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36C25225Q0663 Effective Date: 03/15/2023 Revision: 01 This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisi... 36C25225Q0663 Effective Date: 03/15/2023 Revision: 01 This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, 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 Deviations JUL 2025 (eff. 07/11/2025) VAAR DEVIATION APR 2025 (eff. 04/01/2025) VAAM Alert 24-10 (eff. 04/09/2024) Acquisition Policy Flash 25-12 (eff. 07/11/2025). This solicitation is unrestricted. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. The small business size standard of $12M. The FSC/PSCs J079, Maint/Repair/Rebuild of Equipment Cleaning Equipment and Supplies. The Department of Veterans Affairs, Network Contracting Office 12 (NCO 12), Veterans Integrated Services Network 12 (VISN 12), Jesse Brown VA Medical Center (JBVAMC) located at 820 South Damen Avenue, Chicago, IL 60612-4223 is seeking interested contractors capable of providing equipment maintenance to include routine preventative maintenance, and repair services on all Environmental Management Services (EMS) equipment used for cleaning JBVAMC. JBVAMC is anticipating awarding a contract with a 12-month base period and four (4) 12-month option periods. Option periods to be awarded at the government s discretion. This requirement is for non-personal services. The contractor will be responsible for comprehensive management, oversight, supervision, labor, transportation, tools, materials, parts, other items, and the necessary support to perform all work, execute services, and complete all deliverables as specified in the Performance Work Statement. Interested contractors are invited to provide quotations for the following: Price/Cost Schedule & Item Information Base Period Date of Award to To Be Determined (TBD) Line Item Description Qty Unit of Measure Cost Extend Cost 0001 Preventative Maintenance 12 Month 0002 Equipment Repairs 12 Month 0003 Service calls 12 Month Option Year One TBD Line Item Description Qty Unit of Measure Cost Extend Cost 0001 Preventative Maintenance 12 Month 0002 Equipment Repairs 12 Month 0003 Service calls 12 Month Option Year Two TBD Line Item Description Qty Unit of Measure Cost Extend Cost 0001 Preventative Maintenance 12 Month 0002 Equipment Repairs 12 Month 0003 Service calls 12 Month Option Year Three TBD Line Item Description Qty Unit of Measure Cost Extend Cost 0001 Preventative Maintenance 12 Month 0002 Equipment Repairs 12 Month 0003 Service calls 12 Month Option Year Four - TBD Line Item Description Qty Unit of Measure Cost Extend Cost 0001 Preventative Maintenance 12 Month 0002 Equipment Repairs 12 Month 0003 Service calls 12 Month Pricing Overview Total Cost for each Period of Performance Base Period $ Option Year One $ Option Year Two $ Option Year Three $ Option Year Four $ Total $ Performance Work Statement/Description/Specifications DESCRIPTION OF SERVICES: The contractor will provide all necessary certified professional personnel, material, tools, equipment, transportation, and any other items to maintain and repair EMS equipment used for cleaning the medical facility, e.g., walk-behind scrubbers, riding scrubbers, vacuum cleaners, burnishers, buffers, carpet cleaners, extractors, and floor stripping machines. PLACE OF PERFORMANCE: Jesse Brown VA Medical Center (JBVAMC), Environmental Management Services (EMS), located at 820 South Damen Avenue, Chicago, IL 60612-4223. PERIOD OF PERFORMANCE: The expected period of performance for this acquisition is a 12-month base period and four (4) 12-month option periods: Base Period: Date of award through TBD Option Year One: TBD Option Year Two: TBD Option Year Three: TBD Option Year Four: TBD Option years may or may not be exercised based on the needs of (and at the discretion of) the Government. The contract is subject to the availability of VA funds. SPECIFIC REQUIREMENTS: The Contractor will provide inspection, routine preventive maintenance and equipment repair services in accordance with all terms, conditions, provisions, specifications, and schedules herein for the JBVAMC EMS of all EMS equipment located at JBVAMC. A complete list of equipment is attached. DELIVERABLES: Key personnel within 5 business days of contract award the primary contractor will provide the Contracting Officer and the COR a point of contact for the contractor. The point of contact for the administration of the contract must be an employee of the primary contractor. In addition to the point of contact for the contract, a point of contact for service calls and a point of contact for invoicing must be assigned within 5 business days of the contract award. Initial Inspection within 30 days of contract award the contractor must complete an initial inspection of all EMS equipment located at JBVAMC as listed on the attached equipment spreadsheet. Preventative Maintenance Schedule within 30 days of contract award the contractor must provide the COR a preventive maintenance schedule for all equipment. Additionally, the contractor is required to create a preventative maintenance checklist to be completed when the preventive maintenance is accomplished on each piece of equipment. CONTRACTOR RESPONSIBILITIES: The contractor is responsible for comprehensive management, oversight, supervision, labor, transportation, tools, materials, parts, other items, and the necessary support to perform all work, execute services, and complete all deliverables as specified in the Performance Work Statement. The contractor shall furnish all tools and equipment necessary to properly perform the work defined in the contract. The Contractor shall secure all ancillary tools and equipment. The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. The contractor shall not be relieved of contract responsibilities due to vehicle breakdown or failure of vehicles to operate. The contractor shall provide in writing a list of equipment scheduled for preventive maintenance. The contractor will conduct a weekly inspection of all equipment and identify any equipment in need of repair or maintenance. Report all equipment in need of repair or maintenance to the Contracting Officer Representative (COR). The contractor shall provide in writing a list of equipment identified needing repair. All equipment identified for repairs must be properly tagged and identified to help ensure no double billing. All repairs must be pre-approved by the COR prior to repairs being completed. Equipment pickups and deliveries will occur after the contractor has coordinated with the COR. All contractor furnished wash formula chemicals, materials, equipment, and tools must be standard products of manufacturers regularly engaged in the production of such items. All items must be approved by the COR prior to use. The contractor shall submit, in writing, all requests for replacement parts valued at or above $100.00. The request must include the description of equipment, equipment manufacturer, part number and/or model number, description of the part, and the estimated cost. The COR will coordinate with the Contracting Officer on parts that cost $3,000 or above. The equipment replacement parts will be equipment manufacturer s standard parts or a certifiable equal replacement part. The COR will determine what is a certifiable equal replacement part. The contractor will only accept service calls from the COR. The contractor must respond within 24 hours (excluding weekends and Federal Holidays) when contacted by the COR to repair broken equipment. The contractor is responsible for safeguarding government property. The contractor will complete and sign a Temporary Issue Receipt, for all equipment removed from the JBVAMC. The contractor must have a certified billing system to ensure proper billing for services capable of producing accurate invoices for full payments. The contractor shall comply with all applicable Occupational Safety and Health and Administration (OSHA), Federal, State, interstate and local requirements, rules, regulations, and laws. The Contractor shall keep abreast of and comply with changes in regulations and codes applicable to the contractor. GOVERNMENT RESPONSIBILITIES: Within five (5) business days of the contract award the government will provide the contractor: A list of operating times for each location where equipment is kept. Any changes to the operating times will be provided to the contractor within 24 hours. Provide the contractor with a list of authorized representatives. The government will provide the location of all equipment and furnish all utilities in the facility necessary to service the equipment. The government will provide adequate storage for parts purchased to repair JBVAMC EMS equipment. The government assumes no liability for loss of or damage to contractor-owned property held on government premises (including vehicles) unless the government requests supplies and they are held overnight and lost. GENERAL INFORMATION: Hours of performance: The normal working duty hours are 7:30 a.m. to 4:30 p.m., Monday through Friday. Federal Holidays currently observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). Security Requirements: All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of the installation. The contractor shall obtain the following pass and identification items for each employee. Contractor Consent to Background Checks: The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by the National Crime Information Center (NCI). NCI checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to NCI background checks. Contractor and subcontractor personnel who do not consent to an NCI check will be denied access to the installation. Information required conducting an NCI check includes: your full name, address, social security number, date of birth, driver s license number and state and completion of a background check questionnaire. Contractor Employees: Contractor personnel shall present a neat appearance and be easily identified as contractor employees. All contractor employees who perform work on the equipment and will be coming on the JBVAMC campus shall wear a VA contractor identification badge. The contractor employees are required to wear or prominently display installation identification while visiting or performing work on the installation. The contractor shall not employ persons for work on this contract identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Each employee will be easily identified by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee names. Vehicles and Passes: Each vehicle must have a vehicle pass. The application for a vehicle pass must be accompanied by the state vehicle registration and proof of insurance. Vehicle passes must remain with the vehicle for which it is issued. SPECIAL CONTRACT REQUIREMENTS: Performance Monitoring: The VA will monitor performance by comparing monthly invoices with the orders placed by the service for accuracy. The VA will notify the vendor if delivery times fall outside of the required schedule or if there are discrepancies between invoicing and actual deliveries. Factor No. Performance Indicator Performance Standard AQL Maximum Allowable Degree If Deviation Method Type of Surveillance Reduction When AQL Exceeded Deduction Amount (monthly billing) 2.0 Preventative Maintenance Weekly PM on all equipment. 4 valid discrepancies per month COR Weekly Inspection of PM report 1% for each discrepancy over 4, NTE 10% 2.1 Equipment Repairs Repairs complete. 4 discrepancies per month Work complete and inspected 1% for each discrepancy over 4, NTE 10% 2.2 Service calls Respond in 24hours. 4 valid complaints per month Response time 1% for each discrepancy over 4, NTE 10% 2.3 Provide bi-weekly checklist. Data required submitted bi-weekly. Within 5 working days after due date Checklist submission 1% for each late item x days late (Max of 10%) Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. Badges must have an identification picture, name of the individual and the represented company. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing (if/when on site at the facility). Information on parking is available from the facility if requested by the contractor. Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under the final contract when executed. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will impact/change price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be made via an amendment and/or modification to the contract by the Contracting Officer in writing to the Contractor. Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractors are not authorized payment for planned or anticipated work not performed and/or for work that has not been successfully completed. Supplemental Insurance Requirements: In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000 per occurrence. (c) Automobile liability: $200,000 per person; $500,000 per occurrence and $20,000 property damage. (d) The successful bidder must present to the Contracting Officer, prior to the award, evidence of general liability insurance without any exclusionary clauses for asbestos that would avoid general liability coverage. Option to extend services: The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor at least 30 days before the contract expires. Option to extend the term of the contract: The Government may extend the term of this contract by written notice to the Contractor provided the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of Performance Work Statement/Description/Specifications) Period of Performance Base Period: Date of Award to TBD Option Year One: TBD Option Year Two: TBD Option Year Three: TBD Option Year Four: TBD Place of Performance/Place of Delivery Address: Jesse Brown VA Medical Center 820 South Damen Avenue Chicago, IL Postal Code: 60612-4223 Country: UNITED STATES This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identified and provide the appropriate information with its quotation or offer. The full text of FAR and VAAR provisions or clauses may be accessed electronically at: https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/vaar The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) Refer to Attachment 1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) FAR 52.204-7, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-20, Predecessor of Offeror (AUG 2020) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (DEC 2023) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) FAR 52.233-2, Service of Protest (SEPT 2006) VAAR 852.209-70, Organizational Conflicts of Interest (OCT 2020) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71, Alternate Protest Procedure (OCT 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) End of Addendum to 52.212-1 FAR 52.212-2, Evaluation-Commercial Items (NOV 2021) Refer to Attachment 2: 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (MAY 2024)(DEVIATION FEB 2025) 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 Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) Addendum to FAR 52.212-4 FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) FAR 52.203-16, Preventing Personal Conflicts of Interest (JUN 2020) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) FAR 52.223-5, Pollution Prevention and Right-to-Know Information (MAY 2024) FAR 52.223-10, Waste Reduction Program (MAY 2024)(DEVIATION FEB 2025) FAR 52.228-5, Insurance-Work on a Government Installation (JAN 1997) CL-120, Supplemental Insurance Requirements FAR 52.229-3, Federal, State, and Local Taxes (FEB 2013) FAR 52.232-18, Availability of Funds (APR 1984) FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984) VAAR 852.201-70, Contracting Officer s Representative (DEC 2022) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020) VAAR 852.222-71, Compliance with Executive Order 13899 (DEVIATION)(APR 2025) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.237-75, Key Personal (OCT 2019) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) End of Addendum to 52.212-4 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services (JAN 2025)(DEVIATION FEB 2025) Refer to Attachment 3: Tailored 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (JAN 2025) Invoicing The Contractor will submit each invoice online, including all back-up data, to VA s Electronic Invoice Presentment and Payment System. The Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. Additional information can be found at http://www.fsc.va.gov/einvoice.asp. Protests Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. All quoters shall submit the following: Refer to ATTACHMENT 2: Tailored FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES When preparing offers/quotes in response to this solicitation offerors shall refer to FAR 52.212-1 (Instructions to Offerors Commercial Items), FAR 52.212-2 (Evaluation-Commercial Items) and Addendum FAR Part 52.212-2. These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote. As specified in these sections an incomplete and/or non-responsive offer/quote shall not be considered for a contract award by the contracting officer. All quotes shall be sent to the Contracting Officer at Stacy.Massey@va.gov. Evaluation The award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on price and other factors resulting in a Contracting Officer s decision for the quote that is most favorable to the Government. Refer to ATTACHMENT 2: TAILORED 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES. The following are the decision factors: Technical specifications and compliance with requirements, Delivery schedule, Past performance, Veteran Involvement, and Price The award will be given to the contractor whose response is most advantageous to the Government. Responses should contain your best terms and conditions. The government reserves the right to select a response that provides benefit to the government that exceeds the minimum. The government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement. 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:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than 5:00pm on September 3, 2025. Responses should be sent to the Contracting Officer, Stacy Massey at Stacy.Massey@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Stacy Massey Contracting Officer Network Contracting Office 12 Stacy.Massey@va.gov