Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

COMBINED SYNOPSIS/SOLICITATION FUME HOOD, BIOLOGICAL SAFETY CABINET, GLOVEBOX, CLEAN ROOM CERTIFICATION, REPAIR, AND MAINTENANCE VA NJHCS EAST ORANGE CAMPUS (i) This is a combined synopsis/solicitatio... COMBINED SYNOPSIS/SOLICITATION FUME HOOD, BIOLOGICAL SAFETY CABINET, GLOVEBOX, CLEAN ROOM CERTIFICATION, REPAIR, AND MAINTENANCE VA NJHCS EAST ORANGE CAMPUS (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, and FAR 13.5 Simplified Procedures for Certain Commercial Items 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. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24221Q1398. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06 (eff. 07/01/2021), VAAR 2008-28 (eff. 01/27/21). (iv) This solicitation is a Total Service-Disabled Veteran-Owned Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 621511 MEDICAL LABORATORIES and has a small business size standard of $35 Million. The FSC/PSC is H966 Other Quality Control, Testing, and Inspection Instruments and Laboratory Equipment. (v) This is a services contract to provide Fume Hood, Biological Safety Cabinet, Glovebox, Clean Room Certification, Repair, and Maintenance Services. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. PRICING TABLE FOR: Fume Hood, Biological Safety Cabinet, Glovebox, Clean Room Certification, Repair, and Maintenance Services LINE ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 BASE PERIOD: Certifications: 27 Fume Hoods, 8 Biological Safety Cabinets/ 2 Gloveboxes/ 2 Clean Room (39 certifications, semi-annually) 78 EA 0002 BASE PERIOD: Unscheduled Maintenance 12 MO Total Base Year: 1001 OPTION YEAR ONE: Certifications: 27 Fume Hoods, 8 Biological Safety Cabinets/ 2 Gloveboxes/ 2 Clean Room (39 certifications, semi-annually) 78 EA 1002 OPTION YEAR ONE: Unscheduled Maintenance 12 MO Total Option Year One: 2001 OPTION YEAR TWO: Certifications: 27 Fume Hoods, 8 Biological Safety Cabinets/ 2 Gloveboxes/ 2 Clean Room (39 certifications, semi-annually) 78 EA 2002 OPTION YEAR TWO: Unscheduled Maintenance 12 MO Total Option Year Two: 3001 OPTION YEAR THREE: Certifications: 27 Fume Hoods, 8 Biological Safety Cabinets/ 2 Gloveboxes/ 2 Clean Room (39 certifications, semi-annually) 78 EA 3002 OPTION YEAR THREE: Unscheduled Maintenance 12 MO Total Option Year Three: 4001 OPTION YEAR FOUR: Certifications: 27 Fume Hoods, 8 Biological Safety Cabinets/ 2 Gloveboxes/ 2 Clean Room (39 certifications, semi-annually) 78 EA 4002 OPTION YEAR FOUR: Unscheduled Maintenance 12 MO Total Option Year Four: Base and All Option Years Total: (vi) The required work is as contained below in the Statement of Work. STATEMENT OF WORK Full PM, Repair, and CETA Certification for Chemical Fume Hoods, Biological Safety Cabinets, and Glove Boxes BACKGROUND The Department of Veterans Affairs, New Jersey Health Care System East Orange Campus is currently seeking full preventive maintenance, repair, and Controlled Environment Testing Association (CETA) certification on chemical fume hoods, biological safety cabinets, and glove boxes located in buildings 1 and 7 of the facility. SCOPE OF WORK The contractor shall furnish all labor, supervision, materials, equipment, and personnel necessary to perform full preventive maintenance, repair, and CETA certification on the chemical fume hoods, biological safety cabinets, and glove boxes throughout NJHCS East Orange Campus. The contractor shall be responsible for fume hood filter replacement, proper operation and repairs of sash, motor, belts, fan units, and electrical connections. The contractor shall ensure that all self-monitoring devices are properly calibrated. The primary test to be performed are inflow velocity profiling as per American National Standards Institute (ANSI)/ American Industrial Hygiene Association (AIHA) Z9.5-2003 American National Standards for Laboratory Ventilation 6.3.3 Face Velocity Tests. The average face velocity shall be determined by the method described in the ANSI/ American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) 110-1995 Method of Testing Performance of Laboratory Fume Hoods. Face velocity measurements shall be made by dividing the hood opening into equal area grids with sides measuring no larger than 12 inches (30.5 cm). The tip of the probe shall be positioned in the plane of the sash opening and fixed (not handheld) at the approximate center of each grid. Grid measurements around the perimeter of the hood opening shall be made approximately 6 inches (15.2 cm) from the top, bottom, and sides of the opening enclosure. The average face velocity shall be the average of a minimum of 10 measurements made over a minimum of 10 seconds. The plane of the sash shall be located at the midpoint of the sash frame depth. ANSI/ASHRAE 110-1995 ASHRAE Guideline: Method of Testing Performance of Laboratory Fume Hoods. 6.2 Face Velocity Measurement A 1.0 ft 2 imaginary grid pattern shall be formed by equally dividing the design hoods opening into vertical and horizontal openings. Velocity readings shall be taken with a calibrated anemometer. For Variable Air Volume (VAV) hoods, measurements shall be made at 25%, 50%, and 100% sash openings. A hood is considered certified when the average face velocity at twelve inches working sash height is between 80 120 feet per minute. Routine performance tests shall be conducted at least semi-annually or when a significant change has been made to the operational characteristics of the hood system. A hood that is found to be operating with an average velocity more than 10% below the designated average face velocity shall be labeled as OUT OF SERVICE or RESTRICTED USE and corrective actions shall be taken by VA staff to increase flow. Each hood shall be posted with a notice giving the date if the routine performance test, the measured average face velocity, and initialed by the testing technician. When a unit is removed from service, it shall be posted with a RESTRICTED USE or OUT OF SERVICE notice, as applicable. The RESTRICTED USE notice shall state the requisite precautions concerning the type of materials permitted or prohibited for use of the hood unit. EQUIPMENT LIST Equipment to be serviced, including building, level, room number, unit description, and certification due date are listed below. Subsequent due dates will be every six months thereafter. BUILDING 1 A-LEVEL ROOM UNIT CERTIFICATION DUE DATE A-140 Fume Hood # L-7 11/15/2021 A-140 Fume Hood # L-9 11/15/2021 A-140 Fume Hood # L-79 11/15/2021 A-140 Fume Hood # L-80 11/15/2021 A-140 Fume Hood # L-82 2/16/2022 A-140 Fume Hood # L-83 9/15/2021 A-141 Fume Hood # L-141A 2/16/2022 A-143 BSC # L-73 11/15/2021 1ST FLOOR ROOM UNIT CERTIFICATION DUE DATE 1-176 Fume Hood # L-61 11/15/2021 1-184 BSC # L-45 11/15/2021 1-190 Fume Hood # L-55 11/15/2021 3RD FLOOR ROOM UNIT CERTIFICATION DUE DATE 3-327 Fume Hood # L-21 11/15/2021 3-327 Fume hood # L-22 11/15/2021 3-327 Fume hood # L-42 11/15/2021 5TH FLOOR ROOM UNIT CERTIFICATION DUE DATE 5-247 Fume Hood # L-75 11/15/2021 5-247 Fume Hood # L-76 11/15/2021 6TH FLOOR ROOM UNIT CERTIFICATION DUE DATE 6-191 BSC # L-81 11/15/2021 8TH FLOOR ROOM UNIT CERTIFICATION DUE DATE 8-206D LFH # P-10 11/15/2021 8-206D Non-HD Glovebox P-12 11/15/2021 8-206B BSC # P-4 11/15/2021 8-207A HD Glovebox 11/15/2021 9TH FLOOR ROOM UNIT CERTIFICATION DUE DATE 9-143 Fume Hood # L-27 11/15/2021 9-157 Fume Hood # L-28 11/15/2021 9-157 BSC # L-2 2/16/2022 9-158 BSC # L-60 2/16/2022 9-183 BSC # L-4 2/16/2022 BUILDING 7 1ST FLOOR ROOM UNIT CERTIFICATION DUE DATE 1-105 Fume Hood, # L-74 11/15/2021 1-108 Fume Hood, # L-68 11/15/2021 1-108 Fume Hood, # L-69 2/16/2022 1-111 Fume Hood, # L-67 2/16/2022 1-112 Fume Hood, # L-66 11/15/2021 1-114 Fume Hood, # L-65 11/15/2021 1-115 Fume Hood, # L-64 11/15/2021 1-115A BSC, # L-61A 11/15/2021 1-116 Fume Hood, # L-70 11/15/2021 1-117 Fume Hood, # L-63 11/15/2021 1-122 Fume Hood, # L62 11/15/2021 Building 1, 8th floor Pharmacy IV Clean room certification Task: Rooms shall be certified every six months. A copy off all certification records shall be sent to the Inpatient Pharmacy Supervisor for review. Laminar Air Flow Hoods, Biological Safety Cabinets and Barrier Isolators will provide ISO Class 5 Air Quality. Chemotherapy Room will be in a Negative Pressure Environment The Buffer Zone will be ISO Class 7 Air Quality The Ante Room will be at least ISO Class 8 Air Quality The pressure from the IV Hoods to Buffer Zone to Anteroom to Outside Hallway will be Positive Pressure ISO Class 8 Air to the Hallway will not be less than 5Pa. USP 800 Particle Counts Equipment Code P04 USP 800 Particle Counts Equipment Code P10 USP 800 Particle Counts Equipment Code P13 Environment Viable Particle Test (12 plates) . Equipment Code P4, P10, P12, P14 Environment Viable Surface Test (12 Swabs) . Equipment Code P4, P10, P12, P14 CETA CAG-002-2006 Smoke Study Video . Equipment Code P4, P10, P12 REPORTS At the completion of each day s testing, the contractor shall give the COR a written report of the hoods that passed or failed. Service reports must be signed by both service provider and COR at completion of work. An electronic version of report shall be sent to the COR. FREQUENCY OF SERVICE Services shall be conducted on a semi-annual and annual basis at time of certification due date as noted in equipment list above. Invoices shall be billed following date of service performed. SCHEDULING PROCEDURES The contractor shall contact the COR at least two weeks prior to their arrival with a list of the units that are to be tested and certified to allow the COR to make arrangements with the affected services. Contractor shall report to the COR upon arrival at the facility and inform COR of the fume hoods that are to be tested and certified for the day. In the event of a fume hood failure due to poor exhaust, the contractor shall inform the COR who will then arrange for the repair of the exhaust system and the rescheduling of the fume hood testing and certification. RESPONSE TIME The contractor shall respond to emergency repairs within one business day in order to restore equipment back to first-class operating condition. Contractor shall make allowances for revisits for clean room and hood certification due to failure to certify. Contractor shall be contacted for certification once repairs have been made to the failed system. OTHER REQUIRMENTS Contractor shall be a firm regularly engaged in the servicing of chemical fume hoods, biological safety cabinets, and glove boxes as described in this Statement of Work. Have expertise, experience, and regular business to include the full preventive maintenance, repair, and CETA certification chemical fume hoods, biological safety cabinets, and glove boxes. Possess all the manpower, equipment, tools, and ready sources as necessary to complete the conditions of the requirement. The contractor shall provide a written work schedule identifying when the work will be accomplished no later than the date identified in this solicitation for work to begin. All work must be scheduled through the COR. NONCOMPLIANCE The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. SPECIFICATIONS: Upon completion of the preventive maintenance, repair, and certification of the units, the COR/POC will perform a visual inspection in the presence of the contractor personnel to ensure that all performance requirements have been completed in accordance with the Statement of Work. The inspection will be conducted prior to the contractor personnel leaving the facility. WORKING HOURS: Normal business hours are 8:00 a.m. to 5:00 p.m. EST, Monday through Friday, excluding Federal Holidays. Holidays observed by the Federal Government are: - New Year s Day - Martin Luther King s Birthday - President s Day - Memorial Day - Juneteenth - Independence Day - Labor Day - Columbus Day - Veteran s Day - Thanksgiving Day - Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. L. PERIOD OF PERFORMANCE The base period of performance will be one (1) year from the date of award with provision of four (4) Option Years. M. PLACE OF PERFORMANCE Department of Veterans Affairs New Jersey Health Care System East Orange Campus 385 Tremont Avenue East Orange NJ 07018 CONTRACTING OFFICE ADDRESS: VISN 2 Network Contracting Office Albany Stratton VA Medical Center 113 Holland Ave Albany, NY 12208 (vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (viii) The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html FAR 52.212-1, Instructions to Offerors Commercial Items (Jun 2020) Solicitation number for this requirement as 36C24221Q1398; The time specified in the solicitation for receipt of offers; Name, address and telephone number of offeror; Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete; Terms of any express warranty; Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); Acknowledgement of any solicitation amendments; Past performance information; A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration. The following solicitation provisions are included as addenda to FAR 52.212-1: 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 (Aug 2020) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applies to this acquisition. Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. Technical Capability is more important than past performance and price. However, price will become significantly more important as technical capability approach equality. All sub-factors under technical capability are of equal importance. Past performance is less important than price. The Government may perform a comparative evaluation (comparing offers to each other) to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation. The government shall evaluate information based on the following evaluation criteria. Evaluation Factors: (1) Technical capability - Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the SOW. a) Technical Proficiency: Contractor shall submit a proposal that demonstrates its understanding of the requirement in accordance with the Statement of Work and the extent to which potential risks are identified and mitigated. Contractor shall include names of key personnel for prime and subcontractors. Contractor shall provide an anticipated proposed schedule to perform exterior Fume Hood, Biological Safety Cabinet, Glovebox, Clean Room Certification, Repair, and Maintenance Services, based on schedule of SOW. b) Contractor Experience: The offeror shall provide 3-5 instances of past-experience of similar scope within the past 5 years. The contractor shall be a firm regularly engaged in regularly engaged in exterior Fume Hood, Biological Safety Cabinet, Glovebox, Clean Room Certification, Repair, and Maintenance Services similar to those found at the facility. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. (2) Past performance: Contractor must provide three references for contract of similar scope and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. (3) Price: The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (End of Provision) (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (FEB 2021) applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (xi) FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018 applies to this acquisition. The following clauses are incorporated into Addendum to FAR 52.212-4, 52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) a) Within 30 days; written notice of its intent to extend at least 60 days; c) shall not exceed 5 years 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) - 852.203-70 Commercial Advertising. - 852.232-72 Electronic Submission of Payment Requests. - 852.270-1 Representatives of Contracting Officers. 852.242-71 Administrative Contracting Officer (OCT 2020) (xii) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (JAN 2021) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28 Post Award Small Business Program Rerepresentation (NOV 2020) 52.219-32 Orders Issued Directly Under Small Business Reserves (MAR 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) Employee Class: 12130 Monetary Wage-Fringe Benefits: $38.40 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xiii) The Service Contract Act of 1965 does apply to this procurement. See attached Wage Determination (xiv) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy. All quotations shall be sent ONLY to Levi Russin at Levi.Russin@va.gov This is a Total Service-Disabled Veteran-Owned Small Business Set Aside for Fume Hood, Biological Safety Cabinet, Glovebox, Clean Room Certification, Repair, and Maintenance Services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 10:00am EST on 09/22/2021 at Levi.Russin@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted. Request for information (RFI) shall be received no later than 10:00am EST on 09/16/2021. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Levi Russin at Levi.Russin@va.gov. All communication shall have the RFQ number and requirement title in the subject line. Point of Contact Levi Russin, Contract Specialist Levi.Russin@va,gov