This Sources Sought/Market Survey Notice is being conducted by LTC Charles S. Kettles VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105 to identify all sources that are capable of providing preventative maintenance and repair of the Ingenuity IEQ/Synergy system located at the LTC Charles S. Kettles VA Medical Center, Ann Arbor, Michigan, for the period of July 7, 2022 July 6, 2023 with four option years exercisable solely at the discretion of the Government in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. GENERAL MAINTENANCE This Maintenance Agreement will provide the following planned service days to implement the general maintenance and support services: Genesis ½ day per month or 6 service days per year OptiNet 1 day per month or 12 service days per year Strobic / PennBarry ½ day per month or 6 service days per year Phoenix / Triatek 1 day every two weeks or 26 service days per year Total of 50 Service Days per Year REPAIR AND REPLACEMENT SERVICES The Contractor shall, with prior written approval of the COR or Contracting Officer, repair or replace failed or worn components to maintain our system in peak operating condition. Components that are suspected of being faulty may be repaired or replaced in advance to minimize the occurrence of system interruptions. TRAINING Educational Services. Through Contractor Provided Educational Services, the contractor shall conduct two one day on-site training class each year of the contract. Included with this training will be the provision of all associated training documents and reference materials for the participants. One class will be directed at Operating Room and Lab Personnel and the other will be for Facilities / Maintenance Personnel. Operator Coaching. The Contractor shall work closely with facility staff to provided individual Operator coaching. This Coaching shall be structured to review and reinforce learned skills, leading to greater utilization of systems installed at this facility. Annually, the contractor is expected to provide 24 hours of coaching to the facility staff, Monday through Friday 8:00 a.m. to 4:00 p.m. The contractor s system experts shall assist the facilities operators identifying, verifying and resolving problems found in executing tasks. This coaching time shall be built into the General Maintenance planned service visits. EMERGENCY SERVICE The Contractor shall troubleshoot, repair or replace any component or part in order to bring the systems up and running 24 hours a day, 7 days a week. To reduce costs and disruptions of downtime when an unexpected problem occurs, the Contractor shall provide Emergency On-site response within 4 hours of notification. The Contractor shall provide this service Monday through Sunday, including holidays, 24 hours per day, to minimize downtime. Non-emergency calls, as determined by the COTR and the contractor will be incorporated into the next scheduled service call. To provide faster response to emergency service requests and to reduce the costs and disruptions of downtime, be both capable and ready to respond online within 2 hours or receiving notification for emergency service during the hours of Monday through Sunday, including holidays, 24 Hours per Day. Emergencies will be determined by the COTR and the contractor. CONTINUOUS COMMISSIONING The goal of continuous commissioning is to establish and execute an ongoing commissioning program to optimize the installed systems to meet facility s indoor environmental quality requirements while maintaining the highest levels of energy efficiency and reliability. The intent is to provide a systematic approach for identifying problems and providing solutions to achieve a greater level of operating efficiency. All installed systems will be re-commissioned over a period of 4 years. The Contractor will develop an ongoing commissioning plan for the installed systems. The plan will include, at a minimum: Existing condition review of the installed systems, general installation details and surrounding influences including but not limited to ductwork, electrical systems, dampers, etc. Detailed assessment of the performance and control of each installed system, documentation as noted below. Record As-Found air flow quantities at venturi valves (VV) and compare to the existing test and balance report. Work is to be done before balancing the existing VVs to new airflow quantities. Set VV system to new air flow quantities (minimums and maximums) as provided by the owner. Verify proper thermostat operation. Verify VV operation. Verify operation of laboratory fume hoods (where applicable). Verify operation of reheat coils & associated control valves. Verify operation of the perimeter heating systems and associated control valves. Verify the proper interaction between laboratory supply air VVs, general exhaust VVs, fume hood VVs, reheat systems and perimeter heating systems. Verify proper room pressurization with respect to adjacent areas. List all maintenance and major repair work issues observed. Maintenance issues to include but not limited to leaky seals, gaskets, fittings; bad damper actuators, bad sensors, bad controllers, poor / no greasing, improper greasing, plugged filter, strainers, etc. and shall be identified by location in a timely manner. Minor work (repair or replacement of tubing, linkages, controllers, etc.) can be performed during the surveying process. Provide weekly updates (description and costs) to the PM. Produce and submit air balance reports for work completed under this project. Report shall include minor repairs / corrections performed by the Contractor. Report shall include all major repairs / correction recommendations. Identify each system as pass/fail or recommended action. The Contractor is to use calibrated equipment and be able to submit validation of recalibration of test equipment if requested. Contractor is to submit reports on a system-by-system basis as completed to fit with the VA s budgetary planning process. The Contractor is to develop with VA, overall prioritized equipment list to be divided equally amongst the timeframe of the agreement. Documentation Requirements All services shall be documented on forms consistent with standards set forth by the Association of Energy Engineers. One document shall be provided for each system or piece of mechanical equipment serviced. The document should detail any deficiencies or recommendations concerning the current operating condition of the equipment. Field documents shall be submitted to the VAMC facility representative within the same month that the work is executed. A formal summary report shall be submitted quarterly (December, March, June, and September) containing all re-commissioning documents, findings and recommendations. SYSTEM UPGRADES As new technologies emerge, the Contractor will propose additions, upgrades or deletions to the installed Systems. If this is a service your business can provide, respond to this Sources Sought by Friday, April 1, 2022; 12:00 P.M. Eastern time. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) DUNS and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc. (6) Applicable GSA/FSS Contract Number (if applies). All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above noted service. E-mail responses to: Kelly Poole, at kelly.poole@va.gov. (Note: This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.)
