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Combined Synopsis Solicitation Manchester VAMC Hot Water and Distributed Systems and the High Pressure Boiler Plant program
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) The solicitation number is 36C24123Q0255_2 and the solicitation is issued as a request for quotation (RFQ).
(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04.
(iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS code is 238220 - Plumbing, Heating, and Air-Conditioning Contractors and small business size standard is $16.5 million.
(v) The Government intends to award a firm-fixed price award for a services to facilitate compliance for the hot water and distributed systems and the high pressure boiler plant program at the Manchester VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.
(vi) The Contractor shall provide all resources necessary to facilitate compliance for the hot water and distributed systems and the high pressure boiler plant program at the Manchester VAMC IAW the attached Statement of Work (SOW). Please see the attached SOW for full requirement details.
(vii) The Place of Performance is Manchester VAMC as described per the SOW.
(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.
Site Visit:
(1) The VA will be hosting a site visit on Thursday, 16 February 2023 at 09:00AM EST. Those interested in attending MUST coordinate with Eugene Moser at eugene.moser@va.gov NLT 12:00 PM EST on Tuesday, 14 February 2023. Those who do not provide Mr. Moser with a request to attend may be excluded from the site visit. NO ADDITIONAL SITE VISIT WILL BE AUTHORIZED.
Submission of Quotes:
(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.
(2) Offerors shall submit their quotes electronically via email to both Tnauri Woodbridge at tnauri.woodbridge@va.gov and Craig Harris at craig.harris@va.gov.
(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Friday, 17 February 2023 at 3:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers.
(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.
Evaluation Process:
Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15.
The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:Â
Price (Follow these instructions):
Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.Â
Past Performance:
Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the SOW. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.
Capabilities: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the SOW in a timely efficient manner.Â
The successful consultant will 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 course work in Boiler systems, experience, education, qualifications, licensures, and competence in the following areas as evidenced by publications, references, and other applicable credentials:
At least 10 years of teaching and training on boiler plant equipment (Boilers size of 10,000 Lbs. of steam per hour or larger) and systems to plant personnel.
At least 10 years of troubleshooting and analyzing problems related to boiler plant systems (Boilers size of 10,000 Lbs. of steam per hour or larger).
At least ten (10) years of experience in writing and interpreting boiler and boiler plant safety device testing procedures specific to VA boiler systems.
At least ten (10) years of experience in safety device testing specific to the VA s Boiler systems.
Auditing and reporting on boiler plant equipment and safety.
At least one of the on-site personnel shall have Master of Science (MS) in Mechanical Engineering degree with boiler course work from an accredited university and 5 years of experience in the field.
The Consultant must be able to:
Perform Statistical Analysis on VA data for annual reports and individual site reports that are being evaluated to determine what areas of improvement are need VA wide.
Show proof of Professional Engineers License (P.E.) Required for Boiler Construction Design Reviews Task and updating the VHA Safety Device Testing Manual.
Show how they can meet and understand the VA Safety device testing criteria.
SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.
VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time.
(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.
(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
Subcontracting Commitments - Monitoring and Compliance
This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the 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 compliance with the subcontracting commitments.
(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable New Hampshire Hillsborough County WD #2015 posted on sam.gov)
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) RFQ responses are due Tuesday, 22 February 2023 by 5:00 PM EST. RFQ responses must be submitted via email to: Tnauri Woodbridge at tnauri.woodbridge@va.gov and Craig Harris at craig.harris@va.gov. Hand deliveries shall not be accepted.
(xvi) The POCs of this solicitation are Tnauri Woodbridge at tnauri.woodbridge@va.gov and Craig Harris at craig.harris@va.gov.
ATTACHMENT 1
PRICE SCHEDULE
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Develop Inventory of Affected Equipment IAW SOW
POP Begin: 24-Feb-2023
POP End: 23-April-2023
1.00
EACH
__________________
__________________
0002
Develop Master Plan IAW Section 3.2 of the SOW
POP Begin: 24-Feb-2023
POP End: 23-May-2023
1.00
EACH
__________________
__________________
0003

Develop Site Specific Procedures and Boil Personnel Training IAW SOW
POP Begin: 24-Feb-2023
POP End: 23-June-2023
1.00
EACH
__________________
__________________
0004
Review and Write Report of the Completed Safety Device Repairs IAW SOW
POP Begin: 24-Feb-2023
POP End: 30-Sep-2023
1.00
EACH
__________________
__________________


GRAND TOTAL
__________________


.

ATTACHMENT 2
PAST PERFORMANCE WORKSHEET
1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:
2. Contracting Activity Address:
3. Contract Number:
4. Date of Contract Award:
5. Beginning Date of Contract:
6. Completion Date of Contract:
7. Contract Value:
8. Type of Contract:
9a. Technical Point of Contact:
9b. Contracting Point of Contact:
Name:
Name:
Title:
Title:
Address:
Address:
Telephone:
Telephone:
Email:
Email:
10. Place of Performance:
11. Description of Work (Use a continuation sheet if necessary):
12. List any commendations or awards received:
13. List of Major Subcontractors:
ATTACHMENT 3
Statement of Work
Manchester NH VAMC Hot Water and Distributed Systems & Boiler Program Development Site Specific Procedure Development and Boiler Personnel Training

Background:

The Manchester VAMC requires the services identified below in effort to bring the operation of all "Distributed" (Not located in the Boiler Plant) fired heating systems into compliance, to the degree attainable, with the VHA Directive 1810 January 4, 2023(1), the VHA Boiler and Associated Plant Safety Device Testing Manual (7th Edition) January 2023 and appropriate VA Master Specification Sections (235225, 235228, and others as appropriate.)

Boiler plant safety, reliability, efficiency, and equipment longevity are paramount concerns of Manchester management. 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 tuning, testing, calibration, and maintenance by expert technicians are an essential part of a program to address these concerns.

2.0 Objective:

To bring Manchester NH VA Medical Center into compliance per VHA Directive 1810 January 4, 2023 (1), the VHA Boiler and Associated Plant Safety Device Testing Manual (7th Edition) January 2023.

3.0 Scope of Work:

Manchester VA Medical Center requires the work in the subsections below to bring the operation of all "Distributed" (Not located in the Boiler Plant) fired heating systems into compliance, to the degree attainable, with the VHA Directive 1810 January 4, 2023 (1), the VHA Boiler and Associated Plant Safety Device Testing Manual (7th Edition) January 2023 and appropriate VA Master Specification Sections (235225, 235228, and others as appropriate.)

3.1 Site visit to develop inventory of Affected Equipment

The contractor shall travel to the Manchester facility and work in conjunction with the Boiler Plant Supervisor and other appropriate personnel to visit each building and/or mechanical room housing containing any of the affected systems (Distributed Hot Water or Low-Pressure Steam fired generating units). Each system cataloged shall be visually assessed to determine overall condition and evaluated to determine what (if any) VA-relevant Safety Devices are installed on each system. This inventory list shall be of sufficient detail to support the activities in 3.2.

3.2 Develop a Master Plan

The contractor shall develop a Master Plan outlining the discrepancies between the Existing Safety Devices List, and the Required Safety Devices List. Devices which are physically present but are not "Testable" per VHA approved procedures must have the necessary modifications noted. Devices which are required but are not present (or where the installed device is not VHA compliant) shall be noted as being required to be installed. Devices which would be required but cannot be installed due to equipment limitations shall be noted as requiring the creation of an Interim Safety Measure, along with (potentially) a request for a Waiver from the Office of Healthcare Engineering (OHE). The completed document from Section 3.2 can then be used for workflow planning for the project(s) required to bring the affected systems to Compliance, to the degree possible.

The contractor shall provide Telephone/Email support to the Manchester VAMC to ensure continued progress toward completion of the steps outlined in 3.2 above.

3.3 Review Complete Repairs

The contract shall travel to the Manchester facility and working in conjunction with the Boiler Plant Supervisor and other appropriate personnel to visit each Building or Mechanical Room housing any of the affected systems to review the repairs that have been completed. The contractor shall verify that the installed devices are correct and testable as installed. A written report will be generated, noting the status of each system in terms of compliance with the generated list of required modifications. No work shall be performed in this section (Section 3.3) until the Boiler Plant Supervisor and/or another appropriate Government personnel provides authorization to proceed.

3.4 Boiler Site Specific Boiler Procedure Development and Boiler Personnel Training

3.4.1 The contractor shall develop site specific Master High Pressure Boiler Plant Standard Operating Procedures (SOPs) and associated documentation templates and forms. They shall write a VHA compliant Boiler Plant Engineering SOP and accompanying attachments to address all Directive 1810 required procedures and documentation forms to include new hire and ongoing training programs. SOP shall include hot water and distributed systems.

3.4.2 The contractor shall develop written site specific normal and emergency operations procedures for high pressure boiler plant and associated plant devices.

3.4.3 The contractor shall develop site specific safety device testing procedures for all safety devices on high pressure boilers and associated plant devices. Procedures will be site specific and in accordance with VHA Safety Device Testing Manual (7th Edition). Procedures will provide step by step guidance with photos of local equipment to facilitate a compliant safety device testing program. Custom documentation sheets will also be developed for each test. The contractor shall create procedures onsite and will fully vet each procedure for completeness, accuracy, and performability along side in house personnel.

3.4.4 The contractor shall provide hands on training to any available boiler plant personnel in attendance on boiler safety device testing using the newly developed site specific safety device testing procedures. This activity also serves to vet procedures for useability and accuracy.

The contractor shall provide all procedures and documentation forms into useable printable packaged booklets in PDF form. The contractor shall provide all electronic files created over to the VA upon completion of services. VA shall have full authority and freedom to edit/update files as desired.

4.0 Period of Performance: The contractor shall complete the work in accordance with line items PoP dates.

5.0 Safety Regulations

5.1 All applicable NFPA, OSHA, EPA, and VA codes, Federal, State, and local regulations shall be followed throughout the course of this project.

5.2 VA Facilities will issue contracting badges to contractors, employees and subcontractors which must be worn at all times when on VA property

Scheduling and Hours of Work

6.1 Contractor shall provide a schedule within 7 days of notice to proceed.

6.2 Work shall be scheduled for proper execution to completion of this contract.
Hours of work. The work will be conducted during normal working hours 0700-1530 Monday Friday excluding Federal Holidays.

6.3 The 11 holidays observed by the Federal Government, are New Year s Day, MLK Day, President s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas or any other day specifically declared by the President of the United States to be a national holiday.

*Attachments:

A. Boiler Safety Device Testing Manual - 7th Edition January 2023 Final
B. VHA Directive_1810 BOILER AND BOILER PLANT OPERATIONS_ January 4, 2023

*COPIES OF ATTACHMENTS A AND/OR B CAN BE PROVIDED UPON REQUEST*

Attachments/Links