J--FY19 +4 Options Laundry Equipment PM

SOURCES SOUGHT SYNOPSIS DESCRIPTION: This Sources Sought Synopsis shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide all labor, tools, materials, equipment, and supervision necessary to perform all work associated with repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment located at the VA Gulf Coast Veterans Health Care System, Biloxi, Mississippi. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a sources sought synopsis only. Questions shall be submitted by email to contact@example.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. Size standard Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance $7.5 million. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Tailor your response to the Statement of Work below. All canned responses will be disregarded. Please demonstrate the contractor's ability to provide/perform all labor, tools, materials, equipment, and supervision necessary to perform all work associated with repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment located at the VA Gulf Coast Veterans Health Care System, Biloxi, Mississippi. Equipment shall perform in accordance with industry standards and practices. Responses must be emailed to contact@example.gov no later than NOON CST, September 14, 2018. Your response shall be tailored to the SOW to include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained below. Please place Attention: Laundry Equipment PMI in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (1) Submit a brief [five (5) pages or less] tailored to the SOW capability statement explaining your ability to provide/perform all labor, tools, materials, equipment, and supervision necessary to perform all work associated with repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment VA Gulf Coast Veterans Health Care System, Biloxi, Mississippi. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. SPECIFIED REQUIREMENT: The contractor shall specifically communicate a tailored response of its capabilities to accomplish the following: PERFORMANCE WORK STATEMENT LAUNDRY EQUIPMENT PREVENTATIVE MAINTENANCE BUILDING 31 VA GULF COAST VETERANS HEALTH CARE SYSTEM BILOXI, MISSISSIPPI 39531 SCOPE OF WORK Furnish all labor, tools, materials, equipment, and supervision necessary to perform all work associated with repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment located at the VA Gulf Coast Veterans Health Care System, Biloxi, Mississippi. The period of service for this requirement will be from date of award to September 30, 2019 with four possible option years (should the government decide to exercise those option years). General Conditions: Contractor shall perform all preventative maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations to include all labor, travel, shipping, replacement parts, and materials required to perform Preventative Maintenance checks and services, all included in the total cost of the maintenance service agreement. Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine PM checks and servicing. Those parts will be paid for outside of this Preventive Maintenance contract. Refurbished parts or gray market parts will not be accepted. A preventative maintenance schedule/checklist for all included equipment must be completed and provided as part of their Bid/Quote. Standard service requests made, beyond the preventative maintenance services provided above will be responded to via phone, email or in person, within 4 business hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. Emergency service requests, beyond the preventative maintenance services provided will require a four-hour response by phone, email or in person and a qualified technician directly engaged either onsite or via a remote internet connection, within 24 hours. Emergency service beyond the preventative maintenance services shall be funded and paid for separately from/outside of this Service Contract. Service work requested, either Standard or Emergency will be started within three business days, of the request from the COR (contracting officer representative) and guaranteed up time shall be within five business days, unless a part is not on hand or must be ordered, in that situation, contractor will give notification to the COR of ETA of part and estimated up time in writing/e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of 13 days per month, and more if necessary in order to perform ALL OEM recommended preventative maintenance for the listed equipment. Vendors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of Laundry Equipment during each Site Visit / Preventive Maintenance Service. The Checklist must include all parts and labor that will be covered in the contract. Checklists must be provided with Contractors bid submission. These Checklists shall mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of Laundry Equipment. These Checklists must be used during the Site Visits / Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each Piece of Laundry Equipment. Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all federal, state, local, and VA Regulations related to this requirement. Supervision/Communication. At all times during the performance, the contractor s superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor s Competent Person must possess the 30 hours and 10-hour OSHA training certification and must be physically located on site at all times during the performance of the contract. If the contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job. The contractor shall have at least 3 years experience in preventative maintenance of laundry equipment in VA Medical Center facilities and/or business of comparable size. Contractor s employees shall be knowledgeable of original equipment manufacturers standards associated with conducting Preventative Maintenance on Industrial Laundry Equipment and more specifically, the types of equipment listed in Section 3.0 Schedule A of this Statement of Work. Contractor s shall provide correspondence from ALL original equipment manufacturers indicating that the vendors technicians have been properly trained and are qualified to service the equipment detailed in Section 3.0 Schedule A. Training certifications particular to the equipment listed shall be provided with contractors bid submission. Evidence must be provided of training being current on each piece of equipment by evidence of the correspondence being dated within the calendar year of the bid submission. In addition, the contractor must be specifically certified by the manufacturer/qualified to perform all maintenance repairs and provide preventative maintenance services associated with the Cera-Pure WR-16 Waste Water Recycling System. The contractor shall provide the following additional service in addition to regular maintenance and repair: Provide continuous remote access and electronic remote monitoring of the ceramic filter system for daily performance evaluation and troubleshooting using the contractor s remote server, regularly review recent data for trend analysis, adjust operating setpoints as required, report abnormal conditions to management/local engineering support personnel and maintenance of internet connection from Cera-Pure system to source of government furnished internet connection/modem located in data closet. The government will be responsible for maintenance of the building internet connection to the internet modem and from this point the contractor will be responsible for all maintenance as it specifically relates to the Cera-Pure System. Inspect the ceramic filter systems (including wastewater transfer and pre-filtering) on a not less than quarterly basis for conformance with design performance specifications, service as necessary. Maintain the system to produce high quality reuse water for the plant, work with the plant s chemical vendor to ensure compliance with any state/local/industry water requirements. Calibrate sensors as required per its routine maintenance schedule. Lubricate all pumps and bearings per its routine maintenance schedule, service valves per their routine maintenance schedule. Capable of performing emergent repairs to the system to prevent downtime. Conduct non-routine chemical cleaning of ceramic filter system as required. Upgrade the system operating program/operator interface whenever factory upgrades become available. Generate and supply log sheets for recording all data required. Provide training as needed or directed by COR for new or existing personnel in system operation, maintenance and record keeping requirements. Record all required parameters on the logs (described above), review recent data for trend analysis, adjust operating set points as required. Recommend a list of replacement filters, media, and spare parts that would ensure timely repair to the system in the event of a component failure. Inventory replacement filters and other spare parts to ensure timely replacement of any required media. Generate a quarterly report detailing the systems performance, including a copy of the logs as applicable, make recommendations regarding the performance of the system and any deficiencies. Scheduling Arrangements: Except by special alternative arrangement, scheduled PM will be performed only during VAMC s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of laundry machines for PM/Services must be scheduled through the COR at least 2 days in advance. When downtime for service/repairs is needed, notify COR the same day as soon as possible upon observation. Federal holidays consist of New Year s Day, Martin Luther King Jr. s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day (usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday). In addition to the days designated as holidays, the Government observes any other day designated by Federal Statute, Executive order, or by the President s Proclamation. Any questions pertaining to scheduling will be directed to the COR. Documentation: Contractor shall provide the VAMC/COR with individual service reports within ten business days of maintenance (e-mailed to the COR for verification), which describes the maintenance and/or repair services performed on the equipment. The report must also include any needed repairs and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the Vendor from the VAMC for the required parts/work. Calibration of Contractor s equipment: Contractor shall provide proof of certification yearly attesting that all gauging and measurement equipment used has been currently calibrated according to the manufacturer s specifications. Provide the COR documentation of proof of yearly calibration. Check in/out procedures: Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician must check in and out with the VAMC COR or Boiler Plant staff. Due to heightened security requirements, the contractor and/or contractor s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise the vendor/contractor will be required to pay for the unreturned ID Badge. Proper Invoicing and Billing: a. Invoices submitted for payment of goods and/or services provided under this contract must be submitted within thirty (30) calendar days after the date in which service was performed and contain, as a minimum, the following information: b. Name and address of the business concern. c. Invoice date. d. Obligation number (must have Obligation number to ensure prompt payment on all invoices and shipments) and Contract number. Equipment Listing (Schedule A): The contractor shall perform all preventative maintenance (PM), maintain, check and calibrate according to OEM (Original Equipment Manufacturer) recommendations and at intervals indicated below on all equipment as follows: Item Manufacturer Model Serial # Continuous Batch Washer #1 Milnor 76039L 1496267001 Continuous Batch Press #1 Milnor MP1656CR 14960833 Tunnel #1 Cake Elevator Milnor COLFK111 14966266 Tunnel #1 Cake Conveyor Milnor Convey 42 14972157 Continuous Batch Washer #2 Milnor 76039L 1496181001 Continuous Batch Press #2 Milnor 76039L 14963107 Tunnel #2 Cake Elevator Milnor COLFK111 14967538 Tunnel #2 Cake Conveyor Milnor Convey 42 14972720 Gas Dryer Milnor 6464TGIL 14961558 Gas Dryer Milnor 6464TGIR 14970027 Gas Dryer Milnor 6464TGIL 14960150 Gas Dryer Milnor 6464TGIR 14963713 Gas Dryer Milnor 6464TGIR 14960714 Gas Dryer Milnor 6464TGIL 14962790 Gas Dryer Milnor 6464TGIR 14962466 Gas Dryer Milnor 6464TGIL 14964783 Item Manufacturer Model Serial # 450 LB Dryer Milnor 7272TGIL 14974223 450 LB Washer Milnor 68036H5N 14962545 250 LB Washer Milnor 4804OH7N 14960630 110 LB Washer Milnor 36026X8W 14974074 110 LB Washer Milnor 36026X8W 14976108 110 LB Washer Milnor 36026X8W 14969124 Spreader Feeder Chicago King Edge 60794 Spreader Feeder Chicago King Edge 60792 Spreader Feeder Chicago King Edge 60793 Folder Cross Folder Chicago Skyline S-16CT 60798 Folder Cross Folder Chicago Skyline S-16CT 60800 Folder Cross Folder Chicago Skyline S-16CT 60799 Thermal Fluid Ironer Chicago PH2-52-CT-CC 60796 Thermal Fluid Ironer Chicago PH2-52-CT-CC 661077 Thermal Fluid Ironer Chicago PH2-52-CT-CC 60795 Separator Chicago Cascade CT 60789 Separator Chicago Cascade CT 60790 Separator Chicago Cascade CT 60791 Small Piece Folder Chicago Air XL 60800 Small Piece Folder Chicago Air XL 608801 Small Piece Folder Chicago Air XL 60802 Garment Folder Jensen Jenfold Butterfly Fox 600079 Linen Conveyor Chicago Linen Stream 61355 Linen Conveyor Chicago Linen Stream 61352 Linen Conveyor Chicago Linen Stream 61357 Blanket Blaster Chicago S-13-BB-CT 60804 Washer Loading Conveyor Milnor Convey 48 14974295 Item Manufacturer Model Serial # Washer Loading Conveyor Milnor Convey 48 14975473 G8 Conveyor Milnor Convey 48 1496808 G11 Conveyor Milnor Convey 48 14966267 G7 Conveyor Milnor Convey 42 14966265 Conveyor Milnor Convey 48 14966268 Hot Water Heater Parker T6800 61681 Hot Water Heater Parker T6800 61678 Waste Water Recycling (*see section 1.e) T.E.A. Cera-Pure 14-3711 Heat Recovery System T.E.A. TR-3 EAB-14-3711 Triple Pumps T.E.A. PCB 100 HEA PCB-14-3711 Tunnel Filtering & Heating Sys. T.E.A. Tunnel Filtering & Heating Sys. EHJ-14-3711A Tunnel Filtering & Heating Sys. T.E.A. Tunnel Filtering & Heating Sys. EHJ-14-3711B Heat Exchange T.E.A. Plant Loop Heating Exchanger System EHW-14-3711 Lint Vacuum Energenics VAC-155 4430A0514 Lint Vacuum Energenics VAC-155 4431A0514 Lint Filter Energenics MLF 1015 4421AO514 Lint Filter Energenics MLF 1010 4422A0514 Lint Filter Energenics MLF 1010 4423A0514 Lint Filter Energenics MLF 1010 4424A0514 Lint Filter Energenics MLF 1010 4425A0514 Lint Filter Energenics MLF 1010 4426A0514 Lint Filter Energenics MLF 1010 4427A0514 Lint Filter Energenics MLF 1010 4428A0514 Lint Filter Energenics MLF 1010 4429A0514 Cart Washer Energenics KW 7A0614 Soil Rail Sorting E-Tech N/A 2286BJ.2 Soil Rail Storage E-Tech N/A 2286BJ.3 Item Manufacturer Model Serial # Clean Side Storage E-Tech N/A 2286BJ.12 Folding Tables E-Tech Hand Fold WUFT 2286BJ.20 Linen Flow Rack E-Tech N/A 2286BJ.24 Performance Matrix: Performance Indicator Standard AQL Method of Surveillance Systems and Equipment in good operating condition. 24 hours per day/7 days per week Meet 99% level Monthly Inspection Quality Assurance: The government will evaluate the contractor s performance under this contract. For those tasks the performance matrix, the Contracting Officer s Representative (COR) will follow the methods of surveillance specified in this contract. Government personnel will record all surveillance observations. When the observation indicates defective performance, the COR will require the contractor s competent person to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. Installation Time All work shall be scheduled within 10 calendar days after Notice to Proceed is received by the Contractor. Work will be performed during the hours of 8:00 AM and 4:30 PM, Monday through Friday, exclusive of Federal Holidays. Some work outside of normal hours of operations may be necessary and must be coordinated with the Project Contracting Officer Representative (COR). Identification Badges: Within five (5) working days of contract award, the Contractor shall provide the names of personnel (including subcontractors if applicable) that will be working under this contract. The contractor shall complete the Contractor s ID Badge Worksheet (see Attachment A). The Contracting Officer Representative will forward the worksheet to VA Police Service. Prior to commencement of work, Contractor personnel shall obtain a photo identification (ID) badge to include the company name from the VA Police Service, Building 53, 2nd floor room 2A-129, Biloxi, MS. Fingerprints are not required; however, two forms of identification shall be required to receive a badge; one of these shall be CDL license. Badges shall be worn always while on the premises of the GCVHCS and AVHCS. Badges shall be placed in a visible location, above the waist, clipped to the front of wearing apparel with photo and name clearly visible. Identification badges shall be turned into the Contracting Officer Representative (COR) when the contract has expired. The COR will then forward the badges to the VA Police Service within five (5) working days of contract expiration. SPECIAL CONSIDERATIONS BY THE CONTRACTOR: All disposal costs and fees for debris removal will be the contractor s responsibility. The contractor will be responsible for cleanliness of the building area both interior and exterior. Contractor s workmen shall provide and utilize all safety requirements in accordance with OSHA regulations during all phases of the work. Site shall be kept clean and free from debris at all times and contractor shall remove debris daily from the health care system property. Contractor will not be allowed to use Government tools, materials, and/or labor for this project. SERVICE CONTRACT PERIOD OF PERFORMANCE BASE YEAR Date of Award through September 30, 2019 OPTION YEAR 1 October 1, 2019 through September 30, 2020 OPTION YEAR 2 October 1, 2020 through September 30, 2021 OPTION YEAR 3 October 1, 2021 through September 30, 2022 OPTION YEAR 4 October 1, 2022 through September 30, 2023 PROPOSED PRICING SCHEDULE Wastewater Recycling & Treatment System Monitoring 12 MO $_______________ 2 On Site Labor 12 MO $_______________ 3 PM Supplies 12 MO $_______________ 4 Overhead 1 JB $_______________ TOTAL COST: $_______________