J045--534-20-2-5088-0014, Chiller Maintenance and Repairs, Base +4

VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4

Original Date: 10/12/17

Revision 01 Date: 01/08/18

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C24720Q0252

Posted Date:

02/12/2020

Original Response Date:

02/22/2020

Current Response Date:

02/22/2020

Product or Service Code:

J045

Set Aside (SDVOSB/VOSB):

SDVOSB

NAICS Code:

238220

Contracting Office Address

NCO 7 Contracting Office

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee St

Charleston, SC 29403-5799

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 2020-04.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $15.0M.

The Engineering Service Department at the Ralph H Johnson VA Medical Center, 109 Bee Street, Charleston, SC is seeking to purchase preventative maintenance for a Chiller and Tower. This requirement is for a base year and four (4) one-year option periods. All interested companies shall provide offer(s) for each period of performance in their response and to include a grand total for base year and 4 one-year option periods.

Line Item

Description

Quantity

Unit Price

Total Price

0001

Chiller and Tower Maintenance and Repairs. Chiller and associated equipment in located C-104 and Tower located in Boiler Plant Court yard at Ralph H. Johnson, VAMC. Vendor shall provide all personnel, materials and equipment to conduct scheduled maintenance, regular and emergency repairs in accordance with the Statement of Work. This is for a Base plus 4 option year contract. Base year Period of Performance is 3/1/2020 to 2/28/21.

1

YR

1001

Chiller and Tower Maintenance and Repairs. Chiller and associated equipment in located C-104 and Tower located in Boiler Plant Court yard at Ralph H. Johnson, VAMC. Vendor shall provide all personnel, materials and equipment to conduct scheduled maintenance, regular and emergency repairs in accordance with the Statement of Work. This is for a Base plus 4 option year contract. Base year Period of Performance is 3/1/2021 to 2/28/22.

1

YR

2001

Chiller and Tower Maintenance and Repairs. Chiller and associated equipment in located C-104 and Tower located in Boiler Plant Court yard at Ralph H. Johnson, VAMC. Vendor shall provide all personnel, materials and equipment to conduct scheduled maintenance, regular and emergency repairs in accordance with the Statement of Work. This is for a Base plus 4 option year contract. Base year Period of Performance is 3/1/2022 to 2/28/23.

1

YR

3001

Chiller and Tower Maintenance and Repairs. Chiller and associated equipment in located C-104 and Tower located in Boiler Plant Court yard at Ralph H. Johnson, VAMC. Vendor shall provide all personnel, materials and equipment to conduct scheduled maintenance, regular and emergency repairs in accordance with the Statement of Work. This is for a Base plus 4 option year contract. Base year Period of Performance is 3/1/2023 to 2/28/24.

1

YR

4001

Chiller and Tower Maintenance and Repairs. Chiller and associated equipment in located C-104 and Tower located in Boiler Plant Court yard at Ralph H. Johnson, VAMC. Vendor shall provide all personnel, materials and equipment to conduct scheduled maintenance, regular and emergency repairs in accordance with the Statement of Work. This is for a Base plus 4 option year contract. Base year Period of Performance is 3/1/2024 to 2/28/25.

1

YR

Services

STATEMENT OF WORK

GENERAL INFORMATION

1. Title of Project Chiller Maintenance

2. Scope of Work: The contractor shall provide full maintenance on the Chillers at the R.H. Johnson VA Medical Center (RHJVAMC). This includes parts, materials, technicians and supervisors necessary to conduct all required maintenance per the operations and maintenance manual of the equipment.

3. Background: The previous Chiller maintenance contract will expire 2/29/2020

4. Performance Period: The contractor shall complete the work required under this SOW, for a Base (with four option years).

5. Type of Contract: Firm-Fixed-Price

B. GENERAL REQUIREMENTS

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and minimize downtime of the chillers and related systems and ensure safe and reliable operation. In addition, the Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the system manufacturer.

The Contractor shall develop and implement a preventive maintenance (PM) program, performed during normal hospital working hours acceptable to the Contracting Officer Technical Representative (COTR) or designee. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be acceptable to the COTR or designee prior to the commencement of the contract period.

The Contractor shall provide a reliable and well-trained contractor maintenance technician on-site as needed to provide non-emergent preventive maintenance and emergent services, as needed, during normal working hours, Monday through Friday, 8:00 am to 4:00 pm except for national holidays.

The Contractor shall maintain a log in a designated VA location. Log shall be annotated at the end of each maintenance/inspection. The log shall identify each chiller, date and time of inspection maintenance/inspection performed, repairs needed. Overall condition of the chillers. If repairs require work outside the scope of routine maintenance, the contractor shall notify the COTR or designee for direction. Contractor shall not perform chargeable work until authorized by the COTR or designee.

All scheduled work that requires a chiller to be taken out of service shall be coordinated with the COTR or designee and the contractor shall report to the COTR or designee the status of equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COTR or designee by 8:00 a.m. that day.

The Contractor shall maintain the machinery spaces, shops and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COTR or designee before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COTR or designee. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code.

SCHEDULED MAINTENANCE

The Contractor shall provide full service to include routine and emergency maintenance and repair to the RHJVAMC installed chiller equipment. This will include all supervision, labor, tools, and parts as necessary to maintain the listed centrifugal chillers and associated equipment (to include primary chill water pumps, condenser pumps, and towers) in operational condition according to the manufacturer s specifications.

For FY 2020, the first maintenance period will be scheduled within 30 days of award of contract, and the work completed within ten (10) working days of scheduled start date. After that maintenance period, the Contractor shall perform quarterly maintenance inspections to performed at three (3) month intervals (March, June, September, December). These inspections are to be scheduled at least 30 days in advance with the Chiller Plant Supervisor and/or the Maintenance and Operations Supervisor and are to be completed by the tenth (10) working day of each month as specified above.

The Contractor must respond to emergency calls within one (1) hour of notification and must report to the RHJVAMC within two (2) hours.

PMs will be performed in accordance with manufacturer s instructions and will include, as a minimum, visual inspections, calibration checks, cleaning and lubrication, electrical checks and performance checks.

The Contracting Officer s Technical Representative (COTR) for RHJVAMC is the Boiler/Chiller Plant Supervisor.

The Contractor shall reference the Equipment Entry (EE) Number on all documentation once it is made available.

See below for list of chillers and EE numbers (when issued).

Inspection and Preventative Maintenance will include, as a minimum:

Quarterly:

General:

Check general condition of equipment.

Record a running log of pertinent system temperatures and pressures.

Provide a written report of activities completed; indicate detected deficiencies, and repairs/calibrations performed.

Check all thermometers and gauges on condenser and evaporator, calibrate as necessary.

Check system and auxiliary water strainers and clean as required.

Check all sight glasses.

Record running amps and voltages.

Record condenser and evaporator pressure drops

Record water temperatures into and out of condenser and evaporator.

Record refrigerant temperatures and pressures.

Record oil temperatures and pressures.

Record bearing temperatures.

Service purge units and check operation

Remove and clean purge condenser, oil separator, and compressor.

Add new change of oil to oil separator and compressor.

Recondition purge float valve and reseat as required.

Lubricate purge/compressor motor and inspect.

Set oil heater control.

Check final purge operation and relief valve setting.

Check purge unit controls and calibrate.

Megger check the purge motor.

Weight and replace purifier charcoal tank as applicable.

Control panel test and calibration of controls

Check and calibrate low temperature control.

Check and calibrate high pressure control.

Check and calibrate motor temperature control.

Check and calibrate oil pressure relief valve setting.

Check and calibrate load timing relay.

Check and calibrate PE transducers/transmitters.

Check and calibrate temperature controls for leaving chilled water.

Check and calibrate gauges.

Lubricate vane control shaft.

Set vane operator.

Lubrication systems

Megger check the oil pump motor

Replace oil strainer cartridges

Provide oil sample for spectrographic analysis

Check operation of cooling system

Clean oil cooling water strainer

Inspect oil heaters

Change oil with approved type when indicated by analysis

Remove oil sump cover, oil pump and motor assembly, flush oil sump thoroughly clean.

Control Panel safety controls

Check and calibrate all safety and interlocking controls

Set in accordance with (IAW) manufacturer s specifications

Testing and calibration shall be as required by the manufacturer s guidelines and maintenance manuals.

Pumps and Towers (per manufacturers operations and maintenance manuals)

Check running currents and motor temperatures, if conditions indicate, megger pump motors.

Check strainers, clean and repair as necessary.

Lubricate bearings and take vibration readings, if vibration readings are out of tolerance, replace bearings and seals as necessary.

Lubricate tower fan motors as necessary, check running currents and temperatures, megger if conditions indicate, check vibration levels, replace bearings if necessary.

Lubricate tower fan bearings, inspect and clean fan blades, check belts and replace as necessary.

Clean tower basins and air intake diffusers as needed.

Chiller Control System

Pull alarm log from chiller plant control system and investigate all priority alarms

Run overrides report

Examine setpoints and current operating conditions

Use data logs to investigate any abnormalities

Repair, replace and calibrate any sensors found to be discrepant.

Groom control system to ensure most efficient operation of total system.

Annual

Perform annual inspection list from Trane Installation, Operation and Maintenance Manual for Chillers 5, 6 and 8.

Perform annual maintenance for chiller purge units per the Earthwise Purge System Operation and Maintenance Manual

Perform annual maintenance for Chiller 7, Multistack unit per the Installation, Operation and Maintenance manual.

Documentation

The Contractor shall prepare a full report containing all inspection data to include, but not limited to, oil analysis, pressure and temperature data, materials and parts used, electronic analysis, deficiencies found, and corrective actions taken for each individual machine. Two hard copies of the report, in binder or hard bound, shall be delivered to the Chiller Plant Supervisor and/or M&O Supervisor. The Contractor shall also provide the report in electronic format (such as PDF). Documentation shall contain EE numbers.

Submittals:

Within 15 calendar days after award, the contractor shall submit to the CO the following:

Two (2) bound copies of the preventative maintenance manual.

List of chemicals and current MSDS to be used on contract.

List of Contractor s contact information, including telephone numbers, to be used by RHJVAMC.

Perform Monthly Chiller Performance Report

Total Run Hours

% vs Last Month s Total Run Hours

% vs Last Year s Total Run Hours

Total Life of Equipment

Total Starts Per month

% vs Last Month s total Starts

% vs Last Year s Total Starts

Avg Daily Starts

% vs Last Month s avg Starts

% vs Last Years avg Starts

Total Life of Equipment

Condenser Heat Transfer

Rolling 6 months approach vs RLA

Evaporator Heat Transfer

Rolling 6 months approach vs RLA

Plant Load Analysis

Two- hour increments per day each month

Response to service calls:

For repairs and/or service calls, the Contractor must report to:

Normal working hours Monday through Friday from 07:00 to 17:00 excluding holidays. Contractor will sign in and obtain an identification (ID) badge, badge must always be worn while Contractor is on station. Upon completion of work on station, a service report must be submitted to and the ID badge must be returned.

Other than normal working hours Contractor will report to the Boiler Plant Operator, who will contact the VA Police. The VA Police will sign the Contractor in and provide an ID badge, which must be worn while on station. Upon completion of work, Contractor will return ID badge to VA Police and sign out. Contractor will submit a complete service report within five (5) working days.

Hours of Work This is a full-service contract to include all necessary repairs and/or service calls seven (7) days/week, 24 hours/day, including all holidays.

Failure to Respond For failure to respond to a repair and/or service call within one (1) hour, or failure to be on station within two (2) hours of being notified of need of service, a deduction of 1/10th of the quarterly rate will be taken for each day that a machine is inoperable. Furthermore, failure to perform any of the services set forth by this contract will be considered basis for invoking provisions of default.

Additional Services

The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the expiration of this contract, provided the Contractor is notified of the deficiencies at least one month before the contract expires.

All changes, updates, or retrofits made on any component or system shall be annotated on VA s copy of equipment manuals, drawings, and records.

Authorized Services Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contractor must notify the CO and the COTR of the nature and reasoning for such additional work. If appropriate, the CO, or COTR may authorize the additional services or repairs under a separate purchase authorization.

Reconditioning

Reconditioning and/or extensive repair work determined by the CO to be beyond the scope of this contract and/or not economically feasible is not included in this contract.

The Government reserves the right to obtain such services from other than listed Contractor.

Discontinuance of Service The Government reserves the right to terminate service on a machine/equipment in part or in whole upon 30 days notice to the Contractor. Payment will be prorated accordingly.

Subcontracting Due to the complexity of the services required herein, subcontracting will not be permitted.

Parts

The Contractor shall furnish only new, standard parts if parts are necessary for a machine that is not under warranty.

All parts will be of current manufacture and have compatibility with installed equipment.

All newly installed parts become the property of the Government.

Replaced parts will be disposed of by the Contractor after obtaining approval from the COTR.

Any worn or defective parts will be replaced at no additional cost to the Government.

Operating and consumable supplies are not part of this contract.

Test Equipment

The Contractor shall provide all test equipment necessary for the execution of this contract.

The Government will not furnish parts and/or test equipment in performance of this contract.

Obsolete equipment/machines Service under this contract will not cover obsolete equipment and/or machines where parts for such equipment and/or machines are not available from the original manufacturer s commercial parts list, unless mutually agreed to by the CO and COTR.

Safety Standards

The Contractor is required to adhere to all VA, OSHA, and EPA safety related policies, procedures, standards and regulations.

The Contractor shall convey to its personnel and consultants the appropriate information regarding safety requirements, including the requirement for hazard communication.

The Government shall provide the Contractor a copy of its facility safety program procedure, facilities lock-out/tag-out procedures, and Hazard Communications Program.

The Contractor shall provide protective equipment to Contractor s personnel as required for execution of the requirements under this contract.

The Contractor shall maintain a listing of all chemicals and current MSDS for all chemicals used in execution of this contract during on-site performance.

List of Chillers and support equipment included in service and support contract:

Chiller #5 is a Trane CenTraVac model CVHF910, Serial L13H03703, 1750 lbs of R123.

Chiller #6 is a Trane CenTraVac model CVHF1070, Serial L14M05210 1450 lbs of R123.

Chiller #7 is a Multistack heat recovery unit, Model MS050XC1H2H2AAC using R410A.

Chiller #8 is a Trane CenTraVac model CVHF1070, Serial L15H04391, 1450 lbs of R-123.

P-5, P-6 and P-14 are primary chill water pumps, 50 HP motor and pump

P-7, P-8 and P-9 are condenser pumps, 75 HP motor and pumps with associated strainers

The tower free cooling heat exchanger is associated with pumps P-12 and P-13

Multistack hot and chill water pumps are P-10 and P-11

Towers are numbered 5, 6 and 7, Evapco stainless steel, elevated 1000 tons/each.

Chillers and towers are run by Trane control system with Bray valves for isolation.

Trane chiller plant control system, associated controllers, and sensors.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW 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.

D. REPORTING REQUIREMENTS

The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COTR with a copy of any licenses and/or permits obtained.

E. TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The contractor is responsible for any anticipated travel and per diem.

F. GOVERNMENT RESPONSIBILITIES

The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H. Johnson VA Medical Center that are required access to provide the Elevator Renovations.

Chiller contractor shall be a licensed chiller contractor and shall have a minimum of three years of successful experience, trained supervisory personnel, experience with installing and repairing chillers.

H. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, 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.

2. 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.

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

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

N/A

End of Statement of Work

Place of Performance

Address:

Department of Veterans Affairs

Ralph H. Johnson VA Medical

109 Bee Street

Charleston, South Carolina

Postal Code:

29401-5799

Country:

UNITED STATES

Award shall be made to the offeror whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: PRICE ALONE.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items October 2018

FAR 52.212-3, Offerors Representations and Certifications Commercial Items December 2019

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders January 2020

FAR 52.237-1, Site Visit April 1984

Date: February 19, 2020

Location: Ralph H. Johnson VA Medical Center

Address: 109 Bee Street

Charleston, SC 29401

Time: 10:00 AM EST

Where: Front Lobby of Medical Center

The following subparagraphs of FAR 52.212-5 are applicable: 52.204 10, 52.209-6, 52.219-6, 52.219-27, 52.219-28, 52.219-28, 52.222-3, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-41, 2.222-42, 52.222-43, 52.222-55, 52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34.

All offerors shall submit the following: Submitted offers shall not exceed 25 single-sided pages and any pages beyond this amount will be removed and not evaluated. Files should be sent in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity.

All quotations submit shall include the Solicitation Number and Title in the subject line of the email.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract 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:

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

Submission shall be received not later than 4:00pm (EST) on January 27. Offerors must be submitted via email to the Contract Specialist (CS), Cassandra Miller at Cassandra.miller@va.gov . ONLY ELECTRONIC MAIL (EMAIL) OFFERS WILL BE ACCEPTED. Hand deliveries or facsimile will not be accepted. Telephone responses will NOT be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail no later than January 22, 2020 at 4:00 pm (EST) to Cassandra Miller, Contract Specialist (CS) at Cassandra.Miller@va.gov. No questions received after this date will be answered. Telephone or faxed questions will not be answered. ONLY ELECTRONIC MAIL (EMAIL) QUESTIONS WILL BE ANSWERED. The solicitation number must be identified on all submitted questions. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response

Point of Contact

Cassandra Miller

Contract Specialist, NCO 7

Contracting Office (90)

Ralph H Johnson VA Medical Center

Department of Veterans Affairs

109 Bee Street

Charleston, SC 29403-5799

(843) 789-6391