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

36CI0X18P0081 COMBINED SYNOPSIS/SOLICITATION COMBINED SYNOPSIS/SOLICITATION MEDICAL GAS SYSTEM PREVENTIVE MAINTENANCE NEW JERSEY HEALTHCARE SYSTEM EAST ORANGE AND LYONS (i) This is a combined synopsis... 36CI0X18P0081 COMBINED SYNOPSIS/SOLICITATION COMBINED SYNOPSIS/SOLICITATION MEDICAL GAS SYSTEM PREVENTIVE MAINTENANCE NEW JERSEY HEALTHCARE SYSTEM EAST ORANGE AND LYONS (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 36C24224Q0667. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03 (eff. 03/29/2024) and VAAR Update 2008-36 (eff. 03/22/2023). (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 811210: ELECTRONIC AND PREVISION EQUIPMENT REPAIR AND MAINTENANCE and has a small business size standard of $34 Million. The FSC/PSC is J065: Maintenance, Repair, and Rebuilding of Equipment Medical, Dental, and Veterinary Equipment and Supplies. (v) This is a services contract to provide Medical Gas System Preventive Maintenance Services for New Jersey Healthcare System East Orange and Lyons. 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: Medical Gas System Preventive Maintenance Services LINE ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 Base Period: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the quarterly medical gas system preventive maintenance services stated in the Statement of Work for equipment at NJHCS EAST ORANGE CAMPUS. 4 QTR 0002 Base Period: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the quarterly medical gas system preventive maintenance services stated in the Statement of Work for equipment at NJHCS LYONS CAMPUS. 4 QTR Total Base Year: 1001 Option Year 1: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the quarterly medical gas system preventive maintenance services stated in the Statement of Work for equipment at NJHCS EAST ORANGE CAMPUS. 4 QTR 1002 Option Year 1: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the quarterly medical gas system preventive maintenance services stated in the Statement of Work for equipment at NJHCS LYONS CAMPUS. 4 QTR Total Option Year 1: Total: (vi) The required work is as contained below in the Statement of Work. STATEMENT OF WORK Medical Gas System Preventive Maintenance New Jersey Healthcare System Background: The New Jersey Healthcare System at Lyons and East Orange campuses has a requirement for preventive maintenance on their medical gas systems. We are currently seeking a full service and preventative maintenance contract for both campuses. The contractor must perform quarterly preventative maintenance (PM) services on each piece of equipment outlined in this scope of work. Scope: The contractor must provide all labor, materials, and equipment necessary for a full preventive maintenance program. PM must include quarterly inspection and testing of the equipment. It must also include evaluation of the medical gas system in accordance with VHA Directive 7515(1) Medical Gas and Vacuum Systems, NFPA 99 Healthcare Facilities Code and the terms within this statement of work. The contractor must evaluate existing medical/dental compressed air and medical vacuum systems, terminal performance, compressor or source configuration, valves, gauges, warning systems and alarms, back-up systems, vents, and contamination for compliance with current NFPA 99 Healthcare Facilities Code specification and requirements. Contractor employees must be ASSE 6040 certified to perform maintenance and ASSE 6030 certified for inspection and testing. Minor repairs must be done while on station more difficult repairs or those needing additional parts a quote will be provide for those deficiencies. Medical Air & Vacuum Systems: All systems must be serviced Quarterly. PM must include services to replace any parts per the Manufacturers recommended intervals. At completion of Service, a report must be sent to the respective COR. These parts are required to complete the preventive maintenance service are contained within the section Parts List for East Orange Equipment and Parts List for Lyons Equipment Repair Procedures: Any repairs beyond the SOW PM procedures must be quoted first before any repair work can be approved through the Contracting Officer for completion. Equipment List: East Orange: Bldg 1, C Level C-132 One EMSE Cabinet 15 H/P Quad Vacuum System (Model 1QCB15S200), Busch Claw vacuum Pumps (Model MINK MV 0602B) Bldg 1, C Level C-112 Two Sullair Hitachi Screw Compressor Medical Air (Model DSP-22AT6N-M125, Ser. # U1240304 & U1243830) 30 KW/40 H/P Simplex Screw Compressor, Patton Medical Air Dryers 275 SCFM/64-020275 Two Sullair Hitachi Screw Compressor Dental Air (Model DSP22AT6N-M125, Ser. # U1241137 & U1243829) 30 KW /40 H/P Simplex Screw Compressor, BEKO Refrig. Dryer Parts List for East Orange Equipment: EMSE Cabinet 15 H/P Quad Vacuum System 1 Ea. (4) ..4107400122 KIT O2CL OIL CHANGE SIZE B (4) ..3003937680 238 SOLBERG PAPER ELEMENT 238 Sullair Hitachi Screw Compressor for Dental Air 2 Units V-3003087989-SPL 51188820 Hitachi Oil Filter Element (1) .3003417389-SPL OIL- GL6BN- 5 GALLONS (1). V-51185510-SPL 51185510 PARTS KIT, SUCTION THROTTLE VALVE (1). V-5372E633-SPL 5372E633 PARTS KIT, OIL MIST REMOVER (1). V-54704050-SPL 54704050 V-BELT FOR MOTOR+ (1). V-21717211-SPL 21717211 ELEM, AIR FILTER (1) .3003409493 XR19060 COSA DEWPOINT SENSOR XTR-100 XENTAUR COSA/ XR19060 (1).1280568562 CELL CO DETECTOR AMICO A31065 65-2400T Sullair Hitachi Screw Compressor for Medical Air 2 Units (1). V-3003087989-SPL 51188820 Hitachi Oil Filter Element (1) .3003417389-SPL OIL- GL6BN- 5 GALLONS (1). V-51185510-SPL 51185510 PARTS KIT, SUCTION THROTTLE VALVE (1). V-5372E633-SPL 5372E633 PARTS KIT, OIL MIST REMOVER (1). V-54704050-SPL 54704050 V-BELT FOR MOTOR+ (1). V-21717211-SPL 21717211 ELEM, AIR FILTER (1) .3003807389 4038140 BEKO FILTER ELEMENT Lyons: Chemtron Medical air System 7.5 H/P Powerex Compressor (Model DAPOL 7.5-120T), Cabunet Model 100 Compressors ser. # 2187 Chemtron Vacuum System (Model DVR5-120T) Lube Vacuum Pumps VCEH-100 5 H/P Ser. # 2187-987198 Parts List for Lyons Campus: Chemtron Medical Air System 1 Unit (2) ..ELM24-003 E1-24 HF SERIES GRADE 1 FLR EL M (2) ..ELM21-003 E7-24 HF SERIES GRADE 7 FLR EL M (2) ..ELM22-003 E5-24 HF SERIES GRADE 5 FLR EL M (2) ..4107652477 FLR ELM, INLET SUCTION 849 PREV P/N: ELM01-006 (4) ..MUF01-008 PURGE EXH MUF 1" MPT ARROW ASQ F-8M Reports: The contractor will provide a copy of service report to the COR. The report will include a list of all preventive maintenance checks completed, as well as, identified problems and/or deficiencies found. The contractor will provide two inspection reports to the COR following completion of evaluation. The inspection documents will include, as a minimum, test parameters consisting of terminal performance, valve testing, cross connections, alarm testing, leak detection, equipment evaluation, contaminant, particulate and dewpoint testing. The service reports must be signed by both the service provider and the COR at completion of work. An electronic version of same must be sent to the COR. Period of Performance: The period of performance shall be one year from date of award with provision for one option year. Performance shall exclude federal holidays. Federal 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 The contractor shall provide quarterly services in July, October, January, and April. All work must be performed Monday through Friday during the hours of 8:00 AM to 4:30 PM; except for the Operating Room and Recovery Rooms, which will be done at night or on weekends as scheduled and approved by the COR. No work shall be performed on Saturdays, Sundays, and Holidays unless otherwise stated and approved by the COR. Place of Performance: Department of Veterans Affairs New Jersey Healthcare System East Orange Campus 385 Tremont Ave E Orange, NJ 07018 Upon arrival the contractor will report to Plumbing Shop Foreman, Bldg. 1, Room B-102, Ext. 3365. The contractor is required to sign out before leaving the facility in order to provide reports as required. Department of Veterans Affairs New Jersey Healthcare System Lyons Campus 151 Knollcroft Lyons, NJ 07939 Upon arrival the contractor will report to M&R Shop Foreman, Bldg. 15, Ext. 4280. The contractor is required to sign out before leaving the facility in order to provide reports as required. 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 (Nov 2021) Solicitation number for this requirement as 36C24224Q0667; 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) 52.212-2 Evaluation-Commercial Items (NOV 2021) 52.216-1 Type of Contract (APR 1984) The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation. 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) Addendum to FAR 52-212-1 INSTRUCTIONS TO OFFERORS COMEMRCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021): This Request for Quote (RFQ) is issued in accordance with FAR Part 12 in conjunction with Simplified Acquisition Procedures at FAR 13.5. All instances of FAR 15 procedures in FAR 52.212-1 shall not apply to this RFQ and are hereby substituted with FAR 13 procedures. Eligibility: In order for a quote to be eligible for award, offerors submitting a quote must have the NAICS Code 811210: ELECTRONIC AND PREVISION EQUIPMENT REPAIR AND MAINTENANCE and current registration in both the System for Award Management (SAM): https://www.sam.gov/portal/public/SAM, as well as current certification in Veteran Small Business Certification (VetCert): https://veterans.certify.sba.gov/. Submission Instructions: Technical packages shall be submitted to Levi.Russin@va.gov by 10:00 AM ET on 5/29/2024. The email shall identify Solicitation 36C24224Q0667. Offerors that do not adhere to these instructions may be determined to be incomplete and, therefore, risk being rejected without further consideration for award. Offer submissions must include: EVALUATION FACTOR SUPPORTING DOCUMENTS: Technical Capability: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities Technical Capability will be determined on the basis of the qualification of the quoter that are detailed in the quoter s capability statement. Quoter must provide a technical capability statement of 15 pages or less demonstrating it has trained personnel, equipment, and working experience in providing Medical Gas System Preventive Maintenance Services. Documentation must include proof of providing work on at least three (3) contracts of similar nature, scope, complexity, difficulty, and size to that which will be supplied to the work detailed in the SOW for this requirement. Quoter must provide proof/certification that it is a licensed business to conduct Medical Gas System Preventive Maintenance Services in accordance with VHA Directive 7515(1) Medical Gas and Vacuum Systems and NFPA 99 Healthcare Facilities Code, including ASSE 6040 and ASSE 6030 certification. (2) Past performance: Quoter will be evaluated on how well their past performance information supports that they are a capable vendor who can adequately perform services of this scope and complexity without issues with performance. 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. Quoter must provide at least three (3) past performances references for contracts of similar nature, scope, complexity, difficulty, and size to that which will be supplied to the work detailed in the SOW for this requirement. (3) Price: The government will evaluate quotes for award purposes based on the pricing for the total requirement. Quotes for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. END OF ADDENDUM (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (November 2021), applies to this acquisition. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the government, considering technical capability, past performance, and price. A Technical Evaluation Team comprised of representatives of the Department of Veterans Affairs will evaluate the proposals. The identities of the Technical Evaluation Team are confidential, and any attempt by the offerors to contact these individuals is prohibited. The evaluation will be based on the content of the proposal and any subsequent discussions, if necessary, as well as information obtained from other sources, e.g. past performance information. Quoters are advised that the technical evaluation and rating of proposals will be conducted in strict confidence in that technical and past performance proposals are reviewed and rated without knowledge of the price offered. During deliberation, the number and identities of quoters are not revealed to anyone who is not involved in the evaluation and award process or to other quoters. Quotes will be evaluated based on the factors described herein, and award will be made to the responsive responsible quoter whose offer in conformance with this solicitation, results in the best value to the Government, price and other factors considered. The evaluation process essentially consists of two parts: Technical/Past Performance Evaluation and Price Evaluation. 1. Technical/Past Performance Evaluation: Proposals shall be evaluated against the Evaluation Factors and Criteria. 2. Price Evaluation: The CO will evaluate price proposals independent of the technical/past performance evaluation. The Technical Evaluation Team will not have access to price information until completion of the technical/quality evaluation. NOTE: Price/Technical Trade-off Analysis: Once above evaluations are complete, the Technical Evaluation Team will compare the relative advantages and disadvantages of technical proposals and weigh against the prices. Technical Approach and Past Performance are equal and when combined are significantly more important than Price. The Technical Evaluation Team will then consider all factors and recommend an awardee to the CO, the quote offering the best value to the Government. The CO s decision shall be based on a comparative assessment of proposals against all source selection criteria in the solicitation. The government shall evaluate information based on the following evaluation criteria. Evaluation Factors: Technical Capability: Technical capability is defined as a quoter s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Contractor shall provide a maximum 15-page capability statement demonstrating it has trained personnel, equipment and working experience and ability to meet all the requirements of the Statement of Work (SOW) A) Technical Proficiency: Quoter shall submit a proposal that verifies it is a firm that specializes in providing Medical Gas System Preventive Maintenance Services. The proposal shall be comprehensive and demonstrates its understanding of the requirement and not a copy and paste of the SOW requirements. It shall outline the contractor s ability to perform the services adequately and satisfactorily in accordance with the SOW and the extent to which potential risks are identified and mitigated. B) Contractor Experience: The quoter shall provide three (3) instances of past-experience similar in nature, scope, complexity, difficulty, and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect of no less than three (3) years of experience in providing Medical Gas System Preventive Maintenance Services. C) Licensing/Certifications: Quoter will be evaluated on how well they meet the requirement to provide proof that it is a licensed business to providing Medical Gas System Preventive Maintenance Services in accordance with VHA Directive 7515(1) Medical Gas and Vacuum Systems and NFPA 99 Healthcare Facilities Code, including ASSE 6040 and ASSE 6030 certification. Past performance: Quoter 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 quoters Past Performance shall also be reviewed in PPIRs; Quoter s with no past performance shall receive a neutral rating for this evaluation factor. Price: The government will evaluate quotes for award purposes based on the pricing for the total requirement. Quotes for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. Options: The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the quote s specified expiration in time, the Government may accept a quote (or part of a quote), whether or not there are discussions 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. The Government intends to make award without discussions. However, the Government reserves the right to request clarification of quotes to resolve minor or clerical errors. Clarifications are limited exchanges between the Government and quoters that may occur when award without discussions is contemplated. Quoters may be given the opportunity to clarify certain aspects of their quote to resolve these minor or clerical errors without changing substantive aspects of the quote, such as technical capability and/or price. (End of Provision) (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Nov 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 Nov 2021 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) 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) - 852.201-70 Contracting Officer s Representative (DEC 2022) - 852.203-70 Commercial Advertising. - 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran- Owned Small Businesses (JAN 2023) (DEVIATION) - 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION) - 852.232-72 Electronic Submission of Payment Requests - 852.242-71 Administrative Contracting Officer (OCT 2020) 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 2022) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-17 Contractor Employee Whistleblower Rights (Nov 2023) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.219-13 Notice of Set-Aside of Orders (MAR 2020) 52.219-27 Notice of Set-Aside for, or Sole Source to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024) 52.219-28 Post Award Small Business Program Representation (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) 52.222-41 Service Contract Labor Standards (AUG 2018) Class: Grade: 23370 WG-8 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) 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 Open-Market solicitation for Medical Gas System Preventive Maintenance Services for New Jersey Healthcare System East Orange and Lyons 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 10:00 AM ET on 5/29/2024 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. All communication shall have RFQ number and requirement title in the subject line. Point of Contact Levi Russin, Contract Specialist Levi.Russin@va.gov