36C25918Q0220-00001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2.

AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE

OF PAGES

10A. MODIFICATION OF

CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

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Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV.

11/2016) is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITE M 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR

43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes r eference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS

ENTERED INTO

PURSUANT TO AUTHORITY OF:

D. OTHER

BY

Contractor

16C. DATE SIGNED

14.

DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME

AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS

OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 00001 03-09-2018 None 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25918Q0220 03-09-2018

X X X The purpose of this amendment is to:

1) Answer questions asked in relation to the solicitation.

2) Incorporate a new, revised PWS.

3) Add the site visit sign in sheet.

All other terms and conditions remain unchanged.

Questions and Answers 3/9/2018

1) Confined Space Program Page 17: Crawlspace B86, B64, B2, & Tramway no permit required. Please verify that these locations are no permit required.

a. Answer - The crawlspaces under the Tramway/main hallway are considered permit required confined spaces when the steam is being supplied from the plant.

2) Specifications: Please verify if the VA has preferred manufacturer(s) of steam traps.

a. Answer – The VA has the brands indicated on the reference drawings, Hoffman and Spirax Sarco are preferred for F&T, and Armstrong are preferred for Inverted Bucket, but other or-equal brands will be considered.

3) Is this project Tax Exempt?

a. Answer – The Government is exempt from paying tax, however the materials purchased by the contractor will not be tax exempt.

4) Are there any Liquidated Damages?

a. Answer: No

5) On page “5 of 57”, paragraph B in the solicitation it states …”it is estimated that approximately 30 steam traps will require repair or replacement.” On page “8 of 57” paragraph III.D. states …”Of the 120 expected failed traps….”. On page “10 of 57” paragraph 2 states “….repair or replacement of an estimated 120 steam traps…” Base year CLIN 0002 specifies quantity of 120. Should the base year bid be based on 120 failed traps?

a. The number on page 5 is incorrect. The quantity should be 120. The PWS has been updated.

6) The solicitation specifies failed traps and isolation valves to be replaced but there is no mention of strainers being replaced. Failed strainers will lead to premature failure of traps. (We typically find that 20% to 25% of the total failed trap population will require strainer replacement. Thus for 120 failed traps, we would expect 24 to 30 failed strainers.) Should failed strainers be replaced?

a. Answer: The contractor shall inspect strainers and clean/replace screen as required. This should be part of offeror’s price for steam trap replacement.

7) If yes to question #11, how many strainers should be considered failed for the base year?

a. Answer: See above answer

8) If yes to question #11, how many strainers should be considered failed for the option years?

a. Answer: See above answer.

9) How deep are the man holes?

a. Answer: Approximately eight to 12 feet deep.

10) Can the traps be seen from manhole opening?

a. Answer: No.

11) 9. The solicitation specifies “repair” or “replace” trap. If someone bids all repairs they may win as the lowest bidder but more than likely some/many traps will require replacement which may generate an expensive change order. Should all bidders assume x replacements and y repairs?

a. Answer: It will be the awarded contractor’s responsibility to determine whether each trap inspected requires repair or replacement as necessary. Offeror’s quote bears the responsibility and risk of whether the 120 each will require repair or replacement in order to make the steam trap functional. Modifications will not be entertained in relation to repair-vs-replacement costs up to the amount of projected traps requiring repair/replacement stated in the solicitation.

12) 10. If yes to #9, what # or % should x and y be? We suggest 80% replacement and 20% repairs especially since the pipes will need to be opened up anyway to replace the isolation valves (at least in year 1).

a. Answer: See above answer

D.1 PERFORMANCE WORK STATEMENT (PWS)

Perform Steam Trap Survey, Testing, Maintenance, and Replacement

I. GENERAL: This is a non-personnel, full maintenance services contract for Steam Trap services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

A. Background: The Sheridan VA Medical Center has approximately 400 steam traps spread across multiple buildings. Buildings are located on an approximate 260-acre campus with over six-hundred thousand square feet of conditioned space. Steam traps are mainly located in mechanical rooms although some steam traps are in underground manhole pits. The last steam trap survey was conducted in 2016 – since that time traps have begun to fail, and the old steam trap inventory has become outdated. Refer to the attachments for the Steam Trap Survey drawings, and Inventory List.

B. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, replacement parts/equipment, supervision and other items necessary to perform a steam trap survey on approximately 400 steam traps and to submit required data and reports. Additionally, for the base year of the contract, it is estimated that approximately 120 steam traps will require repair or replacement. Contractor shall also inspect strainers and clean/replace screen as required. Provide entire entry team for Permit Only Confined Space entry, per OSHA and Sheridan VA MCM 140-23 requirements, for a minimum of Twenty-five (25) manhole pit spaces, and four (4) crawlspace areas. The Contractor should also anticipate the need to use asbestos-fiber filtering respirators for the survey work in a few areas.

C. Objectives: The objective of this contract is to survey, catalogue, and tag the existing steam traps and to make the steam distribution system more energy efficient, safer, and easier to maintain. Modify or add to the existing tag system developed in the 2016 Steam Trap Survey. Remove all other existing tags on traps surveyed.

D. Site-Specific Safety Plan: The Contractor shall develop and maintain an effective Site-Specific Safety Plan to ensure that services are performed in accordance with standard steam and construction safety practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure safe services. The Contractor’s Site-Specific Safety Plan shall include a written procedure for Contractor personnel to follow in the event of a medical or site emergency. The Site-Specific Safety Plan is to be delivered within 21 days after contract award.

E. Recognized Holidays: The Contractor is not required to perform service on the following federal holidays.

F. Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30 am and 4:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

G. The Contractor shall not interfere with existing, on-going functions, or normal activity of the hospital. The contractor shall maintain a clean work area, and as appropriate, provide walk-off mats for dust control and appropriate construction barriers. Noise shall be kept to a minimum at all times. Work in patient-care areas may be need to be confined to evenings, and/or weekends.

H. Work that involves the need for steam shutdowns shall be scheduled through the Contracting Officer’s Representative (COR) at least two weeks before the work activity. Work in the Pharmacy area shall be scheduled through the COR at least two weeks before the work activity.

I. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

J. Place of Performance: The work to be performed under this contract will be done at the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY 82801.

K. Type of Contract: The Government anticipates awarding a Firm Fixed Price Contract.

L. Security Requirements: Contractor personnel performing work under this contract must have a general employment background check at the time of the proposed submission, and must maintain the level of security required for the life of the contract.

M. Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

N. Key Control: Prior to commencing any work, Contractor personnel will sign-out a temporary badge and depending upon the activity, may sign out a key from the M&O Shop Work Order Control Clerk. The Contractor shall establish and implement methods of making sure all badges/keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include keycards. No badges or keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering badge and key control. Such procedures shall include turn-in of any issued badges and keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate badges/keys/key cards to the Contracting Officer, the COR, and the M&O Shop Work Order Control Clerk.

O. Post Award Conference: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

P. Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract; this may only be done by a written modification to the contract and signed by the Contracting Officer.

Q. Key Personnel: The follow personnel are considered key personnel by the government: Contract Manager, Project Manager/Field Supervisor. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. to 4:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

R. Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves such as to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel shall check-in with, and obtain a visitor’s badge (and key) from the M&O Shop Work Order Control Clerk located in the basement of Building 2 prior to commencing any work at the facility.

II. DEFINITIONS & ACRONYMS

A. Definitions:

1) Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2) Contracting Officer: A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The Contracting Officer is the only individual who can legally bind the government.

3) Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

4) Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

5) Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

6) Key Personnel: Contractor personnel that are employed in the performance of contract work.

7) Maintenance: Activities required or undertaken to conserve the original asset or resource.

8) Physical Security: Actions that prevent the loss or damage of Government property.

9) Repair: Activities required or undertaken to replace a broken, damaged, or failed device or equipment to return the device or equipment to an operating or usable condition.

10) Subcontractor: One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

11) Work Day: The number of hours per day the Contractor provides services in accordance with the contract requirements.

12) Work Week: Monday through Friday, unless specified otherwise.

B. ACRONYMS:

III. GOVERNMENT FURNISHED ITEMS AND SERVICES:

A. Services: To expedite the survey process, Sheridan VAMC will provide a site representative (maintenance staff member) to escort Contractor technicians through the facility. Although Sheridan will strive to ensure that steam traps are put in service and are in a “live” condition prior to commencement of the survey, Sheridan VAMC cannot ensure that all traps will be “live.”

B. Utilities: The Government will provide access to electricity or water if they are required for performance of services. The Contractor shall instruct employees in utilities conservation practices. The Contractor is responsible for operating under conditions that preclude the waste of utilities.

C. Materials: The Government will not provide any materials.

D. If a trap isolation valve does not function properly, and a steam shut down is required to replace the isolation valve and trap, the contractor shall provide 48-hour notice prior to expecting the steam pressure to be off. Contractor shall provide replacement isolation valves, or new seals as required. Of the 120 expected failed traps, expect to replace 120 isolation valves. There are two isolation valves per trap. Isolation valves shall be steam rated schedule 80 ball valves.

IV. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

A. General: The Contractor shall furnish all supplies, parts, equipment, facilities, and services required to perform work under this contract that are not listed under Section III of this PWS.

B. Materials: Parts for the repair or replacement of steam traps, or added or removed, must be in accordance with VA specifications for the existing steam and condensate system.

C. Equipment: The Contractor shall provide all equipment, tools, extraction apparatus, positive ventilation machines, air monitors, PPE, ladders, etc. to perform the steam trap survey, maintenance, or replacement.

V. SPECIFIC TASKS:

A. First Year of Service: The first year of service shall be completed in two phases.

1. Phase 1 is comprehensive and includes identifying, cataloguing, tagging, and testing the Sheridan VAMC steam traps. To accomplish this task, a system-wide steam trap field investigation (survey) shall be conducted by the Contractor examining and identifying, via ultrasonic testing and thermal testing, blow-through, cold plugged, leaking, and misapplied traps (including wrong type, wrong size, wrong application, wrong pressure, and wrong installation).

Submissions for Phase 1 include:

a. The Steam Trap Survey Inventory (to be submitted in Excel Format; refer to the Trap Survey VA-Sheridan document”

b. A Steam Trap Recommendations Report including estimates of the recommended work; include:

· Traps needing repair or replacement shall be ranked by severity;

· For traps needing repair, include information regarding the proposed repair;

· For steam traps needing replacement, include cut sheets for the proposed replacements; and

These submissions will be reviewed by the VA and discussed with the Contractor. Based on the submissions and discussion, a Steam Trap Repair/Replacement Plan and a schedule shall be agreed upon by the VA and the Contractor (refer to Phase 2 below).

Steam Trap Survey - The Contractor shall provide labor and materials to perform a detailed steam trap survey. The Contractor will locate, identify, test, and tag every accessible steam trap in the facility. The Contractor will prepare a steam trap inventory. This work should be done on an annual basis.

a. If the Contractor finds steam traps that are inaccessible, the Contractor shall inform the VA COR and also include as much information as possible regarding those traps in the detailed steam trap survey.

b. Traps that are “not activate” at time of survey (e.g., “cold” or “not in use”), will be tagged and logged as Out-of-Service. Out-of-Service tags shall very visible (e.g. red and white).

c. The Contractor shall attach permanent, sequentially numbered tags to each steam trap to ensure that each trap is uniquely identified. The numbering scheme will be agreed to by the VA; for instance, the VA may want to begin each tag based on the building – e.g., B87-1, B71N-4. Metal tags shall be stainless steel and shall be a minimum of 1” in diameter. Old or extraneous tag shall be removed and the information logged.

d. Contractor shall identify failed or problematic traps (e.g., traps that are blowing through, plugged, leaking, incorrect type, incorrectly sized, incorrectly applied, incorrectly installed).

e. At a minimum, the following data will be inventoried for each steam trap surveyed:

· Trap location (e.g., building, floor, room)

· Trap type

· Tag number

· Manufacturer/Model Identification

· Connection size and type

· Trap application and the equipment being served

· Piping configurations to include notation of dead-legs

· Insulation type or deficiency

· Steam system pressure

· Trap testing method and date (i.e., ultrasonic, thermal imaging)

· Trap condition

· Trap problems (e.g., Failed Open, Failed Closed, Rapid Cycle, Isolated Closed, or other noted issue)

· Other steam trap or steam system comments (if any)

Selection of Replacement Steam Traps (or Repair) - The Contractor shall prepare steam trap repair or replacement recommendations.

a. Each proposed replacement trap shall be selected based on the application setting with consideration for the appropriate pressure rating.

· Traps shall be float and thermostatic (cast iron); or inverted bucket traps to match existing on station.

· Fixed orifice type traps such as venturi traps are not acceptable.

· Each type of trap shall be the product of a single manufacturer.

b. Floats and linkages shall provide sufficient force to open trap valve over full operating pressure range available to the system. Unless otherwise indicated, traps shall be sized for capacities indicated at minimum pressure drop as follows:

· For equipment with modulating control valve: 1.7 kPa (1/4 psig), based on a condensate leg of 300 mm (12 inches) at the trap inlet and gravity flow to the receiver;

· For main line drip trap sets and other trap sets at steam pressure: Up to 70 percent of design differential pressure. Condensate may be lifted to the return line.

c. For systems without relief, valve traps shall be rated for the pressure upstream of the PRV supplying the system.

d. Balanced pressure thermostatic elements: Phosphor bronze, stainless steel or monel metal.

e. Trap bodies: Bronze, cast iron, or semi-steel, constructed to permit ease of removal and servicing working parts without disturbing connecting piping.

f. Valves and seats: Suitable hardened corrosion resistant alloy.

g. Mechanism: Brass, stainless steel, or corrosion resistant alloy.

h. Floats: Stainless steel.

2. Phase 2 is the repair or replacement of an estimated 120 steam traps (the specific steam traps to be replaced and the specific number to be replaced will be agreed upon by the VA and the Contractor.

a. Prepare and submit a steam trap repair/replacement plan and schedule.

b. Replace failed or problematic steam traps - The Contractor shall provide labor, equipment, and materials to repair or replace the agreed upon steam traps. For every repaired or replaced steam trap, the Contractor will:

· Ensure that each repaired or replaced trap is properly tagged and inventoried.

· After the Contractor has completed the installation of the repaired or replaced steam trap, the Contractor shall schedule and document inspection and testing in the presence of a VA representative (e.g., Pipefitter, Plumber, COR). A copy of the documentation is to be submitted to the VA.

· Update the steam trap survey inventory with all appropriate information (e.g., new trap type, trap number, testing date, and method)

· Upon completion and acceptance of work by VA, Contractor shall conduct a 2-hour training session with VA O&M personnel in the operation and maintenance of the steam traps.

B. Option Years: Option Years shall follow the Phase 1 and Phase 2 approach outlined above.

1. Throughout the year, as construction is completed on the Sheridan VAMC campus, the Government will update the Steam Trap Survey Inventory in preparation for the Contractor’s annual Steam Trap Survey and Testing.

2. The Government prefers that the annual Steam Trap Survey and Testing occurs at the start of the cooling season each year (e.g., October or early November).

3. It is anticipated that the level of effort needed to complete the Steam Trap Survey and Testing in subsequent years will be much less than the first year because the steam trap inventory will already exist.

4. It is anticipated that the level of effort needed to repair or replace steam traps in subsequent years will be less than the first year because the steam traps will be surveyed annually and repaired or replaced as needed. For estimating purposes, it is assumed that 40 steam traps will be replaced in each Option Year and of the 40 expected failed traps, expect to replace 40 isolation valves.

C. Activity or Deliverables Proposed Schedule – the timeframes proposed below may be adjusted based on discussion between the Contractor and VA Contracting.

Steam Trap Survey Inventory Microsoft Excel (probably on 11 x 17)

copies and one electronic format copy

Phase 2

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS): The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS #1

The Contractor shall check-in and check-out during each visit to the facility.

ALL SERVICE:

Contractor personnel shall check-in and check-out with the M&O Shop Work Order Control Clerk for each visit to the Sheridan VAMC facility.

100% conformance Periodic surveillance

PRS #2

The Contractor shall conduct timely Steam Trap Surveys and Steam Trap repair

conformance (anticipate only one steam trap survey per year and one replace or repair activity per year) 100 percent inspection

PRS #3

The Contractor shall provide timely documentation.

conformance (3 out of 4) 100 percent inspection

PRS #4

“Supplies and Services as Needed”

conformance 100 percent inspection

See attached document: Sign In for Pre Bid.