P01 Notice of Intent Sole Source.pdf

This is an intent to award a sole source purchase order for a digital building management system at the Stockton VA Community Based Out-Patient Clinic (CBOC) using the statutory authority at FAR 13.106-1(b)(1), Soliciting from a single source for purchases not exceeding the simplified acquisition threshold as it has been deemed that only one source is available to meet this specific requirement due to firm’s proprietary reason. The performance work statement (PWS) is attached herein.

As such, The Department of Veterans Affairs, Veterans’ Health Affairs, Network Contracting Office (NCO) 21 intends to negotiate/award a sole-source contract to Johnson Controls, Inc. The proposed contract will be a base year plus one option year firm fixed award. The North American Industrial Classification System (NAICS) code for this procurement is 561210 Facilities Support Services and FSC/PSC code is J059.

This notice is not a request for competitive proposals or quotations. a solicitation will not be posted. Interested parties may identify their interest and capability and respond to the requirement by 4:00 PM PDT 17 May 2024 only via email to pablo.cunanan@va.gov.

Telephone calls for questions/inquiries, etc., will not be accepted, no exception. Only responses received by the closing date specified herein will be considered by the Government. Any response to this notice must show clear and convincing evidence that the responding company can provide the same services by the required date. However, a determination by the Government to not compete is solely within the discretion of the Government. This announcement constitutes the only notice of intent to sole source and synopsis of proposed action.

mailto:pablo.cunanan@va.gov

DEPARTMENT OF VETERANS AFFAIRS

PERFORMANCE WORK STATEMENT

Digital Building Maintenance System

INTRODUCTION:

1. The contractor shall furnish all labor, materials, and equipment necessary to provide comprehensive Controls maintenance pertaining the VA Northern California Health Care System, Siemens Controls system. Work includes Trouble shooting, training, software updates and replacement of parts for the controls management system.

Period of Performance:

Base Year: July 1, 2024 through June 30, 2025 Option Year One: July 1, 2025 through June 30, 2026

Location/Delivery:

Contractor shall furnish all labor, materials and equipment necessary to service for the Siemens Controls systems with the VA Medical Clinic French Camp, located at 6505 South Manthey Road French Camp, CA 95231

2. The contractor will be responsible for providing technicians with abilities to navigate and trouble shoot the system as necessary and correct errors within the system with oversight by the VA. The contractor shall also be responsible for training and informing staff on the means and methods of this procedure.

3. The goals are safety, reliability and longevity of the controls system and in the various buildings of the VA facility. Onsite training will be included in the scope of work.

4. This scope of work will be broken down into tasks for the plant. Each service task is listed below:

• TASK 1 / CLIN 0001: Controls Technician

• TASK 2 / CLIN 0002: System upgrades

• TASK 3 / CLIN 0003: Onsite Training

• TASK 4 /CLIN 0004: Repair replacement parts or addition

5. Quantity, Type, and Location

a. Siemens Controls Building automation system

SCOPE OF WORK:

1. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT

(QI):

1.1 All services will be provided in accordance with regulatory guidelines, which include local policies and standard operating procedures, NFPA codes, JCAHO standards, OSHA regulations, equipment manufacturers operation manuals.

Contractor’s personnel will have a full understanding of these regulations and procedures as they pertain to the field of Chiller/HVAC Operations.

1.2 Contractor shall provide services which meet or exceed the standards as established by the JCAHO, and VA Policies.

TASK 1 / CLIN 0001: Controls Technician for PM, troubleshooting and resolving issues A. Technician Time for Preventive Maintenance, Troubleshooting and resolving issues

1. The contractor shall provide a qualified factory trained controls technician to perform corrections within the controls system platform. This includes trouble shooting device connections and communications, creating proper graphics, programming devices, resolving conflicts and errors within the system. The qualified technician will be providing preventive maintenance to the system and checking operations of each device and making corrections as necessary for proper operation.

2. The contractor shall provide a qualified technician for required schedule for each year.

Base Year Provides Technician 1 day a week for 8-hour duration Option year 1 Provides Technician 1 day a week for 8-hour duration

B. RECORDS MANAGEMENT

1. MAINTENANCE AND TESTING RECORDS: The contractor shall maintain daily records of work and programming performed. The contractor shall outline correction made and issues to resolve on the next scheduled visit. All safety devices must be considered critical utility system components and shall operate correctly prior to the end of the work shift or an official notice must be provided to the Contracting Officer’s Representative (COR).

C. CONTRACTOR PERFORMANCE REQUIREMENTS:

Factors to consider for Option Year Renewal

Required Service

Standard Performance Method of

Requirement Surveillance

(PR)

Contractor shall perform work on devices by criticality or identified by

COR.

When critical devices are identified, work if prioritized.

Contractor to perform work on identified prioritized devices and work towards correction.

COR will identify priorities and observe results of work performed.

Yes

Contractor shall provide qualified technician to perform the work.

Contractor shall qualification necessary to work within the controls system.

Contractor shall be able to make correction to the system seamless and per the manufacturers standards.

Controls system shall function for devices worked on at the end of each work shift performed by the contractor.

Yes

Contractor shall provide detailed reports

Contractor shall service report of work performed and issues to be resolved on next visit.

Contractor shall provide a report that is legible and complete including identified recommended repairs.

COR Complaint that Reports were not furnished with the required time frame

Yes

Contractor will provide maintenance calls per contracted service time frequency period.

Contractor shall schedule the appropriate amount time at each site for the completion of work required

Contractor shall spend two days at site per week as per requirements.

COR Complaint that Contractor did not use report to site per contract requirements.

TASK 2 / CLIN 0002: System upgrades A. System Parts replacement schedule and upgrades:

1. The contractor shall provide a qualified factory trained technician and parts for replacement and upgrades of component as shown on the schedule. The Contractor is responsible for providing all licenses and products necessary for the system to be upgraded to the newest version of software provided.

Base Year Provide and install: Software and licensing

Option year 1 Provide and install: Software and licensing

B. Quality Assurance:

10.1 For the tasks listed under this section, the COR will follow the methods of surveillance specified in this contract.

10.2 The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of this contract are met. Contractor shall develop and implement procedures to identify, prevent and ensure non-concurrence of defective services. A QCP shall be provided to the CO within 30 days after contract award and as changes occur. The QCP plan is subject to revisions, by the Contracting Officer (CO), and shall be accomplished (at no cost to the government) to ensure quality service. Contractor compliance with the QCP will be monitored by the government. Records of quality control shall be made available, at any time to the government.

10.3 Quality Assurance Surveillance Plan (QASP): The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). The COR will evaluate the services required to ensure compliance.

Task Performance

Standard Acceptable Quality Level

Method of Surveillance

Software Management

Vendor shall provide most recent version of software system

Version should be updated and reviewed.

Will review annually on version being used.

TASK 3 / CLIN 0003: Onsite Training

1. Contractor shall furnish all labor, materials and equipment necessary to provide training to staff onsite. The contractor will provide a qualified factory trained controls representative. The contractor shall provide a narrative for the training to be performed on the scheduled training date 1 week in advance to the COR. The COR can request specific training topics on future training dates that the contractor will provide.

See Schedule below for training requirements.

Base Year Perform Onsite Training 3 days per month. (Total of 24 hours per month)

Option year 1 Perform Onsite Training 3 days per month. (Total of 24 hours per month)

2. QASP:

2.1 For the tasks listed in the Performance Requirement Table (PRT) below, the COTR will follow the methods of surveillance specified in this contract.

2.2 When a required service in the PRT indicates defective performance, the COR will require the contract manager or representative at the site to document the observation and forward to the CO to maintain in the file. The documentation of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PRT or by methods other than those listed in the PRT (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of surveillance will be in accordance with the terms of this contract.

2.3 Performance Requirements Table:

Factors to consider for Option Year Renewal

Required Service

Standard Performance Method of

Requirement Surveillance

(PR)

Onsite user training of the Johnson Controls Metasys System

Vendor shall provide trainings on topics for users to improve utilization of the controls system

Contractor shall provide training on topics for users to be knowledgeable on the system and provide training on requested topics.

Training is held and staff are becoming more knowledgeable of the system.

Yes

Contractor shall have training material and topics prepared for training session that day

Contractor shall be prepared to perform in-depth training on the controls system.

Contractor provides material and topics to improve user utilization of the controls systems.

COR monitors progress during the training session and overall training implementation

3. References:

3.1 VA Handbook 6500.6, Contract Security, Appendix C is available at:

https://www.voa.va.gov/DocumentView.aspx?DocumentID=228

3.2 NFPA 70E Standard for electrical safety in the workplace, latest edition

Deliverable Reports/ Invoicing

1. Contractor shall furnish all reports showing hours of completing troubleshooting, training, labor and parts in a comprehensive manner to the COR prior to invoicing. The items shall be separated by CLIN and invoicing period. Contractor shall provide report by the 5th business day after each end date of the billing month. The contractor shall not invoice earlier than the reports are submitted to the COR.

TASK 4 / CLIN 0004: Repair part replacement and addition A. System Parts replacement schedule and upgrades:

2. The contractor shall provide a qualified factory trained technician and parts for replacement and upgrades of component as shown on the schedule. The contractor will provide all necessary support and equipment necessary for the replacement’s parts listed below in the schedule.

https://www.voa.va.gov/DocumentView.aspx?DocumentID=228

Base Year Provide and install: $25,000

Option year 1 Provide and install: $25,000

B. Quality Assurance:

11.1 For the tasks listed under this section, the COR will follow the methods of surveillance specified in this contract.

10.4 The Contractor shall establish and maintain a complete QCP to ensure the requirements of this contract are met. Contractor shall develop and implement procedures to identify, prevent and ensure non-concurrence of defective services. A QCP shall be provided to the CO within 30 days after contract award and as changes occur. The QCP is subject to revisions, by the CO and shall be accomplished (at no cost to the government) to ensure quality service.

Contractor compliance with the QCP will be monitored by the government.

Records of quality control shall be made available, at any time to the government.

10.5 QASP: The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Level. The COR will evaluate the services required to ensure compliance.

Task Performance

Standard Acceptable Quality Level

Method of Surveillance

Replacements of Parts per schedule

Contractor replaces parts and devices per schedule and ensure operation after installation

Devices shall be functional at the end of each commissioning or activation

Randomly and Scheduled review of devices