Provide Scheduled Annual and Semi-Annual "Preventive Heater Maintenance Services" on Government owned HVAC (semi-annual) equipment at Saratoga NC

SUPPLIES OR SERVICES & PRICES / COSTS



PRICE SCHEDULE: The Contractor shall furnish all labor, equipment, parts, materials, supplies, and transportation necessary to perform complete Preventive Maintenance Services on Government owned Heating, Ventilation & Air Conditioning (HVAC) System located at Saratoga National Cemetery, 200 Duell Road, Schuylerville NY 12871-1721.



Site Visit: Offerors or quoters are Urged & Expected to inspect the equipment on which preventive maintenance services are to be performed, and to satisfy themselves regarding the overall condition of the equipment that may affect the cost of contract performance. In no event shall failure to inspect the equipment constitute grounds for a claim after contract award. If you are planning to conduct an inspection of the equipment, YOU MUST CONTACT the Cemetery personnel below to make arrangements:



Mr. Howard Porter, Director - Saratoga National Cemetery

Mr. Willard Nelson, Foreman - Saratoga National Cemetery

Mr. Joseph Gilheany, Program Analyst - Saratoga National Cemetery

Phone: (518) 581-9128 or Fax: (518) 583-6975



Term of Contract: The contract shall contain one (1) base period effective from October 1, 2010 or from Date of Award through September 30, 2016, with four (4) one year options (If exercised). All services described in the Work Statement, including specifications, schedules, addenda, clauses, terms and conditions of the solicitation shall form the complete scope of work. Note all quantities and measurements are approximate or estimated only.



Base Period: October 1, 2015 or from Date of Award thru September 30, 2016

CLIN DESCRIPTION EST QTY UNIT UNIT COST TOTAL COST

001 Scheduled Annual "Preventive Maintenance Services" for Government owned heater equipment. 1 Job $________ $____________

002 Scheduled Semi-Annual "Preventive Maintenance Services" for Government owned HVAC equipment. 2 Job $________ $____________

TOTAL ESTIMATED COST: $____________



General & Emergency Equipment Repair & Services (Base Period)

DESCRIPTION: Labor Rates and Parts Discount for General & Emergency equipment repair and services to be provided on an "As-Needed / As-Requested" basis. UNIT UNIT COST

003 Repair / Services (Straight Time) Hour $ _________________

004 Repair / Services (Overtime) Hour $ _________________

005 PARTS - Manufacturer's List Price Less ___________ % Government Discount.

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.



Option Year I: October 1, 2016 thru September 30, 2017

CLIN DESCRIPTION EST QTY UNIT UNIT COST TOTAL COST

101 Scheduled Annual "Preventive Maintenance Services" for Government owned heater equipment. 1 Job $________ $____________

102 Scheduled Semi-Annual "Preventive Maintenance Services" for Government owned HVAC equipment. 2 Job $________ $____________

TOTAL ESTIMATED COST: $____________



General & Emergency Equipment Repair & Services (Option Year I)

DESCRIPTION: Labor Rates and Parts Discount for General & Emergency equipment repair and services to be provided on an "As-Needed / As-Requested" basis. UNIT UNIT COST

103 Repair / Services (Straight Time) Hour $ _________________

104 Repair / Services (Overtime) Hour $ _________________

105 PARTS - Manufacturer's List Price Less ___________ % Government Discount.

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.



Option Year II: October 1, 2017 thru September 30, 2018

CLIN DESCRIPTION EST QTY UNIT UNIT COST TOTAL COST

201 Scheduled Annual "Preventive Maintenance Services" for Government owned heater equipment. 1 Job $________ $____________

202 Scheduled Semi-Annual "Preventive Maintenance Services" for Government owned HVAC equipment. 2 Job $________ $____________

TOTAL ESTIMATED COST: $____________

















General & Emergency Equipment Repair & Services (Option Year II)

DESCRIPTION: Labor Rates and Parts Discount for General & Emergency equipment repair and services to be provided on an "As-Needed / As-Requested" basis. UNIT UNIT COST

203 Repair / Services (Straight Time) Hour $ _________________

204 Repair / Services (Overtime) Hour $ _________________

205 PARTS - Manufacturer's List Price Less ___________ % Government Discount.

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.



Option Year III: October 1, 2018 thru September 30, 2019

CLIN DESCRIPTION EST QTY UNIT UNIT COST TOTAL COST

301 Scheduled Annual "Preventive Maintenance Services" for Government owned heater equipment. 1 Job $________ $____________

302 Scheduled Semi-Annual "Preventive Maintenance Services" for Government owned HVAC equipment. 2 Job $________ $____________

TOTAL ESTIMATED COST: $____________



General & Emergency Equipment Repair & Services (Option Year III)

DESCRIPTION: Labor Rates and Parts Discount for General & Emergency equipment repair and services to be provided on an "As-Needed / As-Requested" basis. UNIT UNIT COST

303 Repair / Services (Straight Time) Hour $ _________________

304 Repair / Services (Overtime) Hour $ _________________

305 PARTS - Manufacturer's List Price Less ___________ % Government Discount.

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.











Option Year IV: October 1, 2019 thru September 30, 2020

CLIN DESCRIPTION EST QTY UNIT UNIT COST TOTAL COST

401 Scheduled Annual "Preventive Maintenance Services" for Government owned heater equipment. 1 Job $________ $____________

402 Scheduled Semi-Annual "Preventive Maintenance Services" for Government owned HVAC equipment. 2 Job $________ $____________

TOTAL ESTIMATED COST: $____________



General & Emergency Equipment Repair & Services (Option Year IV)

DESCRIPTION: Labor Rates and Parts Discount for General & Emergency equipment repair and services to be provided on an "As-Needed / As-Requested" basis. UNIT UNIT COST

403 Repair / Services (Straight Time) Hour $ _________________

404 Repair / Services (Overtime) Hour $ _________________

405 PARTS - Manufacturer's List Price Less ___________ % Government Discount.

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.



SUMMARY GRAND TOTAL



Base Period + All Option Years

(Scheduled PM Services Only) $ __________________________



(End of Price Schedule)

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT



A.1 SCOPE



This is a full service maintenance contract. The Contractor shall furnish all labor, equipment, parts, materials, supplies, and transportation necessary to perform Scheduled Preventive Maintenance Services and "As-needed / As-requested" repairs on Government owned HVAC System located at the Saratoga National Cemetery, 200 Duell Road, Schuylerville NY 12871-1721.



A.2 GENERAL REQUIREMENTS



The Contractor shall provide all resources required for the provision of Preventive Maintenance Services program including labor, parts, materials, lubricants, refrigerants, cleaning fluids, equipment, tools and travel. Contractor is responsible to determine the nature & extent of any work required to restore equipment to satisfactory condition and operation.



A.2.1 Preventive Maintenance Service is defined as "services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated with minimal incidence of malfunction or inoperative conditions". This contract also provides for General & Emergency Repair Services not covered under Scheduled Preventive Maintenance Services.



A.2.2 General & Emergency Repair Services: On an as needed / as requested basis, the Contractor shall provide general and emergency equipment repair services on all equipment listed in A.3.2 and A.3.3 below. Prior to commencement of any general or emergency repair work, the Contractor shall obtain written approval from the COTR or designee.



Note: Base and Option Year Labor Rates & Parts Discount for Modifications to the HVAC System are not purchased by this contract. Contractors are advised to provide their best hourly rates and parts discount percentage when submitting their offer for any additional services not covered by this contract. VA reserves the right to purchase repair services from sources other than the contract awardee when determined to be in the best interest of the Government.



A.2.3 Scheduled Preventive Maintenance Services: The HVAC System shall be checked two (2) times per year to include the following:



(a) Replace filters, lubricate motors & bearings;

(b) Check refrigerant operation pressures;

(c) Check electrical components and unit efficiency; and

(d) Check heating operations.



A.2.3 (a) REPLACE FILTERS, LUBRICATE MOTORS, AND BEARINGS



Remove and replace all existing filters. Lubricate all drive bearings, clean debris from evaporator and condenser coils. Chemically clean all coils one (1) time annually.



A.2.3 (b) CHECK REFRIGERANT OPERATION PRESSURES



Connect gauge manifold to refrigeration circuit, read pressures of high side and low side, ensuring that they correspond with conditioned space temperature, outside temperature and humidity.



A.2.3 (c) CHECK ELECTRICAL COMPONENTS AND UNIT EFFICIENCY



Visually inspect conductors, relays, contacts and wiring. Take amperage readings of motors and compressors at maximum load to determine their efficiency. Check and replace belts as needed.



A.2.3 (d) CHECK HEATING OPERATIONS



Inspect and clean heat exchanger assemblies, gas valve operation, start-up, shut down cycles, and gas pressures.



A.2.3 (e) MAINTAIN AN ON-SITE LOG BOOK



After completion of service maintenance, technician shall record and report to cemetery representative a list of deficiencies or potential problems which may occur.



A.3 EQUIPMENT



A.3.1 SYSTEMS TO BE SERVICED



Maintenance shall be provided on the following systems and/or individual components as follows:



QTY MANUFACTURER / SYSTEM MODEL / SERIAL LOCATION ANNUAL INSPECTIONS

4 Carrier Split System w/ remote condensers M#38CKCO48520 Main Building 2

1 Carrier System M#587 A VO96-16

S# 2898A18073 Garage 2

1 Carrier Split System w/ remote condensers M# 58WAV155-20 Visitor Center 2

2 Reznor Heaters M# HXE3008MVE Maintenance Garage 1

1 Reznor Heater M# PG400

S# AXJ65U9L21489 Maintenance Garage 1

1 Qmark Unit Heater M# MUH0581 Maintenance Garage 1

1 AO Smith Water Heater M#: Unknown Main Building 1



















A.3.2 INDIVIDUAL COMPONENTS



MAKE MODEL SERIAL NUMBER



REZNOR F2 HXE3008MVE AXJ65U9L2l49MVl



REZNOR F3 HXE1508MVE AXJ6SU8L2l490MVl



REZNOR F4 PG400 MV AXJ65U9L21489MV6



QMARK EUH1 MUH0581 NONE



(2) CARRIER F1 58WAVl55-20 3098A11278



CARRIER F5 587AVO96-16 2898A18073



CARRIER 38CKC060520 1998E17619



(2) CARRIER 58WAV091-16 2998A04420



(2) CARRIER 58WAV09l-16 3797A09709



(4) CARRIER 58WAV111-20 0498A26636



CARRIER ACCU1 38CKC060520 2298E15146



CARRIER ACCU2 38CKC048520 3498E22067



CARRIER ACCU3 38CKC048520 3498E22099



CARRIER ACCU4 38CKCO60520 2298E15147



AO Smith-Water Heater BT 80 231 MM98-0794043-231



A.3.3 On each inspection, Contractor shall perform the following services:



" Check all operating and safety controls

" Check all electrical connections

" Check refrigerant charge and oil level in compressor if sight glass is installed

" Check belts and adjust; replace as needed

" Inspect and Clean heat exchanger assemblies, gas valve operation, start up/shutdown cycles, and gas pressures

" Check amp reading on compressors to determine efficiency

" Grease motors and bearings as necessary

" Check for refrigerant leaks

" Clean condensate drain

" Check overall system performance

" Maintain an on-site log book



A.4 FEDERAL HOLIDAYS



All work under this contract shall be done during normal business days and daylight hours unless otherwise required. Work is normally not conducted on Federal holidays. The following is a list of Federal holidays:



New Year's Day

Martin Luther King's Birthday

President's Day

Memorial Day

Fourth of July Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day



A.5 CONTRACT MANAGEMENT



A.5.1 REPRESENTATIVES OF THE CONTRACTING OFFICER



(a) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation shall be in writing and shall define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.



(b) The VA Contracting Officer shall delegate one (or more) representatives to serve as the Contracting Officer's Technical Representative (COTR). The COTR may direct and arrange the Contractor's work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COTR include, but are not limited to, the following:



(i) Provides contract oversight and technical guidance to the Contractor.

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Placing orders for services.

(iv) Determining whether contract deliverables meet functional, technical and performance specifications.

(v) Verification / certification of payments to the Contractor for services rendered.

(vi) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(vii) The COTR may not modify the intent or the terms and conditions of the contract.



(c) Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.



A.5.2 Communication & Coordination of Work with COTR: Communication with the COTR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.



A.5.3 Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Technical Representatives.



A.6 RESPONSIBILITIES



A.6.1 INSURANCE, LICENSES & PERMITS



(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.



(b) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.



(c) The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York.



A.6.2 LIABILITY & INDEMNIFICATION



(a) The Contractor shall take all necessary precautions to prevent damage to cemetery structures and Government property. The Contractor shall be charged current replacement costs for any property damaged because of actions by Contractor personnel.



(b) It is agreed and understood that there is no limitation on the Contractor's liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.



(c) The Department of Veterans Affairs, shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.



A.6.3 MISCELLANEOUS



(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.



(b) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.



(End of Work Statement)