SOLICITATION NOTICE
J -- Preventative Maintenance and Emergency Repair Service of HVAC and Control Systems
- Notice Date
- 11/13/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- DHS - Direct Reports, United States Secret Service (USSS), Procurement Division, 950 H Street, NW, Suite 6700, Washington, DC, 20223
- ZIP Code
- 20223
- Solicitation Number
- USSS040009
- Response Due
- 11/25/2003
- Point of Contact
- Lachon Langham, Contract Specialist, Phone 202-406-6940, Fax 202-406-6801,
- E-Mail Address
-
llangham@usss.treas.gov
- Description
- This is a combined synopsis/solicitation for commercial service prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; written proposals are being requested and a written solicitation will not be issued. Solicitation number USSS040009 is issued as a Request for Proposal (RFP) through Federal Acquisition Circular 01-17. This action is a 100% small business set-aside. The NAICS code is 238220 and the size standard shall not exceed $12 million. The U.S. Secret Service (USSS) has a requirement for periodic preventative maintenance and emergency repair service of Heating, Ventilation and Air-Conditioning (HVAC) and Control Systems for the James J. Rowley Training Center (JJRTC). The Government intends to award a Fixed Price, Indefinite Delivery/Indefinite Quantity type contract. The following services are required: 1) The performance of periodic preventative maintenance inspections for the heating, ventilation and air conditioning (HVAC) systems and associated components at JJRTC; 2) The provision for 24 hour, 7 days a week, emergency repair service of the Building Automation System, i.e. air conditioning controls systems for the facilities located at JJRTC; 3) The performance of periodic maintenance inspections of the Honeywell building automation controls systems for the Merletti, Bowron, and Wilkie buildings all located within the JJRTC. The contractor shall develop a preventative maintenance ("PM") program in accordance with the equipment manufacturer's specifications to ensure the proper operation and maintenance of the designated HVAC systems, control systems, and components. Quarterly Preventative Maintenance: Contractor shall perform quarterly scheduled preventative maintenance inspections for the HV AC systems and associated components shown on the attached equipment inventory list. All the equipment and components shall be inspected and serviced in accordance with the original equipment manufacturer's specifications. All the inspections shall be made during regular business hour, and be scheduled at a minimum of two weeks in advance with the Contracting Officer's Technical Representative ("COTR"). The COTR will make the final determination of the exact date, time and duration of each scheduled inspection. Due to the critical nature of the JJRTC facilities, the COTR may require scheduled visits to be rescheduled with minimal notice. Contractor shall provide all necessary equipment, materials and labor to perform the required service tasks. Replacement of expendable parts, including filters, belts, and oil shall not exceed $6,000 (Six Thousand and 00/lOO dollars), or approximately $2,000 per visit. Contractor shall provide the COTR a detailed inventory of parts that were replaced after each visit, accurately accounting the remaining available parts allowance. Monthly Inspections: In addition to quarterly PM services, during the summer cooling season the contractor shall perform monthly PM service on the air conditioning systems and associated components located in buildings 103 (Wilkie Firearms Bldg); 105 (Wilson Physical Training Bldg); 119 (Knight Tactical Hotel Bldg); 134 (Bowron Administration Bldg); and 136 (Merletti Classroom Bldg). Monthly PM services will be conducted during the cooling season months of May, June, July, August, and September. The months of July and October will be covered under the regular quarterly PM service inspection. Contractor shall review the maintenance log and air conditioning operations with the equipment operator or designated COTR. Contractor shall inspect the air conditioning system and components and make any necessary operating adjustments, including cycle operation controls. Emergency Repair Service: Contractor shall provide 24 hours a day, 7 days a week emergency repair service. The emergency response time will be a maximum of three (3) hours from the time the COTR or his designated representative contacts the emergency service number provided by the contractor. For each emergency service call response, the contractor shall submit an invoice to the COTR detailing actual man-hours performed, including one way travel time to the site. For each emergency service call response invoice, the contractor may submit a minimum of two (2) hours labor charges, regular or overtime rates as appropriate, plus parts charges as previously approved in writing by the COTR. If any emergency response call requires more than two hours labor charges, contractor shall submit a written request to the COTR documenting actual labor charges, plus parts, as appropriate, prior to performing actual work. Contractor shall provide the COTR a quarterly accounting of emergency repair service, detailing actual labor and material charges invoiced to date and the remaining available emergency repair service allowance balance. Contractor Personnel: All contractor service technicians proposed for this contract shall be knowledgeable and properly trained in the operation, maintenance and manufacturer's specifications for the listed equipment. Each service technician shall possess a current Certificate of CFC (Chlorofluorocarbon) Qualification card from an EPA approved certifying agency, delineating authorization to service universal systems. In addition, each service technician shall possess a State of Maryland HVAC license (journeyman or higher). To expedite service, each technician's vehicle shall be adequately stocked with the most frequently required parts and equipment. Each service technician shall maintain a neat and well-groomed professional appearance while on the JJRTC facility. All contractors' personnel must be U.S. citizens and successfully complete a police background investigation prior to being admitted onto the JJRTC facility .The COTR will provide the contractor with US Secret Service Contractor Personnel Access forms to be completed and returned within five (5) business days following award. Minimum Quarterly and Additional Monthly Maintenance Procedures, HVAC Systems: Contractor shall inspect and service the specified HVAC systems and components in accordance with the manufacturer's specifications. Quarterly PM maintenance service shall include at a minimum the following tasks: Review operations with the COTR or designated equipment operator. Perform operational checks in all operating modes. Inspect air filters and change as necessary or directed by the COTR. Inspect fan belts and change as necessary or directed by the COTR. Lubricate all pump, motor, and fan bearings according to manufacturer's specifications. Lubricate and adjust dampers and linkage according to manufacturer's specifications. Inspect all motor seals and pump packing. Check pumps suction and discharge pressures. Inspect all electrical connections and controls and tighten as required. Check and tighten all set screws for pulleys, fans and bearings. Check and test all safety controls and safety valves. Check and adjust all control set points as required. Calibrate all controllers, transmitter and receiver gauges. Perform electronic and computer testing and diagnostics. Inspect humidifier, change quartz lamp if necessary, clean pan, inspect water level and water flow, change water filter as required. Check air compressor and chiller oil pressure, and change as required, minimum two changes annually. Check compressor temperature, pressure, superheat, sub-cooling, power, voltage, and amperage and sound levels. Perform refrigerant leak check, and charge as needed. Inspect refrigerant sight glass. Inspect and clean fan assembly. Inspect and clean strainers, steam traps and hand valves. Inspect evaporator and dry cooler fans and motor operation. Inspect evaporator and dry cooler coils and clean as necessary. Straighten fins as necessary. Inspect pump packages and expansion tanks. Adjust system sequence switches to equalize run times. Inspect and clean outside air intake screen. Check supply and return air temperatures. Check water temperatures. Check condenser water treatment levels, and adjust as needed. Clean condensate parts and pump basins. Inspect condensate drains and clean as needed. Inspect and lubricate all dampers. Check and adjust, as applicable, hot gas bypass. Check time clock operations and settings adjust as necessary. Clean and paint exterior equipment surfaces as needed or directed by the COTR. Building Automation System Maintenance, Preventative Maintenance: The contractor shall provide a preventative maintenance program to reduce downtime and help optimize the effectiveness of the building automation system and its components. Maintenance shall be provided in accordance with manufacturer's recommendations, system application requirements, and prior experience. Preventative Maintenance Inspections shall be provided: Quarterly. Upon completion of each service call, a summary in writing of the preventative and corrective maintenance tasks completed shall be provided to James J. Rowley Training Center. System Telephone Access: James J. Rowley Training Center shall provide modem access on an ongoing basis to the Honeywell Excel 5000 Building Automation System for the contractor, in order to facilitate the ability to communicate with the installed equipment. The contractor shall utilize this functionality for the purpose of providing back up, points verifications, and in order to better assist the on-site operations with system support. Maintained Equipment: All associated automatic temperature controls for the Honeywell Excel 5000 Building Automation System as shown on base building as-built drawings. Repair and Replacement Labor & Material: The contractor shall provide all required labor associated with repairing and/or replacing defective components on an as needed basis. Components that are suspected of being defective may be replaced in advance as necessary to prevent system failure. Material cost associated with defective component replacement or repairs shall be billed at a reduced rate. Emergency Service: The contractor shall provide emergency service between scheduled preventative maintenance visits. Emergency Service shall be provided 24 hours per day, 7 days per week. On-Line response shall be provided within 2 hours. On-Site response shall be provided within 3 hours. Account Management: The contractor shall provide dedicated account management to coordinate the delivery of service, to include: Technical Assistance, Quality Assurance, Software Support, and Engineering Support. SPECIAL PROVISION: Contractor personnel proposed to work under this contract shall be U.S. citizens. They shall be subject to and successfully pass Police background investigations prior to being admitted to the James J. Rowley Training Center. Upon contract award, the contractor will be provided with U. S. Secret Service contractor personnel access forms. Within five (5) days of contract award, the contractor shall submit these completed contractor personnel access forms to the Contracting Officer’s Technical Representative. The period of performance shall be from contract award through September 30, 2004. The contract will be priced based upon the following line items: Fixed Price services – CLIN No. 0001: Quarterly Preventative Maintenance Inspections; Indefinite Delivery/Indefinite/Quantity services, CLIN No. 0002: Emergency Repair Services, 0002A) Regular Hours: M-F, 8:00 am to 6:00 pm, 100 Est. hrs., 0002B) Overtime Hours: M-F, 6:00 pm to 8:00 am and all day Sat., 50 Est. hrs., and 0002C) Sunday & Holiday Hours, 25 Est. hrs; 0003) Replacement parts, maximum $6,000, and; 0004) On-Site Training, maximum $10,000. The Government will conduct a site visit on Wednesday, November 19, 2003, 10:00 a.m., DST at the James J. Rowley Training Center, 9200 Powder Mill Road, Laurel, MD 20708. Contractors shall request SSF 3237, Contractor Personnel Access Form, via email from: llangham@usss.treas.gov and submit completed SSF 3237 for each representative by 10:00 a.m., Tuesday, November 18, 2003. There is a limit of two representatives per company. Completed SSF 3237 are to be faxed to Charles Homfeld, 240-624-3024. Access will not be allowed without a completed form. The equipment inventory list and building locations covered by the statement of work shall be provided during the site visit. The following FAR Provisions and Clauses are applicable unless otherwise noted: 52.212-1, Instructions to Offerors—Commercial Items; 52.212-2, Evaluation – Commercial Items; 52.212-2 Paragraph (a) insert: “The Government intends to award a Fixed Price, Indefinite Delivery/Indefinite Quantity type contract to the responsible offeror with acceptable past performance, whose proposal conforms to the Solicitation as provided herein. For evaluation of past performance, the offeror must provide at least three references for contracts/purchase orders of similar services within the last three (3) years. Each reference must include customer’s name and address, contact person, project name, date of performance, telephone number and contract value for each reference. If business entity establishment is less than three (3) years, provide related experience of key personnel. Technical and past performance when combined, are more important than price.” 52.212-3, Offeror Representations and Certifications-Commercial; 52.212-4, Contract Terms and Conditions--Commercial Items; 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items. The following clauses cited in 52.212-5 are applicable: 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate 1; 52.219-8, Utilization of Small Business Concerns; 52.219-25. Small Disadvantaged Business Participation Program—Disadvantaged Status and Reporting; 52.222-3, Convict Labor; 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era; and, 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. 52.216-18, Ordering—52.216-18 Paragraph (a) insert: “Such orders may be issued throughout the contract period of performance.” 52.216-19, Order Limitations, 52.216-22, Indefinite Quantity, Paragraph (d) insert: “The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 4 months after contract expiration.” These FAR Provisions and Clauses may be accessed via the world wide web at: http://www.arnet.gov/far/. Telephone requests for copies of FAR Provisions and/or Clauses will not be accepted. Proposals must contain the following: 1) Pricing for the above referenced line items must include unit price and/or total price; 2) Appropriate certifications for all proposed service technicians; 3) Detailed technical description of the required services; 4) Past performance information; and, 5) Completed and signed copy of the FAR 52.212-3, Representations and Certifications. Proposals are due no later than Tuesday, November 25, 2003, 2:00 p.m., DST. All offerors may fax proposals to (202) 406-6801, Attn: Lachon Langham. Proposals may also be sent by overnight mail service to U.S. Secret Service, Procurement Division, 950 H Street, NW, Washington, DC 20223. Please do not send proposals through the United States Postal Service. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (13-NOV-2003). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 13-JAN-2004. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/DHS-DR/USSS/PDDC20229/USSS040009/listing.html)
- Place of Performance
- Address: 9200 Powder Mill Road, Laurel, MD
- Zip Code: 20708
- Zip Code: 20708
- Record
- SN00503406-F 20040115/040113213908 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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