Service Contract for Siemens Talon Building Automation Systems

Added: Aug 11, 2015 3:49 pm Modified: Aug 18, 2015 11:58 amTrack Changes The purpose of this amendment is to extend the Response Date for Solicitation Number: VA249-15-Q-0719.



Original Response Date:



Quotes must be received by Tuesday, August 18, 2015 by 11:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0719 - Service Contract for Siemens Talon Building Automation Systems. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.



Revised/Extension Date:



Quotes must be received by Monday, August 24, 2015 by 8:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0719 - Service Contract for Siemens Talon Building Automation Systems. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.

Added: Aug 11, 2015 3:49 pm This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 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.

Solicitation number VA249-15-Q-0719 is issued as a Request for Quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.

This requirement is Service-Disabled Veteran Owned Small Business (SDVOSB). The NAICS is 811219 and the small business size standard is $20.5 Million. To receive consideration as SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov.

Introduction: The government anticipates awarding a Firm Fixed Price award, lowest price technically acceptable (LPTA). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation requirements.

Description of Services: The Memphis VAMC has a requirement for a service contract for travel, labor, materials, documentation and parts required for the maintenance, support and repair of the existing Building Automation Systems (BAS) and software. See Statement of Work (SOW) for complete details.

Place of Performance: Memphis VAMC, 1030 Jefferson Avenue, Memphis, TN 38104.

Period of Performance: Base and one option year contract.

Base Year: October 1, 2015 - September 30, 2016

Option Year 1: October 1, 2016 - September 30, 2017

The following clauses and provisions apply to this solicitation:

The following clauses and provisions apply to this solicitation:

52.204-7, System for Award Management [SAM]

52.212-1, Instructions to Offerors-Commercial

52.212-3, Offeror Representations and Certifications-Commercial Items

52.212-4, Contract Terms and Conditions-Commercial Items

52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items

52.217-8, Option to Extend Services

52.217-9 Option to Extend the Term of the Contract

52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside

52.233-3, Protest after Award

52.222-3, Convict Labor

52.232-19, Availability of Funds for the Next Fiscal Year

52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration

52.232-39, Unenforceability of Unauthorized Obligations

852.203-70, Commercial Advertising

852.232-72, Electronic Submission of Payment Requests

852.237-70, Contractor Responsibilities

852.270-1, Representatives of Contracting Officers

52.252-1, Solicitation Provisions Incorporated by Reference:



This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (es).



52.252-2, Clauses Incorporated by Reference:



This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es).



Full text can be obtained at http://www.acquisition.gov/far/index.html

Submission of Quote:

The Offeror shall submit their quote on company letterhead and shall include unit price, total, unit quantity, terms of any express warranty, unit price, overall total price, applicable shipping charges and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.



The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.



The offeror shall provide past performance evidence. This assessment is based on the offeror's record of relevant and recent past performance information that pertains to services outlined in the solicitation requirements.



The offeror shall provide evidence that all workers (engineers, technicians and helpers) must have certification/documentation as evidence of their degree of training and skills in order to perform the requirements in the solicitation. Certification/documentation must be submitted at the time of offer.

The offeror shall submit documentation and training certificates that they are an authorized entity through Siemens to service the equipment listed within the Statement of Work and that the personnel have who will be servicing the equipment have been trained through Siemens and or an authorized third party service provider.



The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.



All quotes received without this documentation will not be considered.



All questions should be emailed to Victoria.Rone3@va.gov, by Thursday, August 13, 2015 by 11:00am CST. The subject line must specify VA249-15-Q-0719 - Service Contract for Siemens Talon Building Automation Systems. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.fbo.gov). There will be no automated email notification of amendments.



Quotes must be received by Tuesday, August 18, 2015 by 8:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0719 - Service Contract for Siemens Talon Building Automation Systems. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.



In addition, the quote should be broken down as such:

Base Year 10-01-2015 - 09-30-2016 $

Option Year 1: 10-01-2016 - 09-30-2017 $

Total For Base & Option Year $





The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov.



The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently.



DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.





STATEMENT OF WORK

EQUIPMENT IDENTIFICATION:

a) Contractor shall furnish all necessary travel, labor, materials, documentation and parts required for the maintenance, support and repair of the existing Building Automation Systems (BAS) and software which include:



a. Siemens Talon Control System

" Siemens Talon Front End

" Siemens Talon Network Managers

" Siemens Talon BACnet Controllers

" Siemens Talon Field Devices (stats, actuators, dampers, valves)

b. Johnson Controls Inc. (JCI)

" Network Manager Controllers

" JCI BACnet Controllers

" JCI Field Devices (stats, actuators, dampers, valves)

" JCI Pneumatic Controllers included

c. Distech BACnet Controllers & Associated field devices

d. Schneider BACnet Controllers & Associated field devices



b) Located at the Veterans Affairs Medical Center, 1030 Jefferson Ave., Memphis, TN 38014. This Contract shall cover the period of October 1, 2015 through September 30, 2016, with four (4) additional option years, during the designated hours of coverage and in accordance with all terms, conditions, provisions, schedules and specifications of this solicitation.



DEFINITIONS/ACRONYMS:

a) VAMC - Department of Veterans Affairs Medical Center at 1030 Jefferson Ave., Memphis, TN 38104

i. Maintenance and Operations Supervisor or designated staff (138) telephone number (901) 523-8990 ext. 5043 or 5033, Building #1 room BWG-4, VAMC.



b) CO - Contracting Officer



c) COR - Contracting Officer's Representative, designated as an Engineering Staff Member.



d) PM - Preventative Maintenance. Services that are periodic in nature and are required to maintain the equipment in such condition that is may beer operated in accordance with its intended design and functional capacity with minimal incidence of inoperative conditions.



e) FSE - Field Service Engineer. A fully qualified individual who is authorized by the contractor to perform maintenance (corrective and preventive) services on the VAMC premises as defined in the terms of this contract.



f) ESR - Vendor Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.



g) Acceptance Signature - Signature by VAMC employee who indicted FSE demonstrated service conclusion/status and the equipment user has accepted work as complete/pending as stated in ESR.



h) Authorization Signature - COR's signature: indicates COR accepts work status as stated ESR.



CONFROMANCE STANDARDS:



a) Contract service shall insure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC and any upgrades/updates as well as following the LATEST published standards/codes/specifications/regulations:

i. Manufacturer's service operators specifications, Joint Commission for the Accreditation of Healthcare Organizations (Joint commission), National Fire Protections Agency 2000 (NFPA-00), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), American Society for Hospital Engineering (ASHE), American Society of Heating Refrigeration, and Air Conditioning Engineers (ASHRAE), Institute of Electrical and Electronic Engineers (IEEE), Memphis VAMC stand operating procedures, and any other Federal, State, and Local regulations.



HOURS OF COVERAGE

a) Normal VAMC working hours are Monday through Friday, 8:00am to 4:30pm, excluding Federal Holidays



b) Federal Holidays observed by the VAMC are:

1. New Year's Day

2. Martin Luther King Day

3. President's Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran's Day

9. Thanksgiving Day

10. Christmas Day



c) Normal hours of coverage of this contract are 7 days per week, 24 hours per day. All PM's shall be performed during normal hours, unless previously cleared with the COR.



d) Emergency repair service needed outside normal work hours shall be authorized by the COR.



e) Contractor must provide the COR with the means to request and receive, at any hours of any day of the week, promote emergency telephone support from an FSE within two (2) hours of the COR's request. This emergency call back service shall be provided as requested at no additional charge to the VAMC. Failure to resolve an emergency with telephone support will constitute a response by the FSE within two (2) hours of the request by the COR.



UNSCHEDULED MAINTENANCE AND REPAIR SERVICES:



a) Contractor shall maintain the equipment in accordance with the specifications listed in, Conformance Standards, by returning failed components of a system to full operational capacity. The contractor shall provide these repair services which may consist of calibrating, cleaning, oiling, adjusting, replacing parts failed, broken or worn beyond usefulness, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime.



b) Failed controls components such as BAS Network Managers, BACnet Controllers and Field Devices must be replaced with Siemens Talon products as an extension of the existing Siemens Talon BAS. Any failed Pneumatic Controls must be upgraded to Siemens Talon DDC (direct digital controllers).



c) Service calls to the Contractor requesting service are only authorized when they are received from the CO, COR or designated equipment users.



d) Response Time: Contractor's FSE must respond with a phone call to the COR, or designated equipment user with two (2) hours after receipt of telephoned notification. If the problem cannot be corrected by the phone or remote access, the FSE shall commerce work (on-site physical response) within two (2) hours after receipt of and shall proceed progressively to completion without undue delay.



e) Downtime: Downtime shall be computed, beginning when the request for service is initiated and ending when the equipment is returned to full operations condition, based on Conformance Standards, and accepted by the CO, COR or designated equipment users. Scheduled Preventative Maintenance shall be excluded from downtime. Downtime shall be computed quarterly. Failure to meet this requirement will subject the contractor to PENALITES or DEFAULT action stated in the terms of this contract.





PARTS:



a) The Contractor shall furnish and replace all equipment replacement parts for the equipment on contract. The Contractor shall have ready access to all equipment parts, including unique and highly mortal parts, in order to minimize downtime and meet uptime requirements.



b) Only new standard parts shall be furnished by the Contractor. Rebuilt or used parts shall not be installed. Parts with no identical replacement (obsolete) may be replaced with newer part.



SERVICE MANUALS:



The VAMC shall not provide service manuals or service diagnostic software for the Contract to the Contractor. The contractor shall have on file, and make available to its FSE all operational and technical documentation (such as: operational and Service manuals, schematics, and parts lists) which are necessary to meet the Performance requirements of this contract.



TEST EQUIPMENT:



As detailed in Competency of Personnel Servicing Equipment, the Contractor shall provide the VAMC with copy of the current calibration certification of all test Equipment, which are to be used on the VAMC's equipment. This certification shall also be provided on periodic basis when requested by the VAMC. Test Equipment calibrations shall be traceable to national standard.



REPORTING REQUIREMENTS:



a) The Contractor or FSE shall be required to report to the COR or designated equipment user in room BWG-1A prior to and after any work is performed, every day that is required to complete the job. This check in is mandatory. At this time the FSE will be required to enter the following information into the log:

b)

1. Current Date

2. Name of FSE

3. Name of Contractor

4. Equipment Being Serviced

5. ESR Number

6. Time In

7. Time Out



c) When service is completed, the FSE shall document services rendered on a properly completed ESR, as required in Documentation/Reports



DOCUMENTATION/REPORTS:

a) Documentation in the forms of ESRs must be furnished to the COR or designated equipment user for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified if proper documentation is not provided.



b) The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and procedures performed required to maintain the equipment in accordance with Conformance Standards. Each ESR must, at a minimum, document the following data legibly and in complete detail:

1. Name of Contractor

2. Name of FSE who performed services

3. Contractor service ESR number/log number

4. Date, time (starting and ending), equipment downtime and hours on site for service call

5. Description of problem reported by COR/user

6. Identification of all equipment serviced: device name/description, device locations, manufacturers name, model number, serial number and other identification numbers.

7. Itemized description of service performed and parts replaced.

8. Results of calibration and/or performance testing

9. Signatures:

a. FSE performing services described

b. Acceptance signature as described in Definitions/Acronyms



REPORTING REQUIRED FOR SERIVCES BEYOND THE CONTRACT SCOPE

The Contractor shall immediately, but not later than twenty-four (24) hours after Discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the Contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

PAYMENT

Invoices will be paid in arrears on a monthly basis. Invoices MUST INCLUDE, at a minimum the following information:

1. Contractor's Name

2. Purchase Order

3. Period of Service the Billing Covers



INITIAL CONTRACTOR INSPECTION AND SUBMITTALS

a) Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a (30) day period after award of the contract, the contract shall reject any equipment deemed to be obsolete or in poor operating condition. Failure to inspect the equipment prior to contract award will not relive the Contractor form performance of the requirements of the contract.



COMPETENCY OF PERSONNEL SERVICING EQUIPMENT

a) Each respondent must have an established business, with an office and a full time staff. The Contractor shall have three (3) years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff must include a minimum of three (3) "fully qualified" FSEs, who shall serve as the primary technician and back up for the servicing of the items listed on the schedule of equipment.



b) "Fully Qualified" is based upon training and on experience in the field. For training, the FSEs must have successfully completed a formalized Siemens Talon training program and received certification from the Siemens Talon Headquarters in Buffalo Grove, Illinois. The FSEs must have a minimum of three (3) years performing preventative maintenance and equipment repairs on Siemens Talon Building Technologies and Tridium Niagara products.



c) The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on VAMC equipment.





SOFTWARE SUPPORT

Siemens Talon software upgrades will be provided and installed at no additional cost to the Government, within the term of this contract.

INDENTIFICATION, PARKING, SMOKING AND VAMC REGULATIONS

The Contractor's FSE shall abide by all VAMC station policies and requires. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VAMC Police/Security Service, room CE127. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers, including took kits, shall be subject to search. Violations of VAMC regulations may result in a citation answerable in the United States Federal District Court, not a local district, state, or municipal court.

SYSTEMS SERVICES SCHEDULE

ENERGY MANAGEMENT SYSTEM

Verify all programming schedules

Verify all programming/control routines

Verify communications

Verify interface with all end devices

Verify customer access to the system



POWER SUPPLY

Check Battery (Battery replacement not covered)



CONTROL PANELS

Check for proper mounting

Secure all wiring & wire duct covers

Check power supply/surge protector

Check/tighten electrical connections and terminals



DATABASE / SOFTWARE

Verify BAS opens with software command

Verify graphics are operational

Verify set points are as customer designated

Verify e-mail service is functioning

Verify time-sync service is functioning

Verify weather service is functioning

Check alarms in the alarm console (are there issues that need attention?)

Clear alarms in the alarm console

Back-up station, Copy Station, Database save



DIGITAL SENSORS

Check all zone and system sensors for proper range of temp

Check all zone sensors for proper range of temp



COMPLETE INSPECTION REPORTS AND REVIEW WITH COR