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

Page 9 of 9 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 Procedure... Page 9 of 9 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; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. This solicitation is set-aside for Veteran-Owned Small Business. The associated North American Industrial Classification System (NAICS) code for this procurement is 335220. The FSC/PSC is 6515. The NCO 10 for Chillicothe VA Medical Center is seeking to purchase the reach-in freezers All interested companies shall provide quotations for the following request. STATEMENT OF WORK Contractor will provide, deliver, un-crate, inspect, and install replacement reach-in freezers in Chillicothe VAMC, Building 7. Contractor to set up each freezer in their final location and verify all operations. Each unit to be covered by 6 year parts and labor and 7 year compressor warranty. GENERAL SCOPE Vendor shall coordinate with COR for any advance deliveries and storage. Contractor responsible for uncrating, any inspection of all components and moving all equipment into the installation area. All deliveries to be made to: Chillicothe, Ohio Veterans Affairs Medical Center Warehouse, Building 23 17273 State Route 104 Chillicothe, Ohio 45601 Vendor to check-in with Warehouse, Building 23 to have purchase order received in. Deliveries will be inspected upon arrival for defects by COR, VA Logistics, and Engineering staff. Vendor is responsible for ensuring all items are delivered in acceptable condition, damaged items will not be accepted. Vendor to then deliver reach-in freezers to Building 7 for installation. 2.0 PERFORMANCE REQUIREMENTS Installation to include: a) Placement/installation of reach-in freezers inside Building 7. Contractor is responsible for coordinating with COR to ensure steps are taken to protect interior and exterior of building from any contamination or damage related to this project. Contractor will adhere to all infection control protocols applicable to performing work in a food service environment. b) Electrical hookup to existing electric service (to be within 5 feet of equipment) c) Start up, commissioning, verification of proper system operation d) Removal of all packaging materials/site clean up 2.2 Task 2 Provide Staff Training on Equipment. 2.2.1 Subtask 1 Vendor to furnish VA with operating and service manuals either digitally or hard copy for equipment. 2.3 Task 3 - Enterprise Management Controls. 2.3.1 Subtask 1 - Integration Management Control Planning. All work will be coordinated a minimum of 5 working days in advance with the VAMC COR and Chief, Nutrition and Food Service. All contractor personnel will report to Building 21, Engineering to sign into the facility and receive contractor identification as well as any special instructions at the beginning of each workday. Contractor must report to B21, Engineering to sign out and report out at the end of each workday. All work will be performed Monday-Friday (excluding federal holidays) between the hours of 0700-1530. 3.0 SUBMISSION OF QUESTIONS Questions: All questions submitted for this solicitation must be electronically sent to the following email address: kevin.peeples@va.gov With the following subject 36C25024Q0454. 4.0 SUBMISSION OF QUOTATION Quote Submission: See submission date posted. The contractors shall submit complete emailed electronic copy portable document format (.pdf) or Microsoft Excel (.xlsx) format of: Submissions can be sent in multiple emails to avoid computer system email size limitation, to Kevin.peeples@va.gov. Quotes submitted by any other method will not be considered. All proprietary information shall be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes may not be accepted for evaluation. The contractor is responsible for confirming the Government s receipt of the contractor s quote. 5.0 EVALUATION CRITERIA Brand Name or Equal 6.0 PRODUCT 3 Ea.: Traulsen, Reach-In Freezer Traulsen Model No. RLT232NUT FHS Spec Line Freezer, Reach in, two section, 46.0 cu. ft., self contained refrigeration, StayClear Condenser, stainless steel exterior and interior, standard depth, narrow full height doors, (3) adjustable wire shelves per section, microprocessor controls, unit can be programmed to operate at 10°F, 3/4 HP, cULus, NSF, ENERGY STAR® 3 ea 0 degrees Fahrenheit holding temperature, standard 3 ea 115v/60/1, 15.7 amps, with cord & NEMA 5 20P, standard 3 ea Standard refrigerant, standard 3 ea Door hinging-Left door hinged left/right hinged right to be determined 3 st Casters, 6" high (set of 4) 7.0 SERVICES Vendor to pay freight to a high dock location. Delivery address to have purchase order received in: Chillicothe, Ohio Veterans Affairs Medical Center Warehouse, Building 23 17273 State Route 104 Chillicothe, Ohio 45601 Delivery Location Vendor to then deliver to Building 7 for installation. Vendor shall coordinate with COR for any advance deliveries and storage. Contractor responsible for uncrating any inspection of all components and moving all equipment into the installation area. Shop Drawings Shop drawings to include all dimensions of system components. Shop drawings to include technical specifications of all system components including, but not limited to: Unit voltage/amperage requirements. Unit refrigerant requirements. 9.0 Performance Monitoring The request is for goods to be delivered, installed and operation verified. When/if the equipment malfunctions, 3 each 6 year parts & labor and 7 year compressor warranty will cover service and labor to repair defects of the equipment. VAMC COR will be responsible for overseeing project. Final acceptance of completed and installed unit to be determined by VAMC COR in coordination with Chief, Nutrition and Food Service and Chief, Engineering Service. 10.0 Security Requirements Contractor will not require access to VA sensitive information to fulfill the terms of the contract. Contractor will require access to the building and the related building service equipment during normal business hours. 11.0 Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). VAMC Engineering Service to provide suitable electrical disconnect to within five (5) feet of final electrical termination points. Lock Out/Tag Out to be coordinated with VA COR prior to start of project. 12.0 Other Pertinent Information or Special Considerations. Contractor responsible for receiving, uncrating, and inspection of all equipment deliveries. Final acceptance of completed and installed unit to be determined by VAMC COR in coordination with the Chief, Nutrition and Food Service and Chief, Engineering Service. Vendor to provide, at a minimum, a warranty of one (6) year parts labor and one (7) year compressor on all components of the completed and assembled unit. a. Packaging, Packing and Shipping Instructions. No unique shipping requirements. Deliver equipment without damage. b. Inspection and Acceptance Criteria. Delivery will be accepted or rejected at the Chillicothe VAMC, Building 23. Items will be inspected for defects by Logistics and Engineering personnel in conjunction with Contractor upon delivery, prior to delivery and installation in Building 7. No work will begin until all replacement components are onsite and accepted. 13.0 Risk Control Contractor to adhere to all stipulations determined by the VAMC Infection Control Department, as included in the PCRA/ICRA. The PCRA/ICRA will be furnished by the VAMC COR prior to commencement of the work. 14.0 Place of Performance. The place of performance is Building 7, Nutrition and Food Services, Chillicothe VAMC 17273 State Route 104 Chillicothe, Ohio 45601 15.0 Period of Performance The period of performance shall be no more than 60 days from the issuance of the Notice to Proceed by the Contracting Officer. 16.0 Delivery Schedule. Contractor responsible for receiving, storage, and uncrating of all equipment deliveries. All deliveries to be coordinated with the VAMC COR. 17.0 Records Management. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes Chillicothe VAMC records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their Chillicothe VAMC contract. may include deliverables and documentation associated with deliverables. C.  Requirements 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. Chillicothe 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 Chillicothe 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 Chillicothe 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 Chillicothe 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 Chillicothe 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 Chillicothe VAMC policy. The Contractor shall not create or maintain any records containing any non-public Chillicothe 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 Chillicothe 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 Chillicothe 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. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Chillicothe VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D.  Flowdown 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. CLAUSES FAR Number Title Date 52.209-6 PROTECTING THE GOVERNMENT S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT AUG 2013 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS FEB 2012 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS ALTERNATE II (JUL 2012) AUG 2012 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT JUL 2013 52.252-2 CLAUSES INCORPORATED BY REFERENCE FEB 1998 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS DEC 2013 52.233-1 DISPUTES MAY 2014 52.233-3 PROTEST AFTER AWARD AUG 1996 852.203-70 COMMERCIAL ADVERTISING JAN 2008 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2012 852.237-70 CONTRACTOR RESPONSIBILITIES APR 1984 PROVISIONS 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS APR 2014 52.212-2 EVALUATION--COMMERCIAL ITEMS OCT 2014 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS NOV 2014