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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 27, 2013 FBO #4113
DOCUMENT

J -- Albany HVAC Controls Contract - Attachment

Notice Date

2/25/2013
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office, 2-90;400 Fort Hill Ave.;Canandaigua NY 14424
 

ZIP Code

14424
 

Solicitation Number

VA52813R0110
 

Response Due

3/5/2013
 

Archive Date

5/4/2013
 

Point of Contact

Les Lecceardone
 

Small Business Set-Aside

N/A
 

Description

This announcement is a "SOURCES SOUGHT" only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request for information (RFI) is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this solicitation will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Any contract, resulting from a future solicitation, will be a firm fixed-price procurement with a base year and four (4) possible option years. The NAICS Code is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, with a small business size standard of $7M. Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing services to the Stratton VA Medical Center in Albany, NY for the preventative maintenance and repair services to the facility wide heating, ventilating, and air conditioning (HVAC) building automation systems (BAS). The Contractor will be required to operate, maintain, program, troubleshoot and repair the Trane Tracer Summit BAS systems and components installed in the facility. The Contractor shall provide services to maintain and provide software and hardware updates to the systems covered. Additionally, this requirement for services does not allow for additional communication protocol for tie in to the Tracer Summit Systems, as all services are to be performed on the systems and components currently installed. Parts & Inventory for Repairs: HVAC and air handler systems are comprised of temperature, humidity, pressure sensors, and various devices that control comfort cooling and heating to specific areas in the Medical Center. Inventory of repair parts will be required to be housed local to the Medical Center for easy accessibility by the contractor, this is to ensure all HVAC systems under the terms of this contract are in good working condition and repairs are not delayed due to ordering equipment and devices and so systems are operational and functioning and downtime is limited. The Contractor shall be required to have the required inventory of parts and components to perform services. These components may include, temperature sensors, thermostats applicable to the systems installed, backup software and hardware systems if a failure should occur. Components will also include all devices that are in the sequence of operation scheme for temperature control to designated areas. At no time will a system safety or device be bypassed or jumped out due to the contractor not having the appropriate parts and components available at the time of the needed repair. Preventative Maintenance: The Contractor shall perform regularly scheduled preventative maintenance work to systems. All preventative maintenance scheduling will be set and prioritized by the VA. The contractor is required to follow this schedule and provide documentation that all preventative maintenance services were performed for the given period on the specified equipment. This documentation must outline a detailed service report on work performed and any discrepancies to systems that would compromise efficiency and reliability. All corrective actions must be followed up on through the contractor for systems covered under the terms of this contract scope. Preventative maintenance services are required during normal business hours between 8:00am and 4:30pm on all systems under the scope of this contract. Repair Services & Emergency Call-Ins: All labor, material, and parts shall be covered to complete repairs to critical and non-critical systems as outlined in this contract. Critical systems outlined have a significant impact in patient care areas. All critical systems outlined require a response from the vendor to evaluate the necessary repairs to restore systems to fully functioning. It is the intent of this contract that service calls are responded to within 2 hours of the initial call. Critical HVAC systems and their component will be covered 24 hours a day, 7 days a week, 365 days a year with no extra cost to the VA. It is the intent of this solicitation that all critical systems outlined are operational and repaired, at no time will a critical system go unrepaired due to hours, holidays, weekends, etc. The critical systems are covered for all parts, labor, troubleshooting, 24 hours a day, 7 days a week, 365 days a year. Repair services to systems deemed non-critical will be required as well. All parts, labor and material shall be included however the repair work is required during normal business hours of 8am to 4:30pm Monday through Friday, excluding Holidays, for all systems deemed non-critical. Systems Covered: The HVAC systems are separated into 2 categories: Critical Systems: HVAC systems deemed critical serve areas of the Medical Center that affect patient care areas. These systems require monitoring 24 hours a day 7 days a week, 365 days a year. All labor, parts, materials and troubleshooting shall be included for these systems to ensure system reliability and functionality. Preventative maintenance activities on critical systems will be required under the terms of this contract between the hours of 8:00am and 4:30pm Monday through Friday except Federal Holidays. Non-Critical Systems: HVAC systems deemed non-critical shall require repairs, parts, and preventative maintenance as outlined in this scope of work between the hours of 8:00am and 4:30pm Monday through Friday except Federal Holidays. Active Monitoring & Alarm Notification: Contractor must provide remote connectivity services for all equipment listed under this scope, for the duration of the agreement. VA requires 24/7 - 365 monitoring of critical alarms as outlined by the VA from a dedicated remote facility staffed with HVAC technical specialists. The monitoring center must have full redundancy in systems including connectivity to specific VA HVAC systems to fully support a 24/7 - 365 operations. The monitoring center must be able to troubleshoot, and diagnose systems in alarm and provide guidance as stipulated in this section. The center must be staffed with degreed engineers and controls specialists with field expertise in HVAC applied systems operations. Controls specialists at the facility must be trained and certified in current Building Automation Systems (BAS). In the event of an outage at the primary remote center, a redundant site must be in place to provide additional backup and support. To ensure quality, the center must have shift supervisors and a quality assurance manager available for any escalated measures 24 hours a day/ 365 days per year. Upon receipt of an alarm, in five minutes or less, an HVAC specialist from the remote monitoring facility shall diagnose the nature of the issue and perform troubleshooting from his/her interface with the system in order to attempt fixing the problem without initiating any on-site requirement. This will prevent VA from placing any service calls that are not 100% necessary. In the event that the alarm cannot be fixed remotely, the monitoring facility must intelligently dispatch a service technician with information on the issue at hand as well as prescriptive recommendations for what will need to be done in order to perform the fix in the field. Dispatch of a service technician must be conducted by telephone support by means of channels dictated by VA to assure that only the most appropriate owner contacts, technicians, and field support personnel are always involved. This will allow for smarter, more efficient, and service that is more accurate calls in cases where this type of maintenance is completely required. To guarantee continual monitoring, communication between the remote monitoring facility and the VA building control system must be tested and proven each week. A record of this successful test, as well as a record of each automated critical alarm recorded and the actions associated with it, must be delivered to VA each week via email. A history of all critical alarms must be compiled and held at the remote facility (to include a quarterly backup of the VA building control system) for further redundancy and protection from failures. During start-up and commissioning of the alarm reporting, VA may trip an alarm to demonstrate remote capability prior to acceptance. Contractor Requirements: Automation System Experience: The contractor shall demonstrate a minimum of ten (10) years experience in the commercial building automation maintenance business by attaching copies of relevant information such as state and local licenses and/or certificates (if applicable) Technical Personnel Requirements: The contractor shall employ a minimum of ten (10) full time, competent HVAC and automation system servicepersons on staff, who have been employed for a minimum of three (3) years. The contractor shall identify the complete technical team anticipated to be utilized by the contractor to provide the services require by this agreement. The contractor shall provide personnel resumes and/or other information that will satisfactory prove they are qualified to perform the required services. The servicepersons assigned to maintain the owner's Automation Systems will be OEM factory-trained and certified. The contractor shall demonstrate that at least five (5) of their servicepersons have successfully completed factory training in the current Automation Systems installed at the VA. Training must be completed from the Trane Twin Cities Training Facility in St. Paul, MN facility to ensure competency of the technicians working for the contractor. The contractor shall provide copies of training certificates to prove successful completion of such. For each technician, as a minimum, the following information is to be supplied as part of the bid response: "TECHNICIAN NAME "YEARS EMPLOYED BY CONTRACTOR "SYSTEM SPECIFIC TRAINING AND CERTIFICATION (description, date completed, source of training) "SYSTEM SPECIFIC EXPERIENCE Experience and qualification information for other technical and/or support personnel required by the contractor to perform services under this agreement will be provided to the owner when requested. The owner reserves the right to direct the contractor to remove any of their personnel from providing service under this agreement and require a qualified substitute is provided. Licensing: The contractor shall be fully licensed at the time of bid to do business at the job site and to provide complete service. The contractors' employees shall hold current individual licenses, as applicable, for services they will be performing for this agreement. BAS Service Experience: The contractor shall provide client references to which the contractor has provided maintenance and/or support services on Trane Tracer Automation Systems (Version 17 or greater) with the bid response. The references will be for contracts where the value exceeds $10,000 per year and has been under contract to the client for a period of not less than two (2) years. Contractor must have the proper tools necessary to complete the services and scope of this RFP to include, but not limited to laptop computers with the current VA BAS systems installed, UPCM edit software, and Rover software and hardware installed. The contractor must also prove their capability of providing software maintenance and support services on the BAS specific to the owner. Failure to have the ability to upgrade or have access to current software versions will result in rejection of the contractor's proposal. Place of Performance: Department of Veterans Affairs Albany Stratton VA Medical Center 113 Holland Avenue, Albany, NY 12208-3410. Response: Responses to this Sources Sought Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. Responses should include the following information: Business name, address, DUNS number, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran-Owned Small Business, Veteran-Owned Small Business, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. Interested parties must furnish supporting evidence in sufficient detail to demonstrate the ability to provide the requirements shown above including past performance experience, and must be trained and certified by Trane Corporation in order to avoid any product warranty issues. All offerors must be registered in the System for Award Management (SAM) prior to any contract award action. Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this synopsis. All information is to be submitted via e-mail at Les.Lecceardone@va.gov. Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within of the discretion Government.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CaVAMC532/CaVAMC532/VA52813R0110/listing.html)
 

Document(s)

Attachment
 

File Name: VA528-13-R-0110 VA528-13-R-0110-1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=633972&FileName=VA528-13-R-0110-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=633972&FileName=VA528-13-R-0110-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Albany Stratton VA Medical Center;113 Holland Avenue;Albany, New York

Zip Code: 12208-3410
 

Record

SN02995124-W 20130227/130225234327-80fca7a7293746ba9268902c5bf63baa (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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