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Sources Sought Notice Automated Logic BMS Preventative Maintenance Repair Services This Sources Sought/Market Survey Notice is being conducted by the Network Contracting Office (NCO) 10 at 8888 Keysto... Sources Sought Notice Automated Logic BMS Preventative Maintenance Repair Services This Sources Sought/Market Survey Notice is being conducted by the Network Contracting Office (NCO) 10 at 8888 Keystone Crossing, Indianapolis Indiana 46240 to identify other sources that are capable of providing all materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform a comprehensive maintenance service and repair plan for the Building Management System (BMS), a major system that is manufactured by Automated Logic, a highly-specialized system of machinery located at the Battle Creek VA Medical Center, Facilities Management Services, at 5500 Armstrong Road, Battle Creek, MI, 49037. Vendor must be able to perform services at hundred percent and licensed/authorized to manage, examine, service, revise/update software, and replace parts for Automated Logic original equipment manufacturer (OEM) machinery. The expected period of performance is a base period not to exceed one (1) year, plus two (2) options of one (1) year in length. If this is a service your business can provide, please respond to this Sources Sought Notice by 3:00 p.m. EDT on October 16, 2020. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) DUNS and NAICS code (4) Business Size: SMALL or LARGE (5) Type of Business: SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMAN-OWNED, etc. All businesses eligible to provide this services are encouraged to reply as this information may be used to determine potential set-asides for the above-noted service. Send responses to Shasta Britt via e-mail at olalekan.ismail@va.gov This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation. Statement of Work Part I: GENERAL INFORMATION Introduction The Department of Veterans Affairs requires a service contract at the VA Medical Center (VAMC) in Battle Creek, MI. The work includes services for performing preventive maintenance on the Government owned Automated Logic Building Management System (BMS) and service for the heating, air ventilation and conditioning (HVAC) testing, adjusting, and balancing (TAB) of building 136, sterile processing service (SPS), isolation room 122 in building 2, isolation rooms 122 and 138 in building 82, and the pharmacy compounding/mixing rooms 100 and 101 in building 4. Background BCVAMC is a medical facility providing both inpatient and outpatient services to Veterans. Scope Contractor shall provide all tools, equipment, labor and supervision necessary to perform Direct Digital Control (DDC) calibration & maintenance, VAV Box calibrations, and annual air flow testing and balancing of the HVAC systems. The contractor shall provide technical support 52 planned service days to implement the preventative maintenance and support services outlined in this document. The contractor shall prepare and provide the Contracting Officer Representative (COR) with monthly reports documenting the tasks and results of each month s work. The contractor shall provide building VAV calibration support for 35 additional days (3 buildings) out of the year. Contractor shall perform annual air flow TAB of the HVAC systems for areas noted in the Introduction. Contractor shall measure current flows and make all appropriate adjustments for all rooms to maintain air changes and pressure differentials as required below and indicated on the diagrams. Part II: DIRECT DIGITAL CONTROL CALIBRATION & MAINTENANCE BMS Control Calibration & Maintenance Servicing Faults The contractor shall schedule one day a week to provide contract services as outlined in this document. Upon arrival at the VAMC, the contractor technical service representative shall evaluate the system Faults and Alarms to determine if immediate system attention is necessary. Control Loop Analysis & Calibration Through Control Loop Analysis & Calibration the contractor shall ensure the control loops throughout our HVAC Control System are optimized to minimize overshooting and oscillatory behavior. The control loops to be included are listed in the List of Maintained Equipment. Control Optimization: Implement/change control strategies to further optimize energy savings. Network Analysis & Optimization Through Network Analysis & Optimization, the contractor shall ensure reliable and optimized communication throughout our HVAC Control System s Building Level network data trunks. This work shall include proactive calibration and tuning of the data network analyzing variables impacting network performance. These variables include node tables, token passes, turn speed, change of values over the network, unresolved points, and overall operation. Repair & Replacement Services The contractor shall, with prior written approval of the COR or Contracting Officer, repair or replace failed or worn components to maintain our system in peak operating condition. Components that are suspected of being faulty may be repaired or replaced in advance to minimize the occurrence of system interruptions. Pneumatic Customer Directed Support As necessary troubleshoot the pneumatic portion of the BMS. As items are identified to have further action, VAMC staff will be notified to further evaluate and give direction. Additional parts required to support this work will be separately approved by either the COR or Contracting Officer. Yearly Software Version Upgrades The contractor shall perform the following: Install new, proved system upgrades as available. This shall include WebCtrl with AutoCx. Any other system improvement or expansions deemed necessary by the VA Contracting Officer. The contractor shall work with designated staff to update graphics for easier operator use. Annual Training The contractor shall provide system training as necessary. Energy Performance A Monthly Report shall acompany the monthly invoice. Monthly/Quarterly Energy Performance: The contractor shall provide an Automated Logic Web Based System to document Station-wide Energy Performance for daily, monthly, and quarterly review. This report shall document any energy savings progress and measures taken, to produce these results. All report measure units shall be identified (i.e. KWH, MW, Gallons, PSI, etc.). VAV Calibration The contractor shall provide building VAV calibration for 35 additional days (3 buildings) out of the year. Buildings shall be selected in order of criticality and approved by the COR. Part III: HVAC Testing, Adjusting, Balancing Applicable Documents Attached duct work and air flow plans and diagrams for the sterile medical processing in building 136. Attached plans for the other areas that show the basic duct configurations. American Society of Heating, Refrigerating and Air Conditioning Engineers, Inc. (ASHRAE): 2007, HVAC Applications ASHRAE Handbook, Chapter 37, Testing, Adjusting, and Balancing and Chapter 47, Sound and Vibration Control Associated Air Balance Council (AABC): 2002, AABC National Standards for Total System Balance National Environmental Balancing Bureau (NEBB): 7th Edition 2005, Procedural Standards for Testing, Adjusting, Balancing of Environmental Systems 2nd Edition 2006, Procedural Standards for the Measurement of Sound and Vibration Sheet Metal and Air Conditioning Contractors National Association (SMACNA): 3rd Edition 2002, HVAC SYSTEMS Testing, Adjusting and Balancing Part IV: Work Requirements Technical Requirements Contractor shall supply all tools and equipment necessary to completely air balance all rooms as identified on the floor plans and diagrams. Contractor shall TAB HVAC systems. TAB shall include the following: Planning systematic TAB procedures. Balancing air and water distribution systems; adjustment of total system to provide design performance; and testing performance of equipment and automatic controls. Recording and reporting results. Contractor shall annually balance the HVAC systems located in: Building 136, Sterile Processing Service (SPS). Balancing and air flow shall be adjusted according to attached documents and the attached previously prepared air balance report. Building 2, Room 122, Isolation Room. The room shall be air balanced to maintain .01 negative pressure to adjacent rooms. Building 82, Rooms 122 and 138, Isolation Rooms. The rooms shall be air balanced to maintain .01 negative pressures to adjacent rooms. Building 4, Pharmacy Rooms 100 and 101, Compound/Mixing Room and Storage. The rooms shall be air balanced to maintain .01 negative pressures to adjacent rooms. Contractor shall confirm overall system CFM, CFM entering each room and existing each room and verify pressure differentials between spaces; adjusting as required. Contractor shall complete air flow adjustments using the existing dampers and perform Air Handler adjustments for air flow increases or decreases as needed. Work shall be performed on weekends only. Infection Control The SPS area is a clean and sterile environment. The contractor must make sure personnel working in the area understand the requirements of the space. All other spaces are also on a medical facility and care must be taken to minimize dust and disruption to the medical services. The Infection Control Risk Assessment (ICRA) Group may monitor dust and review pressure differential monitoring in the vicinity of the work. Contractor shall take corrective action immediately if safe levels are exceeded. Work area must be kept clean. Contractor shall make sure the area is cleaned up after balancing and review the cleanup with Engineering personnel. All testing equipment used to balance B4, R100 & 101 shall be certified CLEAN by USP 795. Contractor shall provide field report on the day of the testing and full typed report within two weeks after completion of balancing. The instrumentation shall meet the accuracy/calibration requirements established by AABC National Standards or by NEBB Procedural Standards for Testing, Adjusting and Balancing of Environmental Systems and instrument manufacturer and be ISO 9001 compliant. Provide calibration history of the instruments to be used for test and balance purpose. Contractor shall insure the equipment is ISO 9001 compliant (http://www.iso.org/iso/02_guidance_on_the_documentation_requirements_of_iso_9001 _2008..pdf) and that personnel and equipment are NEBB certified (http://www.nebb.org/certified/nebbs_certification_program/). TAB Criteria Flow rate tolerance: The following tolerances are allowed. For tolerances not mentioned herein follow ASHRAE Handbook "HVAC Applications", Chapter 36, as a guideline. Air Filter resistance during tests, artificially imposed if necessary, shall be at least 100 percent of manufacturer recommended change over pressure drop values for pre-filters and after-filters. Air handling unit and all other fans, cubic meters/min (cubic feet per minute): Minus 0 percent to plus l0 percent. Exhaust hoods/cabinets: 0 percent to plus l0 percent. Minimum outside air: 0 percent to plus 10 percent. Individual room air outlets and inlets, and air flow rates not mentioned above: Minus 5 percent to plus l0 percent except if the air to a space is 100 CFM or less the tolerance would be minus 5 to plus 5 percent. During TAB all related system components shall be in full operation. Fan and pump rotation, motor loads and equipment vibration shall be checked and corrected as necessary before proceeding with TAB. Set controls and/or block off parts of distribution systems to simulate design operation of variable volume air or water systems for test and balance work. Air Balance and Equipment Test shall include air handling units, fans, and room diffusers/outlets/inlets. Adjust fan speeds to provide design air flow. Test and balance systems in all specified modes of operation, including variable volume, economizer, and fire emergency modes. Verify that dampers and other controls function properly. Record final measurements for air handling equipment. Typical TAB procedures and results shall be demonstrated to the VA COR for one air distribution system (including all fans, three terminal units, three rooms randomly selected by the VA COR) and one hydronic system (pumps and three coils) as follows: When field TAB work begins. During each partial final inspection and the final inspection for the project if requested by VA. Other Provide plastic plugs to seal holes drilled in ductwork for test purposes. Provide for repair of insulation removed or damaged for TAB work. Reports Contractor shall submit Intermediate and Final TAB reports covering flow balance and adjustments and performance tests. Prior to Final Inspection Report, Contractor shall submit completed Test and Balance report for the area. Marking of Settings Following approval of Tab Final Report, Contractor shall ensure that the setting of all HVAC adjustment devices including valves, splitters and dampers shall be permanently marked by the TAB Specialist so that adjustment can be restored if disturbed at any time. Style and colors used for markings shall be coordinated with the VA COR. Deliverables System Readiness Reports Contractor shall measure existing air and water flow rates associated with existing systems utilized to serve renovated areas as indicated on drawings. Submit report of findings to VA COR. Contractor shall inspect each System to ensure that it is complete including installation and operation controls. Submit report to VA COR in standard format. Contractor shall verify that all items such as ductwork piping, ports, terminals, connectors, etc., that is required for TAB are installed. TAB Reports Contractor shall provide raw data immediately in writing to the VA COR if there is a problem in achieving intended results before submitting a formal report. Contractor shall not proceed with the remaining systems until intermediate report is approved by the VA COR. Contractor shall submit Intermediate and Final TAB reports covering flow balance and adjustments and performance tests. Prior to final inspection report, Contractor shall submit completed Test and Balance report for the area. Part IV: Supporting Information Privacy Requirements: The contractor and all sub-contractors may be required to complete annual privacy training by reading and signing the Privacy Training TMS 20939. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Privacy Training TMS 20939 for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Privacy Training annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Security All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Special Agreement Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access. Travel None Period of Performance Period of performance is from October 1, 2020 through September 30,2021 with four (4) one-year option periods to be exercised at the discretion of the Government. Qualifications of Key Personnel TAB contractor technicians shall be certified by the NEBB to perform TAB service for HVAC. The certification shall be maintained for the entire duration of duties specified herein. All TAB technicians performing actual TAB work shall be experienced and must have done satisfactory work on a minimum of 3 projects comparable in size and complexity to this project. Hours of Work HVAC Air Balancing Work to be completed on weekends only. 8:00 a.m. to 4:30 p.m., Saturdays and Sundays except the following federal holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas, and any other day specifically declared by the President of the United States to be a national holiday. Privacy Requirements The contractor and all sub-contractors shall be required to complete annual privacy training by reading and signing the Privacy Training TMS 20939. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Privacy Training TMS 20939 for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Privacy Training annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Definitions TAB: Testing, Adjusting and Balancing; the process of checking and adjusting HVAC systems to meet design objectives. AABC: Associated Air Balance Council. NEBB: National Environmental Balancing Bureau. Hydronic Systems: glycol-water systems. Air Systems: Includes all outside air, supply air, return air, exhaust air and relief air systems. Flow rate tolerance: The allowable percentage variation, minus to plus, of actual flow rate from values (design) in the contract documents.