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Request for Information 36C24924Q0332 On behalf of the Tennessee Valley Healthcare System, Network Contracting Office (NCO) 9 is issuing this Request for Information (RFI) as a means of conducting mar... Request for Information 36C24924Q0332 On behalf of the Tennessee Valley Healthcare System, Network Contracting Office (NCO) 9 is issuing this Request for Information (RFI) as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced contract for preventive maintenance and repair service on the boilers, boiler controls, boiler plant ancillary systems and controls in accordance with references below at the VAMC, Alvin C. York Campus, 3400 Lebanon Pike, Murfreesboro TN, 37129. The applicable North American industry services Classification System (NAICS) code assigned to this procurement is 238220. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these services, please provide the following information: Organization name, address, point of contact, email address, Web site address, and telephone number. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc. Business type under North American Industry Classification System (NAICS) 238220, which contains a size standard of $19.0 Million, CAGE Code and DUNS Number. Under which NAICS code does your company usually provide the requirements described in the Performance Work Statement - Please provide rationale for your answer if different from NAICS 238220. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability. Response to this Request for Information shall not exceed 25 pages and should include all the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. The government will evaluate market information to ascertain potential market capacity to: Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements. Implement a successful plan that includes compliance with program schedules; cost containment; meeting and tracking performance. Provide services under a firm-fixed price contract. If the contractor is planning to use a subcontractor, please provide their name, address, location and credentials. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veteran Small Business Certification (VetCert) in the VetCert Registry veterans.certify.sba.gov BASED ON THE RESPONSES TO THIS REQUEST FOR INFORMATION NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this RFI by 9:00am CT, July 8, 2024. All responses under this RFI must be emailed to Michael Edwards2@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SAM: Interested parties shall be register in the System for Award Management (SAM) in accordance with FAR 52.204-7. SAM information can be obtained by accessing the following link: https://sam.gov/content/about/contact or by calling 1-866-606-8220. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Contract Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. PERFORMANCE WORK STATEMENT FULL MAINTENANCE ON BOILERS AND CONTROLS Alvin C. York Campus. INTRODUCTION This requirement is to provide a base year plus 4 option years for full maintenance, (contractor will supply all parts replacement and repairs) preventive maintenance (PM) and repair service on the boilers, boiler controls, boiler plant ancillary systems and controls in accordance with references below at the VAMC, Alvin C. York Campus, 3400 Lebanon Pike, Murfreesboro TN, 37129. SCOPE OF WORK Offeror (aka Contractor) shall furnish all transportation, labor, parts, and materials (for all general maintenance), tools and equipment necessary to inspect, calibrate, adjust, repair and maintain in first class operating condition the boilers, boiler combustion controls, associated recording instrumentation (boiler computer system) burner management, flame failure controls, De-aerating Feed Tank (DA Tank), feedwater controls, condensate return controls, pressure reducing valves (PRV), and safety devices, on all boilers listed below in the boiler plant and in the manner and frequency as stipulated in the VHA Boiler Safety Manual current edition. See requirements (section C) for list of equipment needed. Service visits shall include operator training for the annual boiler inspections outlined in Appendix A scheduled and safety device training during the monthly device training for boiler operators as required by VHA 1810. All work shall be coordinated with the Utility Systems Operations Supervisor (USO Sup.) and or Contract Officer Representative (COR) Usually the same person at the ACY Campus and done with boiler operators for training purposes. Safety checks and fuel/air settings must be in accordance with excess air requirements as set by the manufacturer (Cleaver Brooks) for the specific boiler type and by the VA VHA Boiler Plant Safety Devices Testing Manual, current edition and VHA Directive 1810, described in Appendix A. Combustion calibration of oil and gas must be made from 0% to 100% in 5% increments. Check pilot light ignition on natural gas and propane. Test and calibrate boiler water level control system to include high and low water alarm systems. Complete all boiler safety checks in Boiler Plant as listed in the safety manual, test conducted and at a time frequency described in the VHA Boiler Safety Manual Current edition per reference. Any device, system, or part failure should be reported immediately to the USO Supervisor. It is expected that upon the completion of the required service, inspection, and repairs, that all boilers shall be returned to normal operating condition by the Contractor. Site work shall commence with a meeting with the Contractor and the USO Supervisor. The purpose of this meeting is to address the following items as may be appropriate: Review Boiler Plant safety regulations and lockout/tagout procedures Discuss the nature of the planned activities. Coordinate activities with other outage events. Must have service/repair to include a minimum of 8 (eight) hours per week. If repairs take longer, the time will be included in this contract until the boilers are up to par. This is a FULL MAINTENANCE AND REPAIR CONTRACT, Contractor is to provide manufacture s authorized/certified service technicians, transportation, equipment, maintenance, and all repair parts, material, tools (to include specialty tools) supervision, and administration to complete all required repairs, Preventive Maintenance (PM), calibration and replacement for the mechanical and or electric components needed to maintain Boilers at full and safe operations. As provision for this contract, the Contractor shall fully supply and continually maintain ALL parts on hand to repair, maintain and perform routine maintenance and PM to the boilers at no extra cost to the Government. REQUIREMENTS All work must be performed by a certified and experienced service technician during normal working hours from 8:00 am 4:30 pm Central Time, Monday through Friday including ALL Federal and local Holidays. Boiler Plant equipment: There are three Cleaver Brooks high pressure gas and oil-fired fire tube boilers with Hawk 4000® controls, Model 4WI-200-600-200. The boilers are 600 HP and operate at approximately 100 psi, one Superior waste heat boiler, an assembly of the Co-generation plant, utilizing the engine exhaust and produces 3000 pounds of steam per hour at approximately 110psi. This Contract is responsible for the boiler portion of the Co-Generation plant and any interconnection safety controls and wiring connections of the boiler. The Engine and power generation portion of the Co-Generation plant is maintained under a separate service contract (by others). (1) Three Cleaver Brooks fire tube boilers and associated safety devices (2) Three Hawk 4000 Control Panels (3) Three Operating Steam Pressure Limit (4) Six Steam Pressure Limit switches, one recycles and one reset (Mercoid Switch) (5) Nine Safety Relief Valve testing (3 on each boiler) (Kunkle 125, 130, 135 psi) (6) Three Antunes Purge Air Flow Switches (7) Three High furnace pressure switch (8) Three Primary Low water Cleaver Brooks (9) Three Warrick dual probe for water level and high and low water alarms (10) Three Fire-eye self-check UV scanner flame scanner (11) Three Combustion air pressure switch (12) Three ignition timing and flame confirmation (IR Fire eye) (13) Three System failure Response time (14) Three Low Gas Pressure (15) Three Low gas Pressure Antunes (16) Three High Gas Pressure Antunes (17) Three Low Gas Pressure Antunes (18) Six Main gas valve POC and leak test (19) Six Main oil valve POC and leak test (20) Three Low atomizing air pressure switch Mercoid (21) Three Low oil pressure switch Mercoid (22) Three High oil pressure switch Mercoid (23) Three Low oxygen sensors (24) Master Lead/Lag Controller Cleaver Brooks (25) De-Aerator Feed Tank Controls ADAC (26) Combustion controls shall be adjusted to maintain proper fuel/air ratio for most efficient and safe operation throughout the firing range at a maximum of 5% intervals. (27) Calibration of all transmitters and meters to ensure accurate reading. (28) Testing of PRV s, steam stations, and accumulation test per VA Safety Manual. (29) Testing of all safety devices on DA Tank (30) Calibration of gas sensors and alarms in boiler plant. (31) Boiler computer monitoring network. (32) Three high water alarm conductivity probes (Warrick) (33) Calibrate all flow transmitters (Steam, Gas, Oil, Water) (34) Any Boiler safety or Plant safety items in VHA Boiler Safety Manual not listed above. General requirements Boilers excess air and oxygen shall be maintained throughout the firing range on gas and oil in accordance with burner manufacturer s burner recommendations (Cleaver-Brooks) Exhaust gas test is conducted using Yokogawa® EGA system or Equivalent. System should be checked for calibration and proper operation per manufacturer recommendations. Equipment calibration records shall be provided to the Government (see Section G.b). All Boilers must be tuned on gas and oil every Quarter; Preventive Maintenance to include the normal boiler inspections, gauge calibration, opening the boilers and DA tanks for inspection. Each Boiler and DA tank are opened once per year. Specific dates for opening the Boiler and DA tank shall be coordinated with the Government to minimize impact to the Medical Center campuses normal day-to-day operations. Contractor must have full and complete test equipment and tools of the trade required for testing and calibrating Cleaver-Brooks boilers with Hawk 4000 and Autoflame controls including combustion software (latest version), laptop, connection cord to connect laptop to Hawk 4000 and Autoflame, Digital Manometer (calibrated annually, proof of calibration is required as part of deliverable report in Section G.b), nitrogen pressure tank and connection fittings/assembly to test boiler safeties as required in the VHA Boiler Safety Manual (most recent) Edition, digital device to calibrate flow transmitters (such as a Yokagowa), and test gas and device to test gas detection system for the boiler plant. Contractor to supply their own various handheld tools including electrical meters, jumpers, wrenches, screw drivers, etc., typical and standard for the execution of this work. The Contractor is required to provide all their own tools and equipment; none shall be provided by the VA. VA equipment may be used when training VA boiler operators if VA equipment differs in operation from vendor. COMPETENCY OF CONTRACT PERSONNEL (Qualifications): An experienced and certified industrial boiler service representative is required. Minimum 3 years of proof of experience and training of Contractor personnel must be provided to the Government for review and concurrence of adequacy. No welded repairs are permitted except by certified welders using code-approved procedures, welding certification must be provided, and hot work permit acquired for enclosed locations from VA Safety department prior to welding work repairs. Contractors should be trained in Hawk 4000 boiler control systems and the Auto Flame boiler control systems and have a minimum of three years of boiler calibration and safety checks on all standard type of boiler devices and switches and testing in manner and frequency of VHA Boiler and Associated Plant Safety Device Testing Manual, Current Edition. Detailed maintenance plan for the equipment weekly, monthly, quarterly, bi-annual, and annual checks to be setup with the Utility Systems Supervisor. Schedule: The Contractor shall schedule with the Contract s Contracting Officer Representative (COR) and/or the Utility System Supervisor. The Contractor shall perform PM and normal maintenance during normal business hours, (unless other times are stipulated by the COR (typically the Utility Systems Supervisor). Special Considerations: Emergency call responses are a requirement of this contract. Emergency calls on all down, damaged, or inoperable Boilers and Other Equipment for the Boiler plants equipment, as detailed in this Contract, can be executed at any time (24 hours per day, 7 days per week) with a maximum Contractor response time of two-hour emergency response time to arrive at the VA facility in need of troubleshooting, repairs, and/or maintenance. DELIVERY Work: All work must be performed by a certified and experienced service technician during normal working hours, 8:00 a.m. to 4:30 p.m. Central Time, Monday through Friday. Weekly services shall be coordinated with the facility COR and shall include a minimum of 8 working hours. Monthly visits will include safety device test, these visits will last until the tests are completed (usually one or two days) these visits are in addition to the weekly visit. Each service visit during the months of October, January, April, and July shall consist of a minimum of five (5) days or longer, until all schedule maintenance is completed. Repairs not completed during the weekly visits that are deemed necessary for boiler plant operations will require the contractor to work additional time until the repairs are completed and to MAINTAIN MINIMUM N+1 REDUNDANCY. Rescheduling Process: If selected offeror cannot meet this required schedule, a three-week written notice is required and shall include the proposed new dates for subject visit. This written notification shall be provided to the VA Contracting Officer and COR for agreement if conditions don t permit a visit during the designated month. During preventative maintenance (PM) inspections and emergency service calls the service technician will be accompanied by the Utility Systems Operator Supervisor or a designee thereof. Service visit shall include training of Boiler Plant Operators on operation and testing of safety devices. Contractor should work closely with VA boiler operators during all phases of calibration and testing. PROGRESS AND COMPLIANCE After each scheduled PM or emergency maintenance call is complete, the qualified service technician shall leave a signed service ticket with the Utility Systems Operator Supervisor or his designee detailing work completed at each location, failure of any device, and recommended remedial action (to include parts replaced by Contractor). Deliverables: The Contractor shall provide the CORs professional, accurate, complete, and consistent reports in electronic PDF files. Reports shall include any pertinent information necessary to ensure the Boilers are performing at manufacturer s design specifications. Reports are due to the CORs within ten (10) working days upon completion of all calibrations and PM s. Qualifications of Key Personnel: Contractor s employees should be knowledgeable of and trained in methods and standards generally associated with this type of work. Quality Assurance: The COR is responsible for the inspection of the work called for in this job. The Government shall identify the COR assigned to this Contract by name, telephone number, and location. Quality Assurance inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any Quality Control responsibilities. OTHER INFORMATION Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees identified shall bring photo ID to obtain a VA Contractor identification badge and that badge shall be worn visibly by Contractor personnel above the belt always while on Medical Center property. Contractor's employees shall return all I.D. badges to designated personnel at time designated in the task order. Smoking Policy: The Contractor shall not allow smoking at any TVHS property. Site Cleanup: The Contractor shall always keep the work area, including storage areas, free from accumulations of waste materials. Licensures and Permitting: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur because of the Contractor s fault or negligence. Parking/Traffic Regulations: The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are always to be observed by operators. Seat belt use is mandatory on the VA grounds. Site Visit: The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall be specifically responsible for the coordination and proper relation of his work and ensure the safety of employees and workmen. Contractor Required Visit Inspections Frequency and Test Schedule and Operational Test: Every October is the month for yearly test and inspection, and April is the 6-month inspection. Per VHA Directive 1810 (MOST RECENT) and VHA Boiler and Associated Plant Safety Device Testing Manual (MOST RECENT) Key to Frequency Abbreviations Term Abbreviation High Pressure Steam Boiler HP Low Pressure Steam Boiler LPSB Hot Water Boiler HWB Electric Hot Water Boiler EHWB Electric Steam Boiler ESB Once per month M Once every 6 months. 6M Once per year Y Once every 6 years 6Y Frequency Chart SAFETY DEVICE TESTING AND INSPECTION FREQUENCY REQUIREMENTS 1 Inspect furnace and other internal surfaces, closures, and accessories. Y 2 Inspect exterior of Unit, casing, supports, closures, accessories, valves, controls. Y 3 Check all Boilers for fouling and combustion gas flow. Y 4 Tube leak check on all boiler types. Y 5 Deaerator: interior cleaning and visual inspection. Y 6 Condensate Tank: interior cleaning and visual inspection. Y 7 Adjust burner combustion settings and calibrate oxygen trim. 6M 8 Check vibration of burner fans. 6M 9 Calibrate instrumentation, monitoring, and control systems. 6M 10 Calibrate pressure gages and thermometers. Y 11 Test functionality of UPS systems. Y 12 Boiler chimneys and stacks, by a qualified inspector. 6Y 13 Emission control system inspection and testing (SCRs etc.). Y 14 Check furnace pressure. 6M 15 Check combustion gas leaks into boiler room. 6M 16 Clean waterside of boilers. Y 17 Clean fireside and repair refractory. Y 18 Review written procedures. Y 19 High Water Alarm on Condensate Tank (HWACT) 6M 20 Low Water Alarm on Condensate Tank (LWACT) 6M 21 High Water Alarm on Deaerator Tank (HWADT) 6M 22 Low Water Alarm on Deaerator Tank (LWADT) 6M 23 Deaerator Overflow Drain System (DAODS) 6M 24 Deaerator Safety Valve (DASV) 6M 25 Steam Safety Valve Following PRV (SVFPRV)-Deaerator 6M 26 Steam Safety Valve Following PRV (SVFPRV) 6M 27 Liquid Relief Valve on Oil Pump Set (LRVOPS) 6M 28 Liquid Relief Valve on Economizer (LRVE) 6M 29 Control Air Pressure Alarm (CAPA) 6M 30 Carbon Monoxide and Combustible Gas Alarms in the Boiler Plant (CMCGABP) 6M 31 Emergency Stop/Panic Buttons (ESPB) Y 32 High Fuel Gas Pressure Alarm on Main Gas Line (HFGPAMG) 6M 33 Low-water cutoff (slow drain) (LWCO) M 34 Fire each boiler and the pilot on the alternate fuel for 1 hour M 35 Auxiliary low-water cut-off (slow drain) (ALWCO) M 36 High-water alarm on Boiler (HWAB) M 37 Low-water alarm (LWA) M 38 High Boiler Steam Pressure Limit Switch (HBSPLS) 6M 39 High High Boiler Steam Pressure Limit Switch (HHBSPLS) 6M 40 Steam safety valves lift test (SVB) 6M 41 Steam safety valves (accumulation test at high fire) Y 42 Low Fuel Gas Pressure Cutoff Switch (LFGPCS) 6M 43 High Fuel Gas Pressure Cutoff Switch (HFGPCS) 6M 44 Automatic Fuel Gas Shutoff Valves and Solenoid Vent Valve Seat Leakage (AFGSOV & AFGSVV) Main Gas Line 6M 45 Automatic Pilot Fuel Gas Shutoff Valves and Automatic Pilot Fuel Gas Solenoid Vent Valve Seat Leakage (APFGSOV & APFGSVV) Pilot Line 6M 46 Proof of Closure on Automatic Fuel Shutoff Valves (POC-AFGSOV) Natural Gas 6M 47 Flame Scanner-for main flame out (FSMFO) M 48 Flame Scanner Not Sensing Igniter Spark (FSNSIS) 6M 49 Igniter Timing (IT) 6M 50 Main Flame Ignition Timing (MFIT) 6M 51 Pre-Purge and Post-Purge Timing (PPT) 6M 52 Low-Fire Proving Switch (LFPS) 6M 53 Forced Draft Damper Wide-Open Pre-Purge Proving Switch (FDDWOPS) 6M 54 Combustion Air Pressure Switch (CAPS) 6M 55 Purge Airflow Proving Switch (PAPS) 6M 56 Forced Draft Motor Interlock Switches (FDMIS) 6M 57 Outlet Stack Damper Position Interlock Switch (OSDPI) 6M 58 Furnace Pressure Interlock (FPI) 6M 59 Low Pilot Fuel Gas Pressure Cutoff Switch (LPFGPCS) 6M 60 Flue Gas Recirculation Damper Interlock (FGRDI) 6M 61 Low Flue Gas Oxygen Level Interlock (LFGOLI) 6M 62 Low Fuel Oil Pressure Cutoff Switch (LFOPCS) 6M 63 High Fuel Oil Pressure Cutoff Switch (HFOPCS) 6M 64 Low Atomizing Media Pressure Switch (LAMPS) 6M 65 Low Atomizing Media Differential Pressure Switch (LAMDPS) 6M 66 Secondary Low Atomizing Media Pressure Switch (SLAMPS) 6M 67 Automatic Fuel Oil Shutoff Valves (AFOSV) - for Seat Leakage 6M 68 Proof of Closure on Automatic Fuel Oil Shutoff Valves (POC-AFOSV) Oil 6M 69 Oil Burner Position Switch (OBPS) 6M Note: Boiler Efficiency Institute (BEI) testing sheets should be used for each test and include the make, model, setting, trip point, whether the test passed or failed, and if failed recommended repair. Complete report should be given to the Utility System Supervisor prior to leaving the boiler plant on the 5th day of scheduled visit detailing all Contractor work including the testing of safety devices listed above, and all combustion and emission data at 5% intervals.