36C25720Q1086 – Sources Sought – J041–NEW – AMA Chiller plant maintenance

Aug 11, 2020 | Sources Sought

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, bids, proposal abstracts, or quotations.
The Department of Veterans Affairs South Texas VA Healthcare System in San Antonio, Texas, intends to award a firm-fixed price contract base + four, for the purchase of a Cancer Registry Services for NTX Veterans Health Care System in Dallas, Texas.
The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.
The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women-owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 561210. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Commercial Business Opportunities website http://www.beta.sam.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.
Please advise if you can provide the service for this requirement. Please submit all information to Ognian Ivanov at Ognian.ivanov@va.gov no later than August 17, 2020, 11:00 AM ET (10:00 AM CT).
SCOPE OF WORK
THIS IS FOR A PREMIUM 24/7 YEARLY CONTRACT FOR THE TWO 350 TON YORK CHILLERS WITH VSD DRIVES, ONE 400 TON YORK CHILLER WITH VSD DRIVES IN BUILDING # 26, 2 AIR COOLED 200 TON SCREW CHILLERS ON THE ICE PLANT AND ONE TRANE AIR COOLED SCROLL 120 TON CHILLER FOR SURGERY ON BUILDING 28, AT THE VA MEDICAL CENTER, AMARILLO, TEXAS
SERVICE IDENTIFICATION
The contractor will provide comprehensive preventive maintenance, repair service and any required support for the equipment and systems listed below for the Thomas E. Creek VA Health Care System, 6010 Amarillo Blvd West. TX Texas 79106.

SCOPE OF WORK
This service contract will include 24/7 coverage (all parts, internal and external, labor, oil and filters) of the chillers listed below and all controls used to operate these chillers. Bidders will also need to be aware that there is a response time of 4 hours after being contacted by the VA notifying them of an inoperable chiller. All parts used for repairs will be 100% compatible and interface with all existing controls and parts that were originally installed on these chillers from the factory. The VA will not require the bidders to cover any refrigerant loss unless the loss is caused by the negligence of the winning bidder. This contract will include the accomplishment of annual preventive maintenance on all chillers listed each year. The contract will also include 3 operational visits, 1 comprehensive visit, 1 chiller tube brushing (condenser and evaporator if needed) and oil analysis on all chillers (once a year). This contract will also include 2 Johnson/York training courses per year of the customer s request. The service agreement will cover the cost of the training courses; however, the VA will be responsible for the travel and accommodations. The winning bidder will not use any VA parts, equipment, tools or ladders. The work described above will be done on VA property (6010 Amarillo Blvd West).
The contractor will perform preventive maintenance inspection and any necessary support on equipment/systems as provided for in the contract agreement and manufacturers specifications. Written preventive maintenance (PM) procedures will be submitted on approval to the Facilities Engineering section within the first 30 days of the contract period. PMs will be accomplished in accordance with the approved written procedures as directed in this instruction.
Equipment:
Bldg. #26 – Two (2) 350 Ton York Chillers with VSD Drives and one (1) 400 Ton York Chiller with VSD Drives
Ice Plant Two (2) 200 Ton screw air cooled Trane Chillers for ice plant
Bldg. #28- One (1) 120 Ton air cooled scroll Trane Chiller For Surgery
Performance:
a. Preventive maintenance and/or support will be scheduled with a contact person as assigned by the Contracting Officer s Representative (COR), Point of Contact (POC) or designee. Before doing any work, the service representative will report to Facilities Engineering to log in and obtain a contractor identification badge, sign a log maintained by Facilities Engineering (if required) and after the work is done, sign out. This log will state the nature of the visit and the time and place of the visit.

b. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.
c. Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Facilities Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension “0” can contact the USRO operator via Phone X7448.
d. At the completion of the service call, the service representative will submit a complete service report to Facilities Engineering, as described in section.
Documentation:
a. Service reports will be provided for all service activities including preventive maintenance, emergency repair, equipment support and safety inspections, and must contain the following information:
(1) Date(s) and time period of service.
(2) Complete description of equipment serviced including model number and serial number.
(3) Complete description of equipment services performed including upgrades, updates and software changes made.
(4) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.
(5) A statement of the complaint that initiated the service call.
(6) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.
Replacement Parts:
a. Only new standard original equipment manufacturer (OEM) parts shall be used in making repairs, except as provided herein. All new parts furnished shall be current manufacture and shall have full compatibility with the equipment for which it is intended.
Inspection:
a. A record showing when each preventative or emergency maintenance visit was made.
b. Calibration verification for each testing instrument used during the preventative maintenance check for each equipment.
c. The contractor shall maintain a performance assurance log showing when the scheduled preventative maintenance checks were performed on each equipment item in the system.
d. The logs and records shall be of a quality sufficient to satisfy the maintenance program requirement requirements of the Joint Commission on Accreditation of Health Care Organizations. This documentation shall be presented to the Chiller Operator or COR before departing the station.
Location of Service:
a. Whenever possible, all repairs shall be made on site at the VA Medical Center. When removal of equipment to the contractor s shop is necessary the service representative shall make arrangements through the COR before removing any equipment from the premises. Similar equipment shall be furnished by the contractor without expense to the government when equipment is removed from the premises.
Response to Service Requests:
a. The contractor must respond to requests for emergency service and/or support in the following manner:
(1) A competent service representative adequately equipped with tools, test instruments and repair parts will arrive at the Thomas E. Creek VA Medical Center within the designated response time.
(2) The competent service representative will be prepared to begin work immediately to resolve the complaint as expressed by the COR, POC or designee when service was requested. Work needed to resolve the complaint will continue without interruption until the problem is resolved.
(3) The service representative will come equipped with all the service/technical manuals needed to perform the work.
b. The service representative may contact VA staff by phone before arrival at the designated site. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Facilities Engineering.
c. The designated response time for this contract is 4 hours from the time of the request for service or as designated within the manufactures terms. If repeated requests are made before the arrival of contractor s repairer, the first request will determine the required time of arrival.
d. All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. Such statements will be documented on the service report.
Government Repairs:
a. Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

Prior Inspection of Equipment:
a. Potential contractors may, at their own expense, inspect equipment covered by this contract upon issuance of the order. Arrangements must be made in advance with Facilities Engineering.
Emergency Services:
a. The Facilities Engineering will be provided the capability to make emergency calls to the contractor on as needed basis to provide services outside of the normal duty hours.
Guarantee:
The contractor will guarantee workmanship and all parts furnished by the contractor and repaired at no cost to the government unless it is determined that repairs needed were the fault of the government.
Security:
The certification and accreditation (C&A) does not apply.
IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS
The Contractor s field service employees will wear visible identification issued by the VA Medical Center Police.
It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The VA Medical Center will not validate or make reimbursements for parking violations to the Contractor under any conditions.
Smoking is prohibited inside any buildings at the VA Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

INSURANCE
a. Worker compensation and employer s liability. Contractor is required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
b. General Liability. Contractor is required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.
c. Property Damage Liability. Contractor is required to have Property Damage Liability insurance coverage of at least $500,000.
PAYMENT

The Contractor shall submit invoices in arrears.
General Information to be included on the Invoice:
Submission of a proper invoice including facility name, address, and phone number.
Type of service performed.
Date(s) of service.
Payment will be made by VA FSC, Austin, Texas 30 days after receipt of a proper invoice.

QUALITY ASSURANCE SURVEILANCE PLAN (QASP)

Preventive Maintenance Inspection
 
 
 
 
Indicator
Standard
Acceptable Quality Level
Method of Surveillance
Incentive
1
Check operation of all safeties and operating controls.
Test of all safeties and operating controls.
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
2
Replace filters.
Replace when damaged and at scheduled maintenance.
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
3
Cleaning of the work area after service.
Free of all dust and debris.
To VA standards.
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
4
Verify proper operation of all switches.
Test that the switches are functioning correctly at time of maintenance.
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
5
Calibrate water flow and pressures to manufacturer specifications.
Reset any deviation to the manufacturer specifications
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
6
Verify and provide documentation that the device is fully functional to OEM standards after maintenance.
Perform task and verify operation per OEM standards.
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
7
Provide all new OEM parts, labor and materials for corrective maintenance at the time of PM Inspections
Must provide PM for device.
To the OEM standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
Corrective Maintenance
 
 
 
 
Indicator
Standard
Acceptable Quality Level
Method of Surveillance
Incentive
1
Provide all new OEM parts, labor and materials for corrective maintenance at the time of repair.
Must provide CM for device.
To the OEM standard, no deviation (100%).
Visual observation and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
Emergency Response
 
 
 
 
 
Indicator
Standard
Acceptable Quality Level
Method of Surveillance
Incentive
1
Normal business hours on site emergency service
Staff to be available on site until repairs are completed
To the standard, no deviation (100%).
Visual observation, random to full inspection and/or review of reports.
Positive or negative performance rating. Rework at no cost to the government for work below the standard.
2
4 hours or less response time
Staff on site within 4 hours of notification by the government
To the standard, no deviation (100%).
Visual observation and/or review of arrival time in comparison to notification by the government.
Positive or negative performance rating.
Reports
 
 
 
 
 
Indicator
Standard
Acceptable Quality Level
Method of Surveillance
Incentive
1
Reports for device.
Reports are to be submitted for each PM/CM and Emergency Response within 7 business days of service.
To the standard, no deviation (100%).
Review of reports.
Positive or negative performance rating.
2
Safety Plan
While on site the Safety Plan must be followed at all times.
To the standard, no deviation (100%).
Visual Observation.
Positive or negative performance rating.

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