Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 26, 2014 FBO #4719
DOCUMENT

J -- COOLING TOWER SVC. AND MAINT. - Attachment

Notice Date

10/24/2014
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 8 (NCO 8);8875 Hidden River Pkwy Suite 525;Tampa FL 33637
 

ZIP Code

33637
 

Solicitation Number

VA24815Q0119
 

Response Due

12/3/2014
 

Archive Date

12/8/2014
 

Point of Contact

CYNTHIA GREGG
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

STATEMENT OF WORK COOLING TOWERS MAINTENANCE & REPAIR SERVICE CONTRACT I.Introduction: 1.1The VA Caribbean Healthcare System (VACHS), 10 Casia St, San Juan, PR 00921, has a requirement for maintenance and repair service for its Cooling Towers System. This SERVICE CONTRACT is to provide all materials, labor, supervision, tools, supplies, transportation, and equipment necessary to perform inspection, full preventive maintenance service and required repairs to the existing equipment listed in the schedule. Included are all inspections, adjustments, tests, and repairs to keep the equipment covered under this contract in continuous and reliable use at its established capacity and efficiency. Equipment shall be maintained in accordance with terms and conditions stated herein. 1.2The contract period for all contracts awarded under this solicitation will be one (1) base YEAR and two (2) option years. 1.3Contractor will provide 24/7 emergency contact name(s) and telephone number(s). 1.4The Contractor will provide all labor, associated materials, personnel protective equipment, and any and all necessary equipment required for the maintenance and repairs of the Cooling Towers at the VACHS facilities. 1.5The Contractor personnel shall have all the required training and certifications to perform duties as delineated in this contract. All certifications and training requirements shall be provided upon request to VACHS personnel.See Section V, paragraph 2. II.Period of Performance: 2.1The period of performance for this service contract is one ( 1) base year contract from the date of issuance, plus two (2) option years. III.Statement of Work: 3.1The contractor shall furnish qualified technician(s) on the job site for performance of required service. Contractor shall be responsible for regular, systematic execution of the work items included in this contract, per manufacturer's recommended maintenance requirements. The contractor agrees to regularly and systematically perform required maintenance of the equipment and provide callback service as conditions warrant, repair or replace all portions of the equipment included under this contract. 3.2Equipment shall be maintained in first-class condition to meet the initial performance ability. The equipment manufacturer's recommended maintenance requirements shall be accomplished under the scope of this contract. The equipment manufacturer's maintenance requirements are considered the minimum for all equipment. If specific equipment covered by this contract requires additional maintenance for safe and reliable operation the contractor shall perform the required maintenance. IV.Scheduled Maintenance Program: 4.1A scheduled maintenance program will be used to keep the cooling towers operating at optimum efficiency. Service technician assures state-of-the-art performance with minimum failure rate. Contractor will provide in writing the preventive maintenance protocol (policies and procedures), including the methods and frequency of testing and verifications of performance for the equipment. 4.2Each preventive maintenance service will be scheduled and completed in a computer-prepared service report, detailing exactly what was performed and to which equipment was done, what special tools, instrumentation, and diagnostic programs was used to maintain the system at optimum efficiency levels. At the completion of each service, a Summary Report will be provided to the VA Medical Center. Template of the report needs to be approved by VA prior to start of this contract. Maintenance intervals are scheduled twice a year, on intervals of approximately six months apart. A.Equipment BRANDMODELLOCATION Tower TechTTXL-081975Main Chiller Plant Tower TechTTXL-081975Main Chiller Plant Tower TechTTXL-081975Main Chiller Plant Tower TechTTXL-081975Main Chiller Plant Tower TechTTXL-081975Main Chiller Plant Baltimore Air Coil Company3676CSouth Bed Tower Baltimore Air Coil Company3676CSouth Bed Tower Marley Cooling TowerNC 8407SANOut Patient Addition (OPA) Marley Cooling TowerNC 8407SANOut Patient Addition (OPA) Marley Cooling TowerNC 8407SANOut Patient Addition (OPA) Marley Cooling TowerNC 8407SANOut Patient Addition (OPA) Baltimore Air Coil Company xxxx Chiller #3 B.Preventive Maintenance & Repair Service: The contractor shall perform Preventive Maintenance (PM) and repair service to ensure that equipment listed in the schedule performs in accordance with the "Equipment manufacturer's maintenance program". The contractor shall utilize and provide procedures and checklists with worksheet originals indicating work performance and actual values obtained at the completion of the PM. Contractor shall submit their checklist of PM for Government approval before preceding any type of work. The scheduled work to be performed for PM shall include, but is not limited to, the following items: Cooling Towers: 1.Visually inspect and if necessary remove and wash/clean the drift eliminators, and reinstall them. 2.Visually inspect and if necessary remove and wash/clean the fill media, and reinstall them. 3.Resealing of water distribution piping inside tower, as needed 4.Inspection/Cleaning of rotary spray nozzle 5.Remove and reinstall the fan guard assembly for inspection/washing/cleaning 6.Remove and reinstall the fan assembly as needed to access water collection system 7.Washing/cleaning of collection system damper 8.Washing the collection system vanes 9.Resealing of water collection system 10.Removal of inspection port cover and inspection of interior of perimeter basin wall, and replace cover as needed. 11.Power washing fan plenum exterior walls 12.Power washing fan assemblies and fan shrouds 13.Reinstalling water collection system dampers 14.Resealing interior wall seams and joints, as needed 15.Readjusting make-up water valves to recommended operating level 16.Inspect fan motor-drive assembly 17.Inspect fan shaft bearings (pillow blocks) and lubricate, as required 18.Inspect reducing gear (OPA) Repair Services: Repair services will be conducted, as required to the Cooling Tower motor, and motor-drive assembly, bearings, pillow blocks, reducing gear, belts, pulleys, fan assembly, shrouds, nozzles, make-up valves, level sensors, catch basin seals, and motorized valves. Provide a written report of findings with additional documentation, inventory, repairs and recommendations in hard copy and electronic copy. A binder must be prepared for each AHU separately and must be kept at the COR's office. Another similar copy must be kept by the Contractor and shall be at the disposition of VACHS personnel at any time. 1.Each monthly preventive maintenance (PM) done to the AHU's must be done through a checklist that will be previously approved by the COR. The checklist shall be updated as necessary or as requested by the COR. 2. Once each PM is done the Contractor must fill out the electronic checklist, print a hard copy and file it in the corresponding binder located at the COR's office. Each electronic copy must be signed and sealed by a Licensed Professional Mechanical Engineer. Work could be requested to be done on night shifts, after hours, weekends or holidays. V.General 1.The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer's product and Material Safety Data Sheets (MSDS) as required for the work by the U.S. Occupational Safety and Health Administration. Contractor should comply with applicable national safety codes and standards. 2.The MSDSs shall be submitted for approval to FMS personnel, prior to utilization of any material required to perform repairs or maintenance of the cooling towers. 3.Debris, garbage and/or equipment removed as part of this contract shall be collected and precautions must be taken to ensure that is not otherwise dispersed outside the area during the cleaning process. 4.In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. 5.Contractor shall respond to the service call within two (2) hours after notification. Contractor shall physically report on site VAMC within four (4) hours from the initial notification time if the problem cannot be corrected by phone. 6.Contractor shall respond to all service for priority maintenance within four (4) hours after notification. Contractor shall report directly to the Graphic Control Center (787-641-7582, ext. 10264), this check in/out is mandatory during normal working hours from 8:00 A.M. through 4:30 P.M. and after normal working hours. Contractor shall provide a twenty-four (24) hour emergency service response, seven (7) days a week. All service calls are unlimited for all priority maintenance service. 7.For emergency service, Contractor shall respond within two (2) hours after notification. Includes the immediate services on a call basis for inoperable equipment and respond with the time specified. Service includes all required maintenance to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the VAMC. 8. Contractor shall supply all labor, test instruments and tools required to perform all maintenance work. Contractor shall have the service manuals available to perform each maintenance service. Contractor shall submit a listing of parts that are not covered in this type of contract with their offer. Contractor shall submit detail actual cost for parts considered not being part of the regular maintenance contract. VI.General System Precautions and Security Requirements: a.Containment: During work, precautions must be taken to ensure the patient and employees safety. b.Measures shall be taken to control odors and/or mist vapors during the process. c.All vendor/contract personnel must report to the Police Service to identify themselves upon entering the VACHS facility and to carry the identification card throughout the entire period while providing the service. d.The Certification and Accreditation (C&A) requirement do not apply and a Security Accreditation Package is not required. VII.Additional a.Proposals will be considered only from offeror 's who are regularly established in the business called for, who are financially responsible, and able to show evidence of their reliability, ability, experience, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. Personnel trained and experienced in providing service/maintenance on the equipment identified above shall perform all work. b.The Government will not allow the work to be Subcontracted. All qualifications submitted for the evaluation must be of the General Contractor not subcontractor. A resume of the employees involved must be included and a telephone number in which they could be contacted must be included in the bid document. c.The contractor shall ensure that its employees have received safety equipment training, medical surveillance programs, individuals health protection measures, and required for the work by the U.S. Occupational Safety and Health Administration. Contractor should comply with applicable safety codes and standards. d.Debris, garbage and/or equipment removed as part of this contract shall be collected and precautions must be taken to ensure that it is not otherwise dispersed outside the area during the cleaning process. e.For the purpose of clarification, any item not specifically excluded shall be considered the contractor's responsibility. f.Cost such as labor, shipping cost, travel expenses, lodging expenses, overhead, profit, any administrative cost, insurance, bonds and any other will be at no additional cost to the Government. g.All maintenance (predictive, preventive, repair service and emergency repair service) shall include replacement of parts deemed necessary by the Contractor or COR at no additional cost to the Government. 1.If deemed necessary to make replacement then COR would request Modification to contract to replace parts h.All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. I.Due to all the Major constructions the contractor will have to park the vehicles outside of the VACHs premises. This shall be at no additional cost to the Government. J.Upon contract award, the contractor accepts "as is" all equipment specified in the contract. k.The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COTR, or otherwise no later than IO working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms. l.The Government will not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. m.Holidays. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal official holidays" as follow: i.New Year's Day January 1 ii.Martin Luther King Third Monday of January iii.President's Day Third Monday in February iv.Memorial Day Last Monday of May v.Independence Day July 4 vi. Labor Day First Monday of September vii.Columbus Day Second Monday of October viii.Veteran's Day November 11 ix.Thanksgiving Day Fourth Thursday in November x.Christmas Day December 25 VIII.Health and safety: a.The contractor shall comply with all applicable federal, state and local requirements for protecting the safety of the contractor's employees, building occupants and the environment.In particular, all applicable standards of the OSHA shall be followed when working in accordance with this project. b.Occupants Safety: No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. c.The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. d.In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas. e.Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. f.The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the "Right to Know" law. g.The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor. h. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit. i. The Contractor shall be notified of any non-compliance with the pervious provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. It, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards. J.The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information: a.Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required. b.Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. Also when equipment will be required. c.Material Safety Data Sheet (MSDS'S) for any chemical(s) utilized by the contractor in the performance of this contract. k. Contractor is responsible for the superv1s1on of all their employees while on government property. It is the Contractor's responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. IX.Injury or Accident a.Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident. X.Quality Control Program a.The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, Within five (5) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COTR, for approval. The program shall include, but not be limited to, the following: i.An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection. ii.The checklist shall include every area of the Contractor's operation as well as every task required to be performed. iii.A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. iv. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract. XI.Emergency Telephone Numbers a.The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date. XII.Information Relating to Conduct of Contractor's Employees a.The Contractor shall prohibit his employees form disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use. b.Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor's attention by the CO/COTR, Federal Protective Officers, Inspectors, etc. XIII.General Information a.The Contractor shall immediately notify the contracting office and contracting officer's representative (in writing) of the existence of the development of any defects in, or repairs required which the contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs. b.The Government reserves the right to perform emergency repairs if at the Government's opinion; it jeopardizes patient or employee safety. c.The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC San Juan is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses). d.Contractor shall have use of station telephones to make business calls related to Medical Center's equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones. ***SIGN IN IS REQUIRED*** SITE VISIT IS REQUIRED SITE VISIT WILL BE CONDUCTED ON: DATE: NOVEMBER 18, 2014 TIME: 1:30pm PLACE: VA Caribbean Healthcare Hospital 10 Casia Street, San Juan, PR 00921 MEETING LOCATION: Conference Room C-34 For additional direction to location please call Mr. Martinez (787)641-7582 ext 10167 / (Mrs. Matos)/ 10250 (Mrs. Ballester)/ 10240(Mrs. Febus) ***SIGN IN IS REQUIRED*** Please submit any questions regarding this requirement immediately after Site visit via email but no later than November 21, 2014, 3:00pm EST cynthia.gregg@va.gov. Questions, with the Government's responses, will be e-mailed to each interested offer by November 26, 2014. Please be advised that the Government reserves the right to transmit those questions and responses of a common interest to all prospective contractors. -Interested offerors will email quotes to the Contracting Officer Cynthia.gregg@va.gov on or before the due date and time. -Attachment's must be in PDF or Microsoft Word Documents. -Only Responsible sources may submit an offer that if received timely will be considered for award. -No paper copies of the solicitation will be available, and no telephone request for paper copies of the solicitation will be accepted. -Offers are required to complete and submit, -Three Past Performance Reference See section D.1 -
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24815Q0119/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-15-Q-0119 VA248-15-Q-0119_CSSA1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1695946&FileName=VA248-15-Q-0119-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1695946&FileName=VA248-15-Q-0119-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03558426-W 20141026/141024234412-8e0d9a3a588aa5baae952ea134729f0a (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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