Sources Sought Boiler Plant O2 Sensor Replacement.docx

THIS IS A SOURCES SOUGHT NOTICE ONLY. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement, and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Manufactures, other Small Businesses interested and capable of providing items requested, as well as any large business interested and capable. This REQUEST FOR INFORMATION/SOURCES SOUGHT NOTICE in support of the White City Rehabilitation Center and Clinics, is for market research purposes and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Results will be used to determine set-aside.

The intended contract is a firm-fixed price service contract.

Potential contractors shall provide, at a minimum, the following:

1) Company name, address, point of contact, phone number, e-mail address, and SAM.gov UEI number.

2) Anticipated North American Industry Classification System (NAICS) code is 334513. The largest a firm can be and still qualify as a small business for Federal Government programs is no more than 750 employees. Please indicate whether you are a Small Business, SDVOSB, VOSB, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the items listed below.

3) The Government is not obligated to, nor will it pay for or reimburse, and costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offers who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov) It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).

4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.

5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide proof of authorized dealer or reseller letter form manufacturer.

6) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone number, point of contact and size status (if available).

7) This is a “brand name or equal” requirement. As such, the essential physical characteristics reflect the physical functional, or performance characteristics that “equal” products must meet to satisfy the Government’s needs. To be considered for any potential solicitation, offers of “equal” products, including “equal” products of the brand name manufacturer, must:

(a) Meet the essential physical, functional, or performance characteristics of the item and those specified in this sources sought notice; clearly identify the item by brand name, if any and make/model number.

(b) Include descriptive literature such as illustrations, drawings, or clear references to descriptive data or information available that identifies that the “equal” item meets or exceeds the salient characteristics required by the Government.

(c) Identify the manufacturer name (OEM) and manufacturer part number, as well as any warranty information.

(d) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination and applicable contract vehicle information.

8) Please identify the country of origin for all items.

It is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released it will be posted via Contracting Opportunities website located at SAM.gov of GSA eBuy.

DESCRIPTION OF THE REQUIREMENT:

The Department of Veterans Affairs is looking to obtain information on vendors who can provide the products as outlined below. This is an Unrestricted/Open Market Brand Name or Equal request for Information/Sources Sought Notice.

Delivery Address:

White City Rehabilitation Center and Clinics 8495 Crater Lake Highway White City, OR 97503

Statement of Work

INSPECTION, TESTING, MAINTENANCE, REPAIRS, AND OFF PREMISES NOTIFICATION SUBSCRIPTION SERVICE TO THE ROSEMOUNT FLUE GAS ANALYZERS AT WHITE CITY, OR VETERANS AFFAIRS (VA) SOUTHERN OREGON REHABILITATION CENTER & CLINICS (SORCC)

1.0 Introduction. This is a non-personal services contract to provide “Replacement of internal O2 analyzer components from three model 6888 Rosemount oxygen sensors at the VA SORCC located at 8495 Crater Lake Hwy, White City, OR 97503”. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the government. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of the contract.

1.1 Scope. The contractor shall be responsible for providing services for three (3) Rosemount’s, which shall include, but not be limited to: removal and replacement of eighteen inch (18”) standard cell, eighteen inch (18”) heater strut assembly, Hastelloy with Vee Deflector for service to 1300°F and new flange gasket and replacement with new original equipment manufacturer parts or replacement parts approved by manufacturer. The intent of this service is to replace the old worn-out internal components of the Rosemount’s with new fully functional components that are in proper working order. These responsibilities shall be carried out in accordance with this PWS, industry codes and regulations, manufacturer's manual, local, state, and federal laws and regulations, and VA regulations. If any conflicts arise between regulatory guidance, the most stringent requirement shall be followed.

1.1.1 The contractor shall exclude the following from this contract: repairs or replacements resulting from vandalism, negligence, or misuse of the equipment by persons other than the contractor, contractor representatives, or contractor employees. The contractor may participate in any solicitations of services from other sections of VA SORCC.

1.2 Condition of Equipment. Upon contract award, the contractor accepts "as is" all Rosemount’s probes specified in the contract. Failure to inspect the systems, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications. Offerors shall inspect the premises prior to submitting their quotes to be fully aware of the scope of services required.

2.0 General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price requirements type contract. See Federal Acquisition Regulation (FAR) 16.503 for further details.

2.1.2 Period of Performance. The period of performance for this effort will be six (6) months

2.1.3 Location and Hours of Work. The contractor may work off site if performing services on one Rosemount at a time. If performing work off site the contractor will be responsible for the shipping of each unit. If the contractor performs the services at VA SORCC they will need to do so during the core hours of operation, which are from 7:00 AM to 4:00 PM, Monday through Friday, except for callback service. However, there are exceptions to this schedule, which include Federal Holidays, Good Friday, or closures due to local or national emergencies, administrative closings, or similar federal government-directed facility closings (except for callback services and monitoring station services). The contractor shall ensure that an adequate workforce is always available to perform all tasks defined in this Performance Work Statement (PWS) without interruption when the government facility is open and not closed for the aforementioned reasons.

2.1.3.1 The contractor may work, with prior approval of the CO or Government Program Manager, outside of the times indicated in 2.1.3 of this document. However, no additional payment will be made for overtime or premium hours. During afterhours and weekend work, the contractor shall contact Operation Control Center for access to necessary areas.

2.1.4 Recognized Government Holidays. The contractor is not required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

New Year’s: Day 1 January Martin Luther King Jr. Birthday: 3rd Monday in January Presidents’ Day: 3rd Monday in February Good Friday: Friday preceding Easter Sunday Memorial Day: Last Monday in May Juneteenth: 19 June Independence Day: 4th of July Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October Veterans Day: 11th of November Thanksgiving Day: 4th Thursday in November Christmas Day: 25 December

2.2 Contract Administration and Management

2.2.1 Post Award Conference Meetings. The contractor may be requested to participate in a post-award conference organized by the contracting activity in accordance with the Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. The contractor is responsible for recording written minutes of the meeting and ensuring that they are signed by the Program/Project Manager, Contracting Officer (CO) and/or Contracting Officer’s Representative (COR). The minutes of the meeting shall be distributed within five (5) calendar days after the conference.

2.2.1.1 Performance/Progress Meetings will be scheduled as required or needed. There may be instances when additional meetings will be called by either party to review mutual understanding and address any deficiencies in the Quality Control (QC) system or procedures that require corrective action by the contractor. The contractor representative shall meet with the Government Program Manager/Point of Contact as necessary, and both parties shall make a mutual effort to address and resolve any identified issues. The meeting minutes shall be completed in compliance with the requirements specified in the Post Award Conference Meeting paragraph.

2.2.1.2 Contracting Officer (CO). The CO is the only authorized individual to direct changes in any of the requirements under this contract, and this authority remains solely with the CO, notwithstanding any provisions contained elsewhere in the contract. If the contractor carries out any such changes at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be managed by the CO, and any communications related to contractual administrative matters shall be addressed to the CO. No changes or deviations from the terms and conditions of the contract shall be made without a written modification to the contract that has been executed by the CO and authorizes such changes.

2.2.2 Contractor’s Qualifications. The contractor shall possess at least five (5) years of current (within the past seven (7) years) successful experience in providing preventive maintenance services to Boiler Control systems.

2.2.3 Contractor Identification. All personnel working under the contract shall be clearly identified as contractor personnel by wearing badges, displaying the company logo, or wearing a uniform. In addition, all contract personnel shall identify themselves in a way that avoids any confusion or impression that they are Government officials. Furthermore, the contractor shall ensure that any correspondence, documents, emails, reports, or other materials produced by the contractor are clearly marked as contractor products, or that the contractor's involvement is appropriately disclosed to avoid any confusion or misunderstanding. If issued, VA identification cards shall always be worn while on VA premises.

2.2.4 Key Personnel. The Contractor shall provide a point of contact who shall be responsible for the performance of the work.

2.2.5 Personnel Qualification: To complete the assigned work, the contractor shall employ qualified personnel who are factory trained and certified by Emerson Analytics and Rosemount. The personnel shall possess the right combination of education, training, and experience that matches the work requirements mentioned in this document with minimum of 2 years’ experience. Replacement of personnel shall comply with all the terms and conditions listed in this PWS. The contractor shall ensure that the labor categories and occupation codes specified by the Department of Labor are appropriately aligned with the tasks described in this Performance Work Statement (PWS). The contractor shall also comply with the minimum wage rates set by the Department of Labor for this service. Furthermore, the contractor is responsible for providing all the resources and infrastructure necessary to manage, perform, and administer the contract. The Contractor is expected to work independently, with adequate certified personnel to accomplish all services in an efficient manner.

2.2.5.1 Service Personnel. Service personnel shall be knowledgeable of and experience in the following: (1) maintenance and servicing requirements contained in applicable codes; (2) equipment being serviced or maintained; and (3) servicing or maintenance methods to be used.

2.2.5.2 All work shall be performed by fully qualified competent personnel. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved technician for each make and model the contractor services at the VA SORCC. The government reserves the right to authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any Boiler Safety Control System Device or equipment at VA SORCC. The CO and/or the Government Project Manager specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the system.

2.2.6 Subcontractors. All subcontracts related to this contract shall be documented in writing and shall comply with all the terms and conditions outlined in this agreement. The subcontractors shall possess the same qualifications and experience as the primary contractor and its personnel. No subcontractor shall be permitted to work under this contract unless approved in writing by the CO and/or Government Program Manager. The CO may request a company profile and resumes to verify the subcontractor's qualifications.

2.2.7 Standards of Conduct. The contractor is responsible for ensuring that its personnel conduct themselves in a manner that does not bring discredit upon the Government. The contractor shall ensure that its personnel present themselves in a professional manner and comply with all applicable local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The contractor shall ensure that any of its employees providing services under this contract conduct themselves in a professional, safe, and responsible manner. The contractor shall remove any employee from the job site for reasons of misconduct or security. The contractor shall ensure that employee conduct complies with 41 U.S.C. 423, Procurement Integrity. Furthermore, the contractor shall ensure that no employees conduct political-related activities or events on VACHS facilities.

2.2.8 The contractor's personnel and property shall be subject to search and seizure when entering and leaving VA SORCC facilities. It is the responsibility of the contractor to ensure that all personnel authorized to work under this contract have obtained access to the facilities as required. The contractor shall provide a list of all employees working under this contract within 10 days after the contract award. Access to VA facilities by the contractor shall be strictly for the purpose of work related to this contract.

2.2.9 The contractor has the responsibility to supervise their employees while working on government property. Contractor is responsible for ensuring that their employees comply with the requirements outlined in this PWS and any other requirements specified in the contract. The terms in the PWS do not relieve the contractor of their responsibility to supervise their employees.

2.3 Vehicles. The contractor's vehicles shall be utilized solely for their designated purpose, maintained in operable condition, and comply with all local, state, and federal safety regulations. The vehicles shall be operated in accordance with all medical center traffic regulations and identified with the company name and logo. The contractor may have a maximum of two (2) vehicles at any given time on VA SORCC premises due to limited space.

2.4 Health and Safety. The contractor and its subcontractors, if any, shall adhere to the requirements outlined in Public Law 91-596, the Occupational Safety and Health Act (OSHA). Moreover, the contractor shall comply with 29 CFR 1910, the Occupational Safety and Health Standards, 29 CFR 1926, the Safety and Health Regulations for Construction, and all other federal, state, and local regulations relevant to safeguarding the safety of the contractor's employees, building occupants, and the environment. All applicable OSHA standards shall be followed when executing work in accordance with this project.

2.4.1 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.4.2 The contractor shall not at any time make inoperative or ineffective any device on which safety of users is dependent, including any electrical protective device, except where necessary during tests, inspections, maintenance, repair, and replacement, provided that the unit is first removed from normal operation. Such devices shall be restored to their normal operating condition in conformity with the applicable requirements prior to returning the equipment to service.

2.4.3 In performance of this contract, the contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.4.4 Proper personal protection equipment (PPE) shall be worn in BLDG 232. Appropriate PPE per defined work practice in accordance with the Occupational Safety and Health Administration (OSHA) shall be followed. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, universal precautions, etc.) required to perform the work. At a minimum PPE consists of long pants, work boots, and shirt along with safety glasses and hearing protection as required.

2.5 Codes, Directives, and Publications. The contractor is required to comply with all applicable regulatory requirements, including but not limited to the National Electric Code (NEC), Safety Codes, Joint Commission Accreditation of Health Care Organizations (JCAHO), Occupational Safety and Health Administration (OSHA).

2.6 Safety Data Sheets (SDS). The contractor shall submit to the COR, prior to the start of the contract, the SDS for all potentially hazardous materials to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VA SORCC. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to VA S personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

2.7 Environmental Requirements.

2.7.1 Environmental Compliance. The contractor is required to adhere to all environmental laws, regulations, and plans at the federal, state, local, and facility levels. This includes laws and regulations related to air quality, water quality, hazardous waste, and other environmental concerns. The contractor is responsible for obtaining all necessary permits and ensuring that their operations do not result in any violations of environmental regulations. Additionally, the contractor shall report any environmental incidents or non-compliance issues to the appropriate authorities in a timely manner.

2.8 Physical Security. The contractor shall protect all existing buildings, facilities, utilities, and equipment and shall be held accountable for any damages that may arise from the execution or operation of this contract. To minimize interference with the government's normal operations, the contractor shall carry out their operations in a manner that causes the least possible disruption. It is important to note that the facilities will remain in operation throughout the entire period.

2.9 Liability and Responsibility for Damaged Property.

2.9.1 Damage to Government Property. The contractor is required to clean up any spillage or leakage that occurs during the performance of services on this contract without any additional cost to the government. The contractor will also be held responsible for any damage or destruction caused to Government property, such as buildings, vehicles, sidewalks, fences, etc., by the contractor, contractor personnel, or representatives of the contractor. In the event of any damage, the contractor shall submit a damage report to the COR within 24 hours of the incident, including the repairs and corrective action plan as applicable. Failure to take the necessary corrective action may result in the government exercising other available rights or remedies.

2.9.2 Damage to Privately-Owned Property. The contractor shall assume responsibility for any damage or destruction of privately owned property, including privately owned vehicles, caused by the contractor, contractor personnel, or representatives of the contractor while performing services under this contract. The contractor shall take corrective action to repair damages or replace destroyed property within 5 working days. Additionally, the contractor shall maintain a general third-party liability insurance policy with a coverage amount of not less than the minimum amount specified in FAR Clause 52.228-5.

2.9.3 Damage Reports. The contractor shall be required to submit a damage report to the CO and designated representative within 24 hours of any damage or destruction caused by the contractor, contractor personnel or representatives of the contractor to government property or privately owned property. The damage report shall include details of the facts and the extent of damages or destruction, as well as the corrective action taken by the contractor to repair damages or replace destroyed property.

2.10 Influenza vaccine.

2.10.1 “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted on or before November 30 of each year. Employees and contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract. The contractor shall ensure that the Facility’s boiler oxygen sensors covered under this contract are in fully operational status and without trouble, supervisory, monitor, ground fault, and alarm signals.

3.1 The contractor is expected to initiate each work day by signing a roster at the Facilities Management (FMS), And check in with the on shift Boiler Plant Operator to obtain Access to the Boiler Plant and end the day with a written daily report to the Deputy Chief Facilities Management with an in-depth picture of system conditions and recommendations. The contractor shall Check out with the Boiler Plant Operator at end of day log-out from the Facilities Management (FMS), at the end of each workday.

3.2 System Equipment

3.2.1 System equipment shall be maintained in accordance with the manufacturers’ published instructions and manuals.

3.2.2 Only genuine manufacturer's parts shall be used for all replacements, All repairs shall comply with applicable manufacturers’ manuals, codes, and regulations. The government reserves the right to request material submittals and/or literature to validate that replacements are from OEM.

3.3 Inspection and Testing. The Contractor is responsible for performing all inspections and tests necessary to substantiate the services furnished under the contract and conform to contract requirements. All inspection and testing shall be conducted in a manner that would present the least amount of disruption to the facility.

3.3.1 Prior to commencement of work on this contract, the contractor shall provide the VA SORCC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on VA SORCC's equipment. This certification shall also be provided on a periodic basis when requested by VA SORCC. Test equipment calibration shall be traceable to a national standard.

3.3.2 The contractor shall coordinate system testing with the boiler plant operator lead to prevent interruption of critical building systems or equipment.

3.3.2.1 No system will be left out of service at the end of a workday or over a weekend without written permission from the COR. All switches must be verified as reset prior to the end of each workday.

3.3.2.2 The contractor shall provide daily status updates during the testing of devices that do not pass testing/inspection. Upon completion of inspection, the contractor shall provide a list of deficiencies noted during testing on the final day of testing/inspection.

3.4 Documentation and Reports.

3.4.1 Equipment custody transfer form for when government property is removed from the facility.

3.4.2 Testing. Testing documentation and records shall be provided to the COR in both digital and hard copy within ten (10) days of testing completion of the inspection/testing. Testing documentation report shall include the following minimum requirements:

a. Component being tested/inspected.

b. Name of activity.

c. Date(s) of the test/inspection performed.

d. Itemized test/inspection of each piece of equipment with corresponding label, address, and nomenclature.

e. Technician name.

f. The results of the test/inspection.

g. Deficiencies found.

h. Corrective actions taken.

i. Contact information, including affiliation, of the person who performed the activity (full name, company, phone number, and email address)

4.0 Performance Requirements Summary (PRS) Matrix

4.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The government expects the contractor to perform at a minimum, the identified acceptable levels throughout the life of the contract, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and or awards.

4.2 Method of Surveillance: The Government shall conduct surveillance to determine whether the contractor meets, exceeds, or falls short of these standards. The contractor's performance will be evaluated based on these standards and compared to the Acceptable Quality Level (AQL). The surveillance methods that may be employed include, but are not limited to, direct observation, random or planned inspections, 100% inspections, and review of contractor’s documentation and/or customer complaints.

4.2.1 Rosemount Quality Assurance

a. Staff to verify Wiring is correct In Accordance With Manufacturers Technical Drawing

b. Staff to Verify Correct Installation of Device In Accordance With Manufacturers Technical Drawing

c. Power Device up

d. Wait for Device Warm-up to complete this step can take approximately 40 minutes

e. Staff to Witness Calibration of Device

f. Staff to Perform BEI Test of Device to Ensure Proper Operation