36C26224Q1049.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT

Contract Specialist Jennell Christofaro jennell.christofaro@va.gov

PLACE OF PERFORMANCE

Northern Arizona VA Healthcare System

NAVAHCS

501 N. Hwy 89

Prescott AZ

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02, effective 12/22/2023.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19.0 Million.

The FSC/PSC is J061 – Maintenance/Repair/Rebuild of Equipment – Electric Wire and Power Distribution Equipment.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work.

This is a firm-fixed price contract.

Price and Other Factors: See Attachment 2, FAR 52.212-2 “Evaluation”

Statement of Work

1. Scope

The Contractor shall provide all necessary labor, materials, supplies, parts, software, tools, equipment, travel, transportation expenses and other related costs to provide semi-annual checks and services for stored electrical energy systems maintenance, inspections, and testing to be performed on facility stored electrical power equipment and uninterruptible power supply (UPS) systems located at the Northern Arizona VA Healthcare System (NAVAHCS). This Statement of Work (SOW) describes the Facility Electrical Uninterruptible Power Supply (UPS) Maintenance, Service Inspections, Repairs, and Testing that is required to maintain facility healthcare stored electrical energy systems compliance in accordance with (IAW) VHA Directive 1028, NFPA 70B, NFPA 99 Section 6, NFPA 110, NFPA 111, and Joint Commission Standards for Emergency Power Systems EC 02.05.07.

2. Background

Testing, inspections, and maintenance are performed to keep facility stored electrical power within acceptable performance standards and prevent unexpected loss of UPS power to the facility Information Technology main server room.

3. Definitions and Acronyms

a. UPS – Uninterruptible Power Source

b. IAW – In Accordance With

c. VHA – Veterans Health Administration

d. NFPA – National Fire Protection Association

e. EC – Environment of Care

f. TJC or JACO – The Joint Commission

g. SESS – Stored Electrical Standby Systems

h. OI&T or IT – Office of Information & Technology or Information Technology

i. NEC – National Electrical Code

j. FCN – Field Change Notices

k. AC – Alternating Current

l. DC – Direct Current

m. LOTO – Lockout & Tagout

n. M&O – Maintenance & Operations

o. FMS – Facilities Management Service

p. IEEE – Institute of Electrical & Electronic Engineers

q. EP – Element of Performance

r. MV – Medium Voltage

s. KV – Kilo Voltage or Kilo Volts

t. PM – Preventative Maintenance

u. VA – Veterans Affairs

v. NAVAHCS – Northern Arizona VA Healthcare System

w. Bldg – Building

x. Rm - Room

y. S/N – Serial Number

z. NLT – No Later Than

4. Place of Performance

Northern Arizona VA Healthcare System (NAVAHCS) 500 N Hwy 89, Bldg. 12-Room 008 Prescott, AZ 86313

5. Equipment List

6. Contractor Requirements

a. Contractor shall provide the following services for the preventative maintenance, inspections, repairs, and testing of the facility’s UPS and stored electrical power equipment and systems:

a. Visual Inspections & Repairs

b. Battery Inspection, Maintenance, & Repairs

c. UPS Required Preventative Maintenance & Repairs

d. Operation Testing & Repairs

b. Contractor shall perform preventative maintenance services Semi-Annually (2 times per year). 1st service will be required no later than September 1st and the 2nd service will be required no later than March 1st.

c. Contractor shall identify inspection criteria as follows:

Visual Inspections & Repairs

i. Check and record all alarm logs and provide digital copies to VA with closeout documents.

ii. Provide recommendations for repeat alarms and critical alarms.

iii. Install and/or perform any FCN’s (Engineering Field Change Notices) from manufacturer as needed.

iv. Check and calibrate any logic and control signals as directed by manufacturer.

v. Check and calibrate all power settings as directed by manufacturer.

vi. Check all indicators and meters for proper function and calibrate as needed per manufacturers recommendations.

vii. Check and record ambient room temperature.

viii. Check and record room for cleanliness and access to equipment.

ix. Check and record any airflow restrictions and clearances for servicing equipment.

x. Replace all air filters.

xi. Check all ventilation fans for proper circulation, function and clean fans as needed.

xii. Check AC and DC capacitors for swelling and leakage.

xiii. Check AC input and output wiring, grounding, bonding, and NEC compliance.

xiv. Provide infrared scan of all electrical component terminations and provide documentation of any potential faults.

xv. Visually check integrity of each unit for structural issues, i.e., loose hardware, wiring harness damage, environmental damage.

xvi. Ensure all subassemblies within each unit are clean and free of dust and dirt buildup.

xvii. Submit recommendations for repairs when reports are provided.

Battery Inspection, Maintenance, & Repairs

i. Inspect batteries for swelling.

ii. Check torque at connection points.

iii. Inspect for corrosion at connecting points.

iv. Measure and record internal impedance readings.

v. Perform individual battery load testing.

vi. Measure and record DC bus ripple voltage.

vii. Measure and record all battery connection resistances in micro-ohms.

viii. Inspect rack, tray, and cabinet systems structural integrity and tighten bolts if required upon inspection findings.

ix. Check system float voltage and current and adjust if necessary to manufacturer specified settings.

x. Clean and retighten all terminal connectors and check for NO-LOX grease or oil on all connections (when needed and/or accessible).

xi. Measure individual battery temperatures and check for any hot spots or readings which are out of the manufacturers recommended temperature variance when accessible.

xii. Submit recommendations for repairs when reports are provided.

UPS Required Preventative Maintenance & Repairs

i. For UPS and Battery Systems.

ii. Provide manufacturers recommended maintenance on (2) Eaton 93PM-L-120 UPS Units.

iii. Submit recommendations for repairs when reports are provided.

Operation Testing & Repairs

i. Check and record the following:

a. Bypass voltage and frequency for proper available power.

b. Power quality and harmonic distortion levels.

c. Input & Output power and harmonic filters for proper operation and balance.

d. Input & Output voltage, amperage, and frequency readings for proper levels and balance.

e. Static switch voltages and inspect for any leakage.

f. Inverter voltages and balance for proper operation

g. Rectifier voltage and current balance for proper operation

h. Fuses on the DC capacitor deck for continuity

ii. Submit recommendations for repairs when reports are provided.

d. Contractor shall provide a quote to the program point of contact for unpriced CLIN (emergency repair CLIN) prior to work being conducted to first obtain Contracting Officer approval through a contract modification.

7. Reporting Requirements

a. Contractor (or Representative) shall sign-in upon arrival at the M&O Supervisor Office, Bldg 167, Rm 001, at the beginning of each visit.

b. All documentation for installation, inspection, and certifications shall be provided to NAVAHCS facilities personnel during the contract period. Documentation shall be provided in an electronic format (pdf). Thumb drives and/or CD’s will not be accepted.

c. Reports should include, at minimum, Client Information, Unit Information, Notes & Observations, Corrections Made (if any), Recommendations (if any), Visual Inspections, Power Reading Analysis, Unit/Battery System Thermal Scan Analysis, Battery System, Parts (if any either used or required), and Event Log. An example or previous maintenance sample can be provided upon request by the facility PPOC.

d. Contractor shall provide performance review with closeout documents on UPS maintenance, Inspection, testing, and recommended repairs to NAVAHCS facilities PPOC & M&O Supervisor.

Program Point of Contact (PPOC):

Name:

Address: NAVAHCS

500 N Hwy 89

Prescott, AZ 86313

Phone:

Fax No:

Email:

8. Applicable Documents

a. The Contractor shall comply with the following requirements:

All testing will be provided by a fully qualified technician for specified UPS electrical equipment. “Fully qualified” is defined as factory trained or equivalent and experienced to work on the equipment assigned. The technician will perform a visual inspection of the specified equipment, complete a performance review report with closeout documents. NAVAHCS Facility will provide an Electrician competent in the knowledge of safety regulations pertaining to the facility and provide clear and safe access to the equipment.

If Lockout Tagout procedures are required during or prior to inspection, the PPOC will coordinate with the contractor or representative and the facility Electrical Shop, Electrical Supervisor, and M&O Supervisor prior to working on or access to equipment in accordance with VHA Directive 1028, NFPA 70E, and facility LOTO Program.

b. Applicable documents, regulations, industry standards, VA requirements:

i. VA Electrical Design Manual - DESIGN MANUALS (PG-18-10) - Office of Construction & Facilities Management (va.gov)

ii. VHA Directive 1028 – Facility Electrical Power Systems Electrical Power Systems (Facility) | Healthcare Environment and Facilities Programs (va.gov)

iii. NFPA 70 – National Electrical Code (NEC)

iv. NFPA 70B – Electrical Equipment Maintenance

v. NFPA 70E – Electrical Safety in the Workplace

vi. NFPA 99 – Health Care Facilities

vii. NFPA 101 – Life Safety Code

viii. NFPA 110 – Standard for Emergency and Standby Power Systems

ix. NFPA 111 – Standard on Stored Electrical Energy Emergency and Standby Power Systems

x. IEEE – Institute of Electrical & Electronics Engineers

xi. Joint Commission Standards EC 02.05.07 for Emergency Power Systems – EP 01-10 The Joint Commission (TJC) | Healthcare Environment and Facilities Programs (va.gov)

9. General Requirements

a. Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

b. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

c. The contractor shall not perform any service that will result in additional charges without prior approval from Contracting.

10. Period of Performance (POP)

Base Year, followed by four, one-year options.

Estimated POP: June 1, 2024 – May 31, 2029.

11. Hours of Work:

Work is to be done between the hours of 8:00 a.m. and 4:00 p.m. Monday thru Fridays, Requests for weekend work must be submitted in writing. Coordination with VA Electricians and Office of Information & Technology (OI&T) Staff will be required prior to scheduling of system testing. Contractors will be allowed to work after hours and over the weekends to prevent inconveniences to hospital and facility staff during UPS testing and inspections due to the equipment may have to be shutdown and/or isolated during these periods. Coordination efforts will be made during these testing, inspection, and maintenance periods with NAVAHCS staff prior to any shutdowns or isolation periods. Coordination efforts must be made, at a minimum of, 72 hours in advance. This will include after normal business hours and for weekends. FMS staff will need to know ahead of any shutdown, how long the anticipated shutdown or isolation periods will be, to properly inform NAVAHCS facility staff. This information will also be required if Lockout Tagout procedures must be performed prior to any shutdown or isolation period.

Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

No services will be performed during national holidays.

National Holiday Schedule

***PRICE/COST SCHEDULE***

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Total

**Please use the format above for pricing**

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Dec 2022)

ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (Mar 2023)

The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (9), (12), (18)(i), (26)(i), (29), (31), (33), (34)(i), (36)(i), (39)(i), (48), (52)(i), (55), (62), (c), (1), (2), (3), (7), (8).

· VAAR 852.203-70 “Commercial Advertising” (May 2018).

· VAAR 852.219-73 “VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses” (JAN 2023)

· VAAR 852.219-75 “VA Notice of Limitations on Subcontracting – Certification of Compliance for Services and Construction.” (JAN 2023) (DEVIATION)

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018).

This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

Service Contract Act Wage Determination #: 2015-5471 Rev. 21 All quoters shall be submitted in accordance with FAR 52.212-1, “Instructions to Offerors-Commercial Products and Commercial Services”. (SEP 2023)

All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Jennell Christofaro at Jennell.christofaro@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors to be considered are Cost Schedule, Technical Capability, and Past Performance. This contract/purchase order will consist of a base period of performance: 06/01/2024 – 05/31/2029 (estimated).

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the Statement of Work.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

All RFQ questions shall be received not later than May 9, 2024, 1400 PST at jennell.christofaro@va.gov only. Subject line shall include “INQUIRY TO RFQ 36C26224Q1049” for consideration. All answers to inquiries received by due date and time will be addressed through an amendment. No further inquiries will be addressed after due date.

Submission of your RFQ response offer shall be received not later than May 16, 2024, 1400 PST at jennell.christofaro@va.gov only. Subject line shall include “RESPONSE TO RFQ 36C26224Q1049” for consideration.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Contract Specialist Jennell Christofaro Jennell.christofaro@va.gov

Attachment One: FAR 52.212-1 ADDENDUM Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB Attachment Four: VAR 852.219-75 SDVOSB Certification

(End of Provision)

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice