Scope of Work AC Units Procurement/Installation G.V. Sonny Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive Jackson, MS 39216 1.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. This requirement will be evaluated using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government.  2. The combined synopsis/solicitation number is 36C25625Q0793.  3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04 (eff. 05/12/2025). 4. This requirement is unrestricted. The North American Industry Classification System number is 238220 with a size standard of $19M. 5. All questions regarding this solicitation shall be submitted via email to Contracting Specialist, Michelle Atwell at [email protected] no later than 11:00A.M. Central Time on July 8, 2024. 6. Quotes are due no later than July 11, 2024.at 11:00A.M. Central Time and shall be submitted electronically via e-mail to the Contracting Specialist, Michelle Atwell at [email protected] OBJECTIVE: The G.V. Sonny Montgomery VA Medical Center located in Jackson; MS requires the following acquisition for the facility: AC Units Procurement/Installation. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Scope of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government. BACKGROUND: The Jackson VA Medical Center requires a procurement (Brand Name or Equal) and installation of AC units and associated materials to replace inoperable units throughout the facility. These units and controls are needed to provide the ability to operate heating and cooling within multiple spaces. SCOPE OF SERVICES: Contractor is responsible for all labor, materials, equipment, and travel to provide the procurement, installation, and services set forth in this scope of work. Services needed under this effort are described below: Warehouse Unit Contractor shall purchase/install two (2) Trane GCE180A4ELA gas package units/ fifteen-ton rooftop units with curb adapters. Units to be 410A refrigerant. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. AHU 6C Contractor shall purchase/install two (2) 48 x44 right hand steam coils. Contractor shall ensure reinsulating of all piping and duct fittings of the coil. Units to be 410A refrigerant. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. Logistics Contractor shall purchase/install two (2) Trane five-ton systems- 1-5TR454SPL condenser, AHU5TR454, 1-BAYHTR1523BRKA heat strip. Units to be 410A refrigerant. Contractor shall install two (2) emergency drain pans with pan floats and inline drain float switches. Contractor responsible for all installation and labor. Units are located above drop ceiling. Contractor shall be responsible for removal of ceiling and the reinstallation of ceiling after unit is installed. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. Generator Room Contractor shall purchase/install one (1) three-ton package unit- 5WCC4036A100A unit. Units to be 410A refrigerant. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. Agent Cashier Contractor shall purchase/install one (1) Trane four-ton roof top package unit with curb adapter- 4YCC4048E109A-4-ton gas package unit and 3000-3041 curb adapter. Units to be 410A refrigerant. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. Old Penthouse Contractor shall purchase/install one (1) John Wood Company expansion tank. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. Modular Building Contractor shall purchase/install three (3) 3 Ton Air Conditioning Units w/10kw heat strips and curb adapters if required. Units to be 410A refrigerant. Contractor responsible for all installation and labor. Contractor responsible for disconnecting and removing old unit and reconnecting all piping, controls, ducting, etc. to new unit. Contractor responsible for all controls to unit. Contractor responsible for verifying proper operation of all components and the complete system. Contractor shall be required to make any repairs or adjustments necessary to ensure the system operates and performs as intended. Contractor responsible for all clean up and disposal of unnecessary items. General Requirements All inspection, evaluation and testing service shall be scheduled in advance as far as possible and in agreement with the COR. The contractor shall sign in each day that work is to be performed. Employees to perform the service shall notify the HVAC Supervisor and COR when on site. The contractor shall be responsible for coordinating with the COR and HVAC Shop any necessary utility system shutdowns and returning these systems to an operational mode. In addition, the contractor must notify VA Facilities Management Service COR before any systems are shut down and when these systems are put back into full service. The contractor shall be responsible for any damage due to negligence to equipment that is created while performing the services required in this contract. The use of 401A refrigerant is preferred and to use any other shall have to be justified and shall be the responsibility of the contractor to meet EPA laws to ensure safety in case of leaks. All costs shall be the responsibility of the contractor to meet those standards. PLACE AND PERIOD OF PERFORMANCE: Work shall be performed, services shall be executed, and deliverables shall be completed at G.V. Sonny Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, shall consist of a one-time procurement and installation for the facility. Contract performance shall end when the project is successfully completed NTE (not to exceed) one year from project start date. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: AC Units Procurement/Installation for GVSMVAMC. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. Degree, diploma, certification of training, and/or certificate of completion from a trade school and/or other accredited school or institution which embodies the required knowledge, skills, and abilities (KSA s) and other core competencies which would be needed to meet/exceed requirements as stated herein. Five (5) years of experience that consists of servicing and repairing HVAC units. Mechanical contractor s license Mississippi licensure or knowledge/familiarity with Mississippi requirements. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. OTHER REQUIREMENTS: Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly always displayed. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor. Contract Administration: 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 of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract shall be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor. Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. VA authorized personnel who may contact contractor (Note: names will be provided but are subject to change) Contracting Officer Representative HVAC Shop Contracting Specialist KEY PERSONNEL During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract. REPORTS All reports required will be digital in nature and must be submitted to the COR within 14 days of completion of services. At minimum, reports will have equipment that services were performed on, date and time, services performed, and any deficiencies. WARRANTY: Contractor shall provide a one (1) year warranty on all equipment/services, completed by the contractor, for all performance periods. Warranty letter due at the completion of the project CONFORMANCE STANDARDS: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. SMOKING POLICY: Smoking is not permitted within or around the VA except in designated areas. RECORDS MANAGEMENT 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, Contractor shall maintain all records created for Government use or created while 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. G.V. Sonny Montgomery VAMC (GVSMVAMC) 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 [Agency] or destroyed except for 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, Contractor must report to [Agency]. 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. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] 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 [Agency] 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 GVSMVAMC policy. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are 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 GVSMVAMC 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 GVSMVAC 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 [Agency]-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. TMS (Talent Management System) course VA 4192704: Records Management for Everyone 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.