S02 FINAL Combined Synopsis Solicitation 36C25622Q1370 Air Handlers NOLA.pdf

Combined Synopsis/Solicitation Notice

SUBJECT* Preventive Maintenance Services for York Air Handling Units and Phoenix Air Systems, Southeast Louisiana Veterans Healthcare System, 2400 Canal Street, New Orleans, LA 70119

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25622Q1370

RESPONSE DATE/TIME/ZONE 08-19-2022 1300 EASTERN TIME, NEW YORK,

USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J041

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 2 Room 3B Biloxi MS 39531

POINT OF CONTACT*

C. Robert Oravetz / Contract Specialist Department of Veterans Affairs Network Contracting Office 16 Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG 2 Room 3B Biloxi, MS 39531

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Southeast Louisiana Veterans Health Care System Replacement Facility 2400 Canal Street New Orleans LA

POSTAL CODE 70119

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CS e-mail address

This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in Federal Acquisition Regulation (FAR 12.6) as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

Solicitation number 36C25622Q1370 is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-05.

The Southeast Louisiana Veterans Health Care System (SLVHCS), Research Department, located at 2400 Canal Street, New Orleans, LA 70119 is seeking a contractor that can provide the following services: Preventive Maintenance Services for York Air Handling Units and Phoenix Air Systems. Personnel performing services must be able to successfully perform required work on Commercial Climate Control Systems including Air Handling Units (AHUs) and all other auxiliary components that are associated with these systems.

History/Background: This procurement is a new requirement for the facility. Services of this nature & scope have not been previously performed with a past contract (nor are being presently executed with a current contract) with an incumbent contractor.

The Statement of Work contained within this solicitation is a non-negotiable document. Offers/quotes shall not include edits, revisions, additions, deletions, alterations, or track change comments to the Statement or Work. Inquiries regarding information that is contained within the Statement of Work can be addressed via the submission of contractor questions about this solicitation if needed.

The applicable NAICS code for this procurement is 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a size standard of $8 million.

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

When preparing offers in response to this solicitation offerors shall refer to FAR 52.212-1 (Instructions to Offerors – Commercial Items), FAR 52.212-2 (Evaluation-Commercial Items) and Addendum to FAR 52.212-1. These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote.

PAGE 3 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

629-22-3-690-0206

36C25622Q1370 08-08-2022

C. Robert Oravetz No Phone Calls 08-19-2022

1300 EDT

36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16

X 100

X

Y

811310

$8 Million

N/A

X

36C256

Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16

Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

1-877-489-6135 vafsccshd@va.gov

See CONTINUATION Page

Contractor shall provide Preventive Maintenance Services for York Air Handling Units and Phoenix Air Systems as reference in TABLE A -EQUIPMENT LISTING.

Contractor shall refer to the Statement of Work, the Schedule of Services (Price/Cost Schedule), and all other requirements and conditions that are contained within this solicitation that pertain to the execution of services and the completion of tasks/deliverables.

Contractor shall refer to FAR 52.212-1 when submitting quotes in response to this solicitation.

Solicitation is set aside 100% for Service Disabled Veteran Owned Small Businesses (SDVOSB's) who are verified as SDVOSB's in the Vendor Information Pages (VIP).

Quotes shall not be accepted from SDVOSB's who are not verified in this database.

See CONTINUATION Page

X X

X 1

Paul Filhiol Contracting Officer

36C25622Q1370

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE & ITEM INFORMATION MO=MONTH

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 28

C.4 52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL

CONTRACTORS (OCT 2021) (DEVIATION)

C.5 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)29

C.6 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.7 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF

COMMERCIAL ITEMS (APR 2020)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE

(JUL 2018)

C.9 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 34

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES

OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY

2022) (JUL 2020) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Certification Limitations on Subcontracting (addendum) Site Visit Addendum Solicitation Questions Request Form Statement of Work Addendum PM Services Air Units Wage Determination 2015-5189 REV 22 03-15-2022

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 47

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)50

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.237-1 SITE VISIT (APR 1984)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

E.7-A ADDENDUM 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION) . 53

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: To be determined after award

b. GOVERNMENT: Contracting Officer 36C256 Paul Filhiol

Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 2 Room 3B Biloxi MS 39531

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly For Successfully Completed Services

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.

Vendor e-Invoice Set-Up Information:

•Tungsten e-Invoice Setup Information: 1-877-489-6135 •Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com •FSC e-Invoice Contact Information: 1-877-353-9791 •FSC e-invoice email: vafsccshd@va.gov vafscenterprisesupport@va.gov

Contracting can provide more information regarding invoicing if requested.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov mailto:vafscenterprisesupport@va.gov

B.2 PRICE/COST SCHEDULE & ITEM INFORMATION MO=MONTH

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Preventive Maintenance Services For York Air Handling Units and

Phoenix Air Systems for equipment listed in TABLE A -EQUIPMENT LISTING IAW Performance Work Statement requirements Contract Period: Base POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

SUBTOTAL – BASE YEAR

Phoenix Air Systems for equipment listed in TABLE A -EQUIPMENT LISTING IAW Performance Work Statement requirements Contract Period: Option 1 POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

SUBTOTAL – OPTION YEAR ONE

Phoenix Air Systems for equipment listed in TABLE A -EQUIPMENT LISTING IAW Performance Work Statement requirements Contract Period: Option 2 POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

SUBTOTAL – OPTION YEAR TWO

Phoenix Air Systems for equipment listed in TABLE A -EQUIPMENT LISTING IAW Performance Work Statement requirements Contract Period: Option 3 POP Begin: 09-01-2025 POP End: 08-31-2026 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and

Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

SUBTOTAL – OPTION YEAR THREE

Phoenix Air Systems for equipment listed in TABLE A -EQUIPMENT LISTING IAW Performance Work Statement requirements Contract Period: Option 4 POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

SUBTOTAL – OPTION YEAR FOUR

GRAND TOTAL __________________

PRICING OVERVIEW - TOTAL YEARLY COST EACH PERFORMANCE PERIOD

BASE YEAR $

OPTION YEAR ONE $

OPTION YEAR TWO $

OPTION YEAR THREE $

OPTION YEAR FOUR $

ALL YEARS (BASE YEAR & OPTION 1, 2, 3, & 4) $

For the purposes of the award of this Contract, The Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

B.3 STATEMENT OF WORK

Statement of Work Preventive Maintenance Services

York Air Handling Units and Phoenix Air Systems Southeast Louisiana Veterans Healthcare System (SLVHCS), Research Buildings New Orleans, LA 70119

July 19th, 2022

I. GENERAL INFORMATION

The Southeast Louisiana Veterans Health Care System located at 2400 Canal Street, New Orleans, LA 70119 is seeking a qualified, knowledgeable, and experienced contractor to perform Preventive Maintenance (PM) services of the new Medical Center’s Research Building Air Handling Unit (AHU) and Phoenix Systems. The specific equipment that is to be serviced and maintained is annotated in the Table A -Equipment Listing below.

TABLE A -EQUIPMENT LISTING

ITEM

ITEM NAME AND

DESCRIPTION

MODEL SERIAL MANUFACTURER BUILDING OR

LOCATION

1 08-5P104-AHU-1 YC-112X138 TADM406060 YORK RESEARCH

2 08-5P104-AHU-2 YC-112X138 TADM406060 YORK RESEARCH

3 08-5P104-AHU-3 YC-138X150 TBDM406080 YORK RESEARCH

4 08-5P104-AHU-4 YC-138X150 TBDM406080 YORK RESEARCH

5 08-5P104-AHU-5 XTI-126X138-

QARA046A

AMCMXT0165 YORK RESEARCH

6 08-5P104-AHU-6 XTI-126X138-

QARA046A

AMCMXTO173 YORK RESEARCH

7 08-4P300-AHU-7 XTI-036X048-

GAHA46A

AMCMXT0164 YORK RESEARCH

8 08-5P104-08-5P-

EAHU-1

YC-126X138 TNCM406070 YORK RESEARCH

9 08-5P104-08-5P-

EAHU-2

YC-126X138 TNCM406070 YORK RESEARCH

10 08-5P104-08-5P-

EAHU-3

YC-126X150 TBDM406080 YORK RESEARCH

11 08-5P104-08-5P-

EAHU-4

YC-126X150 TBDM406090 YORK RESEARCH

II. PROJECT BACKGROUND

This requirement is for a non-personnel services contract to support the following effort: Preventive Maintenance for the equipment annotated above to prolong equipment life, meet Joint Commission Standards and VA Directives. The Government shall not exercise any supervision or control over the contract service providers or contract representatives performing the work or services herein. Such contract service providers or representatives shall be accountable solely to the Contractor who, in turn is responsible to the Government.

III. GENERAL REQUIREMENTS

A. SCOPE

1.0 The Contractor under this Performance Work Statement (PWS) will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this PWS. All personnel working in the vicinity shall wear appropriate personal protective equipment (PPE) and use safety protections while all work is performed. Any questions or injuries shall be brought to the attention of the Safety Officer and Contracting Officer’s Representative (COR). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval and file management.

1.1 The contractor will provide comprehensive Monthly, Quarterly, Semi-Annual and Annual Scheduled Maintenance and Testing per manufacturer’s specifications.

1.2 Any discrepancies found with the AHU equipment/systems that are not covered under this PWS, contractor must provide the following:

1.2.1 Detailed report noting the discrepancy found.

1.2.2 Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

1.2.3 Price quote for repair labor.

1.3 At a minimum, the following work shall be done:

1.3.1 All recommended Preventive Maintenance as required by manufacturer’s specifications and schedule for monthly, quarterly, semi-annual, and annual PMs to maintain optimal performance of equipment.

1.4 The Contractor will be responsible for providing all background paperwork certifying part installation and/or repair, calibration, testing of the systems, and certifications of maintenance. Contractor shall also provide an extended warranty on all applicable parts and equipment for the systems. All preventative maintenance work shall be in strict adherence to the recommended manufacturer’s specifications and standard operating procedures for equipment maintenance.

1.5 All work shall be performed by personnel specifically qualified and trained to work on Commercial Climate Control Systems including AHUs and all other auxiliary and ancillary climate control components. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract.

2.0 EXCLUDED WORK

2.1 Improvements. Installation of new or improved equipment of modifications to existing equipment after the start of the base year Period of Performance, as directed or required by authorities cognizant of this contract, is not included in this contract. Improvements also cover work not necessary as part of maintenance and repair.

2.2 Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in materials or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

B. PERFORMANCE

1.0 PERFORMANCE OBJECTIVES

1.1 The reliability of the equipment serviced by this Contract depends on a highly effective Preventive Maintenance Plan (PMP). The Contractor’s PMP Services shall be executed during scheduled intervals consistent with the operations of the Medical Center, manufacturer’s recommended specifications and the equipment’s seasonal service operational requirements. The PMP shall be submitted for review and approval within 5 days from award of this contract to the Contracting Officer and COR. The Contractor and their subcontractors performing the preventive maintenance or Supplemental Services as a minimum shall provide and maintain the following goals:

a. To obtain complete service-results oriented PMP that effectively communicates how the Contractor is providing an efficient service for the PM required by this PWS.

b. To establish and implement a PMP that results in continuous improvement in the equipment’s performance and assesses for Reliability Centered Maintenance (RCM) or corrective action.

c. To review and document the operational status and functional performance via inspection of the equipment assuring the Contractors activities accurately acknowledges what changes there are, if any, in the status of the equipment and identifies any degradation or Predictive Maintenance (PdM) needed.

d. To provide an accurate well defined schedule that is coordinated and does not interfere with operations at the Medical Center.

e. To anticipate predictive maintenance needs to prevent potential failures either before they occur or before they develop into major defects (imminent failures).

f. To respond to all supplemental services (SS) and to perform the necessary corrective repair or action effectively and efficiently.

g. To carefully follow all safety regulations, including safety precautions identified for operating and servicing the AHUs, ERV (DOAS), and EAHU units and Phoenix air valve and control systems.

h. To complete all of the approved or authorized additional SS services during the winterization period between December 1st and March 31st including any associated reports as identified in this SOW.

The Contractor will be responsible for the proper and safe securing of the equipment being serviced at all times, including shut down and startup of the equipment with coordination and approval from the COR and Utility Systems Repairer Operator (USRO) Supervisor.

The Contractor shall record and document all of their services performed on work order tickets. The Contractor shall also provide specific reports and testing results when required. The Contractor shall respond to the Facilities Management Maintenance Control Work Order Desk for tracking PMP activities and Supplemental Services in Maximo.

The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed this includes removal of all debris, and cleaning of the equipment from grease and dirt.

The Contractor’s PMP shall provide as a minimum the following types of services to the AHUs, auxiliary, and ancillary units:

a. Review of operational characteristics and log history.

b. Testing and inspection.

c. Set point and control adjustments, to include clean and dirty filter differential pressure set points in accordance with submittals and air balancing reports.

d. Abnormal vibrations of direct drive fans and equipment shall be tested and reported.

e. Instrument calibrations, to include static pressure sensors, filter differential pressure-analog and digital gauges, and sensors.

f. Condensate drain line and condensate pan cleaning, chemically treating and flushing.

g. Replacement of fresh air and return air pre-filters in accordance with manufacturers recommended interval (monthly), with VA approved filter of like rating and construction as submittal documents. Contractor shall be responsible for disposal of discarded filters off site. Filters are not to be stored on site. Adherence of this rule will be at the direction of the COR.

h. Motor and starter voltage checks and adjustments.

i. Chilled water leak testing.

j. Record and review air and water flow, pressure, and temperature readings.

k. Chemically cleaning chilled water coils with VA approved cleaning solutions in accordance with manufacturers maintenance intervals.

l. Annual cleaning and wipe down of unit interior to include walls, ceilings, floors, filter racks and fan equipment racks, and internal control dampers and backdraft dampers.

m. Inspect and replace belts on belt drive equipment. Dress pulley surfaces and confirm/set pulley alignments.

n. Verification of low temperature safeties.

o. Condition and operation of dampers and linkage directly related to AHUs operation.

p. Perform the following services to the Phoenix air control system:

1. Troubleshoot problems with control logic

2. Verify Phoenix Controls laboratory operation

3. Calibrate and test all sensor readings (Thermostats, airflow, pressure)

4. Verify all lab pressures and air changes as required

5. Address and Clear all Phoenix Controls Alarms

6. Back up Phoenix Controls Database Monthly

7. Provide emergency response when needed

q. Unit shutdown and start up as necessary with USRO Supervisor and COR approval. Note that a minimum of 2 weeks’ notice shall be given for shut downs, even after normal business hours, on any equipment shutdown that exceeds 15 minutes.

3.0 LOCATION, WORK HOURS, AND SCHEDULE

3.1 Completion of work, execution of services, and completion of tasks/deliverables will occur at the following location: New Orleans VA Medical Center site located at 2400 Canal St. New Orleans, Louisiana 70119.

3.2 The contractor shall maintain work schedules as outlined by this work statement. The schedules shall take into consideration that the staff can effectively perform their services without adversely impacting patient care and the safe operation of the medical center. The Contractor shall deliver standard services between the hours of 2000 – 0400hrs Monday through Friday. Work on units serving critical care and procedure areas may need to be scheduled on weekends and in advance at the VA’s discretion. Filter changes only can occur during the hospital’s normal business hours.

3.3 No work shall be performed on Government holidays, see table below.

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 19th 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 Day December 25

3.4 COR Authority - In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

4.0 PERIOD OF PERFORMANCE

4.1 The expected period of performance is a base year (of twelve months) and four option years (each twelve months in length) which may or may not be exercised based on the needs of (and at the discretion of) the U.S. government.

Base Year September 1, 2022 -August 31, 2023 Option Year 1 September 1, 2023 -August 31, 2024 Option Year 2 September 1, 2024 -August 31, 2025 Option Year 3 September 1, 2025-August 31, 2026 Option Year 4 September 1, 2026 -August 31, 2027

5.0 PERSONNEL - REQUIRED “CORE COMPETENCIES” FOR PERSONNEL PERFORMING SERVICES

5.1 KEY PERSONNEL

5.1.1 All work, execution of services, and completion of tasks/deliverables covered under this contract will be performed by fully qualified, trained refrigeration & HVAC mechanics possessing the necessary experience (minimum 3 years’ experience) to successfully complete such work which includes but is not limited to work performed on Commercial Climate Control Systems including Air Handling Units and all other auxiliary and ancillary climate control components. Supervisor shall possess the necessary skills and experience to perform the work as identified in the PWS for specialized preventive maintenance or supplement services Air Handling Units and associated and ancillary equipment.

Personnel performing services shall be licensed by their respective state to provide the maintenance and repair services specified in this contract. All work shall be performed by licensed technicians specifically qualified and trained to work on Commercial AHUs, AC/HVAC, and Refrigeration. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.

5.1.2 The Contractor’s Staff will include, when required, technicians or subcontractors specifically qualified and trained to perform the tasks identified in the supplemental services. All Contractor personnel will also be capable of reviewing and analyzing the equipment’s logs and operating history. The Contractor will provide an onsite lead Supervisor person in their PM Staffing during the execution of all work or as directed by this PWS and monitored by the COR.

5.1.3 The Contractor shall provide a qualified and experienced Project Manager for this contract. The Contract Manager shall have full authority to act for the Contractor and serve at all times to carry out all the provisions of the contract. The Project Manager shall be in charge of and have overall responsibility for the work to be carried out under this contract.

5.1.4 The Contractor’s project manager’s work hours shall coincide with the periods when work is to be performed. The Project Manager or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

5.1.5 The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, Project Manager and an alternate or equally responsible Supervisor person who when approved by the COR shall assume the Project Manager’s duties when the primary project manager is absent.

The key personnel list shall also identify the names of the certified refrigeration mechanics that will perform the Base Services of this PWS. A resume shall be included with all names on the Contractors Key Personnel List. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract.

5.1.6 When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require 15 days’ notice to the COR.

5.2 ATTIRE

5.2.1 All Contractor employees, including subcontractors of the Contractor shall at all times, while on the job site in an official capacity be attired in a distinctive prime contractor uniform, which is acceptable to the Government.

5.2.2 The uniform shall have the prime Contractor’s name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color combination, as appropriate, may be used for the uniforms as long as they are distinct from that used by Facilities Management Service (VA Engineering).

5.2.3 These uniforms must be supplied and maintained by the Contractor at no cost to the Government. As part of their uniform, the Contractor’s employees shall conspicuously display the following identification:

o Personnel Identification Verification (PIV) Badge issued by the Government.

o Photo Identification Badge issued by the employee’s respective employer.

5.3 CONDUCT

5.3.1 The Contractor’s employees at all times while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

5.3.2 The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

5.3.3 This is a non-smoking facility. This includes e-cigarettes.

6.0 SPECIAL INSTRUCTIONS

6.1. Follow site safety procedures and supervisor’s instructions.

6.2 Schedule outage with operating personnel. (Minimum 48 hours in advance of planned shutdown for non-patient care spaces, 2 weeks for critical and patient care spaces).

6.3 Use extreme caution when climbing roof access ladders, catwalks and scaffolds.

6.4 Perform applicable lockout/tag out steps and site safety procedures.

5.5 Record and report equipment damage or deficiencies.

6.6 Review and follow the manufacturer’s O&M instructions.

6.7 Follow safety and environmental procedures for disposal of discarded grease or shop rags

6.8 Record results in the equipment history log.

6.9 Check manufacturer’s specifications for the maximum number of plugged tubes.

6.10 Confirm VFD acceleration and deceleration time parameters are maintained as per current submittal documents

6.10 All maintenance, testing, and inspection is to be performed in accordance or adhere to and follow the latest editions of the following: The Joint Commission (TJC); VHA Directive 1028 Electrical Power Distribution Systems dated July 25, 2014, National Electrical Code (NFPA 70); Recommended Practice for Electrical Equipment Maintenance (NFPA 70B); Standard for Electrical Safety in the Workplace (NFPA 70E); NFPA 90A Standard for the Installation of Air-Conditioning and Ventilating systems (NFPA 90A); Health Care Facilities Code (NFPA 99); Life Safety Code (NFPA 101); Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tag out) (1910.147); American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE).

7.0 DELIVERABLES

7.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

7.2 FIVE (5) BUSINESS DAYS AFTER THE CONTRACT AWARD DATE

7.2.1 LIST OF PERSONNEL REQUIRING SECURITY BADGING - The Contractor shall provide the COR with a list of employees who will be applying for security badges five (5) days after the contract award date.

7.2.2 RESUMES OF ALL KEY PERSONNEL - The Contractor shall provide the resumes for all personnel proposed to perform work on this contract for approval five (5) days after the contract award date.

7.2.3 TELEPHONE, CELL, FAX NUMBERS, EMAIL ADDRESSES, SCHEDULES - The Contractor shall identify and provide the COR with a list of names, and telephone numbers of the key personnel who shall be responsible for fulfilling all the requirements of this PWS including their work schedules.

7.3 FIFTEEN (15) BUSINESS DAYS AFTER CONTRACT START DATE

7.3.1 QUALITY CONTROL PLAN - The Contractor shall, within fifteen (15) days of contract start date, submit a quality control plan that details how the Contractor will insure all requirements of the contract will be fulfilled. The plan shall include but not be limited to all elements of the quality control program described in the technical proposal that the contractor submitted in response to the Government's solicitation for this contract.

7.3.2 PREVENTIVE MAINTENANCE PLAN - The Contractor shall, within fifteen (15) days of contract start date, submit a preventive maintenance plan that details how the Contractor will insure all requirements of the contract will be fulfilled.

7.3.3 SAFETY PLAN - The Contractor shall, within fifteen (15) days of contract award, submit its own detailed safety and protection plan that shall comply with all safety, environmental protection, property protection and health provisions of the contract.

7.3.4 SERVICE REPORTS – The Contractor shall complete service reports for every service call.

7.3.5 TESTING AND INSPECTION REPORTS - The Contractor shall, within fourteen (14) days after services are rendered, submit (1) original and two (2) copies, inspection and testing reports.

7.3.6 COMPANY/TECHNICIAN CERTIFICATION – The Contractor shall, after any work is completed on the system (submitted with service ticket, testing and inspection reports), and prior to contract award furnish to the Government all certifications.

7.3.7 RECORDS - Cumulative service records shall be kept for each piece of equipment by location. A separate record file shall be established and kept up to date for each system. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

7. 3.7.1 Records shall cover the following work:

7. 3.7.1.1 Preventative Maintenance Inspection and Service (PMIS) work;

7. 3.7.1.2 Inspection, Testing, and Certification work

7. 3.7.1.3 Service work.

7. 3.7.2 Records Content. At minimum, all shall contain the following:

7. 3.7.2.1 Date(s) when the service(s) was scheduled stated and completed.

7. 3.7.2.2 Name of the individual(s) who performed the services.

7. 3.7.2.3 The nature and extent of all service and repair work performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts used (including costs and quantities), and hours of labor expended.

7.4.4.2.4 Printed name and signature of VA personnel who verified completion of work.

7.4.4.2.5 Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

7.4.4.2.6 All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

7.4.4.2.7 Accident/Incident Reports shall be generated at point/time of occurrence and corresponding report(s) shall be delivered to COR within 24 hours of occurrence.

7.4.5. WORK COMPLETION REPORTS. The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS and shall be signed and dated by the Contractor's Representative.

7.4.6 STAFFING. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications.

The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

IV. BASE SERVICES

1.0 PREVENTIVE MAINTENANCE BASE SERVICES

1.1 The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively perform and efficiently fulfill Base Services.

1.2 The Base Services part of the PWS requires the Contractor to deliver practices incorporating techniques based on PdM and RCM, manufacturer recommendations, best practice and the specific tasks as identified.

1.3 The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed including removal of all debris, and cleaning of the equipment from grease and dirt.

1.4 The Contractor shall provide a detailed cyclical PMP for the equipment stated herein. The Contractor’s PMP shall include all of the administrative requirements of this work statement and the services identified in Section III Introduction, and Section IV Base Services.

1.4.1 The Contractor’s PMP service shall provide the equipment covered by this contract with compliance to manufacturer guidelines and recommendations, and any other applicable code, law or regulation in practice recognized as a current Industry standard.

1.4.2 The Contractor shall verify all units are in a safe and proper operational mode during execution of the PMP as part of the Base Services.

2.0 PREVENTIVE MAINTENANCE PROGRAM (PMP)

2.1 The Contractor’s Preventive Maintenance Program (PMP) shall provide for 12 monthly inspections, which include a pre-startup and shutdown service during winterization. When possible, PMP work may be performed during regular business hours. If not possible, PMP work may have to be performed during non-business hours.

2.2 The monthly PMP shall record and verify any diagnostic description present to units in operation. The Contractor shall monitor and record the sequence of operation that each unit is in; and include identification of their operational characteristics shown on their control panels or by instruments for each unit.

2.3 The Contractor shall provide final hard copies and electronically prepared PM Service report forms to the USRO Supervisor, COR and Maintenance Control Clerk. The reporting format shall be developed by the Contractor and shall be approved by the COR as to the forms contents of the PMP task. PM forms or reports shall be submitted upon completion of the service to the COR or designee.

2.4 The government may seek clarification if needed regarding information in reports that have been submitted.

2.5 At the end of each contract service period (Option Year) the Contractor’s correspondence, execution plans, service reports, equipment inspections, forms, executive summary listings etc. shall be submitted on a CD for the COR, Maintenance Control Clerk and USRO Supervisor.

2.6 The Contractor shall submit their PMP with an execution plan (schedule) to the COR and Contracting Officer (KO) for review on compliance to the PWS in 10 days after award of this contract. The PMP submission shall include as a minimum the following:

2.6.1 An example of the executive summary listing, reports and forms that the Contractor will utilize, and a brief narrative explaining how their implementation of the preventive maintenance program will be executed, which shall also include the execution plan.

2.6.2 Omissions or clarifications to the PMP and/or the execution plan shall be incorporated and resubmitted as a final report within five days from the conclusion of the meeting. The Contractor, if requested by the COR or USRO Supervisor, shall provide further explanation detailing specific procedural scope on the contents of its PMP

2.6.3 The execution plan shall also be reviewed for coordinated with the UB Supervisor for sequence, scope restrictions, or operational restraints.

2.7 Upon the approval of the execution plan, the Contractor shall submit an email of the final plan in Microsoft Word or Excel. The execution plan shall then be incorporated in to the work order system by Maintenance Control Clerk or designated Facilities Management (FM) staff.

2.8 The Contractor’s PMP shall also provide for an annual refrigerant and oil analysis report as Base Services.

The refrigerant analysis shall check for acidity, oil content, and moisture contamination and the oil analysis will identify metals as a minimum.

2.9 The Contractor’s PMP shall provide monthly inspection and specific evaluation of each unit for their systems’ operation in coordination with the operational status of the AHUs in the Medical Center during the month.

2.10 The Contractor’s PMP shall also clearly identify any difference in services to units under load versus being a unit in a standby mode.

3.0 PREVENTIVE MAINTENANCE REPORTING

3.1 Whenever work is not completed on schedule or was not permitted due to a deficiency or operational restraint on the part of the Government (Facilities Management), the Contractor will in coordination with the COR or designee (USRO or AC/HVAC Supervisor) submit a written notice for rescheduling the tasks to the COR for approval. The Contractor will execute the rescheduling and performance of the work task at no additional cost.

3.2 The Contractor shall maintain a CD file for archival retrieval of all contract documents for each contract period (Base & Option Years) and annually submit the record CD file of all these records to the COR.

3.3 When any deficiencies are found, the Contractor will immediately notify the COR or designee before proceeding to finish its PM site visit and document the observance on its daily work ticket

3.4 The Contractor shall upon arriving to the job site and prior to its departure from the job site; check-in with the COR, designee, or AC/HVAC Staff as directed, and/or the USRO on duty if necessary during a callback. The Contractor shall check-in and inform the USRO Staff, and/or the Work Order Desk after hours, as to the purpose of the visit and checkout will be with both.

3.5 The Contractor shall document each site service and furnish a copy of its work order form to the COR, USRO/AC HVAC supervisor and/or Staff as directed.

4.0 CORRECTIVE MAINTENANCE SERVICES

4.1 The identification of Corrective Maintenance (CM) services are part of the Base Services and can result from discovery in execution of the Contractor’s services and/or be reported by the USRO or AC/HVAC Supervisor through the COR. The repairs identified for CM from PM or the USRO or AC/HVAC Supervisor or

COR shall be authorized by a Call Order that only the Contracting Officer can release except for when an emergency occurs. A Call Order to the Contractor will be executed when/if needed.

4.2 The Contractor’s CM service shall be planned for execution and shall not interfere or prevent the PMP services from continuing as scheduled. The Contractor shall coordinate with the UB Supervisor for all access to the equipment before the start of any CM work.

4.3 If the Contractor’s PMP tasks reveal that an item is not operating correctly; not in compliance with the code; or presents a safety hazard to users, the Contractor shall notify the USRO Supervisor immediately and record their observance.

4.4 In the event of catastrophic equipment failure, accident, or injury the Contractor shall engage emergency shutdown controls or stop buttons controlling the equipment and immediately inform the USRO Supervisor.

V. CONTRACTOR FURNISHED RESOURCES

1.0 GENERAL

The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this PWS in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources necessary to fulfill the contract requirements at no additional cost to the Government.

2.0 SAFETY EQUIPMENT

2.1 The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

2.2 The Contractor shall not use propane-fueled portable equipment in the performance of the work required by this contract.

3.0 DIAGNOSTIC TOOLS

3.1 The Contractor shall provide and utilize on the job site any diagnostic equipment with all OEM software available to enable the Contractor to change parameters as well as diagnose/troubleshoot each component/software covered by this contract, as applicable.

3.2 The Contractor shall obtain, have on file, and make available to its personnel all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

4.0 COMMUNICATION EQUIPMENT

4.1 All Contractor employees assigned to Medical Center shall have, at all times while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives.

5.0 SERVICE VEHICLES

5.1 The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle shall be on site anytime the Contractor’s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor’s employees and tools to various equipment and storage locations at the Medical Center.

6.0 TRAVEL/ACCOMODATIONS - The contractor is responsible for providing the following:

transportation/travel/hotel/airfare accommodations all personnel for the duration of this contract unless stated otherwise elsewhere.

7.0 INVOICING

7.1 The Contractor shall submit one invoice on a monthly basis for…