HVAC Maintenance and Emergeny Repair Service

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30 Jan 2017

Rev 2 of the solicitation is uploaded, correcting dates as described above.

The Site Visit will be held on Wed, 8 February 2017 at 10am, PST at the San Bernardino Headquarters. This is a mandatory meeting and must be attended in order to submit an acceptable bid package. Contact the contract COR, Damon Romero to reserve a place in the tour. No more than two persons are allowed from any vendor.

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Update 27 Jas 2017

Uplocded new solcitation, labeled Rev 1 (27Jan2017), which corrects issue and closrng dates from 2016 to 2017.

All other terms and conditions apply.

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Update 25 January 2017
Closing Date:  Sunday, 26 February 2017, 1600 Hours, PST

The solicitation is posted. There is a mandatory site visit; no offers will be accepted without the bidder having attended same.

POC for Technical and Mandatory Site Visit Information:
Damon Romero, PE
909-382-2615
dromero02@fs.fed.us

Point of Contact for Solicitation and Contract Information:
William E. Harper, Contracting Officer
626) 574-5337
williamharper@fs.fed.us

Any questions will be answered as an amendment on FBO.

AG-9AB5-S-17-0014

Following is summarization of the full solicitation pending.

NOTE: there are training requirements for employees as well as mandatory response times for service calls that must be met. A site visit will be held; attendance is mandatory in order to have an acceptable bid.

Period of Performance: 01 April 2017 to 31 March 2018.
Four (4) one-year options will be structured into the contract.

SCOPE OF WORK. The contractor shall provide all personnel, equipment, materials, tools, supervision, facilities, and transportation necessary to perform Heating, Venting and Air Conditioning (HVAC) maintenance and on site emergency repair for all HVAC equipment, including chemical treatment for heating and cooling systems as defined in this Statement of Work (SOW) and as listed in Appendix I - Equipment Listing, for the Headquarters, San Bernadino National Forest Supervisor's Office, 602 S. Tippecanoe Street, San Bernardino, CA 92408. Routine maintenance is on a biweekly/monthly schedule.

Contractor must be able to provide response times as follows:

A. One (1) Hour Response Time - Normal Working Hours. Emergency Service Call request placed during the hours of 8:00 AM and 5:00 PM, Monday through Friday.

B. Two (2) Hour Response Time - After Hours. Emergency Service Call request placed during the hours of 5:00 PM through 8:00AM, Monday through Thursday.

C. Three (3) Hour Response Time - Weekend and Holidays. Emergency Service Call request placed during the hours of 5:00PM Friday through 8:00 AM Monday, and Holidays.

The Contractor shall supply, repair and replace all parts of every description made necessary by normal wear and tear. All replacement parts shall be those of the original manufacturer, equal or better, and shall fit the equipment without modification. The contractor shall have and maintain on hand locally, a supply of the repair parts sufficient for the normal maintenance and repair of the chiller systems. The Government will pay the Contractor to replace the inventory for the parts used, but no additional reimbursement will be made for labor to replace normal wear and tear parts. Accompanying the signed service ticket, the contractor shall provide the COR with a copy of the invoice showing the costs of the parts excluding any taxes that contractor paid its part supplier. The Government reserves the right to limit reimbursement to fair and reasonable part charges.

EQUIPMENT INCLUDED. The specific quantities, size and model number of the major pieces of the equipment are as show on Appendix I - Equipment Listing. The preventive maintenance and responsibility of the Contractor shall not be limited only to these major pieces of equipment, but shall also include all appurtenance devices and systems as listed below that are related to the heating, ventilation, and air conditioning system.

• Temperature Control System: Carrier Controls Energy Management system consisting of Control Panel, 6400 Controllers, VAV TRM Controllers with Hot Water Reheat, VAV Fan Controllers with Electric Reheat. Variable Frequency Drives, Temperature & Pressure Sensors, etc...

• Heating System: Boilers, burners, pumps heating coils, water strainer, heating exchangers, hot water loop strainers & zone reheat vent screens for boilers, etc.

• Air Handling System: Fans, motors, air grills, plenums, registers, air filters, dampers, VAV boxes, VFD's fan coils units, etc.

• Cooling System: Air conditioning and refrigeration compressor(s), air cooled condensers, cooling towers, cooling tower fans, pumps, water chillers, cooling coils, water side economizer, etc.

EQUIPMENT NOT INCLUDED

A. Maintenance services, including repair labor and parts replacements, for portions of the system and equipment that are non-moving are not required nor included as part of this specification.

Excluded items shall be considered as: foundations, structural supports, domestic waterlines, drains, plumbing, oil lines, gas lines, piping oil storage tanks, air handling duct work, boiler shell and tubes, unit cabinets, boiler trim and refractory material, cooling tower structures, etc.

CERTIFICATIONS AND STANDARDS

The Contractor shall be experienced in and currently engaged in design/build projects of HVAC systems.

The Contractor or subcontractor personnel performing the work shall have minimum of five years' experience on maintenance of the specific HVAC components. The importance of maintaining this equipment in a safe and satisfactory operating condition requires that the service personnel have the necessary training and experience. Proof of this experience and training shall be provided to the Contracting Officer's Representative (COR).

Personnel offered as Service technicians must be ‘factory-trained', i.e. formally certified by both Carrier and York (Johnson Controls). York International is the prime manufacturer of SBNF critical HVAC equipment on-onsite.

Carrier is the manufacturer I-VU Front End Graphics, equipment and software. Therefore, Contractor shall follow specifications, guidelines and procedures recommended by Carrier; only Contractors that have been factory trained and certified by Carrier to operate this software/system will be authorized entry, or allowed to make changes to, the software system. Contractor shall also adhere to services procedures, timelines and general industry standards set forth by manufacturers of other HVAC equipment in use.

Acceptability of the Offer
An offer is acceptable when it manifests the offeror's assent, without exception, to the terms and conditions of the RFP, including attachments. If an offeror takes an exception to any of the terms and conditions of the RFP, then the Government will consider its offer to be unacceptable.

Capability of the Offeror
The Government will assess the capability of each offeror on the basis of the following criteria which are of approximately equal value: (1) Past Performance; (2) Technical Approach; (3) Past Experience.

Technical Proposal - Include the following elements:

1. Past Performance. Past performance is a measure of the degree to which an offeror satisfied its customers in the past and complied with Federal, State and Local laws and regulations. Provide details on quality of work performed on all similar contracts within the past 5 years. Identify the projects you have successfully completed that you consider offers evidence that proves your firm has the experience required to complete this project. List similar projects from the last 5 years with client points of contact with appropriate contact information for the purposes of past performance checks. Discuss business performance statement that describes relationships and cooperation with customers. Include any investigation of alleged or actual violations of labor or immigration laws committed by your firm within the past three years and the disposition of those cases.

2. Technical Approach

Understanding of the Government's Requirements. The Government will evaluate each offeror's relative understanding of the Government's requirements on the basis of its written submittals addressing the following subfactors:

a) Any information that indicates the extent to which the site for this project was visited. Prospective bidders are advised that attendance at the pre-bid tour is Mandatory to be considered for award of this contract. State the name of the Contractor's representative who attended the pre-bid tour, any revelations about the comparative difficulty of the project, and any problems that are likely to be encountered during the performance of the work.
b) The resources (personnel, equipment and subcontractors) which are planned for use on the project, and how realistic that plan is given concurrent obligations. Provide copies of Contractor or subcontractor certifications and licenses required to perform the work described as found in the Statement of Work.
c) Plan of work: Provide a detailed Work Plan describing how you plan to accomplish the work. Include a Work Schedule that shows your ability to accomplish the project work within the required timeframe.

Quality Control Plan. The proposal shall include the offeror's Quality Control Plan which identifies specific quality control procedures that will be followed. Discuss techniques that your firm will use to ensure that the quality control procedures are followed by your superintendent, results communicated to your crew and subcontractors, and methods to mitigate any potential problems.

3. Past Experience. Describe experience performing similar requirements during the past 5 years. Describe experience working with equipment of similar size and complexity including but not limited to boilers, chillers, cooling towers, air handlers, water side economizers, and energy management systems. Describe your experience working with equipment from the relevant manufacturers: York and Carrier. Provide proof of relevant experience or training for the personnel who will perform the contract work. The Contractor or subcontractor personnel performing the work shall have a minimum of five years' experience working with the specific HVAC components described in the Statement of Work.

Include accurate information that will allow the evaluators to contact contract administrators involved with the referenced work. Names, phone numbers, dates, locations, type of work, etc. are critical. Specifically identify a project manager that you will provide for the performance of this contract as a Key Personnel. Provide detailed information about his/her experience. Describe what work you will directly perform and what work will be performed by a subcontractor. Provide sufficient information so that the evaluators may make contact with anyone who can verify these experiences.

4. Price Proposal. The price proposal should consist of itemized pricing as listed in the Schedule of Items. Award may not necessarily be made to the offeror submitting the lowest offer. Also, the award may not be made for technical capabilities that would appear to exceed those needed for successful performance of the work. The Government reserves the right to make cost/technical trade-offs that are in the best interest of the Government. It is anticipated that the award will be made to the firm with the best value, considering price, technical proposal, and technical capabilities.