MODIFICATION
J -- RO317 | HVAC Maintenance Computer & Phone RMS VARO Bay Pines, FL
- Notice Date
- 9/1/2021 6:36:32 AM
- Notice Type
- Solicitation
- NAICS
- 238220
— Plumbing, Heating, and Air-Conditioning Contractors
- Contracting Office
- VBA FIELD CONTRACTING (36C10E) WASHINGTON DC 20006 USA
- ZIP Code
- 20006
- Solicitation Number
- 36C10E21Q0155
- Response Due
- 9/16/2021 10:00:00 AM
- Archive Date
- 11/15/2021
- Point of Contact
- Raymond S Tracey, Contract Specialist/Contracting Officer
- E-Mail Address
-
raymond.tracey@va.gov
(raymond.tracey@va.gov)
- Awardee
- null
- Description
- ST PETERSBURG, VA REGIONAL OFFICE 9500 BAY PINES BLVD BAY PINES, FL, 33744-8700 STATEMENT OF WORK NSC Server and Phone Room Air Conditioning Service Contract REV 09/01/2021 Statement of Work (SOW) NSC Server and Phone Room Air Conditioning Service Contract Vision Statement Award a service contract, base year plus 4 option years for the maintenance of the two air condition units (compressors) located in the NSC Server Room, the two Liebert units inside the phone room, and the four condensers located at the Bay Pines, FL, VBA Regional Office. 4 each 2-ton Liebert A/C units will be added in the future. 1 Introduction Maintaining the environmental conditions inside the NSC Server and Phone rooms is essential for the St Petersburg Veterans Administration Regional Office (VARO) to complete its mission. The air conditioning systems are critical to accommodating the needs of the advanced digital computing, communications and business process controls of the Bay Pines FL. The AC compressors and condensers ensure an appropriate room temperature (65-70 degrees) is maintained and preventive maintenance of these Air Conditioning systems is paramount. 1.3 Scope The NSC and Phone room air conditioning systems contract is intended to provide complete full preventive maintenance, repair, modification, and installation services for existing and any new components of the AC systems. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, software, hardware, freight, lodging, transportation costs (rental car, air fare, etc.), PERDIEM, and transportation to and from work site necessary to effectively and efficiently fulfill all the requirements of this Statement of Work (SOW). The scope of services includes scheduled preventive maintenance (PM) as well as unscheduled maintenance to the existing AC systems specified in the contract. Cost of major repair parts required to bring to or maintain the AC system to the manufactures specifications is the responsibility of Bay Pines VARO so long as the component failure is not the result of deficient maintenance. New and or additional AC system components repaired and/or installed during the duration of the contract will be maintained under this maintenance contract. The Contractor will coordinate with the Contracting Officer Representative (COR) on any new and additional component implementation to ensure that any project related warranty and contractual service on new hardware remains in force. Requirement will also include the addition of 4 each 2-ton ceiling mounted Liebert units in the future. These units will be priced at a per service price per unit to begin in option year 2. 2 General Requirements The Contractor shall be responsible for performing all schedule and unscheduled maintenance and repair work required to maintain the Liebert AC systems in the condition prescribed by the original equipment manufacturers recommended guidelines and/or warranty requirements where the warranty remains in force. This is to include all components, accessories, new updates, firmware, bug patches, fixes, etc. The Contractor shall work closely with the COR, and the Bay Pines, FL , VARO Support Services Division to address various trouble calls. Contractor shall replace-with-kind all damaged components of the AC system. 2.1 Non-Personal Services The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately. 2.2 Business Relations The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. 2.3 Contract Administration and Management The following subsections specify requirements for contract, management, and personnel administration. 2.3.1 Contract Management The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the Bay Bays Pines FL. 2.3.2 Contract Administration The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement. 2.3.3 Personnel Administration The contractor shall provide the following management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the SOW requirements. The Contractor will have a thorough knowledge of the installation and full functionality of the current AC systems. The Contractor will be familiar with the current AC system components, their installation, operation, repair, functionality, and market availability. 2.4 Subcontract Management The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer (CO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted. 2.6 Location and Hours of Work Accomplishment of the results contained in this SOW requires work at the St Petersburg VA Regional Office, BLD 46, 9500 Bay Pines Blvd, Bay Pines, FL 33744-8700. Normal workdays are Monday through Friday except US Federal Holidays. Normal working hours are from 8:00am and not later than 4:00pm. Any work that would cause disruption in routine business operations must be performed after hours and must be coordinated with the COR. 3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract. 3.1 Description of Services The air conditioning (AC) units located in the NSC server and Phone rooms are critical for enabling Bays Pines, FL (VARO) complete its mission. The AC units are necessary to accommodate the needs of the advanced digital computing, communications and IT business process controls of the facility. These AC units must be able to maintain a room temperature of 65-70 degrees for the efficient and safe operations of the IT equipment located in the NSC server and Phone rooms. Performance Standards a) Standard: As specified below 3.1.1 Scheduled Maintenance. The contractor shall perform quarterly scheduled maintenance on the AC units (model DS035ADA0EI207C, tag #s 1695423 and 1695424) in the Network Service Center (NSC 211) and tag #s 1975714 and 1975715, LIEBERT PDXPX018UA1A8F676 inside the Phone room (212) to include the outside condensers at the St Petersburg VARO. Contractor will provide all parts, labor and expertise necessary to complete required maintenance tasks listed. Performance Standards a) Standard: As specified below b) Standard: (4) PM inspections scheduled by the customer between 8am- 5pm, Monday-Friday, (excluding national holidays). AQL: Includes 100% labor and travel coverage for emergency service 7 days/week, 24 hours/day Includes 100% parts coverage (excluding piping external from the unit, replacement of outdoor condensing unit, components showing physical damage, component failure due to irregular voltage conditions, pumps external to the unit, fire suppression system, unit control upgrades, network panels external to the unit, and leak detection panels) Rental of temporary spot coolers is also excluded. 3.1.1.1 Filters Check for restricted airflow. Replace air filters as needed Examine filter switch. Wipe entire section clean. Performance Standards a) Standard: Maintains 100% operational readiness status AQL: Filters are clean and functioning per manufactures specifications 3.1.1.2 Blowers. Verify that impellers are free of debris and move freely. Check belt for condition and proper tension. Replace belts as needed. Verify that the bearings are in good condition. Check the fan safety switch for proper operation. Check the pulleys and motor mounts for tightness and proper alignment. Performance Standards a) Standard: Maintains 100% operational readiness status AQL: Blower is functioning per manufactures specifications 3.1.1.3 Air Cooled Condensers. Air Cooled Condenser (If Applicable) Verify condenser coil cleanliness Brush clean and spray using hose and nozzle connected to local water source (if local water source is available) Chemical cleaning of outdoor condensing unit is excluded from normal scheduled maintenance and can be performed on a time and material basis. Examine motor mounts for tightness. Tighten if necessary. Verify that the bearings are in good working order. Confirm that the refrigerant lines are properly supported. Performance Standards a) Standard: Maintains 100% operational readiness status AQL: Condensers are functioning per manufactures specifications 3.1.1.4 Electric panel, controls, and ancillary items. Check fuses Check electrical connections Check contactors for pitting. Using microprocessor controls, ensure proper operation of the unit components Inspect leak detection cabling (if connected to unit) Performance Standards a) Standard: Maintains 100% operational readiness status AQL: Blower is functioning per manufactures specifications 3.1.1.5 Refrigerant Cycle/Section. Examine refrigerant lines for leaks or damage. Using the sight glass, check lines for moisture. Monitor suction pressure. Monitor head pressure. Monitor discharge pressure. Check superheat. Performance Standards a) Standard: Maintains 100% operational readiness status AQL: Refrigerant system is functioning per manufactures specifications 3.1.1.6 Other checks/services if applicable. Water/Glycol Condenser (If Applicable) Check cleanliness of copper tubing. Confirm that the water regulating valves are functioning properly. Check the glycol solution level. Check glycol freeze protection level Check for water/glycol leaks. Glycol Pump Examine for any glycol leaks. Determine proper pump operation. Steam Generating Humidifier (If Applicable) Examine the water make-up valve for any leaks. Check the condition of all steam hoses. Check the canister for any deposits. Check and adjust potentiometers for optimal performance Infrared Humidifier (If Applicable) Check the pan drain for any type of blockage. Examine the humidifier lamps for proper operation. Check the pan for any type of mineral deposits. Performance Standards a) Standard: Additional PM inspections scheduled by the customer 7 days/week, 24 hours/day (excluding national holidays). AQL: Includes 100% labor and travel coverage for emergency service 7 days/week, 24 hours/day Includes 100% parts coverage (excluding piping external from the unit, replacement of outdoor condensing unit, components showing physical damage, component failure due to irregular voltage conditions, pumps external to the unit, fire suppression system, unit control upgrades, network panels external to the unit, and leak detection panels) Rental of temporary spot coolers is also excluded. 3.1.2 Unscheduled maintenance. Emergency requests will be responded to within 4 hours, 24hrs/day, 7 days/week. Inoperable AC components will be repaired or replaced within 24 hours. Parts include those items that must be replaced due to fair wear and tear. The cost for parts and labor for maintenance or damage resulting from operator negligence may be submitted through the Contracting Officer for consideration of payment. Performance Standards a) Standard: Emergency requests will be responded to within 4 hours, 24hrs/day, 7 days/week. AQL: Inoperable AC components will be repaired or replaced within 24 hours. 4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort. 4.1 Security and Safety SECURITY - The Contractor is required to enter and exit the Bay Pines, FL through the front entrance. Entering or exiting the building through any other door will require VARO approval and an escort will be required. Upon entering the building, the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. The HVAC technician will always be escorted while inside the server and phone rooms. If the contractor cannot present evidence of a favorable background investigation for the technician the COR for this service contract will assist the contractor in acquiring the background investigation, however the contractor is responsible for the cost of the investigation. In addition, a VA Form 20-0334, ANNUAL CERTIFICATION OF VETERAN STATUS AND VETERAN-RELATIVES (attachment #2) must be completed by the Contractor, contractor employees, and sub-contractors and original copies turned in to the COR prior beginning construction SAFETY - The following safety criteria shall be met at the time of the acceptance inspection: EQUIPMENT - The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees. COMPLIANCE WITH LAWS - Contractor represents and warrants that the performance of this contract and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or Authority laws, rules, regulations, resolutions, and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations, the Transportation Safety Act, the National Environmental Policy Act, and the Occupational Safety and Health Acts. 4.3 Government Furnished Materials Parking - During maintenance calls the government shall provide at no cost parking space and access to the VARO loading docks as necessary. 4.4 Environmental Requirements The contractor shall comply with all local, state, and federal regulations with regards to use, dispensing, removing, storing, and transporting any hazardous waste / cleaning products that may be used in fulfilling the scope of this Statement of Work. 4.5 Applicable Directives The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option. Mandatory compliance (list) OSHA - Occupational Safety and Health Administration Department of Labor http://www.osha.gov NIOSH - The National Institute for Occupational Safety and Health http://www.cdc.gov/niosh/ Non-Mandatory document (list) 4.6 Quality This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort. 4.6.1 Quality Control The Contractor shall develop a Task/Delivery Order QCP and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval. The Government may find the QCP ""unacceptable"" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found ""unacceptable."" 4.6.2 Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractors performance under this Task/Delivery Order in accordance with the Governments QASP. 4.7 Minimum Certifications, Training, Experience The Contractor shall adhere to the NFPA 70B standards as well as ANSI C132.1 as they pertain to electrical equipment maintenance. The Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement, the following insurance coverages, provided by a company(s) licensed to conduct business in the State of Florida: Workers Compensation Insurance, including Employers Liability Insurance, complying with the laws of the Florida. Comprehensive General Liability Insurance, including Contractual Liability and Products Completed Operations Liability as well as coverage on all Contractors equipment owned, hired or used in performance of this contract. 5 Deliverables The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD. Number Name Frequency Quantity 001 VA Form 20-0334, ANNUAL CERTIFICATION OF VETERAN STATUS AND VETERAN-RELATIVES Once 1 6 Related Documents / Applicable Publications A. The publications listed below form a part of this specification to the extent referenced. The publications are referenced in the text by the basic designation only. B. Federal Specifications (Fed Spec): 00-A-374C-95 Air-Conditioners with Remote Condensing Units or Remote Air-cooled and Water-Cooled Condenser Units, Unitary TT-C-490D-93 Cleaning Methods for Ferrous Surfaces and Pretreatments for Organic Coatings C. Air-Conditioning, Heating and Refrigeration Institute (AHRI) Standards: 210/240-08 Performance Rating of Unitary Air-Conditioning and Air-Source Heat Pump Equipment 340/360-07 Performance Rating of Commercial and Industrial Unitary Air Conditioning and Heat Pump Equipment 410-01 Forced-Circulation Air-Cooling and Air-Heating Coils 460-2005 Performance Rating of Remote Mechanical-Draft Air-Cooled Refrigerant Condensers 520-04 Performance Rating of Positive Displacement Condensing Units AHRI-DCPP Directory of Certified Product Performance - Applied Directory of Certified Products D. Air Movement and Control Association (AMCA): 210-07 Laboratory Methods of Testing Fans for Certified Aerodynamic Performance Rating (ANSI) 410-96 Recommended Safety Practices for Users and Installers of Industrial and Commercial Fans American Society of Heating, Refrigerating, and Air -Conditioning Engineers Inc. (ASHRAE ): 15-10 Safety Standard for Refrigeration Systems (ANSI) 90.1-10 Energy Standard for Buildings except Low-Rise Residential Buildings (ANSI Approved; IESNA Co-sponsored) 2008 Handbook HVAC Systems and Equipment 2010 Handbook Refrigeration 52.1-92 Gravimetric and Dust-Spot Procedures for Testing Air-Cleaning Devices used in General Ventilation for Removing Particulate Matter F. American Society of Testing and Materials (ASTM): B117-09 Standard Practice for Operating Salt Spray (Fog) Apparatus G. National Electrical Manufacturer's Association (NEMA): MG 1-09 (R2010) Motors and Generators (ANSI) H. National Fire Protection Association (NFPA) Publications: 70-11 National Electrical Code 90A-09 Standard for the Installation of Air-Conditioning and Ventilating Systems Attachment #2 Statements Standards/AQLs Incentive/Remedy 3.1 Description of Services a) As specified below 3.1.1 Scheduled Maintenance. a) As specified below b) (4) PM inspections scheduled by the customer between 8am- 5pm, Monday-Friday, (excluding national holidays). AQL: Includes 100% labor and travel coverage for emergency service 7 days/week, 24 hours/day Includes 100% parts coverage (excluding piping external from the unit, replacement of outdoor condensing unit, components showing physical damage, component failure due to irregular voltage conditions, pumps external to the unit, fire suppression system, unit control upgrades, network panels external to the unit, and leak detection panels) Rental of temporary spot coolers is also excluded. 3.1.1.1 Filters a) Maintains 100% operational readiness status AQL: Filters are clean and functioning per manufactures specifications 3.1.1.2 Blowers. a) Maintains 100% operational readiness status AQL: Blower is functioning per manufactures specifications 3.1.1.3 Air Cooled Condensers. a) Maintains 100% operational readiness status AQL: Condensers are functioning per manufactures specifications 3.1.1.4 Electric panel, controls, and ancillary items. a) Maintains 100% operational readiness status AQL: Blower is functioning per manufactures specifications 3.1.1.5 Refrigerant Cycle/Section. a) Maintains 100% operational readiness status AQL: Refrigerant system is functioning per manufactures specifications 3.1.1.6 Other checks/services if applicable. a) If applicable to be included in the (4) scheduled PM services AQL: Includes 100% labor and travel coverage for emergency service 7 days/week, 24 hours/day Includes 100% parts coverage (excluding piping external from the unit, replacement of outdoor condensing unit, components showing physical damage, component failure due to irregular voltage conditions, pumps external to the unit, fire suppression system, unit control upgrades, network panels external to the unit, and leak detection panels) Rental of temporary spot coolers is also excluded. 3.1.2 Unscheduled maintenance. a) Emergency requests will be responded to within 4 hours, 24hrs/day, 7 days/week. AQL: Inoperable AC components will be repaired or replaced within 24 hours.
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