S02 Combine Solicitation-36C25622Q1092-Chiller Repair Services.pdf

36C25622Q1092

A.1 Request for Quote: 36C25622Q1092

1.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part

13.5, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This requirement will be evaluated using the comparative evaluation process outlined in FAR 13.106-

2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government.

2. The combined synopsis/solicitation number is 36C25622Q1092.

3. Solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular FAC 2022-06 (eff. 05/26/2022)

4. This requirement is unrestricted. The North American Industry Classification System number is 238220 with a size standard of $16.5M

5. Place of Performance: Micheal E. DeBakey Veterans Affairs Medical Center (MEDVAMC)

BLDG 104a and 109 located in Houston, Texas. 2002 Holcombe Blvd, 77030-4298.

6. Period of Performance: The period of performance shall be a base period of 120 days after award.

9.All questions regarding this solicitation shall be submitted via email to Contracting Officer, Anthony Marion at anthony.marion2@va.gov no later than 10:00A.M. Central Time on June 30, 2022.

10.Quotes are due no later than July 6, 2022 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contracting Officer, Anthony Marion at anthony.marion2@va.gov

A.2 A.1 APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under

52.252-2 (see below), starting first with FAR and followed by VAAR.

SECTION B – CONTRACT ADMINISTRATION DATA

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Anthony Marion

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] After Repairs and Acceptance

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Contractor shall provide all labor, transportation, materials, tools, parts and equipment necessary for repairs to Chiller 8 -York YK-E model, 1250 ton in Buildings 104a at the DeBakey VA Medical Center at 2002

Holcombe, Houston, TX 77030 per the Performance Work Statement

(PWS).

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air

Circulating Equipment and equipment necessary for repairs to Chiller 9 -York YK-E model, 1250 ton in Buildings 104a at the DeBakey VA Medical Center at 2002

Holcombe, Houston, TX 77030 per the Performance Work Statement

(PWS).

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and and equipment necessary for repairs to Chiller 1 -York YK-F model, 450 ton in Buildings 109 at the DeBakey VA Medical Center at 2002

Holcombe, Houston, TX 77030 per the Performance Work Statement

(PWS).

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and and equipment necessary for repairs to Chiller 2 -York YK-F model, 450 ton in Buildings 109 at the DeBakey VA Medical Center at 2002

Holcombe, Houston, TX 77030 per the Performance Work Statement

(PWS).

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air

1,000.00 lb __________________ __________________

Chiller 8 purchase and installing 1000 pounds of new refrigerant.

Additional R134a refrigerant if required after reinstalling the original refrigerant and adding up to 1800 pounds of new R134a refrigerant

(covered by CLIN 0001)

(Additional R134a refrigerant-1000 pounds for each chiller 8 )

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

1,000.00 lb __________________ __________________

Chiller 9 purchase and installing 1000 pounds of new refrigerant.

Additional R134a refrigerant if required after reinstalling the original refrigerant and adding up to 1800 pounds of new R134a refrigerant

(covered by CLIN 0001)

(Additional R134a refrigerant-1000 pounds for chiller 9 )

Contract Period: Base

POP Begin: 07-15-2022

POP End: 11-15-2022

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY DELIVERY DATE

1.00 11-15-2022

1,000.00 11-15-2022

1,000.00 11-15-2022

B.4 PERFORMANCE WORK STATEMENT (PWS)

Performance Work Statement (PWS)

Repairs for York Chillers 8 and 9 in

Building 104a and Building 109 Chillers 1 and 2

1.0 General

1.1 Introduction: The mission of the VHA is to honor America’s Veterans by providing exceptional health care that improves their health and well-being. The mission of

Facilities Management Service Line (FMSL) is to provide and maintain uninterrupted services to the Michael E. DeBakey VA Medical Center’s (MEDVAMC) buildings and infrastructure that support the physical plant to ensure optimal, quality healthcare to our

Veteran patients. The objective of this acquisition is to repair four (4) non-functional

York YK chillers and bring them back to fully operational status.

1.2 Objective: The campus chiller system shall maintain a sufficient output capacity to provide space cooling and dehumidification for the main hospital and support buildings under a wide variety of weather conditions. Two (2) 1250 ton and two (2) 450 ton York

YK chillers (four total) are not functioning at this time and need to be repaired before high heat and humidity conditions occur this summer.

1.3 Scope of Work: Four York chillers are not functioning at this time and need to be repaired and brought back to fully operational status. Two 1250 ton York YK-E chillers are located in Building 104a and two 450 ton York YK-F chillers are located in Building

109. The chillers operate independently and all four chillers are controlled through a

BAS. The repair work will include removal and replacement of several components of the existing equipment. These components include but not limited to: seals, gaskets, refrigerant, oil, filters, resistors, electronics boards, electronics components, valves, O-rings, and a control arm. All replacement parts will be new. New refrigerant charges, new oil changes, all necessary calibrations, adjustments, and testing are also included. All new components must be compatible with the OEM equipment. The work will need to be done in phases to allow continued operation of sufficient equipment to provide medical center cooling requirements. All phasing and repairs will be coordinated with VA

Operations staff and the COR. Consult with VA personnel for exact items and locations.

1.4 Background: These four chillers are part of a system of 12 chillers that provide cold water for Buildings 100, 109, and 110. They need to be repaired to fully operational status to increase the campus chiller system cooling capacity to an adequate level for the high loads typical of summer weather conditions.

1.5 Type of Contract Contemplated: The Government anticipates award of firm fixed price contract.

1.6 Period of Performance: All work shall be completed within 120 days from the effective date of award. Contractor shall plan as necessary to ensure all parts and equipment are readily available to maintain this schedule and meet phasing/repair requirements.

1.6.1 Services shall be performed during the VA normal business hours, 8:00 a.m.

through 4:30 p.m., Monday through Friday, excluding Federal holidays any scheduled work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). VA follows all Federal holidays that are set by law (USC Title 5 Section 6103). Contractor to verify with the COR for the facility closure dates for the duration of the work period. All work shall be performed during normal work hours unless doing so would result in insufficient cooling capacity for the medical center. Any work outside normal hours shall be preapproved by the CO in writing.

1.6.2 The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

Juneteenth National Independence Day June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

*If a holiday falls on a Saturday, the preceding Friday will be treated as a holiday for pay and leave purposes. If a holiday falls on a Sunday, for most Federal employees, the following Monday will be treated as a holiday for pay and leave purposes.

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

1.7 Place of Performance: The work site location is at the Michael E. DeBakey VA

Medical Center at 2002 Holcombe Boulevard in Houston, Texas. The contract work will be done in mechanical rooms in buildings 104a and 109.

1.8 Applicable Documents: The VA shall be responsible for obtaining necessary local agency approvals as required.

2.0 Specific Requirements/Tasks: The contractor shall provide all labor, communication with the COR for scheduling repairs, materials, equipment, transportation, supervision, and any other services necessary, to complete the following tasks.

2.1 Task One: Chillers 8 and 9 (1250 ton York YK series E) in B104a: Need shaft seal leak repairs. Remove old and install new OEM shaft seal kit per the OEM procedure.

Remove old refrigerant, up to 2800 pounds and store for reinstallation later. Install new items (see tables) per manufacturer instructions. Tasks include but are not limited to:

check compressor thrust, vacuum the system, leak test using a non-polluting gas, evacuate, shaft seal run in, testing, adjustments, and calibrations necessary to bring back to fully operational status and meet York factory specifications for the installation of the York compressor shaft seal kit. Perform shaft seal run in and verify low speed and high speed thrust per manufacturer’s specifications.

B104a chiller 8 York YK-E model compressor shaft seal kit 364-51540-000 1

R134a refrigerant NA 1800 pounds

Optional R134a refrigerant for chiller 8

NA 1000

pounds

B104a chiller 9 York YK-E model compressor shaft seal kit 364-51540-000 1

R134a refrigerant NA 1800 pounds

Optional R134a refrigerant for chiller 9

NA 1000

pounds

Preventive maintenance kit:

oil filter, dehydrator, O-rings, and gaskets

366 94952 015 1

York K oil 011 00533 000 20 gallons

2.2 Task Two: Chiller 9: Compressor oil and filter change Remove old oil, up to 20 gallons and dispose of per TCEQ and EPA regulations. Clean oil sump tank system.

Install new OEM preventive maintenance kit, including the oil filter, dehydrator, and gaskets and O-rings. Install new York K-oil (approximately 20 gallons capacity) per the manufacturer’s Operations and Maintenance manual for York YK-E chillers. Operate machine to confirm that there are no oil leaks and that oil pressure is within normal values per OEM factory specifications for York YK-E chillers.

2.3 Task Three includes Chillers 8 and 9 that includes but not limited to: Full replacement and recharge of refrigerant. Each chiller holds approximately 2800 pounds of

R134a refrigerant. Reinstalling the refrigerant originally removed from these machines.

Add any amount of new R134a refrigerant (up to 1800 pounds for the base quote) necessary to bring the chiller up to the full normal operating level.

After reinstalling the original refrigerant and adding up to 1800 pounds of new R134a refrigerant (covered by the base quote) has not fully charged the chiller, provide and install up to 1000 pounds (for each chiller, 8 and 9) more refrigerant under CLIN 0006.

Contractor shall provide the COR with a separate quote for additional refrigerate for each chiller 8 and 9. There will be two contract Line items: one for purchasing and installing

1000 pounds of new refrigerant in chiller 8 and one for purchasing and installing 1000 pounds of new refrigerant in chiller 9.

Contractor shall follow manufacturer’s procedures in the York Operations and

Maintenance manual for the York YK-E chillers. Contractor shall reassemble and run refrigerant leak test with trace gas and a standing vacuum test per manufacturer’s procedures on the compressor and refrigerant containment system before charging.

Contractor shall operate chiller and test for refrigerant leaks utilizing refrigerant leak detection equipment. Contractor shall communicate with the COR the type of test and indicate what the test is being performed on.

2.4 Task Four includes Building 109 Chiller 2 (450 ton York YK series F): Contractor shall repair multiple leaks. Remove old oil (15 gallons) and properly dispose of.

Contractor shall remove old refrigerant and store for reinstallation later (up to 1600 pounds). Contractor shall install new items per manufacturer instructions. Tasks include but not limited to: check compressor thrust, vacuum leak test using a non-polluting gas, evacuate, shaft seal run in, testing, adjustments, and calibrations necessary to bring back to fully operational status and meet York factory specifications. Contractor shall follow

OEM factory shaft seal repair procedures for this equipment. Contractor shall perform shaft seal run in and verify low speed and high speed thrust per manufacturer’s specifications. Contractor shall drain oil and store for later disposal. Contractor shall remove old and install new oil filter canister, O-rings, eight (8) total O-rings for tube fittings (0.375”, 0.75”, and 1”), compressor oil drain O-rings, clean oil sump, replace PRV control arm. All new parts should be equivalent to or better than the original OEM components. Contractor shall reassemble and run refrigerant leak test with trace gas and a standing vacuum test per manufacturer’s procedures on the compressor and refrigerant containment system. Contractor shall communicate to the COR what test is being performed.

B109 chiller 2 York YK-F model

O-ring kit 464 50435 000 1

PRV control arm 064 49152 000 1

R134a refrigerant NA 1600 pounds

YK shaft seal kit 029-26340-000 1

York K oil 011 00533 000 15 gallons

Preventive maintenance kit: oil filter, 366 94952 016 1 dehydrator, O-rings, and gaskets

2.5 Task Five includes Chiller 2: Contractor shall ensure full replacement and recharge of refrigerant. Chiller holds approximately 1600 pounds of refrigerant. Contractor shall follow manufacturer’s charging procedures in the manufacturer’s Operations and

Maintenance manual.

Reinstalling the refrigerant originally removed from these machines. Contractor shall add any amount of new R134a refrigerant (up to 1200 pounds for CLIN 0002) necessary to bring the chiller up to the full normal operating level.

After reinstalling the original refrigerant and adding up to 1200 pounds of new R134a refrigerant (covered by CLIN 0006) has not fully charged the chiller, provide and install up to 400 pounds (for each chiller, 8 and 9) more refrigerant under a separate optional

CLIN for chiller 2. This CLIN will be for purchasing and installing 400 pounds of new refrigerant in chiller 2.

Contractor shall run vacuum test procedure before charging. Contractor shall ensure charge system is fully with new refrigerant (R134a) per manufacturers charging procedure as listed in the Operations and Maintenance manual. Contractor shall run system and check for refrigerant leaks using refrigerant leak detector.

2.6 Task Six includes Chiller 2 Compressor oil and filter change. Contractor shall remove old oil and dispose of properly. Clean oil sump tank system. Install new manufacturer approved parts. Contractor shall install new oil filter and dehydrator. Install new York K-oil (approximately 15 gallons capacity). Contractor shall follow manufacturer’s procedures for oil installation per the OEM Operations and Maintenance manual. Operate machine and check for oil leaks and proper oil levels as shown on the oil level sight glass.

2.7 Task Seven includes Building 109 Chiller 1 (450 ton York YK series F):

Contractor shall remove damaged VSD components and replace with new OEM or OEM equivalent components to restore full functionality of the VSD system. Contractor shall repair multiple components of the VSD including the SCR trigger board, VSD logic board, eight VSD resistors and thermal pads, and the main power pole assembly.

Contractor shall test, adjust and calibrate per manufacturer recommendations and procedures to provide proper operation of the VSD and chiller. Contractor shall follow

OEM procedures for all repairs.

B109 chiller 1 York YK-F model

Power Pole Assembly Kit, NEMA 1 371 02769 401 1

SCR Trigger Board 60Hz. 031 02060 001 1

VSD Logic Board 331 02506 601 1

York corrosion inhibitor coolant 013 04129 000 5 gallons

Resistor, VSD 025 35157 000 8

Thermal Pad 028 15229 000 8

R134a refrigerant NA 100 pounds

2.8 Task Eight includes Chiller 1: Contractor shall check R134a refrigerant level and top off if necessary with up to 100 pounds of R134a refrigerant. Contractor shall follow manufacturer’s procedures for charging refrigerant and proper operational levels of

R134a.

2.9 Task Nine includes B109 Chiller 2 VSD repairs:

Contractor shall remove damaged VSD components and replace with new OEM or OEM equivalent components to restore full functionality of the VSD system. Contractor shall repair multiple components of the VSD including the SCR trigger board and the main power pole assembly. Remove old and add new York corrosion inhibitor coolant.

Contractor shall test, adjust and calibrate per manufacturer recommendations and procedures to provide proper operation of the VSD and chiller. Contractor shall follow

OEM procedures for all repairs.

Power Pole Assembly Kit, NEMA 1 371 02769 401 1

SCR Trigger Board 60Hz. 031 01620 000 1

York corrosion inhibitor coolant 013 04129 000 5 gallons

2.10 General

2.10.1 All work shall be accomplished within one hundred and twenty (120) calendar days from the effective date of award.

2.10.2 Contractor shall restore chiller capabilities for B104a and B109 as soon as reasonably possible. Contractor shall communicate to the COR the schedule the chiller will possess the capability to operate. Contractor shall communicate this schedule as it is crucial to the sequence of repairs. The highest priority will be to repair chiller 8 in B104a first, then repair chiller 9 in B104a afterwards or concurrently. After that, repair both chillers in B109 after the parts for those repairs have arrived. Should a necessary part for a chiller not be immediately available, repairs for the other chillers should move forward as soon as reasonably possible.

2.10.3 Contractor shall within three days from the effective date of award, but prior to the start of any field work, the contractor shall provide to the COR a schedule for accomplishing the work and to review shut down requirements, hot permits, and

VAMC safety requirements. Field work may not commence until these items have been reviewed and approved as detailed below.

2.10.4 After repair work is complete, the contractor shall demonstrate to the COR that the equipment is functioning normally and that there are no oil and/or refrigerant leaks. New equipment shall be fully compatible with the existing system.

The contractor shall complete the following:

1. Make all necessary water, control, monitoring, and electrical connections.

2. Follow manufacturer’s installation and maintenance instructions.

3. Damage to any existing surfaces shall be repaired to the original condition at the Contractors expense.

4. Any changes to this PWS shall be authorized and approved only through written modification from the CO. A copy of each change will be kept in a project folder along with all other products of the project.

Cost incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. Any such change shall be reflected in a written modification to this contract, signed by the contractor and the CO.

5. All installed items shall be new. Follow lockout tagout procedures for all work.

6. Provide two (2) copies of manufacturers’ operation and maintenance manuals.

7. Provide manufactures warranty information.

8. Contractor Qualifications: The contractor shall provide documentation verifying they have at least three (3) years of successful experience in performance of York commercial chiller services. Contractor shall have a Texas Air Conditioning and Refrigeration Class A Contractor

License. The contractor shall provide their Texas Air Conditioning and

Refrigeration Class A Contractor License with their quote.

9. Personnel Qualifications: All workers who work on site at the VA shall possess at least a Texas Air Conditioning and Refrigeration

Certified Technician license or be supervised by an onsite technician who possesses at least a Texas Air Conditioning and Refrigeration

Certified Technician license. A Texas Air Conditioning and

Refrigeration Contractor license holder will also satisfy this supervisory requirement.

3.0 Performance Assessment: The COR will conduct a 100% surveillance inspection of work requirements and services for subject contract. After the completion and before leaving the site, the Contractor shall contact the COR for final inspection. The COR will document and sign off inspection results. The inspector will inform the contractor of inspection results and any unacceptable result shall require re-performance at no additional cost to the Government. Any unsatisfactory inspection (defect) result shall be corrected.

3.1 The contractor and COR shall meet weekly to discuss the contract performance. The following issues shall be discussed; opportunities to improve the contract, any contract modifications required, unsatisfactory inspections, customer complaints and quality control measures taken by the contractor to ensure performance requirements continue to be met.

The COR shall identify unsatisfactory inspections, customer complaints and favorable and/or unfavorable trends. The COR has the responsibility of writing the meeting minutes.

The minutes shall be distributed to the contractor and a copy will be kept in the official contract and the COR files. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the Contracting Officer identifying areas of non- concurrence for resolution.

3.2 MATERIAL & WORKMANSHIP QUALITY: Contractor’s warranty support shall include all parts, service, labor, travel time, and expense to perform both preventive and corrective maintenance on the new repairs.

3.3 Quality Control: The contractor shall develop, submit and maintain a Quality Control

Plan to ensure that all services are performed IAW the contract, federal, state, local requirements and commonly accepted commercial practices and standards within three days of the effective date of award. Contractor records shall be kept and made available to the Government throughout the warranty period.

3.4 Quality Control Manager: The contractor shall appoint and submit the name and contact information of the Quality Control Manager within three days of the effective date of award. The Quality Control Manager shall ensure daily operations are on schedule and completed within specified timelines. Contractor quality control procedures and practices shall be independent from the Government quality control surveillance/inspections.

3.5 Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract.

The COR will evaluate the contractor’s performance through 100% surveillance inspections, investigating customer complaints and conferring whether or not performance meets the standards. Results of the surveillance inspections become the official record of the contractor’s performance. When a performance threshold has not been met the COR will initiate and provide the CO a Contract Discrepancy Report (CDR), for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO.

4.0 Delivery or Deliverables: Contractor shall provide the following before the end of the contract.

4.1 Manufacturer’s specification sheets for all installed items.

4.2 Manufacturer’s Operation and Maintenance manuals for all installed parts.

4.3 Copy of warranty.

5.0 Meetings: Conduct weekly progress meeting with the COR to discuss status of the project and any issues, including scheduling issues. After each chiller is repaired and is ready to be brought back on-line and turned over to the VA, the contractor shall contact the COR and schedule a meeting with the COR so that the VA can confirm that the chiller has been repaired properly.

6.0 Gray Market language: The Contractor shall furnish all replacement parts needed to keep the system operational during the contract period within OEM specifications. The contractor shall utilize only OEM parts to meet contract requirements.

6.1. Gray Market Prevention includes but not limited to:

(a) Gray market items are Original Equipment Manufacturer’s (OEM) goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory. This procurement is for new

OEM equipment and/or services contracts for repair of equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, authorized reseller for the proposed equipment/system and/or services contracts for repair of equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM or by an intermediary distributor authorized by the OEM such that the OEM’s warranty and service are provided and maintained by the OEM.

All software licensing, warranty and service associated with the equipment/system and/or services contracts for equipment shall be in accordance with the OEM terms and conditions.

(d) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the

VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

6.2 Warranty: A one year labor and materials warranty is required from the date of project completion as formally determined by the government.

6.3 Work Location and Restrictions: The work site location is at 2002 Holcombe

Boulevard at the Michael E. DeBakey VA Medical Center campus in Houston, Texas. The contract work shall be done in buildings 104a and 109.

The contractor shall have the ability to repair chiller system components in buildings 104a and 109 during normal work hours. Normal work hours are between the hours of 8 AM and 4 PM Monday through Friday, federal holidays excepted, unless other times are arranged in advance and approved in writing by the Project Manager. When the contractor’s work interferes with government functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal government operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the

Project Manager (72 hours notification is required).

The contractor shall test and adjust all new equipment to provide normal operation once operation is restored The Contractor shall provide all the necessary labor and materials to complete the project. All work shall comply with the drawings and specifications included within this project package.

6.4 Debris Removal: The contractor shall remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled and weight tickets provided to the Government (i.e.

piping, cooling tower steel, etc.)

The contractor shall remove any necessary existing materials and equipment to allow installation of new items. All major components removed shall be shown to VA personnel for inspection and to allow the VA to retain the components for spares. Any components that the VA does not want to keep shall be disposed of off-site at the contractor’s expense.

6.5 Safety: The contractor shall perform work in a safe manner as required by OSHA

Safety and Health Requirements. Provide a verbal and written report to the COR and CO as soon as possible or within four hours of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. The contractor shall provide a completed copy of required Accident

Investigation Reports to the COR and CO within four hours of each occurrence. The contractor shall comply with all State and Federal OSHA and NFPA 96 requirements at all times.

Care shall be exercised in operation of vehicles and other equipment on the site. The contractor shall provide required safety barriers and equipment. Ladders, scaffolding and other equipment shall not be left unattended at the job site.

Contractor shall comply with the following and keep a copy of any issued permits on site at all times to include Hot work Permits required as needed.

6.6 Environmental Controls: The contractor shall be knowledgeable of and comply with all applicable Federal, State, Interstate, and local laws and permits, regulations, and requirements regarding environmental protection. This includes regulations, operating procedures and permit conditions. Contractor operations are subject to environmental compliance inspections without notice. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

Clean-up. The contractor shall take all necessary precautions to protect Government and private property. Damage caused by the contractor shall be repaired to the satisfaction of the Contracting Officer or designated representative without additional cost to the

Government. The contractor shall verify with the COR. Contractor shall ensure the site is returned to the same conditions it was in prior to the start of work.

Protection of Property: The contractor shall leave the work area in a clean and safe condition and in the same condition the facility was in prior to cleaning hoods. The contractor shall dispose of all waste and materials that was accumulated at their own expense.

Hazardous Material Identification. SDSs (safety data sheets)[Please spell out.] are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the Contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

HazMat. The Government reserves the right to inspect all chemicals that the contractor brings on to the facility.

Spill Response. The contractor will be briefed of the spill response procedures at the pre-performance conference. The contractor shall report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize Government material, equipment or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the Government for all associated costs.

Hazardous Material/ Waste Management. The contractor will be briefed on of the

Hazardous Material / Waste Management Plan at the pre-performance conference.

Hazardous Material Handling. The contractor shall abide by all OSHA safety standards for the purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The contractor shall maintain on site one copy of the MSDSs for each hazardous material line item used within the work center. The contractor shall not use products that are or contain Extremely Hazardous Substances (EHS), Ozone Depleting

Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals.

Contractor shall submit to the government all Material Safety Data Sheets (MSDS) for all chemical products proposed to be used in the cleaning process.

The contractor shall observe and comply with at all times the Medical Center

Lockout/Tagout Policies and procedures. Copies of these shall be provided at the post contract award meeting and reviewed at the pre-work commencement safety meeting.

7.0 Government Furnished Equipment/Information

The Government will provide the following:

7.1 Government Utilities. The Government will furnish electricity and water for the contractor’s use incidental to contract performance at the location being serviced. In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 2 weeks in advance) and approved by the VA COR.

All utility shutdowns shall be reviewed, coordinated and approved by the COR at least 48 hours ahead of the time needed.

7.2 Facilities: The Government will provide a small area (approximately 8 square feet) for the Contractor to store equipment used to complete the requirements under the contract.

Storage space will be located in the immediate vicinity of the equipment that is under repair in the mechanical room where the work is taking place. No space for a trailer is available.

7.3 Toilet and washrooms for the technicians employed by the Contractor in the performance of this contract are available in B104

7.4 Contractor will be allowed to use the dock area to unload equipment. Coordination with the COR required 24 hours priors to loading and unloading.

8. Security: All contractor personnel shall obtain a short-term identification badge issued by the VA. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Project Manager two valid

(non-expired) photo identification issued by a US federal, state or local government agency. All contractor personnel are subject to inspection of personal effects when entering or leaving the project site. The buildings have controlled access. All contractor personnel will have to check in and out at the Energy Control Center in B104 every day that they are on site.

9. Performance Requirements Summary

Performance

Objective

PWS Para Performance Threshold

Charge refrigerant

2.3 and 2.5

( Refrigerant visible at mid level on refrigerant sight glass when operating under normal conditions.

Change oil 2.2 and 2.6 Oil within proper range on oil level sight glass on chiller.

Oil leaks and refrigerant leaks

2.2, 2.3,2.5, 2.6

No oil leaks visible. No refrigerant leaks detectable with a refrigerant detection device.

10. Attachments: Attachments 1 and 2 are supplied for background information only.

They may not show the current status of the equipment. Field measurements and observation shall be used to gather all necessary information.

Attachment 1: B104a chillers

Attachment 2: B109 chillers

Attachment 3: Campus Map

The VA shall check and approve the schedules, descriptive literature and samples, field test data and review the color, texture and suitability of materials for conformity with the project documents. All submittals shall be in electronic format

11. Site Visit: The meeting will take place at the entrance to B109 located on the

MEDVAMC campus on Energy Center Drive. Contract shall send email to CO/COR to confirm attending site visit no later than June 28, 2022.

Date: June 29, 2022

Time: 10:00 am (CT) -SITE VISIT WILL START PROMPTLY AT 10am

Meeting Place: BLDG 109 Energy Building

COR: Allen Green

Email: allen.green1@va.gov

CO: Anthony Marion

Email: anthony.marion2@va.gov

12. Invoicing: Contractor shall invoice after complete inspection and acceptance for repairs.

Attachment 1: B104a chillers

Attachment 2: B109 chillers

Attachment 3: Meeting Location

B.5 REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented

Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation.

One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.

Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for Online Training for

Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor

Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing

Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no

Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing

Official’s evaluation signature date, the Contractor Representative will be “locked out” of the evaluation and may no longer send comments.

(f) The following guidelines apply concerning Contractor Representative use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting

Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre award surveys, responsibility determinations, production readiness reviews, or other similar purposes.

B.6 VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19

Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, 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) If unvaccinated and granted a medical or religious exception, 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.

3) 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.

4) 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. 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.

a. 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.

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

4. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.223-99 and VHA

Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable

Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least

$100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.2 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

(a) The Contractor shall conform to the standards established by: OEM for York Chillers.

(b) The Contractor shall submit proof of conformance to the standard. This proof may be a label or seal affixed to the equipment or supplies, warranting that the item(s) have been tested in accordance with the standards and meet the contract requirement. Proof may also be furnished by the organization listed above certifying that the item(s) furnished have been tested in accordance with and conform to the specified standards.

(c) Offerors may obtain the standards cited in this provision by submitting a request, including the solicitation number, title and number of the publication to: OEM for York Chillers

(d) The offeror shall contact the Contracting Officer if response is not received within two weeks of the request.

(End of Clause)

C.3 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.

[X] 852.203–70,…