36C25621Q1679 - Additional Requirements.pdf

Combined Synopsis/Solicitation 36C25621Q1679 – Heat Exchanger Diagnostic and Repair for the Michael E. DeBakey

VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotes are being requested and a written solicitation will not be issued.

2. The combined synopsis solicitation number is 36C25621Q1679. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

2021-06 (effective 7/12/2021).

4. This requirement is solicited unrestricted under full and open competition. The North American Industry Classification

System number is 333415 with a size standard of 1,250 employees.

5. The contractor shall provide all labor, transportation, materials, tools, and equipment necessary to diagnose and repair a steam to water heat exchanger system in the penthouse of Building 109 located at the Michael E. DeBakey VA Medical

Center located at 2002 Holcombe Boulevard in Houston, Texas 77030.Wage Determination (WD) 2015-5233 (Revision

18 dated 7/21/2021) applies to this requirement.

6. Places of Performance:

Michael E. DeBakey VA Medical Center

Building 109

2002 Holcombe Boulevard

Houston, Texas 77030

7. Period of Performance:

All work shall be completed within 50 days from the effective date of contract award.

8. A complete description of the services to be acquired, and/or applicable Government need(s) are as follows:

See Attached 36C25621Q1679 - Additional Requirements

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office Central

Network Contracting Office (NCO) -16

2002 Holcombe Blvd., Bldg. 100

Houston, Texas 77030

Contracting Officer:

Orlando Whitaker

Point of Contact (POC) Information:

Email: Orlando.Whitaker@va.gov

Site Visit

A site visit is available on August 17, 2021, starting at 10:00a.m. and ending at 11:00a.m. A second site visit is available on August 18, 2021, starting at 10:00a.m. and ending at 11:00a.m. Please confirm your attendance by sending an email to

Mr. Orlando Whitaker at orlando.whitaker@va.gov. Please meet at the southeast entrance of building 109 on the Michael

E. DeBakey VA Medical Center campus at 2002 Holcombe Boulevard in Houston, Texas 77030. Please arrive at

10:00a.m. CST. Mr. Green will meet all site visit attendees at the southeast entrance of building 109 at 10:00a.m. CST. A site visit map is included with the location for the site visit circled in red.

mailto:Orlando.Whitaker@va.gov mailto:orlando.whitaker@va.gov

Quotes in response to this combined synopsis/solicitation are due at 4:00PM Central Standard Time (CST), August

20, 2021. Quotes shall be submitted in writing and sent via email to orlando.whitaker@va.gov. Please insert “RFQ

36C25621Q1679 – Heat Exchanger Diagnostic and Repair” in the subject line of your email. Questions regarding this solicitation shall be submitted via email to Contracting Officer, Orlando Whitaker at Orlando.Whitaker@va.gov no later than 4:00PM CST on August 18, 2021. If questions are received, all responses will be posted with all questions and answers to the same announcement.

COMPLETING A QUOTE FOR SUBMITTAL

a. The Quoter shall complete Contract Administration and provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the

Government.

b. See Section B.1, Price Cost Schedule. Pricing for each CLIN must be submitted in the proper format. The proper format consists of QUANTITY *UNIT PRICE = AMOUNT/NET AMOUNT. In the event there is a discrepancy in the calculation, the UNIT PRICE will be held to the intended price multiplied by the QUANTITY. If the quoter shows only the AMOUNT/NET AMOUNT, but fails to enter a UNIT PRICE, the AMOUNT/NET AMOUNT divided by the

QUANTITY will be held to be the intended price.

d. The provision at FAR 52.212-1, Addendum to Instructions to Quoters-Commercial, applies to this acquisition.

e. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-

2 Addendum for additional information.

f. All delivery of items and services shall be performed in accordance with the Statement of Work and 36C25621Q1679, Additional Requirements.

g. Quoter must submit both Technical and Price volumes. See FAR Clause 52.212-2 Addendum for basis for award.

h. All quotes shall remain valid for 120 calendar days.

Attachments(s):

1. Combined Synopsis/Solicitation

2. 36C25621Q1679 – Additional Requirements

3. Attachment 1 – Typical Connections to Convertor

4. Attachment 2 - Steam and Condensate System Flow Diagram

5. Attachment 3 - Wage Determination mailto:orlando.whitaker@va.gov mailto:Orlando.Whitaker@va.gov

36C25621Q1679

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] After acceptance by the Government of performance

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Financial Service Center https://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

The Contractor shall perform a full diagnostic and provide a diagnostic report in accordance with the Statement of Work.

1.00 JB __________________ __________________

The contractor shall make repairs as noted in the SOW to remove and replace the heat exchanger system in building 109 that serves the AHU's.

All work will be completed at The Michael E DeBakey VA Medical

Center, 2002 Holcombe Blvd. Houston TX 77030

4.00 EA __________________ __________________

Nibco LD2000 2087 Lug butterfly valve 5”

MANUFACTURER PART NUMBER (MPN): LD2000 2087

6.00 EA __________________ __________________

Nibco F 617-0 IBBM gate valve 4”

MANUFACTURER PART NUMBER (MPN): F 617-0 IBBM

1.00 EA __________________ __________________

Nibco F 718-B IBBM globe valve 4”

MANUFACTURER PART NUMBER (MPN): F 718-B IBBM

2.00 EA __________________ __________________

Keckley Style B 250# threaded 1.25” Y-strainer

MANUFACTURER PART NUMBER (MPN): 250

Spirax Sarco 1.5” PT-30 WP 30# B87 BM 57060 EW steam trap

MANUFACTURER PART NUMBER (MPN): PT-30 WP 30# B87 BM

B&G SU-105-2 heat exchanger

MANUFACTURER PART NUMBER (MPN): SU-105-2

Nibco F 617-0 IBBM gate valve 6”

MANUFACTURER PART NUMBER (MPN): F 617-0 IBBM

Newco Fig 11F-CB2 B16.34 Class 150 4” gate valve

MANUFACTURER PART NUMBER (MPN): 11F-CB2 B16.34

GRAND TOTAL __________________

STATEMENT OF WORK

Repair Heat Exchanger System in Building 109

1. GENERAL:

The contractor shall provide all labor, transportation, materials, tools, and equipment necessary to diagnose and repair a steam to water heat exchanger system in the penthouse of Building 109 at the

Michael E. DeBakey VA Medical Center located at 2002 Holcombe Boulevard in Houston, Texas

77030.

2. DESCRIPTION OF SERVICES:

A heat exchanger system that provides hot water to air handlers in the penthouse of Building 109 needs to be brought back to fully operational status. This project will be accomplished in two phases.

Phase 1: The contractor shall provide a thorough, complete, and full diagnostics report to get the heat exchanger system back to turn-key operation. Phase 2: The contractor shall then provide all labor, equipment, tools, supervision, transportation, administration, parts, and materials for repairs to get the heat exchanger system operational. After the diagnostic report is completed by the contractor and approved by the Government, the contractor shall perform any additional work not on the initial

Diagnostics Report at no additional cost to the VA. The work shall include removal and replacement of several components of the existing system. These components include, but are not limited to, converters (heat exchangers), valves, traps, strainers, insulation, and other associated components of the system. All new components shall be equivalent to, or better than, the existing equipment.

Phase 1: Diagnosis

The first phase includes the full diagnostic. After the diagnostic the Government will be provided a full report of what it will take to repair the equipment, or if the equipment should be replaced. The due date for the diagnostics shall be three (3) days after contract award.

1. Contractor shall provide a full report of how the heat exchanger system will be repaired and bring the heat exchanger system back to proper working order.

2. The decision to proceed with the repair or not proceed with the repair will be the VA’s decision. This decision will be made by the VA within three business days from submission of the Diagnostics report from the contractor to the VA.

3. The contractor shall list all parts, material and associated costs for these items required to get the heat exchanger system to full operational condition. The list should be itemized.

4. The contractor shall provide all labor categories, number of hours, step by step details of the repair process, any certifications, specialty equipment, materials by part numbers and specific descriptions, and a cost delta comparison of repairing the existing heat exchanger system components versus buying all new components.

5. Contractor shall describe in paragraph form in chronological order how the work will be performed and how much time each stage of the repair will take from start to finish.

Providing this information does not alleviate the quoted delivery schedule to complete the repair in accordance with the solicitation requirements.

6. The contractor shall identify all related issues that may prevent the correct operation of the heat exchanger system.

7. The heat exchanger system and all equipment shall be put back together to its original condition (before diagnosis), after diagnostic testing and evaluation.

8. The contractor shall provide cost of the diagnostic and repair separately with their quote by the solicitation due date. The potential awardee shall be held to the same delivery schedule provided in their quote regardless of what is identified on the diagnostic report.

9. Any issues not identified on the diagnostic report shall be the responsibility of the contractor. If the Government chooses to proceed with Phase 2 after confirming the diagnostic report, the contractor shall be responsible for the equipment being fully operational after the repair.

10. In the event the diagnostics report identifies various repairs not identified in the solicitation repair requirements, the Government may choose to not proceed with the repair for Phase 2. The submission of the diagnostic report does not allow the contractor to increase their quoted diagnostic and repair quote after award. In the event the

Government determines the diagnostic report is valid and identifies other repairs and/or an increased cost, the Government may choose to not proceed with Phase 2.

Phase 2: Repair

After the diagnostic, the Government shall be provided a full report of what it will take to fix the equipment, or if the equipment should be scrapped. Once the Government receives the diagnostic report, they will make the decision to scrap the equipment, not proceed with the repair, buy new equipment or proceed with the repair. The Government shall make the decision whether to proceed with the repair or not proceed with the repair on Phase 2 within three business days from receipt of the diagnostic report.

Contractor shall proceed with the repair after getting the CO, COR and VA approval.

The contractor shall ensure the equipment is in proper operating condition according to OEM standards or the contractor shall be held accountable for the repairs in the event that the heat exchanger system is not put back in proper operating condition

2.1 REPAIRS: The contractor shall provide all labor, materials, equipment, permits, supervision, and any other services necessary, to complete the following tasks:

(A) Remove old and install two (2) new converters (complete unit: tube bundles and casing) in the

Bldg. 109 penthouse. Remove old components and install new: thirteen (13) shutoff and control valves, two (2) steam traps, two (2) y-strainers, insulation, and any other associated components necessary for proper operation of the new components. Properly connect new items to existing system. Consult with VA personnel on site for exact items and locations. New locations as determined by the VA. See attachments 1 and 2 for a typical, but not exact representation of the existing system (note that the existing system has two units in parallel, with the drawing showing one branch). Exact specifications and locations for new items must be field verified. See the parts list below for major components. Contractor shall provide any necessary nuts, bolts, sealants, gaskets, or other needed components in new condition.

PARTS LIST

MATERIALS

1. The contractor shall use only materials that meet the contract requirements. The contractor shall submit manufacturer specification sheets for all parts.

2. The contractor shall use new materials for the work.

3. All materials installed shall be free of defects. All materials shall be new.

4. The contractor shall secure the Government’s compliance confirmation of the proposed source of materials to be used before their delivery.

Parts: The contractor shall furnish all replacement parts needed to repair and perform diagnostics. The contractor shall only utilize parts to meet contract requirements.

1. Gray Market Prevention

(a) Gray market items are Original Equipment Manufacturers’ (OEM) goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory. This procurement is for new OEM equipment and/or services contracts for repair of equipment (i.e. replacement parts) for VA Medical Centers. No remanufactured or gray market items will be acceptable.

(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

Component Quantity

Nibco LD2000 2087 Lug butterfly valve 5” 4

Nibco F 617-0 IBBM gate valve 4” 6

Nibco F 718-B IBBM globe valve 4” 1

Keckley Style B 250# threaded 1.25” Y-strainer 2

Spirax Sarco 1.5” PT-30 WP 30# B87 BM 57060 EW steam trap 2

B&G SU-105-2 heat exchanger 2

Nibco F 617-0 IBBM gate valve 6” 1

Insulation As needed

Newco Fig 11F-CB2 B16.34 Class 150 4” gate valve 1

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, authorized reseller for the proposed equipment/system and/or services contracts for repair and diagnostics (i.e. replacement parts), verified by an authorization letter or other documents from the OEM or by an intermediary distributor authorized by the OEM such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the equipment/system and/or services contracts for repair and diagnostics shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(B) All insulation missing, damaged, removed or inadequate will be reinsulated by the contractor.

Install new insulation for all newly installed equipment. Match existing insulation thickness, covering, and quality. Old insulation will be removed, and new installed, from the point where the entering steam supply meets the initial shutoff valve through to the condensate return unit and include the branches to the supply pumps. Verify locations with VA personnel on site. Relabel insulation in locations that presently have a label identifier.

(C) All specifications on items being replaced and installed shall be FIELD VERIFIED and the specifications submitted to the VA prior to purchase. VA personnel must approve new equipment before purchase.

(D) All work shall be accomplished within fifty (50) calendar days.

(E) After award, but prior to the start of any field work, the contractor shall contact the Project Manager to review proposed methods and schedule for accomplishing the work and to review shut down requirements, hot permits, and VAMC safety requirements. Field work may not commence until these items have been reviewed and approved as detailed below.

(F) All new equipment shall be tested (by the contractor at their expense) and fully functional upon completion of installation. New equipment must be fully compatible with the existing system.

1. Make all necessary water, steam, control, and electrical connections.

2. A demonstration of the new equipment shall be scheduled with representatives from the VA

Maintenance department.

3. Damage to any existing surfaces shall be repaired to the original condition at the Contractors expense.

4. Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Cost incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. Any such change shall be reflected in a written modification to this contract, signed by the contractor and contracting officer.

5. Locations of each unit will be provided during site visit and exact model numbers to be field verified by the contractor. Contractor will submit a specification sheet identifying all new components to be installed.

6. All installed components shall be of new materials. All work shall meet current local, state, and national codes and requirements.

7. Provide two (2) copies of manufacturers’ operation and maintenance manual.

8. Provide manufactures warranty information.

9. Quote Qualifications: The contractor shall provide documentation demonstrating at least five

(5) years of successful technical experience in / performance of commercial water heater installation services. The contractor shall be licensed to perform the work under this contract.

2.2 Existing conditions

• The work covered by these specifications is an occupied facility.

• All work must be coordinated with the COR.

• The contractor shall leave no area unsecured or unsafe at the end of the day.

• The contractor shall always keep the premises as clean as possible and free from an accumulation of waste materials and rubbish.

• It shall be the contractor’s responsibility to field verify all existing conditions and dimensions prior to quoting. All new items must meet or exceed the quality and ratings for the existing equipment that is being removed (pressure, temperature, etc).

• Valve manufacturer’s name and pressure rating shall be marked on valve body.

• All valves of the same type shall be provided from the same original equipment manufacturer.

• All fittings of the same type (threaded or welding) shall be provided from same original equipment manufacturer.

• All flanges shall be from same original equipment manufacturer

• Welding Materials and Procedures: Conform to Chapter V, ANSI/ASME SEC B31.9 and applicable state labor regulations.

• Welders Certification: In accordance with ANSI/AWS D10.12

2.2.1 INVESTIGATION OF SITE CONDITIONS

A. Submission of a quote shall be conclusive evidence that the contractor has reviewed, investigated, and acknowledged all items below.

1. Conditions bearing upon transportation, disposal, handling, and storage of materials.

2. The availability of labor, water, electric power, and roads.

3. Uncertainties of weather and similar physical conditions at the site.

4. The conformation and conditions of the grounds.

5. The character of equipment and facilities needed preliminary to and during work performance.

B. Submission of a quote shall be conclusive evidence that the contractor has investigated and is satisfied as to the conditions to be encountered, the character, quality, and scope of work to be performed, and the quantities of materials to be furnished.

C. Submission of a quote constitutes agreement that contractor has provided written notice of all conflicts, errors, ambiguities, and discrepancies discovered in SOW, that responses to these written notices are acceptable to Contractor, and that SOW is sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing required work.

D. The Government assumes no responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this Contract, unless that understanding, or representation is expressly stated in this SOW.

2.2.2 DUTY TO INQUIRE

A. Contractor shall review the full SOW and attachments.

B. If during review of these items, the Contractor finds discrepancies, omissions, conflicts, defects, errors, or ambiguities, they have a duty to inquire. The Contractor shall also inquire about items that are unclear or open to interpretation prior to submission of their quote by the questions due date.

2.3 Performance Assessment

2.3.1 The COR will conduct a 100% surveillance inspection of work requirements and services for subject contract. After the completion and before leaving the site, the contractor shall contact the COR for final inspection. The inspector shall document and sign off inspection results. The inspector shall inform the contractor of inspection results and any unacceptable result shall require re-performance at no additional cost to the Government. Any unsatisfactory inspection (defect) result shall be corrected.

2.3.2 The contractor, CO, COR and other Government personnel may periodically meet to discuss the contract performance. The following issues may be discussed; opportunities to improve the contract, any contract modifications required, unsatisfactory inspections, customer complaints and quality control measures taken by the contractor to ensure performance requirements continue to be met. The contractor and the COR shall identify unsatisfactory inspections, customer complaints and favorable and/or unfavorable trends. The COR has the responsibility of writing the meeting minutes. The minutes will be signed off by the CO and others as deemed appropriate. The minutes will be distributed to the contractor and a copy will be kept in the official contract and the COR files. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

2.4 Technical Requirements

CONTRACTOR’S TECHNICAL REQUIREMENTS

A. Contractor’s Technical Experience: The contractor shall demonstrate five years of experience performing work of repairing and replacing heat exchanger systems. The contractor must have completed three similar requirements as the prime contractor within the past five years. The Contractor must provide the name of the project, location, dollar value, description of the work performed, date, whether they were the prime or subcontractor, and a point of contact they performed the work for. The Contractor must include the point of contact’s name, title, phone number, and email address.

B. Contractor’s Technical Qualifications: The Contractor shall be certified in Air Conditioning and

Refrigeration Contractor Licenses with the Texas Department of Licensing and Regulation (TDLR). This shall be a Class A license for large commercial applications. The contractor shall provide a copy of these certifications with their quote by the solicitation due date in the form of a license or certificate

2. CONTRACTOR’S PERSONNEL TECHNICAL REQUIREMENTS

A. Personnel Technical Experience: The Contractor shall provide Air Conditioning and Refrigeration

Technician(s). The Air Conditioning and Refrigeration Technician shall demonstrate 5 years of technical experience performing maintenance and repairs on heat exchanger systems. The contractor shall provide the personnel’s resume demonstrating this experience by the solicitation due date with their quote.

B. Personnel Technical Qualifications: The Contractor’s Air Conditioning and Refrigeration Technician(s) shall have an Air Conditioning and Refrigeration Certification from Texas Department of Labor and

Regulation (TDLR) at the Journeyman or Master level. The Contractor shall provide a copy of these certifications with their quote by the solicitation due date in the form of a license or certificate with their quote by the solicitation due date.

3. ATTACHMENTS

Attachment 1: Typical existing system connections

Attachment 2: Typical existing system flow

4. SUBMITTALS and DELIVERABLES

At the time of quoting, the contractor shall submit to the MEDVAMC the following:

Manufacturer spec sheets for all new equipment and/or components.

Prior to starting work, the contractor shall submit all plans including, but not limited to:

• Quality control plan

The VA shall check and approve the contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. All submittals shall be in electronic format and include a VACT Submittal Cover sheet for return as annotated.

DELIVERABLES

A. DELIVERABLES INCLUDE, BUT, ARE NOT LIMITED TO:

1. Diagnostic Report

2. Repair Report

3. Safety documents

4. Warranty

5. Technician Certifications

6. Contractor Certifications

REPORTS

A. The diagnostic and repair report shall include the following information:

1. Full write up of repairs determined by the thorough, complete, and full diagnostics report to get the heat exchanger system to fully functional operation. Itemize all items (labor, material, equipment).

a. Labor - All labor actually performed to complete the repair by labor category and labor mix. A narrative description of each step of the repair from evaluation, parts purchased, removal of equipment, insertion of equipment, connections, testing, and final inspection.

b. Material – The nomenclature, name, specifications, and cost of the material;

c. Equipment - The nomenclature, name, specifications, and cost of the material; and

d. Work Performed – Time-lined description of all work performed from receipt of the award to submission of the final report; and

e. Documentation of all testing.

2. Written warranty for parts and the repair.

3. The contractor shall provide two reports. The contractor shall provide one report for the repair and one report for the diagnostic evaluation. Each report shall be submitted in this format.

4. Any report requirements identified elsewhere but not identified in this section are still required. This section does not alleviate any requested requirements in other sections of this solicitation.

B. The Contractor shall provide the repair report by the end of the period of performance in Section B.

5. PERIOD OF PERFORMANCE

A. The contractor shall complete all services, to include the diagnostic, full diagnostic report, and repair within

50 days from the effective date of award. The contractor shall submit everything identified in SOW within this time frame. The contractor shall provide a detailed report and comprehensive detailed repair schedule to include all existing and remaining repairs required to get equipment fully operational with all applicable documentation.

The detailed report does not allow the contractor additional time to complete the repair if the Government determines the repair is in the best interest of the Government.

The contractor shall comply with the following schedule:

1. Recommended full diagnostics – completed 3 days after contract award

2. Detailed Diagnostics report – submitted 3 days after contract award

3. Repair schedule – repair equipment to full operational condition in 45 days from approval of the diagnostic report which is within 50 days from the effective date of award

4. Determination of the Diagnostic Report – 3 day after diagnostics report

5. Repair parts and materials – factory lead time after parts and material determination.

B. All repair work shall be completed within 50 calendar days from the effective date of award. The Contractor shall not continue any work under this contract beyond the period of performance end date in Section B.

6. WORK RESTRICTIONS

A. The working hours of the facility are 8:00 am to 4:30 pm, Monday through Friday. The Contractor, and any subcontractors shall only work onsite during these hours, unless otherwise requested by the contractor in writing and approved by the VA Contracting Officers Representative COR.

B. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President’s Proclamation

C. Smoking is prohibited in the MEDVAMC. Workmen are subject to rules of Medical Center applicable to their conduct. The Contractor shall execute work to interfere as little as possible with normal functioning of

MEDVAMC operations as a whole. The Contractor shall confine all operations on Government premises to areas authorized or approved by the Contracting Officer or his/her representative.

7. CODE REQUIREMENTS

The VA shall be responsible for obtaining necessary local agency approvals as required.

All work shall comply with all local, state, and federal rules and regulations. In the event of a code discrepancy the stricter of the ordinances shall prevail. These shall include, but are not limited to:

A. American Society of Mechanical Engineers (ASME)

B. National Fire Protection Association (NFPA)

C. Occupational Safety and Health Administration (OSHA)

D. Occupational Safety and Health Standards (29 CFR 1910)

E. https://www.osha.gov/law-regs.html

NEPA COVERAGE: Department of Energy National Environmental Policy Act Implementing Procedures

10 Code of Federal Regulations Part 1021, Appendix B to Subpart D of Part 1021-Categorical Exclusions

Applicable to Specific Agency Actions BS. Categorical Exclusions Applicable to Conservation, Fossil, and Renewable Energy Activities B5. Quality Assurance:

a) including, but not limited to, air, brine, carbon dioxide, geothermal system fluids, hydrogen gas, natural gas, nitrogen gas, oil, water, and steam.

b) NEC Compliance: Comply with National Electric Code (ANSI/NFPA 70) as applicable to installation and electrical connections of ancillary electrical components plumbing equipment.

c) ANSI Testing Standard: Water heaters shall comply with ANSI Z21.10.3 testing standard.

d) AGA and NSF Labels: Provide water heaters which have been listed and labeled by American

Gas Association and National Sanitation Foundation.

e) ASME Code Symbol Stamps: For the following equipment, comply with ASME Boiler and

Pressure Vessel Code for construction and stamp with ASME Code symbol: Commercial water heater.

f) ANSI/ASME SEC 9 - Welding and Brazing Qualifications.

g) ANSI/ASME SEC B31.9 - Building Services Piping.

h) ANSI/AWS D10.12 – Guide for Welding Mild Steel Pipe.

8. WARRANTY

The Contractor shall warrant all work performed under this SOW conforms to the contract requirements and is free of any defect in equipment, material, or workmanship performed by the Contractor or any subcontractor or supplier at any tier for a period of at least one year (1 year) for labor and fabrication on all repairs made after Government acceptance.

9.0 SCHEDULE:

Mobilization will only occur after all plans, submittals, and equipment are approved by the Government.

Contractor shall plan as necessary to ensure all parts and equipment are readily available to maintain this schedule.

Work shall be completed within 50 calendar days from effective date of award.

10.0 WORK LOCATION AND RESTRICTIONS:

The work site location is at the Michael E. DeBakey VA Medical Center campus located at 2002 Holcombe

Boulevard in Houston, Texas 77030. The contract work shall be done in building 109.

The contractor shall replace the heat exchanger system components in building 109 penthouse during normal work hours. Normal work hours are between the hours of 8 AM and 4 PM Monday through Friday, federal holidays excepted, unless other times are arranged in advance and approved in writing by the Project Manager.

When the contractor’s work interferes with Government functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal Government operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the Project Manager (72 hours notification is required).

The contractor is responsible to test and adjust all new equipment to provide normal operation once steam is restored and will give a brief demonstration to the Boiler Plant Supervisor on how to adjust the new heat exchanger tube bundle. The contractor shall provide all the necessary labor and materials to complete the project. All work shall comply with the drawings and specifications included within this project package.

11. GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government will provide the following:

• Government Utilities. The Government will furnish electricity and water for the contractor’s use incidental to contract performance at the location being serviced. In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 2 weeks in advance) and approved by the VA Project Manager. All utility shutdowns must be reviewed and approved by the VA

• Facilities: The Government will provide a small area for the Contractor to store equipment used to complete the requirements under the contract if space is available. Storage space will be located in the mechanical room where the work is taking place. No space for a trailer is available.

• Toilet and washrooms for the technicians employed by the Contractor in the performance of this contract.

• Contractor will be allowed to use the VA Canteen Service for breaks and lunches. Contractor will not use any other location throughout the facility for such purposes.

• Contractor will be allowed to use the dock area to unload equipment. Coordination with the

COR required 24 hours priors to loading and unloading.

Contractor will be allowed to use service elevators for transportation of equipment, materials, tools and waste.

Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in authorized areas. Contractor shall abide by all police requirements. Parking in designated patient parking areas is strictly prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. On-site parking will be in Lot W adjacent to the parking garage on a space available basis.

Contractor will be allowed to load and unload at the dock(s) as needed for performance under the contract.

12. DEBRIS REMOVAL

The contractor shall be required to remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled and weight tickets provided to the Project Manager (i.e. piping, cooling tower steel, etc.)

Remove any necessary existing materials and equipment to allow installation of new items. All major components removed (especially converters, valves, strainers, and traps) will be shown to VA personnel for inspection and to allow the VA to retain the components for spares. Any components that the VA does not want to keep will be disposed of off-site at the contractor’s expense.

13. PROJECT SAFETY:

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements.

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within one calendar days of each occurrence. The contractor shall comply with all State and Federal OSHA and NFPA 96 requirements at all times.

Care shall be exercised in operation of vehicles and other equipment on the site. The contractor shall provide required safety barriers and equipment. Ladders, scaffolding and other equipment shall not be left unattended at the job site.

Contractor shall comply with the following and keep a copy of any necessary hot work permits on site at all times:

• Hot work Permits required as needed

14. MATERIAL & WORKMANSHIP QUALITY:

All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities

Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the Project Manager.

The Contractor shall provide VA personnel with the necessary training to properly operate all provided equipment and systems. Additionally, the Contractor shall provide complete maintenance service support during the warranty period. All maintenance service shall be performed by factory trained, English speaking, technically qualified servicemen and shall be responsible for recording all work actions in the VA maintenance logbook. Contractor’s warranty maintenance service support shall include all parts, service, labor, travel time, and expense to perform both preventive and corrective maintenance on the new turnkey installation.

Quality Control. The contractor shall develop, submit and maintain a Quality Control Plan to ensure that all services are performed IAW the contract, federal, state, local requirements and commonly accepted commercial practices and standards prior to the contract start date. Contractor records shall be kept and made available to the Government throughout the contract performance periods.

Quality Control Manager. The contractor shall appoint and submit the name and contact information of the Quality Control Manager prior to the contract start date. The Quality Control Manager shall ensure daily operations are on schedule and completed within specified timelines. Contractor quality control procedures and practices shall be independent from the Government quality control surveillance/inspections.

Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. The COR will evaluate the contractor’s performance through 100% surveillance inspections, investigating customer complaints and conferring whether or not performance meets the standards. Results of the surveillance inspections become the official record of the contractor’s performance. When a performance threshold has not been met the

COR will initiate and provide the CO a Contract Discrepancy Report (CDR), DD Form 2772, for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO.

15. SECURITY:

All contractor personnel shall obtain a short-term identification badge issued by the VA. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Project Manager two valid

(non-expired) photo identification issued by a US federal, state or local government agency.

All contractor personnel shall be subject to inspection of personal effects when entering or leaving the project site.

The building is a controlled facility. All contractor personnel shall check in with the building manager every day that they are on site.

16. ENVIRONMENTAL CONTROLS

The contractor shall be knowledgeable of and comply with all applicable Federal, State, Interstate, and local laws and permits, regulations, and requirements regarding environmental protection. This includes regulations, operating procedures and permit conditions. Contractor operations are subject to environmental compliance inspections without notice. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

Clean-up. The contractor shall take all necessary precautions to protect Government and private property.

Damage caused by the contractor shall be repaired to the satisfaction of the Contracting Officer or designated representative without additional cost to the Government. The contractor shall verify with the COR. Contractor shall ensure the site is returned to the same conditions it was in prior to the start of work.

Protection of Property: The contractor shall leave the work area in a clean and safe condition and in the same condition the facility was in prior to cleaning hoods. The contractor shall dispose of all waste and materials that was accumulated at their own expense and IAW federal and state law.

Hazardous Material Identification. SDSs are required as specified in the latest version of Federal Standard No.

313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the contractor being considered non-responsive and result in termination of the contract.

HazMat. The Government may inspect all chemicals that the contractor brings on to the facility.

Spill Response. The contractor will be briefed of the spill response procedures at the pre-performance conference.

The contractor shall report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize Government material, equipment or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the Government for all associated costs.

Hazardous Material/ Waste Management. The contractor will be briefed on of the Hazardous Material / Waste

Management Plan at the pre-performance conference.

Hazardous Material Handling. The contractor shall abide by all OSHA safety standards for the purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The contractor shall maintain on site one copy of the MSDSs for each hazardous material line item used within the work center. The contractor shall not use products that are or contain Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Contractor shall submit to the government all Material Safety Data Sheets (MSDS) for all chemical products proposed to be used in the cleaning process.

The contractor shall observe and comply with at all times the Medical Center Lockout/Tagout Policies and procedures. Copies of these will be provided at the post contract award meeting and reviewed at the pre-work commencement safety meeting.

17. INVOICES

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

• 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:

http://www.tungstennetwork.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited

Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site

(http://www.x12.org).

END OF THE STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices.