Inactive Total Small Business Set-Aside (FAR 19.5)

Combined Synopsis Solicitation Northampton VAMC at 421 North Main Street in Leeds, MA 01053 Hydraulic Fire Suppression System Survey (i) This is a combined synopsis/solicitation for commercial items p... Combined Synopsis Solicitation Northampton VAMC at 421 North Main Street in Leeds, MA 01053 Hydraulic Fire Suppression System Survey (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24125Q0682 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. (iv) This requirement is being issued as an open market, Small Business set-aside. The associated NAICS 811310 and small business size standard is $12.5 million. (v) The Government intends to award a firm-fixed price award to Perform a Hydraulic Fire Suppression System Survey at the Northampton VA Medical Center. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to Perform a Hydraulic Fire Suppression System Survey IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Northampton Massachusetts as described per the (Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: 30 July 2025 at 10am behind Building 20 (Monument Building) Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to carissa.sarazin@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, 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. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 01-Aug- 2025 by 12:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). 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. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (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 (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the 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 CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. 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 CO to assess the contractor compliance with the subcontracting commitments. (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: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (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 responses are due 05-Aug- 2025 by 4:00 PM EST. RFQ responses must be submitted via email to: carissa.sarazin@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is carissa.sarazin@va.gov . ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Hydraulic Fire Suppression System Survey (Calculations, reports, drawings, Name Plate Installations) 1.00 JB __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: Performance Work Statement Building 1 Fire Suppression System Survey and Design Basis Reconstitution Location(s): Edward P. Boland Campus, 421 N Main Street Leeds, MA 01053 Overview General Intent The Contractor shall provide professional services to include all labor, transportation, materials, apparatus, tools, equipment and permits necessary to perform the work in accordance with the contractual requirements. All work must adhere to VHA, OSHA, EPA, Local laws, and Mass DEP standards. Contract Specific Requirements Building 1 Fire Suppression System Survey and Design Basis Reconstitution After award, but prior to the start of any field work, the contractor shall contact the contract point of contact (POC) (e.g. Contracting Officer s Representative, COR) to review proposed methods and plans for the completion of the work. All on site work is to be coordinated with the boiler plant supervisor at least seven (7) days prior to performance of services. Please note the bidding requirements related to this solicitation to ensure the following requirements are met. All services shall be provided turnkey including any necessary 3rd party pricing and coordination VA personnel shall only be responsible for confirmation of contractor LOTO and testing plans. Reports, Certifications, and all documentation shall be supplied digitally PRIOR to any invoicing. Background The existing system is fully functional and maintained however a recent review revealed riser data name plates have been removed or are otherwise illegible. This contract seeks to correct that by certifying to the most recent code year or the applicable code year of record (1978-1995) Existing Documentation Attachment Chronologically 1979_Record 2000_sprinkler_survey_drawings 2011_Westend_renovation 2018_eastend_flr2 renovation 2024 Fire pump Replacement Details The following shall be performed: Review of attached design basis documentation provided with timeline Field Survey of dry and wet sprinkler conditions. Note less than 15% of the space is healthcare occupancy and the rest consist largely of business occupancy with industrial space as the remainder VA has equivalency exemptions for historical dead end corridors in excess of 50ft This shall include the cost of any necessary system tests. Note Survey shall include both off hours and standard operating hours. Pharmacy, canteen store, and canteen office must be done during daytime hours. All clinical areas should be done off hours to avoid patient impact NFPA 13 code review and calculations of the complete system (1978 and 2025) with the following deliverables Name plates for all risers based on 1978 code year of record Note, if current system can be demonstrated to be compliant with later code years, the preference is for stamped drawings and name plates to replace old design base Calculations for both 1978 and 2025 code years 2025 analysis shall result in new either a new design basis or a deficiency report with recommendations for future corrections and improvement. Any drawings necessary to document existing conditions and code reviews/hydraulic calculations necessary This shall include any necessary assumptions or exceptions All required name plates and signage (NFPA13, 25) shall be furnished and installed by contractor Final narrative shall summarize all work completed and deliverables and include nameplate drawings Any drawings shall be provided in both CAD and Stamped PDF Technician Qualifications Registered professional engineer in fire protection shall have a minimum of 5 years experience including Massachusetts specific work. Surveyor(s) shall have sprinkler pipe fitter or fire protection engineering experience and licensure as necessary. General Scope Items The following is a list of general scope considerations: All field work shall be scheduled at least 7 business days in advance with POC/COR. The site shall be left clean of all debris and hazardous materials daily. Coordinate with VA CWM HCS GEMS coordinator for the signing of the waste manifests or management regulation. Submit, to the COR product data and work plan for all materials prior to utilization. Site Access and Management Requirements The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, shipping, and inspection, to meet the requirements of the project. The contractor must have the following additional requirements before working on site: Contractor badge, if issued, must be obtained and visibly worn by contractor or representative at all times while on campus. These requirements are applicable to all contractor employees and subcontractors working in and around campus building unless stated otherwise by COR. The contractor is ultimately responsible for the behavior of employees and subcontractors. Any waste generated shall be properly disposed of and documented by the contractor. Questions or concerns shall be addressed with the COR. Proposed Schedule All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 08:00-16:00h Monday through Friday Off-hour work for activities impacting normal operations or scheduling conflicts are generally 17:00-06:00 Monday- Friday and anytime Saturday and Sunday. Holidays excepted unless other times are arranged in advance and approved in writing by the COR. Bidding Requirements Provide licensure and resumes of key personal capable of meeting outlined requirements Evaluation of bids shall be based on: Completeness and specificity of contractors plan to adhere to all requirements outlined herein and outlined bid documents required. Submitted in writing Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the COR when necessary. Storage of Equipment and Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. The warehouse CANNOT accept, or store, deliveries associated with a contract and not purchased directly by the VA (i.e. no drop-shipping contract supplies). Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by COR) from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. Site Utilities In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 14 calendar days in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA. Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors.