36C26126Q0756.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 21

POINT OF CONTACT*

Contracting Officer Cynthia Diezel cynthia.diezel@va.gov 916-923-4567

PLACE OF PERFORMANCE

3801 Miranda Ave

Palo Alto, CA 94304

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Performance Work Statement Burner Management System Controls Maintenance VA Palo Alto Health Care System

Section 1: General Information

1.1 General: This is a non-personal services contract to provide Burner Management System Controls Maintenance for the VA Palo Alto Health Care System (VAPAHCS), Palo Alto, Ca. Contractor shall furnish all labor, materials and equipment necessary to inspect, calibrate and repair all Burner Management System (BMS) controls pertaining to burner operation of the steaming boilers located at the three VAPAHCS divisions on an semi-annual basis.

1.2 Period of Performance: 12/3/2026 to 12/2/2030

3801 Miranda Avenue Palo Alto, CA 94304 Livermore Division 4951 Arroyo Road Livermore, CA 94550 Menlo Park Division 795 Willow Road Menlo Park, CA 94025

1.4 Type of Contract: The government will award a Firm Fixed Price contract.

1.5 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA FSC is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

Contractor shall submit invoice after the completion of tasks and approved repairs. Invoices shall include the Contract number, Purchase Order number, Order Date, Performance Period, Description of Services and itemized prices as negotiated.

1.6. Emergency Telephone numbers.

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency repair at the three VAPAHCS site noted in this contract. At least one of the emergency telephone numbers, and one alternate telephone number shall be provided in writing to the CO/COR within 10 business days of the contract award, Section 2: Definitions & Acronyms

COR – Contract Officer Representative CO – Contracting Officer VA - Department of Veterans Affairs OEM- Original Equipment Manufacturer

Section 3: Government Furnished Property, Equipment, and Services

3.1 The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary facilities if required for performance of this Contract at their own expense.

3.2 The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract.

3.3 The Government will not provide any materials to the Contractor unless authorized by the COR and adjusted in the cost of repairs quoted.

3.4 The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

Section 4: CONTRACTOR REQUIREMENTS

4.1 Contractor shall have technical training, track records of working experience in maintenance, inspection, testing and repairing of Boilers and Burner Management System of water tube and fire tube Boilers.. Experience shall be within healthcare, industrial, research, educational and commercial facilities for a minimum of five (5) years for similar size and type of boilers as under this contract.

4.2 Contractor shall be certified to maintain/ repair the burner management systems listed in this Performance Work Statement for the various boilers at the three VA locations.

4.3 At a minimum C-4 Boiler, Hot-Water and Steam Fitting License is required for installation, service, and repairs and R-Stamp Certification is required for repairing or altering boilers, confirming that pressure-retaining items are repaired, welded, or modified according to strict safety standards of National Board Inspection Code (NBIC).

4.4 Contractor shall have experience in accessing, adjusting, troubleshooting the specific burner management system programs at all the boilers at the three VA locations.

4.5 Contractor’s technicians shall possess certificates for work to be performed on equipment. Certificates and documents shall be presented with submission package. VA reserves the right to request proof of appropriate training and experience from vendor/contractor personnel for servicing the equipment under this contract for the duration of the contract. Contractor shall provide certificates and documents within two days of request.

4.6 The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

4.7 The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

4.8 Contractor service, repair, and replacement staff shall be Journeymen experience along with all other referenced training, certification, and experience within this section.

5 BACKGROUND CHECKS and IDENTIFICATION BADGES

5.1 Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to background checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a background check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

5.2 Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

5.3 Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

Section 6: Specific Tasks

6.1 Boiler Service

Contractor shall service six boilers for maximum efficiency at all firing ranges. Boilers are to be adjusted for maximum efficiency on gas and oil fuels. Service shall include minor adjustments to Burner Management Service (BMS) related safety devices that are necessary for the safety operation of the boilers.

6.2 Quantity, Type, and Location of boilers:

· 3 x Nebraska 1045 hp Water tube Boilers located at Palo Alto Division

· BMS: Boilers 1&2 CTI Combustion

· BMS:Boiler 3 International Combustion Controls

· 3 x Unilux 250 hp Fire tube Boiler located at Livermore Division

· BMS: COEN Company inc.

· 3 x Nebraska 594 hp Water tube Boilers located at Menlo Park Division

· BMS: Powerflame Contractor shall verify all information regarding the boilers and the burner management system prior to bidding.

6.3 Description of the Services:

a) A general review of the boiler equipment operation and isolate areas pertaining to boiler burner management systems and all parts affected by it for inspection.

b) Inspect hardware, determine if replacement parts are needed. Provide recommendation to VA and if requested provide quote for repairs and parts. VA may furnish the parts as needed.

c) Inspect all burner components. Perform physical and operational check on all burner safety devices, referencing VHA Boiler Plant Safety Device Testing Manual covering testing methods.

d) Reset fuel/air ratios on all burners and verify repeatability and ensure emissions are in compliance with Bay Area Air Quality Standards.

e) Perform annual Source Testing and provide report to VA COR within one week. Contractor is responsible for submitting the Source Test reports to BAAQMD for VAPAHCS permit.

f) Provide full inspection based on BEI (Burner Efficiency Institute) burner management system inspection checklist once a year, 6 months apart from Source testing. Provide report of findings and recommendations. BEI inspection checklist is based on the most current edition of VHA Boiler and Plant Device Safety Device Testing Manual available on https://www.cfm.va.gov/TIL/. An example of the checklist is available upon request to VAPAHCS.

g) Scheduled Inspections: Prior to performing per sections 7.3.e and 7.3.f on each boiler, perform full inspection of equipment and provide a report of deficiencies and proposal for repairs for COR’s approval. Provide report per section 7.4. For minor deficiencies that may be addressed during inspections COR may provide approval with pre-approved labor rates. All repairs identified during the Scheduled Inspection must be completed prior to performing sections 7.3.e and 7.3.f requirements. Provide repair quotes within one week of inspection.

h) Review burner operation and safety issues with VA boiler operators. Provide general instructions to operators as necessary.

i) Advise VA of any upgrades or equipment enhancements for improvement of safety, reliability and performance.

j) Review burner part inventory and provide recommendations.

k) After contract award and prior to any work performed, Contractor shall provide a schedule, indicating dates when service will be accomplished. A copy will be given to the COR and a copy to the Contracting Officer for inclusion into the contract file.

l) Contractor will have a local office that will have a qualified technician who is able to respond to an emergency service request within 24 hours of request or less.

6.4 Service Reports

Contractor shall contact COR prior to any service performed. Contractor to provide a written report containing results and data from scheduled inspections at each VA location, and unscheduled Service requests by the COR. The report shall clearly indicate the date of the inspection, 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.

6.5 Schedule

Contractor to provide a schedule of Tests and Inspections at each VA location within 3 weeks after award of contract for COR’s approval.

6.6 Exclusions

a) Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer’s warranty, without prior approval of the COR.

b) Installation of new attachments recommended or required by inspectors, insurance agencies, or VA/Government Authorities.

c) There shall be no borrowing of parts (i.e., removing of parts from one Equipment, whether it is in service or not, to correct a deficiency on another except in an emergency or with written consent from the COR.

Section 7: Unscheduled Maintenance and Repair and Emergency Repair Services

7.1 Unscheduled maintenance and repair services are defined as any work, requested, and authorized by the Government that is within the scope of this contract by the type of work, but is in addition to the scheduled work. Any unscheduled maintenance and repairs identified by the Contractor shall be reported within 2 business days to the COR when the repair or issue is identified, but work shall not be performed until the Contractor and the CO or COR have reached an agreement on the price to accomplish the unscheduled maintenance and repair. Work shall be performed immediately after authorization if necessary (i.e., in an emergency) although typically a 48-hour notice will be given.

7.2 Upon receipt of an Unscheduled Maintenance and Repairs request, the Contractor shall assess the requirement and prepare a quote with a statement of work and provide to the COR within 5 calendar days of the government request.

7.3 Where contractor assesses breakdowns, failures, or malfunctioning of equipment that jeopardizes continued operation contractor to send an email to COR and CO within 24 hours with a report and proposal for repairs.

7.4 All scheduled and unscheduled maintenance and repair as requested and pre-approved by COR and emergency services will be billed under the associated Contract Line Item (CLIN) with a written quote pre-approved by COR.

7.5 Funding for Unscheduled Maintenance and Repairs Parts will be provided at a fixed value determined by the Government. Payments for this category shall be billable separately.

7.6 Payment will not be made for any unauthorized unscheduled maintenance work that was not pre-approved by the CO or COR.

7.7 Quotes for work of $2,500.00 or less may be processed using the Government Purchase Card, as an alternate method of payment for micro purchases, at the discretion of the COR.

7.8 In the event of full expenditure of Section 11 CLIN funding within a performance year, further funding may be added to the contract based upon CO/COR discretion. Any unused funds will be de-obligated and returned to the Government at the end of the performance period.

7.9 Materials and Parts –The contractor shall provide the description of parts required to complete the repairs, including make, model number and quantities. The Government reserves the right to furnish any part and/or materials required. If the contractor provides a quote for parts that is acceptable to the CO/COR, the government may purchase it using government purchase card (GPC) or as a separate procurement contract. Contractor shall provide or install only OEM parts.

7.10 The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement.

7.11 The Government reserves the right to perform the work using whatever resources are available.

7.12 Contractor shall provide or install only OEM parts.

Section 7: Arrival and Departure Procedures:

a) Contractor’s personnel shall be required to sign in and out with VA Engineering Boiler Plant Supervisor or designee, upon arrival at VAPAHCS to perform services and upon completion of service.

b) Names, location and telephone numbers of these individuals will be provided by VA at the time of award and a copy of the Contracting Officer’s Representative (COR) delegation.

c) In order to ensure prompt payment for services performed, it is imperative the Contractor personnel follow this procedure. Payment for services rendered will not be certified or processed without verification against the sign in/out log.

Section 8.: Safety, Inspection and Testing

8.1 Injury and Accident Reports

a) Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving a boiler or its maintenance.

b) Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

c) Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

d) Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall ensure that his on-site technicians are meeting OSHA requirements during work on all VA facilities.

Section 9.: Quality Control

9.1 Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. The program shall include the following:

Section 10.: Payment for Work Not covered Under the Contract

10.1 Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

Sources Sought for Boiler Plant Operations

Sources Sought Notice