S--Boiler Safety Testing and Training

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA259-16-Q-0539 and is hereby issued as a Request for Quote (RFQ). The VISN 19 Rocky Mountain Acquisition Center, NCO 19, 4100 E Mississippi Ave., Suite 900, Glendale, Colorado 80246, on behalf of the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY, 82801, has a requirement for the following services: A base period and four 1-year possible options for Boiler Testing & Training Services at the Sheridan VA Medical Center. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-89 effective July 25, 2016. The North American Industry Classification System (NAICS) code is 541350-Building Inspection Services, with a small business size standard of $7.5 million. This procurement will be a 100% Small-Business set-aside, with priority going to Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB). The Government intends to issue a firm fixed price contract to the lowest priced, technically acceptable (LPTA) offeror. Only technically acceptable quotes will be considered. The Government intends to evaluate quotes and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items. To receive credit as an SDVOSB or VOSB, a firm must be registered in VetBiz.gov Vendor Information Pages (http://www.VetBiz.gov). All vendors, regardless of size, must have a current registration in the System for Award Management (SAM) www.SAM.gov Provide a price quote for each of the following CLINS and total price (fill in the blanks). PRICING FOR: CLINS Description QTY Unit Unit Cost Total Cost 0001 Base Year 30 Sep 2016 to 29 Sep 2017 Provide boiler testing & training services in accordance with the Statement of Work 1 Year $ $ 1001 Option Year 1 30 Sep 2017 to 29 Sep 2018 Provide boiler testing & training services in accordance with the Statement of Work 1 Year $ $ 2001 Option Year 2 30 Sep 2018 to 29 Sep 2019 Provide boiler testing & training services in accordance with the Statement of Work 1 Year $ $ 3001 Option Year 3 30 Sep 2019 to 29 Sep 2020 Provide boiler testing & training services in accordance with the Statement of Work 1 Year $ $ 4001 Option Year 4 30 Sep 2020 to 29 Sep 2021 Provide boiler testing & training services in accordance with the Statement of Work 1 Year $ $ Total of Base Year and All Option Years 5 Year $ Sheridan VAMC - Statement of Work (SOW) Boiler Testing & Training 1. Title of Project: Building 90 Boiler Safety Device Testing and Training A. SCOPE: The successful offeror shall be a firm specializing in boiler plant engineering safety, efficiency, operations, and be able to demonstrate qualifications as evidenced by licensed Mechanical Engineering staff with work in boiler systems, experience, education, qualifications, licensures, and competence in the following areas as evidenced by publications, references, and other applicable credentials: " Teaching and training on boiler plant equipment (Boilers size of 10,000 Lbs. of steam per hour or larger) and systems to plant personnel. " Troubleshooting and analyzing problems related to boiler plant systems (Boilers size of 10,000 Lbs. of steam per hour or larger). " Auditing and reporting on boiler plant equipment and safety. " At least one of the on-site personnel shall have a Bachelor of Science (BS) degree in Engineering, and 3 years of boiler experience in the field. The contractor shall be able to: " Perform Statistical Analysis on the site specific data for annual reports to determine what areas of improvement are needed. " Show successful experience in Safety Device Testing with at least a 3 year history " Show proof of Professional Engineers License (P.E.) " Show how they can meet and understand the VA Safety device testing criteria. B. TASKS AND ASSOCIATED DELIVERABLES: 1. Detailed Boiler Plant Program Review a. Consultant shall review the Sheridan, Wyoming Medical Center site each year of the contract. b. The following tasks shall be addressed: i. The purpose of these evaluations is to assess the Boiler Plant Operations Program. The contractor shall speak with the Chief Engineer, Supervisory Engineer for Maintenance and Grounds, and the Boiler Plant Supervisor in order to verify the below information. To the extent possible, hard copy data should be supplied as supporting documentation. This shall include an Opening Conference and Exit Briefing with the Chief Engineer, Supervisory Engineer for Maintenance and Grounds, and the Boiler Plant Supervisor. ii. Management Reports: Detail Boiler Program Review - The contractor shall provide the VA with a site specific report which shall include items reviewed analysis of status, any conclusion/recommendations for improvement, action items, successes, challenges, etc. for each site. See Site Specific Report in Attachments Section D 2. Boiler Plant Safety Device Training a. Contractor shall perform Boiler training sessions at the Sheridan VA facility. Training shall consist of two identical, but separate, 4 hour sessions in one day. One shall be during the day shift, and one shall be during the evening shift. The training will be for the site VA Boiler operators and supervisor. In the training session, the consultant will demonstrate how to test the safety devices using the VHA Boiler Plant Safety Device Testing Manual - Current Edition. The contractor shall review the process to develop a site specific testing procedure document and also explain how to set up the plant equipment for convenient and safe testing of the safety devices and how to properly use test equipment. Training on proper methods to test safety devices will be conducted. The objective is for plant personnel to actively participate in the testing while being "taught/coached" by the contractor and test identified in item c. below. The next priority will be given to training on those safety devices requested by the supervision/plant personnel and then as many other safety devices as time permits. b. Contractor shall review the current Boiler Plant Directive with the attendees and supervisor of the Boiler Plant during each training session. c. The following Safety Devices shall be tested during this training: i. Low fire proving switch(s) ii. Low water levels (all) iii. High steam pressure switches (all) iv. Lift the safety valves v. Purge air proving switch vi. Combustion air proving switch vii. Proof of closure switches viii. High and low gas pressure switches ix. Low O2 x. Test the flame scanner for all failures - times, seeing spark, early spark termination, etc. d. The boiler plant shall be assessed by the contractor in the following areas (the contractor may suggest other assessments to be used in addition to the below): i. Status report of Safety Devices (pass/fail) tested above as compared to the documentation of the testing provided by the facility. ii. Check status past records for Safety Devices Testing per the latest version of the Directive. iii. Review of site training program and records. iv. BP Supervisor engagement in safety device testing, willingness to learn and participation at training session v. Facility knowledge of the proper safety device testing methods and understanding of the site specific requirements. vi. Ability to test the safety devices correctly vii. Plant equipment being set up for proper device testing viii. Proper test equipment is available and documented calibration data on record. ix. Ability/knowledge to use the testing equipment x. Boiler Plant overall score as related to Boiler Plant Safety Device testing. xi. Whether the Safety Device Testing can be performed safety in-house. xii. The above questions should be graded as follows: i. 5- Excellent/Good, progressing in the correct manner and has or will meet the VA goals if they continue in this manner. ii. 3- Fair, progressing in the correct manner, but more is needed in this area to meet VA goals in a timely manner iii. 1- Poor, progress is not going well and at this pace will not accomplish VA goals in a timely manner iv. The contractor shall track the above 9 questions via an excel spreadsheet and provide a summary report. e. Contractor shall evaluate the site specific testing procedures. If they have not been developed the contractor shall coach the site on their development. f. Contractor shall provide training material and test equipment sufficient to accomplish the work. Examples of test equipment include: combustion analyzer for oxygen and carbon monoxide test gas, and electrical multi-meter for continuity and voltage. Typical and usual audiovisual equipment may be requested in advance from the VAMC, if needed. g. Combustion tests shall be performed on three boilers on at least three load points from low fire to high fire. h. Complete water chemistry tests shall be performed on water in three boilers, including condensate return and on soft water. i. An overview of the plant arrangement shall be conducted regarding access to valves and equipment, the existence of valved piping bypasses of equipment such as the feed water deaerator, for emergencies, normal repairs, and inspections. j. Each day of the site visit shall begin with a 30 minute meeting with the VAMC staff to discuss the objectives and methods of the training. k. Contractor shall briefly interview plant supervision, operators, and involved maintenance personnel to evaluate their knowledge, skills, education, and experience. l. A final meeting on-site with plant personnel shall be conducted to discuss findings and recommendations, and to respond to questions. Allow up to one (1) hour for this activity. m. An exit meeting shall be conducted providing an oral report to VAMC management to discuss findings and recommendations. Allow 1 hour for this activity. n. After the first training session the contractor shall provide up to 1 hours of telephone and/or email time to answer questions from each of the sites trained. o. Site Specific Written Report - shall be prepared for the site addressing the above items that were assessed and delivered by email to the Sheridan VA officials and/or designees within 30 days of completion of the site visit. The contractor's report shall provide the VA with a site specific review of the items investigated, the deficiencies found, any conclusion/recommendations, action items, successes, challenges, complete with pictures and backup documentation etc. based upon the above evaluation items and onsite training sessions. 3. Safety Device Testing - Contractor shall include a firm fixed price for each contract year to conduct Safety Device testing. Testing shall be onsite for 2.5 days. Testing shall include all Safety Device on three boilers and the plant safeties. Testing shall include all Boiler Safety Devices and be tested in accordance with the VA Safety Device Testing Manual Version 3/or current version. The Contractor shall provide a report similar to the attached document located in Section D: a. After the first testing session the contractor will provide up to 1 hours of telephone and/or email time to answer questions. 4. Update Station Safety Device Testing Manual - Contractor shall modify and update the station procedures, as required, to include the following: a. Mandated 3rd party verification of safety device testing annually for both the coal fired boilers, and the gas fired boilers. b. VA' s updated testing procedures for boiler stack oxygen levels c. Testing the low fire proving switch on a parallel positioning system d. Update other exiting procedures as necessary 5. Train Boiler Plant Supervisor and Operators on VA Competency Plans, and the VA Supervisory Guide to Managing Boiler Plants: a. Train boiler plant operators as required to be deemed as competent in regular safety device testing, which is signed-off by Boiler Plant Supervisor and Chief Engineer/Facility Manager. b. Provide employees and new employees training as required in item number 1 above, with sign off by Boiler Plant Supervisor and Chief Engineer/Facility Manager. c. Provide the Boiler Plant Supervisor a document in the management of the boiler plant as required by the latest VHA Directive. This will be used by Boiler Plant. C. GENERAL INFORMATION: 1. Requests for contract changes or modifications will be made to the VA Contracting Officer through the designated Contracting Officer Representative (COR) or Point of Contact (POC). 2. The contractor will immediately contact the Sheridan VA staff or designated officials concerning any high risk safety issues for the Medical Center Boiler Plant Operations. Contractor shall also contact the designated COR/POC with any problems related to performing the requirements of this contract. Invoices for on-site sessions will be authorized for payment by the CO once audit/training reports are received/approved by the designated official/COR/POC. Reports shall be received within 2 weeks. Any critical issues shall be emailed with confirmation of read to COR/POC. The contractor shall follow latest versions of NFPA 70, 70E and 85. http://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards?mode=code&code=70 http://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards?mode=code&code=70e http://catalog.nfpa.org/NFPA-85-Boiler-and-Combustion-Systems-Hazards-Code-2015-Edition-P1208.aspx When performing work on "Live" electrical equipment or systems, the following minimum Personal Protective Equipment (PPE) shall be worn: " Long Sleeve Shirt - Natural fiber or arch rated (When Live Electrical Work) " Pants - Natural fiber or arch rated " Eye Protection - Goggles or Safety Glasses " Hearing Protection - When required by 70E or noise level (db) E. PERFORMANCE PERIOD: Work shall take place within four weeks of contract award date. Period of performance shall be no longer than five weeks. Work for option years 1-4 shall be determined prior to each option year beginning it's period of performance and shall be agreed upon by the contractor and the VA. F. GOVERNMENT RESPONSIBILITIES " Access to boilers, VA will ensure boilers are operational, and non-operational as required. Contractor shall remove and reassemble items as required for testing procedures. " Safety of boiler shutdown including lock out and tag out procedures. GOVERNMENT PRIMARY POINTS OF CONTACT (POC's): Submit offers or any questions to the primary POC Ian Boettcher contact@example.gov DEADLINES: Submit questions and quotes to the primary POC. All questions or requests for information must be submitted by email no later than September 12, 2016 @ 4:00 P.M. MST. All quotes must be submitted by email no later than September 23, 2016 @ 4:00 P.M. MST. OTHER PERTINENT SUBMISSION INFORMATION: The proposal must list the Company name, address, DUNS number, and point of contact to include phone number and email address. If you need to obtain or renew a DUNS number or CAGE code, please visit www.SAM.gov. In order to be eligible for the award, contractors must be registered in SAM. Please send Quote to: contact@example.gov Department of Labor Wage Determination No. 2015-5423, Revision No. 2, dated December 29, 2015 is incorporated into this contract. PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://acquisition.gov/far/ & http://www.va.gov/OAL/library/vaar/index.asp ): The provision at 52.212-1 Instructions to offerors- Commercial applies to this acquisition with following addendum: The following FAR provisions apply to this solicitation and are incorporated in full text: 52.216-1 TYPE OF CONTRACT (APR 1984) The Government contemplates award of a Firm-Fixed-Price contract resulting from this solicitation. (End of Provision) The following FAR / VAAR provisions apply to this solicitation and are incorporated by reference: 52.232-38 SUBMISSION OF ELECTRONIC FUNDS TRANSFER INFORMATION WITH OFFER (JUL 2013) VAAR 852.273-70 LATE OFFERS (JAN 2003) VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003) 52.212-2 Evaluation-Commercial Items (OCT 2014) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer is the lowest-priced, technically acceptable offer. The following factors shall be used to determine if offers are technically acceptable or not: EVALUATION FACTORS FOR AWARD: To be declared technically acceptable, an offeror must: - Submit a written proposal describing their plan to meet all the requirements required by the SOW. - Submit their best and final pricing, filling in ALL blanks in the CLINs structure on pages 2-3. - Be currently registered in the System for Award Management (SAM) (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Offeror to include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items, Offerors not already registered in SAM must submit a completed copy of this provision with its proposal for the proposal to be considered. See https://orca.bpn.gov/ for online submittal); The clause at 52.212-4, Contract Terms and Conditions--Commercial Items; applies to this acquisition with following addendum: The following FAR clauses apply to this solicitation and are incorporated in full text: 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of Clause) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. (End of Clause) 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this contract beyond September 30 of ANY fiscal year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 of ANY fiscal year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) CL-120 SUPPLEMENTAL INSURANCE REQUIREMENTS In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000.00 per occurrences. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. (End of Clause) LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes FAR 52.219-14 Limitations on Subcontracting. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of Clause) The following FAR clauses apply to this solicitation and are incorporated by reference: 52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997), 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS (DEC 2013), 52.237-3 CONTINUITY OF SERVICES (JAN 1991) The following VA Acquisition Regulation (VAAR) clause applies and is incorporated in full text: VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor (End of Clause) 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (Nov 2012) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Designated agency office has the meaning given in 5 CFR 1315.2(m). (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests. (4) Invoice payment has the meaning given in FAR 32.001. (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following: (1) VA's Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats. (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for: (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. . VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Colorado. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) (End of Addendum to 52.212-4) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items applies to this acquisition, the following clauses apply: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2015), 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013), 52.219-14, Limitations on Subcontracting (NOV 2011), 52.219-28, Post Award Small Business Program Representation (Jul 2013), 52.222-3, Convict Labor (June 2003), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007), 52.222-35, Equal Opportunity for Veterans (SEP 2010), 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010), 52.222-37, Employment Reports on Veterans (SEP 2010), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011), ) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008), 52.232-34, Payment by Electronic Funds Transfer--Other than System for Award Management (Jul 2013), 52.222-41, Service Contract Act of 1965 (NOV 2007) 25010 - Boiler Tender $28.14 + $4.27 (End of Document)