S02 Intent to Sole Source.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: May 1, 2022

Synopsis:

The Department of Veterans Affairs, on behalf of the Atlanta VA Medical Center, located at 1670

Clairmont Road, Decatur, Georgia 30033 intends to award a sole source procurement for TDW Cooling

Tower Installation and Rental to include repairs and preventive maintenance services.

The contract is for a one-time service. The current vendor is McKennys Inc who is an authorized distributor for the installation, rental, and services of the TDW Cooling Towers. The applicable NAICS code for this procurement is 238220 Plumbing & HVAC, with a business size standard of $19 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses

(VOSB). The Contracting Officer has determined that McKennys Inc is an authorized reseller.

Therefore, the Government intends to solicit and negotiate with only one source under the Authority of

FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting

Officer determines that the circumstances of the contract action deem only one source reasonably available.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received via email by Noon EST on April 30, 2024 EST. A determination by the Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM Registration

Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any Benford Brundage, Contracting

Officer, benford.brundage@va.gov mailto:benford.brundage@va.gov

PERFORMANCE WORK STATEMENT

A. GENERAL INFORMATION

PROJECT TITLE: TDVV Emergency Cooling Tower Lease

PERFORMANCE OF WORK:

The contractor shall provide all resources necessary to accomplish the deliverables described in this performance work statement (PWS), except as may otherwise be specified. Furnish labor, parts, supplies, materials, and equipment necessary to connect and maintain an emergency leased Cooling Tower until a construction package can be completed for repairing the existing Geothermal Loop Field.

Equipment is located at Trinka Davis Veterans Village | Carrollton Clinic VA, 180 Martin Drive, Carrollton GA, 30117.

PERIOD OF PERFORMANCE:

Immediately upon (NTP) Notice to Proceed up to 12-months after award.

CONTRACT TYPE:

Firm-Fixed-Price

B. CONTRACT AWARD MEETING:

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. PROJECT INTENT: The intent of this Lease is to provide adequate heat exchanges for the facility during construction. In the likelihood that damage is caused by excavation to the currently functional geothermal loop field measures shall be taken to ensure no patient care is affected. Equipment sizing shall be adequate to fulfill the needs for the entire facility while repairs are underway during the hottest parts of the year.

D. PROJECT END RESULT: The end-result of this Lease is to have successfully maintain cooling loads throughout Trinka Davis Veterans Village community living centers and Carrollton Clinic during construction.

E. SAFETY REGULATIONS: The VA Safety Officer and COR shall have full authority to verify that the contractor obeys all Federal, State, and local safety rules and regulations relative to the fulfillment of this contract. State and VA rules must always be followed. Comply with VA infection control and construction risk assessment requirements.

F. CONTRACT AUTHORITY:

1. Contracting Officer (CO): The CO has the responsibility for the administration of this contract.

The CO alone, without delegation, is authorized to act on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

2. Contracting Officer’s Technical Representative (COR): The COR shall be appointed by letter from the CO. The CO uses COR’s are the primary Government representatives for the administration of the contract. COR’s shall have proper training and experience in inspecting contracts, but do not have the authority to modify the contract.

G. BACKGROUND: Trinka Davis Veterans Village received a Utility Bill for domestic water usage with a substantial increase in cost indicating a potential water leak on the facility grounds. Engineering Staff at the facility began walking the grounds to determine if any visible inclination of water was actively leaking on the property. As part of the internal investigation, it was discovered that the makeup water used for the closed loop geothermal system was consistently running at an increasing rate with an anticipated flow given a ¾ inch supply at approximately 60 PSI available. Engineering service quickly purchased an inline water meter for the makeup water supply and was able to observe approximately 200 gallons per hour / 3.33 gallons per minute supply to the centralized pump station for the ground source heating and cooling equipment, including the geothermal loop field. Being a closed loop system, little to no makeup water should be supplying the system unless there is a leak internal to the facility or part of the loop field. There are two main supply and return lines that feed the geothermal loop field consisting of two supply and return 4” (HDPE) circuits. The two main circuits reside mostly under a parking lot at the facility consisting of vertical bored holes approximately 400 feet in depth supplied by a manifold system that distributes water at an even rate approximately 4 feet below the parking lot concrete. Engineering staff isolated one of the two circuits stopping the makeup supply flow rate observed at the meter. Currently, the facility is running off a single main distribution circuit for the supply and return lines feeding the geothermal loop field which has been reduced from 75 wells to 36 active wells. The facility heat exchanges from the (GSHP) Ground Source Heat Pump Equipment has lost over 50% of its ability to remove heat from four community living centers, one facility operations building, connected corridors and offices, and (CBOC) Community-Based Outpatient Clinic for a total of 73,833 conditioned square feet. The total collected tonnage needed for the facility is approximated at 168 Tons of cooling by square feet of conditioned space. Given the original thermal conductivity test for the first bored well and the number of wells equates to 183.47 tons. With 36 active wells the facility only has the capacity to support approximately 88 tons of cooling until the geothermal system can be repaired. With increasing ambient temperatures, the demand at the facility will not be met resulting in equipment in the field shutting down due to high ground loop water temperatures and potentially (GSHP) equipment high head pressures. Trinka Davis Veterans Village is a community living center that currently houses approximately 40 long term care Veterans and the (CBOC) treats hundreds of Veterans on the west side of Georgia. Without adequate cooling during the hottest parts of the month we risk patient relocations and interrupted services for Veterans.

H. GENERAL REQUIREMENTS

For All visits by Contractor:

Contractor will be required to sign in at the location designated by the Facility Engineering Supervisor after contract award before beginning a service call, emergency service, etc. Upon completion of emergency installation, the Contractor shall leave a copy of the service report with the using service and submit to the same location as designated above a service report annotating what work was performed. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), and equipment downtime. Hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, purchase order CLIN # (when emergency service is authorized outside of normal working hours), and the nature of the problem. The service designee and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. The Contracting Officer’s Technical Representative (COR), Facility Engineering Supervisor or VA’s designated alternate in the using service has the authority to approve/request a service call from the contractor.

Execute work to interfere as little as possible with normal functioning of Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

No utility service such as water, gas, sewers, electricity, or fire protection systems and communications systems may be interrupted without prior approval of the FSE and/or the COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to the FSE and/or the COR, in writing, 48 hours in advance of proposed interruption.

Request shall state reason, date, exact time of, and approximate duration of such interruption.

Any critical system outages will need to be scheduled by the FSE and/or COR prior to performing the work. All VAMC policies and procedures will need to be followed thoroughly and notifications to the VAMC executive leadership members (ELT) and respective service lines conducted at a minimum of 72 hours prior to the outage in emergency situations. Contractor request shall state reason, date, exact time of, and approximate duration of critical utility outage.

All PPE must be dawned and discarded per VAMC policies and regulations when working in areas that require personal protection equipment.

VA reserves the right to close or shut down the project site and order the vendor’s employees off the premises in the event of a national or Trinka Davis Veterans Village emergency. The vendor may return to the site only with the written approval of the Contracting Officer.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads.

Minimize disruptions and coordinate with the FSE and/or the COR.

Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B.

Coordinate with the FSE and/or the COR. Obtain permits from facility Safety Manager at least 24 hours in advance.

All Buildings shall be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations shall not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations shall continue during the installation period.

The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies.

All work shall be performed in full accordance with applicable local and Federal regulations. All equipment and installation shall conform to the recommendations of ASHREA, National Fire Protection Association (NFPA), plumbing and mechanical codes, and National Electrical Code (NEC). No departures from specification requirements shall be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety. All equipment and procedures shall conform to OSHA, NEMA, and ANSI Standards and conform to the Standard Building Code and the Standard Mechanical Code. All installations for the Trinka Davis Veterans Village | Carrollton Clinic shall conform to VARR and FAR standards.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

I. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables:

The contractor shall provide the specific deliverables described below within the performance period stated in Section A of this PWS. All tasks and deliverables will be provided to the CO and/or COR for the emergency lease of the Fluid Cooling Tower.

Equipment included within this Statement of Work:

The current estimated tonnage for the facility has been calculated using the geothermal conductivity test from the original installation and number of wells located at the Facility.

• Average Heat Input Rate = 29,355.8 Btu/Hr

• Number of Wells = 75

• Total Btu/Hr = 2,201,685 Btu/Hr

• 1 Ton = 12,000 Btu’s

• Fluid Cooling Tower Equipment = 183.47 Ton’s

The leased Cooling tower will be at a minimum between 165 and 200 Ton’s required to meet the facility demands during the hottest parts of the Year.

CLIN 0001 Installation of Equipment

1. Set fluid cooling equipment in specified location marked on Drawing.

2. Pipe in new rental hoses for geothermal loop circuit three-way Tee’s specified on Drawing.

3. Provide necessary connections for building water to leased fluid cooling tower.

4. Provide necessary emergency connections to existing (MDP) Main Distribution Panel.

5. Isolate building from Existing Geothermal Loop.

6. Start up Fluid Cooling Tower Equipment and verify operations to meet facility demands.

7. Perform thorough inspection of equipment in operation and correct any deficiencies observed during initial startup.

8. Provide necessary training to VA Staff to include Engineering Supervisor for operations and parameter settings for different increasing/decreasing ambient temperatures throughout the duration of the period of performance.

9. Submit workorder and invoicing as defined in Deliverables.

CLIN 0002 Monthly Lease | Maintenance | Emergency Repairs

1. Provide necessary maintenance and inspections required monthly.

2. Perform any necessary modifications and or adjustments respective of operations and current ambient influences.

3. Provide (POC) Point of Contact information for Engineering staff in the likelihood an emergency event occurs.

4. Contractor will be required to have personnel onsite within four hours of receiving an emergency call in the likelihood that whole facility is affected to restore operations. This includes afterhours and weekends at no additional cost to the Government.

5. Provide necessary training to VA Staff to include Engineering Supervisor for operations and parameter settings for different increasing/decreasing ambient temperatures throughout the duration of the period of performance.

6. Submit workorder and invoicing as defined in Deliverables for monthly required maintenance.

CLIN 0003 Removal of Equipment

1. Work directly with Geothermal Contractor for switching heating load from cooling tower equipment back to geothermal loop field.

2. Isolate cooling tower equipment from building (Reverse operations back to Geothermal Loop Field)

3. After Verification of geothermal loop operations perform the reverse action of installation procedures defined in CLIN 0001

a. Remove rental hoses from geothermal loop circuit three-way Tee’s.

b. Remove connections from building water to fluid cooling tower equipment.

c. Remove leased emergency connections from (MDP) Main Distribution Panel.

d. Ensure all materials and connections have been removed and area is put back into condition prior to installation.

e. Remove Fluid Cooling Tower and associated leased materials from facility.

4. Submit workorder and invoicing as defined in Deliverables.

Deliverables:

Contractor shall provide the following standards for submitting invoices against the PO through Tungsten for managing the expenses throughout the life of the Leased Equipment.

• INVOICE FORMAT FOR ALL CLIN’s

a. Contractor Information and address

b. Vendor Code

c. Contract Number

d. Purchase Order Number

e. Invoice Number

f. Contractor Point of Contact

g. Contracting Officer Technical Representative (COR)

h. Itemized Services and Respective Cost

i. Dates of Services

j. (CLIN) Contract Line-Item Number

Safety and License Requirements:

1. Contractor shall obtain all necessary licenses and permits required to perform this work.

Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract. Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence. Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat, and orderly condition.

2. Contractor’s service personnel shall follow all applicable hospital policies while on site, i.e., smoking, sexual harassment, etc. The Contracting Officer and/or the COR reserve the right to remove any of the Contractor’s personnel and refuse them permission to work on Trinka Davis Veterans Village | Carrollton Clinic equipment for serious violations of hospital policies.

3. Contractor’s service personnel shall wear all required PPE personal protective equipment where necessary and visible identification while on the premises of the Trinka Davis Veterans Village | Carrollton Clinic VA. A picture ID is preferred.

J. SCHEDULE FOR DELIVERABLES

• Installation documentation is to be submitted electronically within two weeks of completion.

• Monthly Inspection and Maintenance documentation is to be submitted electronically after each visit from Contractor (generated work ticket).

• Emergency Calls generated for the duration of the Leased Equipment documentation is to be submitted electronically after each occurrence from the Contractor (generated work ticket).

• Removal documentation is to be submitted electronically within two weeks of completion.

K. CHANGES TO PERFROMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

L. GOVERNMENT RESPONSIBILITIES

Government Responsibilities include but are not limited to the following:

1. Provide notification documentation to ELT Members and Facility.

2. Submit notification documentation to Public Affairs Office for publishing on Daily Bulletin.

3. Perform daily inspections of equipment during Lease excluding holidays and weekends.

4. Schedule Monthly Maintenance Inspections with Contractor per requirements of the Contract.

5. COR/FSE work with Contractor to include but not limited to Permits that are needed for any part of the Installation and removal of Leased Equipment.

6. Shutdown utilities as requested from the Contractor and notify Facility Management.

7. Provide necessary access to contractors to the Facility and designated rest rooms.

M. CONTRACTOR EXPERIENCE REQUIREMENTS

The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated.

If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR.

The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COR, and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills:

The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

• The contractor must inform the VHA COR, and Project Manager/Task Manager when personnel are removed from the contract for any reason.

• If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager.

• The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty.

N. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

• The preliminary and final deliverables, and all associated working papers, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

• The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

• Press releases, marketing material, or any other printed or electronic documentation related to this lease, shall not be publicized without the written approval of the CO.