S06 FINAL Amendment 36C25622Q1425 A0003.pdf

Amendment to a Previous Combined Solicitation

SUBJECT* Preventive & Predictive Maintenance Services (and other equipment services) for York, Daikin, Marley, & Trane Chillers, Gulf Coast Veterans Health Care System, JACC-Pensacola, FL, Eglin AFB, FL & Panama City, FL

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25622Q1425

RESPONSE DATE/TIME/ZONE 09-01-2022 1300 EASTERN TIME, NEW YORK,

USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J041

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 2 Room 3B Biloxi MS 39531

POINT OF CONTACT*

C. Robert Oravetz / Contract Specialist Department of Veterans Affairs Network Contracting Office 16 Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG 2 Room 3B Biloxi, MS 39531

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Gulf Coast Veterans Health Care System 790 Veterans Way, 100 Veterans Way, 2600 Veterans Way Pensacola, Eglin AFB, & Panama City FL POSTAL CODE 32507 etc

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CS e-mail address

DESCRIPTION

The purpose of this amendment is the following:

1). Extend the solicitation close date for contractor submission of quotes.

CHANGE FROM: 08-31-2021 1300 EASTERN TIME, NEW YORK, USA

CHANGE TO: 09-01-2022 1300 EASTERN TIME, NEW YORK, USA

2). Answer/address follow up and final contractor questions about this solicitation:

Contractor Question 1: Gulf GeoExchange & Consulting Services, Inc. inquired about the government’s response to Contractor Question 1 from Amendment A0002. “How can Gulf Geo be included in the list of contractors/subcontractors to provide support?”

Previous Question: We are quoting the maintenance. We would like to know if there is an available bidders list to provide our pricing to?

Previous Government Response: No specific bidders list is available nor has been created for this acquisition. If you are looking for SDVOSB contractors to be used as partners and/or subcontractors the following contractors may be able to provide support.

Company Rep Name Phone Email System Service and Engineering (SDVOSB) Bruce Kuhnel (850) 630-4387 BKuhnel@ssandeinc.com

Raven Group LLC (SDVOSB) Galen Alsop (251) 223-1480 Galen@ravengroupusa.com

Panacea (SDVOSB) Eric Radke (262) 343-1966 eric@pan-gro.com

Amended Government Response: In addition to the suggested contractors listed above (that the facility was familiar with) please consider Gulf GeoExchange & Consulting Services, Inc. who has expressed an interest in supporting other contractors with this procurement. Other contractors can also be found by querying the Vendor Information Pages (VIP) https://www.vetbiz.va.gov/vip/nformation

Company Rep Name Phone Email

Gulf GeoExchange & Consulting Services, Inc.

Bruce Hoffman / Clare Hoffman 985-646-0746 bruce@gulfgeoexchange.com clare@gulfgeo.com mailto:BKuhnel@ssandeinc.com mailto:Galen@ravengroupusa.com mailto:eric@pan-gro.com https://www.vetbiz.va.gov/vip/nformation mailto:bruce@gulfgeoexchange.com mailto:clare@gulfgeo.com

Contractor Question 2: Regarding equipment: We are under the impression that several of the Daikin chiller units are under warranty. Requesting that the facility confirm the remaining years of any warranty in effect for each piece of equipment in the solicitation. If such warranties are in place, please advise how this would affect any preventative maintenance and corrective actions tasks under this contract.

Government Response: The list below details Daikin’s existing warranties.

Location Manufacturer Equipment Type Model Serial Existing

Warranty Warranty Expiration

Pensacola JACC Daikin Chillers

WMC290DBS-ER10 STNU140500150 No N/A AMZO25AMSEPP0059 STNU220300251 Parts only 4/26/2027

Panama City Beach Daikin Chillers AG070EDSEPNNOA

STNV210100070 Parts/labor 3/8/2026 STNV210100094 Parts/labor 2/22/2026

Per Daikin’s extended warranties, all are subject to the following provisions and limitations:

1. All of the terms and conditions contained in the Limited Product Warranty apply to the extended warranties that are purchased, except as expressly modified herein.

2. As a condition to coverage under the extended warranties, the product must be maintained and operated in accordance with the latest edition of Daikin Applied published installation/ maintenance data, including routine preventative maintenance procedures (i.e., condenser tube cleaning, oil analysis, etc.) as directed by Daikin Applied Service, and all warranty work shall only be performed by Daikin Applied Service personnel or as designated by Daikin Applied Service.

Records of maintenance schedules and procedures must be retained, and Daikin Applied reserves the right to audit them or examine them at any time.

Essentially, this means all Daikin preventative maintenance (PM) must follow Daikin install/maintenance procedure from each equipment manual and document thoroughly. If any PM corrective action is designated as a warranty repair on a labor warrantied unit (Panama City), then VA would require Daikin service be used directly to prevent voiding the warranty. See also page 16 of the solicitation for minimum expectations for Daikin certified PM tech and their required capabilities.

Contractor Question 3 (Parts 1, 2, 3, & 4): Regarding emergency call-outs and troubleshooting:

Part 1 of 4: Should the cost for labor for emergency responses be included in the proposal?

Government Response (Part 1 of 4): No. The proposed contract is for Preventive & Predictive Maintenance Services only and does not include emergency services. In the event that emergency services are required (while the contract is active) inclusion and accommodation of emergency services will be done in one of two ways: 1). Utilization of a government purchase card if allowable or 2). Utilization of a bilateral contract modification that will be funded with an associated purchase for contractor invoicing and payment. See Statement of Work Section 10 for more information.

Part 2 of 4: If costs for labor for emergency responses are not to be included in the proposal please advise what the approval process will be for additional funds for emergency responses.

Government Response (Part 2 of 4): Costs for any emergency services that are needed, (and which are too be rendered) will be done by either using a government purchase card (if allowable) or through execution of a bilateral contract modification that will contain a purchase order for contractor invoicing and payment (once services are completed).

Part 3 of 4: Should the cost for labor troubleshooting equipment be included in the proposal?

Government Response (Part 3 of 4): No. In the event that troubleshooting is required on the equipment such costs for troubleshooting and required repairs (or other actions that are required) will be handled by using a government purchase card (if allowable) or through execution of a bilateral contract modification. It is the government’s expectation that the contractor notify the government if needed (or recommended) repairs are identified and/or if problems, deficiencies, or other issues are found during execution of routine Preventive & Predictive Maintenance Services on the equipment. Such notification by the contractor will better enable the government to mitigate such problems or issues before they become serious and/or long-term problems.

Part 4 of 4: If costs for labor for troubleshooting equipment are not to be included in the proposal please advise what the approval process will be for additional funds for completing troubleshooting.

Government Response (Part 4 of 4): Please refer to Statement of Work Section 10.

Contractor Question 4: Regarding additional eddy current testing that might be required: Should the offeror include in their proposal the costs for possible eddy current testing to be completed during the contract period of performance after the base year? If not, please confirm that those services will be priced in a separate purchase order or contract modification.

Government Response: Eddy current testing is only required for the base year at this time. Eddy current testing for the option year periods is currently not planned, not scheduled, and is not specifically known if such testing will be required beyond the base year. Given this information, contractors should not include Eddy Testing when formulating their pricing for option years 1, 2, 3, & 4.

Eddy current testing may be incorporated into the contract at a later time if needed. If needed, Eddy current testing will be added to the option years via execution of a bilateral contract modification that is funded with an associated purchase order number for contractor invoicing and payment. It is noted that Tube Brushing will be needed for all equipment where indicated and for all performance periods. In hindsight, Tube Brushing and Eddy Testing should have been separated in the Statement of Work for clarification and to avoid confusion.

All other terms and conditions of this solicitation remain the same unless updated through/with subsequent amendments to this solicitation.

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