J041--Replacement Freezers & Coolers RFQ TVHS Nashville
THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at Nashville VA Medical Center, 1310 24th Avenue South, Nashville, TN 37212, anticipates issu... THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at Nashville VA Medical Center, 1310 24th Avenue South, Nashville, TN 37212, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 07/15/2025 to request quotes for a firm fixed price open market SDVOSB Set Aside IAW VAAR 819.501-70(a)(3) beginning upon anticipated award date of 07/30/2025 through 11/30/2025 for Replacement Freezers and Coolers . SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electric) Repair and Maintenance SBA SIZE STANDARD: $12.5 Million PSC: J041 Maintenance, Repair, and Rebuilding of Equipment Refrigeration, Air Conditioning, and Air Circulating Equipment DESCRIPTION: This requirement is for the Tennessee Valley Healthcare Systems (TVHS) for the Nashville Veterans Affairs Medical Center. PERIOD OF PERFORMANCE: This Firm Fixed Price Open Market SDVOSB Set Aside will have a period of performance dates of 07/30/2025 through 11/30/2025. IMPORTANT NOTICE: VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (NOV 2020) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA s Vendor Information Pages (VIP) database; and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB unless otherwise stated in this clause. (2) Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled Veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) above). (b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. (d) Agreement. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR part 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to the following: (1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP listed SDVOSBs. (2) Supplies or products. (i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (ii) In the case of a contract for supplies from a non-manufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. (3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime may be paid to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For contracts referenced in (d)(2), (3), and (4) the cost of materials is excluded and are not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small businesses do not provide them. For additional information and more specific requirements on the limitations on subcontracting, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: ____By the end of the base term of the contract or order, and then by the end of each subsequent option period; or ____By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. Any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program takes precedence. (h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406, Debarment). Point of Contact: Kristie Collins, Contract Specialist see contact information on notice. END OF PRESOLICITATION NOTICE STATEMENT OF WORK GENERAL INFORMATION Title of Project: Replace aging equipment Scope of Work: This requirement is to include: Main Kitchen Freezer D121 EE24601 (SN)9410705 Remove (2) water cooled condenser units located in D119 that are serving the walk-in freezer in D121. Cap water lines for these (2) condenser units. Demo existing line set from the (2) condenser units in D119 to the walk-in freezer in D121. Install replacement condenser for walk-in freezer on roof 2. With units bolted to roof slab. Fabricate rack to house new condenser units and bolt to concrete slab. Repair Mod bit roofing system where penetrations were cut to bolt condenser units to slab roof. Run new line sets from the relocated condensers to the walk-in freezer via roof to the north facing wall of D121. Remove electrical wiring and conduit from the (2) removed condenser units in D119 back to breakers in panel 1DB1 breaker 7,9,11 and breaker 13,15,17. Run new conduit and electrical from panel 1DB1 breaker 7,9,11 and breaker 13,15,17 to new condenser units on roof 2. Remove and replace (2) evaporators for the walk-in freezer in D121 Remove and replace (2) thermostats Remove and replace the (2) drain heaters and connect to the line. Remove and replace the door gasket. Charge (2) systems with refrigerant and verify operation. 1 Year workmanship warranty. 1 Year parts warranty provided by manufacturer. Supply a mobile freezer -10 degrees for temporary food storage. Main Kitchen Walk-in Milk Cooler D101 EE99971 (SN) 963650760P Remove (1) water cooled condenser unit located in D119 that serves the walk-in milk cooler in D101. Cap water lines for this (1) condenser unit. Demo existing line set from the (1) condenser unit in D119 to the walk-in milk cooler in D101. Install replacement air cooled condenser for walk-in milk cooler on roof 2. With units bolted to roof slab. Fabricate rack to house new condenser unit and bolt to concrete slab. Repair Mod bit roofing system where penetrations were cut to bolt condenser units to slab roof. Run new line sets from the relocated condensers to the walk-in milk cooler via roof to the north facing wall of D121. Remove electrical wiring and conduit from the (1) removed condenser unit in D119 back to breakers in panel 1EQK1 breaker 3,5,7 in D101N Run new conduit and electrical from panel 1EQK1 breaker 3,5,7 to new condenser unit on roof 2. Remove and replace (1) evaporator in Walk-in Milk cooler D101. Run new line sets from the relocated condensers to the walk-in milk cooler in D101. Remove and replace door gasket. Remove and replace door heater. Remove and replace the thermostat and reconnect drain line. Charge system with refrigerant and verify operation. 1 Year workmanship warranty. 1 Year parts warranty provided by manufacturer. Supply a mobile cooler for temporary food storage. Rear Walk-in Cooler D101-G EE99970 (SN) 96365710P Remove (1) water cooled condenser unit located in D119 that serves the walk-in cooler in D101-G. Cap water lines for this (1) condenser unit. Demo existing line set from the (1) condenser unit in D119 to the walk-in cooler in D101-G. Install replacement air cooled condenser for walk-in cooler on roof 2. With unit bolted to roof slab. Fabricate rack to house new condenser unit and bolt to concrete slab. Repair Mod bit roofing system where penetrations were cut to bolt condenser units to slab roof. Run new line sets from the walk-in cooler in D101-G to the relocated condensers on roof 2. Remove electrical wiring and conduit from the (1) removed condenser unit in D119 back to breakers in panel 1EQK1 breaker 4,6,8 in D101N Run new conduit and electrical from panel 1EQK1 breaker 4,6,8 to new condenser unit on roof 2. Remove and replace (1) evaporator in Walk-in cooler D101-G. Remove and replace door gasket. Remove and replace door heater. Remove and replace thermostat and reconnect drain line. Charge unit with refrigerant and verify operation. 1 Year workmanship warranty. 1 Year parts warranty provided by manufacturer. Supply a mobile cooler for temporary food storage. Canteen Walk-in Cooler E109 EE99968 (SN) 92505802220P Remove and replace (1) condenser unit Roof 2. Remove and replace (1) evaporators units in E109 Tie new equipment into existing line sets and electrical. Remove and replace door gasket. Remove and replace door heater. Remove and replace thermostat and reconnect drain line. Charge unit with refrigerant and verify operation. 1 Year workmanship warranty. 1 Year parts warranty provided by manufacturer. Supply a mobile cooler for temporary food storage. Canteen Walk-in Freezer E109 (SN) 9205BO220PF Remove and replace (1) condenser unit Roof 2. Remove and replace (1) evaporators units in E109 Tie new equipment into existing line sets and electrical. Remove and replace door assembly. Remove and replace door heater. Remove and replace thermostat. Remove and replace drain heater and reconnect drain line. Charge unit with refrigerant and verify operation. 1 Year workmanship warranty. 1 Year parts warranty provided by manufacturer. Supply a mobile freezer -10 degrees for temporary food storage (Complete in this order) VA Equipment ID Information Nutrition Freezer EE24601 (SN)9410705 Canteen Freezer EE99969 (SN) 9205BO220PF Rear Nutrition Cooler EE99970 (SN) 96365710P Milk Cooler Nutrition EE99971 (SN) 963650760P Canteen Cooler EE99968 (SN) 92505802220P ** All work is to be performed at the Tennessee Valley Healthcare System (TVHS), for the Nashville campus located at 1310 24th Avenue South, Nashville, TN 37212. Background: Replace aging equipment Performance Period: The Contractor shall perform all work during normal business hours 8:00am To 4:00pm (unless other times are stipulated by the Contracting Officer s Representative (COR)) if space is occupied between the hours of 8:00 a.m. and 5:00 p.m. to minimize the impact on patients and VA operations. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. GENERAL REQUIREMENTS Work Requirements Initial Project Meeting. Site work will commence with a meeting with the Utility Operations Supervisor. The purpose of this meeting will serve to address Replacing Condensers and evaporators for the Kitchen Walk in freezer and the canteen cooler. Hours of Work and Location(s) of Jobs. The hours of work will be during normal business hours of 8a-4p M-F at TVHS. Supporting Information Place of Performance. TVHS located at 1310 24th Ave South Nashville, TN 37212. Period of Performance. The Contractor shall have completed all specified work within 90 days of the contractual agreement. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Contractor Furnished Materials: The contractor shall provide All labor, materials, equipment to perform the job. When "furnish", "provide", "install", or similar term is used it shall mean a complete installation, ready for use. Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, always, take all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property. Qualifications of Key Personnel. The Contractor s employees should be knowledgeable of standards associated with temperature monitoring, support, and maintenance. Supervision/Communications. At all times during the performance, the Contractor's Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor's "Competent Person" that meets OSHA training guidelines, can make decisions and acting on behalf of the Contractor shall be physically always located on site during performance of the contract. If the Contractor's Competent Person is absent from the job site for an extended period, the COR may send all Contractor/sub-contractor employees off the job. Security Requirements. Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be always worn above the belt while on Medical Center property. Contractor's employees shall return all I.D. badges to designated personnel at time designated in the task order. The Contracting Officer's Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer's Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location. Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings is deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order. Verification of Dimensions. The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. Smoking Policy. The Contractor shall not allow smoking in any building. The Contractor shall ensure employees smoke only in designated outdoor areas, 50 feet away from buildings. Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be always observed by operators. Seat belt use is mandatory on the VA grounds. There are no reserved parking spots for contractors at this VA hospital. The contractor is responsible for making their own parking plans off VA site. They may park only long enough on site, to load and unload supplies. The Contractor shall always keep the work area, including any areas where materials/equipment is being stored, free from accumulations of waste materials and cleaned up after job is complete. The COR will designate a contractor staging area due to space limitations. The contractor is responsible for disposing all waste. Upon completion of a segment of work, the Contractor shall demonstrate to the COR that the work is complete, and the system is working. SCHEDULE FOR DELIVERABLES 90 Days After Award. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. REPORTING REQUIREMENTS Upon arrival, every day during removal and installation, upon checkout. TRAVEL [If applicable] None. GOVERNMENT RESPONSIBILITIES [If applicable] None. CONTRACTOR EXPERIENCE REQUIREMENTS The contractor must inform the VHA COR when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the COR and CO. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
Data sourced from SAM.gov.
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