J045--MC |BOILER MAINT SERVICES| BASE +4|EKH (VA-26-00018461) 589-26-1-3029-0013

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT
DISCLAIMER
1. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
2. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).
SOURCES SOUGHT DESCRIPTION Inspection, Safety Device Testing and Calibration of the Boiler Plant Burners, Controls, Instruments, and Data Management to be completed at the:
Leavenworth Ks. Dwight D. Eisenhower (DDE) Veterans Affairs Medical Center (VAMC) BOILER PLANT (BLDG 39)
Background: This contract is issued to ensure the continuous reliability of the boiler system identified in the statement of work. Malfunctioning burners or controls can cause catastrophic events resulting in injuries and death and massive property damage. Inaccurate or inadequate data management and monitoring systems can fail to warn of unsafe or inefficient performance. Regular inspections, testing and calibration are an essential part of a program to address these concerns. Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. Work at the VA Medical Center shall not take place on Federal holidays or weekends unless directed by the COR, Alternate COR (Alt COR) or the CO. Type of Contract: Firm-Fixed-Price. Extension of Contract. This contract may be extended for up to four (4) one (1) year option periods at the option of the VA in accordance with FAR 52.217 9, Option to Extend the Term of the Contract. Notice of an extension must be served in writing by the VA prior to the scheduled expiration date. An extension may be exercised subject to the continued acceptable performance and responsibility of the Contractor, the continued requirement for services, and the availability of funds.
3. EQUIPMENT TO BE SERVICED: Each of the following items is to be serviced in accordance with the specifications, terms, and conditions of this contract
BOILER DESCRIPTION Boiler # 1 Manufacturer Cleaver Brooks Model and Capacity CBLE-4W-200-700-200ST Serial #: National Board # T9746-1-2 Typical Operating Pressure 115 psi Design Pressure 200 psi Date of Manufacture 2024 BOILER CONTROL DESCRIPTION Manufacturer Fireye / Hawk Model BL510 / 4000 Date of Manufacture 2024 BURNER DESCRIPTION Manufacturer Cleaver Brooks Model # Integral Fuels Nat Gas / Fuel Oil #2 Date of Manufacture 2024
BOILER DESCRIPTION Boiler # 2 Manufacturer Cleaver Brooks Model and Capacity CBLE-4W-200-700-200ST Serial #: National Board # T9746-1-3 Typical Operating Pressure 115 psi Design Pressure 200 psi Date of Manufacture 2024 BOILER CONTROL DESCRIPTION Manufacturer Fireye / Hawk Model BL510 / 4000 Date of Manufacture 2024 BURNER DESCRIPTION Manufacturer Cleaver Brooks Model # Integral Fuels Nat Gas / Fuel Oil #2 Date of Manufacture 2024
BOILER DESCRIPTION Boiler # 3 Manufacturer Cleaver Brooks Model and Capacity CBLE-4W-200-700-200ST Serial #: National Board # T9746-1-1 Typical Operating Pressure 115 psi Design Pressure 200 psi Date of Manufacture 2024 BOILER CONTROL DESCRIPTION Manufacturer Fireye / Hawk Model BL510 / 4000 Date of Manufacture 2024 BURNER DESCRIPTION Manufacturer Cleaver Brooks Model # Integral Fuels Nat Gas / #2 Fuel Oil Date of Manufacture 2024
DEAERATOR Industrial Steam Model 15ST5/M Serial Number 25497A Date of Manufacture - 2024
CONDENSATE TANK Industrial Steam Model 18ST/M Serial Number 25497B Date of Manufacture - 2024
4. SERVICES TO BE PROVIDED: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, any and all incidentals to complete on-site full service planned maintenance and repair of the equipment and the accessories attached to the boiler system including the accessories as identified in section (2) above, in accordance with design specifications and the specifications, terms, and conditions of this contract. The Contractor shall do tests every 6 months and do internal on the boilers once per year. All Safety Devices that FAIL shall be brought into full compliance and operation at the contractor s expense by the end of every inspection, unless the safety device is listed as non-operational by the monthly safety device testing performed by VA and an ILSM is in place.

(a) Scheduled Maintenance: The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in this SOW and section (b) - LIST OF ITEMS TO BE MAINTAINED, performs in accordance with section (g) (2) Conformance Standards. The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. This documentation shall be provided to the COR at the completion of the PM. PM services shall include but are not limited to inspecting and calibrating the hard copy image device. (b) Unscheduled Maintenance (Emergency Repair Service): a. Contractor will be required to provide unlimited full-service coverage on the equipment listed. Coverage includes all installation, noted issues, calibration, labor, and travel necessary to bring the listed equipment to manufacture operating (Current version of VHA Directive 1810) specifications. b. Only the CO, COR, or designated alternate has the authority to approve/request an unscheduled service call to the Contractor. c. Response time - Contractor s FSE or Technical Support shall respond with a phone call to the COR or designee within one (1) hour after receipt of telephoned notification. A qualified technician must respond on-site a maximum of eight business (8) hours after of the initial request for service, unless specified otherwise by the COR or Alternate COR. d. The cost of Unscheduled emergency service calls is to be covered at the contractor s expense. e. Technicians responding for unscheduled emergency service must report to the Utility Systems Supervisor, M&O Supervisor, COR, or designee (after hours). Upon completion of service/repair the technician shall again report to that person. (c) System uptime: The VA requires all listed equipment to meet a minimum 95% uptime for the period of performance on a 24-hour basis. (d) Parts: The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall furnish all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use only new Original Equipment Manufacturer (OEM) or OEM approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO, COR, or AltCOR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR or AltCOR. (e) Service Manuals/Tools/Equipment: a. The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. b. The Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. c. Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format. (f) Removal of equipment to contractor s repair facility: Approval of the CO must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repairperson or equipment to or from the Contractors facility. The Contractor will be responsible for all damage or loss of equipment. A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed and made fully operational by the contractor without additional cost.
5. CONDITION OF EQUIPMENT. All equipment has been under original manufacture s maintenance and repair agreement since installation. The Contractor will be provided an opportunity to visit the VA Medical Centers, examine the equipment, and note in writing to the CO any condition which may affect the Contractors performance of this contract. Except for any conditions so noted the Contractor accepts responsibility for the equipment described in section (c) in as is condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.
6. TECHNICIAN QUALIFICATIONS. (a) Technicians shall have completed at least a one-year trade school and have five years successful experience in this field. The experience shall be largely with institutional and industrial boiler plants similar in design to the VAMC plant. The VAMC facility manager/engineer may define and accept equivalent qualifications. Project manager shall be OSHA 30 certified. All other employees shall be OSHA 10 certified. Technicians shall have Fireye/Nexus factory certification as well as Cleaver Brooks training Certification, provide proof of certification at time of bid. (b) Technicians shall demonstrate familiarity with and have ready access to the current versions of the following references: - NFPA 85, Boiler and Combustion Systems Hazards Code. - VHA Boiler Plant Safety Device Testing Manual. - VA Directive 1810 (c) Technicians shall be equipped with portable electronic flue gas analyzers and other test instruments necessary for the required tests and calibrations, all calibrated within one month of the site visits. Technicians shall be familiar with programmable digital controls and have the capability to program, to include hardware and software requirements.

7. INSPECTION, TESTING AND CALIBRATION REQUIREMENTS.
Within 180 days from the contract being signed by the contractor for acceptance), a Site-Specific Safety Device Testing Manual shall be created by the contractor to meet all VHA requirements. The Site-specific testing procedures will follow the format of the current VHA Boiler and Associated Plant Safety Device Testing Manual. The Site-Specific Plan must be approved, in writing, by a VHA/VACO, HEFP Compliance Engineer before it will be accepted. Contractor shall provide all tools and labor necessary to perform inspection, tuning, testing, calibrating, and adjustments of burners, and boiler plant controls, and designing the Site-Specific Plan. The Site-Specific testing procedures manual is only to be included in the first year of this contract. (a) Technicians shall provide all tools and labor necessary to perform inspection, tuning, testing, calibrating, and adjustments of burners, and boiler plant controls as specified below. This shall be done every six months in accordance with a schedule provided by the VAMC. VAMC may extend the schedule for burners in limited service. (b) Instrumentation, monitoring, and data management systems as listed in sections 3.F 3. J of this SOW shall be calibrated every six months. (c) Provide at least two week s notice to the Contracting Officer s Representative (COR) prior to performing the work. Work cannot be scheduled during heavy steam load periods. Only one boiler at a time can be out of service for the inspection, testing, and calibration procedures. Work must be conducted when the COR or designee is available on site to monitor the work. (d) VAMC will have the boilers that are to be serviced prepared for the technicians upon their scheduled arrival. This includes having the boilers clean of soot and loose scale; fully warmed and at normal steam pressure, burner, and fuel train pressure gages and thermometers calibrated, fuel meters in accurate operation (pressure/temperature correction factors provided, if applicable); boiler steam flow, stack temperature, and flue gas oxygen instruments operating. Similar advance preparations will be made to the feedwater deaerator when it is scheduled for internal inspection.
(e) VAMC will comply with other requirements of the service technician that are considered reasonable by VAMC and have been presented in writing at least two weeks prior to the scheduled testing. (f) The inspections, testing, and calibrations shall comply with: a. The recommendations and requirements of the most current edition of VHA Boiler Plant Safety Devices Testing Manual. b. The written recommendations of the equipment manufacturers c. The requirements and recommendations of NFPA 85 Boiler and Combustion Systems Hazards Code including applicable appendices. d. Burner performance requirements in this document (g) A summary of the work is as follows: a. Review boiler plant log sheets, alarm reports, and trouble reports. b. Review records that show combustion performance (flue gas oxygen and carbon monoxide). c. Perform overall visual inspection of systems. Verify that systems comply with referenced codes and VAMC requirements stated in this contract. d. Test and record the operation and set points of all burner/boiler safety interlock devices. Refer to list below. Verify that the set points and operating points are within approximately 20% of normal operating parameters. Make adjustments as necessary and record the new settings. The operation of a device must result in burner shutdown and/or proper alarm operation. e. Operate burner(s) on each fuel from low fire to high fire and back to low fire in at least six increments and record combustion performance (flue gas oxygen, carbon monoxide, NOx where applicable), fuel train pressures, atomizing train pressures, burner pressures, stack temperatures, boiler steam output. f. Compare the combustion performance data with VAHCS requirements (see below) and previous readings. If necessary, make adjustments to the fuel flow and combustion air controllers, control valves, and dampers to obtain the required performance. Record the new performance data. g. Verify accuracy of instrumentation listed below. Verify that all devices are properly selected for the application in terms of type, size, set point range, performance, code approval. Calibrate all instruments that are not within manufacturer s specifications for accuracy. h. Immediately inform COR of any recommended repairs or modifications. i. All of interlocks and safety devices to be inspected and tested on each boiler/burner/equipment are contained in the VHA Boiler Plant Safety Devices Testing Manual, 3rd Edition, along with Testing procedures. (i) Condensate Storage Tank High Water Alarm (j) Feedwater deaerator and condensate storage tank water level controllers including overflow.
a. Required burner performance (natural gas and fuel oil): 1) Turndown (ratio of maximum and minimum firing rates): 10/1 8/1 5/1 4/1 (Refer to original burner specification). 2) Achieve, but do not exceed, boiler maximum steam flow output rating. Measure fuel input at minimum and maximum firing rates. 3) Maximum carbon monoxide: 200 parts per million (ppm). 4) Maximum NOx: (Refer to original burner specification). 5) Flue gas oxygen: 2.5 4.2% (Up to 5.2% at loads below 40% of maximum steam output; no upper limit at minimum firing rate; oxygen can be one percentage point higher on oil firing on single-point positioning systems). 6) Flue gas oxygen (low excess air burners): 1.0 2.0% (Up to 2.5% at loads below 40% of maximum steam output; no upper limit at minimum firing rate; oxygen can be one percentage point higher on oil firing on single point positioning systems). 7) No visible smoke, except on heavy oil fuel maximum opacity is 20%. Comply with local emissions regulations. 8) Flames shall be stable with no pulsations, shall be retained near burner, no blowoff or flashbacks, no constant flame impingement on refractory or waterwalls. b. List of instrumentation and controls to be inspected and calibrated: 1) Steam flow transmitters (all). 2) Steam flow recorders/computer readout. 3) Flue gas oxygen sampling, analyzing and recorder/computer readout. 4) Boiler and economizer stack temperature transmitters and recorder/computer readout. 5) Master steam pressure and combustion controllers. 6) Boiler outlet draft controllers. 7) Boiler water level controllers. 8) Feedwater deaerator and condensate storage tank water level controllers including overflow. 9) All pressure and temperature sensors and transmitters. 10) All signal processing and readout devices. 11) Perform Vibration Analysis on the blower motor and connecting devices located on each boiler. Include the Baseline readings and compare with the previous reading at each inspection and advise COR of any changes.
c. GENERAL REQUIREMENTS. (a) Defects in equipment: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. (b) Conformance standards: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards; including but not limited to NFPA-99, UL, NEC, LSC, OSHA, VA, CDRH, Joint Commission (JC), etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. (c) Hours of Coverage: The contractor will provide all required services within the normal business hours (8:00 AM to 5:00 PM (CST) M-F). (d) Federal holidays observed by the VA Medical Center: New Year s Day Labor Day, Martin Luther King Day, Columbus Day, President s Day Veteran s Day, Memorial Day Thanksgiving Day, Juneteenth, Independence Day, Christmas Day, and any other day specifically designated by the President of the United States. (e) Documentation/Reports: Hard copy of the service report is preferred on the day work is performed. This report may be delivered to the Utility Systems Supervisor before the FSE leaves the station or via email to Timothy.middleton@va.gov. If the service was completed after regular duty hours, the FSE will leave the report with Boiler House personnel. However, no later than three (3) business days after the conclusion of any maintenance or repair the Contractor will provide to the COR or AltCOR a signed detailed service/inspection (electronic copy preferred) report listing all devices, all repairs for each device, parts used to maintain or repair the devices, and operating efficiency of the devices. The service/inspection report shall contain, at a minimum, the following information: a. Date and time of the technician s arrival on station. b. Type, model, and serial number(s) of all equipment on which maintenance was performed. c. Total time spent performing maintenance (exclusive of any travel time). d. Detailed narrative description of work performed. Provide complete written report of the inspection fully describing all tests performed, all findings, and all recommendations. The report shall have two sections, the first section will be in a table format with four columns: i. The first column labeled FUNCTION did the device pass or fail. ii. The second column labeled DEVICE list the device number and description in a paragraph/bulleted format and list each device individual in accordance to the VHA Boiler Plant Safety Devices Testing Manual, 8th Edition. This section must reference the correct Master Specification and Standard Detail for that device. iii. The third column labeled DEFICIENCIES-RECOMMENDATIONS . iv. The fourth column labeled CORRECTIVE ACTIONS list any corrective actions taken during the inspection. e. Complete list of parts replaced. f. Comments as to the cause of the malfunction when applicable. g. Date and time the repair/preventive maintenance was completed. (f) Competency of contractor personnel: The Contractor must have all necessary specialized tools and testing equipment required to maintain and repair the devices and the accessories covered under this SOW. (g) Exposure to blood borne or infectious material: There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All Contractor personnel must use the Universal Precautions (i.e. Decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures. (h) Test equipment: The Contractor shall provide the COR or Alt-COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard. (i) Identification, parking, smoking and VA regulations: a. Contractor s personnel shall always wear visible identification while on the premises of the VA. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. b. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. c. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court. d. Smoking is prohibited inside all VA buildings. e. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. d. DEFINITIONS/ACRONYMS. 1. CO Contracting Officer, Network Contracting Office (NCO) 15. 2. COR Contracting Officer s Representative appointed under the contract. 3. ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract. 4. FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises. 5. OEM Original Equipment Manufacturer. 6. OSHA Occupational Safety and Health Administration. 7. PM - Preventive Maintenance Inspection. 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. e. FACILITY SECURITY REQUIREMENTS. 1. Upon arrival at the VA Medical Center all Contractor personnel shall be required to report to the Facilities Management office, or Utility System Supervisor before work is begun on the premises of the VA Medical Center. This check-in process is mandatory. When the service is completed, the personnel shall be required to check out with Facilities Management, or Utility Systems Supervisor. f. IT SECURITY REQUIREMENTS. 1. Contract Security: The C&A requirements do not apply, and a Security Accreditation Package is not required.
8. This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310 . Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
9. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: This contract is issued to ensure the continuous reliability of the boiler system identified in the statement of work. Malfunctioning burners or controls can cause catastrophic events resulting in injuries and death and massive property damage. Inaccurate or inadequate data management and monitoring systems can fail to warn of unsafe or inefficient performance. Regular inspections, testing and calibration are an essential part of a program to address these concerns.
10. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the requirement. If you are interested, and are capable of providing the sought out services, please provide the requested information as well as the information indicated below . Failure to respond to all questions in this sources sought will determine the interested party as non-responsive which may affect a set-aside decision for a resulting solicitation. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:
a. Please provide your UEI number.
b. Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
c. Is your company considered small under the NAICS code identified under this RFI?
d. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?
e. If you re an SDVOSB, VOSB or small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
f. If you are identified as a SDVOSB/VOSB or SB, Identify how you intend to meet the requirements found in the limitations on subcontracting FAR or VAAR clauses. (providing 51% of the work outlined in section 4 above)

g. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number(s).
h. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described above.
6. Responses to this notice shall be submitted via email to george.johnson9@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday November 20th 2024 at 8:00 am CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.