This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for a full preventative maintenance RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98. This solicitation is not a 100% Small Business set-aside. The associated NAICS code is 811219 with a small business size standard of $25 million.

This RFQ contains one (1) Line Items:

CLINICAL DESCRIPTION QTY UNIT UNIT PRICE TOTAL
0001- Service the control on AHU3A 3D and the CT RTU per the attached Statement of Work

PERIOD OF PERFORMANCE: Work to be complete no later than 45 days after the award
Vendor Requirements:
Service agreement for AHU3A 3D and CT RTU equipment at CIH
I.PURPOSE:
To obtain required service to upgrade the controls for air handling unit (AHU) 3A and 3D and migrate their control over to the current WebCTRL building automation system (BAS), as well as to install controls and indication for the CAT scan (CT) roof top unit (RTU), which services critical spaces within the Radiology department serviced by AHU3D.
II.BACKGROUND:
AHUs 3A and 3D are currently controlled through the Siemens Apogee BAS. The various components with which this BAS communicates and controls the equipment are obsolete, and unattainable. Currently, AHU3A has a failed analog output that is preventing automated control of the cooling valve, as well as utilization of the advanced features of this new valve, which was installed in conjunction with a previous project. Also, the AHU3A control system currently cannot control the installed humidification valves, which were installed to correct the low-humidity deficiency identified in the Lab department, which this AHU services.
AHU3D is located within the same penthouse adjacent to AHU3A and is controlled by the same obsolete BAS. It is prudent and cost-effective to complete the controls upgrade for this unit in conjunction with AHU3A's controls migration based on these conditions.
The CT RTU is a package unit, which is a cooling unit only, and services a very temperature-sensitive space. Loss of this RTU can, and has, caused the loss of an X-ray tube valued at over $44,000. Facilities Maintenance has no ability to monitor this space or the functionality of this RTU at this time. Due to recent CT RTU failures that went unnoticed for an extended period of time while the space was not manned, it has been determined that monitoring and control of this RTU and the CT space is required.
All of the above HVAC equipment is located on the roof of Claremore Indian Hospital (CIH), a single-story facility, with the AHUs being located within a dedicated penthouse. The CT RTU is located to the northeast of this penthouse, and within less than 25ft of it. The RTU is not under cover in any way.
III.REQUIREMENTS:
Contractor shall provide all equipment, materials, supplies, tools, travel, and labor required to migrate control of AHUs 3A and 3D onto the WebCTRL BAS, and to gain control of the CT RTU.
In order for the AHU3A, 3D, and CT RTU service to be considered successful and acceptable to CIH Facilities Management, the following goals shall be met by the contractor unless otherwise specified:
1.At no time during this project shall the areas serviced by AHUs 3A, 3D, and the CT RTU be left unconditioned for more than 30 minutes. The CT area shall not be allowed to exceed 75F as read by calibrated hand-held instruments, or installed thermostats/sensors. Provision of healthcare services shall not be impacted in any avoidable way.
2.All controls for the equipment specified shall be connected to an ARCnet-ARCnet router supplied by the contractor, creating a network branch dedicated solely for HVAC equipment servicing the AHU3A/3D area. At the contractor's discretion, (2) network branches, one per AHU shall also be acceptable, but not required. Contractor is responsible for determining the minimum number of routers required to perform this work.
3.AHUs 3A, 3D, and the CT RTU shall be made visible and controllable through the WebCTRL BAS in similar fashion to other installed equipment currently controlled through this BAS. A rough representation of the desired AHU controls graphic is attached for reference only.
4.The sequence of operation of each piece of equipment to be controlled shall be approved by CIH Facilities Management prior to implementation.
5.Brand-new components, sensors, wiring, etc. shall be utilized for the completion of this project. Absolutely nothing shall be reused from the previous control system. This does not include replacement of installed damper actuators, valve actuators, blower motors, or VFDs. It does, however, include installation of additional damper actuators required to provide requested functionality for balancing the outside air dampers, mixed air dampers, and exhaust dampers of both AHUs. This shall include no more than (4) additional actuators for independent damper control. The installed CT RTU economizer damper shall also be reused unless incompatible with the control system.
6.Functionality for the new AHU controls shall provide, at a minimum, system control identical to the currently available controls with the addition of the following features:
a.Independent control of the outside air dampers, exhaust dampers, and mixed air dampers with programmed safeties to prevent closing the mixed air and outside air dampers completely at the same time.
b.Control of (2) humidification valves installed within AHU3A. These valves shall be staged to open in sequence.
c.Thermal dispersion airflow measurement for each hot and cold duct within both AHUs.
d.Duct pressure transducers for each hot and cold duct within both AHUs.
e.Duct humidity sensors for each hot and cold duct, and return duct within both AHUs. Combination temperature/humidity sensors are acceptable.
f.Control of supply and return VFDs for both AHUs, which shall be installed by CIH Facilities Maintenance. Control shall be based on supply duct pressures.
g.Quantitative measurement of outside air flow utilizing sensors appropriate for this application.
h.Dirty filter indication based on pressure drop across each filter bank. Quantitative indication of pressure drop is required.
i.Addition of a building pressure sensor referencing outside atmospheric pressure and the building pressure as measured in a central open corridor or common area.
7.CT RTU controls shall be provided as follows:
a.Control of this cooling-only RTU similar to other currently installed RTUs.
b.Economizer control of the CT RTU which does not utilize the controller within the RTU. Control shall be identical to other RTU economizers currently controlled by WebCTRL.
c.Temperature and humidity sensing of the CT space, with room sensor located in approximately the same location as the existing thermostat.
d.Additional room sensors in the adjacent Dexascan room and at the east side of the CT space in the electrical equipment area.
e.Mixed-air sensor installed.
f.Dirty filter indication, similar to that requested for AHUs. This unit has a single, internal filter bank.
8.WebCTRL floor plan updated to reflect the CT RTU installation, with thermographics.
9.WebCTRL graphic added to reflect the footprint of the hospital, and AHUs 3A and 3D added to this footprint. Contractor-suggested optional display schemes are acceptable and encouraged, although final graphics layout shall be approved by CIH Facilities Management.
10.All low-voltage wiring shall be run in J-hooks or raceway. At no time shall wiring be attached to sprinkler piping or its support hangars. Wire shall not even touch these items. No existing control wire conduits shall be used for new control wiring unless migration allows the conduit to be emptied of all existing control wire prior to utilizing the conduit. Method of wire runs shall be approved by CIH Facilities Management prior to installation.
11.CIH personnel shall perform and demolition of unused Siemens controls, sensors, and remaining wiring upon completion of this project.
12.CIH Facilities Electrician shall make all high-voltage connections, and all control cabinets shall have all high-voltage power sources labeled for location and voltage visibly on the external surface of the cabinet.
13.All wall penetrations shall be sealed properly based on the construction of the wall. Any wall penetrations and sealing methods shall have prior approval of CIH Facilities Management.
14.CIH personnel shall be provided with a minimum of (1) hour of in-service training covering the operational sequence of newly installed controls.
IV.DELIVERABLES AND REPORTING REQUIREMENTS:
A.Contractor shall deliver the following:
1.Equipment submittals for approval, prior to equipment installation.
2.Equipment required to meet the previously specified goals
3.Copies of all Operation and Maintenance manuals for all installed equipment.
4.Printed sequence of operation for each AHU/RTU.
5.In-service training of CIH Facility Maintenance personnel on the operation of the installed units and controls, once the system is operational and properly commissioned.
6.Safety Data Sheets for all hazardous materials used in the completion of this project, including refrigerants, oils, chemicals used during project, etc.
7.Copies of all factory warranty certificates for all installed equipment.
8.Contractor shall warranty all work for a minimum of 1 year.

B.Contractor shall submit the following reports to the Facilities Engineer:
1.After performance of service, a detailed service report shall be submitted to CIH Facility Management containing the following information:
a.Company name, address, and phone number.
b.Name of technician(s) performing the work.
c.Date work was performed.
d.Detailed description of work performed.
e.Operational recommendations, if any.
f.List of parts replaced, equipment provided.
g.Any other recommended changes needed to ensure proper system performance.
C.SPECIAL PROCEDURES:
1.Contractor is required to call in advance to schedule the work.
2.CIH normal operating hours are 7:30 am to 4:30 pm, Monday through Friday. Contractor shall coordinate and schedule the service. Weekend and after hours work is allowed, but shall be coordinated with CIH Maintenance to ensure support personnel are available.
3.Immediately upon arriving at the facility, contractor shall report to the facilities maintenance department in order to sign into the visitor's log and obtain a visitor's badge.
4.Contractor shall provide a copy of the appropriate license or certification prior to performing any work.
5.Contractor, upon completion of the work, shall return to the facilities maintenance department to sign out, return the visitor's badge, and provide all required service reports prior to departing the facility.
6.The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use shall be tolerated on-site.
7.Contractor shall comply with all posted rules and regulations in the hospital and on hospital grounds including parking, no smoking or tobacco, etc.
8.Contractor shall comply with all Life Safety, Infection Control, and Occupational Safety rules, regulations, and instructions, both written and verbal while at the facility.
9.All on-site contractor workers shall perform infection control and safety training provided by the hospital.
10.Contractor shall coordinate with CIH Facilities Maintenance personnel to perform LOTO as required by NFPA 70E and 29CFR 1910.147.
11.Contractor shall coordinate with CIH Facilities Management any operation that could impair or suspend the services provided by or the normal operations of any hospital department.
12.Contractor shall coordinate with CIH Facilities Management any segregating of parking spaces to accommodate cranes, and the crane operations themselves 24hrs prior to performance.
Submit Quotes no later than: Aug 12, 2019 @ 4:30PM CST to the Following Point of Contact:
Randy Nevills Email: [email protected]
Questions and Answers: Due by 08/10/2019 by COB and will be posted by 08/11/2019 @2p.m. CST
Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):
(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Lowest Price Technically Acceptable
- Offers shall be an authorized Sterrad representative or reseller.
Vendor shall only use Sterrad manufactured parts for maintenance and servicing.

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUMBMIT DESCRIPTITVE LITERATURE SHOWING HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED.

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.217-8, Option to Extend Services, FAR 52.217-9, Option to Extend the Term of the Contract, FAR 52.219-8; FAR 52.219-13,; FAR 52.219-28,; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act and Service Contract Act - Price Adjustment. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

Miscellaneous:
NO FAX QUOTATIONS
ELECTRONIC SUBMISSIONS - SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. ([email protected])
Mail quotations to Claremore Indian Hospital, Attn: Randy Nevills, 101 S Moore Ave, Claremore, OK 74017

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

For additional information, please contact the Purchasing Agent, Randy Nevills, [email protected] or (918) 342-6447.