Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 01, 2016 FBO #5334
DOCUMENT

J -- PREVENTATIVE MAINTENANCE & REPAIR SERVICES OF BUILDING AUTOMATION SYSTEMS - VAMC MEMPHIS - Attachment

Notice Date

6/29/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24916N0558
 

Response Due

7/6/2016
 

Archive Date

9/4/2016
 

Point of Contact

Victoria Rone
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Memphis VA Medical Center located at 1030 Jefferson Ave., Memphis, TN 38104, is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support a requirement to furnish all necessary travel, labor, materials, tools, and documentation required for the preventative maintenance and repair of the existing Building Automation Systems (BAS) and software. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811219. The contract Period shall be for a base year, plus four (4) option years: Base Year: 1 October 2016 - 30 September 2017 Option Year 1: 1 October 2017 - 30 September 2018 Option Year 2: 1 October 2018 - 30 September 2019 Option Year 3: 1 October 2019 - 30 September 2020 Option Year 4: 1 October 2020 - 30 September 2021 THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 8:00am CST, July 6, 2016. All responses under this Sources Sought Notice must be emailed toVictoria.Rone3@va.gov, Subject Line Title: Service Contract for Building Automation Systems and Software - VAMC Memphis with the following information/documentation: If your organization has the potential capacity to perform these services, please provide the following information: 1)Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; Point of Contact and Phone Number, DUNS number; and 2)Business Size applicable to the NAICS Code: a. HuBZone Small Business Concern; b. Service-Disabled Veteran Owned Small Business Concern (SDVOSBC); c. Veteran Owned Small Business Concern (VOSBC); d. Small Business Concern; e. Large Business Concern. 3)If claiming Small Business status provide documentation verifying Small Business Certification: a. If claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA. b. If claiming SDVOSB status, provide documentation that shows the Service Disable Veteran (SDV) unconditionally owns 51 % of the business, controls the management and daily operations, and holds the highest officer position in the company. Documentation should also be provided to show that the SDV has a service-connected disability that has been determined by the Department of Defense or Department of Veteran Affairs. Finally, provide documentation that shows the business is small under the NAICS code 811219. c. If claiming VOSBC status, provide documentation that shows the Veteran unconditionally owns 51% of the business, controls the management and daily operation, make long-term decisions for the business, and holds the highest officer position in the company that works at the business fulltime during normal working hours. The documentation should also show the business is small under the NAICS code 811219. 4)Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. 5)Certified documentation and annual training certifications that field service technicians completed a formalized Tridium Niagara training program and received certification from the Siemens Talon Headquarters or a third party with equal training certification program for Tridium Niagara products. The FSEs must have a minimum of three (3) years performing preventative maintenance and equipment repairs on Siemens Talon Building Technologies or Tridium Niagara products. The government will evaluate market information to ascertain potential market capacity to: 6)provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 7)secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 8)implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance; and 9)Provide services under a firm-fixed price contract. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. DISCLAIMER AND IMPORANT NOTES: This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation. Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. STATEMENT OF WORK EQUIPMENT IDENTIFICATION: a)Contractor shall furnish all necessary travel, labor, materials and documentation required for the maintenance, support and service of the existing Building Automation Systems (BAS) and software which include: a.Siemens Talon Control System "Siemens Talon Front End "Siemens Talon Network Managers "Siemens Talon BACnet Controllers "Siemens Talon Field Devices (stats, actuators, dampers, valves)Why b.Johnson Controls Inc. (JCI) "Network Manager Controllers "JCI BACnet Controllers "JCI Field Devices (stats, actuators, dampers, valves) "JCI Pneumatic Controllers included "JCI Legacy products and software (PMI NCM) c.Distech BACnet Controllers & Associated field devices d.Schneider BACnet Controllers & Associated field devices b)Located at the Veterans Affairs Medical Center, 1030 Jefferson Ave., Memphis, TN 38014. The base year of this Contract shall cover the period of October 1, 2016 through September 30, 2017, during the designated hours of coverage and in accordance with all terms, conditions, provisions, schedules and specifications of this solicitation. DEFINITIONS/ACRONYMS: a)VAMC - Department of Veterans Affairs Medical Center at 1030 Jefferson Ave., Memphis, TN 38104 i.Maintenance and Operations Supervisor or designated staff (138) telephone number (901) 523-8990 ext. 5043 or 5033, Building #1 room BWG-4, VAMC. b)CO - Contracting Officer c)COR - Contracting Officer's Representative, designated as an Engineering Staff Member. d)PM - Preventative Maintenance. Services that are periodic in nature and are required to maintain the equipment in such condition that is may be operated in accordance with its intended design and functional capacity with minimal incidence of inoperative conditions. e)FSE - Field Service Engineer. A fully qualified individual who is authorized by the contractor to perform maintenance (corrective and preventive) services on the VAMC premises as defined in the terms of this contract. f)ESR - Vendor Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. g)Acceptance Signature - Signature by VAMC employee who indicted FSE demonstrated service conclusion/status and the equipment user has accepted work as complete/pending as stated in ESR. h)Authorization Signature - COR's signature: indicates COR accepts work status as stated ESR. CONFROMANCE STANDARDS: a)Contract service shall insure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC and any upgrades/updates as well as following the LATEST published standards/codes/specifications/regulations: i.Manufacturer's service operators specifications, Joint Commission for the Accreditation of Healthcare Organizations (Joint commission), National Fire Protections Agency 2000 (NFPA-00), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), American Society for Hospital Engineering (ASHE), American Society of Heating Refrigeration, and Air Conditioning Engineers (ASHRAE), Institute of Electrical and Electronic Engineers (IEEE), Memphis VAMC standard operating procedures, and any other Federal, State, and Local regulations. HOURS OF COVERAGE a)Normal VAMC working hours are Monday through Friday, 8:00am to 4:30pm, excluding Federal Holidays b)Federal Holidays observed by the VAMC are: HOLIDAYDATE New Year's Day Jan 1 Martin Luther King's Birthday3rd Monday in Jan President's Day3rd Monday in Feb Memorial DayLast Monday in May Independence DayJuly 4 Labor Day1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in Nov Christmas DayDec 25 c)Normal hours of coverage of this contract are 7 days per week, 24 hours per day. All PM's shall be performed during normal hours, unless previously cleared with the COR. d)Emergency repair service needed outside normal work hours shall be authorized by the COR. Note: Repairs will be scheduled and performed during normal hours of coverage. The contractor shall ensure that repairs be made only upon the written approval and direction from the Contracting Officer Representative (COR) and Contracting Officer (CO) since some repairs many involve additional costs to the government e)Contractor must provide the COR with the means to request and receive, at any hours of any day of the week, promote emergency telephone support from an FSE within two (2) hours of the COR's request. This emergency call back service shall be provided as requested at no additional charge to the VAMC. Failure to resolve an emergency with telephone support will constitute a response by the FSE within two (2) hours of the request by the COR. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES: a)Contractor shall maintain the equipment in accordance with the specifications listed in, Conformance Standards, by returning failed components of a system to full operational capacity. The contractor shall provide these repair services which may consist of calibrating, cleaning, oiling, adjusting, replacing parts failed, broken or worn beyond usefulness, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. b)Failed controls components such as BAS Network Managers, BACnet Controllers and Field Devices must be replaced with compatible parts products as to communicate with the existing Siemens Talon BAS. Any failed Pneumatic Controls must be upgraded to a direct digital controller upon the written approval and direction from the Contracting Officer Representative (COR) and Contracting Officer (CO) since some replacements may involve additional costs to the government. c)Service calls to the Contractor requesting service are only authorized when they are received from the CO, COR or designated equipment users. d)Response Time: Contractor's FSE must respond with a phone call to the COR, or designated equipment user with two (2) hours after receipt of telephoned notification. If the problem cannot be corrected by the phone or remote access, the FSE shall commence work (on-site physical response) within two (2) hours after receipt of and shall proceed progressively to completion without undue delay. PARTS: a)Repairs will be scheduled and performed during normal hours of coverage. The contractor shall ensure that repairs be made only upon the written approval and direction from the Contracting Officer Representative (COR) and Contracting Officer (CO) since some repairs many involve additional costs to the government. b)Only new standard parts shall be furnished by the Contractor. Rebuilt or used parts shall not be installed. SERVICE MANUALS: The VAMC shall provide service manuals or service diagnostic software for the Contract to the Contractor as required. The contractor shall have on file, and make available to its FSE all operational and technical documentation (such as: operational and Service manuals, schematics, and parts lists) which are necessary to meet the Performance requirements of this contract. TEST EQUIPMENT: As detailed in Competency of Personnel Servicing Equipment, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test Equipment, which are to be used on the VAMC's equipment. This certification shall also be provided on periodic basis when requested by the VAMC. Test Equipment calibrations shall be traceable to national standard. REPORTING REQUIREMENTS: a)The Contractor or FSE shall be required to report to the COR or designated equipment user in room BWG-1A prior to and after any work is performed, and obtain a VA badge while on property every day that is required to complete the job. This check in is mandatory. At this time the FSE will be required to enter the following information into the log: b) 1.Current Date 2.Name of FSE 3.Name of Contractor 4.Equipment Being Serviced 5.ESR Number 6.Time In 7.Time Out c)When service is completed, the FSE shall document services rendered on a properly completed ESR, as required in Documentation/Reports. DOCUMENTATION/REPORTS: a)Documentation in the forms of ESRs must be furnished to the COR or designated equipment user for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified if proper documentation is not provided. b)The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and procedures performed required to maintain the equipment in accordance with Conformance Standards. Each ESR must, at a minimum, document the following data legibly and in complete detail: 1.Name of Contractor 2.Name of FSE who performed services 3.Contractor service ESR number/log number 4.Date, time (starting and ending), equipment downtime and hours on site for service call 5.Description of problem reported by COR/user 6.Identification of all equipment serviced: device name/description, device locations, manufacturers name, model number, serial number and other identification numbers. 7.Itemized description of service performed and parts replaced. 8.Results of calibration and/or performance testing 9.Signatures: a.FSE performing services described b.Acceptance signature as described in Definitions/Acronyms REPORTING REQUIRED FOR SERIVCES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but not later than twenty-four (24) hours after Discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the Contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. PAYMENT Invoices will be paid in arrears on a monthly basis. The Contractor shall mail the invoices to the attention of Fiscal Service, Accounting Section. Invoices MUST INCLUDE, at a minimum the following information: 1.Contractor's Name 2.Purchase Order 3.Period of Service the Billing Covers INITIAL CONTRACTOR INSPECTION AND SUBMITTALS a)Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a (30) day period after award of the contract, the contractor shall reject any equipment deemed to be obsolete or in poor operating condition. Failure to inspect the equipment prior to contract award will not relive the Contractor from performance of the requirements of the contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT a)Each respondent must have an established business, with a local office and a full time staff within 60 miles of site. Respondent shall have the following minimum number of service technicians employed by the local office: 3 Chiller Technicians, 3 General Mechanical Technicians, 3 Controls Technicians b)The Contractor shall have three (3) years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff must include a minimum of three (3) "fully qualified" FSEs, who shall serve as the primary technician and back up for the servicing of the items listed on the schedule of equipment. c)"Fully Qualified" is based upon training and on experience in the field. For training, the FSEs must have successfully completed a formalized Tridium Niagara training program and received certification from the Siemens Talon Headquarters or a third party with equal training certification program for Tridium Niagara products. The FSEs must have a minimum of three (3) years performing preventative maintenance and equipment repairs on Siemens Talon Building Technologies or Tridium Niagara products. d)The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on VAMC equipment. e)Provider shall have at least two (2) technician(s) capable of servicing the full schedule of equipment for this contract, on-call during afterhours and holidays with an escalation process if further assistance is needed. CONTRACTOR SAFETY REQUIREMENTS a)Provider must have a Personal Protective Equipment (PPE) Policy that addresses minimum PPE hard hat, cut resistant gloves, safety glasses, work boots with leather uppers and rubber soles and task-specific PPE requirements. b)Provider must have an Electrical Safety Policy that addresses the specific PPE and arc/flash protection required when performing work on live electrical equipment (meets NFPA 70E). c)Provider must have a daily pre-job hazard assessment process SOFTWARE SUPPORT Siemens Talon software upgrades will be provided and installed under this contract. INDENTIFICATION, PARKING, SMOKING AND VAMC REGULATIONS The Contractor's FSE shall abide by all VAMC station policies and requires. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VAMC Police/Security Service, room CE127. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers, including took kits, shall be subject to search. Violations of VAMC regulations may result in a citation answerable in the United States Federal District Court, not a local district, state, or municipal court. All contractor/vendor personnel shall display a VAMC Memphis issued identification badge while performing work on any VAMC Memphis property. Contractors can review the VA shop drawings for reference as required. All drawings are the property of the VAMC and will be returned to the COR when job is finished. Contractor and their staff are not permitted to take any pictures or videos of VA equipment while on VA property. The contractor's staff will check in with the VA police to receive a VA work badge or from the COR as required for the job. The contractor's staffs that work on VA property are required to complete the TMS training for working on VA property prior to work stating on VA property. Contractor must provide training certificates to the COR for all staff on site. This training is good for one year must be maintained current while contractor is onsite performing this job. SYSTEMS SERVCIES SCHEDULE ENERGY MANAGEMENT SYSTEM Verify all programming schedules Verify all programming/control routines Verify communications Verify interface with all end devices Verify customer access to the system POWER SUPPLY Check Battery (Battery replacement not covered) CONTROL PANELS Check for proper mounting Secure all wiring & wire duct covers Check power supply/surge protector Check/tighten electrical connections and terminals DATABASE / SOFTWARE Verify BAS opens with software command Verify graphics are operational Verify set points are as customer designated Verify e-mail service is functioning Verify time-sync service is functioning Verify weather service is functioning Check alarms in the alarm console (are there issues that need attention?) Clear alarms in the alarm console Back-up station, Copy Station, Database save DIGITAL SENSORS Check all zone and system sensors for proper range of temp Check all zone sensors for proper range of temp COMPLETE INSPECTION REPORTS AND REVIEW WITH COR
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24916N0558/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-16-N-0558 VA249-16-N-0558.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2840884&FileName=VA249-16-N-0558-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2840884&FileName=VA249-16-N-0558-000.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;VA Medical Center Memphis;1030 Jefferson Avenue;Memphis, TN

Zip Code: 38104
 

Record

SN04165969-W 20160701/160629234844-3dbae049b037e349083fb173dc3dccce (fbodaily.com)
 

Source

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

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