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, 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 2023-01. This solicitation is set-aside for Small Business The associated North American Industrial Classification System (NAICS) code for this procurement is 238220 with a small business size standard of $19 Million. The Contracting Activity is seeking Radiology HVAC Diagnostic Condition Assessment at Manchester VAMC. All interested companies shall provide quotations for the following: Radiology HVAC Diagnostic Condition Assessment PERFORMANCE WORK STATEMENT Perform an existing conditions assessment on HVAC system and make recommendations to the Manchester VA Medical Center Background: Manchester VAMC has a requirement to provide analysis and service adequate climate control. The HVAC system that serves the Radiology area requires analysis and a plan to address the declining system s inability to provide adequate proper climate control to the area. The existing Trane Intellipak Roof Top Unit (RTU) provides 20 tons of DX cooling to a variety of procedure rooms, patient rooms, and waiting areas. Heating is provided by perimeter radiators. The RTU is configured as a VAV RTU as it is equipped with a VFD and static pressure control. The airside distribution system does not have automatic control or any means of reheat. Below is a summary of the issues: RTU is controlled by single thermostat located in the hall. The original Trane Tracer automatic controls are abandoned in place. The RTU is not currently tied into the hospital Building Automation System (BAS). RTU VFD is not modulating, at 60hz (100%) and is not meeting static pressure setpoint. Location of static pressure sensor is unknown. RTU damper control (by the RTU factory controller) presently performs so that the Outside Air (OA) damper will modulate 100% open on automatic control. As a result, facility staff have disconnected the OA damper actuator. Presently, the area receives no ventilation air. VAV boxes in the distribution ductwork are not true VAVs with automatic controls, they are simply a damper with a wall control that allows the user to adjust the damper position to provide more or less cooling. No automatic temperature setpoint control. When occupants adjust dampers via the wall control, it affects air pressure in adjacent spaces. Lack of automatic control and no reheat in VAV zones with varied heating/cooling loads leads to occupant discomfort. Distribution does not appear to be zoned appropriately for the existing space configuration. As such, air balancing is an issue. Zone-level heating and cooling controls are not integrated. Facility staff have no visibility of any of the HVAC Objective: To prepare a strategy to bring adequate climate control to the area by ensuring that the unit and associated ductwork are properly installed and controlled. Scope of Work: 1. Existing Conditions Study Perform initial site visit. Provide a project overview meeting with Manchester VA to review goals, schedule, space requirements, and pressure relationships. Determine infectious control measures for the radiology department as they relate to fieldwork. determine temperature, pressurization, and relative humidity requirements in procedure and patient rooms. Review existing record drawings to determine existing mechanical equipment/ductwork capacities and design intent. Gather information about equipment in spaces that add a significant cooling load. d. Perform a one-day field investigation to determine and record the locations of the found HVAC equipment including the RTU, distribution ductwork, diffusers, volume dampers, radiators. Document existing use, equipment loads, and occupants for each space in the Radiology Department. Document existing conditions. One day on site to perform TAB (Testing, Adjusting and Balancing) of the RTU and airside distribution. Vendor shall test the TAB and provide the TAB report. f. Deploy data loggers in a sample of the room spaces (4-8 spaces) to monitor zone temperature for a period of two weeks. Deploy data logger(s) in the RTU return, mixed, and supply plenums. Focus on problem spaces and use the data both to document conditions occupants are experiencing as well as to inform understanding of HVAC system performance. g. Draft existing conditions from field notes. h. Model the space in Trane Trace software to calculate existing heating and cooling loads and required airflows to each zone for comparison to actual. Perform engineering calculations to support investigation, such as system level air changes and CFM/SF. i. Develop deficiency list and identify potential corrective actions. j. Prepare a memo-style narrative as outlining the existing conditions, TAB results, and describing findings of investigation including observed deficiencies, identified differences from provided drawings, potential corrective actions and next steps for discussion. k. Present findings to the Manchester VA. Schedule: This schedule is dependent on the ability of facility staff to support site visits and fieldwork during off-hours upon reasonable notice. Schedule Kickoff meeting Schedule fieldwork Off Hours o Identify a schedule for off-hours work and discuss whether it is most advantageous to schedule these activities concurrently during the same site visit or in separate site visits. Complete draft of existing conditions narrative, TAB report, and existing conditions drawing 3 weeks after completing site work Final Existing Conditions report and supporting documents 2 weeks after receiving the VA's comments Data/Deliverables: Deliverables will include: (1) Existing conditions narrative. EXCLUSIONS: The following are excluded from this proposal: Mechanical, architectural, electrical, controls, structural, fire protection, or plumbing design. Development of detailed design documents. Evaluation of energy conservation measures or energy savings calculations. Coordination or application for utility incentives. Infectious control subconsultant. Formal, detailed cost estimates and/or vendor quotes. Developing architectural backgrounds if existing drawing pdfs are not accurate. Metering or data logging outside of the scope described above. Any investigation of the heating system or other HVAC systems. Adjusting and balancing. This proposal is for Testing of airflows only. Opinions of probable construction cost for corrective actions. (End of clause) All quoters shall submit the following: QUOTE All quotes shall be sent to the Contract Specialist,
[email protected]. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: price, past performance, technical, speed of delivery, items available The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have 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 version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: 52.212-1 INSTRUCTIONS TO QUOTERS COMMERCIAL ITEMS North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation. Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show- The solicitation number; The time specified in the solicitation for receipt of quotations; The name, address, and telephone number of the quoter; A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; Terms of any express warranty; Price and any discount terms; Remit to address, if different than mailing address; 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 quoter shall complete electronically); Acknowledgment of Solicitation Amendments; Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration. Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation. Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during testing. Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately. Late submissions Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due. Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition. If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. Issuance of purchase order. Quotations should contain the quoter s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government s choice and will not use the formal source selection procedures described in FAR part 15. Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation. Availability of requirements documents cited in the solicitation. (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978 If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee. Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites: ASSIST (https://assist.dla.mil/online/start/). Quick Search (http://quicksearch.dla.mil/). ASSISTdocs.com (http://assistdocs.com). Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by- Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm); Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462. Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation DUNS or DUNS+4 followed by the DUNS or DUNS+4 number that identifies the quoter s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office. [Reserved]. Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer. 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:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than 10 AM 03/27/2023 at
[email protected] Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Tnauri Woodbridge
[email protected] Work Phone: 203-932-5711