COMBINED SYNOPSIS/SOLICITATION Boiler Control Maintenance & Inspection at the James J. Peters VA Medical Center. (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, and FAR 13.5 Simplified Procedures for Certain Commercial Items 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. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C242-21-Q-1194. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06 (eff. 03/10/2021) & VAAR Update 2008-28 (eff. 01/27/21). (iv) This solicitation is Service-Disabled Veteran Owned Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 238220 with a small business size standard of $16.5 Million. The FSC/PSC is H344. (v) This is a services contract to provide Boiler Plant Safety Device Testing, Tuning and Calibrations at the James J. Peters VA. Medical Center located at 130 West Kingsbridge Road Bronx, NY 10468. The Contractor shall provide clear pricing as the Contracting Specialist will need to distinguish between the varying costs of the procurement in order to determine price reasonableness. (vi) The required work is as contained below in the Statement of Work. MAINTENANCE, INSPECTION AND REPAIR BOILER PLANT STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS JAMES J. PETER MEDICAL CENTER BRONX, NY 1. PURPOSE. Obtain maintenance and repair services, safety inspections and testing Boiler Plant and associate Equipment, at the James J. Peters VA Medical Center referred to as the Government or VA or VHA or Medical Center. FACILITIES. Equipment Inventory to this Site-Specific is in PWS. All billable corrective maintenance and repair work performed for the Equipment Inventory shall be performed when authorized by the CO or COR and in accordance with a Government-approved technical instructions and facility priorities. 1.1. PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver s license and abide by all NY traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. * Note: All trades personnel shall have universal EPA certification. Electricians working shall have essential electrical system qualifications/experience in hospitals work. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR and QAE annually or as requested. Associated training, licensing and certification expenses shall be borne by the Contractor. Inspection and testing must be done by a Qualified Professional Inspector (QPI) is any one or combination of the following: (1) A boiler inspector who has a valid and current certificate from the National Board of Boiler and Pressure Vessel Inspectors; (2) A boiler inspector who has qualified for licensure by passing a written examination under the laws, rules, and regulations of a jurisdiction of the State and holds a current State license; (3) A boiler inspector who is currently employed as a boiler inspector/testing by a jurisdiction that has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement, and has a representative serving as a member of the ASME Conference Committee; or (4) A boiler inspector who is currently employed by an insurance company that has been licensed or registered by the appropriate authority of a State to write boiler and pressure vessel insurance. Minimum Staffing - The Contractor will maintain minimum staffing requirements on a 24/7/365 basis to respond to emergencies. The Contractor is encouraged to perform maintenance that affects the normal operations of the healthcare facility during off peak hours to the fullest extent possible to reduce patient care interruption. 1.2.2. Personnel Requirements for the Boiler Plants / Electrical Systems. The Contractor will ensure all tradespersons (i.e., engineers, electricians, boiler mechanics, etc.) who perform maintenance on the systems and equipment in the Boiler Plants/Electrical Systems are licensed and have received adequate training prior to operating or maintaining the systems/equipment. SCOPE OF WORK MAINTENANCE, TESTING AND REPAIR SERVICES The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the Boilers equipment operating as originally specified by the equipment manufacturer. Contractor shall provide chemical water treatment services and to repair, replace, maintain, inspect, test, diagnose, and report on chemical water treatment and the equipment used or required for proper chemical treatment of the systems Contractor shall provide callback response and emergency service during the hours outside normal operating hours, weekends and Federal Holidays. At least one of the emergency telephone numbers with alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. It is advised and recommended that the contractor will perform a field Site Visit in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the VHA. The list below to be used as a reference only and not to be consider as a complete list of equipment. Equipment list is at Attachment A . The contractor shall perform inspection and certification of high-pressure steam boilers and associate equipment(s) at the Medical Center of the U.S. Department of Veterans Affairs accordance with VHA DIRECTIVE 1810 current VA version. All High-Pressure Boilers (above 15 Psig.) must be inspected. VHA Directive 1810 latest edition is at Attachment D The contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated devices/equipment and Recording Instrumentations. The contractor requires to perform a field Site Visit in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the Medical Center. Internal Inspections: The contractor shall examine all surfaces of the exposed metal on the waterside of the boiler for deposits caused by water treatment, scale, oil or other substances. If the contractor discovers any amount of oil, he will take immediate steps to clean the affected surfaces and prevent further contamination. Any excessive scale or other deposits should be removed by chemical or mechanical means. All stays, whether diagonal or through, will be examined by the contractor to determine whether they are in even tension. All fastened ends will be examined to determine whether cracks exist where the stays are punched or drilled for rivets or bolts. Stay or stay bolts which are not in tension or adjustment should be replaced. The contractor will test firebox stay bolts by tapping one end of each bolt with a hammer (an unbroken bolt should give a ringing sound while a broken bolt will give a hollow sound). Stay bolts with telltale holes will be examined for evidence of leakage which will indicate a broken or cracked bolt. Broken stay bolts must be replaced. The manhole and reinforcing plates, as well as nozzles or other connections flanged or screwed into the boiler, will be examined by the contractor for evidence of defects both internally and externally and repaired or replaced if damaged. Contractor shall perform observation from the inside of the boiler as to whether connections are properly made to the boiler. Contractor shall examine and repair all openings leading to external attachments, such as water column connections, low water fuel cutoff devices, openings in dry pipes, and openings to safety valves to ensure they are free from obstruction. . The contractor shall observe whether any part of the boiler has become deformed during operation by bulging or blistering. If a bulge or blister is of such size as would seriously weaken the plate or tube, and especially when evidence of leakage is noted coming from those defects, the boiler should remain out of service until proper repairs are made. The blister area should be removed, the remaining thickness determined, and repairs made as required. A bulge on a water plate, if not extensive, may be driven back into place; otherwise the affected area should be patched. The contractor shall examine areas where cracks are most likely to appear, such as at the ligaments between the tube holes on water tube boiler drums, between the tube holes on the tube sheet of fire tube boilers, from and between rivet holes, at any flange where there may be repeated flexing of the plate during operation, and around welded pipe and tube connections. Where active corrosion is found, the contractor shall advise the Government representative to obtain competent advice regarding remedial action. The contractor shall closely examine the exposed tube ends in the combustion space to determine if there has been a serious reduction in thickness. The contractor shall make as thorough an examination as possible for pitting and corrosion on the waterside surfaces of the tubes. In vertical firetube boilers excessive corrosion and pitting is often noted at and above the water level. Excessive scale on water surfaces should be removed before the boiler is placed back into service. The surfaces of tubes will be carefully examined to detect corrosion, erosion, bulges, cracks, or any evidence of defective welds. The contractor shall make a thorough examination of code piping to ensure that there is adequate provision for expansion and support. Steam and water piping and fittings shall be examined for evidence of leakage. Any leakage or other defects should be corrected (to avoid water hammer, the location of the various stop and drain valves should be such that water will not accumulate when the valves are closed). The piping to the water column will be carefully noted by the contractor to ensure that water cannot accumulate in the steam connection. The position of the water column will be checked to determine that the column is placed in accordance with ASME Code requirements. All automatic low water fuel cutoff and water feeding devices will be examined by the contractor to ensure that they are properly installed. The float chamber will be examined to ensure that it is free of sludge or other accumulation. Any necessary corrective action should be taken before the device is placed back into service. The contractor will check that the operating instructions for the devices are readily available. Contractor shall examine safety and safety relief valves at each inspection. There should be no accumulation of rust, scale, or other foreign them at each inspection. There should be no accumulation of rust, scale, or other foreign substances in the valve body which will interfere with the free operation of the valve. The contractor shall check the name plate of the safety or safety relief valves to verify that the set pressure is correct and the capacity is adequate. The contractor will also check that the set pressure and blowdown adjustments are properly sealed. Boiler External/Operational Inspection: External inspection of boilers shall be made in accordance with Part RB-3100 of the NBIC. The boiler shall be fired and brought up to operating pressure and temperature. All automatically and manually operated control devices provided for controlling the operation of the steam and pressure, hot water temperature, combustion, and boiler water level shall be inspected and caused to function under operating conditions. All associated valves and piping, pressure and temperature indicating devices, metering and recording devices, and all boiler auxiliaries shall be inspected under operating conditions. Inspections and tests of boilers may be made with the main steam or hot water distribution valves closed or open, as necessary, to fire the boiler and operate it under normal operating conditions. Testing the function of automatically or manually controlled devices and apparatus that may interfere with the distribution requirements should be done with the main steam or hot water distribution valves closed, as applicable. The operation of all firing equipment, including oil burners, gas burners, fuel injectors, fuel igniters, coal stokers and feeders, and other such equipment provided to introduce fuel into the boiler furnace and to ignite the fuel, shall be inspected for any deficiency that may be evidenced under operating conditions. Inspect the operation of all controls directly associated with the operation of the boilers. Inspect the operation of combustion controls, steam pressure controls, water temperature controls, and feedwater controls. Make sure that the ability of the combustion control and steam pressure control to maintain proper steam pressure (or water temperature in high temperature water installations) and air-fuel ratio is demonstrated. Check fully automatic boiler controls for the proper programming sequence and timing with respect to pre-purge, ignition, pilot proving, flame proving, and post-purge periods. Check the operation of flame failure and combustion air failure devices to ensure that they properly shut-off the supply of fuel. While the boiler is operating, examine all steam and water pipes up to the jurisdictional limits of the ASME boiler code, including connections to the water columns and all associated piping, for leaks, and if any are found, determine whether they are the result of excessive strains due to expansion or contraction or other causes. Look for undue vibration, particularly in piping connections to the boiler. All temperature indicating devices shall be observed for indications of excessive temperatures, particularly during and immediately following the time when high load demands are made on the boiler. Test the freedom of each blow-off valve and its connections by opening the valve and blowing off the boiler for a few seconds. Determine whether the valve is excessively worn or otherwise defective and whether there is evidence of restrictions in the valve or connected piping preventing proper blow off the boiler. Unfired Pressure Vessel Inspection: Internal inspections of UPVs shall be made in accordance with Part RB-2030 & RB-3200 of the NBIC. The contractor shall check that all valves are suitable marked to meet the requirements of the applicable Code and service conditions. Contractor shall check that the markings on rupture disks meet the requirements of the applicable Code and service conditions. Contractor shall thoroughly examine the vessel for the following types of corrosion: (1) Shallow, isolated, scattered pitting over a small area does not substantially weaken the vessel. It could, however, eventually cause leakage and, if possible, steps should be taken to eliminate the cause or treat the condition by protective coating. (2) This is a condition where pits are connected, or nearly connected, to each other in a narrow band or line. Line corrosion frequently occurs in the area of intersection of the support skirt and the bottom of the vessel or liquid-vapor interface. (3) This is corrosion which covers a considerable area of the vessel. When this occurs, consideration must be given to the safe working pressure of the vessel which is directly related to the remaining material thickness. Every effort must be made by the customer to determine the remaining thickness of sound base material by using NDE methods such as ultrasonic testing or by drilling. The continued safe working pressure should be based on the findings. (4) This type of corrosion is a form of metal deterioration caused by localized corrosion and stress concentration. Grooving may be found adjacent to riveting lap joints and welds and on flanged surfaces, particularly the flanges of unstayed heads. Contractor shall check for dents and recommend repairs as necessary. Contractor shall check for cuts and gouges and recommend repairs as necessary. All openings leading to any external fittings or controls will be examined as thoroughly as possible by the contractor to ensure they are free from obstruction. External inspections of UPVs shall be made in accordance with Part RB-3200 of the NBIC. 1.3.8. Contractor shall Provide all labor, material and supervision required and necessary to provide chemical water treatment services and to repair, replace, maintain, inspect, test, diagnose, and report on chemical water treatment and the equipment used or required for proper chemical treatment of the systems included in this specification. The water treatment program will provide scale and corrosion protection for condenser water systems, chilled water systems, steam boilers, deaerator, steam/condensate lines, and closed hot water loops, while maximizing program safety, efficiency and performance. Must meet VHA, NYC and NY State Water Treatment requirements. EXISTING CONDITIONS Immediately after contract award and no later than 60 days thereafter, the Contractor and the Government shall conduct a thorough inspection of Boilers and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order. If a deficiency is not identified in the inspection and 60 days have passed since award of the Contract, the deficiency shall be covered under this Contract. Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract. Schedule Maintenance. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A (Item 1-12); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. Laars Boiler Scheduled Maintenance The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A (Item 13-14); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. PM shall include but not limited to; 1.4.5.1 System Maintenance 1. Lubricate the system water-circulating pump, if required, per the instructions on the pump. 2. If a strainer is employed in a pressure reducing valve or the piping, clean it every six months. 3. Inspect the venting system for obstruction or leakage at least once a year. Periodically clean the screens in the vent terminal and combustion air terminal (when used). 4. Keep the appliance area clear and free from combustible materials, gasoline, and other flammable vapors and liquids. 5. If the appliance is not going to be used for extended periods in locations where freezing normally occurs, it should be isolated from the system and completely drained of all water. All systems connected to it should also be drained or protected from freezing. 6. Low water cutoffs, if installed, should be checked every 6 months. Float type low water cutoff should be flushed periodically. 7. Inspect flue passages, and clean with brushes/ vacuums, if necessary. Sooting in flue passages indicates improper combustion. Determine the cause and correct. 8. Inspect the vent system and air intake system, and if the vent system is Category III, ensure that all joints are sealed properly. If joints need to be resealed, follow venting manufacturer's instructions to clean and reseal vent system. 1.4.5.2 Appliance Maintenance and Component Description (Only genuine Laars replacement parts should be used.) The gas and electric controls on the appliance are engineered for long life and dependable operation, but the safety of the equipment depends on their proper functioning. It is strongly recommended that qualified service technician inspect the basic items listed below every year. a. Ignition control b. Ignitor c. Water temperature control d. Automatic gas valve e. Pressure switches and tubing f. Blower g. High limit h. Pump (if required) i. Relays j. Flow switch k. Gas train l. Control components 1.5. UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). In the event that the VA maintenance- staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repair. 1.5.1. Parts & Materials: The Contractor shall obtain all parts, materials, and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract, which shall be included in the Contractor s firm fixed price. All costs under Scheduled and Unscheduled Service shall be borne by the Contractor. 1.5.1.1. Acquisition of Materials, Parts and Supplies. Materials, parts and supplies will be procured on a competitive basis by the Contractor. If a lack of competition exists, a justification will be provided to the on-site COR and CO. Discounts and rebates on items will be credited to the Government. All purchase documents will be made available for review and audit by the on- site COR and CO. 1.5.2. For individual Unscheduled Maintenance Actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $2500. Labor is not calculated into the $2,500 threshold if performed by on-site contractor personnel during normal duty hours. Labor obtained via sub- contract can be included in the cost determination, however the CMM must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in- house. 1.5.3. Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater will be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retains the right to specify the kind and quality of all materials, parts, and supplies. 1.5.4. Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor. 1.5.5. Warranty Enforcement. The on-site COR shall be responsible for tracking and Contractor compliance with manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to the Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the Response and Completion Table in page 1 above, for all infrastructure systems under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system: Priority Code 1. Emergency Warranty Response Required. The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 2. Urgent Warranty Response Required. The facility maintenance Contractor shall determine the URGENT nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 3. Routine Warranty Response Required. The facility maintenance Contractor shall determine the ROUTINE nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. 1.5.6. Exclusions and Initial Inspection Period: After task order award, the contractors shall perform a complete initial inspection of all building systems for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor shall provide a detailed written report, with photographs (electronic and hard copy), of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired or adjusted during performance of normal preventive maintenance. Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found subsequent to/after the initial Contractor RPIE survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor. Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed as diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies as a result of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract. Removal from Coverage: Contractors shall notify the CO and COR at least one (1) year prior to the effective date of their intent to remove an equipment item from coverage because it has passed life expectancy and can no longer be economically maintained. This change can only be done after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment in order to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. Note: PM labor and PM parts will continue to be provided at FSS rates for items that are dropped off the coverage. DELIVERABLES: 2.1. The contractor will provide (3 copies) a report to the Chief of Engineering on the effectiveness of the PM program; (b) provide quantitative results analysis of the impact of the PM program. The report is to be provided within the completion of the PM cycle (monthly PM-monthly report, semi-annual PM- semi-annual report ). 2.2. All service tickets, reports of inspections, work orders, Boiler Efficiency Institute (BEI) safety device testing reports, vessel inspection reports, non-destructive vessel inspections and others service, maintenance, and repairs document as required. 3. EVALUATION FACTORS: The facility will evaluate all proposals and contractors based on the following factors: 3.1. Technical Proposal: Demonstrate an understanding and acceptance of the scope of work and RFP requirements. Demonstrate the ability to meet the requirements of the scope of work. 3.2. Team Arrangements & Subcontracting Plan: a) Provide Resumes of Key Personnel b) Provide Information Flow and Delegation of Authority and Responsibility to execute maintenance tasks 3.3. Past Performance: a) The contractor perform work that is the same or similar in nature, size, and complexity to the services being procured under this Solicitation. b) Recent Past Performance Relevant Post Performance Past Performance Confidence Rating 3.4. Sub-Contractors: The sub-contractor will identify his Key Subcontractors 3.5. Price Proposal: Price will be evaluated to determine whether it is reasonable and if it reflects the offeror understands of the work. This factor will be evaluated utilizing price analysis. Analysis will include review of price reasonableness and balanced pricing. Offeror s are cautioned that "materially unbalanced" prices and/or unreasonably high or low prices may cause your proposal to be deemed unacceptable and rejected. 3.6. Quality Control Plan: VA Engineering will evaluate the offeror s ability to provide services that met the Hospital s quality requirements. The Offeror s performance will be examined to determine whether the quality of service necessary to provide conformance to contract requirements was met. 3.7. Contractor s Capabilities: Contractor will have resources (employees, supervisors, material and equipment) dedicated specifically to the performance of this contract. A P.O.C. will be at each site Five (5) days a week for Eight (8) hours a day. TRAINING 4.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] 4.2. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 4.3. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. GOVERNMENT FURNISHED PROPERTY 5.1. The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract. 5.2. The Government will not provide any materials to the Contractor. 5.3. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. 5.4 Oil. removed from hydraulic units shall be collected, placed in New York Department of Toxic Substances Control used oil management compliant containers, and turned over to the Government for disposal. Used or emptied oil containers maybe removed by the contractor only if they are Toxic Substances Control compliant containers, and only with COR inspection and approval. SECURITY REQUIREMENTS 6.1. Contractor and Subcontractor personnel working on VA facilities must consent to Background Checks or shall be denied access to the VA facilities. Information required to conduct a Background Check includes full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract. 6.3. Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days. 6.4. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 6.5. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 6.6. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. 6.7. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. 6.8. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. INFECTION CONTROL REQUIREMENTS 7.1. The Contractor shall maintain the equipment rooms and equipment lean and comply with other reasonable requests of the CO/COR related to Infectious Control measures. 7.2. Walls, ledges, handrails, storage cabinets, fences, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces. 7.3. Equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair. 7.4. CO/COR will periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract. 7.5. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations. CALLBACK SERVICE 8.1. Callback service is defined as a request for service or to assist in an entrapment for one or more Boilers, either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention. 8.2. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within hours. 8.3. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay. 8.4. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. ATTACHMENT B BOILER INSPECTION AND CERTIFICATION The contractor Shall Comply with: 2.1.10. BOILERS: The Contractor shall perform inspection and certification of high-pressure steam boilers for the U.S. Department of Veterans Affairs at the Veterans Medical Center James J Peters, NY, in accordance with VHA DIRECTIVE 1810 current VA version. All High- Pressure Boilers (above 15 Psig,) must have the inspections listed in Attachment C. The Contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated recording Instrumentations. The contractor shall comply with Boiler Plant testing procedures as per the Boiler Efficiency Institute testing procedures in the BEI Safety Device Testing latest edition (currently, is the 5th Edition). Attachment C . NYC & NY State Annual requirements Boiler combustion testing and tuning, firing Natural gas and #2 Low Sulfur Fuel Oil. Internal and external inspection of boilers and certification. Safety valve, every 3 years removal, repair and certification. Recertification in place every year. VA requirements Test VA Boiler and Associated safety devices semi-annually using current VHA Boiler and associated Plant Safety device testing Manual in accordance with VHA DIRECTIVE 1810. Calibrate VA Boiler and Associated safety devices Annually using current VHA Boiler and associated Plant Safety device testing Manual in accordance with VHA DIRECTIVE 1810. Calibrate Boiler Plant Chart recorders, transmitters and flow meters annually. Clean and Calibrate Boilers Opacity meters and blow down transmitter lines semi-annually. ATTACHMENT A Boiler Equipment List Item Equip Location Mfg. Model # Output Pressure SN 1 Boiler #1* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120psi 10707 2 Boiler #2* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120 psi 10708 3 Boiler #3* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120psi 10709 4 Condensate Tank* Bldg. 101 Buffalo D2-3633 1000 GAL 25 5 Deaerator Tank* Bldg. 101 York-Shipley YSD-1201 120,000 lbs/hour * Includes the equipment attached/connected such as the economizer, pressure relief valves, the electronic control panel/cabinet, etc. Item Equip Location G.P.M. T.D.H. H.P. COMMENT 6 FWP #1 Bldg. 101 205 442 50 Electric Motor 7 FWP #2 Bldg. 101 205 442 50 Electric Motor 8 FWP #3 Bldg. 101 205 442 44 Steam Turbine Drive 9 CTP #1 Bldg. 101 210 80 7.5 Electric Motor 10 CTP #2 Bldg. 191 210 80 7.5 Electric Motor 11 TP-1 Bldg. 101 30 GPH 150 5 Fuel Oil Pump 12 TP-2 Bldg. 101 30 GPH 150 5 Fuel Oil Pump FWP Feedwater Pump CTP Condensate Transfer Pump TP Transfer Pump Item Equip Location Mfg. Model # Output Pressure S/N 13 Boiler #1 Fisher House Laars MT2H0300NACK2CXN 255 MBH C18287755 14 Boiler #2 Fisher House Laars MT2H0300NACK2CXN 255 MBH C18287759 (vii) The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html FAR 52.212-1, Instructions to Offerors Commercial Items (Jun 2020) a. Solicitation number for this requirement as 36C242-21-Q-1194. b. Name, address and telephone number of offeror. c. Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. d. Terms of any express warranty. e. Price should be for all services detailed on the statement of work. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete. Hourly rate shall be separated from any other costs. Failure to do so will result in automatically being disqualified. f. Acknowledgement of any solicitation amendments g. Past performance information h. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. i. A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically). The following solicitation provisions apply to this acquisition: 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.216-1 Type of Contract (APR 1984) 52.217-5 Evaluation of Options (JUL 1990) 52.233-2 Service of Protest (SEPT 2006) 852.252-70 (viii) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applies to this acquisition. Award will be made to the offeror whose offer is determined to be the best value to the government, considering technical capability past performance and price. The offeror must be a responsible offeror and submit a package that meets all the technical and past performance requirements. Offeror must also meet the terms and conditions of all clauses and provisions. The award will be made to the responsible offerors, whose offer is the best value. When combined, technical and past performance is more important than price. A quote may be determined to be unacceptable/incomplete if required information is missing or if the quote materially deviates from the requirements of the RFQ. All complete quotes will be considered. Evaluation Factors: (1) Technical capability - Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the SOW. Provide documentation that they can provide Qualified Professional Inspector (QPI) personnel as per the SOW requirements. A Qualified Professional Inspector (QPI). A QPI is any one or combination of the following: A boiler inspector who has a valid and current certificate from the National Board of Boiler and Pressure Vessel Inspectors. A boiler inspector who has qualified for licensure by passing a written examination under the laws, rules, and regulations of a jurisdiction of the State and holds a current State license. A boiler inspector who is currently employed as a boiler inspector/testing by a jurisdiction that has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement, and has a representative serving as a member of the ASME Conference Committee; or A boiler inspector who is currently employed by an insurance company that has been licensed or registered by the appropriate authority of a State to write boiler and pressure vessel insurance. (2) Past Performance: Contractor must provide three references for contract of similar scope and magnitude to be evaluated for Boiler Control Maintenance & Inspection. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. (3) Price: Offeror s price shall be evaluated to determine if its fair and reasonable. Offerors shall submit a price/cost breakdown to include hourly rates of all employees who will be involved in the complete of this project. (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. (4) Service-Disabled Veteran-Owned Small Business (SDVOSB): The offeror shall be certified, verified and have an active registration in the Vendor Information Pages (https://www.vip.vetbiz.va.gov/). (viiii) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (FEB 2021) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. (x) FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018 The following contract clauses apply to this acquisition: The following clauses are incorporated into Addendum to FAR 52.212-4, 52.203-16 Preventing Personal Conflicts of Interest (JUN 2020) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-8 Option to Extend Services (NOV 1999) (Shall not exceed 6 Months) (Exercise the Option within 90 Days) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) (Extend the Term of the Contract within 90 Days) (written notice of its intent to extend at least 60 days) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements (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. (d)   The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) - 852.203-70 Commercial Advertising. - 852.211-70 Equipment Operation and Maintenance Manuals - 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (NOV 2020) - 852.232-72 Electronic Submission of Payment Requests. - 852.270-1 Representatives of Contracting Officers. 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) 852.219-76 Subcontracting Plans Monitoring and Compliance (JUL 2018) 852.237-75 Key Personnel (OCT 2019) 852.242-71 Administrative Contracting Officer (OCT 2020) (xi) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (JAN 2021) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.204-14 Service Contract Reporting Requirements (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) 52.219-8 Utilization of Small Business Concerns (OCT 2018) 52.219-9 Small Business Subcontracting Plan (JUN 2020) 52.219-16 Liquidated Damages Subcontracting Plan (JAN 1999) 52.219-28 Post Award Small Business Program Representation (NOV 2020) 52.222-3 Convict Labor (June 2003) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) Employee Class: 25010 (Boiler Tender) Monetary Wage Fringe Benefits: $42.23 Health & Welfare: $4.54 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-44 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (MAY 2014) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-54 Employment Eligibility Verification (OCT 2015) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) 52.242-5 Payments to Small Business Subcontractors (JAN 2017) (xii) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy. All quotations shall be sent ONLY to Clifford S. Harrison at [email protected] This is a Service-Disabled Veteran Owned Small Business set-aside open market for Boiler Control Maintenance Inspection as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 12PM (Noon) on 08/18/2021 @[email protected]. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer Clifford S. Harrison at [email protected]. All questions must be submitted by 08/04/2021 at 12:00pm. Point of Contact Clifford S. Harrison, Contract Specialist [email protected] NO PHONE CALLS.

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