Inactive Total Small Business Set-Aside (FAR 19.5)

COMBINED SYNOPSIS/SOLICITATION FOR HVAC CONTROLS & BAS FULL MAINTENANCE & REPAIR SERVICES AT STRATTON VA MEDICAL CENTER, ALBANY NY. (i) This is a combined synopsis/solicitation for a commercial item p... COMBINED SYNOPSIS/SOLICITATION FOR HVAC CONTROLS & BAS FULL MAINTENANCE & REPAIR SERVICES AT STRATTON VA MEDICAL CENTER, ALBANY NY. (i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6 and 13 - Simplified Procedures for Certain 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 will not be issued. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through Contract-Opportunities at beta.SAM.gov on RFQ reference number 36C24221Q0101. (iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-01, VAAR Update 2008-24. (iv) This procurement is being issued as a Total Small Business Set-Aside Open Market Solicitation. The North American Industry Classification System (NAICS) code is 238220 Plumbing, Heating and Air-Conditioning Contractors with a Small Business Size Standard of $16.5 Million. (v) The Contractor shall provide pricing to provide services for HVAC Controls and BAS Full Maintenance and Repair Services. See table below: PRICING TABLE FOR: HVAC Controls and BAS Full Maintenance and Repair Services. Line Item DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 Base Period: HVAC Controls system - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 12 MO 0002 Base Period: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 12 MO Total Base Year: 1001 Option Year 1: HVAC Controls System - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 12 MO 1002 Option Year 1: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 12 MO Total Option Year 1: 2001 Option Year 2: HVAC Controls System - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 12 MO 2002 Option Year 2: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 12 MO Total Option Year 2 3001 Option Year 3: HVAC Controls System - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 12 MO 3002 Option Year 3: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 12 MO Total Option Year 3: 4001 Option Year 4: HVAC Controls System - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 12 MO 4002 Option Year 4: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 12 MO Total Option Year 4: Base and All Option Years Total: Pricing for Six-Months under FAR Clause 52.217-8 Option to Extend Services if clause is exercised. 5001 Extension of Services: HVAC Controls System - Contractor shall provide all labor, parts, materials and transportation to perform full maintenance and repair services. 6 MO 5002 Extension of Services: Building Automation System - Contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. 6 MO Total for Six Months Services (vi) Description of requirement: STATEMENT OF WORK HVAC Controls and Building Automation System Full Maintenance and Repair Services 1. BACKGROUND: The Department of Veterans Affairs, New York Harbor Health Care System (NYHHS) is seeking full maintenance and repair services to the facility wide heating, ventilating, and air conditioning (HVAC), building automation systems (BAS) and temperature control end devices for systems specified in Attachment A for the Stratton VA Medical Center in Albany, NY. Equipment List is outlined in attachment A with details of equipment preventive maintenance schedule on Attachment B . 2. SCOPE OF WORK: HVAC SYSTEM: A. The contractor shall provide all labor, parts and materials, transportation to perform full maintenance, and inspection for the equipment listed in Attachment A. At various times throughout the heating and cooling seasons, spread throughout the year, at frequency intervals that meet manufacturer s recommendations and specifications (see Attachment B). The equipment list indicates the equipment that shall be maintained under this requirement. Maintenance and inspection intervals are outlined in this requirement. Maintenance parts and materials shall be provided to fully complete all scheduled maintenance tasks. B. Maintenance and repairs services shall be provided by the contractor on all equipment and associated devices related to the Stratton VA Medical Center Trane Tracer Summit & Automated Logic Systems. The contractor shall provide services that shall maintain and operate covered systems at optimum comfort and efficiency and minimize disruptions of operation, discomfort of patients, visitors and staff, and reduction of system efficiency. C. Contractor shall include all labor to diagnose, repair or replace failed components of the equipment. Coverage shall also include all parts necessary to repair faulty equipment under this requirement, including all material directly or indirectly associated with completing the necessary repairs. D. Emergency services and repairs are included on a 24-hour-per-day, 365 days-per-year basis. E. Contractor shall provide written reports to the contracting officer s representative (COR) following each inspection, repair, maintenance or emergency call. F. Seasonal work is defined as, Cooling Season April 1st September 30th, Heating Season October 1st March 31st, although several areas of the Medical Center are required to have both heating and cooling throughout the year. 3. SCOPE OF WORK: BUILDING AUTOMATION SYSTEM A. Remote Diagnostics Support: The contractor shall provide the necessary equipment, software and support needed to remotely tie into the Trane Tracer Summit System and controllers to improve the contractors preventive maintenance, system tuning, and trouble-shooting capabilities. The contractor shall follow all security regulations established by the VA to protect covered systems from unauthorized access. B. Software Maintenance: The contractor shall maintain system software, application software, and building management software. Tasks to be provided include reviewing current data files to verify that current applications programs are working properly and performing system administrative functions such as security software upgrades. Support of application software must be provided to maximize system utilization. On-site evaluation and implementation of changes to improve system operation is required. The contractor shall provide complete backup for all software on and off site to minimize system downtime and improve system maintenance. It is the contractor s responsibility for database upkeep. C. Software Upgrades: As the manufacturer provides new software revisions, the contractor shall provide and install these revisions. The revisions shall be provided to enhance current system performance and prevent system obsolescence. The contractor must install these revisions within 30 days of their release by factory if there is enhancement to the system s current operation. D. Workstation Hardware Maintenance: The contractor shall perform scheduled preventative, predictive and diagnostic services on the PC workstation specified. System analysis shall be performed on the equipment covered under this agreement to detect early signs of deteriorating performance and to predict potential equipment failures. After identifying potential problem areas, corrective action, as outlined in this specification, shall be taken. E. Workstation Hardware Upgrades: The contractor shall be responsible to upgrade the VA s front-end workstation hardware, as required, to support the latest versions of software or, where economically feasible, during preventative or repair services on such hardware. F. Field Hardware Maintenance: The contractor shall perform maintenance tasks on all covered field hardware at appropriate intervals. Such task shall include, but not be limited too, the running of diagnostic programs, checking of input and output device calibration, and verification of control command execution. G. Field Hardware Upgrades: When the contractor encounters a component of field hardware in need of replacement and a newer design is available and is functionally equivalent or superior, the component of the newer design shall be used as the replacement. It is the intent of this service feature to address system component obsolescence and maintain the long-term integrity of system functionality. The contractor shall notify the VA of such replacements/upgrades. H. System Design Support: The Contractor shall be available for consultation regarding design changes and equipment selection based on past experiences with similar systems. I. System Documentation and Records: The Contractor shall be responsible to maintain and update all system documentation and records for the VA to the systems covered. This information shall include, but not be limited too, the following: PM, repair or emergency service records; parts inventory information; system manuals and instructions; system drawings and schematics; software programs and applications; licensing agreements; training information. This information, as generated, shall become the property of the VA. The Contractor shall review and update all relevant system documentation and records at least on a semi-annual basis and provide the VA with updates, where appropriate. The VA reserves the right to request copies of this information at any time during the performance period. Contractor shall provide all labor, material and parts to maintain and repair critical and non-critical systems. At no time shall a critical system go unrepaired due to hours, holidays, weekends, etc. All critical systems are outlined in Appendix A, highlighted in red. When repairs to these systems are required, the contractor shall respond within 2 hours of the initial call to evaluate the necessary repairs to restore systems to full functionality. Critical HVAC systems and their components shall be covered 24 hours a day, 7 days a week, 365 days a year. The contractor shall repair systems deemed non-critical as outlined in Appendix A, highlighted in blue. All parts and material shall be included. The repair work is required during normal business hours of 8 am to 4:30 pm Monday thru Friday, excluding holidays. The contractor shall have a proposed preventive maintenance program and demonstrate compliance with the program. This program at a minimum, should contain an example of annual preventive maintenance schedule, arranged by building, system, task, task frequency and monthly occurrence as applicable. 4. GENERAL REQUIRMENTS: A. Licensing: The contractor shall be fully licensed to do business at the job site and to provide complete service HVAC systems. The contractors employees shall hold current individual licenses, as applicable, for services they shall be performing for this requirement. B. Critical Inventory: The contractor must identify within fourteen (14) days of award notification a Critical Inventory, which shall be stored on site. The identification the Critical Inventory shall be based the contractors experience with the specific covered systems, to be maintained. This inventory shall include the component model number, and delivery lead-time, and reasoning as to its inclusion as a Critical Inventory item. The contractor shall review the Critical Inventory with the VA to determine what items shall be in the final inventory. C. Replacement Parts: Contractor shall use new OEM parts or authorized equal when replacing all parts, components, and/or devices for the covered systems. D. Obsolete Parts and Mandatory Modernization: Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new part of equivalent. The contractor shall notify the VA when such replacements/modernization occurs. E. Use of Reconditioned Parts: Reconditioned components may be used only when delivery time of new components is extensive, and it is mandatory to get a piece of equipment in operation. The contractor shall notify the VA of such instances. At the discretion of the VA, the VA may direct the contractor to replace such reconditioned part with new when the new parts become available. F. Underwriter Laboratories (U.L.) Listed Parts: For those parts of the system that are U.L. Listed, the contractor shall be responsible for replacing said parts with U.L. Listed components so as to maintain the entire system's U.L. Listing. G. Non-Covered Damaged Parts: Damage to parts due to vandalism, abuse, and/or acts of God will be the VA s responsibility. 5. DISRUPTION OF OPERATION OF VA s EQUIPMENT: The contractor shall be permitted to stop and start all primary equipment incidental to the mechanical system(s) related to covered systems. All scheduled disruptions of operation of such equipment shall be coordinated in advance with the COR. The contractor shall be required to notify the VA of disruption of operation of equipment and/or systems not providing life safety functions. 6. INSPECTION: Upon completion of the maintenance service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection should ensure that all equipment is returned to full functioning condition. No invoices will be processed for payment prior to the completion of POC inspection. 7. DRAWINGS AND OTHER ATTACHMENTS: See Attachment A: Equipment List See Attachment B: Preventive Maintenance Schedule 8. SITE VISIT: Each offeror is recommended to attend a site visit prior to submitting their offer. The purpose of the site visit is to acquaint the contractor with any and all conditions at the site(s) and to identify, inspect and inventory equipment. A Site Visit has been scheduled for Thursday, November 05, 2020 at 09:00AM, EST. Site visit will start at the Stratton VA Medical Center, Main Lobby, 113 Holland Avenue, Albany, NY 12208. Due to current pandemic, limit 1 contractor representative per company, and face coverings are required. 9. OTHER RELATED SERVICES (NOT INCLUDED IN THE SCOPE OF WORK): Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive. 10. PERIOD OF PERFORMANCE: Estimated period of performance will 12/01/2020 to 11/30/2021 with the provision of four (4) Option Years. 11. PLACE OF PERFORMANCE: Department of Veterans Affairs, Upstate NY Healthcare System Stratton VA Medical Center, 113 Holland Ave Albany, NY 12208 CONTRACTING OFFICE ADDRESS: VISN 2 Network Contracting Office Manhattan NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 (vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference: Solicitation number for this requirement as 36C24221Q0101. The time specified in the solicitation for receipt of offers; Name, address and telephone number of offeror; Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete; Terms of any express warranty; Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete; 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 offeror shall complete electronically); Acknowledgement of any solicitation amendments; Past performance information; A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration. The following provisions are included as addenda to FAR 52.212-1: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2019) 52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.216-1 Type of Contract (APR 1984) 52.233-2 Service of Protest (SEPT 2006) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applies to this acquisition. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. (a) Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. Technical Capability is more important than past performance and price. However, price will become significantly more important as technical capability approach equality. All sub-factors under technical capability are of equal importance. Past performance is less important than price. The government shall evaluate information based on the following evaluation criteria. Technical Capability: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the Statement of Work (SOW). A) Understanding of the Requirement: Offeror shall submit a proposal that is comprehensive and demonstrates its understanding of the requirement and descriptively outlines the contractor s ability to adequately and satisfactorily perform the services in accordance with the Statement of Work (SOW) and the extent to which potential risks are identified and mitigated. B) Contractor Experience: The offeror shall provide 3 instances of past experience similar in nature, scope, complexity, difficulty and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect of no less than (2) years of computerized preventive maintenance services covering total building mechanical system. C) Licensing/Certifications: Contractor shall provide proof that all Mechanics/Technicians for this requirement are licensed/certified to perform HVAC and BAS maintenance and repair services. Certified Mechanics/Technicians shall have technical qualification of at least 5 years of successful experience in the HVAC and BAS industry. (2) Past performance: Contractor must provide three references for contract of similar scope and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. (3) Price: The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (End of Provision) (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (OCT 2018), applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4: 52.203-16 Preventing Personal Conflicts of Interest (DEC 2011) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements 52.232-18 Availability of Funds (APR 1984 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (JAN 2008) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (OCT 2019) 852.215-71 Evaluation Factor Commitments (SEP 2019) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION) 852.219-76 Subcontracting Commitments Monitoring and Compliance (JUL 2018) (DEVIATION) 852.232-72 Electronic Submission of Payment Requests (NOV 2012) 852.233-71 Alternate Protest Procedure (OCT 2018) 852.270-1 Representatives of Contracting Officers. (xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items (OCT 2020), applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6 Restrictions on Subcontractor Sales to the Government (Sept 2006) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.204-14 Service Contract Reporting Requirements (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-6 Notice of Total Small Business Set-Aside (DEVIATION 2019-01) 52.219-8 Utilization of Small Business Concerns (OCT 2018) 52.219-28 Post Award Small Business Program Representation (MAY 2020) 52.222-3 Convict Labor (JUNE 2003) 52.222-17 Non-displacement of Qualified Workers (MAY 2014) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (APR 2015) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-54 Employment Eligibility Verification (OCT 2015) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015). 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xiii) The Service Contract Act of 1965 does apply to this procurement. See attached Wage Determination (xiv) N/A (xv) This is an Open-Market Total Small Business Set-Aside combined synopsis/solicitation for HVAC Controls and Building Automation System Full Maintenance and Repair Services for the Stratton VA Medical Center at Albany, NY as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition. Submission shall be received not later than 3:00 PM EST, Tuesday, November 17, 2020. The government shall only accept electronic submissions via email, please send all quotations to Monique.Paltan@va.gov. RFI s will not be accepted after Monday, November 9, 2020 at 12:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). (xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Monique Paltan, Contracting Officer, Monique.Paltan@va.gov.