AIR FILTER replacement services
11
This Sources Sought Notice is to solicit interested SERVICE DISABLED VETERAN-OWNED SMALL BUSINESSES or VETERAN-OWNED SMALL BUSINESS capable of meeting the following requirement: The Greater Los Angeles Veterans Healthcare System (GLAVHS), has a requirement to Contractor The Contractor shall provide all necessary labor, equipment, transportation, and related items to perform filter changing service at the VA-West Los Angeles, 90073:
a. Contract All HVAC technicians must be NAFA National Air Filtration Association certified with documentation verifying they have successfully completed the prescribed training.
b. HVAC lead man must be HAZwhopper certified by the State of California OSHA standard.
c. Service company must have a current valid C-20 license. The government's intent is to issue a solicitation to award a single contract. This acquisition will be solicited pursuant to the Veterans' First Public Law 109-461 as a 100% Service-Disabled Veteran-Owned Small Business Set-Aside (SDVOSB) and/or Veteran-Own Small Business. Additionally, this acquisition will be awarded in accordance with FAR 14.408-1(a) to the responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to the Government, considering only price and the price-related factors. Please do not send questions regarding this notice, as it is only a Sources Sought Notice. Questions concerning this Sources Sought will be accepted up until 08/06/2019.
The anticipated solicitation is projected to post on or about , on this website. Hard copies will not be mailed. The NAICS code is 238220 Plumbing, Heating, and Air-Conditioning Contractors, and the SBA Size Standard is $15,000,000.00. The solicitation will be issued as an Request For Quote (RFQ). INTERESTED PARTIES ARE STRONGLY ENCOURAGED TO REGISTER TO RECEIVE NOTIFICATION OF ACTIONS INCLUDING POSTING OF THE SOLICITATION AND ANY AMENDMENTS. ADDITIONALLY, BIDDERS ARE ADVISED TO CHECK THE SITE FREQUENTLY AS THEY ARE RESPONSIBLE FOR OBTAINING AMENDMENTS TO THE SOLICITATION NOTICE.
NOTE: Interested parties are to submit their Capabilities Statement to the Contracting Office (No more than 5 pages, please) via email to omar.majette@va.gov no later than 08/06/2019 at 4:00pm CST.
The following is an abbreviated reference of Statement of Work and does not address the entire requirement:
DESCRIPTION/SPECIFICATION/WORK STATEMENT
C-1 GENERAL PROCEDURE: The Contractor shall provide all necessary labor, equipment, transportation, and related items to perform filter changing service at the VA-West Los Angeles, 90073:
Contract All HVAC technicians must be NAFA National Air Filtration Association certified with documentation verifying they have successfully completed the prescribed training.
HVAC lead man must be HAZwhopper certified by the State of California OSHA standard.
Service company must have a current valid C-20 license.
or Requirements:
Furnish disposable air conditioning filters to be installed throughout the year.
Semi-Annually (Twice per year) clean and vacuum the air handlers and fan coils.
This request is for a turnkey annual filter service and filter supply.
Pre-filters shall be changed every other month for a frequency of 6 equal time intervals per year, after filters shall be changed semi-annually and HEPA filters shall be changed annually.
Travel, zone and labor charges performed during normal working hours are included at no extra cost. Authorization must be obtained from the Contracting Officer or the Contracting Officer s Technical Representative (COR) in advance for any work performed outside of normal working hours (after 4:00 p.m. and before 8:00 a.m. Monday through Friday, any Saturday, Sunday, or Federal holiday), to arrange for all services on this station. If this authorization is given for the convenience of the Contractor, there will be no additional charge for labor, travel time, or other expenses.
The work shall be performed at the VA-WLA. This contract is for the filter replacement services to take place in Buildings 500, 345, 304, 507, 501, 401 and 402. This contract shall be for a period of one year, with 4 option years. Contractor shall perform filter changing on a monthly basis. Scheduling will be approved and facilitated by the COTR. Contractor shall adhere to the VA code of conduct. In addition to having a scheduled and approved shutdown, contractor will be responsible for checking in with the using service prior to shutting down units in the following areas to assure patient safety:
Unit Name Area affected Reason for importance/precautions
(Building 500)
AH-4 0444 SPD &DSU area (sterile packaging)
AH-27 4419 Positive Pressure invasive treatment room
AH-28 4474 Positive Pressure invasive treatment room
AH-38 6th fl So Executive Offices
AH-59 4416 Procedure room in 4 south
AH-60 4415 Procedure room in 4 south
AH-61 OR #9 & OR #10 Operating rooms 5 east, 5216 & 5217
OR-AH 1, 2, 3 5 north; operating rooms Saturday, or after hours with notification
to OR Personnel (and Permission given to proceed).
Building 345 All Areas Nuclear Medicine, radioactivity levels must be checked prior to entry to the roof. Check in with technicians to receive radiation safety monitor devices.
Certain critical areas shall require that the service be performed during off hours or on weekends at no additional cost to the government.
It is the contractor s responsibility to assure that the filters are fit tightly in the frame and to each other and that there will be no blow by.
Contractor shall inspect the air handler and filter frames each period and report all deficiencies to the COR in writing, and filter frame condition reporting shall be a part of the filter change report.
The contractor shall provide a complete report of all field service records to the COTR within 5 days after the service has been performed. Contractor shall provide digital documentation of each and every air handler and filter bank serviced in a report to be delivered to the COTR within 5 days of the completion of each monthly service. This record shall include digital photography which will include:
A photo of the exterior of the unit with the name of the unit clearly visible.
A photo of the pre-filter rack will be clearly shown in its entirety before and after each service with a time and date stamp.
A photo of the post- filter rack will be clearly shown in its entirety before and after each service with a time and date stamp.
The report shall include a report of the general condition of the units, the filter frames and racks, if any water or air leaks or unusual conditions are observed.
The report shall detail the unit name, type of filter used, the size of the filter, filter changing bags and the exact number of filters used.
Equipment used for Bag-in Bag-out procedures shall be listed by size and quantity along with the digital documentation for each unit.
All trash, debris, used filters and lamps shall be removed and disposed of properly. The contractor is responsible for leaving the work area clean and free of any trash.
Quarterly disinfect the Floor pan and drain.
Pre-Filters
Pre-filters shall be Tri-Dim Trideck 4 layer MERV 8 rated synthetic filter (BRAND NAME OR EQUAL). The filter media is to be constructed of multi-graduated laminate of variable dernier synthetic fibers that form 4 distinctive plys that are arranged from coarse to increasingly finer deniers of media. The filter media shall be comprised of a minimum of 24% recycled materials, calculated by weight. The filter shall have a downstream layer that is composed of a needled synthetic media that has a dual directional strength, insuring filter integrity as it becomes loaded. The filter shall utilize two distinctive tackifiers, a wet and a dry tack to maximize filtration. The filter shall utilize an internal wire support constructed of a 9.5 gauge galvanized wire. Additional cross wires will be utilized on panels greater than 11-1/4 for added rigidity. The internal wire support shall be encapsulated between the 2 center plies of synthetic media by a thermally generated seal. The filters shall meet the requirements of class 1 filters per standard 900 from Underwriters Laboratory. The filter shall be treated with an EPA registered/approved anti-microbial to inhibit the growth of mold, mildew, and bacteria The filters shall be available in a linked configuration, and installed as connected, continuous links when the filters are installed by sliding into racks. When the filters are in individual frames, single filters shall be used to fill the frame completely. Filters will be no less than a MERV 8 when tested by an independent test facility according to ASHRAE standard 52.2. The filter shall achieve a minimum E2 value of 61% and an E3 value of 74%. The filter shall have an initial resistance of no more than 0.51 W.G. (127PA) at the airflow of 492 FPM (2.5m/sec). The filter shall be a minimum of MERV 10 when tested in the field by an independent registered professional hygienist and qualified environmental professional according to a modified ASHRAE 52.2 standard. The filter shall meet ANSI/UL 900 requirements. Contractor is responsible for installing the filters correctly so as to optimize efficacy and minimize any potential blow by.
Second Stage Pre-Filters
Second stage Pre-filters shall be Tri-Dim Tri-Cell IVS Synthetic Thin Line 4 Merv 13 mini-pleat with polypropylene box frame.
Final Filters
Final Filters: Filters shall be of the SYN-PAC bag type filter. This is a bag type filter comprised of synthetic microfibers of Polyester-Dacron, which is electronically enhanced for additional dust holding properties. This filter must be rated at no less than a MERV 15 and be at least 97% efficient on particles 1 micron and larger. Filters shall be gasketed on the upstream face of the header. The bag filter shall have minimum 10 pockets per 24 x 24 x 22 , 24 x 20 x 22 bag filter and 5 pockets per 12 x 12 x 22 bag filter.
#SPC-1100-16
Suggested Specification
EXTENDED SURFACE HYBRID
MEDIA BAG FILTER 90-95%
1.0 General
1.1 Filters shall be Syn-Pac XLII 90-95% Hybrid Media Bag Filter as
Manufactured by Tri-Dim Filter Corporation.
1.2 The quantity, sizes and capacities shall be as scheduled or noted on the
Drawings or other supporting documents.
2.0 Construction
2.1 The filter media shall be a hybrid blend of medias adhered to a non-woven
support backing for strength and durability.
2.2 The media shall be formed into tapered pockets that shall be span-stitched to
a non-woven backing. Each span-stitch shall be sealed with a narrow ribbon
of adhesive to add strength and to prevent air bypass. Span-stitching shall
allow for uniform velocities and dust loading throughout the depth of the
pocket.
2.3 Each pocket end opening shall be secured to a double turned pocket hoop.
Each pocket shall be locked into the channel header frame along the exterior
edges and mechanically secured to adjacent pockets to prevent the bypass of
unfiltered air and for filter rigidity.
2.4 The frame shall be a peripheral metal header 13/16 (21mm) thick
constructed of 26 gauge Galvaneal steel.
3.0 Options
3.1 The frame shall be a peripheral metal header 13/16 (21mm) thick
constructed of extruded aluminum.
3.2 The frame shall be a peripheral metal header 1-1/8 (29mm) thick
constructed of 26 gauge Galvaneal steel.
3.3 The pockets shall be supported by 9-1/2 gauge stainless steel wire support
rod to support the pockets for enhanced performance and for use in
applications absent of sufficient airflow to properly inflate pockets.
3.4 The header shall be fitted with a GPA Header Adapter to allow for use in
Glide/PackB. housings without the impediment of the standard Glide/PackB.
change out procedure.
3.5 The filter shall have self-sealing gasketing on two vertical and two horizontal sides,
upstream face of filter. Gasketing shall be a charcoal ether foam 1/2 wide (13mm) and 3/8 thick (10mm).
#SPC-1100-16 Revision Date: 03/17/07
4.0 Performance
4.1 The filter shall have a MERV (Minimum Efficiency Reporting Value) value of
16 when tested by an independent test facility according to ASHRAE
(American Society of Heating, Refrigeration and Air Conditioning Engineers)
Standard 52.2-1999. The filter shall achieve a minimum E1 value of 98%, E2
value of 100% and a minimum E3 value of 100%.
4.2 The filter media shall be tested per Military Specification MIL-A-A-54372A,
Method I for a minimum Initial Bioaerosol Removal Efficiency (IBRE) of
98.19% when clean.
4.3 The filter shall have an initial resistance of 0.60 W.G. (150 PA) at the
recommended airflow of 500 FPM (2.54 m/sec) for a 24 x24 x30 8 Pocket
(610x610x762mm) nominally sized filter. The filter shall have a media
surface area of 80 square feet (7.43m2)
4.4 The filter shall have a recommended final resistance of 1.5 W.G. (373 PA).
Glide/PackB. is a Registered Trademark of Camfil Farr and is used only for identification purposes.
HEPA Filters
HEPA Filters: Shall be rated at no less than 250 FPM with and initial resistance of 1.0 W.G. The filter shall be constructed using moisture resistant glass microfibers. The filters shall have an efficiency rating of 99.97% on 0.3 micron sized particles. The filters will be factory laser scanned to insure that there are no pin hole leaks greater than 0.01% in the media pack and the media frame seal utilizing inert optical scan testing. Filters will be gasketed with a .75 wide x .25 thick neoprene gasket. Filters shall be changed according to the filter inventory frequency.
Frequency
Filters shall be changed according to the attached filter inventory describing filter type, size and quantities.
C-2 CLEANING, VACUUMING AND DISINFECTING:
Air handlers and fan coils will be shut down during cleaning, vacuuming and disinfecting. Down time will be scheduled in advance with the COTR at a time that will be most convenient with the VA.
Cleaning and vacuuming: Shall be performed semi-annually during the months of APRIL and OCTOBER and will consist of the following:
All fans, fan housings, scrolls and squirrel cages will be wire-brushed and HEPA vacuumed.
All Air Intake Fresh Air Louvers and Return Air Louvers will be wire-brushed and HEPA vacuumed.
All automatic and manual dampers will be checked for freedom of action. Any mechanical defects shall be reported to the COTR. All manual dampers shall be marked and reset in the exact position as found at start of job.
All filter frames will be wire-brushed and HEPA vacuumed.
Vacuum the floor of the AHU.
All pieces of equipment will have a sticker/Service tag affixed indicating that the units were serviced.
Service Schedule:
According to Attachment Filter Survey
Disinfecting:
Shall be performed quarterly during the months of April and October. Contractor shall use a non-toxic industrial air conditioning disinfectant labeled as acceptable for use in hospital air conditioning systems. Specification sheet and MSDS to be provided to the Government prior to use and subject to approval of the M&O office.
Spray drain pan sufficiently with disinfectant to thoroughly wet drain pan.
C-3 CLEANING OF JOB SITE: Contractor shall keep job site clean of all surplus materials and debris. Contractor shall dispose of all removed filters, debris and leave area broom clean. Used filters shall be transported fully enclosed in original boxes taped closed, Sealed plastic bags or bins with plastic covering to contain all dust, or any combination of the above.
C-4 METRIC DIMENSIONS: Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, provided they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376, and all other requirements of this solicitation are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerance specified in the inch-pound units, a request shall be made to the Contracting Officer to determine if the product is acceptable. The Contracting Officer, in concert with the COTR, will accept or reject the product.
C-5 DESCRIPTIVE LITERATURE: Descriptive Literature is mandatory. Submit descriptive literature showing that the filters comply with the requirements listed in Paragraph C-2 above. The descriptive literature must be submitted by the date and time specified for proposal opening. Failure to furnish descriptive literature as required will result in your offer being rejected as non-responsive.
C-6 CONTRACT CHANGES: As a requirements contract with option years, it is reasonable to expect that usage and/or requirements, based upon estimated quantities of numerous medical facilities, may change during the contract period. In order to satisfy any such needs/changes, the Government reserves the right to negotiate with the contractor to add VISN 22 Facilities or to add/delete items to the contract. Upon mutual agreement, the contract shall be modified accordingly to reflect such agreed upon changes.
Changes determined by the Contracting Officer to be within the general scope of the contract shall be made in accordance with FAR Part 43, Contract Modifications, and shall not necessitate new procurement actions.
The Government reserves the right to extend the contract as needed.
C-7 BADGES/PARKING/SMOKING/VA REGULATIONS: The Contractor s personnel shall wear visible identification (I.D.) while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas; information on parking is available from the COTR or VA Police. The Government will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any Government building. Designated smoking areas are provided on the Medical Center s grounds, but at least 50 feet from any point of the building. Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of Government regulations may result in citations answerable in the United States (Federal) District Court. Any cellular phones carried by the Contractor must be turned off when entering Government grounds.
C-8 Contractor rules of Conduct
Contractor shall obey all policy signs posted throughout the facility, including but not limited to: No Weapons, No Drugs, No Alcohol. No food or drink is allowed in the interstitial areas. Contractors shall maintain a low level of noise in the hospital, particularly in the interstitials. Allow the right of way to all patients and maintain a generally courteous attitude. Contractor shall use the service elevator to move in and out with new and used filters. Use of the passenger elevator to gain access to the penthouse is permissible.
The Government reserves the right to prohibit any contracted employee from working on this facility.
C-9 REPORTING:
For any service that will be performed during normal working hours, the Contractor will report upon arrival to the Contracting Officers Technical Representative (COTR), to arrange all services. The COTR or his/her designee will accompany the Contractor throughout the job site. A detailed log shall be furnished to the COTR upon completion of each service detailing the removal/installation and/or cleaning/disinfecting of air handlers and fan coils. This log will include which filters have been removed and replaced and from which location.
NOTE: PAYMENT OF INVOICES MAY BE DELAYED IF THE APPROPRIATE REPORTS ARE NOT COMPLETED PROPERLY AND ARE NOT SUBMITTED TO THE ENGINEERING SECTION AS REQUIRED ABOVE
C-10 INSURANCE REQUIREMENTS:
The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with the laws of the State of California.
(b) Public Liability Insurance (1) the Contractor shall comply with all applicable Federal and State laws with regard to liability arising or resulting from injury to or death of an employee, in performing the work under this contract, and shall save and hold the Government harmless against any or all loss, cost, damage, claim expense, or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. (2) The Contractor shall be responsible for all damage to property which is caused by an employee engaged in the performance of this contract.
(c) Before commencing work under this contract, the Contracting Officer may require the Contractor to furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) days notice to the Contracting Officer. The Contracting Officer may waive the requirement if he determines that insurance certification now on file are acceptable, however, new certifications shall be furnished prior to the expiration date.
C-11 OPTION YEARS: The Government is not obligated to exercise option years contained herein. Option years will be evaluated prior to the expiration of the period in effect and, as determined to be in the best interest of the Government, may or may not be exercised (refer to FAR Clause 52.217-9, Option to Extend the Term of the Contract , included in Section D).
C-12 SITE VISIT: Failure to inspect premises will not relieve the successful offeror from performing in strict intention and meaning of specifications. The Government will not reimburse additional cost incurred by the Contractor due to failure to perform an inspection. SEE SECTION ___, 52.237-1, Site Visit. Contractor shall contact the Contracting Officer to schedule a site visit.
C-13 PERFORMANCE CONFERENCE: The Contracting Officer may schedule a performance conference (Post Award Conference) if it is deemed necessary for contract orientation purposes with the Contractor who receives the award. Representatives from all parties may be present. The meeting, if held, would be at a facility convenient for all concerned.
C-14 PROTECTION FROM DAMAGE: The Contractor shall provide all labor, materials and equipment necessary to protect personnel, furnishings, equipment and buildings from damage. The Contractor shall remove and replace movable items if necessary and shall replace or report any item damaged due to work performed under this contract equal to its original construction and finish.
C-15 EMERGENCY SERVICE: The Contractor shall provide emergency service on an as -required basis. Emergency service shall be considered as service calls in addition to the scheduled maintenance calls. Offerors shall show in the space below the name, location and telephone number of the office where service calls are to be placed:
NAME: _______________________________________
ADDRESS: ____________________________________
TELEPHONE: __________________________________
Contractor will respond no later than the next working day to all emergency request calls.
C-16 SAFETY REQUIREMENTS:
In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer, or his designee, may determine to be reasonably necessary to protect the lives and the health of the occupants of any building. Contractor shall provide to its employees any and all personal protective equipment required by OSHA. The Contracting Officer or his designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when serviced on the Contractor or his representative at the site of work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue a stop-work order for all or any part of the work and hold the Contractor in default as provided elsewhere in the Contract.
Safety
Contractor shall follow all recommended safety procedures. It is not possible to guarantee that all air handler interior light bulbs will be in good operating condition. The Government shall make available replacement lamps for the air handler interior lighting, and fluorescent lamps for the interstitial work area lighting, which the contractor may use to replace burned out lamps for the safety of the contractor s employees. Contractor shall be responsible to dispose of used lamps properly.
C-17 GOVERNMENT HOLIDAYS:
The Department Of Veteran Affairs will observe the following legal Government holidays,
New Year s Day I January
Martin Luther King s Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day Fourth Thursday in November
Christmas Day 25 December
Or any other day specifically declared by the President of the United States to be a National Holiday. The Contractor is not obligated to observe these holidays, and may work with permission in writing from the Contracting Officer or the COR at least 5 days in advance.
When a holiday falls on a Sunday, the following Monday is observed as the legal holiday and when a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday by U.S. Government agencies.
C-18 BASIS FOR AWARD
Basis for Award will be evaluation of factors as stated in Section _____, FAR 52.212-2, Evaluation Commercial Items .
Omar Majette
Contract Specialist
562-766-2249
omar.majette@va.gov
