J041--Service Contract Air Handling Units

This amendment extends the solicitation to 12:00 EST 09/17/2020 as an ambiguity in the performance work statement has been identified and needs to be addressed in a future amendment.

All other terms and conditions remain the same.

This amendment answers the following contractor questions submitted during the walkthrough and not answered in the previous amendment:

For East Orange semi-annual services, please provide the sizes of the belts to be replaced. Are there any belts to be replaced on air handling units located at the Lyons VAMC?

Sizes for East Orange ranges from A19 to A90 and BX25 to BX96

See attached documents for Lyons information.

For A.3.1.3 C) Give specifics as to what components need to be cleaned under this requirement and provide a list of chemicals that can be used.

Chemicals used must be manufacturer approved for use in cleaning coils.

Are there any units at Lyons that need to be serviced outside of regular business hours?

NO

Can Glycol be stored on location at both facilities? If so where?

For East Orange Glycol can be stored in mechanical room C-132

Depending on the amount YES building 143 service room

Please provide a quantity of glycol to complete this project.

Roughly 8,525 gallons for East Orange and 250 gallons for Lyons.

Regarding the Lyons facility, Bldg. 135 appears to have difficult access to the rooftop. Is the contractor permitted to rope up & down the air filters from the rooftop?

Yes

All other terms and conditions shall remain the same.

This amendment answers the following contractor questions submitted during the walkthrough:

How are filters that are considered biohazardous to be disposed of at either location?

They are to be left in appropriate container at a location to be designated by the facility after award and the facility shall dispose of them. The COR shall provide the contractor specifics on the designated location after award.

For East Orange semi-annual services, please provide the sizes of the belts to be replaced. Are there any belts to be replaced on air handling units located at the Lyons VAMC?

Sizes for East Orange ranges from A19 to A90 and BX25 to BX96

Still waiting on response from Lyons.

Are there any air handling units to be serviced outside of regular business hours?

Yes, se A.3.1.2 D)

For A.3.1.3 C) Give specifics as to what components need to be cleaned under this requirement and provide a list of chemicals that can be used.

Chemicals to be used for cleaning are to meet EPA requirements for exposure limits

If there is a loss of glycol due to reasons other than contractor negligence that can be proved, who is responsible for the additional glycol and labor to top it off?

The VA will be responsible for the additional glycol and labor.

Are there any coils that are not to be drained during annual PMS? If so, provide list and details as to how they will be tested.

All chilled water coils are to be drained.

Are there any units at Lyons that need to be serviced outside of regular business hours?

Still waiting response from facility

How are repairs to be addressed under this service agreement?

All repairs shall be considered out of scope for this procurement and will require a modification to the contract issued by the Contracting Officer. If the repair is critical then the contractor shall inform the COR immediately. The COR shall request a modification to the contract from the Contracting Officer and the Contracting Officer shall issue a modification to the contractor. If the repair is not critical then the contractor shall forward a list of needed repairs to the COR on a quarterly basis for review and the COR shall forward a list of repairs to be included in a modification of the purchase order.

Can filters be stored on site before installation?

Yes

Can contractors use VA dumpsters onsite to dispose of non-biohazard filters?

Yes

Can Glycol be stored on location at both facilities? If so where?

For East Orange Glycol can be stored in mechanical room C-132

Still waiting for a response from Lyons

Please specify the locations of the VA facility dumpsters to discard regular pleated air filters.

This information shall be provided after award.

Please provide a quantity of glycol to complete this project.

Roughly 8,525 gallons

In situations of defective water valves / VA operator failure after the P/M, please confirm the contractor is not responsible of coil damage.

Contractor is not responsible for coil damage in situations of defective water valves/VA operator failure.

Regarding the Lyons facility, Bldg. 135 appears to have difficult access to the rooftop. Is the contractor permitted to rope up & down the air filters from the rooftop?

Still waiting for a response from the facilities.

Does the contractor have to allow money for unscheduled maintenance in the proposal? Please advise.

No, unscheduled repairs shall be dealt with through modifications to the contract.

If any existing problem is found upon the service being performed, whom is the point of contact to address these issues with? Is the COR the only POC? Please advise.

The main point of contact for this procurement shall be the COR, however the COR can provide alternative POC if they are not available. Further details shall be provided after award.

This is an incomplete response to contractor questions submitted, the remaining responses shall be provided in a future amendment.

All other terms and conditions shall remain the same.

COMBINED SYNOPSIS/SOLICITATION

PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE AND LYONS VA MEDICAL CAMPUSES

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

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24220Q0894.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07.

(iv) This procurement is being issued as competitive open market Small Business Set-Aside. The North American Industry Classification System (NAICS) code is 238220, Plumbing, Heating and Air-Conditioning Contractors, with a small business size standard of $16.5 Million.

(v) The Contractor shall provide pricing to provide preventative maintenance services for air handling units at the East Orange and Lyons VA Medical Campuses for a base and four option year periods. See table below for instrumentation and timeframe of option periods:

ANNUAL TOTAL PRICING FOR WIZARD2 ANALYZER #1 SERVICE AGREEMENT

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

12.00

MO

__________________

__________________

BASE PERIOD: TOTAL FOR PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS

Contract Period: Base

POP Begin: 10-01-2020

POP End: 09-30-2021

0001AA

12.00

MO

__________________

__________________

BASE PERIOD: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE VA MEDICAL CAMPUS

Contract Period: Base

POP Begin: 10-01-2020

POP End: 09-30-2021

0001AB

12.00

MO

__________________

__________________

BASE PERIOD: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT LYONS VA MEDICAL CAMPUS

Contract Period: Base

POP Begin: 10-01-2020

POP End: 09-30-2021

1001

12.00

MO

__________________

__________________

OPTION YEAR 1: TOTAL FOR PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS

Contract Period: Option 1

POP Begin: 10-01-2021

POP End: 09-30-2022

1001AA

12.00

MO

__________________

__________________

OPTION YEAR 1: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE VA MEDICAL CAMPUS

Contract Period: Option 1

POP Begin: 10-01-2021

POP End: 09-30-2022

1001AB

12.00

MO

__________________

__________________

OPTION YEAR 1: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT LYONS VA MEDICAL CAMPUS

Contract Period: Option 1

POP Begin: 10-01-2021

POP End: 09-30-2022

2001

12.00

MO

__________________

__________________

OPTION YEAR 2: TOTAL FOR PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS

Contract Period: Option 2

POP Begin: 10-01-2022

POP End: 09-30-2023

2001AA

12.00

MO

__________________

__________________

OPTION YEAR 2: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE VA MEDICAL CAMPUS

Contract Period: Option 2

POP Begin: 10-01-2022

POP End: 09-30-2023

2001AB

12.00

MO

__________________

__________________

OPTION YEAR 2: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT LYONS VA MEDICAL CAMPUS

Contract Period: Option 2

POP Begin: 10-01-2022

POP End: 09-30-2023

3001

12.00

MO

__________________

__________________

OPTION YEAR 3: TOTAL FOR PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS

Contract Period: Option 3

POP Begin: 10-01-2023

POP End: 09-30-2024

3001AA

12.00

MO

__________________

__________________

OPTION YEAR 3: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE VA MEDICAL CAMPUS

Contract Period: Option 3

POP Begin: 10-01-2023

POP End: 09-30-2024

3001AB

12.00

MO

__________________

__________________

OPTION YEAR 3: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT LYONS VA MEDICAL CAMPUS

Contract Period: Option 3

POP Begin: 10-01-2023

POP End: 09-30-2024

4001

12.00

MO

__________________

__________________

OPTION YEAR 4: TOTAL FOR PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS

Contract Period: Option 4

POP Begin: 10-01-2024

POP End: 09-30-2025

4001AA

12.00

MO

__________________

__________________

OPTION YEAR 4: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT THE EAST ORANGE VA MEDICAL CAMPUS

Contract Period: Option 4

POP Begin: 10-01-2024

POP End: 09-30-2025

4001AB

12.00

MO

__________________

__________________

OPTION YEAR 4: PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS AT LYONS VA MEDICAL CAMPUS

Contract Period: Option 4

POP Begin: 10-01-2024

POP End: 09-30-2025

GRAND TOTAL

__________________

(vi) Description of requirement (See attached Statement of Work (SOW): The contractor shall provide all parts and labor identified in the SOW.

(vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance.

Place of Performance

Orange Campus of the New Jersey VA Healthcare System

385 Tremont Avenue

East Orange NJ 07018

Lyons Campus of the New Jersey VA Healthcare System

151 Knollcroft Rd

Lyons, NJ 07939

(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following provisions are included as addenda to FAR 52.212-1:

52.204-7 System for Award Management (OCT 2018)

52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2019)

52.233-2 Service of Protest (SEPT 2006)

852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)

852.233-71 Alternate Protest Procedure (OCT 2018)

(ix Evaluation will be determined based on Best Value to the Government IAW FAR Subpart 13.106-1(a)(2). The government shall award this procurement to the vendor with the lowest priced quote that is technically acceptable and has acceptable, or neutral, past performance. Vendors with no past performance shall be rated as neutral.

PRICE

Provide pricing information by including a completed version of the table found in section (v) of this document with your response to this combined synopsis/solicitation

TECHNICAL

Please provide a maximum 5-page capability statement that indicates the vendor has the trained personnel, equipment, and track record of working experience in maintenance and testing of air handling units, in healthcare, industrial, educational and commercial facilities to be able to meet all the requirements of the attached Performance Work Statement.

Additional documentation to be provided:

Proof of HVACR licensing for the State of New Jersey

Proof of OSHA 10 hours minimum for Technicians,

Documentation that the contractor has tag-out/lock out procedures in place in accordance with NFPA 70E Standard for Electrical Safety in the Workplace. and technicians have completed in-house training on these procedures

SDS sheets for all chemicals used under this service agreement

Provide a completed and sign version of the QASP found in section D.3 of this solicitation

Provide General Management and Quality Management Plans demonstrating how the contractor will ensure that all required services shall be performed in a timely manner, while maintaining standards indicated in the PWS and QASP

PAST PERFORMANCE

Each offeror will be evaluated on his/her performance under existing and prior contracts for similar services. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. CPARS records will be reviewed. Contractors without past performance will receive a neutral rating.

The Government shall request the contractor provide a list of contracts completed during the past three (3) years and all contracts and subcontracts currently in process for the maintenance, inspection, and testing for Elevator Service. Include the following information for each contract:

a) Name and address of contracting activity

b) Name and telephone number of contract person

c) Dates of contract performance

The Government reserves the right to make award without discussions.

The Government shall also review the contractor s performance on CPARS.

(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.

(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:

52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)

52.204-13 System for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

52.228-5 Insurance-Work on a Government Installation (JAN 1997)

CL-120 Supplemental Insurance Requirements

52.232-18 Availability of Funds (APR 1984)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) applicable provisions and clauses noted in blue below:

852.203-70 Commercial Advertising (MAY 2018)

852.209-70 Organizational Conflicts of Interest (JAN 2008)

852.232-72 Electronic Submission of Payment Requests (NOV 2018)

852.233-70 Protest Content/Alternate Dispute Resolution (OCT 2018)

852.233-71 Alternate Protest Procedure (OCT 2018)

852.270-1 Representatives of Contracting Officers (JAN 2008)

852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION)

852.237-70 Contractor Responsibilities (APR 1984)

852.219-74 Limitations on Subcontracting Monitoring and Compliance (JULY 2018)

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.

The following subparagraphs of FAR 52.212-5 are applicable:52.219-6, Notice of Total Small Business Set-Aside (NOV 2011)

52.203-6 Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995)

52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2018)

52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

52.219-6 Notice of Total Small Business Set-Aside (MARCH 2020)

52.219-8 Utilization of Small Business Concerns (OCT 2018)

52.219-14 Limitations on Subcontracting (MAR 2020)

52.219-28 Post Award Small Business Program Representation (Jul 2013)

52.222-3 Convict Labor (June 2003)

52.222-21 Prohibition of Segregated Facilities (APR 2015)

52.222-26 Equal Opportunity (APR 2015)

52.222-35 Equal Opportunity for Veterans (JUN 2020)

52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020)

52.222-37 Employment Reports on Veterans (JUN 2020)

52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)

52.222-50 Combating Trafficking in Persons (MAR 2015)

52.223-12 Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (JUN 2016)

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020)

52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)

52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018)

52.222-41 Service Contract Labor Standards (MAY 2014)

52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (AUG 2018)

52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)

52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

(xiii) The Service Contract Act of 1965 does apply to this procurement; see attached wage determination for Genesee County.

Mandatory walkthrough of the East Orange and Lyons VA Medical Campuses shall be scheduled for August 11th, 2020 at 9:30am in the building 5A conference room at the East Orange VA Medical Campus and 1pm in Building 10 2nd floor conference room the Lyons VA Medical Campus. Contractors shall email the Contracting Officer (Michael.Spivack@va.gov) no later than 12pm EST on August 10th, 2020 with their intention to attend.

(xiv) N/A

(xv) This is an open-market small business combined synopsis/solicitation for annual preventative maintenance services for air handling units at the East Orange and Lyons VA Medical Campuses as defined herein.  The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

The Quoter shall list exception(s) and rationale for the exception(s)

Submission shall be received not later than 12:00 PM EST, Tuesday, August 31st, 2020. The government shall only accept electronic submissions via email, please send all quotations to Michael Spivack at Michael.Spivack@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

(xvi) Direct your questions to Michael Spivack, Contracting Specialist, 585-297-1460 x 72458; Michael.Spivack@va.gov.

List of Attachments:

1. Performance Work Statement

2. Wage Determinations

3. QASP