Combined Synopsis-Solicitation.docx

Combined Synopsis-Solicitation 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 the most current Federal Acquisition Circular. The most current Federal Acquisition Circular can be found at Acquisition.gov.

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

The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, Electrical Contractors and Other Wiring Installation Contractors, with a small business size standard of 19 million.

The FSC/PSC is J059 Maintenance, Repair, and Rebuilding of Equipment – Electrical and Electronic Equipment Components.

The Manchester Veteran Affairs Medical Center (VAMC) is seeking to a contractor to provide UPS Maintenance.

All interested companies shall provide quotations for the following:

Supplies/Services

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK

Maintenance Service Contract – Uninterruptible Power Supplies (UPS)

1.0 INTRODUCTION

The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive preventative maintenance and repair services for uninterruptible power supplies (UPS) at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104.

2.0 BACKGROUND

VA Manchester’s uninterruptible power supply (UPS) have required preventative maintenance (PM) on a periodic basis through the year. The Facility Service, Maintenance Department, requires assistance in keeping up with required PMs on the UPS equipment to ensure proper operations and prevent failure points on the equipment. Our current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract is needed to ensure the proper and timely of the required PM s on the uninterruptible power supplies. Contractor shall provide quarterly and annual preventative maintenance and inspections to these batteries and system. In addition to required Quarterly and Annual preventive maintenance & inspection, the Contractor shall provide training, emergency on-call repair services (parts and labor), and standby services.

3.0 SCOPE

3.1 Item 1 – Preventative Maintenance (PM)

The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW.

Contractor shall provide maintenance for an uninterruptible power supply (UPS). These UPS provides stable and back up power to the Medical Center’s computer control room.

Specifically, maintenance shall be provided for an Eaton Powerware 9390 System, Model: 80.

This system has (40) Hitachi Chemical Energy Technology batteries, which are 12V 540W Cells and model number HRC12540WP.

Contractor shall provide quarterly and annual preventative maintenance and inspections to these batteries and system. If the UPS must be powered down for services or service impact is expected, 2-weeks’ notice must be provided to the VA for outage coordination.

Contractor must be qualified and authorized to work on Eaton products and must have access to all necessary Eaton proprietary software. The contractor shall maintain the UPS in accordance with the applicable Eaton Installation and Operation Manuals.

The contractor shall adhere to all individual manufacturer’s requirements and instructions for the particulars of scheduled maintenance of the systems/equipment. All contractor personnel and subcontractors that perform scheduled maintenance shall be qualified by the systems/equipment manufacturer where necessary to preserve any warranties on the systems/equipment. The contractor shall provide a written monthly schedule to the Contracting Officer Representatives (COR) for the facility, listing the specific equipment to be serviced during the upcoming period and outlining the individual PM tasks to be completed, including any after-hours service.

The contractor shall obtain, provide and install all parts, materials, and supplies necessary to perform PM, and shall be responsible for the cost of same within their base bid amount. Contractor shall use parts supplied by the original equipment manufacturer (OEM) or authorized equal (as stipulated by the manufacturer) when replacing all parts, components, and/or devices for the covered systems. Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new equivalent part. The contractor shall notify the VA when such replacements/modernization occurs.

The contractor shall provide labor, material, and equipment necessary to perform routine preventative maintenance and calibration services at the intervals specified. The vendor shall perform all manufacturer recommended routine maintenance on the following equipment/systems.

· Scheduled Maintenance of Eaton Powerware 9390 System, Model: 80. (40) Hitachi Chemical Energy Technology batteries, which are 12V 540W Cells and model number HRC12540WP.

The vendor shall perform all manufacturer recommended routine maintenance, whether or not included in the list below

· Perform the following:

· Filter change during PMs

· Check integrity of battery cabinet.

· Measure and record DC bus ripple voltage.

· Measure and record total batteries float voltage.

· The contractor shall replace batteries as needed.

· Check for NO-OX grease or oil on all connections.

· Check battery jars for proper liquid level (if flooded cells)

· Check for corrosion on all the terminals and cables.

· Examine the physical cleanliness of the battery room and jars.

· All other PM tasks as per manufacturer’s recommendations.

The scope consists of routine preventative maintenance service and needed repairs to the equipment and associated components listed in Attachment A; Equipment Inventory. The Contractor is required to inspect and service all equipment in accordance with all manufacturer's recommendations, prevailing industry standards and codes.

Personnel Qualifications- Before assigning employees to start work under the terms of this contract, the Contractor shall ensure that they have the required qualifications and, if applicable, possess the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements and laws. Personnel operating motor vehicles shall have a valid state driver’s license and abide by all NH VAMC Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. As part of the quotation, the Contractor shall submit information on the qualifications or certifications for employees and sub-contractors proposed to work on the services of this contract. Journeyman tradespersons shall be licensed for their respective trades in accordance with Federal requirements. Contractor will ensure all certificates, licenses and permits are kept current and valid. All license and certification renewals shall be submitted to the COR annually or as requested.

The COR shall track Contractor compliance with any manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties. The contractor shall provide fully completed worksheets to the COR with sufficient detail concerning each completed task. The contractor will annotate equipment records showing warranted items and warranty expiration dates on all equipment. The contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the contractor with all existing warranty documentation at the start of the task order. The contractor shall maintain and inspect all equipment under warranty, without voiding the warranty.

An equipment inventory is incorporated into this Site-Specific statement of work. The contractor is responsible for all required routine maintenance of the equipment included in the inventory and as described herein, necessary to ensure proper function of the equipment in accordance with manufacturer’s guidelines, applicable standards and codes. Any unscheduled maintenance/repair work shall be performed when authorized by the Contracting Officer CO or COR, in accordance with Government-approved technical instructions and facility priorities. NOTE: unscheduled maintenance does not include routine maintenance. Routine maintenance services must be incorporated within the base bid amount.

The CO and COR shall notify and work with the contractor on any additional equipment added or changes to the equipment list for PMs and frequency. The contract will then be modified to address the updated costing to the service agreement. Also, the CO and COR shall notify and work with the contractor to remove the equipment item from coverage because it can no longer be economically maintained or has been removed/replaced from the property. The contract will then be modified to address the updated costing to the service agreement.

3.2 Item 2 – Training

The contractor shall provide the VA with annual training on how to conduct the daily maintenance inspections on the UPS unit. This is to be scheduled in advance with the Contracting Officer’s Representative (COR). The contractor shall be responsible for reaching out to the facility to schedule this training in a timely manner.

A basic training course, available from Eaton, gives competent working knowledge of the UPS system operation and teaches maintenance staff how to perform first level corrective maintenance. This Eaton training shall be included in the training requirements of this section.

3.3 Item 3- Stand-by Services (Labor)

The contractor shall provide on call services to include labor costs for standby services related to large electrical shutdowns twice annually. These shutdowns are 12 hours in duration. The vendor will be able to schedule staffing within two (2) weeks of notification.

Contractor shall provide 48 hours as specified under this line item.

3.4 Item 4 – Emergency Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The contractor shall respond within 4 hours for all emergency call backs on the equipment.

Contractor shall provide 32 hours as specified under this line item.

3.5 Item 5– Materials and Parts (Non-Routine Repairs and Maintenance) The contractor shall supply parts and materials ($500 per equipment per visit) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation ($500 per equipment item per visit), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the COR.

Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the COR. All repairs shall be in accordance with the equipment manufacturer’s requirements and\or applicable laws, regulations, codes, etc. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible.

4.0 PERFORMANCE REQUIREMENTS

All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to VA codes, Federal, State, and local regulations throughout the course of this service contract.

The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

The contractor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center.

The contractor shall schedule all site visits, to include emergencies, with the COR.

The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the COR’s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR.

The contractor shall respond within 4 hours for all emergency call backs.

Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a “Contractor” badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work.

Personnel must wear the proper personal protective equipment (PPE) at all times. Work done under this project must comply with infection control requirements.

The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes.

Special care will be taken to secure tools and construction equipment.

Material Safety Data Sheets (MSDS’s) must be submitted to the COR for approval for all hazardous materials before they are brought to the work site.

End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite.

Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D.

All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

5.0 DELIVERABLES

Contractor shall coordinate with the COR to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract.

Contractor shall provide a prioritized phone support contact list at the commencement of the contract.

Submittal of proposed equipment and materials to be used on site for review and approval by the COR.

Submittal of Contractor safety plan and lock-out tag-out plan.

Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.

Within one weeks of completing each maintenance activity, the vendor will provide a report on the following:

1. Maintenance activities completed

2. Notes describing any equipment shortcomings, failed or broken equipment, deteriorated equipment, excessive noise or vibration, and other shortcomings in the system.

3. Summary of corrective actions taken for any maintenance issues

4. Recommended corrective actions for any maintenance activities not completed on site

5. Records of any replaced parts or materials (e.g. filters, batteries, etc.)

6. Signature of certified oversight personnel

The contract period of performance will be determined at time of award.

Place of Performance/Place of Delivery

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

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:

· 52.203-16, 52.204-4, 852.203-70, 852.219-75

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

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

The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021), 52.219-28, Post Award Small Business Program Rerepresentation (FEB 2024), 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following:

1. Questions: Any questions must be submitted in writing no later than 18 June 2024 at 3:00 PM EST. Answers to the questions will be posted the following week.

2. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards.

All quotes shall be sent to the Contracting Officer, David Valenzuela at david.valenzuela2@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.

The following are the decision factors:

1. Price: Quotes will be compared by price.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner.

1. Contractor shall provide specification sheets for proposed equipment and include within the solicitation response.

1. Vendors shall be certified as a SDVOSB in VetBiz or VetCert, failure to be certified will remove vendors from consideration.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

Submission of your response shall be received not later than 01 July 2024 at 3:00 PM EST. All quotes shall be emailed to David Valenzuela at david.valenzuela2@va.gov.

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

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: David Valenzuela, david.valenzuela2@va.gov.

Effective Date: 03/15/2023 Revision: 01