United States Department of Agriculture Research, Education and Economics Agricultural Research Service June 1, 2017 U.S. Department of Agriculture, Agricultural Research Service, St. Paul, MN Location has a requirement for a HVAC and Equipment maintenance contract at the Cereal Disease Laboratory, 1551 Lindig Street, St Paul, MN 55108. We will be conducting an on-site pre-bid conference and walk thru of the building on July 18th, 2017 at 9:00 A.M. This solicitation is set aside for small business. For additional information please contact Randy Kiehne at: Randy Kiehne Contracting Officer 1551 Lindig Street ST Paul, MN 55108 651-649-5047
[email protected] Sincerely, Pam Groth /s/ Administrative Officer Administrative Services 1551 Lindig Street * St. Paul, MN 55108 Voice: 651-649-5047 * Fax: 651-649-5055 * E-mail:
[email protected] An Equal Opportunity Employer INSTRUCTIONS TO OFFERORS Request For Quote (RFQ): AG-36VY-S-17-0001 THE FOLLOWING INFORMATION FOR THIS PROCUREMENT MUST BE COMPLETED AND PROVIDED WHEN SUBMITTING YOUR QUOTE: 1. Standard Form (SF) 1449 (Attached) Please include your Duns and Tax ID number along with your address in block 17. 2. A completed copy of FAR 52.212-3, Representations and Certifications (attached) or updated ORCA. 3. Reference four customers for whom the same item has been provided. a. Company name with Contact person for each company b. Telephone and FAX number and Email Address c. Address with zip code 4. Completed certification of FAR 52.222-48 (attached). 5. Any additional information requested per the Statement of Work. Furnish Quotes to Randall Kiehne, Contracting Officer, USDA, ARS, Purchasing Dept. 1551 Lindig Street, St Paul, MN 55108 no later than 12:00 p.m., July 28, 2017. All proposals and other requested documents may be provided by facsimile to (651) 649-5055 if desired. Additional information may be obtained by contacting the Contracting Officer at (651) 649-5047 or email:
[email protected]. (NOTE: ALL OFFERORS MUST BE REGISTERED IN THE SYSTEM AWARD MANAGEMENT (SAM) DATABASE IN ORDER TO RECEIVE AN AWARD.) THIS CONTRACT WILL BE AWARDED ON AN ALL OR NONE BASIS. The Government anticipates issuing a firm-fixed price contract which shall be paid quarterly in arrears via government purchase card (Visa). SERVICE REQUIREMENTS / STATEMENT OF WORK The U.S. Department of Agriculture, Agricultural Research Service, St. Paul, MN, has a requirement for maintenance & inspections of the following HVAC and other equipment. (see below listing for actual service requirements). Services required shall include the following paragraphs, but shall not be limited too and shall include such services as are obviously essential to maintain the listed equipment in good working order, even though not specifically mentioned herein. A. Ventilation equipment: Manufacturer's recommendations. 1. Air Handler Unit (RTU#1) (GovernAir Unit) (Installed 2006) and RTU #2 (Innovent Unit) (Installed 2011). RTU #3 Carrier 5 Ton (Installed 2010). RTU #4 Aaon 16 Ton (Installed 2014). Quarterly: Inspect all the air filters and when necessary, clean or replace. Notify staff when filters have been installed so adequate stock can be maintained. Every Three months: (October, January, April & July) or more frequently based on Manufacturer's recommendations. 1. Bearings with grease line extensions should be re-lubricated with the unit in operation. Add grease until a slight bead appears at the seal. Check all bearing races to be sure that they are tight. Use manufacture recommended grease or equivalent only. 2. Adjust fan belt tension if necessary. Do not use belt dressing. If the belts slip when tension is correct, clean with a good grade belt cleaner. When replacing broken or frayed fan belts, install a complete new set to ensure equal belt length. 3. Motor lubrication should be checked. Follow lubrication instructions given on the tag attached to the motor or the sticker on the side of the unit. 4. Inspect the unit's coils and clean the fins when necessary with a pressure washer or air jet. Once a year: (June) or more frequently based on Manufacturers recommendations. 1. Inspect the unit casing and accessories for paint chipping or corrosion. If damage is found, clean and repaint with a good grade of rust resistant zinc chromate paint. 2. Clean the fan wheels and fan shaft. If rust is found on the fan shaft, remove with emery cloth and recoat the shaft with Rust-Veto No. 344 or equivalent. 3. Inspect the drain pan for sludge or other foreign materials. 4. Check the condensate drain line to be sure it is not obstructed. 5. Check the damper linkage, set screws and blade adjustment for proper operation. Do not lubricate the nylon damper rod bushings. 6. Check refrigerant coils and clean with a pressure washer or air jet if necessary. Follow the same maintenance and inspection procedures given above for the Heating & Cooling systems. September - Vacuum/clean reheat coils and check operation of thermostatic control valves (20 units). Inspect and lubricate valves. Clean diffuser and air return grills in all rooms and corridors. B. Power roof vents: Maintenance as recommended by the manufacturer or check for proper operation twice per year on regular service visits (November & April). The following units have motors and bearings pre-lubricated for 5 to 10 years. Belts should be checked once a year for tension and wear (April). Replace belts as needed. 1. Lavatory (motor no. 37) Room # 2. Cold room (motor no. 38) Room # 3. Seed storage (motor no.39) Room # 4. Dark room (motor no. 41) Room # 5. Kitchen (motor no. 40) Room # C. Exhaust fans: Maintenance as recommended by the manufacturer or (Annually-April). 1. Chemical storage (motor no. 34) Room # 2. Epidemiology (motor no. 35) Room # 3. Media preparation (motor no. 36) Room # D. Fume hood fans: Maintenance as recommended by manufacturer, Includes testing flow rate annually (April). Give information back (attach sticker to flow hood). 1. Pathology laboratory (motor no. 42) Room # 2. Cytology laboratory (motor no. 43) Room # 3. Physiology laboratory (motor no. 44) Room # 4. Fungicide laboratory (motor no. 45) Room # E. Cabinet heaters: Maintenance as recommended by the manufacturer. (Installed 2011). October - lubricate motor sleeve bearings with machine oil SAE no. 20, replace filters, clean casing, fan and coil. 1. Unit in bldg. main entrance. 2. Unit in north end of bldg. main corridor. F. Unit heaters: Maintenance as recommended by the manufacturer. (Installed 2011). October - clean motor, casing, fan, diffuser, and coil. Check lubrication of motor. 1. One unit in Boiler room entrance room. 2. Two units in Greenhouse entries. G. Air compressor: Maintenance as recommended by the manufacturer. (Basement). (Installed 2011). Pumps: Maintenance as recommended by the manufacturer. (Installed 2011). 1. Hot water circulating pumps (TACO) in hot water loop for building, (Boiler room). 2. Duplex sump pump in mechanical room. (Basement). Every six months - lubricate motor ball bearings. Monthly - lubricate pump ball bearings (Allemite fitting) with clear, lithium based grease. H. Hot Water Heater Unit: Maintenance as recommended by the manufacturer. (Boiler room). Once a year - Inspect and Clean according to manufacturer's recommendations, (September). I. Green house ventilation equipment: Maintenance as recommended by the manufacturer. 1. Twenty power roof ventilators - motors are prelubricated for 5 to 10 years. 2. Greenhouse roof circulating fans in Bays 1 through 10. 3. Check operation to ensure there is no binding or improper alignment that could lead to broken glass or equipment. 4. Automatic ridge vent power units (10 each). 5. Automatic side vents power units (10 each). 6. Check roof vent sensor alignment. 7. Clean side-vent screens. (Semi-Annually-Spring/Fall). 8. Start-up on Pod Sump pumps. (Annually-April). 9. Swamp Coolers in 2014 GH, Shut off water, drain and service units. (8 Each) in Oct. Start-up units in April. (Weather dependent). In Nov. & April each year - check belts for wear and tension; check and adjust pulley alignment if needed; lubricate fan bearings, side vent gearboxes in greenhouses and spray lube pinions for roof vents. J. Cooling Tower: Maintenance as recommended by the manufacturer. (Evapco). (Installed 2011). Once a month : (During the summer months). Clean pan section interior. Dirt and other impurities which have washed into the pan should be hosed from pan area. Shut-off water-to-float valve and open the drain connection for hosing, by unscrewing overflow stand pipe. Clean pan suction strainer. Check water operating level. Adjust float arm as required. (Do not bend float arm.) Check belt tensioning. Belts should be re-adjusted after 18 hours of initial operation and monthly thereafter. Inspect all fan shaft bearings, fan motor(s), and water circulation pump(s) and lubricate per the lubrication nameplate or manufacturers recommendations. Inspect fan wheels, housing and inlet screens removing any debris which may have accumulated during operation. Inspect the water distribution system to insure that nozzles and spray orifices are functioning correctly. The inspection should be made with the circulation pump on and fans off. Every six months: (November & April). Lubricate the fan shaft ball bearings by use of any of the following waterproof, lithium-base greases. Grease should be fed slowly to avoid damaging bearing seals. In addition to the above schedule, always lubricate the bearings after any prolonged shut down. The pump and pump motor should be lubricated and serviced. Lubricate the fan motor bearings. Lubricant recommendations: Below 32 degrees F Duty: Esso Exxon, Beacon 325 Above 32 degrees F Duty: Mobil Mobilux EP2, Shell Alvania EP2, or Texaco RB2 Once a year: A general inspection of the unit surface should be completed. Surface corrosion in spot areas should be wire brushed and cleaned thoroughly. These locations may then be resurfaced with rust inhibitive paint. Remove spray header caps and flush out. K. Boilers and Associated Equipment: Inspection, clean and lubricate according to manufacturer's specifications. (Aerco) (Boiler room). (Installed 2011). 1. Heating hot water units. (Aerco, Model - BMK-3.OLN GWB). L. Small Air Conditioning Condensor: Inspection, clean and lubricate according to manufacturer's specifications (Annual - April). (North side of bldg next to door). M. Reduce Pressure Zone Valves (RPZ): (6 each) Maintenance as recommended by the State of Minnesota (City of St. Paul). Once a year: (September). Inspection, maintenance, rebuilt, and associated fees is the responsibility of the Vendor. Copies of forms must be signed and given to the Customer. Original forms must be sent to the City of St. Paul. N. Flaker/Ice Machine's: Maintenance as recommended by manufacture. (2 each). Every Three months: (October, January, April & July) based on Manufacturer's recommendations. 1. Clean the water system, air cooled condenser and filter. O. Plant Growth Chambers: Maintenance as recommended by manufacture. Every Three months: (October, January, April & July) based on Manufacturer's recommendations. 1. Clean condenser on Air cooled unit. (1 each). 2. Check belt on large unit. (1 each). P. Ultra low freezers: Maintenance as recommended by manufacture. (12 each). Every Three months: (October, January, April & July) or more frequently based on need. 1. Clean Condenser's. 2. Clean Filter's. Q. Cold Rooms / Seed Storage: Maintenance as recommended by manufactures. (3 each). Every Three months: (October, January, April & July) or more frequently based on need. 1. Clean Condenser's. 2. Clean Humidifier filter's. R. Emergency Generator (Generac): Maintenance as recommended by manufacture. Every Three months: (October, January, April & July) based on Manufacturer's recommendations. S. UHL Monitoring system/program: Contractor must have the capability to access the building monitoring system from off site to troubleshoot bldg issues and alarms. The successful bidder on this contract will supply the necessary fan belts, lubricants, and oils needed for preventive maintenance on this contract. The Cereal Disease Laboratory will supply needed filters for all units. Repairs and parts replacements are not included in this contract. The successful bidder shall perform all predetermined work during regular working hours on regular working days. The successful bidder (or representative) shall report on his presence at the Laboratory to the Director (or his representative) and shall make a report of each visit, containing such information as requested. Considerable equipment in the Cereal Disease Laboratory and Greenhouse operates automatically on selected settings. Under no circumstances is the successful bidder or his representative to change settings on dials, switches, or valves of automatic equipment without consultation with the Laboratory Director or his/her designated representative. The successful bidder will be liable for malfunction of equipment or damage to experimental materials traceable to unauthorized changes in the settings for automatic equipment made by the successful bidder or his representatives. MAINTENANCE CONTRACT AGREEMENT FOR THE CEREAL DISEASE LABORATORY A Building Service/Maintenance Agreement is designed to provide an ongoing maintenance program on a regular basis. To perform the routine maintenance essential to keep building systems in proper operating condition. In addition, periodic adjustments are performed to ensure energy-effective operation of all building equipment and temperature control systems of the Cereal Disease Laboratory. Includes all labor, travel and living expenses to perform the inspection and maintenance services described above. Normal maintenance materials, such as lubricants (oil and grease), belts, contact cleaner, and clean-up materials, are included in this agreement. The costs of labor and travel for repair work, emergency service, and other material such as replacement parts required for equipment repairs, are not included in this agreement. Vendor will supply a monthly service schedule for the year. The USDA-ARS-CDL holds the owners/maintenance manuals for all of the equipment listed above. BILLING/PAYMENT After each service call is completed, details from the service report will be provided to the client to ensure closed-loop performance. A copy of the service report /work order is to be attached to the invoice when sending in for collection. Invoices will be approved for payment by Contracting Officer. Payment will be via Government Purchase Card (Visa) for all services rendered under this contract. TERMS & CONDITIONS This will be a Fixed Price/Best Value Contract for One (1) Base year and Four (4) Option years commencing on October 1st 2017. Base Year contract: 10/1/2017 to 9/30/2018 Option Year One (1): 10/1/2018 to 9/30/2019 Option Year Two (2): 10/1/2019 to 9/30/2020 Option Year Three (3): 10/1/2020 to 9/30/2021 Option Year Four (4): 10/1/2021 to 9/30/2022 Contract is set aside for Small Business. Contractor will need to provide Tax ID #, DUNS # and be registered in System for Award Management (SAM). Contractors can registrar at www.sam.gov . Wage determination report will be run per Service Contract Act. Evaluation factors that will be considered for award of any contract resulting from this solicitation: 1. Price (Must be deemed fair and reasonable). 2. Past Performance on projects of a similar nature (Provide at least Three (3) references who can respond to this factor). Include contact name, address, phone and Email. 3. Quality: Demonstrated management capability, technical and internet capability, schedule compliance. 4. Past performance and quality, when combined, are approximately equal to price in importance. 5. Please break out the Hourly rate and Trip charge for Service Calls and Repairs. MAINTENANCE SERVICE Vendor will provide the applicable maintenance services on the equipment listed below on a regular basis required by the manufacturer of the equipment and at least once per year on any equipment that does not have required manufacturer service schedule. Equipment manuals are available and on file in the main office and are there for vendor reference. These activities are intended to ensure proper and efficient equipment operation. Vendor will check greenhouse, headhouse, growth chamber room, and main building operation and perform required preventative maintenance, filter replacement, lubrication, adjustment, cleaning, and safety Inspections on: Temperature control devices such as thermostats, valves, side vents, ridge vents, controllers, intake and exhaust fans, air handlers, roof vents, sump pumps, circulation pumps, vav units, and dampers in the greenhouse sections, hallways, headhouse, growth chamber room, and main building (hallways, offices, laboratories, storage rooms, bathrooms, basement stairway, and basement equipment room). Calibrate all temperature control devices at least once per year. Semi annually (April and September) change building from heating to air conditioning and vice versa (pumping down refrigerant as required). EFFICIENCY ANALYSIS During each maintenance call, vendor will perform maintenance activities to minimize excessive energy consumption while maintaining comfort levels. SUPPORT SERVICES Vendor will supply the following special services: Vendor will give an estimate of cost to customer prior to performing work on any nonscheduled maintenance. Emergency service requests will be given a preferred-customer response and will be billed at a preferred maintenance labor rate. Equipment repairs approved by customer will be billed on a time and material basis, with the labor costs reflecting the preferred rate. Vendor will record jobs as completed with vendor reference number in job status log on site. PERFORMANCE REVIEW A review of the services provided within this agreement will be performed by the Contracting Officer at least once a year. Vendor and the client will discuss work performed since the last review, answer any questions regarding this agreement and determine if there are any other ways vendor can be of service. OTHER CONSIDERATION Work Hours: 7:00 a.m. - 4:30 p.m. except for Federal Holidays. Emergency Calls - U of M (Monitor)Will notify CDL Scientist, they in-turn will notify contractor and meet you at the Cereal Disease Laboratory, 1551 Lindig Street, St Paul, MN 55108.