This is an INTENT TO SOLE SOURCE NOTICE only. Department of Veterans Affairs intends to issue a Firm-Fixed Price contract to a single source, Johnson Controls, Inc. this sole source is for Building Environmental Controls System Maintenance and Repair Services on the Johnson Controls Metasys System at St. Louis VA Medical Center (Jefferson Barracks Division). This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. The North American Industrial Classification System (NAICS) code for this procurement is 561210, and the FSC/PSC is J059. The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site inspection, testing, calibration and full service planned maintenance and corrective maintenance (repair) of the Building Environmental Controls System in accordance with Manufacturer s recommendations, Joint Commission standards, design specifications, and the facility s environment requirements. GENERAL REQUIREMENTS (1). Summary: The contractor will perform weekly 8-hour visits for the purposes of assisting on-site personnel with the maintenance and upkeep of the Metasys BAS and monthly 8-hour visits for the purpose of coordinating with our Energy Manager. (2). Hours of Coverage: Technicians will schedule with A/C shop on date and times of service typically within the hours of 6:00AM to 6:00PM. (3). Specifications of Work: (i) Weekly scheduled, inspection, testing and preventative maintenance of the system. (ii) Monthly visits to facilitate energy management plans (iii) All parts for the repair and maintenance of the system are covered. (iv) Unlimited, testing, calibration and corrective maintenance. (v) Unlimited un-scheduled (emergency) on-site service visits. (4). Scheduled (Preventative) Maintenance: (i) The Contractor shall perform inspection, testing and preventive maintenance (PM) service to ensure that system listed in Section (b) performs in accordance with Section (g) Conformance Standards. (ii) The Contractor will as a minimum perform system analysis and review with the Metasys system consisting of viewing the system for any abnormal conditions, alarms, and other Programable Logical Controls (PLCS) related issues that are apparent in Metasys. Work on any existing Metasys issues, review the VA s Issue Log Book, make repairs to the system, troubleshoot, and maintain the Metasys system; review and assist the VA in maintaining alarms, system logs, trends and reports. (iii) Perform programming or graphic updates as needed. (iv) In order to extend equipment life, reduce energy consumption, and reduce the risk of costly and disruptive breakdowns, the Contractor will analyze and optimize automation controls in accordance with a program of standard routines, including preventive maintenance, as determined by their experience, equipment application, and location. (v) Shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). The Contractor shall provide a written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. This documentation shall be provided to the COR at the completion of the PM. (vi) Inspection, testing and PM services shall be provided during weekdays excluding holidays. Any exceptions to the PM schedule shall be arranged and approved in advance with the COR. (vii) All costs for parts, services, manuals, tools, or software required to successfully complete the scheduled inspection, testing and PM shall be included within this contract and it s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized. (viii) The system inspection, testing and maintenance shall be thorough and shall conform to manufacturer and Industry Standards for the equipment and the environmental requirements of the facility. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. (ix) The Contractor shall immediately, but no later than 2 (two) consecutive hours after discovery, notify the CO and COR (via telephone) of the existence or the development of any defects in or repairs required to the system which the Contractor considers to not be their responsibility under the terms of the contract. (x) All manufacturer recommended major software version upgrades, service packs, patches, hardware drivers and any other updates required to keep our Metasys System Software and Hardware up to date and current. This service will include the cost of the software and provides for contractor personnel to update our system as required. Any updates that change or enhance the usability of the system will be scheduled with the COR in advance so that the VA can prepare for, or get training on the changes, prior to them being activated on the system. (xi) The Contractor shall maintain the primary and backup server to ensure continuity of system. (xii) The Contractor will review alarm and system logs and provide the COR with a report on anything found to be abnormal or needing attention as well as a list of all updates and backups that were performed. (xiii) The Contractor will review and update Windows, JAVA, Adobe, Anti-Virus and Anti-Spyware software that is present on the server to keep it updated. (5). Unscheduled Maintenance (Emergency Repair Service): (i)The Contractor and the COR shall maintain the system in accordance with Section B.4 (g) Conformance Standards. Contractor shall provide unlimited telephone technical support and all required parts. (ii)Only the CO, COR, or designated alternate (after normal work hours the Boiler Plant Operator shall have the authority to request emergency repairs) has the authority to approve/request an unscheduled service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized. (iii) The Contractor will respond on-site within one (1) hour of initial notification. (iv) Technicians responding for unscheduled emergency service must report to the COR, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person. (6). Parts. (i)The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The Contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed system. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO and the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR or Alt COR. (ii) No third party or grey market parts will be accepted. (iii) No EXCLUDED parts are listed. (7). Service Manuals/Tools/Equipment: (i) The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. (ii)The Contractor shall provide the COR copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. (iii)Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Upon request the Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided upon request to the COR in either hard copy or electronic format. This notice of intent is not a request for quotations; interested parties may express their interest by providing a capabilities statement NLT November 18, 2024, at 09:00 AM CT. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required services. Also, an authorized service provider letter shall be provided with the capabilities statement. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal responses are not acceptable and will not be considered. When responding to this announcement, respondents should refer to Announcement, Notice of Intent. If after November 18, 2024, no viable responses have been received in response to this announcement, the Department of Veterans Affairs shall negotiate solely with Johnson Controls, Inc. This notice of intent to award a sole source contract is not a request for competitive quotes. There will be no solicitation available for competitive quotes. Phone calls will not be accepted. The point of contact for this action is Contract Specialist Leslie Ross, who can be reached at [email protected]. The Network Contracting Office 15 address is: VA Heartland Network 15, Network Business Office, Contracting Office, 3450 South. 4th Street, Leavenworth, KS 66048.