S -- EXPRESSIONS OF INTERESTS FOR HVAC MAINTENACNE CONTRACT

Notice Date

November 1, 2001

Contracting Office

North Atlantic Treaty Organization, Supreme Allied Command, Atlantic, 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490

ZIP Code

23551-2490

Solicitation Number

2001-14

Response Due

November 9, 2001

Point of Contact

hill@saclant.nato.int

E-Mail Address

Contracting Office (hill@saclant.nato.int)

Description

Your Company is hereby invited to submit expressions of interests to receive an invitation to bid on the following statement of work. Letters of interests received to the Contracting Officer shall be in simple letter format containing the following: Company Name, Address, Point of Contact, Phone Number and Facsimile Number and E-mail Address. Expressions of interest shall be received no later than 09 November 2001. The complete invitation to bid shall be dispatched to the responders by 13 November 2001 via carrier and or e-mail. It should be known that this Headquarters intends to award a base year contract from 01 January 2002 through 31 December 2002 with two one-year extension options expiring 31 December 2003 and 2004 respectively. HQ SACLANT reserves the right to cancel this request for expressions of interest and the subsequent invitation to bid at any time in whole or in part with no charges or fees to be levied against HQ SACLANT. All expressions of interest shall be forwarded to: North Atlantic Treaty Organization, Supreme Allied Commander, Atlantic 7857 Blandy Road, Suite 100, Norfolk, VA. 23551-2490 Attention: Contracting Officer. E-mail responses are suitable. E-mail address for response is hill@saclant.nato.int. The scope of this SOW is to provide heating, ventilation, air conditioning and refrigeration (HVAC) services at SACLANT so as to keep the equipment running at peak performance. Below is an outline of work for the subject maintenance contract. The frequency of maintenance is based upon our best judgement, but Contractor should submit its proposal based upon its professional expertise in the kind and frequency of preventive maintenance required. Preventive Maintenance (all cost are fixed price.): A. Water Source Heat Pump: (Monthly Maintenance) 1. Inspect, change dirty air filters. (40% efficiency filters will be used) 2. Inspect, replace worn belts. 3. Wipe down diffusers and return vents. B. Water Source Heat Pump: (Quarterly Maintenance) 1. Oil, grease motor bearings and fan shafts. C. Water Source Heat Pump: (Bi-annual Maintenance) 1. Monthly/quarterly maintenance requirements. 2. Clean coils (heating/cooling). 3. Check temps. 4. Clean flush drain pans. Note: To be done in conjunction with quarterly maintenance. D. Controls: 1. Annually (heating season start-up), calibrate the pneumatic controls for the steam heated water system. 2. Check the air compressor: inspect, replace worn belts and lubricate motor bearings. Note: Change oil quarterly E. Unit Heaters: (Seasonal start-up) 1. Inspect, clean entire unit, check for proper operation. 2. Lubricate motors. 3. Inspect operation of P-5 pump. 4. Inspect operation of heat exchanger (temp/pressure). F. Cooling Tower: (Quarterly) 1. Inspect, clean air inlet screens, fans and motors. 2. Lubricate motor, motor mounts, adjusting screws and locking collars. 3. Inspect and adjust fan belt tension, and replace as necessary. 4. Drain, clean and refill sump, ensure proper water level. 5. Inspect operation of make up valve. 6. Inspect heat transfer section. 7. Inspect, cleaned or replace spray nozzles as needed. 8. Inspect, clean strainers on closed loop system. 9. Inspect unit for any unusual noise or vibration. Note: The draining of the cooling tower must be completed outside of SACLANT's normal office hours. G. Cooling Tower: (Bi-annual) 1. Quarterly maintenance requirements. 2. Inspect, lubricate and check setting of locking collars. 3. Inspect motor voltage and current. 4. Inspect finish of entire unit, touch up finish as needed. 5. Inspect operation of heat exchanger (temp/pressure). H. Supply Air Fans: (Bi-annual) 1. Inspect, clean or change air filters as needed. 2. Inspect, replace worn belts. 3. Lubricate motors. 4. Check unit for proper operation. I. Exhaust Fans: (Bi-annual) 1. Inspect, clean or change air filters as needed. 2. Inspect, replace worn belts. 3. Lubricate motors. 4. Check unit for proper operation. J. Ice Machines: (Quarterly) 1. Inspect, clean evaporator coil. 2. Wipe down ice bin. 3. Sanitize water sump unit. Note: To be done 2nd week of January, April, July and October. K. Ice Machines: (Annual) 1. Quarterly requirements. 2. Check refrigerant charge replace as needed. 3. Inspect backflow preventer, replace as needed. Note: To be done in conjunction with quarterly maintenance. L. Drinking Water Coolers: (Quarterly) 1. Inspect, clean coil. Note: To be done with ice machines. M. Drinking Water Coolers: (Annual) 1. Quarterly requirements. 2. Check water output temperature. 3. Check refrigerant charge replace as needed. 4. Check circulating pump operation (chilled domestic water system). Note: To be done with ice machines. N. Refrigeration Equipment: (Quarterly) 1. Inspect, clean coils. 2. Check for proper operation. 3. Check box temperature. Note: To be done with ice machines. O. Refrigeration Equipment: (Annual) 1. Quarterly requirements. 2. Check refrigerant charger, replace as needed. 3. Inspect, clean entire unit. Note: To be done with ice machines. P. Backflow preventers: (Bi-annual) 1. Check all backflow preventers. Q. Computer Room A/C Units: (Monthly) 1. Inspect, change, dirty pre-filters. 2. Inspect, replace worn belts. 3. Wipe down supply and return vents. 4. Check for proper operation. R. Computer Room A/C Units: (Quarterly) 1. Change 95% efficient filters. 2. Check/Correct calibration of controllers. S. Certification of Work: Contractor shall provide a report to the Maintenance Supervisor (HE-0245) of work accomplished to include all functions performed on individual units/line items. T. Scheduling of Work: The contractor shall schedule work with the Maintenance Supervisor (HE-0245) at 445-3353 at least three days prior to performing preventive maintenance tasks. NOTE: As the contractor has inspected the premises prior to submitting its proposal, the contractor shall indicate in its proposal any additional or different preventive maintenance requirements at SACLANT. In addition, the contractor is expected to perform any preventive maintenance item that is considered common and reasonable practice within the heating, ventilation, air conditioning and refrigeration profession, and notify the Maintenance Supervisor of such preventive maintenance performed. Additional Work Additional work requested by SACLANT, including emergency services, shall be completed as follows: A. Service Calls: (All costs based on fixed hourly rate plus cost of material) 1. Response Time: Contractor must be available 24 hours a day, 365 days per year and is expected to respond on sit with in four hours upon notification by SACLANT personnel during normal working hours. For requests for emergency service, Contractor shall use reasonable commercial efforts to respond on site within 2 hours. 2. Service Call Pricing: 1. Indicate your labor charge per hour during normal working hours, and after hours that apply to each of these hourly rates. 2. Indicate your mark up percentage from your cost for parts and materials to be utilized. 3. Contractor shall provide an invoice to HE-0245 with a breakdown of labor hours and the price of materials and parts. Receipts shall be included upon request. 3. Cost Estimate: 1. When SACLANT requests additional work to be preformed by the Contractor, the Contractor shall provide a cost estimate, which shall include labor, parts and material breakdown to HE-0245. SACLANT reserves the right to procure its own replacement parts. 2. Work shall proceed only after approval by HE-0245. HE-0245 may approve the commencement of work prior to the receipt of a cost estimate in the event of an emergency. NOTE: Personnel assigned to perform this work by the contractor will be required to undergo a security check in order to all them unescorted access to the building. If any individual does not satisfactorily complete this security check the contractor will be required to replace this individual. Standards of Performance A. Work Standards The Contractor agrees that all work shall be performed by and under the supervision of Contractor personnel trained, skilled and experienced in SACLANT's HVAC systems. Contractor warrants that the performance of services hereunder will provided in a professional and workmanlike manner in accordance with industry accepted standards. All work performed by the Contractor shall be performed in a safe and orderly manner with due regard for the safety and convenience of SACLANT personnel. Contractor personnel shall clean up after themselves and remove any trash or displaced parts from the premises. Contractor's personnel shall be neat and clean, and shall obey all SACLANT rules and regulations while on SACLANT premises. All employees of the Contractor shall wear sensible work uniforms, with the company name on them, while working. B. Contractor Furnished Items Contractor shall furnish all equipment, materials, supplies and services which are not specified herein a SACLANT- furnished and which are necessary to comply with the requirements of the contract. All Contractor-furnished items and services shall be compatible with existing SACLANT systems. Contractor shall contact SACLANT for the disposition of replaced parts. All materials and parts furnished by the Contractor shall be new and the quality and design specified by the manufacturer for replacement parts. Any materials and parts installed by the Contractor that need to be replaced due to the fault or negligence of Contractor, shall be replaced by Contractor at no additional cost to SACLANT. C. All contractor employees performing work in HQ SACLANT spaces will be required to undergo and satisfactorily complete a Virginia State criminal background security check. Upon successful completion of the criminal security check each person employed will be authorized unescorted access into HQ SACLANT spaces during normal working hours. Statewide background checks for employees will be provided to HQ SACLANT for review prior to being issued an "Unclassified" clearance badge by HQ SACLANT's Director of Security. Employee work outside of normal working hours will require a staff escort in all spaces not considered common areas. Contractor shall ensure that any and all vehicles to be used in the performance of this contract meet the requirements for obtaining the proper Department of Defense Vehicle Decals. Any and all fees incurred meeting these security requirements are the sole responsibility of the contractor and shall not be reimbursed by HQ SACLANT.

Record

Loren Data Corp. 20011105/SSOL006.HTM (W-305 SN5120P3)