J028--Diesel Generator Maintenance

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Emergency Diesel Generator Maintenance 1.b. Description: VA San Diego Healthcare System is seeking a contractor to provide annual and semi-annual maintenance for 4 emergency diesel generators at the VA San Diego Healthcare System. 1.c. Project Location: VA San Diego Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26220Q1281. 1.e. Set Aside: This solicitation is issued as a Small Business set aside. 1.f. Applicable NAICS code: 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. 1.g. Small Business Size Standard: $8 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year + 4 options 1.j. Wage Determination applicable to this project: SCA WD 2015-5635 revision 12 1.k. Request for Information (RFI) should be submitted via email no later than 10am PDT Tuesday August 11, 2020 to contact@example.gov. 2. Statement of Work 2.1. Objective. VA San Diego Healthcare System is seeking a contractor to provide annual and semi-annual maintenance for 4 emergency diesel generators at the VA San Diego Healthcare System. 2.2. Background. Four Caterpillar model 3508TA diesel generators need preventive maintenance to keep it working. These generators supply back up power to the VA San Diego Healthcare System. 2.3. Scope. Annual Lubrication Service Contact control room personnel Check lockout/Tagout, if necessary Contractor must perform all semi-annual and annual preventative maintenance in accordance with (IAW) Manufacturer s Printed Maintenance manual and all applicable guidance. Annual service for each of (4) generators will be conducted during the term of this agreement. Technician will start and operate the emergency generator for 15-30 minutes depending on the conditions to verify proper operation and for recording of engine cooling temperature, oil pressure, and all other generator outputs. Engine oil, oil filters, coolant filters and fuel filters will be replaced. Air filters will be checked and replaced as necessary, Oil, coolant and fuel samples will be taken and analyzed by Caterpillar Laboratories. PLEASE NOTE: the generator will be made unavailable during this service. All hazardous waste will be disposed of in accordance with California state laws Semi-Annual Multi-Point Inspection Contact control room personnel Check lockout/Tagout, if necessary Contractor must perform all semi-annual and annual preventative maintenance in accordance with (IAW) Manufacturer s Printed Maintenance manual and all applicable guidance. Inspection on each of (4) generators performed at a six-month interval after annual service: Certified technician will start and operate the emergency generator for approximately 15-30 minutes to verify proper operation and for recording of engine cooling temperature, oil pressure and all other generator outputs. Oil sample will be taken and analyzed by a Caterpillar laboratory PLEASE NOTE: the generator will be made unavailable during this service. All hazardous waste will be disposed of in accordance with California state laws 2.4. Contractor Qualifications & Responsibilities: Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. Contractor must be certified to service Caterpillar 3608 power generation engines Contractor must have access to and install OEM certified Caterpillar parts for repairs and maintenance Contractor must have the ability to maximize the up-time of the equipment by properly maintaining your equipment with a Customer Value Agreement (CVA), identifying equipment issues before they cause failure - saving you time and money. CVAs typically include on-site preventative maintenance services performed to factory specifications by our certified technicians. Contractor will customize a CVA to achieve a cost-effective maintenance solution that will meet the specific needs of Central plant. Contractor needs to be a one-stop shop for outstanding service and support for our equipment needs, providing bulk and packaged fluids for all Caterpillar engines. Contractor must be able to provide an Oil Analysis and detailed report with recommendations for the oil systems of the machines to ensure the equipment is properly maintained to maximize the up time. 2.5. Safety Requirements All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VASDHS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137 Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. The VAMC San Diego building 1, main building, contains asbestos. Any worker entering these asbestos containing areas must have an asbestos certification of no less than 16 hours and a valid fit test certification. Certifications must be presented to the VA project manager before any work in an asbestos area may begin. 2.6. Changes to Contract The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. . 2.7. General Requirements VA Policy: Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court. Parking Policy: It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances. Identification Badges: All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented. Smoking Policy: Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA healthcare facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.8. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW. 2.9. Period of Performance. The period of performance will be Base year + 4 options. Normal working hours at the sites are 7:30 am 4:00 pm Monday through Friday, excluding National holidays. a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. 2.10. Contractor Personnel Background Requirements. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 3. Contractor Personnel The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Program Manager: Company Name: Address: Phone No: Email: 3.1. Contractor Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). 3.2. Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3.3 The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.3.e. Supplemental Insurance Requirements 3.3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.3.h. FAR 52.233-2, Service of Protest 3.3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Tuesday August 18, 2020 to contact@example.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information including DUNS no. 4.3.b. Acknowledgement of amendments 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items