SPECIAL NOTICE
J -- TRANE Building Control Units
- Notice Date
- 10/13/2021 6:00:36 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24122Q0027
- Archive Date
- 12/12/2021
- Point of Contact
- Issa Shawki, Contracting Officer, Phone: 774-826-3192
- E-Mail Address
-
issa.shawki@va.gov
(issa.shawki@va.gov)
- Awardee
- null
- Description
- The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Brockton, MA intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with TRANE, for the following requirement: Controls Preventative Maintenance Statement of Work I. EQUIPMENT See Attachment A. II. SCOPE OF WORK The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing basic intelligent services on the Trane Building Control Units as listed in Attachment A and located at the Department of Veterans Affairs Medical Center, 1400 VFW Parkway, West Roxbury, MA 02132 in accordance with all terms and conditions of this contract. Place of Performance: 1400 VFW Parkway, West Roxbury, MA 02132 Period of Performance: Base year plus four option years. The options years may or may not be exercised. III. DEFINITIONS/ACRONYMS A. Contract Discrepancy Report (CDR) : A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future. B. Contracting Officer (CO) : The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract. C. Contracting Officer's Technical Representative (COTR) : A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor. D. Preventive Maintenance (PM) : Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer s specifications. E. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight ) to repair a system according to manufactures' specifications and requirements. F. Time: When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays. G. Rework. Any work the Contractor is required to accomplish due to unsatisfactory performance or nonperformance in accordance with the stated quality and level of effort specified in the contract. Rework is performed at no additional cost to the Government. H. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract. I. Acronyms. Commonly used acronyms are listed below FSE: Field Service Engineer AQL: Acceptable Quality Level IAW: In Accordance With QA: Quality Assurance QC: Quality Control WS: Performance Work Statement VA: VA Medical Center CO: Contracting Officer COTR: Contracting Officer s Technical Representative FES: Facilities and Engineering Service IV. PREVENTIVE MAINTENANCE REQUIREMENTS Within 14 calendar days of Notice to Proceed, the vendor will submit to the COTR a written schedule of the planned PM visits for the coming year along with a written description of the work to be performed during each visit. Refer to paragraph IV.B. below for schedule and inspection requirements. The following is the scope of services to be performed on Covered Equipment. Detailed descriptions of these services are provided in Attachment C, Equipment Maintenance Procedures. Attachment C Equipment Maintenance Procedures: The following ""Covered Equipment"" will be serviced at VA Medical Center W Roxbury: RESEARCH BUILDING Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAA E04L74291 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 Hot Water System Controls Support (Service 4) 1 Miscellaneous I/O Support (Service 5) 1 VAV Front-End Analysis (Service 9) 1 BUILDING 88/89 Trailers Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAA E05K77446 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 OPERATING ROOMS Calibration (2 times per year on Saturday) Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAA E06B71555 Description Quantity Per Term System Analysis and Review (Service 8) 2 Sensor Calibration (Service 7) 2 BUILDING 20 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAA E06B72290 Description Quantity Per Term System Analysis and Review (Service 8) 1 BUILDING 30 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E07E51095 Description Quantity Per Term AHU Controls Support (Service 1) 1 VAV Front-End Analysis (Service 9) 1 BUILDING 1 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E07M52470 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 Hot Water System Controls Support (Service 4) 1 Sensor Calibration (Service 7) 1 Miscellaneous I/O Support (Service 5) 1 VAV Front-End Analysis (Service 9) 1 BUILDING 5 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E08F52731 Description Quantity Per Term Hot Water System Controls Support (Service 4) 1 RTU Controls Support (Service 6) 1 FISHER HOUSE Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E10E52895 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 Hot Water System Controls Support (Service 4) 1 VAV Front-End Analysis (Service 9) 1 BUILDING 3 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E10K50580 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 Condenser Water System Controls Support (Service 3) 1 Chilled Water System Controls Support (Service 2) 1 Hot Water System Controls Support (Service 4) 1 Miscellaneous I/O Support (Service 5) 1 VAV Front-End Analysis (Service 9) 1 Sensor Calibration (Service 7) 1 BUILDING 2 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E09G50353 Description Quantity Per Term System Analysis and Review (Service 8) 1 AHU Controls Support (Service 1) 1 Chilled Water System Controls Support (Service 2) 1 Hot Water System Controls Support (Service 4) 1 RTU Controls Support (Service 6) 1 Miscellaneous I/O Support (Service 5) 1 VAV Front-End Analysis (Service 9) 1 Sensor Calibration (Service 7) 1 Equipment Qty Manufacturer Model Number Serial Number Asset Tag System Control Units 1 Trane BMTX001AAB E08J40173 System Control Units 1 Trane BMTX001BAB E10L52769 The following Customer Service Flows provide additional service description detail for Covered Equipment. Note: There may be differences per the agreement in the work being performed between sites and the equipment on those sites. Service 1: AHU Controls Support (75 AHU s on campus) Description Loop Tuning Sequence of Operation Verification Service 2: Chilled Water System Controls Support (2 Chiller Water Systems on campus) Description Loop Tuning Sequence of Operation Verification Service 3: Condenser Water System Controls Support (Building 3) Description Loop Tuning Sequence of Operation Verification Service 4: Hot Water System Controls Support (8 HW systems on campus) Description Loop Tuning Sequence of Operation Verification Service 5: Miscellaneous I/O Support (70 Exhaust fans, 7 Exhaust systems, 2 Lighting Panels) Description Sequence of Operation Verification Service 6: RTU Controls Support (8 RTU s on campus) Description Loop Tuning Sequence of Operation Verification for Loop tuning Develop/review list of associated points and associated control loops Review Set point is at appropriate value for application Test control loop by modifying set point and confirming algorithm responds at appropriate speed of response and stability Document Changes Sequence of operation verification Review sequence of operations for system according to associated documentation Connect to systems controller and confirm baseline programs are functioning Review and document any manual overrides, discuss with operator, and attempt to release override and enable operation as appropriate. Review and document failed sensors and communications errors Review system schedule with system operator, make changes as appropriate. Document changes. Service 7: Sensor Calibration (68 sensors on campus) Description Calibrate Temperature Sensors Calibrate Air Differential Pressure Sensors Calibrate Humidity Sensors Calibrate Duct Sensors Calibrate Airflow Stations Service 8: System Analysis and Review (2 front end workstations, All BCU s / SC s) Description Operator Workstation Inspection System Controller Inspection Verify System Software Programming System Back-Up Customer Review - 30 Minutes Software Service Pack Update Service 9: VAV Front-End Analysis (219 VAVs, 42 reheat coils) Description VAV Front-End Analysis Each inspection will be provided in accordance with the system/equipment manufacturers factory recommended procedures. Each inspection shall, at a minimum, include the following as specified for the equipment make, type, and time of seasonal operation. Any additional parts not identified in this document will not be covered by this contract. The vendor will obtain prior approval from the COTR prior to performing any additional repair work and the additional work will be billed separately. For each PM inspection, the contractor will provide a detailed written report to the COTR that summarizes work performed, problems/deficiencies found, and measurements taken. This report will be submitted within 10 calendar days of the date of PM inspection. All work will be performed between the hours of 7:30 a.m. and 4:00 p.m. on the prearranged dates. All inspection work must be coordinated through the COTR who is: The COTR is: Mr. Michael Vulpis Engineer Manager Engineering Service 1400 VFW Parkway West Roxbury, Massachusetts 02132 V. EMERGENCY SERVICE Emergency repair service is not covered by the contract. However, the contractor will provide a preferred customer response to emergency repair calls that includes labor and parts costs to be billed separately. VI. CONTRACTOR PERSONNEL A. Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COTR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor s personnel and refuse them permission to work on VA equipment. B. Conduct of Personnel. The Contractor shall ensure that his personnel present a professional appearance at all times and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language. C. Identification of Employees. : The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor's employees shall conspicuously display on their person a badge provided by the VA West Roxbury Police Office. VII. HOURS OF OPERATION A. Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections. B. Federal Holidays. Federal Holidays observed by the VA are: New Years Day; Martin Luther King Day; President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas. CONTRACTOR QUALITY CONTROL The Contractor shall establish and maintain a Quality Control Program that ensures that all requirements of the contract are provided as specified. IX. INSPECTION AND ACCEPTANCE A. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government. B. Unsatisfactory service will be reported in writing by the VA CO to the Contractor. C. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications. X. REMOVAL AND/OR DISPOSAL A. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COTR. B. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an account record of inventory upon completion of the maintenance contract. C. Inventories shall not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor's invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration. FIRE PREVENTION AND PROTECTION The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work, take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations. ENERGY CONSERVATION The Contractor is required to comply with all energy conservation regulations and instructions that are applicable to Government-owned facilities including but not limited to thermostat settings. CLEANING UP The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed. HAZARDOUS CONDITIONS During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COTR. CLEANLINESS The area immediately around the equipment provided for the Contractor s use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate, but shall be removed by the Contractor s employees. SERVICE MANUALS The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. XVII. INSURANCE A. Worker compensation and employer s liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker s Compensation and occupational disease statutes. B. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000. D. Contractor shall provide proof of liability insurance within five (5) days after contract award. SMOKING POLICY Smoking is prohibited inside all buildings except in designated areas. BILLING AND PAYMENT Each invoice shall contain the documentation required by this contract. The invoices shall be itemized to contain the equipment s identifier. When parts are furnished by the Government, they shall be itemized on Contractor's invoice at no-cost and indicated as Government-furnished parts. B. Contractor will forward invoices to the following address: Financial Service Center Austin, TX 78714 C. Payment. Payment will be made 30 days in arrears upon receipt of properly prepared invoice. Invoice must contain the contract number and the purchase order number. XX. PRICING SUBMITTAL The annual pricing of the contract should be itemized by the bidders to reflect a cost per unit PM per equipment item covered by contract. XXI. VENDOR REQUIREMENTS The contractor must employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for maintenance and repair of the Trane and McQuay equipment covered by this contract. The contractor must have at least 5 years experience satisfactorily performing such maintenance on comparable units, equipment, or systems. The contractor must have access to OEM (original equipment manufacturer)-manufactured parts and materials required for performance of this work. The contractor must have sufficient supplies, tools, and equipment to perform all requirements of this contract. ATTACHMENT A EQUIPMENT COVERED BY THIS CONTRACT MANUFACTURER ITEM NAME MODEL # SERIAL# SCHEDULE LOCATION Trane System Control Units BMTX001AAA E04L74291 Attachment C WR-B21 Trane System Control Units BMTX001AAA E05K77446 Attachment C WR-B88/89 Trane System Control Units BMTX001AAB E06B71555 Attachment C WR-B2-OR Trane System Control Units BMTX001AAB E06B72290 Attachment C WR-B20 Trane System Control Units BMTX001AAB E07E51095 Attachment C WR-B30 Trane System Control Units BMTX001AAB E07M52470 Attachment C WR-B1 Trane System Control Units BMTX001AAB E08F52731 Attachment C WR-B5 Trane System Control Units BMTX001AAB E10E52895 Attachment C WR-B96 Trane System Control Units BMTX001AAB E10K50580 Attachment C WR-B3 Trane System Control Units BMTX001AAB E09G50353 Attachment C WR-B2 Trane System Control Units BMTX001AAB E08J40173 Attachment C WR-B2 Trane System Control Units BMTX001BAB1 E10L52769 Attachment C WR-B2 The NAICS code for this requirement is 811219. TRANE is the only contractor capable of providing the required services. The VA owned TRANE Ensemble system is a proprietary control system and will only have true full compatibility with other TRANE Ensemble components, software and personnel. Other contractors are unable to perform this work due to not having access to TRANE software and replacement supplies. This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement must clearly identify their capability to do so in writing by Tuesday, October 19, 2021 at 12 pm EST time. Response should be sent to Issa Shawki at issa.shawki@va.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open this requirement to competition based upon responses to this notice is solely within the discretion of the Government.
- Web Link
-
SAM.gov Permalink
(https://beta.sam.gov/opp/9761763812764c0f8967b0b75d2ffb45/view)
- Record
- SN06156496-F 20211015/211013230109 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |