Inactive Veteran-Owned Small Business Set-Aside (specific to Department of Veterans Affairs)

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and ... Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial 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 Commercial 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 an RFQ 36C24126Q0148. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06. This solicitation is set-aside for VOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $19 Million. The FSC/PSC is J048. The VAMC West Haven is seeking to purchase services for Building 1 isolation valves to maintain redundancy for planned maintenance and repairs. Isolation of each tank is required to maintain facility operations to inpatient and critical care areas during planned and unplanned domestic water outages and repairs. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Building 1 Isolation Valve Installation per SOW 01 JB 0.00 0.00 STATEMENT OF WORK BUILDING 1 10TH FLOOR DOMESTIC WATER TANK ISOLATION VALVE INSTALLATION BACKGROUND VA Connecticut Healthcare System requires installation of isolation valves on existing domestic water piping serving domestic water tanks located on the 10th floor of Building 1 at the VA West Haven Medical Center. JUSTIFICATION West Haven Domestic Water Tanks serving Building 1 require isolation valves to maintain redundancy for planned maintenance and repairs. Isolation of each tank is required to maintain facility operations to inpatient and critical care areas during planned and unplanned domestic water outages and repairs. PLACE OF PERFORMANCE The Place of Performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue; West Haven, CT 06516. QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field representative located within 200 miles of the West Haven Campus of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders must provide upon request documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Bidders will be responsible for complying with the VA Connecticut Healthcare System policy for Lock out/Tag out, all equipment, supplies, and external support to perform work. The Contracting Officer (CO) and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. SCOPE OF WORK The Service Provider shall furnish all labor, materials, equipment, tools supervision, disposal, and all incidentals to complete work for the services described in this document. The service provider shall receive and work with the VA COR and designated POC. Mobilization shall occur during a planned domestic water outage coordinated for off hours/weekend work as required. This work shall be completed in one work day or phased to include two planned domestic water outages occurring on two consecutive Saturday work days. Two consecutive work days combined into one weekend will not be accommodated. No work shall be performed on Government Holidays unless an emergency status has been indicated by the Contracting Officer. US Federal Holidays: New Year s Day Martin Luther King Jr. Day President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Description of Services: The project will include but not be limited to the following: Service provider shall schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief, Maintenance & Operations. All LOTO request and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of Lock Out Tag Out devices for any energy source with the VA COR/ Maintenance & Operations. Coordinate Hot Work Permit with the VA COR and VACHS Safety Department. Protect all equipment in place during replacement activities. Furnish and install two (2) 8 water inlet supply isolation valves per each domestic water tank. Furnish and install two (2) 10 water outlet isolations valves per each domestic water tank. All valves, associated piping, and hardware shall be included. All valves are to be flanged to match existing flange class including new gaskets. ACM is not anticipated as part of this work, however if ACM is suspected, the service provider shall contact the VA Contracting Officer and COR immediately. Tag all existing and new valves and label all piping included in this scope of work. Furnish and install new insulation at areas of replaced piping. Service provider shall perform start up and acceptance testing. Facilities Management Service shall designate a staff member to witness acceptance testing of all completed work. All work is subject to inspection, review, and approval by the Utility Systems Supervisor, Chief of Maintenance & Operations, and Chief Engineer. Service provider shall clean up work area and all debris. SUBMITTALS/DELIVERABLES Service provider shall furnish all submittal item documentation with final dispositions and final documentation report with all tests, photos, and work completed within 10 business days following completion of work. Service provider shall furnish all material certifications for any replacement parts used. Service provider shall furnish a waste manifest as required. SPECIAL INSTRUCTIONS All service provider personnel, sub-service providers and representatives visiting VA sites will be required to sign in upon arrival at Building 15 and/or retain a temporary VA badge. Each visiting individual be required to enter their name, their company s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours. General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed. Approved Plans and Permits: Prior to the start of work, submit to VA copies of all required permits. Site Visits: Day to day project administration will be performed by the COR. Periodic reviews, tests, and other field observation by the Government are not to be interpreted as superintendence nor as resulting in any approval of the service provider s apparent progress toward meeting the Government s objectives; but are intended to discover any information that the Contracting Officer may be able to call to the service provider s attention to prevent costly misdirection of effort. The service provider shall remain responsible for constructing, operating, and maintaining the site in full accordance if the requirements of this solicitation. The service provider shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion. The service provider shall develop and provide to the VA the following: Safety Plan: The service provider shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (JCAHO) requirements), NFPA, Federal and State codes pertinent to the project scope. All applicable personnel on site are required to obtain an Occupational Safety and Health Administration (OSHA) 10 hour construction certification, and the site competent person for the service provider must obtain an OSHA 30 hour construction certification. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. Safety Codes / Certification / Licensing: Environmental abatement work, if necessary, is to be performed by Service provider under supervision and monitoring for the VA by a Certified Industrial Hygienist. The Service provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the service provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports. Travel: Service provider and/or subservice providers will travel from their place of business to the West Haven VAMC of the VA Connecticut Healthcare System. NARA Records Management Requirements The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Place of Performance/Place of Delivery Address: 950 Campbell Ave West Haven, CT Postal Code: 06516 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services All quoters shall submit the following: Quote for work, relevant past performance, and limitation on subcontracting. All quotes shall be sent to the CS Nathan.Langone@va.gov CO Tnauri.Woodbridge@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: 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: Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Price (Follow these instructions): Offeror shall complete pricing for the scope of work provided. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items and submit with the quote. 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. Past Performance: a. Provide (3) references of work, similar in scope and size with the requirement detailed in the Statement of Work. References must include contact information; brief description of the work completed, and contract # (if relevant). Please utilize Attachment 1 Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company can perform the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from all sources. 3. 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 Statement of Work in a timely efficient manner. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work. b. Contractor shall demonstrate that their technicians meet the qualification standards stated in the Statement of Work. c. Contractor shall provide all current and relevant or license(s) to include manufacture training certificate etc. 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. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received NLT 12/31/2025 at 17:00 PM EST to CS Nathan.Langone@va.gov and CO Tnauri.Woodbridge@va.gov. RFQ questions are due NLT 12/26/2025 at 17:00 PM EST. Email quotes only with reference to RFQ 36C24126Q0148, no oral bids shall be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact CS Nathan.Langone@va.gov CO Tnauri.Woodbridge@va.gov