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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24419Q0327 Posted Date: February 15, 2019 Original Respons... COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24419Q0327 Posted Date: February 15, 2019 Original Response Date: March 4, 2019 Current Response Date: March 4, 2019 Product or Service Code: J035 Set Aside: Full and Open Competition NAICS Code: 811310, Commercial and Industrial Machinery and Equipment Contracting Office Address The Department of Veterans Affairs Network Contracting Office 4 Lebanon VAMC 1700 South Lincoln Ave Lebanon, PA 17042 Description 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, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. The Government reserves the right to make no award from this solicitation. This solicitation is a request for quotations (RFQ). The government anticipates awarding a firm-fixed price purchase order resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, Commercial and Industrial Machinery and Equipment, with a small business size standard of $7.5 Million. This solicitation is unrestricted full and open competition. The Department of Veterans Affairs, Network Contracting Office 4, Lebanon VAMC, 1700 South Lincoln Ave, Lebanon PA 17042 is soliciting quotations from is unrestricted full and open competition businesses to provide Sani-Pak Service and Maintenance at the VISN04 facility listed below. Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information along with any other documents necessary to support the requirements below. All interested companies shall provide quotation(s) for the following: STATEMENT OF WORK FOR SANI-PAK REPAIR AND MAINTENANCE WILKES-BARRE VAMC DESCRIPTION: Perform monthly services and maintenance in accordance with manufacturer s specifications of a government owned Sani-Pak Compactor Sterilizer: Model #341 Serial #4271104-624-4297-5 PLACE OF PERFORMANCE: Wilkes-Barre VAMC 1111 East End Boulevard Wilkes Barre PA, 18711 Base year plus four (4) twelve (12) month option years. SCOPE: The contractor shall provide all labor, supplies, transportation and equipment necessary to perform the proper monthly services and maintenance in accordance with manufacturer s specifications as per this Statement of Work. In the event that there are any damaged parts/equipment noted during the required services a separate contract will be used to handle these corrections. Laborer shall be a Sani Pak factory trained technician. The contractor shall also provide 24/365 emergency service and can have a technician onsite within four (4) hours of the Veterans Affairs notifying contractor of emergency services needed. PERFORMANCE REQUIREMENTS: Contractor must perform the following monthly: 1 Run and Check Compactor Maintenance Tasks Check cycle for proper operation Check full ¾ Pressure Check Full Light Check Bypass Pressure (2000) Check Oil Level Check all Hoses and Fittings Check Safety Interlocks and E-Stops Check Gate or Door Latches 2 Run and Check Sterilizer Maintenance Tasks Check controls and Light Functions Maximum Vacuum (inches Hg) Maximum Temperature (Degrees) Time to Temperature (minutes) Chamber Pressure (lbs./sq.in.) Vent Time (minutes) Sterilization Time (minutes) 3 Inspect and Service Load Door Maintenance Tasks Clean Door Seal and Flange Clean or Replace Pan Gasket 4 Inspect and Service Load Door Maintenance Tasks Clean or Replace Door Gasket Clean and Inspect Door Plenum Lubricate Door Hinge Check Door Alignment and Switches 5 Chamber Maintenance Tasks Remove and Clean Floor Pan Clean Chamber Check Steam in and Vent Out Hoses 6 Electrical Maintenance Tasks Check all Connections for Tightness Check all Lights and Indicators Check Printer and Display Functions 7 General Maintenance Tasks Blowdown Machine Strainer Lubricate Pillow Blocks Inspect Anchors and Fasteners Inspect Decals Inspect Roll-Off Container and Ratchet Straps Question any Usage Problems Check Panels and Fasteners Provide monthly report to Maintenance and Operations Supervisor. SPECIFIC TECHNICAL REQUIREMENTS: Contractor must provide evidence of: Certification that laborer is an Sani Pak factory trained technician. Experience in providing monthly services and maintenance in accordance with manufacturer s specifications as per this Statement of Work. PROVIDED BY WBVAMC: VA personnel must provide the contractor with access to the appropriate work location for the duration of the project. A site visit date and time is to be announced during the solicitation phase. SPECIAL CONTRACTOR PROVISIONS: Security Requirements: While on VA property, all contractor personnel must comply with the rules, regulations, and procedures governing the conduct of personnel at a Government facility. Prior to the commencement of any work under this contract, upon arrival to the VA Medical Center, contractor personnel must first check- in with the Contracting Officer Representative (COR). Interference in performance requirements: The following provisions must be adhered to by contractor personnel throughout the duration of this contract: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility; e.g. utility services, servicing of fire protection systems, and the passage of facility patients/personnel, etc. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. Contractor personnel must inform the COR of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling must be made by the COR. Contractor Responsibilities: The Contractor must be responsible for ensuring all provided personnel are properly licensed to operate a motor vehicle if operating a motor vehicle on VA property is required. All contracting staff shall be required to wear company badges with company name and employee name. If there is a need for work to be performed beyond the scope of this contract. The contractor is required to provide a written cost estimate for any work or materials beyond the scope of this contract. The contractor shall not perform any work or make any purchases beyond the scope without approval from this contracts VA Contracting Officer. The contractor shall schedule each service visit one week in advance with the Maintenance and Operation Supervisor. All work shall be performed Monday through Friday during Administrative Hours Only (7:00 AM- 4:30 PM). No work shall be conducted on Federal Holidays and/or Weekends. contractors shall utilize appropriate Personal Protective Equipment. The contractor must be able to provide 24-hour 365-day emergency service and be onsite at the facility within four hours of initial call. After each service the contractor shall provide documentation of the service provided. This shall be submitted in the form of a Microsoft Word Document or similar to the Maintenance and Operation Supervisor via email. Records Management Obligations: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Wilkes-Barre VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Wilkes-Barre VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Wilkes-Barre VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Wilkes-Barre VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Wilkes-Barre VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Wilkes-Barre VAMC policy. The Contractor shall not create or maintain any records containing any non-public Wilkes-Barre VAMC information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. The Wilkes-Barre VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Wilkes-Barre VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Flow-down of requirements to Subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. END OF STATEMENT OF WORK Attachment 1: Price Quote Contract Line Item Number (CLIN) Table Attachment 2: Wage and Determination 15-4239 (Rev.-8) Attachment 3: Solicitation Clauses and Provisions Price Schedule: The contractor must provide a price quote for each CLIN delineated in Attachment 1 to be considered for award. Evaluation of Quotes: The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance. Specific quote requirements are detailed in attached FAR 52.212-1 Instructions to Offerors Commercial Items . Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted in accordance with FAR 13.106-2(b)(3). The Government will compare quotes to one another to select the quote that best benefits the Government by fulfilling the requirement. Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote. Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. Clauses and Provisions: The clauses and provisions for this solicitation are found in Attachment 3: Solicitation Clauses and Provisions. The Clauses and Provisions provide additional information regarding the requirements for quote submission and evaluation. See Attachment 3: Solicitation Clauses and Provisions The full text of FAR and VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html and http://www.va.gov/oal/library/vaar/index.asp. This is an open-market combined synopsis/solicitation for services as defined herein.  The government intends to award a firm fixed price Base plus four (4) option years contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" Offeror shall list exception(s) and rationale for the exception(s). All quotations shall be sent via email to Bradley Fasnacht, Contract Specialist, at Bradley.Fasnacht2@va.gov . Submission shall be received not later than 11:00AM EST on March 4, 2019. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed quotes will be accepted. It is the responsibility of the vendor to ensure the Government s timely receipt of their quote. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Bradley Fasnacht, Bradley.Fasnacht2@va.gov no later than 11:00 AM EST on February 21, 2019. Contractor shall comply with all applicable wage & hour laws and is responsible for the correct wage titles. The following Wage Determination is applicable and attached. It can also be obtained online at: https://www.wdol.gov/ Wage Determination No: 2015-4239, Revision No.: 7, Date of revision: 7/3/2018, Counties of: Lackawanna, Luzerne, Wyoming