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Combined Synopsis-Solicitation for Commercial Products and Commercial Services Revision 01 Effective: 05/30/2023 Description This is a combined synopsis/solicitation for commercial products and servic... Combined Synopsis-Solicitation for Commercial Products and Commercial Services Revision 01 Effective: 05/30/2023 Description This is a combined synopsis/solicitation for commercial products and services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Services, 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 RFQ 36C24124Q0804. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-03. The associated North American Industrial Classification System (NAICS) code for this procurement is NAICS 561990 (All Other Support Services) size standard $16.5 million. This is being bid as a Unrestricted. The VAMC West Haven 950 Campbell Ave West Haven, CT 06516 is seeking to identify any vendor capable of providing VAMC West Haven with furnishing all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the Environmental Management Service s Housekeeping Equipment located at the West Haven and Newington VA Medical Centers. The vendor shall provide the following coverages on the system: Remedial Maintenance, Preventative Maintenance and Maintenance. The vendor shall provide all coverages and benefits normally given in their commercial service and support agreements. This contract is effective for 1 year upon date of award plus 4 one-year options that may be exercised by the VA. When submitting a quote please put the price of the 4 option years as well. All interested companies shall provide quotations for the following: EMS EQUIPMENT PM/REPAIRS Statement of Work Scope of Work: The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the Environmental Management Service s Housekeeping Equipment located at the West Haven and Newington VA Medical Centers. The vendor shall provide the following coverages on the system: Remedial Maintenance, Preventative Maintenance and Maintenance. The vendor shall provide all coverages and benefits normally given in their commercial service and support agreements. This contract is effective for 1 year upon date of award plus 4 one-year options that may be exercised by the VA. When submitting a quote please put the price of the 4 option years as well. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments, and repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by VA CT to the contractor due to a partial or complete system or subsystem failure which would require contractor to response next business day. Upon award of contract, contractor must take an inventory of EMS equipment and annotate in detail its current functional or non-functional status. Repair tech needs to update EMS on the status of the equipment after each visit. Contractor may be required to provide training on proper use of machines. Equipment: The equipment to be serviced/maintained per this contract include: Tennant machines 5700s, T300s, B-5s, B-10s, T-5s, I-MOP, Carpet cleaning machines. Uprights buffers & blowers. Tomcat Machines Magnum, Mini-Mag, Micromini and more. Definitions/Acronyms: VA CT Health Care System. Consists of 2 main campuses: West Haven Campus 950 Campbell Ave West Haven, CT 06516 Newington Campus 555 Willard Ave Newington, CT 06111 Facility Point of Contact for All Action requirements- Natasha Papile EMS Administrative Officer Email-natasha.papile@va.gov Phone 203-932-5711 Ext. 4731 PM Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FST Field Service Technician. A person who is authorized by the contractor. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature Signature of VA EMS employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature COR s signature; indicates COR accepts work status as stated in ESR. OSHA Occupational Safety and Health Administration. EMS- Environmental Management Service Hours of Coverage: The contractor will respond by phone at no additional charge, within the normal business hours (7:00 AM to 5:00 PM (CST) M-F). All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist: Scheduled maintenance shall be performed in accordance with the manufacturer s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and CO. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the EMS Leaders. Federal holidays observed by VA Connecticut Healthcare System are: Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day New Year s Day Martin Luther King Day President's Day Memorial Day Independence Day and any other day specifically designated by the President of the United States. Unscheduled Maintenance: Contractor shall maintain the equipment in accordance with manufacturer s standards. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts. All parts will be covered in this agreement. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor. Response time: Contractor s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than 4 business hours after the call is placed. Uptime commitment shall be 95%. Scheduled Maintenance: Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer s Maintenance Manuals for the system. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include, but need not be limited to, the following: Cleaning of equipment to include filters, gearing, and other parts. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer s specifications. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Performing electrical safety inspection IAW NFPA 99. Parts: The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment. Service Manuals: VA will not provide service manuals of service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs 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 data manuals, by name, and/or the manuals themselves shall be provided to the Contracting Officer upon request. Documentation/Reports: Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number, and date due calibration. Any additional charges claimed will be approved by the CO via the COR before service is completed. Reporting Requirements: Upon arrival at VA CT West Haven or Newington the contractor shall be required to check in with EMS leadership or designee This log-in is mandatory as well as wearing the contractor badge issued. Contractor s FSE(s) shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the EMS who set-up the service. The ESR can be submitted when checking out with EMS, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. Preferred method of delivery is via email. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs. Condition of Equipment: The contractor accepts responsibility for the equipment described in as is condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. Test Equipment: Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. Identification, Parking, Smoking, and VA Regulations: Contractor s FSE(s) shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside all VA buildings. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Contractor Qualifications: Fully qualified is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for us. Evaluation Process Award will be made to the best price, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Vendors quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price, past performance, and capabilities. The following factors shall be used to evaluate offers: 1. Price (Follow these instructions): a. Vendor shall provide a quote for the scheduled drop off dates above. Vendors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards (SCLS) if applicable. b. Ensure your validation is current in the System for Award Management (SAM)( https://www.sam.gov). Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation. 2. Capable: The vendors quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Statement of Work in a timely efficient manner. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements. b. Contractor shall provide a list of all services included in the price. c. Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusetts if applicable. d. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. e. Contractor shall state and/or demonstrate their ability to meet all requirements and deliverables stated in this solicitation and Statement of Work. Any additional information to further identify how the company is experienced and capable of performing the requested work is welcome. 3. Veterans Preference Factor (per 852.215-70): The Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned (SDVOSB) or a Veteran-Owned Small Business (VOSB). Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. a. For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors . Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). i. Verified SDVOSBs will receive a 5% price credit (e.g. if a SDVOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00). ii. Verified VOSBs will received a 2.5% price credit (e.g. if a VOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $97.50). The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-40 Providing Accelerated Payments to Small Business Subcontracting (DEC 2013), 852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020) 852.203-70 Commercial Advertising 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 852.232-72 Electronic Submissions of Payment Requests 852.233-70 Protest Content/Alternative Dispute Resolution 852.233-71 Alternate Protest Procedure 852.270-1 Representatives of Contracting Officers 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) As prescribed in 819.7203(a) insert the following clause: (a) This solicitation includes 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. As prescribed in 819.7009(c) insert the following clause: VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: _________________________________ Printed Title of Signee: ________________________________ Signature: ______________________________________________ Date: ___________________________________________________ Company Name and Address: _____________________________________________________________________________________ (End of clause) 852.242-71 Administrative Contracting Officer. As prescribed in 842.271, insert the following clause: ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation shall be furnished to the Contractor. (End of clause) (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.209-6, 52.219-4, 52.219-8, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-3, 52.225-13, 52.232-33, 52.222-41 (Wage Determination Central Western Massachusetts VAMC Hampshire County WD 2015-4095 (Rev-21), 52.222-42, 52.222-43, 52.222-55, 52.222-62 (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ questions are due NLT 08/26/2024 at 17:00 PM EST. RFQ responses are due NLT 08/28/2024 at 17:00 PM EST. RFQ responses must be submitted via email with RFQ #36C24124Q0804 in the subject line to: Nathan.Langone@va.gov Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Nathan Langone (Nathan.Langone@va.gov)