FULL SERVICE CHILLER PLANT MAINTENANCE AND REPAIR CONTRACT   2

Contract Opportunity Combined Synopsis/Solicitation Notice * * * * * * * PRODUCT SERVICE CODE SUBJECT CONTRACTING OFFICE'S ZIP-CODE SOLICITATION NUMBER RESPONSE DATE/TIME/ZONE ARCHIVE DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS SET-ASIDE NAICS CODE CONTRACTING OFFICE ADDRESS POINT OF CONTACT (POC Information Automatically Filled from User Profile Unless Entered) DESCRIPTION * See Attachment AGENCY'S URL URL DESCRIPTION AGENCY CONTACT'S EMAIL ADDRESS EMAIL DESCRIPTION ADDRESS POSTAL CODE COUNTRY ADDITIONAL INFORMATION GENERAL INFORMATION PLACE OF PERFORMANCE * = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice Z1NB FULL SERVICE CHILLER PLANT MAINTENANCE AND REPAIRS CONTRACT 44131 36C25020Q0991 10-02-2020 1600 EASTERN TIME, NEW YORK, USA 60 N SDVOSBC 238220 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 HARVEY J. McGOWAN harvey.mcgowan@va.gov Louis Stokes Cleveland VA Medical Center 10701 East Blvd Cleveland, OH 44106-1702 Combined Synopsis-Solicitation for Commercial Items VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Original Date: 10/12/17 Revision 04 Date: 06/10/20 Page 32 of 32 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ in accordance with FAR 13. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-09, published August 27, 2020. This solicitation is set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB), IAW Public Law 109-461, 38 USC Section 8127. The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of 16.5 Million. The FSC/PSC is Z1NB. The Louis Stokes Cleveland VA Medical Center, 10701 East Blvd., Cleveland, OH 44106-1702 is seeking to purchase a Full Service Chiller Plant Maintenance and Repairs Service Contract. All interested companies shall provide quotations for the following services: BASE YEAR November 1, 2020 October 31, 2021 QTY 0001 Annual maintenance of centrifugal/rotary chillers (see 5.1. l) 1 Job 0002 Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2) 12 Job 0003 Seasonal start-up of centrifugal/rotary chillers (see 5.1.3) 1 Job 0004 Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4) 2 Job 0005 Semi-annual cooling tower cleaning and disinfection (see part 4) 2 Job 0006 Operator training for Centrifugal/rotary chillers (see 5.1.5) 128 Hour 0007 Semi-annual maintenance on tracer automation equipment (see 5.2.2) 2 Job 0008 Operator training for tracer automation equipment (see 5.2.3) 8 Hour 0009 Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1) 10 Job 0010 Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2) 1 Job 0011 Monthly maintenance for cooling towers/fluid coolers (see 4.4. l) 9 Job 0012 Seasonal start-up for cooling towers/fluid coolers (see 4.4.2) 1 Job 0013 Annual maintenance for all variable frequency drives (see 5.5.1) 1 Job 0014 Emergency Service outside of regularly scheduled maintenance 150 Hour 0015 Part replacement for all non-covered equipment (see 5.1.6) Non-covered parts ae to be billed separately from this Contract and must be pre-approved by Engineering prior to install. Total price OPTION YEAR ONE November 1, 2021 October 31, 2022 QTY Total Cost 1001 Annual maintenance of centrifugal/rotary chillers (see 5.1.1) 1 Job 1002 Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2) 12 1003 Seasonal start-up of centrifugal/rotary chillers (see 5.1.3) 1 Job 1004 Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4) 2 Job 1005 Semi-annual cooling tower cleaning and disinfection (see part 4) 2 Job 1006 Operator training for centrifugal chillers (see 5.1.5) 128 Hour 1007 Semi-annual maintenance on tracer automation equipment (see 5.2.2) 2 Job 1008 Operator training for tracer automation equipment (see 5.2.3) 8 Hour 1009 Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1) 10 Job 1010 Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2) 1 Job 1011 Monthly maintenance for cooling towers/fluid coolers (see 4.4.1) 9 Job 1012 Seasonal start-up for cooling towers/fluid coolers (see 4.4.2) 1 Job 1013 Annual maintenance for all variable frequency drives (see 5.5.1) 1 Job 1014 Emergency Service outside of regularly scheduled maintenance 150 Hour 1015 Part replacement for all non-covered equipment (see 5.1.6) Non-covered parts ae to be billed separately from this Contract and must be pre-approved by Engineering prior to install. Total price OPTION YEAR TWO November 1, 2022 October 31, 2023 QTY 2001 Annual maintenance of centrifugal/rotary chillers (see 5.1.1) 1 Job 2002 Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2) 12 Job 2003 Seasonal start-up of centrifugal/rotary chillers (see 5.1.3) 1 Job 2004 Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4) 2 Job 2005 Semi-annual cooling tower cleaning and disinfection (see part 4) 2 2006 Operator training for centrifugal chillers (see 5.1.5) 128 Hour 2007 Semi-annual maintenance on tracer automation equipment (see 5.2.2) 2 Job 2008 Operator training for tracer automation equipment (see 5.2-3) 8 Hour 2009 Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1) 10 Job 2010 Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2) 1 Job 2011 Monthly maintenance for cooling towers/fluid coolers (see 4.4.1) 9 Job 2012 Seasonal start-up for cooling towers fluid coolers (see 4.4.2) 1 Job 2013 Annual maintenance for all variable frequency drives (see 5.5 1) 1 Job 2014 Emergency Service outside of regularly scheduled maintenance 150 Hour 2015 Part replacement for all non-covered equipment (see 5.1.6) Non-covered parts ae to be billed separately from this Contract and must be pre-approved by Engineering prior to install. Total price OPTION YEAR THREE November 1, 2023 October 31, 2024 CLIN QTY 3001 Annual maintenance of centrifugal/rotary chillers (see 5.1. l) 1 Job 3002 Monthly maintenance of centrifugal chillers (see 5.1.2) 12 Job 3003 Seasonal start-up of centrifugal/rotary chillers (see 5.1.3) 1 Job 3004 Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4) 2 Job 3005 Semi-annual cooling tower cleaning and disinfection (see part 4) 2 Job 3006 Operator training for centrifugal/rotary chillers (see 5.1.5) 128 Hour 3007 Semi-annual maintenance on tracer automation equipment (see 5.2.2) 2 Job 3008 Operator training for tracer automation equipment (see 5.2.3) 8 Hour 3009 Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1) 10 Job 3010 Seasonal start-up for Chill-water/Tower/Condenser-water (see 5.3.2) 1 Job 3011 Monthly maintenance for cooling towers fluid coolers (see 4.4.1) 9 Job 3012 Seasonal start-up for cooling towers/fluid coolers (see 4.4.2) 1 Job 3013 Annual maintenance for all variable frequency drives (see 5.5.1) 1 Job 3014 Emergency Service outside of regularly scheduled maintenance 150 Hour 3015 Part replacement for all non-covered equipment (see 5.1.6) Non-covered parts ae to be billed separately from this Contract and must be pre-approved by Engineering prior to install. Total price OPTION YEAR FOUR November 1, 2024 - October 31, 2025 CLIN QTY 4001 Annual maintenance of centrifugal/rotary chillers (see 5.1. l) 1 Job 4002 Monthly maintenance of centrifugal rotary chillers (see 5.1.2) 12 Job 4003 Seasonal start-up of centrifugal/rotary chillers (see 5.1.3) 1 Job 4004 Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4) 2 Job 4005 Semi-annual cooling tower cleaning and disinfection (see part 4) 2 Job 4006 Operator training for centrifugal/rotary chillers (see 5.1.5) 128 Hour 4007 Semi-annual maintenance on tracer automation equipment (see 5.2.2) 2 Job 4008 Operator training for tracer automation equipment (see 5.2.3) 8 Hour 4009 Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1) 10 Job 4010 Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2) 1 Job 4011 Monthly maintenance for cooling towers/fluid coolers (see 3.4. l) 9 Job 4012 Seasonal start-up for cooling towers/fluid coolers (see 3.4.2) 1 Job 4013 Annual maintenance for all variable frequency drives (see 5.5.1) 1 Job 4014 Emergency Service outside of regularly scheduled maintenance 150 Hour 4015 Part replacement for all non-covered equipment (see 5.1.6) Non-covered parts ae to be billed separately from this Contract and must be pre-approved by Engineering prior to install. Total price Total Contract Price PART ONE - CENTRIFUGAL CHILLERS NUMBER MODEL TONS/OUTPUT CH-I TRANE CVHF128NA 1,200 4160V CH-2 TRANE CVHF128NA 1,200 4160V CH-3 TRANE CVHF128NA 1 ,200 4160V CH-4 TRANE CVHF1280 1,200 480V CH-5 TRANE CVHF13DFA 1,200 480V PART TWO - AUTOMATION & CONTROLS Maintenance/repair or replacement if required of the Trane Building Automation Systems for the center. Includes all operated valves, programming panels, BCU s, Tracer Output/Input panels and workstations associated with Energy Center equipment and operations. Contractor/Contractor will provide and install any new operational software and or graphics with latest revisions over the course of the contract. Unit maintenance and repair/replacement of PC s, Monitors, UPS s and associated equipment will be the liability of the Contractor/contractor over the duration of the contract with no additional cost to the LSVAMC. PART THREE CHILL WATER/TOWER WATER PUMPS AND DRIVES NUMBER MODEL SERVICE CWP-I WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-2 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-3 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-4 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-5 PACO 444TT CHILLED WATER 2400GPM 150HP CWP-6 PACO 444TT CHILLED WATER 2400GPM 150HP VFD CWP-1 DANFOSS/GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-2 DANFOSS/GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-3 DANFOSS/GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-4 HONEYWELL SMART VFD HVFDSD3C1500G100 CHILLED WATER 480V VFD CWP-5 EATON CFX9000 CHILLED WATER 480V VFD CWP-6 EATON SVX9000 CHILLED WATER 480V TWP-I WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-2 WEINMAN 12102 TOWER WATER 3600GPM 100HP TWP-3 WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-4 WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-5 PACO KP8012-56 TOWER WATER 3600GPM 100HP TWP-6 PACO 8012 TOWER WATER 3600GPM 100HP VFD-TWP-1 DANFOSS/GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-2 DANFOSS/GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-3 DANFOSS/GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-4 EATON SVX9000 TOWER WATER 480V VFD-TWP-5 EATON CFX9000 TOWER PUMP 480V VFD-TWP-6 EATON SVX9000 TOWER PUMP 480V PART FOUR - COOLING TOWERS/COOLING TOWER FAN DRIVES/SEMI-ANNUAL TOWER CLEANING AND DISINFECTION NUMBER MODEL TONS MOTOR CT-I EVAPCO REP 224-018 1200TONS 2CELLS CT-2 EVAPCO REP 224-018 1200TONS 2CELLS CT-3 EVAPCO REP 224-018 1200TONS 2CELLS CT-4 EVAPCO REP224-118 1200TONS 2CELLS CT-5 EVAPCO AT224-118 1200TONS 2CELLS VFD-CT-I Honeywell Smart VFD HVFOSD306005100 COOLING TOWER FANS 2 @ 30 EA 60HZ VFD-CT-2 DANFOSS/GRAHAM VLT6000 COOLING TOWER FANS 2 @ 30 EA 60HZ VFD-CT-3 DANFOSS/GRAHAM VLT6000 COOLING TOWER FANS 2@30EA 60HZ VFD-CT-4B VFD-CT4A EATON HONEYWELL CFX9000 NXS0300A1001 COOLING TOWER FANS 1 1 30HZ 30HZ VFD-CT-5 EATON SVX9000 FANS 2 60HZ Semi-Annual cooling tower cleaning and disinfection: To be completed in early Spring (March/April) and late Fall (October/November) dependent on weather conditions and scheduled through the COR. General Disinfection & Clean Process - The following stages highlights the general approach for cleaning and disinfection of cooling water systems. Certain modifications may be required depending on system access, design, operation or the like. All stages in the clean and disinfection process shall require assistance from the Customer such as the operation engineer who is familiar with the system. All supplies and PPE will be contractor supplied. Proper LOTO will be utilized as needed. Part 4.2 Seasonal start-up for cooling towers/fluid coolers. Contractor will do a full check and start up of all cooling towers and fluid coolers ensuring full operability. Stage I: Pre-Clean Disinfection for the destruction of biofilms and pathogens _ All cooling tower fans must be shut OFF and proper LOTO procedures in place prior to start of process, and all recirculation pumps must be ON. _ The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry. _ A bio dispersant may also be added to help remove organic deposits and enhance disinfection. Stage II: Mechanical Cleaning for surface sanitation and removal of deposits _ Each system cell and/or sump is isolated and drained for mechanical cleaning. _ Each system cell is pressure washed from top to bottom, internal and external, as is reasonably accessible to remove deposits. _ Exceptional care is taken to remove deposits without damaging the fill pack. _ Deposits, including the sump if included in the scope, are removed for disposal. The Customer shall assist with disposal in the appropriate dumpsters or equivalent. Stage III: Post-Clean Disinfection for the destruction of dislodged biofilms and pathogens Stage IV: Documentation and Certification _ All cooling tower fans must be shut OFF, and all recirculation pumps must be ON. _ The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry. _ The full water treatment program must be immediately resumed following the disinfection step to re-passivate system metallurgy. Stage IV: Documentation and Certification _ The cleaning and disinfection service is documented with a service report with photos and a certificate for a record of due diligence. Documentation supports a site risk reduction program for control of Legionella in cooling water systems. PART FIVE ROTARY CHILLERS AND AUXILLARY EQUIPMENT (Process System) QUANTITY DESCRIPTION MODEL MANUFACTURER TYPE 2 CHILLERS 1,2 RTWD250F TRANE DUAL COMPRESSOR 134A 2 CHILLED WATER PUMPS EJMM2531T BALDOR 25HP 2 CONDENSER PUMPS EJMM1531T BALDOR 15HP 4 PUMP VFD S 1,2,3,4 TR200 TRANE 2 DRY-COOLER CONDENSERS REPCM-ACC KRAMER 8 FANS EACH QUANITY DESCRIPTION MODEL LOCATION 1 TRANE TRACER AUTOMATION SYSTEM MISC. PROCESS CHILLER 5.1 REQUIREMENTS FOR CENTRIFUGAL CHILLERS AND ROTARY CHILLERS (PART 1) 5.1.1 ANNUAL MAINTENANCE: Once a year, thorough preventative maintenance will be performed, including the following: Furnish oil filters and gaskets as required. Pressure test as required using system pressure. Repair any leaks. Provide refrigerant leak report to owner as required by EPA guidelines. Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable. Check condition of contacts for wear, pitting, etc. Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices. Meg compressor motor and oil pump. Cheek main starters and perform recommended testing (this includes all the chillers). Check main starters and tighten all starter terminals and check contacts for wear, Check overloads. Tighten motor terminals and control panel terminals. Clean oil strainer, replace filter and gasket where required. Tighten oil heater leads. Check operation of vane positioned. Take oil sample and have analyzed for acid, moisture and wear metals content. Oil sample and analysis for wear metals, acid content moisture. Change oil when so indicated by oil analysis unless done on annual schedule. Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable. Report any noted deficiencies. 5.1.2 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following: Adjust operating and safety controls. Record settings. Complete operating log of temperatures, pressures and voltages. Change oil in purge vacuum pumps when required. Check operation of purge system. Check operation of control circuit. Check operation of lubricant system including oil pump and oil pressure regulator. Check operation of motor and starter. Check customers log with operator, discuss operation of the machine generally. Report to operator any uncorrected deficiencies noted. Make operating log of temperatures, pressures, voltages and amperages, etc. Check and adjust operating and safety controls. Check operation of oil reservoir sump heater. Check oil level and add as required. Check operation of control circuit. Check operating log with operator, discuss operation of the machine generally. Check operation of motor and starter. 5.1.3 SEASONAL START UP: Contractor will advise regarding the start of the month. Test motor (Meg). Start machine-check controls and calibrate. Complete operating log and record settings monthly. Check refrigerant and oil levels. Check purge operation. Check starter operation, voltage and current. Set up operating log with operator, instruct and advise troubleshooting techniques. 5.1.4 ANALYSIS SERVICES: Various diagnostic tests are to be performed depending on equipment duty and type. Reports with interpretation and recommendations are to be included. Oil sample and analysis for wear metals, acid content and moisture. Samples to be taken two (2) times per year. Refrigerant analysis for acid and moisture content (as required). 5.1.5 ANNUAL OPERATOR TRAINING: Training of operators or building engineers on the equipment covered, if required. 8 hours of training per year for every boiler plant employee, up to 16 employees. Any un-utilized training costs will be reimbursed. 5.1.6 PARTS REPLACEMENT: All parts needed to replace failed components on non-covered equipment will be billed separately from this Contract and must be pre-approved by Engineering prior to install. This does not include materials or components, such as refrigerant, oil and other materials the contractor will provide to perform maintenance and repairs as scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services. 5. 1 .7 WRITTEN REPORTS-Provided to customer representative following each regular inspection or emergency call. 5.2 REQUIREMENTS FOR TRACER AUTOMATION EQUIPMENT MAIN PLANT AND PROCESS CHILLER PLANT (PART TWO) 5.2.1 DESCRIPTION: Contractor will provide full service coverage for regular systematic maintenance and parts, materials and labor for repairs, including all software support, including defects in materials or manufacture or due to normal wear and tear. Scheduled maintenance includes diagnosis of system performance, inspection, cleaning, and adjustment, and other procedures as required by Trane specifications according to system use and configuration. 5.2.2 SEMI-ANNUAL PREVENTITIVE MAINTENANCE Master Station Check operating environment and clean console. Check and clean the central processing unit and record input voltage. If necessitated by operational difficulties, run system diagnostics. Contractor will keep the Summit Tracer software updated with the most current version at no cost. Clean and maintain BCU modules in both the Penthouse and Ambulatory Care. CRT's and Printers Check and clean. System Backup Perform a complete system backup. Remote Stations and Field Hardware Verify regulated power assembly and battery voltages, adjust as required. Inspect cabinet is at earth ground potential. Verify proper system electrical ground isolation. Inspect interconnecting cables and electrical connections. Via terminal exercise controlled devices with manual command functions and verify proper response of connected field hardware, Check for alarms and overrides. Note specific alarm and override conditions for review with owner personnel. Clean external surfaces of the panel enclosure and associated field equipment units. Review system performance with Medical Centers designated contact. Discuss specific parameter changes implemented as required. Inspect interior surfaces and components of the panel enclosure and associated field equipment. Insure all mounted devices add plug in components are securely in place. Evaluate binary and analog points for proper operation and reporting. Perform a general performance review of all points. Check individual critical points. Determine new or revised calibration coefficients as required. Record any parameter values which are different than those shown on program listing. 5.2.3 TRAINING: The contractor will provide up to eight (8) hours of Tracer Summit on-site customer training, if requested. 5.2.4 WRITTEN REPORTS-Provided to customer representative following each regular inspection or emergency call. 5.3 REQUIREMENTS FOR ALL CHILL-WATER, TOWER/CONDENSER WATER PUMPS (PART THREE) 5.3.1 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following: Lubricate pump bearings per manufacturer's recommendations. Lubricate motor bearings per manufacturer's recommendations. Check suction and discharge pressures. Check packing or mechanical seal and adjust as necessary. Check motor voltage and amperage. 5.3.2 SEASONAL START-UP Clean pump strainers. Lubricate pump bearings per manufacturer's recommendations. Lubricate motor bearings per manufacturer' s recommendations. Tighten all nuts and bolts. Check motor mounts and vibration pads. Visually check pump alignment and coupling. Check motor operating conditions. Inspect electrical connections and contractors, Check mechanical seals or pump packing. Operate pumps and check efficiency. PARTS REPLACEMENT: All parts needed to replace failed components of the equipment will be provided by the Contractor/contractor. This includes all materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up. WRITTEN REPORTS- Provided to customer representative following each regular inspection or emergency call. 5.4 REQUIREMENTS FOR COOLING TOWERS/FLUID COOLERS (PART FOUR) 5.4.1 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following: Inspect fan, motor and belts. Check oil level and add oil if needed. Check intake strainer on cooling towers. Check operating conditions. Adjust as required. 5.4.2 SEASONAL START-UP/SHUTDOWN Clean debris from platform and surrounding area. Clean water sump and check condition. Check make-up valve operation and adjust accordingly Check and clean bleed off line and overflow. Clean tower strainers. Check condition of tower spray nozzles and eliminators. Check sump heaters and thermostats for calibration and operation. Check and adjust fan belts, as necessary. Check for leaks. Lubricate fan and motor bearings per manufacturer's recommendation. Check amperage on motors. Inspect electrical connections, contractors, relays and operating/safety controls. PARTS REPLACEMENT: All parts needed to replace failed components of the equipment will be provided by the Contractor/contractor. This includes materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up. WRITTEN REPORTS- Provided to customer representative following each regular inspection or emergency call. 5.5 REQUIREMENTS FOR ADJUSTABLE OR VARIABLE FREQUENCY DRIVES (COVERED IN PARTS THREE, FOUR AND FIVE) 5.5.1 ANNUAL MAINTENANCE: Once a year a thorough preventative maintenance schedule will be performed including the following: Remove all debris, dust or residue material from the drive enclosure. Clean printed circuit boards with an approved cleaner or small brush. Inspect for any loose plugs or ribbon cables. Inspect for any damaged or missing items. Look for any overheated or charred components. Look for discolored components, smudges or smoke residue. Tighten all connections. Inspect cooling fans for proper operation and change filters quarterly. Check continuity of all control circuit fuses. Perform diode test of the diode bridges. Perform continuity check of Debus and bus caps. Perform diode test of transistors. Check and record AC line voltage. Check and record motor output lead voltage for balanced supply. Check and record Debus voltage. Compare data with previous test to expose degradation of components. 5.5.2 PARTS-ALL parts needed to replace failed components of the equipment will be provided by the Contractor/contractor. This includes all materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance. 5.6 Hours of Operation Normal business hours are from 7:00 a.m. to 3:30 p.m. Monday through Friday, excluding federal holidays. Following are the 10 holidays observed by the Federal Government: New Year's Day Dr. Martin Luther King Jr. Day President's Day Memorial Day Independence Day Veteran's Day Labor Day Thanksgiving Day Columbus Day Christmas Day Any other day designated by the President of the United States to be a national holiday. When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday. 6.0 CONTRACTOR RESPONSIBILITY 6.0.1 The equipment covered under this contract is the total responsibility of the Contractor. This includes labor (scheduled and emergency) and all parts. Contractor is responsible to supply all needed equipment and tools to perform the functions of this contract. This will include all personal PPE required to safely perform all functions of this contract. 6.0.2 LSCDVAMC shall be considered a priority customer; Contractor will respond to a service call with two (2) hours. 6.0.3 It shall be the responsibility of the Contractor to inspect and report to the Customer any malfunctions and defects within thirty (30) days after effective date. If equipment cannot be operated within this 30-day period due to seasonal conditions or other factors beyond our control, the period for initial inspection will be extended to 30 days after the equipment can be operated and checked, if applicable. 6.0.4 It shall be the responsibility of the contractor to make recommendations to assist the customer in restoring the equipment to proper operating condition. 6.0.5 It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the medical center. 6.0.6 Contractor shall attend a mandatory meeting after award with the Chief, Engineering Service or his designee prior to the beginning of any work. The required meeting shall be coordinated by the Contracting Officer and shall be scheduled and conducted within 10 calendar days after Notice to Proceed. This meeting is to inform the contractor of the nature, extent and intent of this contract and for the contractor to present the following documentation; Material Safety Data Sheets (MSDS) for any products the contractor may use in the performance of this contract. List of personnel; name only, including the job site supervisor and his/her phone number. 6.0.7 Contractor shall be responsible for any damages caused by his/her employees and shall repair all damaged systems/equipment immediately at no additional cost to the VA. 6.0.8 Water and electrical power will be provided by the VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made. 6.0.9 The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of patients, visitors, and staff. These barricades shall be removed by the contractor when work is completed or at the end of the workday. 6.0.10 Contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an appropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors, or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. All equipment being used in mechanical rooms or on roofs shall be secured daily but may be left overnight providing that this equipment is not is a position to be at risk or hazard to medical center personnel who may be called in to these areas after hours. Doorways, hallways and aisles shall always be kept clear . At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed. 6.0.11 Contractor shall report, to the COR daily, on the progress of the project along with any deficiencies noted. 6.0.12 Performance Monitoring COR or his representative shall monitor the job until completion. Performance shall be documented yearly through he Contractor Performance Assessment Retrieval System (CPARS The contract period of performance is: Base Year: November 1, 2020 October 31, 2021 Option Year l: November 1, 2021 October 31, 2022 Option Year 2: November 1, 2022 October 31, 2023 Option Year 3: November 1, 2023 October 31, 2024 Option Year 4: November 1, 2024 October 31, 2025 Place of Performance/Place of Delivery Address: 10701 East Blvd., Cleveland, OH Postal Code: 44106-1702 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. FAR 52.212-3, Offerors Representations and Certifications Commercial Items Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items OCT 2018 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders SEPT 2018 The following subparagraphs of FAR 52.212-5 are applicable: Subparagraph (b)(1). 52.252-2 FAR Clauses Incorporated by Reference: 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights; 52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements; 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper; 52.204-7- S.A.M. Registration; 52.204-9 Personal Identity Verification of Contractor Personnel; 52.212-1-Instructions to Offerors Commercial Items; 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; 52.217-9 Option to Extend the Term of the Contract (MAR 2000); (a) The Government may extend the term of this contract by written notice to the Contractor within thirty (30) days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least sixty (60) days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of Clause) 52.217-8 Option to Extend Services; 52.219-9, Small Business Subcontracting Plan; 52.219-14 Limitation on Subcontracting; 52.228-5 Insurance-Work on a Government Installation; CL-120 Supplemental Insurance Requirements; 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors; 52.333-3 Protest After Award; VAAR 852.203-70 Commercial Advertising; VAAR 852.203-71 Display of Department of Veterans Affairs Hotline Poster; VAAR 852.215-70 Separate priced line item, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors; VAAR 852.215-71, Evaluation Factor Commitments; VAAR 852.219-9 VA Small Business Subcontracting Plan Minimum Requirements; 001AL-11-15-C Subcontracting Plan Monitoring and Compliance; VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside; 001AL-11-15-A Limitations on Subcontracting Monitoring and Compliance; VAAR 852.232-72 Electronic Submission of Payment Requests; VAAR 852.233-70 Protest Content/Alternative Dispute Resolution; VAAR 852.233-71 Alternate Protest Procedure; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference; VAAR 852.270-1 Representatives of Contracting Officers. All quoters shall submit the following: All quotes shall be sent via email to: Network Contracting Officer 10 Attn: Harvey J. McGowan, C.O. Harvey.mcgowan@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The following are the decision factors: FAR 52.212-2 Evaluation Commercial Items. The Government shall award a contract resulting from this solicitation to the responsible offeror whose quotation conforms to the solicitation and that is the most advantageous to the Government based on Price, Experience and Past Performance. PRICE EVALUATION Price: Quotes will be evaluated to ensure price reasonableness. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. EXPERIENCE EVALUATION Experience: Quotes will be evaluated based upon the Offeror providing proof of experience. Experience is defined as having prior corporate experience in providing the contemplated services to VA or other commercial facilities of the same size/scope, within the past three years. PAST PERFORMANCE EVALUATION Past Performance: The Government will evaluate the offerors past performance based on recent and relevant projects that they have completed as a Contractor. Offerors shall provide a minimum of three (3) references with their quote. Recent is defined as a project performed within the last three (3) years. Relevant is defined a project for an organization that is similar in volume of service provided. Ensure phone number and email contact information is correct for your references. In addition to the past performance references listed with the quote, contractors are encouraged to have references complete the Past Performance Questionnaires, these questionnaires are to be sent directly from the company giving references to the Contracting Officer by email. Options. For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but for no more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8." This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-51. To receive a government award, the offeror must be currently registered in the System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database and start the registration process as soon as *To receive consideration as a SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov at the time of submitting quote and at the time of award of contract. Unverified SDVOSB s will not be considered and will not be evaluated. Confidentiality of Information In accordance with FAR 52.227-14(b), the contractor shall guarantee strict confidentiality of the information/data that it is provided by the Government during the performance of the contract. The Government has determined that the information/data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner. The Contractor, in whole or in part, can only make disclosure of the information/data, after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain about the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer. Interested firms responding to this combined synopsis, their quotes must adhere to the following: 1. Experience Statement. (a) Demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The quote in its experience statement should contain enough details for the Government to make an informed decision regarding your capabilities, including proof of having Qualified Professional Technicians. Qualified Professional Technicians is defined as: Trane Certified technicians. The statement should not exceed 10 pages. (b) The quotation must identify the responder's business type and size. (c) The quotation must provide company name and address, point of contact, phone/fax/email and NAICS Code(s). (d) All quotes must be submitted electronically no later than 4:00pm eastern standard time on Friday, October 2, 2020 to Contracting Officer Harvey McGowan, harvey.mcgowan@va.gov. 2. Contract Title. Full Service Chiller Plant Maintenance contract. 3. Background. This full service Chiller Plant Maintenance contract is necessary to maintain the equipment necessary to condition and de-humidify the Medical Center for the health and safety of our patients, staff, medical equipment and visitors. 4. Scope. Contractor shall supply all labor, materials, equipment to perform all maintenance, repairs and replacement as scheduled and/or needed to the chiller plant chillers, cooling towers, pumps and any auxiliary equipment located at Louis Stokes VA Medical Center to maintain the equipment in full operational status. This will include all Equipment listed in Parts; One, Two, Three, Four and Five. Contractor will have documented certified Trane technicians and the ability to access OEM repair/replacement parts. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation. Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show- The solicitation number; The time specified in the solicitation for receipt of quotations; The name, address, and telephone number of the quoter; A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; Terms of any express warranty; Price and any discount terms; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically); Acknowledgment of Solicitation Amendments; Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. Late submissions Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due. Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition. If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation DUNS or DUNS+4 followed by the DUNS or DUNS+4 number that identifies the quoter s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office. Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received by email not later than October 2, 2020, 2pm Eastern Standard Time (EST) to Contracting Officer Harvey J. McGowan; Harvey.mcgowan@va.gov. Do not fax, mail or utilized any other commercial delivery service. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below no later than September 24, 2020, 4pm EST. Point of Contact Harvey J. McGowan, Contract specialist/contracting officer Phone number: 216-447-8300 x46593 (note out of office teleworking) Fax number: 216-447-8310 e-Mail address: Harvey.mcgowan@va.gov (best contact method) PAST PERFORMANCE QUESTIONNAIRE (PPQ) - OFFEROR The Department of Veterans Affairs (VA) is considering the Offeror listed below for award of a contract to valet services for our Columbus, Ohio VA Ambulatory Care Center. Your comments would be appreciated regarding this firm s past performance. The intent of this form is to evaluate the company s ability to perform the work as described in the solicitation. Please complete the enclosed questionnaire as thoroughly as possible. Space is provided for comments. Understand that while the responses to this questionnaire may be released to the offeror, FAR 15.306 (e) (4) prohibits the release of the names of the persons providing the responses. Complete confidentiality will be maintained. Please email your completed questionnaire to harvey.mcgowan@va.gov or fax to 216-447-8310, attention Harvey J. McGowan. If you have questions regarding the attached questionnaire, or require assistance, please call Harvey J. McGowan at 216-447-8300 x3792, or at harvey.mcgowan@va.gov. Your assistance is greatly appreciated. Past Performance Information: Name and Address of Company (Offeror) being evaluated: Solicitation Number, Title, & Location of project the Offeror performed: VA250-15-R-0191, Columbus VA Ambulatory Care Center Valet Service Evaluator: (The following information will assist in the analysis of the data. Information will be kept confidential) Name of Evaluator: Address: Phone Number: Position held or function in relation to project: Rating: Please evaluate the past performance using only the following ratings without variation. DO NOT RATE ON A + OR - SCALE. If a + or - is used, the rating without the "+" or "-" will be applied. If the rating is Marginal or Unacceptable, please provide additional information in the appropriate block or in the remarks section of this form. O Outstanding Performance greatly exceeded the contract requirements. A Above Average Performance exceeded the contract requirements. S Satisfactory Performance met the contract requirements. M Marginal Performance met the minimum contract requirements but some material aspects of the contractor s performance were less than satisfactory. U Unacceptable Performance was poor and/or did not satisfy contract requirements. Please rate and provide any supporting information/comments for the following: 1. The overall performance and quality of service. O A S M U 2. The Offeror s billing/invoicing process. O A S M U 3. The Offeror s timeliness and response to service request. O A S M U 4. The Offeror s ability to successfully manage and perform the project. O A S M U 5. The Offeror s customer service. O A S M U 6. The Offeror s compliance with terms of the contract/agreement. O A S M U 7. Have any cure notices, show cause letters, letter of reprimand, suspension of payment, or termination been issued? If yes, please explain: Yes No 8. Would you award another contact to the party being evaluated? If no, please explain. Yes No 9. Has the firm being evaluated been provided an opportunity to discuss or respond to any negative comments or performance ratings? If so, what were the results? Yes No 10. Additional Comments 11. Overall rating for this firm: O A S M U Signature of Evaluator Date