J044--Boiler Maintenance

Combined Synopsis Solicitation White River Junction VAMC Boiler Maintenance (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. (iv) The Government intends to award a firm-fixed price award for semi-annual preventive maintenance and annual inspection of the dual-fuel boiler plant at the White River Junction VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (v) The Contractor shall provide semi-annual preventive maintenance and annual inspection of the dual-fuel boiler plant at the White River Junction VAMC IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details. (vi) The Place of Performance is White River Junction VAMC as described per the PWS. (vii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 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); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to Kenya Mitchell at kenya.mitchell1@va.gov. (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Friday, 13 December 2024 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses incorporated by Reference (FEB 1998), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021), 852.203-70 Commercial Advertising (MAY 2018), 852.219-73 VA Notice to Total Set-Aside for Certified Services-Disabled Veterans-Owned Small Business (JAN 2023), 852.232-72 Electronic Submission of Payment Requests (NOV 2018), 852.241-71 Administrative Contracting Officer (OCT 2020) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18,52.225-13, 52.232-33, 52.222-41, 52.222-42, 52.222-43 (Wage Determination Applicable Massachusetts Middlesex County WD #2015-4047 Rev 22 122722 posted on sam.gov), 52.222-55, 52.222-62 (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due Friday, 20 December 2024 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya Mitchell at kenya.mitchell1@va.gov. Hand deliveries shall not be accepted. (xvi) The POCs of this solicitation is Kenya Mitchell at Kenya.Mitchell1@va.gov PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Semi-annual Boiler Maintenance and Annual Inspection Contract Period: Base 1.00 YR __________________ __________________ 0002 Emergency Boiler Service Contract Period: Base 1.00 YR __________________ __________________ 0003 Installation of new feedwater system Contract Period: Base 1.00 JB __________________ __________________ 1001 Semi-annual Boiler Maintenance and Annual Inspection Contract Period: OY 1 1.00 YR __________________ __________________ 1002 Emergency Boiler Service Contract Period: OY 1 1.00 YR __________________ __________________ 2001 Semi-annual Boiler Maintenance and Annual Inspection Contract Period: OY 2 1.00 YR __________________ __________________ 2002 Emergency Boiler Service Contract Period: OY 2 1.00 YR __________________ __________________ 3001 Semi-annual Boiler Maintenance and Annual Inspection Contract Period: OY 3 1.00 YR __________________ __________________ 3002 Emergency Boiler Service Contract Period: OY 3 1.00 YR __________________ __________________ 4001 Semi-annual Boiler Maintenance and Annual Inspection Contract Period: OY 4 1.00 YR __________________ __________________ 4002 Emergency Boiler Service Contract Period: OY 4 1.00 YR __________________ __________________ GRAND TOTAL __________________ PAST PERFORMANCE WORKSHEET (Provide 3) 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS Project Name: Boiler Maintenance Place of Performance: White River Junction VAMC 163 Veterans Drive White River Junction, VT 05001 Period of Performance: The period of performance will be one (1) year from contract award, with the option to extend for four (4) option years (Options Years will be exercised at the Governments discretion) Tasks and Requirements Contractor Qualifications Contractor shall demonstrate satisfactory past performance of preventive maintenance and periodic inspection services, similar to those described herein, on the same or similar type of boiler equipment, for at least five (5) VHA facilities within the past three (3) years. The Contractor shall provide performance assessments from contracts for five of those VHA facilities, as well as evidence that the services were conducted in accordance with Boiler Efficiency Institute (BEI) guidelines. Technician Qualifications Contractor shall employ qualified preventive maintenance technicians to perform the services described herein. Qualified means a technician shall have successfully completed at least one year of trade school in a relevant course of study and shall have five years of experience with institutional and/or industrial boiler service at plants similar in design to the WRJVAMC boiler plant. Technicians shall have experience with and knowledge of fire tube boilers and Fireye flame safeguard and combustion controls. The WRJVAMC facility manager or engineer may define and accept equivalent qualifications. Technicians shall demonstrate familiarity with and ready access to the current versions of the following references: NFPA 85, Boiler and Combustion Systems Hazards Code VHA Boiler and Associated Plant Safety Device Testing Manual. Technicians shall be equipped with portable electronic flue gas analyzers and other test instruments necessary for the required tests and calibrations, all calibrated within one month of the site visits. At facilities with programmable digital controls, the technicians must be capable of programming the controls and have the appropriate hardware and software for this. All Contractor employees performing work at WRJVAMC shall be trained in and shall follow proper VA lock out / tag out procedures. Regular Service Requirements The Contractor shall provide all qualified technician labor, equipment, tools, materials, parts, supplies, transportation, supervision, any other items, and non-personal services deemed necessary to perform the regular services for semi-annual preventive maintenance and annual inspections, including tuning, testing, calibrating, and adjustments on Boilers #1, #2, and #3 and on all burners and boiler plant controls at the WRJVAMC. Contractor shall: Conduct all testing in accordance with the VHA Boiler and Associated Plant Safety Devise Testing Manual (Attachment 2). All testing must be documented in a fashion acceptable to the VA. Perform combustion analysis of boilers under gas and fuel oil operation and calibrate fuelto-air mixture at the facility. Install all control parts for all three boilers. All used parts are to be turned over the WRJVAMC for disposition evaluation. Test and record the operation and set points of all burner/boiler safety interlock devices. Verify that the set points and operating points are within approximately 20% of normal operating parameters. Make all adjustments as necessary and record the new settings. Supply copies of the BEI paperwork to the WRJVAMC Boiler Plant Supervisor and Contracting Officer s Representative (COR) upon completion of inspection and testing, in accordance with BEI testing procedures. The operation of a safety interlock device must result in burner shutdown and/or proper alarm operation. All interlocks and safety devices to be inspected and tested on each boiler, burner, and related equipment are contained in the most current revision of the VHA Boiler Plant Safety Devices Testing Manual along with testing procedures. This maintenance shall be done every six months in accordance with a schedule provided by WRJVAMC facilities staff. Contractor shall cover all costs for calibrations of gauges, transmitters, flow meters and controls including all shipping, handling, and postage. Boiler Tuning Requirements Contractor shall perform boiler tuning to meet or exceed the following minimum requirements, and shall provide all combustion analyzers (Calibrated) as well as performance data indicating these requirements have been met or exceeded: Required burner performance (natural gas and fuel oil): Turndown (ratio of maximum and minimum of firing rates) 10/1 and 8/1 respectively. Achieve, but do not exceed, boiler maximum steam flow output rating. Measure fuel input at minimum and maximum firing rates. Maximum Carbon Monoxide: 200 PPM throughout the firing rate. Flame shall be stable, with no pulsations, shall be retained near burner, no blowoff or flashback, no constant impingement on refractory or water tubes. No visible smoke; must comply with local emissions regulations. Must follow all Boiler Efficiency Institute (BEI) guidelines (provided locally). Flue gas oxygen: 2.5 4.2% O2 (Up to 5.2% at loads below 40% of maximum steam output, no upper limit at minimum firing rate, oxygen can be 1% point higher on oil firing on singlepoint positioning systems). Flue gas oxygen (low excess air burners): 1 2% (Up to 2,5% at loads below 40% of maximum steam output, no upper limit at minimum firing rate, oxygen can be 1% point higher on oil firing on single-point positioning systems). For semi-annual preventive maintenance in accordance with VHA Directive 1810, Contractor shall conduct testing and ensure all boiler safety devices listed below are functioning correctly and all associated boiler room equipment operates safely within desired operational settings and parameters. Low-water cutoff on each boiler (slow-drain) Auxiliary low water cut off on each boiler (slow drain) High Water alarm on each boiler Low Water alarm on each boiler High steam pressure cut-out (recycle) on each boiler High steam pressure cut-out (non-recycle) on each boiler Relief valves lift test on each boiler Steam safety valves accumulation test at high fire on each boiler Flame scanner on each boiler Gas train vent valves for leaks on each boiler High gas psi cut off on each boiler Low gas psi cut off on each boiler Gas shut off valves proof of closure on each boiler Gas shut off valves leak test each boiler Low atomizing pressure for fuel oil for each boiler High fuel oil pressure cut off for each boiler Fuel oil safety shut off valves proof of closure for each boiler Leak test fuel oil safety shut off valves on each boiler Propane pilots start up on each boiler Low pilot gas psi cut off on each boiler. Emergency Boiler Service Requirements: Contractor shall provide repair service call support for emergency corrective maintenance to the WRJVAMC boiler plant 24 hours a day, 7 days per week. Emergency service shall include labor, parts, and travel. In an emergency such as an event that jeopardizes VA N+1 boiler redundancy requirements, an emergency service call will be initiated by a WRJVAMC boiler plant operator or facilities engineer to the Contractor s service center via telephone, email, and/or text messaging. Contractor shall acknowledge the call for emergency service within 4 hours, shall provide support by qualified technicians on site within 8 hours, and shall endeavor to return equipment to normal operation within 24 hours. Normal operation means that defective parts have been replaced with parts that meet or exceed manufacturer's original specifications and VA requirements, and that the equipment meets or exceeds the manufacturer's original performance specifications. During regular preventive maintenance, the contractor shall recommend long-lead-time critical parts that the VA facility should keep in supply to avoid service disruption. The Contractor shall replenish any VA inventory consumed in the course of preventive maintenance or emergency service. For emergency calls/service the contractor will furnish all Factory repair parts and service not to exceed a TBD amount per year. The Contractor shall provide by email, a requested itemized quote to include hourly rate and travel within 24 h for any scheduled services and or parts. The Contractor shall provide by email, an invoice for any emergency call outs within 48 h of emergency service completion. The Contractor shall be familiar with all terms, conditions, and requirements herein contained with warranty items and conditions. The Contractor shall be responsible for all damages to persons or property that occurs because of the Contractor s fault or negligence. Bid Price Schedule Contractor shall provide itemized pricing for the following: Base Bid Year A. Semi-annual Boiler Maintenance and Annual Inspection B. Emergency Boiler Service a. Not-To-Exceed Line Item. This is estimated amount that may increase or decrease depending on number and price of parts. b. This Line Item must be approved by the VA Contracting Officer (CO) prior to any work performed. C. Installation of new feedwater system (Base Year only) Option Years 1 4 A. Semi-annual Boiler Maintenance and Annual Inspection B. Emergency Boiler Service a. Not-To-Exceed Line Item. This is estimated amount that may increase or decrease depending on number and price of parts. b. This Line Item must be approved by the CO prior to any work performed. Work Schedule Work shall be completed in conformance with the time schedule requested by WRJVAMC. Contractor is solely responsible for all necessary regulatory notifications to meet the time schedule. 1. Semi-annual preventive maintenance shall be done once in the spring, preferably in early May, preceding summer months, and once in the fall, preferably in early November, preceding winter months. 2. Annual inspections shall occur over 3 visits per year, one visit for each boiler, with one internal inspection and one external inspection occurring per visit. 3. Contractor shall notify the WRJVAMC Boiler Plant Supervisor and the COR at least two weeks prior to performing regular (semi-annual and annual) preventive maintenance on site. 4. Work cannot be scheduled during heavy steam load periods. Only one boiler at a time can be out of service for the inspection, testing, and calibration procedures. 5. Normal working hours are from 7:30 AM to 4:30 PM, Monday through Friday. Contractor shall not perform work at VA facility outside of those hours or on government holidays without prior notification to and approval from the COR, except for emergency service. 6. To maintain schedule, regular preventive maintenance work may be allowed to be performed outside of normal working hours. Contractor shall coordinate after-hours work with the WRJVAMC Boiler Plant Supervisor and the COR with a minimum 48-hour notice. Privacy Statement Information Security The certification and authorization requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Contractor personnel will follow all VA Privacy & Security policies and procedures. The Boiler Maintenance Service shall involve connection of electronic devices or systems to the VA computer network and does not involve sensitive VA data. Records Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.