U006--Design Manual Training – Electrical

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-03 can be found at Acquisition.gov. This solicitation is set-aside for Veteran-Owned Small Business (VOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 611710 Educational Support Services, with a small business size standard of $24 Million. The FSC/PSC is U006 Education/training- Vocational/technical. The VA Medical Center West Roxbury is seeking services for Design Manual Training Electrical. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Design Manual Training Electrical 1 JB Statement of Work Design Manual Training Electrical SCOPE OF SERVICES The basic scope of our services will be as follows: Provide training classes that will cover all topics listed in the PG-18-10 VA Guideline for Electrical Systems. The intent is to provide (2) 2-hour two training sessions with each session covering different topics per the syllabus outline included below. Prepare a PowerPoint presentation that will be used as the training material. This presentation will be submitted to you for review prior to the start of any training sessions. We will provide you with an electronic copy of the training materials after the training is complete. The training sessions will be scheduled by VA and will not be on concurrent days. The training classes will be held onsite at West Roxbury VA in a conference room. The training session syllabus is as follows: West Roxbury Electrical Training Training Outline General Description of VA Electrical Systems Electrical Narrative Outside Distribution - Medium Voltage Distribution Medium-voltage Switchgear Distribution Typical VA campus distribution loops Interior Distribution - Low-Voltage Distribution 480V - 120/208V-3PH-4W Emergency Power General Requirements Electrical Distribution Breakdown of Electrical Design Manual - PG-18-3 Applicable Codes Pre-design Requirements Understanding Project Power Requirements Review of available systems in project area(s) Available Capacities Metering Types of Distribution Normal Power Emergency Power UPS Power Emergency Power Systems Life-safety Critical Equipment Stand-by Requirements Topic #1 - General Requirements Pre-design Requirements Understanding Project Power Requirements Review of available systems in project area(s) Available Capacities Metering Utility Coordination Drawings & Specifications Requirements Load Calculations Normal & Emergency Power Systems Arc Flash & Coordination Studies Equipment Modification versus Replacement Coordination Requirements Code-compliant clearance issues Equipment Requirements Panelboards Wiring Devices Lighting Fixtures Topic #2 - Raceways, Wiring & Equipment Surface versus Recessed Space requirements System dependent Raceways Equipment Grounding Lightning Protection Systems Topic #3 - Receptacle & Power Requirements Space requirements for duplex receptacles GFCI type General versus task specific receptacles Topic #4 - Essential & Standby Electrical Power Systems General Requirements & Applicable Codes Generator(s) Requirements Redundancy N+1 Topology Fuel Source Controls Locations - Noise Purpose of Automatic Transfer Switches Life-Safety Critical Equipment Standby Topic #5 - Electrical Power Distribution Challenge #1 Do we have the capacity & types of distribution available Incoming Service Primary Selective, secondary radial Primary Service Equipment Indoors Above grade & the 100-year floodplain Proper ventilation & cooling systems PSRDM Primary Cabling Requirements Concrete encased Future capacity Separation of redundant feeders - PSRDM Medium-to-Low Voltage Transformers Maximum sizes for MV & LV systems Locations Switchgear requirements Branch Panelboard Requirements Type-2 Surge Protections UPS Power Requirements Usual connected loads Load Monitoring & Meters Requirements Electrical Closet Requirements Review Requirements Size & HVAC Coordination with Architectural Plans Future capacity Review of power drawings & associated systems (one-line diagrams, receptacle layouts, panelboards, etc. Topic #6 - Medical Gases Requirements Types of Patient Bed Service Walls (PBSW) Code implications Lighting Systems Responsibilities Required Standards - VA Design Manual & IESNA (Illuminating Engineering Society of North America Energy Standards - ASHRAE 90.1 Types of Light Sources UL listing for location used (e.g., Wet Location if used outdoors) Controls - Interior Occupancy Sensors Daylight Harvesting Automatic Lighting Controls Dimming Switch Exterior Timeclock and/or photocell Automated Lighting levels Respective Space Requirements Required footcandle levels for area(s) illuminated Different spaces Room application and Task(s) General Area Lighting versus Task Lighting Lighting Calculations Point-to-Point footcandle levels Exit Signs Emergency Lighting Requirements Generator back-up Battery Wall Packs Fixture Internal Batteries Central Battery Inverter Review of lighting drawings & associated systems (fixture schedules, layouts, etc. Common Electrical Engineering challenges Variances What are they? Why are they needed? Typical Procedures Period of Performance 30 days from award Place of Performance VAMC West Roxbury 1400 VFW Parkway West Roxbury, MA 02132 RECORDS MANAGEMENT OBLIGATIONS A. - Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. - B. - Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. - The term Federal record: includes VHA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C. - Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. - All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D. - Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. SECURITY REQUIREMENT All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.204 30, Federal Acquisition Supply Chain Security Act Orders Prohibition. (DEC 2023) 52.209 6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) 52.219-8, Utilization of Small Business Concerns (JAN 2025) 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.222-50, Combating Trafficking in Persons (NOV 2021), 52.223-23, Sustainable Products and Services (MAY 2024) (DEVIATION FEB 2025), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018), 52.240 1, Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act Covered Foreign Entities (NOV 2024), 52.222-41, Service Contract Labor Standards (AUG 2018), 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014), 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022), 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022), All quoters shall submit the following: Questions: Any questions must be submitted in writing no later than Wednesday, August 13, 2025 at 12:00 PM EST. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards. All quotes shall be sent to the Contract Specialist at contact@example.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. Instructions to Offerors, attached. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than Thursday, August 14, 2025 at 3:00PM. All quotes shall be emailed to Rosangela Pereira at contact@example.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Rosangela Pereira, contact@example.gov