OCT 2022 Business Set-Aside 52.222-3 Convict Labor JUN 2003 52.222-21 Prohibition of Segregated Facilities APR 2015

52.222–26 Equal Opportunity SEP 2016 52.222–36 Equal Opportunity for Workers with Disabilities JUN 2020 52.222-40 Notification of Employee Rights Under the National Labor Relations Act DEC 2010 52.222-41 Service Contract Labor Standards AUG 2018 52.222-42 Statement of Equivalent Rates for Federal Hires MAY 2014 52.222-50 Combating Trafficking in Persons NOV 2021 52.223–18 Encouraging Contractor Policies to Ban Text JUN 2020 Messaging While Driving 52.225-13 Restrictions on Certain Foreign Purchases FEB 2021 52.232-33 Payment by Electronic Funds Transfer—System OCT 2018 for Award Management

(End of Clause) Instructions to quoters:

All quoters shall submit the following: Quotes shall include the RFQ number (36C24924Q0062), the proposed unit price for Line Items, the proposed extended price of Line Items, any prompt payment discount terms, company name, the company’s point of contact, address, phone number, fax number, e-mail address, Unique Entity Identifier (UEI) number, and business size status.

A Site visit will be scheduled for 1/8/24 @ 2:30 PM EST.

Site visit is not mandatory but highly recommended. Any differing site conditions that would have been identified from the site visit will be the contractor’s responsibility. If any proposed equipment results in additional work, the contractor will be responsible. A list of site visit attendees must be forwarded to Robbie A. Bradley, no later than 1/3/24 @ 4:30 PM EST, at Robert.Bradley6@va.gov, or 423 926-1171 x1465.

Questions are due no later than: 1/12/24 @ 2:30 PM EST, at Preston.Gerretse@va.gov

The 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’s decision for the quote most favorable to the Government.

The following are the decision factors:

Contract award will be made based on the solicitation response representing the best value to the Government using a Contracting Officer’s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer.

The information below explains the evaluation approach:

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represent the best value to the Government.

Factor 1: Technical Ability

The offer shall be evaluated on conformance with the requirements listed in the Statement of Work. The offeror shall submit a technical narrative that describes the means and methods of successfully performing all work detailed in the SOW, including the personnel being proposed to perform the work. Any training certifications for the repair of said equipment should be provided with a quote.

Factor 2: Past Performance

Offeror shall provide up to three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or individual responsible for signing the contract, and their telephone and fax number, and the COR’s/Administrator’s name, telephone, and fax numbers. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), as well as Past Performance Questionnaires, may be utilized.

Factor 3: Price

Offerors shall provide one copy of the fully completed Price Schedule in the above format. Proposed prices will be evaluated for reasonableness.

Comparative analysis will be utilized to evaluate quotations. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. Any warranty provided above Manufacturers will be a consideration for comparative analysis.

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

Responses should contain your best terms and conditions.

Both Line Items DO NOT have to be quoted to be considered for an award, but only One will be awarded. The award will be made to the response most advantageous of One Line Item to the Government.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received no later than 2:00 PM EST on January 30, 2024 at Preston.Gerretse@va.gov.

All information has been posted, and there are no other documents available. Offers must be submitted electronically. QUOTES SUBMITTED BY ANY OTHER MEANS WILL NOT BE ACCEPTED.

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

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 Preston Gerretse Contract Specialist, Services – East Network Contracting Office 9 (NCO 9) 1639 Medical Center Parkway, Suit 204 Murfreesboro, TN 37129 Office: 615-225-5482 Email: Preston.Gerretyse@va.gov