S02. 36C26225Q0497 Chiller No.3 VALLHCS.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* #3 Chiller Repair POP 03/01/2025-05/31/2025

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26225Q0497

RESPONSE DATE/TIME/ZONE 02-27-2025 11:00 MOUNTAIN TIME, DENVER,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* J041

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22-Gilbert Network Contracting New Mexico VA Health Care System 1501 San Pedro Drive SE Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist Jordan Alonzo jordan.alonzo@va.gov (505)767-6094

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs VA Loma Linda Health Care System

VALLHCS

11201 Benton St., Loma Linda California

POSTAL CODE 92357

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and

Solicitation for 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 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 2025-03

This solicitation is set-aside for 100% Small business, IAW FAR 19.5 Small Business Total Set-

Asides, Partial Set-Asides, and Reserves.

The associated North American Industrial Classification System (NAICS) code for this procurement is

238220, with a small business size standard of $19.0 Million.

The FSC/PSC is J041.

The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000, is seeking to purchase repairs for the main hospital plant chiller #3.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item Description Quantity Unit of Measure

Unit Price

Total Price

0001 Onicon Electormagnetic F-3500 Flow Meter

2 EA

0002 Oil Recovery Valve 1 EA

0003 Freon R-134*

* This line item is a maximum quantity actual needed quantity will change unneeded amount will be de-obligated*

3665 LB

0004 Parts and Labor 1 JB

TITLE:

VA Loma Linda Healthcare System’s (VALLHCS) Plant Chiller #3 with flow meter repairs

I. BACKGROUND INFORMATION:

VALLHCS needs to address an unforeseen repair to Main Hospital Plant Chiller # 3. The hospitals

HVAC system is critical to maintain appropriate climate control, supporting the comfort and safety of patients, staff, and sensitive medical equipment. Despite regular maintenance and operational precautions, chiller # 3 has experienced multiple performance issues due to a refrigerant (freon) leak, which compromises cooling efficiency and increases operational cost. Additionally, the electromagnetic flow meter, crucial for monitoring chiller performance and optimizing energy usage has malfunction and requires replacement. Immediate repair and replacement is necessary to restore full functionality, prevent potential HVAC system breakdowns and ensure continued service to VALLHCS.

PARTS and EQUIPMENT LIST:

PARTS QUANTITY

Onicon Electromagnetic F-

Oil recovery valve 1

Freon R-134 As needed Max

Miscellaneous Parts and Labor 1

II. OBJECTIVES:

Contractor shall provide all labor, materials, tools, equipment, required parts, and connections for the repairs of Chiller #3. Contractor shall promptly address the identified issues with chiller #3 by locating and repairing the freon leak and replacing (2) electromagnetic flow meters. This will restore the chiller’s optimal performance, reduce potential health and safety risk due to temperature inconsistencies and improve overall efficiency of the HVAC system.

III. SCOPE:

The contractor shall provide all necessary labor, materials, tool, equipment, and supervision to repair the chiller #3 freon leak and replacement of the electromagnetic flow meters.

Electromagnetic Flow Meters

• Contractor shall lock out tag out heat exchangers.

• Contractor shall provide (2) Onicon Electromagnetic flow meters.

• Contractor shall disconnect and remove existing failed electromagnetic flow meters on the supply and return lines for the heat exchanger.

• Contractor shall install two (2) new Onicon Electromagnetic F-3500 flow meters on the supply and return lines for the heat exchanger.

• Contractor shall calibrate and program (2) electromagnetic F-3500 flow meters.

Assessment and Leak detection

• Contractor shall lock out tag out chiller #3.

• Contractor shall perform a comprehensive assessment of chiller #3 to identify all leak points.

• Contractor shall use EPA -compliant methods to recover remaining refrigerant from chiller#3.

• Contractor shall weigh recovered refrigerant and determine loss.

Freon Leak Repair

• Contractor shall repair any detected leaks to ensure containment to prevent further leakage.

• Contractor shall remove old oil recovery valves that are leaking and associated parts.

• Contactor shall install new oil recover valves and all associated parts.

Testing and Validation

• Contractor shall pressurize and leak check Chiller #3.

• Contractor shall ensure all leaks and repairs are sealed.

• Contractor shall evacuate charge with recovered refrigerant.

Reporting and Documenting

• Contractor shall document refrigerant loss and notify Plant Supervisor.

• Contractor shall document and provide statement of additional refrigerant needed.

• Contractor shall wait for approval of additional refrigerant cost before charging chiller #3.

• Contractor shall upon approval refill Chiller #3 with the appropriate amount and type of refrigerant (FREON) as specified by OEM guidelines.

• Contractor shall start up and test for proper operation.

Clean up.

• Contractor shall remove and dispose of all waste and removed materials.

• Contractor shall leave work area neat and free of debris.

IV. PERIOD OF PERFORMANCE:

90 days from performance start date. Work may be scheduled during the day or night (Depending on load demand), Monday thru Friday and/or Saturday thru Sunday.

• Daytime hours: 6 am to 4 pm

• Evening hours: 4 pm to 4 am Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting Officer’s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to VALLHCS operational requirements.

V. PLACE OF PERFORMANCE:

VA Loma Linda Main Building Plant 11201 Benton St.

Loma Linda, CA 92357

VI. LICENSING REQUIREMENTS:

a. Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.

b. C-20 HVAC Contractor

c. C-38 Refrigeration Contractor

d. C-36 Plumbing Contractor

VII. SPECIFIC REQUIREMENTS:

a. Contractor shall schedule start date with POC or designee five (5) business days in advance.

b. Contactor personnel shall have valid Loma Linda PIV badges before starting work.

c. Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with VALLHCS

Plant Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS Plant Supervisor that energy sources will be restored and require verification.

d. Contractor’s supervisor or lead technician are to check in with VALLHCS Plant Supervisor, or in their absence, with Graphics Control prior to work each day.

e. Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here.

• OSHA 29CFR Regulations, www.osha.gov

• NFPA 90A, Standard for the Installation of Air Conditioning and Ventilating systems, www.nfpa.org

• NFPPA 101 life Safety Codes

• ANSI/ASHRAE Standard 111-2008(RA2017) for testing adjusting and balancing of building HVAC systems.

• ANSI/ASHRAE/ASHE Standard 170-2017 for ventilation of health Care facilities

• VHA MASTER SPECIFICATIONS, MASTER CONSTRUCTION SPECIFICATIONS

(PG-18-1) - Office of Construction & Facilities Management (va.gov)

1. Section 23 05 11 Common work results for HVAC

2. Section 23 05 93 Testing, Adjusting and Balancing for HVAC

3. Section 23 05 08 00 Commissioning of HVAC Systems\

VIII. AUTHORIZED SERVICES:

Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO. All changes to the contract shall be issued through a contract modification in writing from the CO to the Contractor.

IX. DELEGATION OF AUTHORITY:

No additional service shall be provided without the approval from the Contracting Officer (CO) or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority.

X. GOVERNMENT-FURNISHED EQUIPMENT (GFE) GOVERNMENT FURNISHED INFORMATION

(GFI):

No Government equipment will be used by the Vendor.

XI. RECOGNIZED HOLIDAYS:

The following is a list of all Government recognized holidays:

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following

National holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”:

New Year’s Day: January 1

Martin Luther King ‘s Birthday: Third Monday in

January

President’s Day: Third Monday in February

Memorial Day: Last Monday in May

Juneteenth Independence Day: June 19

Independence Day: July 4

Labor Day: First Monday in September

Columbus Day: Second Monday in October http://www.osha.gov/ http://www.nfpa.org/ https://www.cfm.va.gov/til/spec.asp#23 https://www.cfm.va.gov/til/spec.asp#23

Veterans Day: November 11

Thanksgiving Day: Fourth Thursday in November

Christmas Day: December 25

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

XII. CONTRACTOR EMPLOYEES AND BADGES:

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc.

All contractor personnel shall be required to wear VA always provided identification (I.D.)

badges above the waist while on the VA grounds. Contractor shall be required to coordinate with the COR to obtain the VA provided I.D. badges for all staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to

Government property.

XIII. SAFETY AND PPE EQUIPMENT:

Personal Protective Equipment shall be provided for each Contractor employee by the contractor.

Possession of weapons are prohibited.

XIV. SMOKING and VAPING POLICIES:

Smoking and vaping are prohibited on Government property.

XV. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

XVI. COMPLAINTS:

Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor’s attention by the CO.

Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.

The purchase order period of performance is 03/01/2025-05/31/2025

Place of Performance/Place of Delivery

Address: Department of Veterans Affairs

VA Loma Linda Healthcare System

(VALLHCS)

Jerry L. Pettis VA Medical Center (VAMC)

11201 Benton Street, Loma Linda, CA

Postal Code: 92357

Country: UNITED STATES

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:

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

• Addendum to FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services”

• FAR 52.252-1, “Solicitation Provisions Incorporated by Reference” (FEB 1998)

• FAR 52.204-7, “System for Award Management” (OCT 2018)

• FAR 52.217-5, “Evaluation of Options” (JUL 1990)

• FAR 52.212-2, “Evaluation—Commercial Products and Commercial Services” (NOV 2021)

• FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial

Services” (MAY 2024)

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 Items.” 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 Items” (NOV 2023)

• ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions—Commercial Products and

Commercial Services” applies to and is included with this acquisition.

• FAR 52.252-2, “Clauses Incorporated by Reference” (FEB 1998)

• FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

• VAAR 852.203-70, “Commercial Advertising” (MAY 2018)

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

• VAAR 852.242-71, “Administrative Contracting Officer” (OCT 2020)

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive

Orders” (JAN 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

(b)(4)(7)(9)(18)(26)(33)(34)(36)(39)(43)(46)(51)(55)(63)

(c) (1)(2)(7)(8)

All invoices from the contractor shall be submitted electronically in accordance with VAAR clause

852.232-72, “Electronic Submission of Payment Requests.” 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.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of

Offers. As well as all applicable licensing.

All quotes shall be sent to the Network Contracting Office (NCO) jordan.alonzo@va.gov http://acquisition.gov/comp/far/index.html https://www.sam.gov/portal http://www.fsc.va.gov/einvoice.asp

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: Price, past performance and technical with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating. Technical will be based on technical capabilities to complete the work as described in the SOW.

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

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.

Submission of questions shall be received no later than Wednesday, 02/20/2025, 11:00am MDT at jordan.alonzo@va.gov only. Subject line shall include “QUESTIONS TO RFQ 36C26225Q0497”

Submission of your response shall be received not later than Monday, 02/27/2025 11:00 MDT at jordan.alonzo@va.gov only. Subject line should include “RESPONSE TO RFQ 36C26225Q0497”

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications required for the work. Capabilities statements should be no more than 10 pages. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

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

Jordan Alonzo

Contract Specialist jordan.alonzo@va.gov

(505)767-6094 mailto:jordan.alonzo@va.gov mailto:jordan.alonzo@va.gov mailto:jordan.alonzo@va.gov