36C26120Q0714.docx

Contract Opportunity Sources Sought Notice

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Z1NB

HVAC MAINTENANCE SERVICE

94553-4668 36C26120Q0714 06-19-2020

2 PM

PACIFIC TIME, LOS ANGELES, USA

N 238220 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 150 Muir Road Martinez CA 94553-4668 Contracting Officer Jason T. Hill jason.hill@va.gov VA Northern California HealthCare System

94553

USA

https://www.va.gov/ Department of Veterans Affairs Jason.hill@va.gov Contracting Officer Con’t SOURCES SOUGHT NOTICE - This notice is for information and planning purposes only and is not to be construed as a commitment by the Government. No contract will be awarded as a result of this Sources Sought announcement.

ATTENTION SDVOSB/VOSB Vendors. If quotes are received from two or more eligible SDVOSBs or VOSBs and in the estimation of the contracting officer, a contract award can be made at a fair and reasonable price that offers best value to the Government, this procurement will be set-aside to SDVOSB or VOSB sources.

The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

Although “proposal,” “offeror,” contractor, and “offeror” may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as “proprietary” or “confidential,” intended to restrict distribution will not be distributed outside of the Government, except as required by law.

This Sources Sought is issued for the purpose of collecting information regarding qualified contractors for the performance of potential service requirements based on the included “Performance Work Summary”. Respondents shall provide detailed information as to how they are qualified to perform this work. In addition, respondents are requested to submit the following information: (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) current GSA contract number, (5) Business status: (DVOSB or VOSB only) (6) Point(s) of contact, (7) e-mail address, (8) DUNS number, (9) number of years’ experience in providing this service, (10) anticipated prime and/or subcontract relationships related to the performance of requirements, (11) current and/or past performance references that identify the contract/order number, customer, contract value, period of performance, prime and/or subcontract relationships, and a brief description of services provided under the contract/order number. Contractors are encouraged to provide an informal quote / estimate in response to this notice and/or email full information.

Interested vendors shall notify the Contracting Officer of pending changes in business status. Respondents will not be notified of the results. Based on the responses received, the Contracting Officer reserves the right to determine the set-aside status. No reimbursement will be made for any cost associated with providing information in response to this solicitation. All responses must be submitted by e-mail to the point of contact identified below; no other method of transmittal will be accepted. Responses to this Sources Sought Notice shall be e-mailed to the Contracting Specialist, Jason Hill, at Jason.hill@va.gov . Responses must be received no later than 2:00 PM PST on June 19, 2019. Failure to submit all information requested will result in a contractor not being considered as an interested business.

PERFORMANCE WORK SUMMARY

SECTION 1

Maintenance Services A. Maintenance Services includes Preventative Maintenance (PM) (paragraph 1.3), Repair Maintenance (RM) (paragraph 1.4), Emergency Service (ES) (paragraph 1.5), and Call Back Service (CB) (paragraph 1.6).

B. Notwithstanding any term(s) to the contrary, the Contractor is responsible to perform all PM and CB services, at no additional cost to the Government.

C. Whether a specific maintenance service is a PM, RM, ES, or CB service will determine financial liability for the associated costs. Such determination will be made by the Contracting Officer (CO) based on available facts and evidence. If the Contractor disagrees with the determination of the CO, the Contractor has specific remedies available under the terms of the contract. Failure to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be resolved in accordance with FAR clause 52.212-4 Commercial Terms and Conditions and any other applicable clauses The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

Preventative Maintenance (PM) A. Contractor shall supply all labor, tools, parts, material, equipment, supervision, and transportation necessary to perform complete Preventative Maintenance inspection and service of all items as identified in Appendix A during the contract period.

B. The PMs shall be performed in accordance with the terms and conditions, chart and tables contained herein, and the manufacturer’s recommended maintenance procedures.

C. It is the sole responsibility of the service Contractor to schedule and perform all preventative maintenance inspections at the intervals specified, at a time mutually agreeable with the COR or his Engineering designee. The Department of Veterans Affairs does not assume any responsibility for reminding the service Contractor that a preventive maintenance inspection is due to be performed.

D. The Contractor shall provide out-of cycle PM services, as required, which may consist of calibration, cleaning, oiling, adjusting, replacing PM parts, and maintaining the equipment, including all intervening calls necessary between regularly scheduled PMs at no additional cost for parts or labor, including providing documentation (see paragraph 1.10).

E. For ‘Within Scope Parts’, the Contractor is responsible for paying for all normal PM parts and fluids (including batteries and PM parts shipping expenses).

F. ‘Out of Scope Parts and Labor’ is defined as labor, parts and/or materials required for other than a PM or CB service. The cost of ‘Out of Scope Parts and Labor’ will be borne by the VA. Contractor shall obtain Contracting Officer (or an authorized designee) authorization and a separate Purchase Order number before performing any repair work and/or purchasing replacement parts considered ‘Out of Scope Parts and Labor’ in reference to this PWS. The cost of ‘Out of Scope Parts’ will be based on the Contractor’s actual cost of the item less any discounts received by the Contractor on those parts and fluids, plus shipping charges.

Repair Maintenance (RM) A. The contractor will provide RM services when the equipment fails or breaks-down. Repair services may consist of calibration, cleaning, oiling, adjusting, repair service and replacing failed parts.

B. RM Contractor labor, parts and fluids are considered ‘Out of Scope’ to this PWS. When requested by the CO or COR, Contractor shall evaluate the extent of the required repair and provide the Government with a cost estimate (parts and labor to be included). Contractor shall note that all proposals are subject to negotiation. The Government shall pay the Contractor shipping costs, labor costs, and the actual cost of the parts and/or fluids less any discounts received by the Contractor on the supplied parts and fluids. Contractor shall note that prior to purchasing parts and/or performing the RM, Contractor must obtain written approval by the Contracting Officer (or an authorized designee) and a separate Purchase Order number.

Emergency Services (ES)

A. Emergency Service calls are service calls, necessitated by damage to equipment caused by actions of Government employees, actions of other Government Contractors (e.g. PG&E, or other utility providers), and/or acts of nature or forces beyond the control of the Government (such as floods, tornadoes, acts of Terrorism, etc.).

B. ES Services including all parts, fluids and direct Contractor labor are costs considered ‘Out of Scope’ to this PWS. When requested by the CO or COR, Contractor shall evaluate the extent of the required repair and provide the Government with a cost estimate (parts and labor to be included). Contractor shall note that all proposals are subject to negotiation. The Government shall pay the Contractor shipping costs, labor costs, and the actual cost of the parts and/or fluids less any discounts received by the Contractor on the supplied parts and fluids. Contractor shall note that prior to purchasing parts and/or performing the RM, Contractor must obtain written approval by the Contracting Officer (or an authorized designee) and a separate Purchase Order number. Contractor shall provide the Government documentation upon ES service completion.

Call Back Service (CB)

A. Call Back Services is a service call, which is required due to incomplete repairs by Contractor. The Contractor shall provide such service calls as required, at no cost to the Government, and provide documentation upon completion. Response Time/Days and Hours of Work

B. Days and Hours of Work: RM, ES, and CB services required in the PWS shall be performed on an “on call” basis. Contractor shall respond (onsite physical response) to these service calls and proceed with the service without undue delay within three (3) hours after being notified, twenty-four (24) hours a day, seven (7) days a week, (365) days a year.

C. PM inspections shall be performed Monday thru Friday, between 8 AM and 4 PM at a time agreed upon by the Government. The Contractor shall notify the COR or his Engineering Designee at least (48) hours in advance of all preventive maintenance visits. VA Engineering contact information shall be provided to the Contractor upon contract award.

D. The Contractor phone number for the VA to call to initiate all maintenance service at all sites noted in Appendix A shall be provided to the VA within 10 business days of contract award.

Competency of Personnel Servicing Equipment

A. All Contractor service technicians must be fully trained and with at least three years of relevant experience. Technicians shall have received any necessary training or certifications to perform tasks associated with this PWS to the standards detailed therein.

B. The successful Offeror must have an established business, with an office and associated half/fulltime staff. The associated staff shall include a "Fully Qualified" service technician and a "Fully Qualified" service technician who will serve as the backup.

C. "Fully Qualified" is determined based upon documented training and experience in the field. For training, the service technician must have successfully completed a formalized training program for the equipment identified in Appendix A. For field experience, the service technician must have a minimum of three (3) years experience with respect to maintenance and repair service on equipment in Appendix A.

D. All work shall be performed by "Fully Qualified" competent service technicians.

E. The Contractor shall submit as part of their proposal written assurance of the competencies of their personnel and provide credentials of their “Fully Qualified” service technicians. The Contracting Officer (CO) may request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VA equipment. The CO, or their authorized designee, may authenticate the training certifications.

F. The CO and/or the COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VA equipment.

G. The Department of Veterans Affairs will not provide service manuals to the Contractor. The Contractor shall obtain, keep on file, and make available to its employees all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which is necessary to meet the requirements of this PWS. Each technician performing work on the instrumentation included in this agreement shall maintain a complete file of technical documentation on the product he/she works on. The location and listing (by name) of the service data manuals and/or the manuals themselves shall be provided to the VA upon request. Records to be kept on file, and presented to the VA upon request include the following:

1. Complete Wiring Diagrams

2. Service Manuals

3. Trouble Shooting Guides

4. Service Update memos

Availability of Test & Repair Equipment and Spare Parts

A. Contractor shall have the necessary test and calibration equipment and replacement parts available within 24 hours after the initial service call has been placed. The Contractor need not own equipment, but can rent, lease, or borrow if it is necessary. If equipment is not owned, Contractor shall be able to prove that such equipment will be available, when needed within 24 hours.

B. Contractor shall show proof of order for parts replacement within 24 hours when a part is not included in their inventory. The Contractor shall make arrangements for the fastest delivery and will resume work upon receipt of part(s) the following calendar day.

C. Contractor shall accomplish repairs without borrowing parts or supplies from any other facility. Used parts, those removed from another system, shall not be installed without approval by the COR.

D. Each Contractor employee shall have available the manufacturers recommended basic parts.

E. All parts replaced shall be identified by part number shown on the manufacturer’s part list. All parts replaced shall be new or Factory Rebuilt replacement parts, which meet the original manufacturer’s specifications.

Documentation

A. At the completion of each maintenance service, the Contractor shall present a written service report to the COR or his Engineering designee. The report shall clearly indicate the date of the service, the type of service performed, the model and serial number(s) of the equipment serviced, parts used/replaced/needed for service, the name of the field service technician, actual versus acceptable operating parameters and a brief description of the service performed. The COR or his Engineering designee will sign the report and shall be provided a legible copy from the Contractor.

B. Refrigerant Log Book (RLB): Contractor shall establish and maintain an RLB at each facility which will track and document refrigerant usage.

Technical Support

A. If the equipment listed herein has a malfunction that remains undiagnosed after 24 hours (one day) once repairs have begun, the Contractor shall contact the COR or his Engineering designee. After consultation with the Contractor, the VA representative will make a determination of how to proceed.

Engineering Changes

A. All Engineering Changes (EC) issued by the manufacturer for the propose of enhancing the level of maintenance or reducing the incidents of equipment problems leading to downtime of equipment will be communicated to the COR by the Contractor. Implementation by the Contractor of all Engineering changes requires written authorization by the Contracting Officer (CO). The COR will assist in coordination with the CO, if necessary, in order to obtain the written authorization (email may be appropriate at CO’s discretion) for the Contractor to proceed with the implementation of the EC. Implementation of an EC is considered ‘Out of Scope’ to this PWS and shall follow similar procedures for RM or ES services. Once the EC has been implemented and the negotiated costs paid for by the VA, that EC then becomes a regular part of the ongoing PM service, at no additional cost to the VA.

Identification, Parking, Smoking, Cellular Phone Use and VA Regulations A. The Contractor's maintenance technician shall wear visible identification at all times while on VA campuses. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside all VA buildings and on VA campuses excluding designated smoking areas. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

Compliance with OSHA Bloodborne Pathogens Standards A. Contractor QAQC plan shall detail methods by which all employees are educated as to risks associated with bloodborne pathogens.

B. Contractor QAQC plan shall have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens.

C. Contractor QAQC plan shall detail mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

D. Contractor shall provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for all employees throughout the performance of this contract.

Recommendations for Optimum Performance A. If applicable, Contractor shall provide recommendations and information concerning additional maintenance, repair, or replacement to obtain/maintain systems at optimal performance.

Refrigerant Requirements A. Contractor shall supply all refrigerants, as required for PM purposes, for each chiller at no additional cost to the VA and shall provide ‘Out of Scope’ parts and materials as required by PM, RM or ES.

B. Contractor shall only use certified technicians and certified equipment when evacuating or charging the refrigerant for the centrifugal chillers. Contractor shall provide, upon request, documentation demonstrating proper certification.

Equipment Not Subject to Maintenance Services A. The water towers at all VA facilities are not included in the maintenance service requirements of this Performance Work Statement (PWS).

B. Purge equipment at VA Facilities (with the exception of the McClellan campus) are not part of the maintenance service requirements of this PWS. The purge assembly on the Building 98 McClellan chiller shall be included in the maintenance service requirements.

Records Management A. The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

1. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

1. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

1. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

1. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

1. The Government Agency owns the rights to all data/records produced as part of this contract.

1. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

1. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

1. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

MAINTENANCE SERVICE OF HVAC CHILLERS

A. Monthly PM Requirements: Monthly PM shall be performed and includes inspections, lubrication, adjustment, painting, tube cleaning, and other maintenance as required to ensure that the water chillers are operating at optimal efficiency and in conformance with the manufacturer’s technical performance specifications, and the following actions/tests:

1. Contractor shall review unit operation with Maintenance and Operations personnel prior to

2. beginning work.

3. Contractor shall observe all danger, caution, warning, and safety considerations mentioned in the maintenance instruction.

4. Check the purge system operation and log operation.

5. Check operation of motor starter.

6. Check operation of control unit, adjust if necessary, record any changes made.

7. Check operation of lubrication system including oil pump and oil pressure regulator.

8. Check chiller operating characteristics and note any irregularities.

9. Check Condenser Approach Temperature.

10. Lubricate vane control linkage bearings, ball joints and pivot points.

11. Check and tighten motor terminals, motor starter contacts and wiring.

12. Check motor bearing and temperature sensor for accuracy.

13. Using the control test feature, check the accuracy of the pressure and temperature transducers/ sensors. Oil differential pressure transducer, condenser pressure transducer, and cooler pressure transducer. Calibrate as necessary.

14. Inspect the control center; tighten any loose connections, clean cabinet as necessary.

15. Perform automated control test in the service menu, inspect any problems.

B. Annual PM Requirements: Annual PM shall be performed and includes inspections, lubrication, adjustment, painting, tube cleaning, and other maintenance as required to ensure that the water chillers are operating at optimal efficiency and in conformance with the manufacturer’s technical performance specifications, and the following actions/tests:

1. Check motor conductivity/ windings.

2. Insulation resistance to ground.

3. Motor megohms for Phases 1, 2, and 3

4. Oil sample submitted for analysis

5. Check compressor oil

6. Tighten all electrical connections

7. Check condition of starter contacts

8. Oil sump HTR

9. Leak test chiller systems (seal as needed)

10. Check condenser fan(s) operation

11. Check and or adjust capacity control

12. Test compressor unloader

13. Pump down test – discharge valves holding

14. Full load amps

15. Net oil pressure PSI

16. Clean or change Oil Filters as needed

C. Quarterly PM Requirements: Quarterly PM shall be performed and includes inspections, lubrication, adjustment, painting, tube cleaning, and other maintenance as required to ensure that the water chillers are operating at optimal efficiency and in conformance with the manufacturer’s technical performance specifications, and the following actions/tests:

1. Tighten all electrical connections

2. Check condition of starter contacts

3. Check Oil sump HTR

4. Leak test chiller system (seal as needed)

5. Check condenser fan(s) operation

6. Check Full load amps

7. Check Net oil pressure PSI

ESTIMATED QUANTITIES / FREQUENCY BY EQUIPMENT / MODEL TYPE

Items 1 – 11 are Located at Martinez OPC

ITEM # 1

ITEM # 2

ITEM # 3

ITEM # 4

ITEM # 5

ITEM # 6

ITEM # 7

ITEM # 8

ITEM # 9

ITEM # 10

ITEM # 11

Item # 12 is Located at Mare Island OPC

ITEM # 12

Multistack Unit #1

Multistack Unit #2

Item # 13 is Located at Fairfield OPC on Travis AFB

ITEM # 13

Items 14 - 22 are Located at Sacramento Medical Center

ITEM # 14

ITEM # 15

ITEM # 16

ITEM # 17

ITEM # 18

ITEM # 19

ITEM # 20

ITEM # 21

ITEM # 22

Items 23 - 25 are Located at McClellan OPC

ITEM # 23

ITEM # 24

ITEM # 25