36C25625Q0659.docx

SUBJECT*

Boiler Maintenance and Inspection

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

POINT OF CONTACT*

Contract Specialist Lekeicia Anderson-Spight Lekeicia.anderson@va.gov

PLACE OF PERFORMANCE

Michael e. DeBakey VA Medical Center

2002 Holcombe Blvd, Bldg 100

Houston Texas

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the government to enter into a contract, nor does it restrict the government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the government. Information submitted in response to this notice is voluntary; the government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the government. The government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or General Services Administration (GSA). It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Boiler Plant Preventative Maintenance and Inspection

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy for example, set-aside, sole source, or unrestricted for a solicitation the VA intends on issuing shortly as follows:

The Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston; Texas has a requirement for Boiler Plant Preventative Maintenance and Inspection; items listed below and Draft Performance Work Statement (PWS).

The Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code is 811310 – Commercial and industrial machinery repair and maintenance services with a size standard of $12,500,000.00 million. Product Supply Code (PSC) J044 –Maintenance, Repair and Rebuilding of Equipment: Furnace, Steam Plant, and Drying Equipment; and Nuclear Reactors.

The anticipated type of contract shall be a Single Award, Firm Fixed Price. The Government wishes to enter into a contract with a base year and four, one-year pre-priced options, not to exceed (NTE) five (5) years in total to be exercised at the Government’s discretion.

3. Responses Requested: The following questions must be answered in response to this RFI. Answers that are not provided shall be considered non-responsive to the RFI:

a) Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________

Address: ____________________________________________________

Telephone number: ___________________________________________

Email address: _______________________________________________

UEI #: ____________________________________

CAGE Code: _______________________________

b) Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite NAICS code identified above?

c) Can your company support all equipment and software?

d) Can your company provide technicians/engineers trained and certified by the manufacturer to work the identified equipment & associated software?

e) What is your Mean Time to Repair (MTTR) from receipt of initial service calls?

f) Does your company provide support for any of the stated equipment at other VA facilities? If so, please provide contract & contact information.

g) For the equipment listed in above what is the recommended Preventative Maintenance (PM) schedule(s) (monthly, quarterly, semi-annual, annual)?

h) What are the projected unit costs for the service schedule identified above?

i) Do you have a sample Statement of Work (SOW) you can share?

j) Do you have a sample Quality Assurance Surveillance Plan (QASP) you can Share?

k) Are there national service standards for this equipment? If so, what are they and what organization establishes the standards?

l) Do you have sample or recommended evaluation criteria you can share?

m) What is recommended industry best practices for this type of requirement?

n) Is your company available under any Government Wide Agency Contract (GWAC), Solutions for Enterprise-Wide Procurement (SEWP), National Acquisition Center (NAC), GSA Schedule, Federal Supply Schedule (FSS), Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)?

The VA does not accept grey market items; therefore, the Vendor must attach an Authorized Distribution Letter as an approved and authorized vendor on OEM letterhead by the manufacturer as evidence of proof to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice.

4. Opportunity/Market Pricing: The MEDVAMC is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry. Vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

5. RFI responses are due by 4:00pm Central Time by close date listed above; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email listed in Item #5 “Contact Information” below. There is no page limitation on subparagraphs 3(a) - 3(n).

The subject line shall reference that Request for Information (RFI) number above.

NO SOLICITATION EXISTS AT THIS TIME.

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI.

Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contracting Team.

If no responses to this notice are received from an authorized distributor of the cited brand name items listed above, then this action will be sole sourced to the manufacturer.

6. Contact Information:

Contract Specialist Lekeicia Anderson-Spight Lekeicia.anderson@va.gov

Your response to this notice is greatly appreciated!

Sources Sought Notice - RFI Attachment Sources Sought Notice

Sources Sought Notice Page 1 or 4 Page 1 of Sources Sought Notice

PERFORMANCE WORK STATEMENT

Boiler Plant Preventative Maintenance

1 DESCRIPTION OF SERVICES: The contractor shall provide all management, tools, supplies, equipment, capability, licenses, and personnel with original equipment manufacturer (OEM) training to provide complete Preventative Maintenance (PM service), routine and emergency repair service for Government owned boilers and associated equipment in accordance with this Performance Work Statement (PWS). PM service, routine and emergency repair includes provided a certified high- pressure welder (with an ® certification stamp). Boiler Plant Preventive Maintenance shall be in accordance with Veterans Affairs (VA) Directive 1810 dated January 4, 2023, VHA Boiler Plant Safety Device Testing Manual, NFPA 85A recommendations including on each boiler, and all the manufacturers’ requirements, industry standards and statutory requirements. These services shall be provided at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas.

1.1 PERIOD OF PERFORMANCE The period of performance is 12 months from the effective date of award, plus four twelve-month option periods.

1.2 SPECIFIC REQUIREMENTS

The contractor shall service the equipment listed below in accordance with the PWS:

1.2.1 The contractor shall provide full service and maintenance to include PM service, routine and emergency repair service for Government owned Boilers number l (Hurst Firetube), number 2 (Hurst Firetube), number 3 (Hurst Firetube) and number 4 (Clever Brooks Water Tube) located at the MEDVAMC in Houston, Texas. Service shall include all parts, labor, transportation, software updates, OEM trained personnel, supervision, materials, supplies, training and all other associated costs. PM service shall be accomplished quarterly, on days coordinated with Contracting Officer Representative (COR). The contractor shall inspect, test, calibrate and service the equipment, as required in accordance with VA Directive 1810 dated January 4, 2023, manufacturer, industry, and statutory requirements, in order to prevent premature equipment failures and to extend equipment life. Services may be performed separate from or in conjunction with other services. This contract will also contain a $80,000 per year parts rider to cover all parts, filters or items required to maintain boilers in operation. Labor for installation of parts is included in the base bid for the PM as listed for in the CLIN and emergency repairs.

1.2.2 The contractor shall possess the capability, OEM training, and personnel experience requirement of ten (10) years to perform services for all Government boilers, to include original equipment manufacturer on the Preferred Utilities Burner Management System, Preferred Utilities Control System, Weishaupt Burners and Preferred Utilities Devices. Contractor shall submit resume and current training certificates with proposal.

1.2.3 The contractor shall provide full service/maintenance to include PM service, routine and emergency repair service for Government owned Deaerator Tank (Advanced Manufacturing) and associated valves and piping and Condensate Storage Tank (Ace Buehler) and associated valves and piping located at the MEDVAMC in Houston, Texas. Service shall include all parts (parts rider), labor, transportation, software updates, OEM trained personnel, supervision, materials, supplies, training and all other associated costs. PM's shall be accomplished Quarterly, on days coordinated with Contracting Officer Representative (COR). Contractor shall inspect, test, calibrate and service the equipment, as required in accordance with VA Directive 1810 dated January 4, 2023, manufacturer, industry, and statutory requirements, in order to prevent premature equipment failures and to extend equipment life. Services may be performed separate from or in conjunction with other services.

1.2.4 The contractor shall provide full service/maintenance to include preventative maintenance (hereafter called PM service), routine and emergency repair service for Government owned Fuel Oil pumping systems including all pumps and all associated piping and valves located at the Michael E DeBakey VA Medical Center MEDVAMC in Houston, Texas. Service shall include all parts (parts rider), labor, transportation, OEM trained personnel, supervision, materials, supplies, training and all other associated costs. PM's shall be accomplished quarterly, on days coordinated with the COR. Contractor shall inspect, test, calibrate and service the equipment, as required in accordance with VA Directive 1810 dated January 4, 2023, manufacturer, industry, and statutory requirements, in order to prevent premature equipment failures and to extend equipment life. Services may be performed separate from or in conjunction with other services.

1.2.5 The contractor shall provide a PM checklist and Quality Assurance Surveillance Plan (QASP). PM checklist shall clearly state the Contractor personnel for all PM visits. Upon award PM checklist shall be prepared and submitted to the COR for approval. Once approved the completed checklist will be submitted to the COR after each PM is completed by the contractor. This checklist will clearly indicate all PM’s that were performed and note any deficiencies or discrepancies and what the contractor did to address each deficiency or discrepancy.

1.2.6 PM service shall be scheduled with the COR during normal business hours. Normal hours of operation at VA are Monday through Friday, 7:00 AM to 4:30 PM excluding federal holidays. Excluding Government holidays, any scheduled work at the Government site shall not take place on federal holidays or weekends unless directed by the Contracting Officer (CO). VA follows all federal holidays that are set by law (USC Title 5 Section 6103).

1.2.7 The Contractor shall inform the COR and provide any original equipment manufacturer (OEM) updates and to incorporate updates which are required by the OEM to ensure performance to current product specifications. OEM updates shall be accomplished during PM visits. The contractor shall inform the COR of any optional updates provided by the OEM and offer to provide these to the Government. The price for the update will be negotiated at the time of offer by the CO.

1.2.8 The contractor shall provide a telephone number where they can be reached, or a message left for emergency repair requests 24 hours per day, seven days per week (notification time, as stated in this contract, shall be considered to have been given at the time a message is left, or a call received):

CONTACT PERSON (Required) TELEPHONE NUMBER:

1.2.9 Other Direct Costs

Nonroutine Parts and Service Repairs This contract will contain a $80,000.00 per year Other Direct Costs (ODC) Contract Line Item Number (CLIN) to cover emergency repairs parts, filters or items required to maintain boilers in operation, labor is included in the PM except for Emergency Repairs. All work done under this CLIN must first be approved in writing by the COR and/or the Contracting Officer. The contractor will submit a proposal for all work done under this parts rider to the COR for approval prior to doing any of the work. When the work is approved and completed the contractor shall submit to the COR a report of all work including total cost and detailing the work that was performed. Parts replaced under this contract shall be new OEM specifications and shall be warranted against defects in material and workmanship during the term of this contract or 90 days, whichever is longer. Parts replaced shall become the sole property of the Government.

Emergency Repairs Contractor shall provide annually 160 hours straight labor to make emergency repairs outside the PM work. All of the Nonroutine Parts and Service Repairs requirements listed above are applicable to emergency repairs. The contractor shall respond to all emergency repair service requests within 2 hours by telephone, from the time of the initial telephone call received by the COR or their designee. If the problem cannot be resolved by telephone the contractor shall make an on-site visit in person within 4 hours of the verbal request to do so. The contractor shall not perform any emergency services without written prior approval from the COR and/or the Contracting Officer. The contractor shall submit an informal quote for any services under these Contract Line Item Numbers to include supporting information such as quotes, overhead, profit, cost of material, etc. Only after written approval from the COR and/or Contracting Officer can the contractor perform emergency services. The informal quote is due within 4 hours of the identified issue. The contractor shall be prepared to perform the repair within 4 hours of the written approval from the COR and/or Contracting Officer. Emergency repairs are not subject to overtime, travel, lodging, meals or transportation costs. Emergency repairs shall be billed at the same labor rate, overhead rate, and profit rate as actual services performed for routine preventative maintenance services.

1.2.10 Upon arrival at the medical center, the contractor shall check in with the COR or their designee. The contractor shall wear their Identification Badge visibly upon their person, between the height of the waist and shoulders. The contractor shall return to the COR or their designee to check out at the completion of the service. Failure to wear the required badge may result in removal from the medical center.

1.2.11 Service calls shall be deemed to be ROUTINE by the Government, the service call will be scheduled by the COR, making every effort to arrange this repair service at a time convenient to both the contractor and the VA.

1.2.12 The contractor shall respond to all emergency repair service requests within 2 hours by telephone, from the time of the initial telephone call received by the COR or their designee. If the problem cannot be resolved by telephone the contractor shall make an on-site visit in person within 4 hours of the verbal request to do so. The contractor shall bring the proper tools, equipment, and parts as appropriate for the problem described. Should parts not be available immediately, the contractor shall notify the COR or designee, and obtain these unavailable parts in the most expeditious manner available.

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1.2.13 Routine or PM visits shall not be canceled once scheduled without the prior coordination with the COR.

1.2.14 Should the contractor determine that the damage or needed repair has been caused through the fault or negligence of the VA; the contractor shall receive the COR or designee concurrence before proceeding. The contractor shall notify the COR who will notify the Contracting Officer in writing of the repair required and will request approval.

1.2.15 The contractor shall provide a service report, which includes both the Contract Number and the Purchase Order Number each time the Contractor accomplishes routine or emergency repairs.

Contractor shall use the approved PM checklist for accomplished PM service reports for all required PMs. Failure to submit the service report shall result in a delay in payment.

1.2.17 The contractor shall submit a service log to the COR. The contractor shall maintain a service log for each piece of equipment listed for the facility boiler equipment list. Upon arriving at the equipment site, contractor personnel shall log in their name and the time of arrival. Prior to departure from the site for the day, contractor personnel shall log out by entering the time of departure and ensuring all required information is written in the log.

1.2.18 The Government shall not furnish any supplies, consumables, refinishing (painting) the equipment or furnishing materials, or electrical repairs external to the equipment.

1.2.19 The contractor shall provide personnel technicians that have successfully completed service and training from the original equipment manufacturer or a manufacturer accredited school and shall have a minimum of ten (5) years of experience on the equipment to be maintained. A list of contractor personnel with resumes and current Certificate of Training shall be submitted with proposal. Any change in contractor personnel during the course of the awarded contract shall be approved by the Contracting Officer. Documentation shall be provided and approved prior to the performance of any maintenance and/or repairs under this contract by contractor personnel. The contractor shall not allow any unqualified individual to perform maintenance and/or repair of any equipment under this contract.

2 GENERAL INFORMATION:

2.1 HOURS OF OPERATION:

Services shall be performed during the VA normal business hours, 8:00 a.m. through 4:30 p.m., Monday through Friday, excluding Federal holidays any scheduled work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). VA follows all Federal holidays that are set by law (USC Title 5 Section 6103).

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

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

2.1.1 PLACE OF PERFORMANCE

Micheal E. DeBakey Veterans Affairs Medical Center 2002 Holcombe Blvd Houston, Texas 77030-4298

2.2 SPECIAL CONTRACT REQUIREMENTS:

HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA

A. DEFINITION "Hazardous material is defined in Federal Standard No. 313B. (Federal Standards are sold to the public through: General Services Administration (3FFN), Room 6622, 7th & D Sts., S.W., Washington, D.C. 20407).

B. GENERAL

I. The Occupational Safety and Health Administration (OSHA) is responsible for issuing and administering regulations that require Government activities to apprise their employees of:

a. All hazards to which they may be exposed;

b. Relative symptoms and appropriate emergency treatment; and

c. Proper conditions and precautions for safe use and exposure.

II. Contractors and their subcontractors of any tier are required to submit hazardous material data for all hazardous materials that they bring on site or have delivered to the medical center. Federal Standard No. 313B (Safety Data Sheets, Preparation, and the Submission of) includes criteria for identification of hazardous materials. The Standard also prescribes Department of Labor Form OSHA-20 for use with Government contracts.

II. Contractors shall submit hazardous material identification on the following:

a. All items in, ordinary catalogued under, the Federal Supply Classes listed in Table 1 of Appendix A of Federal Standard No. 313B.

b. Items having hazardous characteristics in the Federal Supply Classes listed in Table II of Appendix A of Federal Standard No. 313B.

c. Any other material designated by a government technical representatives potentially hazardous and requiring safety controls.

IV. COMPLIANCE FAILURE

Failure to comply with the above requirements in this section, shall be cause for termination in accordance with Default clause listed within the contract.

V. PERSONAL PROTECTIVE EQUIPMENT (PPE)

Page 1 of Page 1 of Contractors, their employee's and subcontractors of any tier are required to wear personal protective equipment (PPE) in accordance with OSHA Act, 1971 and other Federal, State and Local regulations. Personnel observed in violation of these regulations may be subject to removal from the medical center. The Government assumes no responsibility for injury of contract personnel or subcontractors of any tier if the injury is a direct result of noncompliance or disregard for these regulations.

VI. The Contractor shall provide Required Inspections and Operational Tests. Tests shall be conducted quarterly in accordance with VHA Directive 1810 dated January 4, 2023.

2.3 FREQUENCY OF

SERVICES: Key to Frequency Abbreviations

(1) M = Monthly

(2) 6M = Once every 6 months

(3) Y = Once per year.

(4) 6Y = Once every 6 years.

n. Frequency Chart Item Frequency

(1) High pressure boilers (above 15 psig): Inspect furnace and other Y internal surfaces, closures and accessories.

(2) High pressure boilers (above 15 psig): Inspect exterior of Unit, casing, Y supports, closures, accessories, valves, controls.

(3) Deaerator: Inspection and wet magnetic particle testing of welds of 6Y pressure vessel interior.

(4) All Boiler for fouling and combustion gas flow check. Y

(5) Tube leak check on all boiler types Y

NOTE: Items 1 through 5 in this table must be accomplished by a Documented Qualified Professional Inspector. Items 6 through 12 must be accomplished by a qualified inspector as determined by local VA medical facility management staff. Such a determination must be carefully made for each item.

Item Frequency

(6) Deaerator: Interior cleaning and visual inspection. Y

(7) Adjust burner combustion settings and calibrate oxygen trim. 6M

(8) Check vibration of burner fans. 6M

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(9) Calibrate instrumentation, monitoring, and control systems 6M

(10) Calibrate pressure gauges and thermometers Y

(11) Operational Testing of Boiler Safety Devices Y

(a) Low-water cutoff (slow drain) M

(b) Fire each boiler and the pilot on the alternate fuel for one-hour M

NOTE: The preceding safety devices are essential for ensuring the safest possible operation. Any boilers not so equipped must be immediately programmed for retrofit, with priority given to providing two low water cutoffs per boiler and two fuel safety shut off valves per fuel per boiler.

(13) Boiler Plant Safety and Operational Duties

(a) Check furnace pressure 6M

(b) Check combustion gas leaks into boiler room 6M

(c) Clean waterside of boilers Y

(d) Clean fireside and repair refractory Y

(e) Operation of deaerator high and low water alarms M

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(f) Operation of Deaerator steam pressure or temperature control M

(g) Operation of condensate storage tank high and low water alarms M

(h) Operation of all other alarm devices M

(14) The Contractor shall set up proper fuel/air ratio at minimum fire and at established increments from minimum fire, 50% and l00% firing rate and back to minimum. The Contractor shall fire to obtain smooth, efficient transition from one firing rate to another. Adjustment shall be made as required to obtain proper boiler output (steam production), desired excess air and acceptable flame patterns and confines.

(15) The Contractor shall test and calibrate all temperature indicators steam flow transmitters and recorders, feedwater flow, temperature and pressure transmitters and recorders, boiler temperature and pressure gauges, flue gas recorders, square root extractors, 02 analyzer and recorders, Boiler Master and submaster control and transmitters, boiler drum level controls and transmitters, gas pressure transmitter and receiver gauge, fuel oil pressure transmitter and receiver gauge and draft actuator and control, one steam flow transmitter and totalizer in Bldg. 100, and boiler, Deaerator tank, PRV safety valves semiannually, as scheduled by Boiler Plant Foreman. Calibration data sheets will be completed for each instrument and a copy of each will be provided with the service report.

2.4 INVOICING:

All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, and contain sufficient details, and match with the service tickets for the work rendered.

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).

These invoices shall be sent in arrears at the beginning of each month following the month in which the services were rendered and billed for. At a minimum all invoices shall include the following details:

-Description of the services rendered -Billing period in which the services were rendered -Correct purchase order number which will be issued by the Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor.

-Invoice number and date.

Page 1 of Page 1 of -Payments shall be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which will be issued after the contract is awarded.

-All invoices shall include all applicable required Service reports.

PERFORMANCE REQUIREMENTS SUMMARY:

The following Performance Requirement Services Summary identifies the performance objective and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The Performance Requirements Summary shall not take the place of the PWS. These thresholds are critical to mission success.

Allowable Degree of deviation requirement Method of Surveillance

outlined in the PWS

inspection to ensure that all Government specific requirements are achieved

within the time frame 100 % of the time. No discrepancies are allowed.

100% inspection to ensure that all Government specific requirements

END OF THE PERFORMANCE WORK STATEMENT