Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JANUARY 29, 2020 SAM #6635
SOLICITATION NOTICE

J -- Chiller Maintenance Services

Notice Date

1/27/2020 9:51:20 AM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

238220 — Plumbing, Heating, and Air-Conditioning Contractors
 

Contracting Office

263-NETWORK CONTRACT OFFICE 23 (36C263) MINNEAPOLIS MN 55417 USA
 

ZIP Code

55417
 

Solicitation Number

36C26320Q0188
 

Response Due

1/28/2020 8:59:59 PM
 

Archive Date

03/28/2020
 

Point of Contact

Angela StewartContract Specialist
 

E-Mail Address

angela.stewart438@va.gov
(angela.stewart438@va.gov)
 

Small Business Set-Aside

SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
 

Awardee

null
 

Description

5. PROJECT NUMBER (if applicable) CODE 7. ADMINISTERED BY 2. AMENDMENT/MODIFICATION NUMBER CODE 6. ISSUED BY 8. NAME AND ADDRESS OF CONTRACTOR 4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE 9A. AMENDMENT OF SOLICITATION NUMBER 9B. DATED PAGE OF PAGES 10A. MODIFICATION OF CONTRACT/ORDER NUMBER 10B. DATED BPA NO. 1. CONTRACT ID CODE FACILITY CODE CODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers E. IMPORTANT: is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended. 12. ACCOUNTING AND APPROPRIATION DATA (REV. 11/2016) is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. 15C. DATE SIGNED B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER Contractor 16C. DATE SIGNED 14. DESCRIPTION OF AMENDMENT/MODIFICATION 16B. UNITED STATES OF AMERICA Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect. 15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER 15B. CONTRACTOR/OFFEROR STANDARD FORM 30 PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) (Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.) (If required) (SEE ITEM 11) (SEE ITEM 13) (X) CHECK ONE 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT (Signature of person authorized to sign) (Signature of Contracting Officer) 1 9 0002 01-27-2020 636-20-1-9073-0009 None Department of Veterans Affairs NETWORK 23 CONTRACTING OFFICE 2501 W. 22nd St. Sioux Falls SD 57105 Department of Veterans Affairs NETWORK 23 CONTRACTING OFFICE 2501 W. 22nd St. Sioux Falls SD 57105 To all Offerors/Bidders 36C26320Q0188 01-15-2020 X X X 1 01/28/2020 at 11:59pm ET 636-3600162-9073-851100-2548-030050190 636-20-1-9073-0009 636C06067 Solicitation 36C26320Q0188 for Chiller Maintenance Services at the Central Iowa VA Health Care System is hereby amended to provide questions, answers, and clarification as detailed below. Offerors are required to acknowledge this amendment by signing and returning one copy with their quote. The solicitation closing date and time has been changed to 01/28/2020 at 11:59pm ET. Doug Reed Contracting Officer VA-VHA-SAOC-2016-AC23EC83 Page 9 of 9 Page 9 of 9 Solicitation 36C26320Q0188 Amendment A00002 Questions, Answers, and Clarification Question: Will the awardee be responsible for all repairs for the equipment listed in the Statement of Work? Answer: No, the awardee will be responsible for performing operating inspection(s), routine operating inspections, annual preventative and predictive maintenance of the equipment listed in the Statement of Work and providing the VA, but the awardee will not be responsible for all equipment repairs. The evaluation factors on page 52 of the Solicitation in section E.3 52.212-2 are not changed. Section E.3 52.212-2 Evaluation-Commercial Items subsection (a) states: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Award will be made using the lowest price technically acceptable evaluation process, where the non-price factors are evaluated on an acceptable/unacceptable basis. Best value is expected to result from selection of the technically acceptable quote with the lowest evaluated price. Award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding the acceptability standards for non-price factors. The offeror must submit detailed information for each evaluation criteria below. The information within the quote must demonstrate that the offered services meet the minimum specifications found in the Statement of Work to be evaluated as acceptable. VA will evaluate the quotes on the basis of information furnished by the offeror in response to this solicitation. The following technical factors shall be used to evaluate offers to determine technical acceptability. Technical Factor 1: The offeror/contractor must have personnel who possess an EPA Universal Certification. The offeror/contractor shall provide a copy of such current EPA Universal Certification with the offer to demonstrate the ability to meet this requirement of the VA. Technical Factor 2: The offeror/contractor must have personnel who are fully qualified to provide the chiller maintenance services as described within the Statement of Work for York chillers. The offeror/contractor shall provide information with their quote to demonstrate their ability to provide this requirement to VA. Technical Factor 3: The offeror/contractor must have personnel who are fully qualified to provide the chiller maintenance services as described within the Statement of Work for Carrier chillers. The offeror/contractor shall provide information with their quote to demonstrate their ability to provide this requirement to VA. Technical Factor 4: The offeror/contractor must have personnel who are fully qualified to provide the chiller maintenance services as described within the Statement of Work for Trane chillers. The offeror/contractor shall provide information with their quote to demonstrate their ability to provide this requirement to VA. Price: The VA Contracting Officer must determine the price to be fair and reasonable prior to award. The evaluation of Price shall be inclusive of all line items found within the price/cost schedule of the solicitation. The Grand Total amount shall be used to determine the lowest priced offer. The highlighted language below shall be added to B.3 Statement of Work in section V. C. Emergency Service. B.3 STATEMENT OF WORK Chiller Maintenance Services I. SCOPE: This contract provides for maintenance and repair of the four chillers and the associated equipment located as described in the equipment list. Two of the chillers are manufactured by York, one is a Carrier chiller and one is a Trane chiller. The Contractor will perform operating inspection(s), routine operating Inspections, annual preventative maintenance and predictive maintenance. To include maintenance and repairs. And necessary, emergency service calls, to maintain the machines in a serviceable condition. II. PLACE OF PERFORMANCE: VA Central Iowa Health Care System 3600 30th Street Des Moines, Iowa 50310-5753 III. PERIOD OF PERFORMANCE AND SCHEDULE: BASE YEAR: 02/11/2020 to 02/09/2021 OPTION YEAR ONE: 02/11/2021 to 02/10/2022 OPTION YEAR TWO: 02/11/2022 to 02/10/2023 OPTION YEAR THREE: 02/11/2023 to 02/10/2024 OPTION YEAR FOUR: 02/11/2024 to 02/10/2025 IV. EQUIPMENT LIST: Each chiller consists of (but is not limited to) a shell, compressor, operating controls and compressor motor control center for the above-mentioned chillers. 1) One each: 675 Ton, York Rotary Screw Chiller. Serial# 912067 located in bldg. 1W room W03. 2) One each: 300 Ton, York Rotary Screw Chiller. Serial# 932371 located in bldg. 1W room W03. 3) One each: 650 Ton Carrier Centrifugal Chiller. Serial# 75822 located in bldg. 4 room 120 4) One each: 50 Ton Trane Serial# C0J61745 located on the second-floor roof of bldg. 5 It is anticipated the 675ton York and the 300ton York will be removed from service by the end of the base year, leaving only the 650ton Carrier and 50ton chillers to be inspected and serviced. V. CONTRACTOR REQUIREMENTS: A. SERVICES. The Contractor shall furnish the following: Clean/brush the condenser tubes annually. Clean/brush the evaporator tubes biennial. Base year for all chillers and option years 2 and 4 for the Carrier and Trane chillers. Provide leak calculations annually. Change all filters on each chiller. Take a sample of the lubrication oil and have a spectrometric analysis performed annually. Provide report to VA Technical Representative (VATR). Check motor starters and motor windings for insulation resistance to ground and winding to winding once per contract period of performance. Perform vibration analysis on motors and pumps for associated equipment in the immediate vicinity of the chillers once per contract period of performance . Check the shaft seals for possible refrigerant leaks. Perform a Startup inspection annually with follow up report. Provide over the phone or by e-mail technical/troubleshooting assistance. Conduct monthly inspections of all chillers to identify any issues or problems and to address any concerns by the VA AC Mechanics. Provide status report to the VATR. Report all deficiencies found during inspection and servicing immediately to the VATR. All work/labor and parts needed outside the requirements of this contract must be authorized by the VATR prior to starting work or ordering parts. Shutdown services will be provided once per contract period of performance. The Contractor will provide all labor, replacement parts, refrigerant, lubricating oil and supplies as necessary to perform this task. a. Standard replacement parts for inspections shall be available within 24 hours. b. All repair parts required for repairs shall be delivered onsite within five days of the date that the request for on-call emergency service was initiated. The Contractor will remove the bell housings from each Chiller and remove all scale and foreign matter clean from both bell housings, both tube sheets and the condenser tubes. The tubes shall be rodded out, utilizing proper brushes of a softer material than the tubes. The Contractor shall inspect and check The electrical wiring from each starter-disconnect to its respective chiller s wiring for its drive motor(s), its controls and its internal wiring, variable speed controller/starter. Insulation on the Chiller shell, drive motor, compressor, accessories and piping. The Contractor shall restore Chiller insulation to a finished appearance after each removal for repair prior to returning the Chiller to service. Chiller control panel, pressure and temperature controls thermometers, gauges, thermostats, manual and control valves, and other control devices integral to the Chiller assembly and operation. The Contractor shall lubricate and adjust the listed equipment as required. Lubrication shall include changing the lubricating oil at the intervals recommended by the equipment manufacturer. The Contractor shall perform a minimum of one inspection per contract period of performance of the oil distribution system to include flushing/cleaning of the coil cooler, replacement of the lubricating oil removed from the Chiller(s), on site, shall be contained and properly disposed of at no extra costs to the Government. The Contractor shall perform corrosion control on the listed equipment as required to protect them from deterioration and to maintain their clean and neat appearance. For example, when a Chiller is dismantled into its component parts for repair it typically required touch up or complete painting. The Contractor shall, on request, furnish on call emergency services between scheduled monthly inspections to include all labor, replacement and/or repair parts, refrigerant, lubricating oil and supplies as necessary, at government expense. No work will be performed or parts ordered without authorization of the VATR and a written quote from the contractor. The Contractor at the end of each workday on site shall thoroughly clean the work area, removing all dirt, debris and waste (particularly hazardous waste) that accumulate because of maintenance service or repairs performed. It shall be the sole responsibility of the Contractor to comply with State and Federal regulations, and to maintain current State and Federal certification regarding correct handling, removal and disposal of all hazardous waste generated because of performing his contractual tasks of Chiller maintenance and repair. All hazardous waste resulting from the maintenance and repair of the Chiller(s) on site shall be properly packaged, removed, and disposed of by the contractor at no additional cost to the Government. PROVIDE AN ANNUAL REFRIGERANT USAGE REPORT IN ACCORDANCE WITH EPA REGULATIONS. B. QUALIFICATIONS: Qualified Refrigeration Technicians: To be considered qualified, Refrigeration Technicians assigned to this contract shall have been trained on, possess a current certification on, and have current experience in the repair of York, Carrier and Trane chillers and components thereof. Proof of current Technician Certification shall be provided to the VATR for all Technicians who provide service on the Contract. C. EMERGENCY SERVICE: The Contractor s response to on-call emergency service shall be governed by the degrees of seriousness outlined below: Minor Repair Definition: A malfunction or failure of a Chiller(s) is detected that has not impacted the air handling systems to the point of shutting down Government operations in the affected areas. Contractor Response: The Contractor shall respond within 24 hours after notification by the Contracting Officer or designated personnel (paragraph 1.b(3) above) of a malfunction or failure of a Chiller(s), inspect the Chiller(s), and immediately initiate corrective repair actions. Major Repair a. Definition: A partial or complete failure of a Chiller(s) is detected that has impacted, or will shortly impact, air handling systems to the point of shutting down Government operations, e.g. a mission work stoppage in the affected areas. b. Contractor Response: The Contractor shall respond within four hours after notification by the VATR or designated personnel (paragraph 1.b(3) above) of a partial or complete failure of a Chiller(s) that has caused or will shortly cause a mission work stoppage, inspect the Chiller(s) and immediately initiate corrective maintenance/repair actions. Under these conditions of equipment failure the Contractor shall be expected to work continuously (24 hours/day), Saturdays, Sundays and holidays or to the maximum level necessary to satisfy the requirements above. Repair Work If additional repairs are required to make a chiller operational, provide the nature of the repair and a budgetary cost estimate needed in the inspection summary report. Any additional charges claimed must be approved by the Contracting officer before service commences. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government. D. HOURS OF WORK: a. Routine Work: Routine work connected with this contract shall be performed between the times of 0700 and 1600 local time defined as normal working hours Monday through Friday except Federal Holidays. b. Emergency Work: Emergency work is defined as work performed after normal working hours. As specified in paragraph 2, the Contractor shall be required in some instances to work other than normal working hours. Approval of the VATR shall be obtained prior to starting work during other than normal working hours. E. CONTACT INFORMATION: a. The Contractor shall provide to the Contracting Officer and the VATR with specific telephone number(s), email address (es) and/or SMS texting number(s) which can always be used to alert Contractor, including week nights, weekends and holidays. b. The Government shall provide the Contractor the names of the Using Agency personnel authorized to initiate Chiller service calls, viz, Contracting Officer, Contract Monitor, Alternate Contract Monitor. GENERAL REQUIREMENTS The Contractor s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. LIMITATIONS ON SUBCONTRACTING By submission of an offer and execution of a contract, the Offeror/Contractor agrees in performance of the contract, in the case of a contract for services, it will not pay more than 75 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 75 percent subcontract amount that cannot be exceeded. An independent contractor shall be considered a subcontractor. Gray Market Prevention Language Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a services contract for maintenance of medical equipment for VA Health Care Systems. No remanufactures or gray market items will be acceptable. The Contractor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award/contract constitutes a breach of contract. Accordingly, VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at VA s election, allowing the Contractor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA Health Care System upon discovery of such items. National Archives and Records Administration (NARA) Records Management Language for Contracts Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

SAM.gov Permalink
(https://beta.sam.gov/opp/475aacd8478f43bcb95fec17f7fabd06/view)
 

Place of Performance

Address: VA Central Iowa Health Care System;3600 30th Street;Des Moines, Iowa 50310, USA

Zip Code: 50310

Country: USA
 

Record

SN05544097-F 20200129/200127230129 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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