Combined Synopsis Solicitation Northampton VAMC Chiller Maintenance (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24124Q0793 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. (iv) This requirement is being issued as an open market, SDVOSB set-aside. The associated NAICS 238220 and small business size standard is $19 million. (v) The Government intends to award a firm-fixed price award to Maintain the Chillers at the Northampton VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to maintain the chillers IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Northampton, Massachusetts as described per the (Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: 06 Aug 2024 at 2:30 pm at the Main entrance of Building 1. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to carissa.sarazin@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 08-Aug- 2024 by 4:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 12-Aug- 2024 by 4:00 PM EST. RFQ responses must be submitted via email to: carissa.sarazin@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is carissa.sarazin@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Water Treatment and Chiller Maintenance 1.00 JB __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: STATEMENT OF WORK Chiller Plant Water Treatment Service and Chiller Plant Maintenance Contract Department of Veterans Affairs VA Central Western Massachusetts Healthcare System (VA CWM) 421 North Main Street Leeds, MA 01053 1. General Contractor shall provide all labor, tools, equipment, and travel to perform water treatment services and Maintenance for the Chiller Plant at the VA Medical Center, 421 North Main Street, Leeds, MA 01053 This request is for a single year contract from award date. 2. Scope of work Water Treatment - WATER TREATMENT This contract request is for an OEM approved, water treatment service agreement to perform periodic routine testing, maintenance, inspections, service, and provide appropriate chemicals for the chiller plant. Legionella and bacterial sampling povided by others. The chiller plant consists of the following major components systems. 1. (3) 250-ton York Centrifugal Chillers, Model YKEQESQ4-CHGS, S/N SGVM-327720, 327500, 327940. 2. (2)-cell BAC Cooling Tower, Model 3240C-JM-2. 3. (3) Chilled Water pumps on variable speed drives. 4. (3) Condenser Water pumps on variable speed drives. 5. Cooling Tower Chemical Bleed and Feed System. This service agreement shall include the following chiller plant services: 1. Chiller /Cooling tower treatment, with emphasis on achieving CDC, OSHA, CTI as well as VHA Directives and Standards (i.e. VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Water Systems (2/16/2021); and VHA Engineering Standard ES-2019-001 Cooling Tower Water Systems (February 2021)) 2. Annual cooling tower cleaning & disinfection, by OSHA certified technicians. 3. Utilization of existing cooling tower chemical bleed and feed system. 4. Polymer treatment for scale and corrosion control. 5. Dual biocide program, utilizing an oxidizing & non-ox biocide program per CDC & OSHA 6. Bacteria testing (dip slide method). 7. Chilled water corrosion inhibitor and biocide treatments. 8. Internal corrosion coupons studies. 9. Minor repairs and calibrations to chemical feed and monitoring equipment. 10. Chemical delivery service. 11. Chemical transfer pumps from all chemical containers. 12. Monthly site visits and water analysis when cooling tower in operation. 13. Written follow up reports to each site visit. 14. Training (annually and for new VA employees as necessary) The successful contracting firm shall perform the following tasks as part of this contract: 1. Comprehensive service plan to include: a. All parts and labor to perform contracted services and maintain new water treatment equipment installed under this contract. b. Monitor water quality perform routine maintenance and provide chemical delivery, without VA supervision or calls for delivery. 2. Review on-site the condition of the existing equipment and originally installed water treatment systems. Automatic transfer pumps shall be provided for any chemical containers brought on site. The VA s plant operators shall not be required to handle or operate the water treatment chemicals or equipment. 3. Provide SDS for each chemical brought on campus and provide spill plan and PPE requirements for any chemical leakage. 4. Provide OSHA compliant containment for chemical containers stored on site. 5. Provide monthly reports to COR in Facilities Management. 6. All chemicals utilized in the boiler steam to conform to FDA guidelines applicable to steam used in food preparation, and VHA guidelines for steam sterilization of medical equipment. 7. Chemical treatment program to meet the OEM manufacturer s requirements to properly maintain and service the equipment. 8. Coordinate all inspection and maintenance activities with the FMS before performing any work. 9. FMS personnel to be notified and witness all functional testing before VA acceptance of the work performed. 10. The site shall be left clean of all debris. 11. All work shall be performed in accordance with VA codes and guidelines, VA Construction Safety Code and OSHA regulations, available from the VA Office of Construction & Facilities Management Technical Information Library. Qualifications 12. One water treatment specialist who has a bachelor s degree in chemical engineering or the physical sciences from an accredited college or university shall be assigned to this contract. 13. The water treatment specialist assigned must be located within 100 miles of the site to ensure timely response to requests for site visits. 14. The contractor must operate (or continuously maintain a contract with) a state certified laboratory to perform complete scientific analyses of water chemistry, deposits, metallic materials affected by corrosion and provide recommendations for correction of problems related to the chemical and mechanical water treatment program. A Professional Chemist shall supervise the laboratory. Administrative Requirements: 15. Provide emergency response, including a site visit if requested, within 4 hours of request, 24 hours a day, 365 days per year. Maintain a toll-free (800) telephone number and e-mail and pager system for 24-hour access. 16. Respond to routine communications within 48 hours with a visit as necessary. #3. Scope of work Chiller Plant Maintenance and Service 1. Plant Maintenance and Service The VA Central Western MA. has an existing 750 ton chilled water plant providing cooling to portions of Building 1, with capacity for additional cooling loads. The chiller plant has been in service since 2014 and is connected to the campus-wide Johnson Controls/Metasys Building Management System (BMS) which provides monitoring and control of the chiller plant. This contract will provide a multiyear service agreement for the complete chiller plant including (3) 250-ton Johnson/York chillers, 2-cell cooling towers, (3) chilled water pumps, (3) condenser water pumps, all variable speed drives, plant controls, monitoring devices, including the interface with the Metasys (BMS). Service also includes all chiller control panels and all equipment related to the chiller s operation, but not the Metasys controllers that communicate back to the Metasys Building Control Head-End located in Building 12. The bidders shall visit the plant and provide a complete inventory of the equipment to be covered under this service agreement. This contract shall include an evaluation of the existing systems and equipment. The contractor shall perform any necessary repairs to the existing equipment necessary to provide full functionality of the system to provide chilled water as per the original design intent and sequence of operation. The contract shall provide for all labor and materials needed to keep the covered equipment in proper operating condition and ensure reliable and efficient service. Provide emergency service, 7 days per week / 24 hours per day / 365 days per year, including holidays. Where a site presence is required, an emergency responder shall be on-site within four hours of call. 2. The contractor shall provide all supervision, personnel, materials, parts, equipment, supplies, labor, and transportation to perform manufacturer s recommended routing maintenance of the chiller plant In Accordance with the Statement of Work and final approval of quote. The inspections and service will be performed annually, seasonally, and monthly as required by the equipment manufacturer s recommendations and local conditions. The chiller plant consists of the following major components and control systems, all of which are covered under this agreement. (3) 250-ton York Centrifugal Chillers, Model: YKEQESQ4-CHGS, SN: SGVM-327720, 327500, 327940, 150 kw variable speed drives. (2) cell BAC Cooling Tower, Model: 3240C-JM-2, including 7.5 hp motors and variable speed drives. (3) Chilled water pumps on variable speed drives. (3) Condenser water pumps on variable speed drives. (1) Chill Guard Monitor for refrigerant R-134a. (1) Pep Tower backwash filter. Local control components, and systems, including valves, actuators, sensors, and instruments. Service also to include all chiller control panels and all equipment related to the chiller s operation, but not the Metasys controllers that communicate back to the Metasys Building Control Head-End located in building 12. 3. The successful contracting firm shall perform the following tasks as part of this contract. 1. Provide Premium Coverage to include labor and materials for maintenance, repair, or replacement of all equipment in the covered equipment list. 2. Provide Extended Service 24 hours a day/7 days per week. 3. Provide Connected Services, including remote monitoring, through dedicated hard-wired or wireless communication link, 24 hours/day of chiller plant operating conditions. Respond to faults, analyze problems, and troubleshoot issues remotely. Provide notification of alarms and shutdown conditions. 4. Review on-site conditions of the existing system. 5. Provide a preventative maintenance program meeting the manufacturer s requirements to properly maintain and service the equipment. 6. Provide operating inspections, and annual shut-down preventative maintenance preparing the system for the following season. 7. Identify any deficiencies in the chiller plant at the start of the service agreement and perform any repairs necessary for full functionality of the system. Provide written reports of findings. Provide functional testing of all monitoring and control points, re-calibrate all equipment and instruments, and demonstrate all sequences of operation as per original design intent. 8. Train the VA FMS maintenance staff on day-to-day operation and inspection of the system. 9. VA to be notified and witness to all functional testing before VA acceptance of work performed. 10. Clearly describe the schedule and scope of routine preventative maintenance of the covered equipment as recommended by the OEM s. 11. Chiller comprehensive coverage to include but not limited to: annual startup/shutdown services, manufacturer s recommended periodic inspections, preventative maintenance, inspection reports, checking and maintaining all oil and refrigerant levels, checking operation of lube systems, leak testing, independent laboratory oil and refrigerant analysis, changing oil, greasing motors, test and calibrate VFD s, checking and calibrating all control points and safeties, diagnostic testing, condenser tube brushing and cleaning, compressor-motor testing and lubrication, pump-motor lubrication, electrical parameter monitoring, checking for unusual noise and vibration, reporting deficiencies. Checking logs and reviewing chiller and system operation with the VA FMS staff. 12. Provide 24hour/365day emergency service, including phone, online and on-site capabilities. Onsite emergency service within 4 hours. 13. Include manufacturer s authorized updates for all software and firmware at least annually. 14. Recommend and implement energy saving operating sequences. 15. Provide regular periodic diagnostic reports to prevent emergency conditions. 16. Provide warranties for all repair work performed. 17. All routine service work shall be scheduled at least 72 hours in advance with VA Facilities Management. 18. The site shall be left clean of all construction debris. 19. Installation to meet latest edition of the NEC, NFPA, and all applicable building and VA codes. 20. All work shall be performed in accordance with VA Construction Safety Code and OSHA codes. 21. Successful bidder shall submit detailed procedures describing compliance with all OSHA, EPA and other applicable regulatory requirements pertaining to safe and proper inspection and maintenance of equipment, i.e., proper use of PPE, safe work practices, recovery and disposal of refrigerant, lubricants, etc.
