RFI FBO 36C25819Q0017 - Boiler Calibration Preventive Maintenance (PM)
Page 6 of 6
THIS IS A SOURCES SOUGHT NOTICE:
This is NOT a request for proposals; this is an industry inquiry for Market Research. A solicitation shall not be issued at this time. The intent of the procurement is to locate potential contractors for solicitation. The below specification defines the effort required for the purchase and period of performance.
PERFORMANCE WORK STATEMENT
CONTRACT TITLE:
Boiler Calibration, Preventive Maintenance, Testing and Maintenance Services.
BACKGROUND:
The Southern Arizona VA Health Care System (SAVAHCS) utilizes three (3) Webster burners with Hayes Cleveland computer control systems and York Shipley fire tube burners to provide heating requirements to the medical facility. During any one time, two of the boilers are in operation to meet the facility's needs with the third boiler serving as a backup.
SCOPE:
The contractor shall provide the following services:
Perform visual inspection of three boilers, burners, control valves, positioners and transmitters.
Verify all gauges, recorders and indicators are in service and operational.
Identify the applicable combustion control strategy.
Determine the operating parameters of the boilers with respect to steam loads & plant demand.
Identify any necessary repairs and make recommendations for specific repair parts needed.
SPECIFIC TASKS:
Boiler calibration, Tune-Up/Preventive Maintenance, Testing and Maintenance Services shall be performed 2 times per year (12-month period). The initial calibration, tune up, testing and maintenance service shall be provided within 30 days of the contract award (January 2019), and subsequent calibration, tune up, testing and maintenance services shall be provided every 6 months thereafter (July and January of each year).
Facilitate a minimum four-point firing sequence to record pertinent burner/boiler data.
Monitor the operation of combustion related hardware; control valves, positioners, including auxiliary fuel air and feed water devices.
Meet with plant personnel to review preliminary test results prior to commencing the calibration test.
Calibration and Test
Execute a ten-point firing sequence characterizing the fuel air ration to optimize burner efficiency. The following boiler/burner data shall be recorded at each set point.
2. Calibrate 15 (5 per boiler) Foxboro controllers.
3. Test 4 safety devices per boiler IAW BEI checklists provided by plant personnel.
Perform any necessary repairs using the Government furnished parts. If the boiler equipment experiences an operational failure, the contractor shall arrive at the SAVAHCS facility within 3 business days of receiving a call for service from the COR. The COR will provide a diagnosis of the issue at the time of the call so that the contractor may anticipate any needs for the visit. Further, if a repair is required, the contractor shall execute the repair within 3 business days of receiving notification from the COR that all parts are available.
The contractor shall provide 30-60 minutes of training during each biannual maintenance visit to the facility. This training is intended to provide SAVAHCS' personnel with a question and answer period so that they are adequately prepared to operate the equipment on a daily basis. Failure to provide training shall result in failure to perform.
PERFORMANCE:
a. Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. Arizona time, Monday through Friday, not including federal holidays.
b. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer (CO). Funding for services that are outside the normal coverage hours or on holidays shall have approved funding prior to any service being allowed.
c. Federal Holidays observed are located at the following link:
https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/
PERFORMANCE MONITORING:
The contractor's performance shall be monitored by the COR as follows:
Timely delivery of invoices. Invoices are due by the 15th calendar day of the month during which maintenance or other services were provided; example: invoice for services provided January 31, 2019 is due by February 15, 2019.
Timely scheduling and performance of maintenance services. Maintenance services are due in January and July of each year.
Timely arrival for repair services. The contractor shall arrive within 3 business days of receiving a repair related call from the COR.
Failure to comply with 1-3 performance monitoring items shall result in failure to perform.
SECURITY REQUIREMENTS:
Upon arrival at the facility, the contractor shall check in with a valid Driver License or Company ID with the Work Control Clerk located in the basement of Building 2. The contractor shall be issued a visitor's badge which shall be worn above the waist during the contractor's visit to the SAVAHCS facility.
The contractor shall checkout with the Work Control Clerk when work has been completed. Work to be completed.
Checking in/out will be during normal business hours: Monday Friday 8:00 am to 4:00 pm excluding Holidays, reference federal holiday link in para 5.c.
Failure to check in/out shall result in failure to perform.
No photography of VA premises is allowed without written permission of the Contracting Officer.
GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI):
The Government shall order/purchase any necessary repair parts and provide them to the contractor for execution of the repair. Contractor shall not schedule a follow-up appointment until Tucson VA COR s have confirmed that the parts have been received by the facility.
EQUIPMENT LISTING:
SAVAHCS Boiler Configuration:
Boiler Manufacturer- York Shipley Model 584L-S3W-300-S200-N/2-LN/10350 lbs. steam per hour.
Burner Manufacturer - WEBSTER Model 95605A-01, Type of Burner 300-SV-200 HDSXC Low Nox, Fuel Gas and #2 Fuel Oil.
Controller Manufacturer - Hayes/Cleveland Universal Programmable Automatic Controller.
PLACE OF PERFORMANCE:
SAVAHCS
3601 S. 6th Avenue,
Building 17
Tucson, AZ 85723,
11. ESTIMATED PERIOD OF PERFORMANCE.
Base Year - 12/01/18 thru 11/30/19
Option Year One - 12/01/19 thru 11/30/20
Option Year Two - 12/01/20 thru 11/30/21
Option Year Three - 12/01/21 thru 11/30/22
Option Year Four - 12/01/22 thru 11/30/23
12. DELIVERABLES:
Service report of repairs performed at each visit, to include tuning specifications and settings. The report shall be provided to the COR at the conclusion of each visit. The report may be handwritten but it shall be legible.
Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.
Date(s) and time-period of service.
Complete description of equipment serviced including model number and serial number.
Complete description of equipment services performed.
Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.
A statement of the complaint that initiated the service call.
Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.
Thumb drive which includes tuning programming of the boiler that can be used to restore previous calibration and tuning settings. A thumb drive shall be delivered at the conclusion of the initial maintenance visit and shall be updated at each visit if there are any changes to the tuning programming data.
13. GUARANTEE:
a. The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.
14. OVER AND ABOVE REPAIRS:
For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR s Government Purchase Card (GPC) threshold, the COR will authorize payment.
For emergencies over the COR s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work.
The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as-needed for payment.
Any work to be performed, which is not covered by this PWS, MUST be approved by the Contracting Officer, through a modification, prior to the work being performed.
15. PARKING, SMOKING, AND VA REGULATIONS:
It is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any VA facility. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
(END OF PWS)
16. SOURCES SOUGHT DETAILS
NAICS CODE: 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Small Business manufacturers for this NAICS code have a size standard.B The term of the contract is intended to be base contract plus 4 option years.
It is anticipated that a Request for Quotes shall be issued in Oct 2018. Award of contract is contemplated by Dec 2018.
This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively.
17. INTERESTED PARTIES RESPONDING VIA EMAIL TO THIS SOURCES SOUGHT REQUEST SHALL SUBMIT THE FOLLOWING INFORMATION AT A MINIMUM:
Company name, address, point of contact, phone number.
DUNS number and company social-economic status.
Lead time on delivery/ETA/Installation.
Can your firm provide all services or just partial? (If partial, which line item(s)?)
Does your firm intent to utilize subcontracting? Yes or No.
(5a) If yes to (5), as the prime contractor, your firm shall confirm if it will comply with
15 USC 657s and 13 CFR 125.6 limitations on subcontracting.
Bottom line, your firm shall conduct over 50% of the service performance.
If SDVOSB or VOSB, proof of registration in the VA Vet Biz websites or intention of registration prior to submission of offers to a solicitation http://www.vip.vetbiz.gov/
Any other pertinent company documentation or product information.
If potential contractors are interested in a site visit, contractor shall confirm interest via RFI response.
The response date to this Sources Sought notice is Oct 24, 2018 at 12:00 pm EST time.
Electronic submissions are preferred via email address of: dena.hallaren@va.gov. This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate. The Government shall not pay any costs for responses submitted.
NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN.
ALL FIRMS SHALL NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION. DIRECT ALL QUESTIONS TO POC ONLY.
18. IMPORTANT INFORMATION:
The Government is not obligated to nor shall it pay for or reimburse any costs associated with responding to these sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined.
19. DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201 , responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
(END OF SOURCES SOUGHT)
SUBMIT RESPONSES VIA EMAIL- dena.hallaren@va.gov
WITH THE FOLLOWING TITLE IN SUBJECT LINE:
RFI FBO 36C25819Q0017 - Boiler Calibration PM
RESPONSES ARE DUE 10-24-2018 12:00PM EST
For Official Use Only Email
