Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Boiler Plant Service, Preventative Maintenance and Safety Device Testing This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking to obtain Boiler Plant services for preventative maintenance and safety device testing located in West Haven and Newington Connecticut. The standard of services shall be of quality; meeting or exceeding those described below. Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. General Requirements: A. General Task Statement: The successful Contractor shall be required to provide services as identified per this specification for the VA Connecticut Healthcare System (VACHS) at West Haven and Newington Connecticut. This specification included inspection, maintenance, documentation and reporting requirements at regular intervals and at specific times per VHA DIRECTIVE 1810 {or latest rev.}, VHA boiler plant safety device testing manual fifth edition {or latest edition}, and or noted by CO. B. Performance Work Statement: 1) The Contractor shall maintain all resources necessary to accomplish work as identified herein. 2) The Contractor and the Contracting Officer s Representative (COR) shall arrange for routine (non-emergency) services for the facility as required. 3) The Contractor shall reference the Equipment List and perform quality and professional work with support from the COR and/or the CO. Work shall be performed in accordance with all applicable, Federal, State, Local, VA, and all governing regulations and per industry standards. 4) The VACHS shall be able to request emergency service from the Contractor as necessary. 5) The Contractor shall provide emergency services in the event of an emergency which compromises the equipment as identified in the Equipment list. This service shall be available twenty-four (24) hours per day, seven (7) days per week and be available with personnel on the scene within the four-hour (4) time indicated per this specification when warranted. If the Contractor fails to respond within the time required, VACHS reserves the right to obtain the required services from another source capable of full performance of these contract requirements, The Contractor shall be able to identify the emergency, the cause of the emergency and the corrective action required to address the emergency to effectively and timely correct a critical situation. 6) The Contractor shall conduct regular inspections and equipment operation reviews. The inspection and review forms and documentation (checklist in the binder etc.) shall be made available electronically to the facility per request and/or as part of reports (i.e. addendums) in Microsoft Word and/ or Microsoft Excel within ten (10) days after testing. 7) The Contractor shall provide all necessary resources (materials, labor, supervision, test equipment, etc.,) necessary to perform services, preventative maintenance and emergency repairs on the Government owned equipment Located in the West Haven and Newington Campuses Boiler Plant as outlined in the VHA Directive 1810 {or current version} and additionally the requirements of the VHA Boiler Plant Safety Device testing Manual Fifth Edition { or latest edition} at the VACHS Medical Center West Haven & Newington Campus 8) The Contractor shall use the Exact copy of the Boiler Plant Safety Device Testing Manual, printed and filled out, and shall have a Paper Copy and also an Electronic version, the paper copy shall be filled out immediately {day of testing and placed in binder} and left in the Boiler Plant, the electronic version shall be sent via e-mail to Contracting Officer Representative (COR) within 10 days from date of completion of Device Testing. 9) All hazardous and non-hazardous materials generated at VACHS shall be disposed in accordance with current Federal, State and local guidelines governing regulated hazardous and non-hazardous chemical wastes. All hazardous waste to be disposed of shall first be coordinated through the Environmental, Health and Safety Office through the COR. C. General Requirements & Considerations Statements: 1) Capability Requirements: The Contractor Service Representative(s) who perform services under this requirement shall be competent, experienced and qualified to perform such services listed herein. All work performed shall be first class in accordance with good practices. The Contractor shall submit proof of appropriate training, equipment knowledge and experience for all personnel performing services on equipment as identified in the Equipment List. The Contractor equipment shall be able to communicate with all connected equipment that is in the Boiler Plants Operating and Control System Computer without any interference with the proper operation of such equipment. 2) Licenses and Permits: The Contractor shall, without additional cost to the VACHS, provide and maintain all licenses and permits for operational personnel, equipment, vehicles and other resources required for accomplishing all requirements per this requirement specification in accordance with all applicable Federal, State, Municipal, and Local Regulations (e.g. OSHA, EPA, CT-DEP). If appropriate licenses are not maintained in accordance with requirements, the VACHS may terminate the contract. 3) Regulatory Documentation The Contractor shall be required to comply with no additional cost to the government changes to Federal, State and local regulations and procedures which occur during the term of this requirement. The Contractor shall provide to the VACHS any additional certifications that may be required due to changes in such laws. 4) Building Occupancy The VACHS shall maintain full occupancy of the site for the duration of the services required under this requirement. The Contractor shall not interfere or hinder the daily operations of the VACHS while performing services. 5) Stop Work Option: The VACHS reserves the right to halt work if the CO or COR determine work is being done in an unsafe manner. VACHS shall not incur additional costs if work is halted for good cause. 6) Delivery and Performance Schedules: a) It is the intent of this requirement to have ongoing and regular services along with emergency services as required. The responsible CO or COR shall notify the Contractor of the necessity for emergency services. The Contractor shall coordinate all work on site through the facility s COR. Contractor s performance shall be within the specified Working Hours except in the case of emergencies. b) The VACHS requires services on a recurring basis and for needs not know at this time. On occasion, there may be a need for additional on-site services. If additional on-site services are needed, they shall be charged and billed separately at prevailing rate. 7) Identification, Check-in, Parking, and Smoking Regulations: The Contractor s Service Personnel shall wear visible identification at all times while on VACHS premises. Contractor s Service Personnel shall be required to sign in once on campus at the Facility Management Service (FMS) Building or at the (Boiler Plant) Office Area. Contractor s Service Personnel shall always report to COR once on campus and before the start of any work. The Contractor s Service Personnel shall park vehicles in appropriate designated parking areas. Information on parking is available from the Facilities Management Service or the VACHS Police Service. The VACHS shall not invalidate or make reimbursement of parking violations of the Contractor s Service Personnel under any conditions. Smoking is prohibited on all VACHS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VACHS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. D. General Maintenance and Improvements Statements: The Contractor shall have twenty-four (24) service days to implement the Service Delivery Plan outlining service procedures from the issuance date in writing. Setting up a format per VHA Directive 1810{or current version}, and VHA boiler plant safety device testing manual {latest edition} to have in a binder all monthly, quarterly, semi-yearly, yearly, testing, adjustments, or replacements as noted. The binder and all reports shall show all testing and repairs, or replacements made with date and name of technician. 1. General System Maintenance a) Repair & Replacement Services. The Contractor shall, with prior written approval of the CO or authorized designee (COR), repair or replace failed or worn components listed {per VHA Directive 1810, VHA boiler plant safety testing manual} per specifications and as indicated on the Equipment testing list. Repair labor and materials for the listed coverage items as shown on the Equipment shall be billed separately after approval to proceed has been granted by the CO or authorized designee (COR). 2) Annual Training a) Class Services. The Contractor shall provide on-site training classes for all FMS plant staff members at each campus per year. This training shall not be less that (2) hours and not more than five (5) days per year per facility with training subject to be determined by the COR per current Class Offerings. Contractor shall include all associated training documents and reference materials for the participant. If training is to be held off-site the contractor shall provide transportation, lodging and food. b) Coaching Services. The Contractor shall work closely with facility staff to provide individual Operator Coaching. This Coaching shall be structured to review and reinforce learned skills, leading to greater utilization of control systems applications implemented at this facility. The Contractor shall provide at minimum Four (4) hours of time per quarter for FMS plant staff questions and concerns regarding requirement related items. The COR shall assist the facilities operators in identifying, verifying and resolving problems found in executing tasks. During the coaching sessions, the Contractor shall address testing issues, assist VA operators in becoming more self-sufficient, and tailor the control system applications to the needs of this facility and to the operator s specific job responsibilities. Coaching times to be coordinated between the contractor and the COR. 3) Energy Performance and System Improvements a) Application & Technology Consulting. The Contractor shall conduct four (4) on-site reviews per year of this requirement related items to assess that it meets the VACHS s changing needs. For one (1) day per quarter, per facility the Contractor shall provide a qualified, site and system familiar Contractor Service Representative (i.e. Control System Engineer, Energy Engineer, etc.) who shall work with Key FMS Staff (i.e. VACHS Energy Engineer) on reviewing and developing energy conservation measures. This review shall include an analysis of contract related items. The primary focus of this consulting shall be to increase the energy efficiency of the facility and to consider options and alternatives that may improve the overall Systems (equipment replacements, system modifications, etc.). The Contractor shall work with the facility operators and engineering group (i.e. Energy Manager, etc.) to develop strategies to reduce energy use associated with the requirement related items. b) System Improvement. In the interest of improving function, effectiveness and efficiency, the Contractor shall have the ability to develop and recommend the following: 1) Adding additional equipment 2) Expanding or upgrading existing hardware to include new features. 3) Expanding or upgrading existing programming to include new features or control of new equipment and 4) any other system improvement or expansions. 4) Emergency Service The Contractor shall troubleshoot, repair or replace any component or part as covered under Premium Coverage as listed in the Equipment in order to make equipment operational twenty-four (24) hours a day, seven (7) days a week. This Premium Coverage work shall be accomplished as required per these requirement specifications and with the knowledge of the CO or the authorized designee (COR). a) Emergency On-site Response. To reduce costs and disruptions of downtime when an unexpected problem occurs, the Contractor shall provide Emergency On-Site Response within four (4) hours of notification. The Contractor shall provide this service Sunday through Saturday, including holidays, twenty-four (24) hours per day, to minimize downtime. Non-emergency calls, as determined by the COR and the Contractor shall be incorporated into the next scheduled service call. b) Emergency Online Response. To provide faster response to emergency service requests and to reduce the costs and disruptions of downtime, contractor shall be both capable and ready to respond online within two (2) hours of receiving notification for emergency service during the hours of Sunday through Saturday, including holidays, twenty-four (24) hours per day. Emergencies shall be determined by the COR and the Contractor. NOTE: ANY ADDITIONAL CHARGES CLAIMED FOR MATERIAL AND LABOR NOT COVERED BY THESE REQUIREMENT SPECIFICATIONS OR AS INDICATED IN THE EQUIPMENT LIST MUST BE APPROVED BY THE CO BEFORE SERVICE IS RENDERED SECTION III - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFEROR SAFETY REQUIREMENTS In the performance of this requirement, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee shall notify the Contractor of any noncompliance. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of work, shall be deemed sufficient for the purpose of the previously mentioned. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. EVIDENCE OF COVERAGE Before commencing work under this requirement, the Contractor shall furnish to the Contracting Officer a certificate of insurance from its insurance company. The certificate of insurance coverage shall not be changed or canceled unless thirty (30) days written notice is provided to the Contracting Officer. Notes: This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments or answer questions to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. The Department of Veteran Affairs Contracting Office Point of Contact: Joshua Gallien Contract Specialist Email: [email protected]

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