36C26222Q0251_RFQ.docx

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.

1.A. Project Title: VA Preventive Maintenance Services on VA owned REC Solar Panels.

1.B. Description: VA Greater Los Angeles Healthcare System has a requirement for Preventive Maintenance Services on VA owned REC Solar Panels.

1.C. Project Location: VA Greater Los Angeles Healthcare System, 11301 Wilshire Blvd, Los Angeles, CA 90073.

1.D. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26222Q0251

1.E. Set Aside: This solicitation is 100% set aside for Service-Disabled Veteran Owned Small Businesses IAW Public Law 109-461, 38 USC Section 8127

1.F. Applicable NAICS code: 238210, Electronical Contractors and Other Wiring Installation Contractors.

1.G. Small Business Size Standard: $16.5 Million

1.H. Type of Contract: Firm Fixed Price contract.

1.I. Period of Performance: The period of performance shall be a base year plus up to 4 option years, which may begin approximately January 24, 2022.

1.J. Wage Determination: SCA Wage Determination No. WD 2015-5613, rev 19

1K. Key solicitation milestones are:

1.K.1. A site survey will be conducted at 11:00 am Thursday, January 6, 2021. Participants will meet at Bldg. 500, in the main hospital lobby at the VAGLAHS. All participants must have face covering practice, social distancing, and must show proof of vaccination. Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to Monday 10:30AM. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

Please email Jonathan.Ford1@va.gov to indicate that you are participating in the site survey, also an update on the day, time, and location will be provided, should there need to be a change.

1.K.2. Submit any questions regarding this procurement via email to Jonathan.Ford1@va.gov no later than 3:00pm Tuesday, January 11, 2021. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephonic questions will not be accepted or returned. RFI responses will be responded to as necessary in amendment format which will be posted on beta.sam.gov 1.K.3. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 2 via email no later than 12:00pm Tuesday, January 18, 2022 to Jonathan.Ford1@va.gov. Ensure the following are completed and/or included in the quote packet:

1.K.3.A. Vendor Information 1.K.3.B. Acknowledgement of amendments 1.K.3.C. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 1.K.3.D. Schedule of service 1.K.3.E. Provide proof of need to provide proof of their qualifications, listed in section 2.C.1. - 2.C.3.

2. Statement of Work.

2.A. Background: The VA Greater Los Angeles Healthcare System (VAGLAHS), has a requirement for Preventive Maintenance Services on VA owned REC Solar Panels.

2.B. Scope: The Contractor shall furnish all parts, labor, equipment, qualified personnel, qualified supervision, and transportation necessary to provide training, maintenance, repair, inspection and cleaning of the seventeen VA WLA Solar PV inverters and arrays. Contractor shall provide all maintenance and services. The contractor shall:

2.B.1. Respond to alarms from the Data Acquisition System (“DAS”), notifications sent by Client, or field personnel (“Alarms”). Please see below:

Description

2.B.2. Pre-Authorized Work Limits: In the event that Additional Services are not covered under the Warranty, Client authorizes Contractor to perform, at its discretion, up to $1,500 of Additional Services as may be required to respond to Alarms as described in Table 2 above.2.B.3. At a minimum, this report must contain a detailed description of services performed for each item of equipment, performance data, and the date.

2.B.3. Shall provide an Annual System Production Report each year, within thirty (30) days of the Commencement Date, via the DAS, Client with an annual energy production report showing the actual System performance.

Scope (Continued) Preventive Maintenance:

2.B.4. Contractor shall provide service as follows:

General Inspections:

· Visual inspection for signs of damage, overall wear and tear, module breakage, loose conduit, broken straps, etc.

· Sample check torque marks and tighten loose connections 2x/yr

Electrical Inspections and Maintenance:

· Perform manufacturer’s preventative maintenance on electrical equipment

· Check integrity of weather resistance (seals, hubs and weather stripping)

· Check electrical equipment housing for signs of corrosion

· Perform Infrared scans, as needed

· In Contract Year 1 only, four single-technician, one-day dispatches for labor only corrective maintenance as needed 1x/yr

Inverter Inspections and Maintenance:

· Perform manufacturer’s preventative maintenance

· Check integrity of weather resistance (seals, hubs and weather stripping)

· Check inverter housing for signs of corrosion

· Clean inverter air vents and heat sinks clean filters

· In Contract Year 1 only, replace inverter filters in AE Solaron model 250, 333, 500 and Satcon model 75, 250 central inverters

· Perform Infrared scans, as needed 1x/yr

Monitoring Equipment Inspection:

· Clean and verify readings of pyranometer(s)

· Check integrity of cell temperature sensor and verify DAS readings

· Check other weather station components

· Check that the System meter is reading accurately 1x/yr

Array Washing:

· Includes normally expected soiling conditions. Heavy cleaning, such as excessive soiling, debris removal, bird droppings and soot, not to exceed 10% of total array 1x/yr & Additional Upon request

Carport Solar Panel Washing and Cleaning:

· Carport Solar Panel Washing & Cleaning to occur on a weekend.

1x/yr

Vegetation Control:

· Remove or mow weeds and grasses located in accessible areas under the array Not included, provided by Client

Tracker Maintenance:

· Perform manufacturer’s preventative maintenance

· Check limit switches and backtrack function if applicable

· Check torque and tolerances on all dynamic components

· Grease all zerc fittings

· Inspect all rubber/plastic components. Boots, and bushings Not included, provided by Client

2.B.5. Contractor shall provide a completed maintenance checklist within 3 weeks following each visit, which includes a list of issues discovered, resolution, and accompanying photos as appropriate.

2.B.6. Carport solar panel washing & cleaning, which needs to be performed on the weekends.

2.C. Qualifications: Contractor shall be trained/qualified on the following and be prepared to show documentation of training/qualification upon request:

2.C.1. Must be an authorized service provider of REC Solar Commercial Corporation.

2.C.2. Project Manager/Field Supervisor shall have at least 3 years of Solar PV experience and possess an Occupational Safety and Health (OSHA) 30-Hour Training Course card.

2.C.3. The Lead Solar PV Technician shall have at least 2 years of electrician experience; 1 year of Solar PV experience; and possess at least an OSHA 10-Hour Training Course card.

2.C.4. Evidence of passing the NABCEP Entry Level Exam is preferred, not required.

2.C.5. North American Board of Certified Energy Practitioners (NACEP) Certified PV Installation Professional is preferred (not required).

2.D. Locations:

2.E. Billing & Payments: The Onboarding Fee, $7,600, will be billed upon contract signing. The Yearly Services price in Enclosure 2 shall be divided into four quarterly payments with invoicing to begin on the Commencement Date. Additional washings and T&M work will be invoiced upon completion of the work unless otherwise agreed to in writing by the Client and the Contractor.

2.F.The Government Will Provide The Following:

2.F.1. Site access and a safe working environment.

2.F.2. Facility contact to provide real time information about site conditions (power outage, active construction, etc.).

2.F.3. Closing the parking area for the washing and maintenance activities.

2.F.4. Skylight covers are fall rated and are in good condition or have other fall protection installed.

2.F.5. Field work will be performed during local business hours.

2.F.6. System safety issues are corrected as advised by REC Solar inspection results.

2.G. The Contractor will not provide the following:

2.G.1. Hardware or firmware upgrades or refurbishments 2.G.2. Installation refurbishments to bring equipment in compliance with new code or revised manufacturer requirements.

2.G.3. Cosmetic corrosion repair.

2.H. General Requirements:

2.H.1. Rules of the Station: Contractor shall comply with all rules of the facility, including security badging, non-smoking and privacy, and reporting to the COR upon arrival at the facility.

2.H.2. The Contractor shall present a neat, well-groomed, professional appearance at all times. The Contractor personnel shall not wear sandals, flip-flop style footwear, or open toed shoes.

2.H.3. Smoking Policy. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.

2.H.4. Contractor shall obtain a “Contractor I.D. Badge” from the VA police. All Contractor personnel are required to wear I.D Badge during the entire time on VA campus.

2.H.5. Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.

2.H.6. It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

2.H. Performance Monitoring. A COR will be delegated for each facility to assist the Contracting Officer in the administration and monitoring of the resulting contract. A Delegation of Authority letter issued to the COR, a copy of which will be sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order.

2.H.1. The Contracting Office Representative (COR) will monitor contractor performance. The COR will certify the work was done in accordance with the SOW. COR will inspect the system once the service has been completed and the system is returned to normal operation. The Contractor shall comply with all applicable regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), California Public Utility Commission and/or any other pertinent federal, state, and local policies relating to the herein mentioned work. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to patient or Government-owned property, equipment, and facilities. The Contractor shall report any damage caused by the Contractor personnel to the COR. The Contractor shall replace items or repair property, equipment, or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

2.H.2. Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

2.H. Work Hours: This project shall be completed Monday Through Friday, 7:00 AM to 5:00 PM, except on Federal holidays or any other holiday declared by the President of the United States as a national holiday.

2.H.1 The Vendor is not required to provide service on the following National holidays, nor shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government:

If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.

2.I. Services Outside of Normal Services: Hours of Operation as agreed to in writing between the Contractor and Contracting, for solar cleaning of carports to be performed preferably during weekends.

2.J. Changes to contract: Only those services specified herein are authorized. Changes to the contract are not authorized and reimbursement shall not be made for any work services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer.

2.K. Personnel Policy: The Contractor has full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers' Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and/or union regulations relevant to fringe benefits and premium pay for their employees.

2.L. Safety 2.L.1. Contractor shall perform electrical safety measurements on all equipment in use under this contract.

2.L.2. The standards to be used are those of the National Fire Protection Agency code 99. A copy of these codes shall be provided by the VA Engineering Department upon request. These standards shall be strictly enforced. Any equipment not meeting the minimum standards shall be considered “Inoperable” until such time as it “Passes” the minimum standards.

2.L.3. All equipment shall be subject to inspection by VA Engineering personnel to verify compliance with these standards.

2.L.4. All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VA property shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

2.L.5. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building.

2.L.6. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all, or any part, of the work.

2.L.7. Contractor shall comply with all applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137 2.L.8. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

2.L.9. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee’s fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

2.M. VHA Supplemental Contract Requirements for Combatting COVID-19

2.M.2. If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2.M.3. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

2.M.4. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

2.M.5. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.M.6. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

2.M.7. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.M.8. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

2.M.9. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

2.N. Insurance 2.N.1. The Contractor shall comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

2.N.2. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase “will endeavor” is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.

2.O. Background Screening:

In accordance with VHA Directive 0710 all Contractor personnel providing services under this contract shall be the subject to a background screening and shall receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: Special Agency Check (SAC) only unless a National Agency Check is determined to be required by the VA ISO and/or Privacy Officer for contract personnel assigned to a low risk/non-sensitive position is expected to work more than 180 days. Any employee whose background investigation yields unfavorable results shall be removed immediately from performance under this contract. In the event the screening is not completed prior to contract performance; the Contractor shall be responsible for the actions of those individuals performing under the contract.

3. The following provisions and clauses apply to this solicitation and can be found in enclosure 1.

3.A. FAR 52.212-1, Instructions to Offerors – Commercial Items 3.B. FAR 52.212-2, Evaluation – Commercial Items 3.C. FAR 52.212-4, Contract Terms and Conditions – Commercial Items 3.D. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders – Commercial Items 3.E. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.F. VAAR 852.219-74, Limitations on Subcontracting—Monitoring and Compliance 3.G. FAR 52.233-2, Service of Protest 3.H. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.I. VAAR 852.233-71, Alternative Protest Procedure