Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

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) DUNS 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 MRI/CT Chiller Repair Services for the Southern Arizona VA Health Care System located at 3601 S. 6th Avenue, Tucson, Arizona 85723. The contractor shall provide all labor, supervision, equipment, 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: MRI/CT Chillers Preventative Maintenance and Service

Background:
The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 South 6th Avenue, Tucson, Arizona 85723, requires a qualified contractor to perform inspections, preventative maintenance, and repairs of the facility s Magnetic Resonance Imagining (MRI) and Computerized Tomography (CT) Chillers and associated systems.

Contractor shall provide factory trained and certified technicians to perform comprehensive preventative maintenance service as well as any required support for the identified equipment and systems IAW original equipment manufacturer (OEM) recommendations and specifications.
All maintenance and repair services rendered shall conform to the National Fire Protection Association (NFPA 70 National Electric Code, latest addition) or other applicable standards (i.e. American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHREA) and American Society of Mechanical Engineers (ASME).
Contractor will accept all equipment in AS-IS condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.
1.0 General Requirements:
1.1 Contractor shall provide all parts, supervision, labor, travel, and equipment to maintain all chiller equipment/systems at SAVAHCS in good operating condition. This includes preventive maintenance, repair, and 24/7 emergent services. The following preventive maintenance and inspections (PM&I s) are required on all equipment/systems listed:
1.2 Contractor shall provide monthly operational inspections of all listed equipment/systems (October through September).
1.3 Contractor shall provide one comprehensive inspection per year on all listed equipment/systems during December, January, and February. Comprehensive inspections shall be performed in conjunction with monthly inspections.
1.4 Statement of Work allows for the expansion and contraction of service equipment as required.
1.5. Parts:
The costs of any parts that are normally replaced or repaired as a result of the preventive maintenance performed are to be included in the monthly preventive maintenance charge. All defective or other repair/maintenance parts shall be replaced with only new standard Original Equipment Manufacturer parts. The Contractor is responsible to have in stock or have the ability to provide all necessary parts, components, assemblies, modules and equipment to restore any malfunctioning equipment to full performance within 24 hours of the originating call or provide rental equipment of equal capacity to stand by until the above conditions are met. Contractor shall turn over to the VA all non-repairable parts.

1.6. 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.

1.7. Confirmation of Repair Work:
All completed repairs must be confirmed and approved by VA Maintenance and Operations during regular working hours. After regular working hours, weekends, and holidays, Maintenance and Operations may approve equipment available for use after repairs have been made. The POC will confirm and approve all after-hour emergency repairs the next regular workday.

1.8. 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.
1.9. Quality Control Plan:
To identify, prevent, and ensure non-recurrence of defective services, the Contractor shall develop and maintain an effective quality control program to make sure services are performed in accordance with accepted commercial practices and the SOW. The Contractor s quality control program is the means which a Contractor assures their work complies with the requirements of the contract. A proposed Quality Control Plan shall be submitted within the contractor s proposal.

2.0 Equipment List

Building
Equipment Type
Manufacturer
Model #
Serial #
28
Water Cooled Chiller
Reidel
10589726
1750266
29
Air Cooled Chiller
Kraus
KSC215-L-U/S
S215.4001.02.340.0809
38
Air Cooled Chiller
Kraus
KPC 108-L-U/S
108.4001.07.666.0707
38
Water Cooled Chiller
Reidel
10430821
1760689
57
Air Cooled DX
Liebert
CDSFS10CA
0049C41285
57
Water Cooled Fan Coil
Liebert
CW084DC1A25076
N11M150015
81
Air Cooled DX Unit
Liebert
BU067ADAME159A
N14A740194
81
Air Cooled Chiller
Kraus
KSC 215-L-U/S
S215.4001.02.611.0811


3.0 Specific Requirements (Preventative Maintenance and Inspections)

3.1 Maintenance, Inspections, and Tests:
SAVCHCS shall retain the ability to reschedule service within twenty-four (24) hours of scheduled maintenance due to unforeseen emergencies or weather situations. Contractor shall inspect, adjust, lubricate, clean, repair, and test equipment and systems listed to ensure they are within manufacturer tolerances for safe and reliable service. All malfunctioning parts shall be replaced immediately to prevent undue down time and to ensure safe operation.

NOTE: Upon discovery of malfunctioning part, VA POC shall be immediately notified for approval of repairs

3.2 Preventative Maintenance Service:
PM&I s will be accomplished as stated in Section 1.0 of this SOW. A maximum of 1 (one) chiller at a time will be removed from service. All work shall be completed and accepted before work on the next chiller is started. All work shall be coordinated with the POC prior to removing any chiller from service, since they support MRI and CT imagining equipment critical to patient use. PM services will include, but not be limited to, the following:

Cooling Season Preparation and Inspection:
Make complete operating log and record proper operating temperatures, pressures, voltages, and amperages.
Check refrigerant and oil levels.
Check oil sump, oil heaters and temperatures.
Check and test all operating and safety controls.
Check starter operation.
Start the chiller water pump.
Start the condenser water pump.
Start the chiller and calibrate controls.
Check operating log with Operator, discuss operation of the machine.
Check operation of control circuit.
Check water flow of condenser and evaporator.
Check operation of motors and starters.
Check purge unit for proper operation.
Report any incorrect deficiencies to COR or plant supervisor.
Run and test chillers for proper refrigerant charge and make recommendations.

Annual Chiller Inspection:
Change oil filters and sample oil for analysis. Replace oil if required.
Detailed inspection on purge system and thorough cleaning of compressor, purge oil separator, purge drum and purge condensing unit. Chang purge filter as required.
Check condition of motor starter contacts for wear, pitting, etc.
Meg compressor motor bi-annually (every 2 years), Record Temperature readings.
Check overload settings in main starter/adaptive frequency drive and change as required. Manually trip over-loads if accessible, tighten all starter terminals and inspect contacts for wear if applicable.
Tighten motor terminals and control panel terminals.
Tighten oil heater heads.
Check operation of vane positioned and adjusted as required.
Provide coolant refills and changes for variable frequency drives as necessary. Provide heat exchanger cleaning and service during annual maintenance or when required to maintain chiller performance.
Brush, clean and visually inspect condenser tubes. Remove both end bells, replace gaskets as required.
Provide eddy current service by a factory trained level 3 eddy current technician on the condenser tubes every year. Plugging questionable tubes included. Replacement of insulation to be included.
Brush the evaporator tubes every 5 years or as required. Evaporator tubes must be brushed before eddy current and included in this service.
Perform compressor vibration test annually. Report findings and analysis to COR or Operations Supervisor.
Annual PM includes OEM recommended maintenance schedule for all oil, oil filter and refrigerant filters.
Contractor is to remove and dispose of all used oil in compliance with EPA guidelines.
Conduct a leak check and identify sources for repairs.

General Items Include:
Repairing insulation removed for inspection or maintenance procedures.
Cleaning equipment and surrounding area upon completion of work.
Consulting with Boiler Plant Supervisor.
Reporting deficiencies and repairs required.

3.3. Cleanup:
The Contractor shall be responsible for cleaning the work area and equipment upon completion of work. Any accumulated rubbish shall be removed.

4.0. Performance:

A. Any on-site services will be scheduled with a contact person as assigned by the Contracting Officer s 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 POC of their scheduled visit. The Facilities Management Service Line point of contact is as follows:

Rudy Guzman Jr.
Phone: 520-792-1450, x1-5020
Email: rodolfo.guzmanJr@va.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 6:30 a.m. through 4:00 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 8.0. Documentation.

5.0. 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 the
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.

6.0. Removal of Equipment:

A. Whenever possible, all services will be performed at the SAVAHCS. When that is not possible, the 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.

7.0. 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.
8.0. 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.

The Contractor shall maintain copies of all reports. This file shall be available for inspection upon request, and a copy of this complete file shall be furnished to the SAVAHCS quarterly during each annual performance period for the life of the contract.
9.0. GUARANTEE
The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

10.0. 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: January 1, 2023, 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.

11.0. Site Visit:
We request a site visit date TBD, time TBD, Location TBD with Mr. Rudy Guzman Jr. 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. Guzman at:
Phone: (520) 792-1450, x15020
Email: rodolfo.guzmanJr@va.gov

12.0. 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-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance ($11.0 Million).
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 michael.williams48@va.gov. All information submissions should be received no later than 3:00 pm Arizona Time on October 21, 2022. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.

Attachments/Links