J041--509-21-1-5102-0047 Preventive Maintenance on Water Chillers - Base Plus Option Years (VA-20-00078490)

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Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

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1

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0001

08-31-2020

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

To all Offerors/Bidders

36C24720Q1153

08-31-2020

X

X

X

1

09-08-2020 11:00 AM ET

The following is changes are being made to the solicitation:

1. Response due date is being changed from 9-7-2020 11:00 AM ET to 9-8-2020 11:00 AM ET due to the original due date

falling on a holiday.

2. Post all timely questions and answers (request for information) to the solicitation.

James E. Boles

Contracting Officer

CONTINUATION PAGE

SITE VISIT INFORMATION: All site visits, if interested, will be held at the same time on 8/2/2020 11:00 AM ET. Location: 950 15th Street, Augusta, GA 30904 Energy plant located in the left back dock of the hospital.

POC: Jessie Hutton

QUESTIONS & ANSWERS:

How many pumps and what are the make and model numbers. There is a total of 19 pumps the make- US Motors Emerson model- AU37, model-R300, model-BF32, BR50A, R482A, Bell & Gossett model 025180T3E284T, and Marathon Electric model 6C, 6D,

2 The Statements

Contractor will maintain a sufficient stock of all parts meeting or exceeding the original manufacturer's design and specifications needed for repair and maintenance of the equipment or be able to secure needed parts within one calendar day. The VA reserves the right to inspect ACS's facility to confirm parts availability

Contractor will provide OEM parts and Labor to conduct any repairs:

Question: Based on the statements above, Does the VA want the cost of all repair parts to be included for all inspected components during the life of the contract. This Stock would be maintained for life of contract? YES

Chaz, if the statements are correct, this could unnecessarily drive up the cost, I see this language where there is a long-term maintenance agreement. Maybe this is what the VA is trying to do with this contract. Usually there is some limitations or a defined list of parts for each component that is identified to manage cost by both parties. PARTS REQUIRED TO BE KEEP ONHAND ARE THE NORMAL PARTS REQUIRED FOR ROUTINE MAINTENANCE

What are the ages of the York chillers? 2 are 12 years, 1 is 21 years, 1 is 116 years, 1 is 17 years, 1 is 13 years and 1 is 5 years

Are we to include the costs of repairs in the contract? OR Is this maintenance only? Maintenance with parts required for maintenance, any major problems requiring repair have to be authorized first

Are there any air cooled chillers to be serviced- YES 2

Are there any additional monies allocated for the repairs found during equipment annual service or inspections of the chillers or pumps? YES

Should the contractor include in their price money for any unexpected breakdowns or repairs? NO

On the bid form table included in the bid requirements attachment, do you want the contractor to provide one lump sum price for that period of service? BASE YEAR PLUS 4 OPTION YEARS

Would the VA provide an example of how they want the bid form filled out if not one lump sum? BASE YEAR PLUS 4 OPTION YEARS

Is the oil to be change out in the York Water chillers each year? IN THE SOW IT IS REQUIRED TO HAVE AN ANNUAL LUBE OIL ANALYSIS, OIL CHANGE IS DETERMINE BY THE RESULTS OF THE TEST

Is there a response time requirement for a service technician to be onsite for break downs or equipment failures? MUST RESPOND WITHIN 4 HOURS FOR EMERGENCY

Is the Scope of work intended to be the same as the previous contracts Scope of work? NO

What was the price of the current contract? FPDS has the current contract award amount.

The equipment list provided includes two (2) Air Cooled Chillers at the Downtown Division, are these now to be serviced as part of the scope of work? YES

Does the Prime Contractor need to provide personnel to be on site with the Sub-contractor is on site performing the service, or is the sub-contractor lead person acceptable? THAT IS THE PRIME CONTRACTOR RESPONSIBILITY, If the subcontractor is performing the work and supervising, there may be an issue with limitation of subcontracting and the prime performing 51% of the work.

COMBINED SYNOPSIS/SOLICITATION

GENERAL INFORMATION

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C24720Q1031

Posted Date:

08/24/2020

Original Response Date:

09/07/2020 11:00 AM EST

Product of Service Code:

J041

NAICS Code:

811310

Contracting Office Address

Network Contracting Officer (NCO) 7

ATTN: Chaz D. Bowling

Department of Veterans Affairs

501 Greene Street

Hatcher Building Suite 2

Augusta, GA 30901

Description

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

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07 / 08-03-2020.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $8.0 Million.

The Network Contracting Office 7 is seeking to Trane, York, and Carrier Water Chiller Preventative Maintenance for the Charlie Norwood Veterans Affairs (VA) Medical Center.

All questions regarding this RFQ must be in writing and may be sent by e mail to Chaz.Bowling@va.gov. Questions must be received no later than August 28, 2020 at 9:30 AM EST. No further questions will be accepted after that date and time.

You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer (CO).

All interested companies shall provide quotation(s) for the following:

CLIN(s)

Description

QTY

Measure

Unit $

Total $

0001

Water Chiller Preventative Maintenance

POP: Oct 1, 2020 to Sep 30, 2021

1

YR

1001

Water Chiller Preventative Maintenance

POP: Oct 1, 2021 to Sep 30, 2022

1

YR

2001

Water Chiller Preventative Maintenance

POP: Oct 1, 2022 to Sep 30, 2023

1

YR

3001

Water Chiller Preventative Maintenance

POP: Oct 1, 2023 to Sep 30, 2024

1

YR

4001

Water Chiller Preventative Maintenance

POP: Oct 1, 2024 to Sep 30, 2025

1

YR

Total Contract Pricing

$

Performance Work Statement (PWS)

Preventive Maintenance of Water Chillers

Charlie Norwood VA Medical Center (CNVAMC)

GENERAL INFORMATION

Purpose: The Charlie Norwood Veterans Affairs (VA) Medical Center Campus intends to procure services of a vendor to provide labor and materials to conduct preventative maintenance on York, Trane, and Carrier water chillers located at CNVAMC Uptown Building 79, Uptown Building 801, and Downtown building 802.

Background: The CNVAMC is currently seeking to contract for preventive maintenance on the water chillers located at the Uptown and Downtown locations located at 1 Freedom Way and 950 15th Street, Augusta GA

Scope of Work: The Contractor shall provide material and labor to perform the chiller preventive maintenance requirements detailed in this statement of work. Labor to include repairs to chillers

Type of Contract: Firm Fixed Price Contract

PERFORMANCE

Place of Performance:

Uptown Division

Downtown Division

Charlie Norwood VA Medical Center

1 Freedom Way

Building 110

Augusta, GA 30904

Charlie Norwood VA Medical Center

950 15th Street

Building 801

Augusta, GA 30904

Period of Performance: This contract is for a one (1) base year and four (4) one (1) year options. In accordance with 52.217-9 An option clause does not obligate the VA to exercise an option. The VA has the discretion to unilaterally exercise, or not exercise the option period. The period of performance dates are as follows:

Period

Dates

Base Year

October 1, 2020 September 30, 2021

Option One (1)

October 1, 2021 September 30, 2022

Option Two (2)

October 1, 2022 September 30, 2023

Option Three (3)

October 1, 2023 September 30, 2024

Option Four (4)

October 1, 2024 September 30, 2025

Hours of Performance: The contractor will provide the service during the hours of operation Monday Friday, 8:00 AM 4:00 PM Eastern Time (ET) and is subject to change depending on the Governments need. Weekends may be added through contract modification if funds permit. Unless otherwise specified the Government observes the following holidays:

New Year s Day

January 1

Martin Luther King s Birthday

Third Monday in February

President s Day

Third Monday in February

Memorial Day

Last Monday in May

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

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by United States (U.S.) Government agencies.

Delivery Hours: Deliveries are accepted between the hours of 8:00 AM and 3:30 PM ET Monday - Friday, excluding federal holidays list in the table at section 2.3. All deliveries will be processed through the warehouse location at the Uptown and Downtown Divisions located at:

Uptown Division

Downtown Division

Charlie Norwood VA Medical Center

1 Freedom Way

Building 110

Augusta, GA 30904

Charlie Norwood VA Medical Center

950 15th Street

Building 801

Augusta, GA 30904

TASK

Contractor shall perform three (3) preventative maintenance (PM) inspections;

During each PM visit, contractor will replace such normally replaced PM parts (oil, filters, gaskets, dryers, etc.) as may be necessary for the satisfactory functioning of the equipment. The contractor will also provide (to the COTR) oil recycle/disposal certificate(s) for all used oil removed during P.M. procedures.

Perform annual PM on three (3) ABB variable speed drives located in 1A1018-79 and Five (5) Eaton Electrical variable speed drives located in 1A200-802.

ACS shall provide all tools, computers, meters and testing equipment required to perform all PM operations.

Clean normal accumulation of dust and debris.

Inspect all assemblies, components and wiring for signs of overheating, correct condition or tighten connection as necessary.

Clean printed circuit boards and inspect for damage.

Check power supply voltages.

Check and verify operation.

Check oil return system operation

Check operation of motor starter and/or VSD

Check Voltage and current balance

Check sup heater and thermostat operation

Verify proper operating safety controls

Verify condenser and evaporator water flows

Inspect for noticeable leaks around gaskets and seals on chiller vessels, compressor and motor

Check and tighten all electrical components

Megohm motor windings

Clean or backflush heat exchanger

Lubricate motor

Replace starter air filters if applicable

Contractor will schedule all site visits with the Energy Plant Supervisor at 706-823-3932 or 706-731-7146, fourteen (14) calendar days in advance to confirm that the equipment can be serviced at a time that is agreeable

Contractor will maintain a sufficient stock of all parts meeting or exceeding the original manufacturer's design and specifications needed for repair and maintenance of the equipment or be able to secure needed parts within one calendar day. The VA reserves the right to inspect ACS's facility to confirm parts availability

Contractor shall perform one (1) annual Manufacture s Preventative Maintenance (PM) Service on seven (7) water chillers and eight (8) variable speed drives;

Contractor will also provide two (2) on-site Scheduled (in Lieu of remote connected service visits) visits on seven (7) centrifugal chillers conducted by Manufacturers (York, Trane, and Carrier) trained technicians;

Contractor shall mechanically clean all condenser tubes and heads annually;

contractor shall also perform vibration analysis on the condenser water and chill water pump annually, providing written result and recommendation. Contractor shall provide gauge calibration testing and report for the temperature and pressure gauges on the chillers, condenser and chill water pumps with recommendation;

Contractor shall perform oil sample testing annually;

Contractor shall provide the annual Manufacture s recommended Preventative Maintenance Service that will be made during the month of December or January;

Contractor shall perform any calibration procedures or adjustments necessary to assure accurate, reliable and safe equipment operation will be performed at this time;

Equipment to be covered under this contract:

Downtown Division,

Energy Plant, Room 1A200

Uptown Division

Energy Plant, Building 79, Room 1A108

1. One (1) York Millennium Water Chiller Model YTG3A4C3-CLH

2. One (1) York Millennium Water Chiller Model YTL4D8F2-CVJ

3. One (1) York Millennium Water Chiller Model YKKPKRH9-CVGS PM kit (366-94952-016)

4. One (1) York Millennium Water Chiller Model YKKPKRH9-CVGS

5. Four (4) Eaton Electrical VFD Model VS075411A-N0000

6. One (1) Eaton Electrical VFD Model VS040411A-N0000

7. One (1) Trane Chiller Model RTAA1254XN01A3D1BFGN

8. One (1) Carrier Chiller, Model 30GN-110-610

1. One (1) York Millennium Water Chiller Model YK

2. One (1) York Millennium Water Chiller Model YKHHHDJ2-CBF

3. One (1) York Millennium Water Chiller Model YKNQN4K2-CBGS

4. Three (3) ABB Variable Speed Drives Model ACH 400

CONTRACTORS REASONABILITY

Provide Qualified Technicians:

The Contractor who is performing testing and maintenance of the equipment shall be certified technicians to perform the required testing on the identified ceiling patient lifts. Technicians shall be chlorofluorocarbon (CFC) certified at all times during the performance of this contract;

Technicians shall be trained and certified for any preventative maintenance and repair work on York, Trane, and Carrier (manufacturers) Water Chillers and equipment. Service representatives or technicians must be manufacturer trained on all items listed in the equipment schedule located at section 3.9;

Prefer technicians to have a minimum of two (2) years experience inspecting and working with York, Trane, and Carrier (manufacturers) water chillers and equipment.

Contractor will provide OEM parts and labor to conduct any repairs;

Contractor will work with the Contract Officer Representative (COR) to schedule maintenance;

Contractor is responsible to replace any items damaged by the contractor employees or sub-contractor employees;

Contractor is always responsible to keep work area clean preventing safety hazards to patients and medical staff. All debris shall be removed before contractor personnel at the end of the workday;

Contractor shall be licensed to perform this service in the State of Georgia and provided the Government with all licenses and certifications needed. All licenses and certifications will be in the Prime Contractors name.

During the renewal years the annual PM the contractor will mechanically clean all condenser tubes and heads and will also perform vibration analysis on the main compressor and motor bearings of each water chiller. Written results with recommendations of the vibration analysis and oil sample testing will be provided to the Contracting Officer (CO) and COR within 10 workdays of test completion

GOVERNMENT RESPONSIBILITY

COR shall ensure that all contracted technicians are trained in proper repair methods and have current badges to enter the facilities.

COR shall ensure that all work areas are available at the time services begin.

COR shall ensure that all background checks have been cleared and results shall be provided to the Contracting Officer (CO) for electronic filing.

Scheduling will be arranged with the COR/ACOR.  Contractors do not need to be supervised by Veteran Affairs employees at all times but do need to check in with the designated person onsite at beginning of each workday. Contractor shall follow local policy in providing appropriate identification to on-site contractors.  The facility COR will designate the person to check in with at each facility to provide identification.

COR shall notify the contractor of any changes in services that have been scheduled.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Methods of Surveillance

The COTR shall use the surveillance methods listed below in the administration of this QASP;

Direct Observation: Individual inspections of repairs and maintenance services;

Periodic Inspection: Inspections will be scheduled annually and after repairs and maintenance;

User Survey: Customer complaints;

Complaints are investigated and validated

Performance Standards:

Performance Indicators

PWS Ref

Performance Measure

Acceptable Level of Quality

Method of Assessment

Incentive

Dis-incentive

Must be able to provide all equipment and parts needed to perform the service

3

No more than one incident a year

95%

Periodic Sampling and Validated Customer Complaints

Positive Past Performance

Options Awarded

Poor past performance / negative CPARS

Must have qualified personnel perform services. Must have valid certifications to perform this type work

4.1

Must have qualified personnel that has performed this type work in Hospital

100%

Direct Observation and Periodic Inspection

Positive Past Performance

Options Awarded

Poor past performance / negative CPARS

Must be able to perform job as scheduled in a timely manner

3

No more than 10 untimely inspections annually

95%

Direct Observation and Periodic Inspection

Positive Past Performance

Options Awarded

Poor past performance / negative CPARS

INVOICING

Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the COR, and submitted electronically through OB-10.

A properly prepared invoice will contain:

Invoice Number and Date

Contractor s Name and Address

Accurate Purchase Order Number

Supply or Service provided

Total Amount Due

CHANGES TO THE STATEMENT OF WORK

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.

CONFLICT OF INTEREST:

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs. Nor shall the Contractor employ any person who is a member of the immediate family of a VA employee, if the employment of that family member would create a conflict of interest, or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations, terms of the contract or the work carried out under the contract. In any such case VA must review the matter and give its approval in accordance with agency ethics rules.

(End of PWS)