Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 29, 2018 FBO #6154
DOCUMENT

J -- PM for Jamaica Plains Boilers Preventative Maintenance for Boilers at the Jamaica Plains VAMC - Attachment

Notice Date

9/27/2018
 

Notice Type

Attachment
 

NAICS

238220 — Plumbing, Heating, and Air-Conditioning Contractors
 

Contracting Office

Department of Veterans Affairs;VAMC Manchester;NCO 1;718 Smyth Road;Manchester NH 03104
 

ZIP Code

03104
 

Solicitation Number

36C24118Q0371
 

Response Due

10/4/2018
 

Archive Date

12/3/2018
 

Point of Contact

Craig Harris
 

E-Mail Address

craig.harris@va.gov
(craig.harris@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Page 4 of 8 Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Boiler preventative maintenance services at the Jamaica Plains VAMC This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking to obtain services to perform Boiler Preventive Maintenance for the Boston HCS located at the Jamaica Plains VAMC. Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. PERFORMANCE WORK STATEMENT Boiler Preventive Maintenance 1. SCOPE OF WORK The Contractor shall provide all supervision, material, parts, equipment, labor and transportation in performing basic preventive maintenance and emergency call back services for the boiler systems and the associated boiler controls as listed in Attachment A, located at the Department of Veterans Affairs Medical Center, 150 South Huntington Ave, Jamaica Plain, MA 02130. 2. DEFINITIONS/ACRONYMS A. Contract Discrepancy Report (CDR) : A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future. B. Contracting Officer (CO) : The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract. C. Contracting Officer's Representative (COR): A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor. D. Preventive Maintenance (PM) : Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer s specifications. E. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight) to repair a system according to manufactures' specifications, manufacturer requirements and applicable state of Massachusetts building codes. F. Hours of Work: Work shall be conducted during the hours as outlined below: 1. Preventative Maintenance shall be performed during the hospital's regular administrative working hours; 7:30 AM- 4:00 PM, Monday through Friday, except the contractor shall provide emergency call-back service at any hour of any day of the week as specified under Paragraph G. 2. Preventative Maintenance requiring an operational boiler to be "shut-down" shall be performed during nonstandard administrative working hours, weekends and holidays unless otherwise authorized in writing by the Contracting Officer. 3. Prior to commencement and after completion of any work, including preventative, during both standard and non-standard business hours, the contractor shall report to the COR. When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays. G. Emergency Call Back Service: The Contractor shall respond to emergency call back service within four hours or less. The emergency services shall be provided in response to requests by telephone or otherwise from the (1) Contracting Officer, (2) COR, or (3) their designees in case of a malfunction or if emergency trouble should develop between regularly scheduled maintenance. This call back service shall be rendered at any hour of any day of the week. The contractor shall provide the COR a phone number for emergency calls prior to starting work on the contract. H. Materials: The Contractor shall furnish all lubricants, cleaning supplies, tools, and equipment necessary to perform the work described above at no additional cost to the Government. All materials lubricants shall be as recommended by manufacturer of the equipment or VA-approved equal thereto. I. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract shall be provided to the COR. J. Acronyms. Commonly used acronyms are listed below VAMC: VA Medical Center CO: Contracting Officer COR: Contracting Officer s Representative XI. 3. PREVENTIVE MAINTENANCE REQUIREMENTS A. Within 14 calendar days of award, the vendor will submit to the COR a written schedule of the planned PM visits for the coming year along with a written description of the work to be performed during each visit. Refer to paragraph below for schedule and inspection requirements. *** Note The Cleaver Brooks boilers are currently under warranty, therefore, the maintenance for the Boiler Plant Cleaver Brooks Boilers and the associated SCADA, burners and burner management shall be performed by Cleaver Brooks authorized personnel in order to maintain the warranty. BOILER ANNUAL AND QUARTERLY INSPECTION Report in with the COR. Record and report abnormal conditions, measurements taken, etc. Review VA logs with COR and Boiler Plant foreman for operational problems and trends. General Clean and adjust burner Assure positive ignition, adjust and clean as required Determine response to flame safeguard system for monitoring and safety shutdown Perform combustion analysis, and adjust fuel/air ratio for optimum efficiency. Check fuel supply (gas/oil) which is affected by pumps, strainers, gauges, and regulators. Check reliability of low water cut-off, pump control, operating and limit controls in accordance with manufacturer's recommendations. Check gaskets on fuel lines, fireside and waterside, and make suggestions for any corrective action required. Check and suggest necessary parts for inventory. Inspect and assure proper operation of related equipment such as boiler feed tank, pumps. Monitor SCADA package for reliability and alert customer to any available updates Check operation of feed water pumps. Provide preventative maintenance in accordance with manufacturer recommendations. Check operation of variable speed drives for make-up water and feed water pumps. Provide maintenance in accordance with manufacturer recommendations.. Preventative Maintenance Opening & Cleaning of fire and water sides Isolate and lock out boiler gas, boiler oil, steam & water valves Secure and lock out electricity & pumps Open front & rear doors Remove all fire & water side gaskets Clean & inspect tubes (brush/punch tubes) Open Watersides & flush Suggest itemized list for any parts for replacement Closing of fire & water sides Provide new front & Rear door gaskets Close front & rear door Close Watersides using new gaskets Re-align boiler gas & water valves Test safety s Verify operation & Test fire only Pumps-boiler feedwater and make up water Monitor and measure vibration. Compare to manufactures tolerances. Check seals and gaskets for leaks and deterioration. Measure and verify shaft deflection. Schedule outage to make adjustments and align. Check for clogs. Clean strainers and remove restrictions. Provide thermal image of pump and motor. Report deficiencies with a plan to correct. Verify operation and demonstrate proper operation. B. Each inspection shall be provided in accordance with the system/equipment manufacturers factory recommended procedures. Each inspection shall, at a minimum, include the following as specified for the equipment make, type, and time of seasonal operation. The vendor shall obtain approval from the COR prior to performing any additional repair work. C. For each PM inspection, the contractor shall provide a detailed written report to the COR that summarizes work performed, problems/deficiencies found, and measurements taken. This report shall be submitted within 10 calendar days of the date of PM inspection. D. All work shall be performed between the hours of 7:30 a.m. and 4:00 p.m. on the prearranged dates. E. All inspection work must be coordinated through the COR XII. 4. EMERGENCY SERVICE Emergency repair service shall be approved by the contracting officer representative prior to commencing work. Emergency service calls shall include a written report that details all labor, labor hours and parts to be billed separately from the preventative maintenance. 5. CONTRACTOR PERSONNEL A. Personnel Experience. All work shall be performed by competent factory trained mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit a certification and a list of credentials of the approved mechanics to the COR for approval prior to starting work. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor s personnel and refuse them permission to work on VA equipment. B. Conduct of Personnel. The Contractor shall ensure that his personnel present a professional appearance at all times and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language. C. Identification of Employees. : The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer Representative a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the COR in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor's employees shall be subject to back ground investigation as part of the badge process. VA badge shall be conspicuously displayed on their person. Badge shall be provided by the VA Jamaica Plain PIV Office. 6. HOURS OF OPERATION A. Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections. B. Federal Holidays. Federal Holidays observed by the VA are: New Year s Day; Martin Luther King Day; President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas. XIII. 7. CONTRACTOR QUALITY CONTROL The Contractor shall establish and maintain a Quality Control Program that ensures that all requirements of the contract are provided as specified. 8. INSPECTION AND ACCEPTANCE A. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance does not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government. B. Unsatisfactory service will be reported in writing by the VA CO to the Contractor. 9. REMOVAL AND/OR DISPOSAL A. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the COR. B. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the COR. The Contractor shall be required to maintain an account record of inventory upon completion of the maintenance contract. C. Inventories shall not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration. XIV. 10. FIRE PREVENTION AND PROTECTION The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work, take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations. Open flame, brazing, cutting or welding requires A VA issued burn permit. The Contractor shall contact the COR prior to commencing hot work. XV. 11. ENERGY CONSERVATION The Contractor is required to comply with all energy conservation regulations and instructions that are applicable to Government-owned facilities including but not limited to thermostat settings. XVI. 12. CLEANING UP The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed. XVII. 13. HAZARDOUS CONDITIONS During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COR. XVIII. 14. CLEANLINESS The area immediately around the equipment provided for the Contractor s use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate, but shall be removed by the Contractor s employees. XIX. 16. SERVICE MANUALS The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its subcontractors and employees 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. 16. INSURANCE A. Worker compensation and employer s liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker s Compensation and occupational disease statutes. B. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000. D. Contractor shall provide proof of liability insurance within five (5) days after contract award. XX. 17. SMOKING POLICY Smoking is prohibited on the VA premises. XXI. 18. BILLING AND PAYMENT A. Each invoice shall contain the documentation required by this contract. The invoices shall be itemized to contain the equipment s identifier. When parts are furnished by the Government, they shall be itemized on Contractor's invoice at no-cost and indicated as Government-furnished parts. B. Payment. Payment will be made 30 days in arrears upon receipt of properly prepared invoice. Invoice must contain the contract number and the purchase order number. 19. VENDOR REQUIREMENTS 1. The contractor shall employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for maintenance and repair of the Cleaver Brooks, Burnham and Weil Mclean equipment covered by this contract. 2. The contractor shall have at least 5 years experience satisfactorily performing such maintenance on comparable units, equipment, or systems. 3. The contractor must have access to OEM (original equipment manufacturer)-manufactured parts, burner management software, SCADA software and materials required for performance of this work. 4. The contractor must have sufficient supplies, tools, and equipment to perform all requirements of this contract. 20. PERFORMANCE REQUIREMENT SUMMARY: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective Standard Performance Threshold Method of Surveillance The contractor shall perform preventative maintenance and repairs on all boilers Manufacturer specifications are followed Zero Deviation from the Standard Periodic Surveillance Emergency Call Back Contractor responds within four hours 98% Periodic Surveillance Customer Complaint PM/Inspection Reports Submitted to COR within 10 calendar days of PM ATTACHMENT A EQUIPMENT COVERED BY THIS CONTRACT VA ID# MANUFACTURER ITEM NAME MODEL # SERIAL# LOCATION Cleaver-Brooks Fire tube Boiler 4WI-200-805-200ST T4757-1-1 JP-B5 Cleaver-Brooks Fire tube Boiler 4WI-200-705-200ST T2049-1-1 JP-B5 Cleaver-Brooks Fire tube Boiler CB200-300 L-86842 JP-B5 4-Motor, pump and drive Feedwater pumps JP-B5 2- Make-up Make up pumps JP-B5 RESPONSE COMMITMENT I. NOTES: A. All questions, comments or concerns shall be directed to Craig.Harris@va.gov B. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility to participate in a future acquisition does not depend upon a response to this notice. C. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). II. TIMELINE: A. This request will close 5 business days after this notice is published on the FBO site. III. Requested information: Interested parties shall provide the following information in addition to your capability response: A. Format: 1. MS Word or pdf format (please ensure email is under 5 mb) 2. Page limit 2-4 pages (please make the response as brief and concise as possible) 3. Company name and Sources Sought number listed on each page B. Specifics: 1. In your response, please provide the following information based on the requirement. a. Your company s capability of fulfilling this requirement as it is described. 2. Please also provide name of company, company address, a contact person s name, telephone number, fax number and email address. 3. DUNS number, and indicate if actively registered on System for Award Management (SAM) 4. Contractual vehicles the company holds, such as NAC or GSA schedules. 5. Socio-economic Status & NAICS Code: State the size of your company [e.g., 8(a) (including graduation date), HUBZone-certified small business, Service- Disabled Veteran-Owned small business, small business, large business, etc.]. Notes: 1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The Department of Veteran Affairs Contracting Office Point of Contact: Craig Harris Contracting Officer Email: Craig.Harrisis@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC608/MaVAMC608/36C24118Q0371/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24118Q0371 36C24118Q0371.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4611856&FileName=36C24118Q0371-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4611856&FileName=36C24118Q0371-000.docx

 

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

Record

SN05108832-W 20180929/180928033414-3135e80d4320a7ea09ec73cc49439e30 (fbodaily.com)
 

Source

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

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