Service Option Years
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6-streamlined procedures for commercial items, in conjunction with FAR subpart 13 and as supplemented with additional information included in this notice. This is a Firm Fixed Priced Contract. Only qualified offerors may submit offers.
Solicitation VA-249-14-Q-0772 is issued as a Request for Proposal (RFQ) and constitutes the only solicitation, a written solicitation will not be issued.
This procurement will be a small business set-aside. NAICS Code is 238220 and size standard is $14 million. Any firm that does not meet the capability and size standard under this NAICS code should not submit a response to this notice.
In order to be considered for a government award, the firm must be registered in SAM @ www.sam.gov and be capable of providing all parts, service, manuals, tools or software required to successfully complete scheduled preventive maintenance and emergency maintenance on heating and refrigeration systems and equipment listed in the attached statement of work.
This service is required for the Nashville and Mufreesboro (including Fisher House building), Tennessee VA Medical Centers, at 1310 24th Ave South and 3400 Lebanon Pike, Tennessee within VISN 9, in accordance with the terms, conditions, special provisions and schedules herein.
In order to be responsive, the firm must offer a quote on all itemized items and total base year including all option years pricing as provided below.
Base Year: 08/01/2014 - 9/30/2015
Option year 1: 10/1/2015- 9/30/2016
Option year 2: 10/1/2016 - 9/30/2017
Option year 3: 10/1/2017 - 9/30/2018
Option year 4: 10/1/2018---9/30/2019
?
B.4 STATEMENT OF WORK
REFRIGERATION AND A/C SYSTEMS
TVHS, NASHVILLE and MURFREESBORO CAMPUSES
1. Introduction and Scope of Work:
Furnish all labor, materials, and equipment necessary to perform preventive maintenance and emergency maintenance, as specified for the current FY beginning August 1, 2014 through July 31, 2015 with 4 additional option years in accordance with the terms, conditions, and schedule of this agreement for the equipment on the attached list.
2. Requirements:
a. Equipment is described on the attached list.
b. Scheduled Preventive Maintenance (PM): During the PM visits, the contractor shall perform PM per Original Equipment Manufacturer (OEM) recommendations to correct any equipment malfunctions to assure the equipment meets manufacturer's factory tolerance. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time. Any necessary cleaning of equipment, adjustment or replacements of belts will be the responsibility of the contractor and price shall be included in the contract. During the PM visit, the contractor will replace such parts as may be necessary for the satisfactory functioning of the equipment after following procedures outlined in paragraph 2c, PARTS.
(1) Quarterly PM inspections will be made during the months of December, March, June and September.
(2) All PM service shall be performed during normal VA working hours of 7:30am a.m.to 4:00 p.m. PM is to be scheduled so as to minimize any inconvenience to the operation of the respective department.
(3) The contractor shall call Engineering Service five (5) days in advance to confirm that the equipment can be serviced at the time that is agreeable to the VA and the contractor. Technicians will contact the COR when they arrive on the job site and provide either an electronic or paper service report for each visit. The report must detail the unit and work performed. The report must be signed by a responsible VA employee and must list parts replaced. Since the VA pays for parts in this contract, no parts should be replaced prior to getting approval from the Utility Systems Supervisor or his designee. A purchase order (PO) number must be provided to the vendor prior to the part being replaced. Any work or parts replaced without a valid PO being issued by a CO will be at the contractor's expense. No VA employee other than the CO can modify a change in the service contract or make requests that are outside the contract specifications. Any questions should be submitted to the COR prior to action being taken by the contractor.
c. PARTS: Contractor shall maintain a sufficient stock of all parts meeting the original manufacturer's design and specification needed for repair and maintenance of the equipment or be able to secure needed parts within one (1) working day upon receipt of a PO for the part. The contractor will provide the VA with a quote for the part within 2 hours of determining a problem exist with equipment on this contract to the Utlility Systems Supervisor or his designee. VA reserves the right to inspect the contractor's facility to confirm the parts are locally available. Contract price will be equitably adjusted to include cost or replaced parts pursuant to changes clause based upon a service contract. The contractor will inform the VA with 2 working days of the contract what the service contract discount is for parts.
d. COMPETENCY OF CONTRACT PERSONNEL: During PM inspections and emergency service calls, all work must be performed by a qualified technician. Technician must be EPA certified in use of refrigerants. Proof thereof must be submitted along with the proposal during the solicitation. Said technicians are at all times accountable and under the supervision of the contractor. Technical competency is determined by correctly diagnosing and repairing equipment problems. All new certifications must be forwarded to the COR and Contracting office for record keeping.
e. EXCLUDED SERVICES: Contractor shall not be obligated to provide services under this agreement for (a) damage to or destruction of instrument(s) covered where such damage or destruction is (1) a result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any act of God including, but not limited to lightening, windstorm, hail, flood, earthquake, or (2) caused by the VAMC misuse or abuse of such instrument; (b) decontamination due to spillage; (c) interpretation of data; (d) installation of unauthorized field modifications; (e) accessories not listed nor included in agreement.
3. References: Standards of operation must meet factory tolerance and specifications at all times.
4. Delivery:
a. Quarterly PM inspections will be made during the months of December, March, June, and September.
b. All PMs shall be performed during normal VA working hours of 7:30 a.m. to 4:00 p.m. PM is to be scheduled so as to minimize any inconvenience to the operation of the respective department.
d. SERVICEMAN/REPAIRMAN: During PM inspections and emergency service calls, the service technician will be accompanied by the Utility Systems Operator Supervisor or designee thereof. The serviceman is to report to the Engineering Office of the respective campus for work to be performed.
d. There shall be a 2 hour response time for the Liebert cooling units that serve many important areas within the hospital such as, IRM computer rooms, MRI, Caridac Cath, and CT rooms. There shall be a 2 hour response time for the Kitchen and Canteen Coolers that are important in serving patients, visitors and staff.
e. There shall be a 4 hour response time for the Walk-in cool boxes (Environmental Rooms) located in the Acre Bldg.
f. For all split units, PM and repair include entire system including evaporator, condenser, and controls.
5. Progress and Compliance:
a. After each scheduled PM or emergency maintenance call is complete, the serviceman is to leave a signed service ticket with the Utility Systems Operator Supervisor or a designee thereof, during normal duty hours of 7:30am a.m. to 4:00 p.m., Monday through Friday.
b. After normal duty hours, the contractor will use the phone to call the Boiler Room Operator to leave the signed service ticket. The ticket must explain in detail, the arrival time, the problem, and what the repair was. If any part is needed a quote will be provided to the Utility Systems Supervisor at the start of the next work day.
c. Payment will be made quarterly in arrears upon receipt of signed service report. Invoices will be submitted electronically in the VA invoice submission process and a copy emailed at the same time to the Utility System Supervisor. Invoices must match the contract amount; any deviation will not be paid.
6. Notes:
a. Any additional charges not included within this service agreement must have the approval from the Contracting Officer before any costs are incurred.
b. There are no known security issues with this service agreement.
c. Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only.
d. Contractors are required to obtain Temporary ID Badge from Engr Svc, Bldg 18 Murfreesboro or Room D73 Nashville, while on VA property if not escorted during entire visit by an Engr Svc employee.
e. The Department of Veterans Affairs reserves the right to add or remove units as necessary. At the request of the CO, contractor will provide a new quote/adjustment in pricing within 24 business hours of change.
f. Please note that price of service is to be quoted as fixed price throughout the period of performance of the contract. Contractor must be able to service all units must and have price quote to be considered. Contractors are encouraged to quote their best offer.
g. All Technician certifications must be submitted with quote.
h. Please note, equipment line number 52 has a total of 4 units. Quoted price should reflect four units.
i. This solicitation is a Lowest Price Technically Acceptable solicitation. All or none. By submitting quote contractor is claiming to have to ability to service all units listed within the Equipment List.
REFRIGERATION AND A/C SYSTEMS List
TVHS, NASHVILLE and MURFREESBORO CAMPUSES
UNIT SERIAL QTY BASE YEAR
PRICE OPTION 1
PRICE OPTION 2
PRICE OPTION 3
PRICE OPTION 4
PRICE
Nashville Acre Bldg
Bally Walk-in Unit
Commercial Refrigerator
RM F603 L27331 1
Environmental cold room
Heatcraft Model: BST21M6C
RM F412 T12C16085 1
Environmental cold room
Heatcraft Model: LST020M6CS
RM F512 T12C16085 1
Basement IRM computer Room
AHU 14
Liebert Challenger System
Model No. FE219WUAAG
RM D 03 355492002 1
IRM AHU 10
Compu Air Model CAA-1534C
RM D 03 82735Y0910-5429 1
IRM AHU 15
Compu Air Model CAA-1534C
RM D 03 82735Y0910-5439 1
Blood Bank - Lab
Forma Freezer
Model No. 8096
RM B 46 812324 1
Liebert Challenger Sys.
Model No. DE245aae 1MRI AHU 34
RMD 27F 697619-001 1
Liebert Challenger Sys.
Model No. FH086WAAM
CT AHU 46
RM D 57 323192001 1
Kitchen and Canteen Walk-in Freezer
Model CLTW504
1ST FL KITCHEN 9410705 1
Model CLTW504
1ST FL KITCHEN 9410706 1
Canteen walk-in Boxes -
Kolpack Model 18610-S RM E 109 9205802220P 1
Kolpack Model 18903S RM E 109 9205B0220PF 1
Kolpack Model 18500-S RM D 101 963650760P 1
Kolpack Model 18602-S RM D 101 96365710P 1
Cardiac Cath lab
Cardiac Cath Unit #11
Mistubishi Model PUYA36NHA4
Fan Rm 4 18003974D 1
Cardiac Cath Unit #12
Mistubishi Model PUYA36NHA4
Fan Rm 4 18004036D 1
Cardiac Cath Unit #12
Mistubishi Model PUBA36NHA4
Fan Rm 4 25U047288A 1
Morgue Cold Box
Morgue Box RM A 03
Basement Morgue, Mopec Unknown 1
Garage Elevator and Electric Closet split units
KHS1871 Sanyo indoor model Unknown 1
KHS0971 Sanyo indoor model Unknown 1
CH0971 Sanyo outdoor model Unknown 1
CH1871 Sanyo outdoor model Unknown 1
York Campus
Liebert A/C Unit
Model DCSF083-P
BLDG 5 IRM RM 115 0809C09028 1
Liebert A/C Unit
Model DCSF083-P
BLDG 5 IRM RM 115 0809C09026 1
Liebert A/C Unit
Model BF067A-CAE15261
BLDG 5 IRM RM 115 NO8B740196 1
Liebert A/C Unit
Model BF067A-CAE15261
BLDG 5 IRM RM 115 NO8B740195 1
Liebert A/C Unit
Model DMC037APLL
Bldg 1, Rm G36A D16845 1
Liebert A/C Unit
Bldg 1, Rm G36A PS048A-AB2 1
Lennox M A/C Unit
Model 13ACD-060-230-04
Bldg 1 Telephone Switch RM 5808E22515 1
Liebert A/C Unit
Angio Camera Room Unknown 1
American Standard
Model #YCC024F1LOBE
Bldg. 146 M34322L2H 1
American Standard
Model YCC048F1HOBC
Bldg. 147 K395S0E2H 1
American Standard
Model YCC048F1HOBD
Bldg 147 L4023C02H 1
Mistubishi
Model MUZ24WN
Bldg Bldg 1 radiology 3003285 1
Mistubishi
Model MUZ09UN
Bldg 7 Psychiatry 31900433A 1
Fujitsu
Model AOU36RLX
Bldg 7 Elevator Machine Room CWN000953 1
Mistubishi
Model PUMY-P36NHMU
Bldg 1 Directors Conf Room 149 82U00321B 1
BARD
Model WA701HC9X-G
Bldg 120 MRI 190P092671559-02 1
BARD
Model WA701HC9X-G
Bldg 120 MRI 190PO92671559 1
CARRIER
Model 38QRR036-3
Bldg 120 MRI 2059X91173 1
MITSUBISHI
Model PUZ-A30NHA2
Bldg 120 MRI 8YU00224A 1
Tennessee Fisher House:
Carrier CU-1
Model# 38AUDA12AOA5AOAOAO 1813C93672 1
AHU #1 Carrier
Model #4OR6AA12A2A6AOAOA 3912644868 1
Carrier CU-2
Modle #38AUDA12AOA5AOAOAO 1813C93676 1
AHU-2 Carrier
Model # 40RHAA12A2A6AOAOAO 2612628100 1
Carrier CU-3
Model # 24ABB36OA520 1613E07268 1
AHU-3 Carrier
Model # FX4DNF061 5012A84197 1
Boiler LAARS
Model # MT2H C13249013 1
Pharmacy Refrigerators and Freezers:
Gem- EE-112557
Model # GAR2-G Unknown 1
Forma Scientific
Model # 3660 85532776 1
So-Low
Model # DHN4-80GD-0 11110156 1
Gem
Model # Unknown 0808-0552 1
Revco Thermo dynamics
Model # ULT3030A P165-128054PS 1
Kitchen Equipment:
Thermo-Kool Walking Cooler
Model # TK4278-WFR-L 40162 1
Condenser-Air Cooled
(Heat Craft) MDL#M0S040M6BCF TO2K00945 1
Bally Walk In Cooler
Model # 3677.5-4-6
WC 02 DX9807724-02 1
Cond. Unit Air Cooled
Model # BEHA010H2-HT3BB 82403960 1
Bally Walk In Cooler
Model # 367735-4-P
WC 03 DX9807724-01 1
Cond. Unit Air Cooled
Model # BEHA025E6-HT38-F Unknown 1
Bally Walk in Freezer
Model # LET160BEWMC6K
WF 1/108J T10E14377 1
Evap. Heat Craft
Model # LET160BEWMC6K T10E14376 1
Cond. Unit Air Cooled
Heat Craft Model # BTD0600LBC T10F05206 1
Bally Walk in Cooler
Evap. Heat Craft (Thaw)
Model # ADT130AEWMC6K
TC1/108R T10E12659 1
Evap. Heat Craft
Model # ADT130AEWMC6K T10E14373 1
Cond. Unit Air Cooled
Heat Craft Model # M0H015X63C T10F05195 1
Bally Walk in Cooler
Evap. Heat Craft
Model # ADT130AEWMC6K
WC 04/108J T10E14375 1
Evap. Heat Craft
Model # ADT130AEWMC6K T10E14374 1
Cond. Unit Air Cooled
Heat Craft Model # MOH030X63C T10F05219 1
Bally Walk in Cooler
Evap. Heat Craft
Model # ADT156AEWMC6K
WC 05/108L T10E14371 1
Evap. Heat Craft
Model # ADT156AEWMC6K T10E14372 1
Cond. Unit Air Cooled
Heat Craft Model #M0Z035M36C T10F05221 1
Blast Freezer Traulsen
Model # RBC200
SC 01 T95302108 1
Cond. Unit Air Cooled Copland
Model # VJHA40HTHC020 Unknown 1
Blast Freezer Traulsen
Model # RBC200
SC 02 T95302109 1
Cond. Unit Air Cooled Copland
Model # VJHA40HTHC020 Unknown 1
Tray Line Total of 4
Comp. Cold Top
Model # LX120A035W0
Kitchen Avtec TTB2779206A 4
Chill Plate Table
Duke Model # DCTF60PGM
Dining Room Unknown 1
BUILDING 107 CANTEEN
Evap. HTP
Model # HTA28-134B-AS E11E55291105003 1
Conditioner Roof Top
Air Cooled Model # HLH151M44-E E11E55191309002 1
TOTAL PRICE PER YEAR $ $ $ $ $
Total Base Plus 4 Option Price $_____________
Award will be made to the lowest price quote which conforms to the requirements within this solicitation.
Submitting Quote: Contractor shall submit their quote on company letterhead and shall include the completed pricing forms, along with name, address, telephone number of the offeror, firm's DUNS#, overall total price for base year and all option years, and a completed copy of Clause 52.212-3 Offerors Representations and Certifications- Commercial Items or vendor's ORCA document. Additionally, the Contractor shall provide a minimum of three (3) Past Performance references.
Quotes must be received July 23, 2014 by 4:00 PM Central Time. Email your quote to [email protected] or mail to the following address: Department of Veterans Affair, Network Contract Office, VISN 9, Attention: Phon Phasavath, 1639 Medical Center Parkway, STE 400, Nashville TN, 37129. Please no phone calls.
CLAUSES
FAR Number Title Date
52.212-2 EVALUATION--COMMERCIAL ITEMS JAN 1999
52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS APR 2012
52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS FEB 2012
52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS ALTERNATE II (JUL 2012) AUG 2012
52.217-8 OPTION TO EXTEND SERVICES NOV 1999
52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT--SERVICES MAR 1989
52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS APR 2012
52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION APR 2012
FAR Number
52.219-6
52.219-14 Title
NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE
LIMITATIONS ON SUBCONTRACTING Date
NOV 2011
NOV 2011
52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN SANCTIONED ACTIVITIES RELATING TO IRAN-- REPRESENTATION AND CERTIFICATION NOV 2011
52.228-5 INSURANCE--WORK ON A GOVERNMENT INSTALLATION JAN 1997
52.232-18 AVAILABILITY OF FUNDS APR 1984
52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR APR 1984
52.232-34 PAYMENT BY ELECTRONIC FUNDS TRANSFER-- OTHER THAN CENTRAL CONTRACTOR REGISTRATION MAY 1999
52.233-2 SERVICE OF PROTEST SEP 2006
52.233-3 PROTEST AFTER AWARD AUG 1996
52.243-1 CHANGES--FIXED PRICE ALTERNATE II (APR 1984) AUG 1987
852.203-70 COMMERCIAL ADVERTISING JAN 2008
852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION JAN 2008
852.233-71 ALTERNATE PROTEST PROCEDURE (MAY 2010) NOTE MAY 2010
852.237-70 CONTRACTOR RESPONSIBILITIES APR 1984
Phon Phasavath
1639 Medical Center Parkway Suite 400
Murfreesboro TN 37129
[email protected]
