HEFS HVAC Critical Equipment Maintenance Service

THIS IS A SOURCES SOUGHT NOTICE to determine the availability and capability of small businesses (including certified 8(a), Small Disadvantaged, and HUBZone firms; veteran and service-disabled veteran-owned small businesses, and women-owned small businesses. This notice is for planning purposes only, and does not constitute an Invitation for Bids, a Request for Proposals, Solicitation, Request for Quotes, or an indication the Government will contract for the items contained herein. This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. The Government does not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this sources sought. Any responses received will not be used as a proposal.OBJECTIVE: The National Institutes of Health

(NIH) , Clinical Center (CC). the Office of Purchasing and Contracts (OPC) wishes to learn about and is seeking to identify any sources with capabilities or prior experience that can provide for renewal annual license maintenance The National Institutes of Health Clinical Center (NIHCC) is seeking a maintenance and service contract for our critical HVAC equipment serving our Data center, MRI, CT, PET equipment rooms.The National Institutes of Health Clinical Center (NIHCC) is the federal government's research hospital under the Department of Health and Human Services. The hospital is located in Building 10 on the NIH's campus in Bethesda MD, a 4.6 million square foot complex of three interconnected buildings. Three of these buildings house hospital departments and services. These include the Warren Grant Magnuson Building, the Ambulatory Care Research Facility (ACRF) and the Mark O. Hatfield Clinical Research Center (CRC). National Fire Protection Association (NFPA) defined occupancies for Health Care and Ambulatory Health Care account for 1.49 million square feet of space within the complex. In addition, the clinics as partners in care account for 1.3 million square feet. The NIH CC employs approximately 2,000 full time employees across 30 different departments. The hospital is a 200 bed hospital with 15 outpatient (OP) clinics and 82 day hospital stations.BackgroundCurrently the Clinical Center Complex (CCC) (defined as Warren Grant Magnuson Bldg 10), Ambulatory Care Research Facility (ACRF) and Clinical Research Center (CRC), has a requirement to perform preventive maintenance and service to critical cooling units in Building 10 and the ACRF, as well as units in the CRC. Cooling units must be maintained to ensure operation of the multi-million dollar medical center and associated data equipment required to support critical hospital operations. Lists of the HVAC cooling units and their locations in the CCC are attached (Attachments 1&2. The CC Office of Hospital Engineering and Facility Services (HEFS) is responsible for the maintenance and oversight of the CCC HVAC cooling units.Statement of Worka. Introduction/BackgroundCurrently within the CCC there are two (2) major hospital data locations that are supported by HVAC cooling units: 1) Building 10 and ACRF (Attachment 1), and 2) the new CRC building (Attachment 2). Due to the critical operations of the cooling units, every detail of the complicated, computerized systems must operate at design specifications to protect essential equipment. This is especially important in a facility where the hospital data centers are totally dependent upon the HVAC cooling units as the primary cooling source. Hence, it is crucial that the vendor be not only fully capable of performing surveys, making equipment adjustments and corrections, but the vendor must also be knowledgeable about the complex air handling systems that support health care organizations of this size and complexity.The contractor must be headquartered or have service locations within the Washington Metropolitan area. The contractor shall provide scheduled preventative maintenance, routine service, emergency response with equipment repair or replacement, and documentation and reporting of all HVAC units and peripherals as listed in the equipment listings for Buildings 10 and the ACRF (Attachment 1) and for building CRC (Attachment 2). All work shall be performed in compliance with all Federal, state (Maryland) and local laws. In addition all work must be performed in accordance with American Institute of Architects National Fire Protection Association (NFPA) and American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRE) Guidelines.b. Period of PerformancePurchase Order Period of Performance effective July 1, 2017 through February 28, 2018c. Scope and RequirementsContractor shall supply all labor, materials, equipment, and supplies to perform the functions and tasks required in this contract, unless otherwise specified.1. PREVENTIVE MAINTENANCEContractor shall perform three (3) scheduled preventive maintenance (PM) inspections and cleaning during the eight month period of performance of the purchase order. A schedule of such maintenance should be provided with the offer. It is the sole responsibility of the Contractor to schedule and perform all preventive maintenance inspections. The specific dates for scheduling the PM will be coordinated between the Contractor and the Contracting Officers Representative (COR) of HEFS. Preventive maintenance inspections will be performed during the hours of 8:00 a.m. until 5:00 p.m., Monday through Friday, excluding holidays and any day declared an official Federal Holiday.During the scheduled contract year, the contractor will perform a thorough maintenance check and cleaning of the system on each piece of equipment, at a minimum according to the manufacturer's specifications, including but not limited to the following.a. Quarterly Services: (once per quarter for each unit)• Inspect unit filters and belts, replace as required.• Check and clean condensate drain pans, drain lines and pumps.• Observe proper condensate removal. Simulate if necessary. Replace slime removal tablets.• Provide anti-clog treatment to condensate pans.• Provide anti-clog treatment to humidifier pans (monthly)• Observe/record proper temperature and humidity control. Adjust/repair as necessary.• Check unit alarms including: high temp, high humidity, condensate overflow, liquitect water sensor in unit.• Provide a general inspection of all system components including wiring, contacts, air pressure switches, belt tensions, etc.• Check humidifiers, nozzles and auxiliary drain pan for obstructions and clean as necessary (where applicable)• Measure fan motor performance.• Measure breaker temperature to ensure breaker is not prone to fail.• Check DX for refrigerant leaks, record operating pressures and temperatures.• Check compressors crank case heater.b. Annual Services: (once per annum for each unit)• Disassemble all panels, clean and vacuum entire unit.• Wash down outside condensing units. Provide and install new air filtration.• Replace belts and inspect sheaves for wear. Readjust belt tension one week after new belts are installed.• Back flush chilled water coil.• Pull, clean and replace chilled water strainer.• Measure chilled water flow at return side balancing valve (if valve is provided).• Clean and adjust electrical components as required.2. ROUTINE SERVICE (Equipment Repair):a. Routine service calls are included under this agreement.The Contractor will provide a central call support service by phone 24 x 7 x 365. On-site service with a qualified technician will be provided within one (1) hour of the initial phone call to the central call number, excluding weekends and holidays, upon notification by personnel in HEFS.The Contractor shall replace all equipment and devices with new manufacturer's equipment or approved devices, if available. Equipment shall meet or exceed manufacturer's operating specifications upon completion of repairs. Any parts required for repair/emergency repairs that are not covered under this agreement will require a separate purchase order and the contractor shall contact the COTR for Purchase Order Number before any work is performed.b. Emergency Service:Emergency service calls are included under this agreement.The Contractor will provide a central emergency call support service by phone 24 x 7 x 365. A qualified service technician must be on site within four (4) hours after initial notification of a problem by personnel in HEFS. The term "response time" will result in the physical presence of a fully qualified technician arriving on the CC campus within the specified time.Equipment is to be fully operational within a maximum of 8 hours of the on-station response time. If the Contractor requires additional parts/time to complete required repair/service, the Contractor should contact the COTR to coordinate completion of work within an agreed upon completion time/date, as these units support mission critical operations.All repairs shall be in accordance with accredited standards, manufacturers' specifications, and codes applicable to equipment covered in this contract.All contractors' responses during non-business hours will be documented in writing with a point by point description of work completed and any required additional work, with-in 12 hours of call completion.3. REPORTS:a. Maintenance Service:All data shall be documented in spreadsheet format and submitted by the 25th of the month of the service date for review by the COR. Data required, but not limited to, shall include:• Unit• Room Number Manufacturer Model No. and Serial number of the unit• Date Tested/changed Belt Size/Quantity• Notes• Humidifier Pan Humidifier Drain Humidifier Unit• Chilled Water Strainer Chilled Water Flow Date Tested• Supply and discharge temps,• DX Supply and discharge temps. DX operating pressures• Alarms:• High Temp.• Humidifier• Pan Overflow Liquitect Sensor• Electrical• Motor HP (rated/actual)• Motor Volts (rated/actual)• Motor Amps (rated/actual)• General Inspectionb. Documentation of work completion for Routine Service Calls and Emergency Service Calls:Contractor shall submit to the designated COTR in HEFS a routine work and/or emergency work report within 24 hours of work completion. This work report is to be legibly signed and dated by the COTR indicating that the work has been completed. This signed work report must contain:• Date and time of service/ inspection;• Brief description of work performed;• Equipment type, model and serial number;• Status of system upon completion• Copy of (PM) inspection report, if applicable; and• Signature of designated COTR accepting work during normal working hours.4. GOVERNMENT RESPONSIBILITIESThe government is responsible for:a. Providing reasonable access to the equipment on each date that service calls are made or maintenance service has been scheduled.b. Providing information as to all known hazards or hazardous materials which contractor personnel may encounter when working on equipment and in the environments within which equipment is located.c. Providing mandatory training as required by Joint Commission for security clearance.5. CONTRACTOR RESPONSIBILITIESa. At EACH SEVICE VISIT (maintenance or repair)1. The Contractor's service representative shall notify the designated COTR of HEFS, located in Bldg. 10 Room 3N303 (phone 301-496-2862) upon arrival at the facility and to beginning work and upon completion of work.2. Contractor shall leave the work site in as clean a condition as when work began. Debris accumulated during work procedures shall be removed and the equipment or furniture moved during work procedures shall be repositioned to original locations.3. Removal of Equipment by Contractor: Any equipment required to be removed from this facility for repair work shall not be removed without the proper approval from the HEFS Facility Manager.4. Disposal of all residues will be done off-site in strict accordance with all applicable Federal, State and local regulations.5. Protect adjacent structures, equipment, vehicles and vegetation during the performance of specified work.6. Report all discrepancies noted, that are not within the scope of this agreement, along with estimated repair cost to the COTR.7. Any repair or replacement of components not within the scope of this agreement, which will result in additional cost, shall not be accomplished until approved by the contracting officer.b. THE CONTRACTOR: The Contractor must have experience, facilities, trained and experienced Service Technicians, equipment, supervision and management to adequately provide preventive, routine, and emergency services to maintain the Clinical Center critical cooling units in accordance with manufacturer's specifications.1. Provide all labor, parts, materials, supervision, technical manuals, tools, test instruments, and transportation required to perform preventive maintenance and all emergency repairs on the government HVAC Critical Cooling Units in the Clinical Center. All materials to be replaced shall be furnished by the Contractor. Provide documentation (electronic and hard copy) of all preventive maintenance and repairs.2. Routine maintenance (must be at least according to manufacturer's specifications or better), troubleshooting and non-routine service is performed according to the manufacturer's specifications and is documented in writing and supplied to the COTR, as outlined above.3. All HVAC Critical Cooling Units are maintained in good working order, or returned to good working order after a break in service.c. PARTS:The Contractor shall replace all equipment and devices with new manufacturer's equipment or factory approved devices, if available. Factory refurbished components may ONLY be used in the event that new components are not available. No modification of the equipment shall be permitted without the prior approval of the COTR HEFS. The Contractor must have access to Original Manufacturers (OEM) parts during the term of this contract.d. SAFETY REQUIREMENTS:The performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his designee will notify the Contractor of any non-compliance with the foregoing provisions and the actions to correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at this site of work, shall be deemed sufficient for the aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contract in default.6. DELIVERABLES.a. Provide all labor, parts, materials, supervision, technical manuals, tools, test instruments, and transportation required to perform preventive maintenance and all emergency repairs on the government owned HVAC Cooling Units in the Clinical Center (See Attachment 1 & 2) by factory-trained service technicians experienced with comparable systems. All materials to be replaced shall be furnished by the Contractor.b. Provide detailed documentation (electronic and hard copy) of all preventive maintenance and repairs, with itemization of necessary equipment, procedures, repairs and inventory management for each on-site visit (See Reports for documentation specifications).c. Routine maintenance (4 times per year or according to manufacturer's specifications, whichever is greater), troubleshooting and non-routine service is performed according to the manufacturer's specifications and is documented in writing and supplied to the COTR, as outlined above.d. All HVAC units are maintained in good working order, or returned to good working order within 8 hours of a break in service, or a repair plan with expected completion dates is presented for repairs that require additional time and materials, with a plan for ensuring adequate cooling of data centers while repairs are in progress.e. All paper/hardcopy documents/reports submitted under this contract shall be printed or copied, double-sided, on at least 30 percent post-consumer fiber paper, whenever practicable, in accordance with FAR 4.302(b).Satisfactory performance of the final contract shall be deemed to occur upon performance of the work described in the scope of Work] upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the following items in accordance with the stated delivery schedule:7. REPORTING REQUIREMENTSa. The items specified below as described in the REPORTING REQUIREMENTS Article in SECTION C of this contract will be required to be delivered F.o.b. Destination as set forth in FAR 52.247-35, F.o.b. DESTINATION, WITHIN CONSIGNEES PREMISES (APRIL 1984), and in accordance with and by the date(s) specified below [and any specifications stated in SECTION D, PACKAGING, MARKING AND SHIPPING, of this contract]:b. The Contractor must provide evidence of experience and qualifications of the company in providing comparable preventative maintenance and emergency service of these systems in a comparable sized health care institution with the same or similar complexity and needs.c. All key personnel must be in place and fully qualified prior to award of this contract.The Clinical Center reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other of any bidder, and to reject any and all offers irrespective of price, that shall be administratively determined by the Contracting Officer to be lacking in any essentials judged necessary to assure acceptable standards of performance on this contract.8. HOURS OF OPERATIONa. It is the sole responsibility of the Contractor to schedule and perform all PM inspections. The specific dates for scheduling the PM will be coordinated between the Contractor and the COTR of the HEFS. Preventive maintenance inspections and routine service visits will be performed during the hours of 8:00 a.m. until 5:00 p.m., Monday through Friday, excluding holidays and any day declared an official Federal Holiday. Documentation of all field service preventive and corrective maintenance results must be made available as listed above.b. The Contractor will provide a central emergency call support service by phone 24 x 7 x 365. A qualified service technician must be on site within one (1) hour during normal business hours and within four (4) hours on weekends, nights and holidays, after initial notification of a problem.c. Hours of routine service calls: All scheduled work shall be performed during normal working hours of 8:00 a.m. until 5:00 p.m., Monday through Friday, excluding holidays, or as arranged with the COTR. The ten holidays observed by the Federal Government are as follows:New Year's Day Martin Luther King DayPresident's Day Memorial DayIndependence Day Labor DayColumbus Day Veterans DayThanksgiving Day Christmas DayAlso, any other day declared by the President of the United States to be a national holiday.Companies are encouraged to respond if they have the capability and capacity to provide the identified services with little or no disruption of services to the current users at the NIH/CC.Interested small business potential Offerors are encouraged to respond to this notice. However, be advised that generic capability statements are not sufficient for effective evaluation of respondents' capacity and capability to perform the specific work as required. Pricing information is encouraged, but not required. Responses must directly demonstrate the company's capability, experience, and/or ability to marshal resources to effectively and efficiently perform each of the tasks described above at a sufficient level of detail to allow definitive numerical evaluation; and evidence that the contractor can satisfy the minimum requirements listed above wile in compliance with FAR 52.219-14 ("Limitations on Subcontracting"). Failure to definitively address each of these factors will result in a finding that respondent lacks capability to perform the work.Responses to this notice shall be limited to 25 pages, and must include:1. Company name, mailing address, e-mail address, telephone and fax numbers, website address (if available), and the name, telephone number, and e-mail address of a point of contact having the authority and knowledge to clarify responses with Government representatives.2. Name, title, telephone number, and e-mail addresses of individuals who can verify the demonstrated capabilities identified in the responses.3. Business size for a NAICS: 541511 or other suggested/applicable NAICS with size limitation standards of the employees and status, if qualified as an 8(a) firm (must be certified by the Small Business Administration (SBA), Small Disadvantaged Business (must be certified by SBA), Woman-Owned Small Business, HUBZone firm (must be certified by SBA), and/or Service-Disabled Veteran Owned Small Business (must be listed in the VetBiz Vendor Information Pages).4. DUNS number, CAGE Code, Tax Identification Number (TIN), and company structure (Corporation, LLC, partnership, joint venture, etc). Companies also must be registered in the System for Award Management (SAM) at www.sam.gov to be considered as potential sources.5. Identification of the firm's GSA and/or other Schedule Contract Vehicle(s) by Schedule number and contract number and SINs that are applicable to this potential requirement are also requested.6. If the company had a Government approved accounting system, please identify the agency that approved the system.Please submit copies of any documentation, such as letters or certificates to indicate the firm's status (see item #3 above).Teaming arrangements are acceptable, and the information required above on the company responding to this announcement shall also be provided for each entity expected to be teammates of the respondent for performance of this work.To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted should be identified as such and will be properly protected from disclosure.Interested Offerors should submit their capability statement not exceeding twenty-five (25) pages in length, excluding standard brochures. SUBMISSIONS ARE DUE no later than 9:00 A.M., Eastern Standard Time, December 11, 2015. The capabilities response shall be e-mailed to: rieka.plugge@nih.gov.All information received in response to this notice that is marked Proprietary will be handled accordingly. Responses to the notice will not be returned, nor will there be any ensuing discussions or debriefings of any responses. Information provided in response to this notice will be used to assess alternatives available for determining how to proceed in the acquisition process. This notice is part of Government Market Research, a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for or award a competitive contract.The NIH/CC will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, the content of any responses to this notice may be reflected in subsequent solicitation. NIH/CC/OPC reserves the right to contact any respondent to this notice for the sole purpose of enhancing NIH/CC/OPC understanding of the notice submission.This announcement is Government market research, and may result in revisions in both its requirements and its acquisition strategy based on industry responses.It is emphasized that this is a notice for planning and information purposes only and is not be construed as a commitment by the government to enter into a contractual agreement, nor will the government pay for information solicited.