J041--Walk-in Refrigerators/Freezers PM - Base

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) UEI number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Network Contract Office (NCO) 22 is seeking a qualified vendor to provide Walk-In Refrigerator/Freezer Preventative Maintenance and Services for the Southern Arizona VA Healthcare System (SAVAHCS) at 3601 S. 6th Avenue in Tucson, Arizona. The contractor shall provide all labor, supplies, materials, and travel to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below: DRAFT STATEMENT OF WORK DRAFT Title: Walk-in Refrigerator/Freezer Preventative Maintenance and Service Agreement I. BACKGROUND The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 South 6th Avenue Tucson, Arizona 85723 has a need for a qualified Contractor to provide all labor, supervision, equipment, tools, materials, parts, and transportation to inspect and maintain the facility s Walk-in Refrigerator and Freezer Systems listed is Section III. Service includes operational and comprehensive inspections, preventative maintenance, and over and above emergent repairs. All maintenance shall be completed per manufacturer recommendations or VA direction. Refrigerant shall be handled IAW EPA regulations. Contractor will accept all equipment in AS-IS condition. II. GENERAL REQUIREMENTS (Preventative Maintenance, Inspections, and Repairs) a. Preventative maintenance and inspections (PM&I s) Includes inspecting, identifying, and repairing all discrepancies. Filters, oil, belts, refrigerant, wires, breakers, fuses, capacitors, fasteners, switches, buttons, dials, door closers, door gaskets, door sweeps, and make-up water floats are included in the PM&I price and shall be replaced as needed. The following PM&I s are required: Maintain Building 3 s Canteen and Dietetics refrigerator and freezer systems. Includes one comprehensive annual inspection and three operational inspections (Oct, Feb, and Jun). Two comprehensive and two operational inspections of the facility s Evaporative Condensing Cooling Tower (Nov and May). Two comprehensive and two operational inspections of the Canteen s medium and low temperature refrigeration unit s air-cooled condensers (Nov and May). Morgue Refrigeration System. Includes one comprehensive annual inspection and three operational inspections (Oct, Feb, and Jun). b. Over and Above Repairs At the VA s option, the Contractor may be requested to provide quotations for repairs or out of scope service. The repair job/service shall not be initiated until a contracting officer has approved the repair or service by modification to the contract. Repairs may include but not limited to all electrical and mechanical refrigeration components such as valves, relays, coils, driers, compressors, fans, piping, motors, thermostats, defrost heaters, drain heaters, pan heaters, defrost timers, solenoids, metering devices, logic controls boards, panels, insulation, doors, hinges, walls, shelves, floors, and ceiling panels. c. All Services defined in this agreement shall be limited to the following: Fourteen Walk-in Freezers/Coolers (Evaporators). Eight Copeland Compressors/Condensing Units. One Evaporative Condensing Cooling Tower. One Cooling Tower Variable Frequency Drive (VFD). One Cooling Unit in Morgue. d. Written preventive maintenance (PM) procedures will be submitted for approval to the Facilities Management Service Line Office within the first 30 days of the contract period. PM s will be accomplished in accordance with the approved written procedures. Contractor shall use technicians who are trained on all equipment listed in the agreement. III. EQUIPMENT 1 Walk-in system #1, Low Temp, Model: CRR1015ABEL6D1, Serial: A99D00235; Bldg. 3, Rm 0011-3. Compressor model: 4DP3F63KE-TSK-800; SN: 13F60390R 2 Walk-in system #2, Low Temp, Model: CRR1015ABEL6D1, Serial: A99D00234; Bldg. 3, Rm 0011-3. Compressor model: 4DP3F63KE-TSK-800; SN: 13F60264R 3 Walk-in system #3, Medium Temp, Model: CRR1010BEL6D1, Serial: A99D00237; Bldg. 3, Rm 0011-3. Compressor model: 3DPHR12ME-TDF-800; SN: 13F62593R 4 Walk-in system #4, Medium Temp, Model: CRR1010BEL6D1, Serial: A99D00236; Bldg. 3, Rm 0011-3. Compressor model: 3DPHR12ME-TDF-800; SN: 13F62180R 5 Evapco Evaporative Condensing Cooling Tower, Model: LRC58, Serial: 10387239; Bldg. 3, Rm 0011-3 6 ABB Variable Frequency Drive (VFD), Model: ACH550-VC-012A-4+KA53; Serial # 2042200042; Bldg. 3, Rm 0011-3 7 Freezer Evaporator Coils (6 ea.), Low temp, Downstairs Building 3, (1 ea. Heatcraft) Rm 003a-3, (2 ea. Heatcraft) Rm 004-3, (3 ea. Bohn) Rm 0016-3 8 Medium Temp Evaporator Coils (7 ea.), four Downstairs Building 3, three upstairs in Dietetics Section, Building 3, (1 ea.) Rm 003-3, (2 ea.) Rm 014-3, (1 ea.) Rm 016a-3, (1 ea.) Rm 112-3, (1 ea.) Rm 108-3, (1 ea.) Rm 107-3 9 Walk-in system #5, Medium temp, Evaporator upstairs in Building 3, Canteen Section. Rm 124-3 Compressor and condenser on roof, Building 3 Model: F3AD-B151-CFV-020 Compressor: CR18KQPFV-226CN 10 Walk-in system #6, Low temp, Evaporator upstairs in Building 3, Canteen Section, Rm 124-3. Compressor and condenser on roof, Building 3. Model: ZS15KAE-PFV818 Compressor: 21L4039HL 11 Flash Freezer system, 2 each, compressors, Bldg. 3, Rms 001-3 /105-3 Model: WJWL-300-TFC-050 Compressor(s) NRD1-032E-TFC-100 Serial #s: ST 03K20503, ST 03K20504 Flash Freezer (Rack-In), 2 ea.: 105-3 USECO Model 32-101-SP Serial # RT101631 and RT101630 12 Morgue Refrigeration System, Building 38 Outdoor unit HEATCRAFT Model: MOZ008M62CF Serial #s: T19K24472 P/N 89064701Storage box section, MORTECH Manufacturing Inc. (B38 room A30) Serial #09551 IV. SPECIFIC REQUIREMENTS (Preventative Maintenance and Inspections) A. Canteen and Dietetics Refrigeration Inspections 1. Comprehensive Inspection. Inspection to include, but is not limited to: Check with Contracting Officer s Point of Contact (CO POC) for operational deficiencies. Inspect door(s) and gaskets, hinges, handles and automatic door closures. Clean evaporator coil(s), check TXV(s) and evaporator pressure. Check and tighten electrical connections. Check safeties. Check for apparent leaks. Check operating temperatures. Check drain-lines and heaters. Inspect defrost systems for proper operation (If applicable, manually operate defrost). Check for unusual noise and vibration. Check compressors for proper operation. Inspect refrigerant receivers for refrigerant level, operate sight glass valves. Inspect oil separators (4 ea.) and floats, change separator filters; change in-line oil return filters (4 ea.). Complete all required maintenance checklists. Report findings to CO POC. 2. Operational Inspections. Inspections to include, but are not limited to: Check with CO POC for operational deficiencies. Check condenser. Inspect door(s) and gaskets, hinges, handles and automatic door closures Check coil(s). Check electrical connections. Check operating temperatures and pressures Inspect defrost systems for proper operation (If applicable, manually operate defrost). Check drain-lines and heaters. Check for unusual noise and vibration. Clean area around equipment. Inspect refrigerant receivers for refrigerant level, operate sight glass valves Complete all required maintenance checklists. Report findings to CO POC. B. Evaporative Condenser Cooling Tower Inspections 1. Comprehensive Inspection to include, but is not limited to: Check with CO POC for operational deficiencies. Inspect door(s) for proper seal, adjust as needed. Clean coil(s) chemically, remove all scale and debris from tower sump, walls and coil Check and clean or replace header sprayers and drift eliminators Check and tighten electrical connections, check safeties Check for water and apparent refrigerant leaks Check operating temperatures/pressures Check drain and overflow lines, operate drain valves Check for unusual noise and vibration Clean area around equipment Change belts one time per year and as needed Drain tower, clean strainer, check make-up water float operation/level, replace/clean as needed Check pumps and seals for operation and leaks. Replace as needed Inspect fan operation and bearings, grease fan bearings Complete all required maintenance checklists. Report findings to CO POC. 2. Operational Inspections to include, but are not limited to: Check with CO POC for operational deficiencies Check condenser Check pressures Inspect door(s) for proper seal, adjust as needed Check coil(s) Check electrical connections Check operating temperatures Check for unusual noise and vibration Clean area around equipment Check make-up water float for proper operation Complete all required maintenance checklists. Report findings to CO POC. C. Air-Cooled Condenser Inspections I. Comprehensive Inspection and Condenser Cleaning to include, but is not limited to: Check with appropriate customer representative for operational deficiencies Inspect enclosure(s) Clean coil(s) chemically, remove all dirt and debris from coil Check and tighten electrical connections Check safeties (high and low pressure), check condenser fan operation and lubricate motor if applicable Check for apparent refrigerant leaks, operate service valves, check for leaks at valves Check operating temperatures Check pump down solenoid, pump down control and valve operation and check for proper refrigerant level Inspect defrost systems for proper operation, manually operate defrost, if applicable Check for unusual noise and vibration Clean area around equipment, clean area if needed Complete any required maintenance checklists, report observations to appropriate VA representative 2. Operational Inspection to include, but is not limited to: Check with appropriate customer representative for operational deficiencies Inspect enclosure(s) Inspect coil(s) remove all debris from coil Inspect electrical connections, tighten as necessary Check safeties, check condenser fan operation Check for apparent refrigerant leaks Check operating temperatures Check sight glass for proper refrigerant level Inspect defrost systems for proper operation, manually operate defrost, if applicable Check for unusual noise and vibration Clean area around equipment, clean area if needed Complete any required maintenance checklists, report observations to appropriate VA representative D. Morgue Refrigeration System Inspections 1. Comprehensive Inspection. Inspection to include, but is not limited to: Check with Contracting Officer s Point of Contact (CO POC) for operational deficiencies. Inspect door(s) and gaskets, hinges, handles and automatic door closures. Clean evaporator coil(s), check TXV(s) and evaporator pressure. Check and tighten electrical connections. Check safeties. Check for apparent leaks. Check operating temperatures. Check drain-lines and heaters. Inspect defrost systems for proper operation (If applicable, manually operate defrost). Check for unusual noise and vibration. Check compressors for proper operation. Inspect refrigerant receivers for refrigerant level, operate sight glass valves. Inspect oil separators (4 ea.) and floats, change separator filters; change in-line oil return filters (4 ea.). Complete all required maintenance checklists. Report findings to CO POC. 2. Operational Inspections. Inspections to include, but are not limited to: Check with CO POC for operational deficiencies. Check condenser. Inspect door(s) and gaskets, hinges, handles and automatic door closures Check coil(s). Check electrical connections. Check operating temperatures and pressures Inspect defrost systems for proper operation (If applicable, manually operate defrost). Check drain-lines and heaters. Check for unusual noise and vibration. Clean area around equipment. Inspect refrigerant receivers for refrigerant level, operate sight glass valves Complete all required maintenance checklists. Report findings to CO POC. Note: The VA Control and Refrigeration shops reserve the right to change the configuration of the control system and sequence of operation, plus upgrade it to DDC for more efficient control at any time during the agreement period. If upgraded, the VA agrees to share knowledge of new control and sequence of operation with current maintenance contractor. The VA will be responsible for the DDC controls until next maintenance agreement period. V. PERFORMANCE A. Any on-site services will be scheduled with a contact person as assigned by the Contracting Officer s Representative (COR), Point of Contact (POC) or designee for performance on site. Before doing any work, the service representative will report to Facilities Management Service Line to notify the COR of their scheduled visit. The Facilities Management Service Line point of contact is as follows: Thomas Underwood Phone: +1 (555) 000-0000, x1-5569 Email: contact@example.gov B. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. C. Normal duty hours are 8:00 a.m. through 5:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with Facilities Management Service Line is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio. D. At the completion of the service call, the service representative will submit a complete service report IAW section IX. VI. RESPONSE TO EMERGENT SERVICE REQUESTS A. The contractor must respond to 24/7 emergent service requests in the following manner: 1. A qualified service representative adequately equipped with tools, test instruments, and repair parts will arrive at the SAVAHCS within two hours from notification of system trouble. 2. The competent service representative will be prepared to begin work immediately to resolve the complaint as expressed by the COR, POC, or designee when service is requested. Work needed to resolve the complaint will continue without interruption until the problem is resolved. 3. The service representative will come equipped with all the service/technical manuals needed to perform the work. 4. The service representative may contact VA staff by phone before arrival at the SAVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by the Facilities Management Service Line. 5. All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. Such statements will be documented on the service report. B. The designated response time for Non Emergent Service is within 24 hours from the time of request for service. - If repeated requests are made before the arrival of contractor s service personnel, the first request will determine the required time of arrival. VII. REMOVAL OF EQUIPMENT A. Whenever possible, all services will be performed at the SAVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor. B. VA property may not be removed from the Medical Facility prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property. C. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment. VIII. GOVERNMENT REPAIRS Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment. IX. DOCUMENTATION Service reports will be provided for all service activities including preventive maintenance, emergency repair, and safety inspections. Service reports must contain the following information: Date(s) and time-period of service. Complete description of equipment being serviced including model and serial number. Complete description of services being performed including upgrades, updates, and repairs made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor hours, total overtime/premium hours, and total travel hours expended for the repair. X. GUARANTEE The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days XI. GENERAL INFORMATION A. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance in this contract. 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 will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modification in writing from the Contracting Officer to the Contactor. ` B. Invoices are to be submitted electronically upon completion of services performed. Electronic invoices can be submitted at http://www.tungsten-network.com/us/en/veterans-affairs/. Invoices must include the IFCAP obligation number (Finance Purchase Order Number) that is provided on the contract in order to ensure timely payment. The COR is responsible for acceptance of services and processing of receiving reports for the services provided to the government C. Period of Performance: The period of performance shall be for one (1) Base Year, and four (4) 12-month option years. The Period of Performance reads as follow: Base Year: October 1, 2022 to September 30, 2023 Option Year 1: October 1, 2023 to September 30, 2024 Option Year 2: October 1, 2024 to September 30, 2025 Option Year 3: October 1, 2025 to September 30, 2026 Option Year 4: October 1, 2026 to September 30, 2027 D. Recognized Holidays: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day E. Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc. F. Smoking and Vaping Policies: Smoking and vaping are prohibited on Government property. G. Safety and PPE Equipment shall be provided for each Contractor employee by the Contractor. XII. SITE VISIT We request a site visit on date at time, Building #, Room # with Mr. Thomas Underwood at the Southern VA Healthcare System main campus, 3601 S. 6th Avenue, Tucson, AZ 85723, with all prospective vendors responding to this solicitation to view the requirements at the facility. Please RSVP by calling or emailing Mr. Underwood at: Phone: +1 (555) 000-0000, x1-5569 Email: contact@example.gov XIII. INFORMATION SECURITY In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, the C&A requirements do not apply to this requirement, and Security Accreditation Package is not required. Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811310. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors must submit information by e-mail to contact@example.gov. All information submissions should be received no later than 3:30 pm Arizona Time on May 27, 2022. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.