J041--Steam, Plumbing and HVAC Service Contract Bedford VA Medical Center

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, 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. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-04. This solicitation is set-aside for SDVOSBs. The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $19.0 million. The FSC/PSC is J041. The Bedford VA Medical center located at 200 Springs Rd in Bedford, MA 01730 is seeking to purchase services to Maintain the HVAC, Steam, and Plumbing systems at the Bedford VA Medical Center. Wage Determination 2015-4047 is applicable. DEPARTMENT OF VETERANS AFFAIRS STATEMENT OF WORK Steam, Plumbing and HVAC Service Contract INTRODUCTION The VA Medical Center in Bedford is seeking a qualified contractor to perform comprehensive maintenance and repair services for heating, ventilating and air conditioning (HVAC), steam systems such as condensate pumps, steam absorption chillers, condensate return, steam coils, and various steam appurtenances. Service performance will be for at the VA Bedford Healthcare System, 200 Springs Rd Bedford MA 01730 and at 10 Veterans Way Lowell MA 01852. BACKGROUND The VA equipment for heating, ventilating and air conditioning (HVAC), steam systems such as condensate pumps, steam absorption chillers, condensate return, steam coils, and various steam appurtenances requires maintenance and repair on a periodic basis through the year. The Facility Service, Maintenance Department, acquires assistance in keeping up with these emergencies on the equipment and components to ensure proper operations and prevent failure points on the equipment. Our current Maintenance staff is shorthanded to ensure adequate response and system operation is being maintained while also responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract would be needed to ensure the proper and timely repairs and maintenance to these equipment/systems. SCOPE Work shall be bid as a base + 4 option year contract. For all work listed within section 3.0-3.3: Contractor shall provide all supervision, labor, materials, tools, and any specialized equipment required to perform the work. Contractor must have the ability and resources to work on a variety of steam systems such as condensate pumps, steam absorption chillers, condensate return, steam coils, and various steam appurtenances. Contractor will be responsible for following all State, Federal and EPA codes and requirements including proper use of Personnel Protective Equipment (PPE). The contractor will follow all of the facilities safe work process and procedures. All contractor staff performing Pipefitting, Plumbing, and HVAC/Steam work will be licensed and certified to perform work within the Commonwealth of Massachusetts. Contractor will be responsible for proper disposal of all debris, fluids and other general or hazardous waste collected as part of the service, contractor will follow all applicable Local, State, and Federal and EPA laws/regulations pertaining to proper disposal. Contractor shall provide a schedule for approval and allow a 2-week notice prior to starting any work activity that impacts facility operations. Contactor shall provide submittals with data sheets for approval by the COR or their designee. All work will be coordinated with the Contracting Officer Representative (COR). There will be no changes to this scope of work without prior approval of the contracting officer (CO). Item 1 Backflow Testing (PM Semi-Annually Every Year) The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW. Contractor shall perform backflow testing for all equipment listed in Attachment A, including ancillary components associated with the functioning of these devices. Backflow testing shall be performed in a manner designed to comply with MADEP testing procedures. The contractor shall adhere to all individual state requirements and instructions for the particulars of backflow testing. All contractor personnel and subcontractors that perform required maintenance or repair when backflows fail and shall be qualified to work on these equipment. The contractor shall provide a written schedule to the Contracting Officer Representatives (COR) for the facility, listing the specific timeframe of the backflow testing and a pass/fail report with corrective actions needed to be taken. The contractor shall obtain, provide and install all parts, materials, and supplies necessary to perform the work, and shall be responsible for the cost of same within their base bid amount. Contractor shall use parts supplied by the original equipment manufacturer (OEM) or authorized equal (as stipulated by the manufacturer) when replacing all parts, components, and/or devices for the covered systems. Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new equivalent part. The contractor shall notify the VA when such replacements or modernization occurs. The contractor shall perform the following: Perform Backflow testing by MADEP Certified Backflow Prevention Device Tester semi-annually. Provide list of backflow devices and if they passed or failed. A repair allowance for each backflow device shall be carried at a rate of $250 for parts per backflow. Contract shall provide a repair allowance of 16 labor hours Attachment A is the list of devices to be tested. Attachments Back Flow Inventory 11-08-2023 Bfimform Item 2 Crescent House Yearly Boiler Maintenance (PM Annually Every Year) The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW. The contractor shall perform the following: Perform yearly boiler inspection of 11 (Eleven) 130,000 Btu gas boilers (9 Burnham & 2 Weil McLain) at the Crescent house Inspection shall be performed per manufacturers recommendations Any incidental part required to perform the inspection shall be included. Inspection tags shall be updated on all boilers Inspection reports shall be proved upon completion of the inspections. A repair allowance for each boiler shall be carried out at a rate of $500 for parts per boiler. Contract shall provide a repair allowance of 16 labor hours Item 3 Emergency Services The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform repair tasks functions for the equipment described in sections 3.1 and 3.2 as well as other plumbing and steam related emergency repairs at the direction of the COR. The contractor shall be on site within 8 hours of being notified of an HVAC/Steam emergency. Contractor shall respond and have the resources available to correct any emergency steam issues when requested. If the emergency steam condition cannot be corrected or repaired immediately, the contractor will make the condition safe by Lockout/Tagout, disconnect, or isolate it from service, so that the condition will not cause any further issues or damage to other operating systems, patients, staff, or property. This work within this section is for immediate response of steam issues, with the intention of performing steam repairs to systems and equipment to keep critical services operational in the medical facility. Any repairs that may require extensive time and materials will need to be approved by the Contracting Officer prior to any procurement of the materials and before any further work can be performed that would exceed costs and time specified below. This work will be performed via a change order to the contract. Provide certified ASME B31.1 Welder to perform repairs as directed by COR Welder 16 hours Regular time Helper 16 hours Regular Time Provide pipefitter/Plumber to perform repairs as directed by COR Plumber 160 Foreman Regular time Plumber 160 Regular time Contractor shall carry an allowance for parts for emergency repairs at a rate of $XX.XX Item 4 Duct Cleaning (BASE YEAR ONLY) The contractor shall perform duct cleaning and inspections and provide reports for locations listed below Locations: Building 7 Perform inspections of all ducts, intake, transfer and exhaust systems and develop a planned work schedule to clean ducting in the building indicated. Clean all fans and air distribution equipment including but not limited to HV s, HVAC s, coils, exhaust fans (EF s), centrifugal fans, louvers, baffles, diverters, air mixing boxes, VAV boxes, and all other air distribution apparatus. All duct cleaning shall be performed under negative pressure via a HEPA filtration unit and blocking registers and diffusers in rooms serviced by trunk lines under maintenance unless circumstances dictate otherwise. The Contractor shall collaborate with the COR/COTR on all work practices to ensure minimal impact to Patients and Staff during cleaning operations. The CO shall be considered the final arbiter of any and all potential issues that may arise. Inspect each duct, intake, transfer and exhaust system IAW NADCA 2021 ACR and manufacturer s instructions. Perform all work in strict accordance with the highest safety standards and applicable codes in order to eliminate the possibility of exposure to Patients, Staff and Visitors, and to prevent damage to installed machinery, equipment and building structures. Submit a report of all inspections and maintenance accomplished on all duct, intake, transfer and exhaust systems. Reports shall include a record of conditions, inspection results and suggested preventive or corrective maintenance deemed necessary for proper system operation. Photographs of duct conditions before and after duct cleaning shall be included. Attachments Bldg. 7-Attic Heating and Ventilation Color (11469) Bldg 7-Attic Heating and Ventilation Color (11468) Bldg. 7-F2 Heating and Ventilation Color (11467) Bldg 7-F2 Heating and Ventilation Color (11466) Bldg. 7-F1 Heating and Ventilation Color (11464) Bldg. 7-F1 Heating and Ventilation Color (11465) Bldg. 7-FB Heating and Ventilation Color (11463) Bldg. 7-FB Heating and Ventilation Color (11462) Item 5 HVAC REPAIRS (Base Year Only) Building 7 HVAC Repairs HV-4 Bldg. 7 HV-4 intake louvres are frozen. Contractor to replace. HV-5 Bldg. 7 HV-5 intake louvres are frozen. Contractor to replace. Building 61 HVAC Repairs Location: Building 61 Attic HV-4 Bldg. 61 HV-4 intake louvres are frozen. Contractor to replace. HV-5 Bldg. 61 HV-5 replace bearings. Both louver sets are frozen. Contractor to replace. Location: Building 61 Mechanical Room Insulation Replacement Furnish and Install insulation on piping in Bldg. 61 Mechanical Room (refer to attached photos for locations) Building 78 HVAC Repairs Location: Building 78 1st Floor Mechanical Room Circulation Pumps A. Furnish and install two (2) circulation pumps. Furnish and install two direct replacement circulation pumps in Bldg. 78 1st Floor Mechanical Room. ( refer to picture 78 pump) Any required pipe reconfigurations to install the new pumps are the responsibility of the contractor. Contactor will reinsulate any pipe insulation removed or disturbed during the install. Contractor shall dispose of debris and pumps Location: Building 78 Clothing Room HV Unit HV Unit Louvres are frozen. Replace Damaged Louvres. Location: Building 78 Mechanical Room Insulation Replacement Furnish and Install insulation on piping in Bldg. 78 Mechanical Room (refer to attached photos for locations) Building 80 Chapel HVAC Repairs Replace Chapel pneumatic controls and repair HV issues. Remove all pneumatics and piping/tubing. Remove compressor and drier. Leave compressor and drier on site for VA reuse. Location: Building 80 Chapel Above altar HV-3 Replace preheat coil. New coil on site. Check manual operation of two air dampers. Repair or replace as needed. Replace pneumatic controls for HV. Replace pneumatic preheat reheat valves. Replace temp sensors and pressure switches as needed for new controls. Replace pneumatic thermostat by altar. Replace pneumatic damper controls and actuators for HV dampers. Replace Controls for A/C condenser and cooling coil solenoid. EF-1 Check manual operation of air damper. Repair or replace as needed. Replace pneumatic controls for exhaust fan. Replace pneumatic damper controls and actuator for EF damper. Replace controls for EF operation. Location: Building 80 Chapel Above Bathroom HV-1 Check manual operation of air damper. Repair or replace as needed. Replace pneumatic controls for HV. Replace pneumatic preheat reheat valves. Replace temp sensors and pressure switches as needed for new controls. Replace pneumatic thermostat at rear of chapel. Replace pneumatic damper controls and actuators for HV dampers. Replace Controls for A/C condenser and cooling coil solenoid. HV-2 Blower wheel turns in reverse but will not rotate in forward direction. Suspect bearings. Repair blower. Check manual operation of air damper. Repair or replace as needed. Replace pneumatic controls for HV. Replace pneumatic preheat reheat valves. Replace temp sensors and pressure switches as needed for new controls. Replace pneumatic thermostat in the side chapel. Replace pneumatic damper controls and actuators for HV dampers. Replace Controls for A/C condenser and cooling coil solenoid. EF-2 and EF-4 Check manual operation of air dampers (X3). Repair or replace as needed. Replace pneumatic controls for exhaust fan. Replace pneumatic damper controls and actuator for EF damper (X3). Replace controls for EF operation. End of Repairs Scope of Work The purchase order/contract period of performance is a base year plus four option years. Place of Performance/Place of Delivery Address: Edith Nourse Rogers Memorial Veterans Hospital 200 Springs Rd Bedford, MA Postal Code: 01730 Country: UNITED STATES The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] 52.225-2 Buy American Certificate.(OCT 2022) As prescribed in 25.1101(a)(2), insert the following provision: (a) (1) The Offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a domestic end product and that each domestic end product listed in paragraph (c) of this provision contains a critical component. (2) The Offeror shall list as foreign end products those end products manufactured in the United States that do not qualify as domestic end products. For those foreign end products that do not consist wholly or predominantly of iron or steel or a combination of both, the Offeror shall also indicate whether these foreign end products exceed 55 percent domestic content, except for those that are COTS items. If the percentage of the domestic content is unknown, select no . (3) The Offeror shall separately list the line item numbers of domestic end products that contain a critical component (see FAR 25.105). (4) The terms commercially available off-the-shelf (COTS) item, critical component, "domestic end product," "end product," and "foreign end product" are defined in the clause of this solicitation entitled "Buy American-Supplies." (b)Foreign End Products: (c) Domestic end products containing a critical component: Line Item No. ___ (d) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation. (End of provision) As prescribed in 852.102(a), insert the following provision: Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the Web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. [Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) provisions and clauses incorporated by reference that must be completed by the offeror or prospective contractor and submitted with the quotation or offer.] (End of provision) 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023) (DEVIATION) As prescribed in 819.7011(c), insert the following clause. The contracting officer shall tailor the clause in paragraph (a)(2)(iii) as appropriate: (iii) The offeror certifies that it will supply the end item of a small business manufacturer, processor, or producer made in the United States, unless a waiver as provided in 13 CFR 121.406(b)(5) has been issued by SBA. Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: Printed Title of Signee: Signature: Date: Company Name and Address: (End of clause) Parent topic: Subpart 852.2 - Text of Provisions and Clauses 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998). As prescribed in 52.107(a), insert the following provision: This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of…