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: Preventive Maintenance Services at VA Loma Linda Healthcare System
1.B. Project Location: VA Loma Linda Healthcare Systems, 11201 Benton Street, Loma Linda, CA 92357
1.C. Solicitation Type – Number: Request for Quotes (RFQ) – 36C26222Q0144.
1.D. 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.E. Applicable NAICS code: 238220, Plumbing, Heating, and Air-Conditioning Contractors
1.F. Small Business Size Standard: $16.5 Million
1.G. Type of Contract: Firm Fixed Price
1.H. Period of Performance: Base year plus up to 3 options years.
1.I. Wage Determination: SCA WD 2015-5629 Revision 16
2. Key solicitation milestones are:
2.A. A site survey will be conducted at 10:00 AM, Tuesday, November 30, 2021. Participants will meet at main entrance of hospital on 11201 Benton Street, Loma Linda, CA 92357. Participants must wear masks and practice social distancing indoor. Please email email@example.com to indicate that you are participating in the site survey. The site survey is not mandatory.
2.B. Submit any questions regarding this procurement via email to firstname.lastname@example.org no later than 10:00 AM, Tuesday, December 7, 2021. 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 to contract opportunities at https://sam.gov/.
2.C. 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 and enclosure 3 (852-219-77) via email no later than 10 AM, Tuesday, December 14, 2021 to email@example.com. Ensure the following are completed and/or included in the offer packet:
2.C.1. Vendor Information
2.C.2. Acknowledgement of amendments
2.C.3. Concurrence/non-concurrence with solicitation terms, conditions, and provisions
2.C.4. Schedule of services
2.C.5. FAR 52.212-3, Offeror Representations and Certifications — Commercial Items
2.C.6. Copies of required certifications IAW para 3.B.
2.C.6. VAAR 852.219-77, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (enclosure 3)
3. Scope: The Department of Veterans Affairs Loma Linda Healthcare System has a
for preventive maintenance of HVAC, exhaust fans, chillers, cooling towers, The Automated system (DDC controls), and variable speed drives. Contractor shall provide following:
Routine Preventive Maintenance Inspection and service.
Furnish all labor, material, supplies, tools, and equipment and qualified personnel to perform the Preventive Maintenance.
Comply with Lockout tagout procedure to done according to (OSHA Standard29 CFR 1910.147.)
3.A. Specific Requirements.
3.A.1. List of Equipment covered and required service frequency:
3.A.1.1. Preventive Maintenance (Quarterly)
3.A.1.2. DDC Controls Service (Preventive maintenance service) (Weekly)
3.A.1.3. Exhaust Fans preventive maintenance (Quarterly)
3.A.1.4. Chiller Annuals (Water Cooled and Air Cooled) (Annually)
3.A.1.5. Variable Speed Drive Inspections (Annually)
3.A.1.6. Air Handler Inspection (Annually)
3.A.1.7. Priority Service (Year Round)
3.A.1.8. Chillers, 10 (Ten) Air cooled and Water cooled.
3.A.1.9. Fifty-one (51) Air Handler
3.A.1.10. Seventy (70) Variable speed Drives
3.A.1.11. (Schneider Electric) Andover Terminals and (Schneider Electric) Andover Control System
3.A.1.12. Seventy (70) Rooftop Exhaust Fans
3.A.2.1. Air Handlers: Contractor will provide monthly preventive maintenance with 16 air handlers inspected each month to ensure that each air handler preventive maintenance is completed every 90 days.
3.A.2.2. Variable Speed Drives: Contractor will provide monthly visits with 8 variable speed drives inspected each month to insure that each variable speed drive receives preventive maintenance within 365 days.
3.A.2.3. Exhaust Fans: Contractor will provide monthly visits to ensure that each exhaust fan preventive maintenance is perform once per quarter. Up to One (1) belt replacement per fan per year is included.
3.A.2.4. DDC Controls: Contractor will provide one (1) 8hour weekly visit for the preventive maintenance of the (Schneider Electric) Andover control system.
3.A.2.5. Chillers: Contractor will provide three (3) quarterly preventive maintenance per year and one (1) annual preventive maintenance each year.
3.A.2.6. Contractor and its Employees will check in & out with graphic controls operators for each inspection.
3.A.3. Inspection – Contractor will visit VA Loma Linda Healthcare System on a routine schedule to perform preventive maintenance tasks on the HVAC system that include the following as applicable: Coils, Compressor operations, Motor operations, Voltage and amperes and record, Refrigerant charge, Condensate drain
Oil levels, Water levels, Electrical/Relays and Contactors at Equipment, Heat exchangers, Refrigerant piping, Bearings, Belts and Pulleys, Blowers, Fans/Blades, Reversing valves, Cabinets and ductwork, and Operating/Safety Controls.
3.A.3.1. Exhaust Fans:
3.A.3.1.1. Shall Inspect belts and adjust as required.
3.A.3.1.2. Shall Replace belts as required. (One change of belts per fan per year)
3.A.3.1.3. Shall Lubricate motor and bearings as required on each Preventive Maintenance.
3.A.3.1.4. Shall Inspect and clean the starters, disconnect and contacts on each Equipment.
3.A.3.1.5. Shall Record amps and voltage readings on each equipment.
3.A.3.2. Central Fan Systems Air Handlers:
3.A.3.2.1. Shall Check and clean fan assembly.
3.A.3.2.2. Shall Lubricate fan bearings per manufacturer s recommendation.
3.A.3.2.3. Lubricate motor bearings per manufacturer s recommendation.
3.A.3.2.4. Shall Check belts and replace as needed, check sheaves.
3.A.3.2.5. Replacement of belts as required. (One change of belts per fan per year)
3.A.3.2.6. Tighten all nuts and bolts.
3.A.3.2.7. Shall Check motor mounts and vibration pads.
3.A.3.2.8. Shall Check motor operating conditions.
3.A.3.2.9. Shall Inspect electrical connections and contactors.
3.A.3.2.10. Shall Record amps and voltage readings.
3.A.3.2.11. Shall Check fan operation.
3.A.3.2.12. Shall Check drains and drain pans and clean
3.A.3.2.13. Check strainers. Clean as required
3.A.3.2.14. Inspect filters and report conditions.
3.A.3.2.15. Check heating and cooling coils and clean.
3.A.3.2.16. Shall Inspect humidifier operation and clean.
3.A.3.3. Variable Frequency Drives:
3.A.3.3.1. Inspect and tighten all nuts, bolts, and retaining devices on mechanical assemblies and mounting brackets.
3.A.3.3.2. Verify all electrical connections are at proper torque settings.
3.A.3.3.3. Clean/Change all cooling filters and grills if applicable.
3.A.3.3.4. Remove all dirt and dust that has penetrated the unit interior or accumulated on the processor boards using high-pressure nitrogen.
3.A.3.3.5. Verify and record all inverter settings.
3.A.3.3.6. Verify and all internal power supplies, and logic outputs. Record as applicable.
3.A.3.3.7. Check proper operation of DC buss capacitors.
3.A.3.3.8. Provide any recommendations for repair, parameter changes, etc. in written form.
3.A.3.4. Cooling Towers:
3.A.3.4.1. Shall Check fan belt tension and inspect condition and make adjustments as required.
3.A.3.4.2. Shall replace belts as required. (One set of belts per year for each fan)
3.A.3.4.3. Inspect fans and motors.
3.A.3.4.4. Lubricate fans and motors as needed.
3.A.3.4.5. Clean float valve assembly and check for proper operation.
3.A.3.4.6. Inspect operation of motor, starters and wiring and clean.
3.A.3.4.7. Check and document amperage and voltage to motors as needed.
3.A.3.4.8. Check motorized valve operation.
3.A.3.4.9. Exercise valve operation by switching cooling towers.
3.A.3.4.10. Check cooling towers pump operation.
3.A.3.4.11. Remove debris from within and around the units and flush as required.
3.A.3.4.12. Check and clean strainers, bleed overflow and drain.
3.A.3.4.13. Meg motors and report on condition.
3.A.3.4.14. Shall Inspect spray heads and fill. Report on condition.
3A.3.5. Air Cooled Chiller
3A.3.5.1. Operational Inspection: Shall Check and calibrate control switches pressure and temperature.
3A.220.127.116.11. Pressure: High pressure, Oil pressure, and Minimum oil pressure
3A.18.104.22.168. Temperature: Refrigerant low temperature cut out, Chilled water load recycles, and Oil heater temperature thermostat
3A.22.214.171.124 Check all gauges and thermometers.
3A.126.96.36.199.1. Gauges: Cooler, condenser and oil pressure
3A.188.8.131.52.2. Thermometers: Chilled water inlet and outlet and Condenser water inlet and outlet
3A.184.108.40.206. Shall Inspect and tighten all electrical connections on the following: Compressor motor magnetic starter, Oil pump motor magnetic starter, Chilled water pump motor magnetic starter(s), and Chiller control panel.
3A.220.127.116.11. Shall Check and record voltage and amperage on all motors in above listed items and record.
3A.18.104.22.168. Inspect oil cooler solenoid strainer and temperature-controlled water regulating valve.
3A.22.214.171.124. Set temperature-controlled water regulator to control oil temperature when compressor is in operation.
3A.126.96.36.199. Check operation of chiller and operating controls (pneumatic and electric).
3A.188.8.131.52. Check operation of control module: Chilled water set point, Full load amperage calibrations, and Demand limit set point.
3A.184.108.40.206. Provide written service report and log to building maintenance-engineering department.
3A.3.6. Water Cooled Centrifugal Chiller
3A.3.6.1. Operational Inspection: Contractor shall perform the following inspections and preventive maintenance three times per year.
3.A.220.127.116.11.1. Check chilled water supply and return temperature.
3.A.18.104.22.168.2. Check condenser water supply and return temperature.
3.A.22.214.171.124.3. Check pressure drop on evaporator and condenser.
3.A.126.96.36.199.4. Check refrigerant and condenser temperatures.
3.A.188.8.131.52.5. Verify refrigerant level by determining approach temperature.
3.A.184.108.40.206. Compressor Motor: Check voltage, check amperage, and check demand limiter and load limit relay; adjust if needed.
3.A.220.127.116.11. Oil Sump: Check compressor oil level.
3.A.18.104.22.168. Purge Unit
3.A.22.214.171.124.1. Check purge drum; drain off moisture if necessary.
3.A.126.96.36.199.2. Check operation of solenoid valve.
3.A.188.8.131.52. Control Panel: Inspect low temperature control, high pressure control, motor control, oil pressure control, and oil temperature control.
3.A.184.108.40.206. Controls and Interlock Circuit
3.A.220.127.116.11.1. Check temperature control; adjust if required.
3.A.18.104.22.168.2. Check interlock circuit for proper operation.
3.A.22.214.171.124. Operating Log and Report
3.A.126.96.36.199.1. Log unit operation; forward copy to customer.
3.A.188.8.131.52.2. Advise if additional maintenance service is required and/or if deficiencies exist.
3.A.4. Maintenance Actions – During scheduled inspection visits, Contractor will provide pro-active hands-on maintenance services designed to improve equipment operations, increase efficiency, minimize breakdowns to prolong equipment life. These services are also defined in Maintenance Tasking and Shall include as applicable: Bearing lubrications, Motor lubrications, Belt adjustments or replacement, Fan blade/Blower cleaning, Condensate drain cleaning, Refrigerant charge adjustments, Coil cleaning, Safety control adjustments, Operating control adjustments, Calibrations, Oil analysis, and Equipment cleaning.
3.B. Licensing and Other Requirements:
3.B.1. Offeror must be certified and possess a current certification by CSLB California State License and any other national recognized accrediting entity License Such as C-38, C-20, C-10.
3.B.2. Offeror must possess a 30hour Occupational Safety and Health Administration (OSHA) safety card. (Must be a vendor in our system and System for Award Management (SAM)
3.B.3. Schneider Electric Andover Terminals and (Schneider Electric) Andover Control System must be worked and maintained with a Schneider Electric (Andover) authorized representative.
3.C. Additional Requirements.
3.C.1. 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 employees fault or negligence.
3.C.2. The Contractor must 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. The Contractor is solely responsible for determining the legal requirements that apply to activities and must ensure safe and healthful working conditions for its employees.
3.C.3. Contractor shall be responsible for any damages to existing infrastructure and/or healthcare system property/spaces (e.g., surfaces, stairwells, corridors, panels, walls, elevators, service areas, floors, carpet, road, pavement, etc.), including but not limited to, duct work, door frames, doors, electrical work, conduit, low voltage conductors, piping, CAT V cable, drywall, flooring, ceiling, plumbing work, lighting, and/or blocking ingress/egress routes.
3.D. Changes. The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.
3.E. Parking. It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances.
3.F. Identification Badges: All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to Government property.
3.G. 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.
3.H. Insurance Coverage.
3.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.
3.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.
3.I. Work Schedule and Period of Performance.
3.I.1. Work must be completed within 1(one) year of the contract being awarded. This includes completing the -Weekly, Quarterly, (Yearly) Annually service as described above sections.
3.I.2. Contractor must schedule with Contracting Officer Representative (COR) or Designee One (1) business days advance prior to start of work.
3.I.2. Work may be scheduled during recommended business hours (6:00am 9:00 pm), Monday Friday, Pacific Standard Time, excluding Federal Holidays.
3.I.3. Any overtime or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.
3.I.4. If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday. Government Holidays observed include:
New Year s Day 1 January
Martin Luther King s Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Juneteenth 19 June
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
3.J. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors
3.J.1. Contractor employees who work in or travel to VHA locations must comply with the following:
3.J.1.a. Documentation requirements:
3.J.1.a.1. If fully vaccinated, shall show proof of vaccination
3.J.1.a.1.i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination
3.J.1.a.2. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test.
3.J.1.a.3. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.
3.J.1.a.4. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.
3.J.2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.
3.J.2.a. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.
3.J.3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.
4. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05 Effective March 10, 2021. The following provisions and clauses apply to this solicitation and can be found in enclosure 1.
4.A. FAR 52.212-1, Instructions to Offerors Commercial Items
4.B. FAR 52.212-2, Evaluation Commercial Items
4.C. FAR 52.212-4, Contract Terms and Conditions Commercial Items
4.D. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders Commercial Items
4.E. FAR 52.223-99, VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors
4.F. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
4.G. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance
4.H. FAR 52.233-2, Service of Protest
4.I. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
4.J. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution
4.K. VAAR 852.233-71, Alternative Protest Procedure
4.L. VAAR 852.237-70, Contractor Responsibilities