Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources-sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources capable of providing the services described in the below statement of work. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company name: (b) Address: (c) Point of Contact: (d) Phone, Fax (if applicable), and Email: (e) Unique Entity ID: (f) Cage Code: (g) Tax ID Number: (h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate: (i) Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work draft described below in italics. Failure to provide sufficient information may result in the Government s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. STATEMENT OF WORK Contract Title: Siemens Apogee/HVACR Building Automation Service Contract Background: Constant monitoring, service and upgrades to the Siemens Apogee system is required to maintain the optimum performance of the HVAC system at West Los Angeles Veteran Hospital. Maintaining control of the HVAC system is necessary to meet the safe patient care environment requirement and infection control as required per The Joint Commission references NFPA 99-2012, Chapter 9, requires ventilation, temperature, and relative humidity to comply with ASHRAE 170. Siemens Apogee Building Automation system requires comprehensive maintenance and monitoring. The objective of this contract is to: Provide a clean and healthy atmosphere which is compliant with all hospital regulatory agencies such as the Joint Commission, CAP, CARF, OMI. Maintain continuous operation of the HVAC and building automation system 24/7/365 days. Maintain efficient operation of equipment. Control temperatures throughout the building to satisfy facility requirements. Control Air Pressures relationships and air exchange rates to meet facility requirements. Ensure operation of HVAC equipment 24/7/365. Scope. Services are to be proactive in nature and shall include continual updating, maintenance, and surveillance of the Siemens Apogee Building Automation System for optimal performance in controlling the building HVAC systems. General Requirements. Contractor shall have personnel who are licensed and authorized to upgrade, monitor and maintain Siemens Apogee remote access and automation system. Contractor Tasks. Contractor shall provide services for Preventive maintenance and operation of the APOGEE and components of the HVACR systems in the buildings listed below: Brief Description of Service Building Location Apogee System PMI 304 Apogee System PMI 345 Apogee System PMI 401 Apogee System PMI 402 Apogee System PMI 500 Apogee System PMI 501 Apogee System PMI 507 Apogee System PMI Fisher House Apogee System PMI Distant Patient Lodging (525) Apogee System PMI 506 Apogee System PMI 114 Apogee System PMI 337 Contractor shall perform preventive maintenance in accordance with the terms and conditions contained herein and the manufacturer s recommended maintenance procedures. It is the sole responsibility of the service contractor to schedule and perform all preventive maintenance inspections at the intervals specified, at a time mutually agreeable with the COR. The VA Greater Los Angeles Healthcare System does not assume any responsibility for reminding the servicing contractor that a preventive maintenance inspection is due. Contractor shall provide a copy of the PM inspection to the COR at the completion of each inspection. Contractor shall perform system testing monthly or as needed to ensure optimal and efficient operation of the Apogee System. Contractor shall inspect and test all Apogee system equipment to ensure the proper efficiency, reliability, and the safe performance of all equipment. Contractor shall perform work in accordance with applicable codes, equipment manufacturer s recommendations, and the specifications herein. All tests and maintenance shall be a part of a Master Schedule. A copy of the Master schedule shall be provided to the COR within the first 30 days of award of the contract. The Contractor shall confirm these test/maintenance dates to the COR seven (7) days prior to the test. Tests that are disruptive to normal utilization of the building system such as electrical, heating, cooling, etc., shall be performed on weekends or during off hours on workdays at no additional cost to the government. The COR may exercise the option of witnessing these tests. Contractor shall perform all inspections, tests, cleaning, routine repairing, and other preventive maintenance activities in accordance with schedules required by the manufacturer s recommendations, operating history, and Facility requirements. Contractor shall furnish all labor, materials, parts, tools, equipment software, firmware, and supervision to clean, inspect, test, adjust, diagnose, and maintain all items and components associated with the Apogee Automation System (The Building Automation System, BAS) located throughout the VAGLAHS Campus. Contractor shall perform on site preventive maintenance inspections. Preventive maintenance shall be inclusive of all O.E.M. recommended checklists for all Automation related equipment. These tasks include but are not limited to: Annual battery replacement. Monthly panel memory checks Monthly panel programming unresolved code check Semi-Annual network diagnostic communication test and report Weekly failed points check Weekly operators override check Weekly server error report check Semi-Annual seasonal loop tuning Resolve/diagnose and correct any anomalies discovered in Navigator Contractor shall at a minimum perform monthly checks to ensure the automation controls are in calibration, working optimally, and properly reflect any changes in the configuration of the building, system and varying climatic conditions. Checks will be performed more often if needed, as determined by the COR. Contractor shall perform analysis and optimization on the software, network, automation controls and control loops a minimum of twice per year. A full report of the tests run, deficiencies found, and corrections and adjustments made will be provided to the Program Point of Contact . Optimization will be performed in May and November, or more frequently to assure optimum operation of the Apogee Building Automation System. A report will be provided within 5 working days of the optimization work being completed. Contractor shall furnish and install INSIGHT software updates to maintain or improve present performance within the functional capabilities of this system. INSIGHT software updates shall be installed within 90 days of new version availability. Documentation will be provided for all updates in both hard copy and digital formats. Contractor shall install all firmware updates as they become available and notify the Program Point of Contact of the updates having been made. Contractor shall update software licenses on an annual basis during the contract period. The update shall include the latest revision on INSIGHT, which is available for the Apogee Automation System. The contractor shall have updated the software to the latest revision level available from the manufacturer (if not already current). The contractor shall coordinate the software update with the COR to accommodate any revisions made by GLAHS. Contractor shall reload the graphics database and system file from its current backup copy in the event of hardware failure. All Siemens Apogee Insight workstation software and field panel databases will be backed up a minimum of twice per year. The contractor shall back-up the INSIGHT graphics database monthly. In the event of catastrophic failure, the stored backup copy will be provided, and the system reprogrammed and tested within twenty-four hours. The database remains the intellectual property of the VA. VAGLAHS will provide an IP address for a site-to-site connection to allow the contractor to connect to the BAS to correct deficiencies. The IP number shall be given to the contractor once the contract is awarded. Contractor shall offer 24 hour of off-site diagnostic services. The contractor, from his facility, must be able to access the system via modem/computer access control to perform system evaluation and operation as part of this contract. HVAC mechanical service contract provider must always have access to the APOGEE system and the NAVIGATOR. Siemens will be required to provide training to the proposed /incumbent technicians. Contractor is responsible for maintaining the interconnecting control/ network cable from controllers to the devices and the controller to the VA network switch. Contractor Qualifications. Apogee Building Automation Field Service Personnel must be factory trained and certified with a minimum of three years experience servicing and maintaining Apogee and related components. Contractor shall be able to provide all manufacturer software updates, flashes and other software. Contractor shall ensure all employees performing maintenance and repair services are fully qualified, competent Field Service Engineers (FSE) who have been trained to perform work on the specific equipment in accordance with the OEM s PMI/ repair procedures. Fully qualified is defined as certified factory-trained, certificate of successful completion of apprenticeship training or equivalent and experienced to work on the equipment assigned. Contractor personnel performing work under this contract must have a favorable basic security check at time of the proposal submission and must maintain the level of security required for the life of the contract. The facility reserves the right to refuse any proposed employee by the contractor for any reason. Deliverables. The contractor shall provide the following reports: Optimization Reports of Apogee system; May and November; 2 printed and bound copies submitted to the Program Point of Contact (PPOC). Documentation and Quality Assurance: The contractor shall document each on-line and on-site service call and furnish the VA with a copy showing time, date, and a brief description of activity. Contractor shall meet with the VA monthly to evaluate system performance and VA satisfaction with the quality of service that is being provided under the contract. Contractor Furnished Items and Responsibilities. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract listed in this statement of work. The Contractor shall provide all materials required to meet the requirements of this SOW. This includes all parts related to the SIEMENS Apogee Building automation system, including but not limited to: sensors, actuators, circuit boards. All materials required for the maintenance, upkeep, and proper operation of all related equipment. The Contractor shall provide and maintain computers, servers and workstations for the Apogee system. All Computers and system components shall meet VA requirements. The client stations will be imaged by the VA for firewall security purposes and run the required version of the operating system. The client station operating system will be maintained and updated by the VA. Important Information: The Government is not obligated to - nor will it pay for or reimburse any costs associated with responding to this sources-sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies and services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Is your business a: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.? (2) Is your company considered small under the NAICS code identified under this RFI? (3) Does your company have FSS GSA/NASA SEWP/NAC or any other federal contract? If so, please provide the contract number. Notice to Potential Offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM). Additionally, all small business concerns who respond to a solicitation must be registered in sba.gov. All interested Offerors should submit information by e-mail to
[email protected]. All information submissions to be marked Attn: Jennell Christofaro; Contract Specialist and should be received no later than 09:00 AM Pacific Time on the due date found on page 1 of this sources sought notice.