1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.
1.A. Project Title: VA San Diego Air Handling Unit Preventive Maintenance
1.B. Description: VA San Diego Healthcare System has a requirement for preventive maintenance of air handler units which have been running 24/7 and are critical to the daily operations of Medical Center. Due to the ongoing construction jobs around the perimeter of the hospital there has been an increase of dirty filters and additional wear and tear on the air handling units.
1.C. Project Location: VA San Diego Healthcare System, 3350 La Jolla Village Drive, San Diego, CA, 92161.
1.D. Solicitation Type – Number: Request for Quotes (RFQ) – 36C26220Q1023.
1.E. Set Aside: This solicitation is 100% set aside for Service-Disabled Veteran Owned Small Businesses IAW Public Law 109-461, 38 USC Section 8127
1.F. Applicable NAICS code: 238220, Plumbing, Heating and Air Conditioning Contractors.
1.G. Small Business Size Standard: $16.5 Million
1.H. Type of Contract: Firm Fixed Price
1.I. Period of Performance: One Year
1.J. Wage Determination: SCA Wage Determination No. WD 2015-5636, rev 12
1K. Key solicitation milestones are:
1.K.1. A site survey will be conducted at 1000 am Thursday, July 16, 2020. Participants will meet main lobby. All participants must have face covering and practice social distancing. Please email email@example.com to indicate that you are participating in the site survey
1.K.2. Submit any questions regarding this procurement via email to firstname.lastname@example.org no later than 1000 am Wednesday, July 22, 2020. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephonic questions will not be accepted or returned. RFI responses will be responded to as necessary in amendment format which will be posted on beta.sam.gov
1.K.3. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 2 via email no later than 1000 am Thursday July 30, 2020 to email@example.com. Ensure the following are completed and/or included in the quote packet:
1.K.3.A. Vendor Information
1.K.3.B. Acknowledgement of amendments
1.K.3.C. Concurrence/non-concurrence with solicitation terms, conditions, and provisions
1.K.3.D. Schedule of services
1.K.3.E. Copy of C20 license or other state equivalent
2. Statement of Work.
2.A. Specific Tasks.
2.A.1. Preventive Maintenance services shall be conducted in accordance with manufacturer s guidelines and the enclosed schedule:
2.A.2. Contractor shall supply all filters, grease, and all other materials as needed. VHASD will supply the belts.
2.A.3. Inspect unit for abnormal vibration or noise.
2.A.4. Visually inspect all equipment for proper operation and safety functions.
2.A.5. Check condition of insulation on all insulated components. Repair/Replace as necessary.
2.A.6. Coordinate any power shut down for designated A/C unit with building 2, Central Plant at least 2 weeks in advance.
2.A.7. Properly shut down power to unit utilizing proper lock out tag out procedures.
2.A.8. Replace filters with proper size and air percentage as needed.
2.A.9. Drain and clean the condensation pan.
2.A.10. Inspect motor, belts and pulley for proper operation.
2.A.11. Check blower components for excessive dirt build-up and clean as necessary.
2.A.12. Check blower fan drive belt alignment, pulleys, and sheaves. Adjust and clean excessive grease as necessary.
2.A.13. Tension or replace blower fan drive belt as required.
2.A.14. Lubricate all moving parts as required.
2.A.15. Check evaporator coils for obstructions and leaks. Clean coil bi-annually and then as necessary with environmentally friendly low VOC cleaner or steam.
2.A.16. Check any and all chilled and heating/reheating water piping for leaks.
2.A.17. Inspect all wiring for any damage or loose connections.
2.A.18. HEPA vacuum filter compartment and blower assembly.
2.A.19. Remove lock out tag out and turn unit back on.
2.A.20. Call building 2, Central Plant to inform them the designated A/C unit is powered back on line.
2.A.21. Remove all debris and material from job site.
2.A.22. Submit completion report to the HVAC supervisor and lead technician with particular attention to actions taken, findings/observations and recommended actions no later than 5 days after the service.
2.B. Contractor Qualifications
2.B.1. Contractor must possess current C20 license or other state equivalent.
2.B.2. Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee s fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.
2.C. General Requirements
2.C.1. Rules of the Station: Contractor shall comply with all rules of the facility, including security badging, non-smoking and privacy, and reporting to the COR upon arrival at the facility.
2.C.2. SMOKING POLICY. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.
2.C.3. Contractor shall obtain a Contractor I.D. Badge from the VA police. All Contractor personnel are required to wear I.D Badge during the entire time on VA campus.
2.C.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.
2.D. Performance Monitoring. The Contracting Office Representative (COR) will monitor contractor performance. The COR will certify the work was done in accordance with the SOW. COR will inspect the system once the service has been completed and the system is returned to normal operation. The Contractor shall comply with all applicable regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), California Public Utility Commission and/or any other pertinent federal, state, and local policies relating to the herein mentioned work. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to patient or Government-owned property, equipment and facilities. The Contractor shall report any damage caused by the Contractor personnel to the COR. The Contractor shall replace items or repair property, equipment or facilities to previous condition, if the Contractor is determined to be at fault for the damage.
2.E. Work Hours: Normal Working hours are 7:30am to 4pm, Monday thru Friday
2.E.1 The Vendor is not required to provide service on the following National holidays, nor shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government:
New Year s Day 1 January
Martin Luther King s Birthday Third Monday in January
President s 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 4th Thursday in November
Christmas Day 25 December
If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.
2.F. Changes to contract: Only those services specified herein are authorized. Changes to the contract are not authorized and reimbursement shall not be made for any work services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer.
2.G.1. VAMC San Diego building 1, main building, contains asbestos. Any worker entering these asbestos containing areas must have an asbestos certification of no less than 16 hours and a valid fit test certification. Certifications must be presented to the VA project manager before any work in an asbestos area may begin.
2.G.2. All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VA property shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.
2.G.3. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.
2.G.4. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137
2.G.5. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.
2.G.6. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee s fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.
2.H. Insurance Coverage.
2.H.1. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California and/or Nevada laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.
2.H.2. The Government shall be held 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.H.3. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.
2.H.4. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.
3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06 effective June 5, 2020. The following provisions and clauses apply to this solicitation and can be found in enclosure 1.
3.A. FAR 52.212-1, Instructions to Offerors Commercial Items
3.B. FAR 52.212-2, Evaluation Commercial Items
3.C. FAR 52.212-4, Contract Terms and Conditions Commercial Items
3.D. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders Commercial Items
3.E. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
3.F. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance
3.G. FAR 52.233-2, Service of Protest
3.H. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution
3.I. VAAR 852.233-71, Alternative Protest Procedure