Inactive Total Small Business Set-Aside (FAR 19.5)

Description AMENDMENT 10/06/205 The purpose of this Amendment is to answer questions (pages 11 – 12) submitted after the site walk in time for final submission of responses on 10/10/2025 at 10:00 PST ... Description AMENDMENT 10/06/205 The purpose of this Amendment is to answer questions (pages 11 – 12) submitted after the site walk in time for final submission of responses on 10/10/2025 at 10:00 PST at Norman.Napper-Rogers@va.gov. Subject line shall include “RESPONSE TO RFQ 36C26226Q0022.” * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * AMENDMENT 10/02/205 The purpose of this Amendment is to extend the due date for final submission of responses to 10/10/2025 at 10:00 PST at Norman.Napper-Rogers@va.gov. Subject line shall include “RESPONSE TO RFQ 36C26226Q0022.” * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * AMENDMENT 09/24/2025. The purpose of this Amendment is to add a site walk to the contact. The site walk will be conducted on 10/01/2025. The walk will begin on time at 08:30 AM. Please be 15 min early to get checked in. Meeting outside the FACILITIES MANAGEMENT SERVICE (FMS) building. Park on the outer perimeter parking spaces of the campus. You will meet with COR Roger Kim. Please notify him of your intent to participate at 909-504-7959. There will not be an extension of the due date for final responses. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 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 (FAC) 2025-05. This solicitation is set-aside for 100% Small Business concerns IAW FAR 19.203(c). The associated North American Industrial Classification System (NAICS) code for this procurement is 221114, with a small business size standard of 500 Employees. The FSC/PSC is Z1MG. The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking to purchase Solar Photovoltaic System Preventive Maintenance Inspection and Repair (PMIR) services. All interested companies shall provide quotations for the following: Supplies/Services STATEMENT OF WORK (SOW) GENERAL Introduction: The VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benson Street Loma Linda, CA 92357 requires Solar Photovoltaic (PV) Maintenance services for one base and up to four option years. Background: The VALLHCS currently has five solar arrays and metered inverters on-site; four arrays mounted on the carports in the parking lots and one on the garage structure. The total capacity of the solar PV arrays is 1.421 MW-DC. Table 1 Solar PV System Information Array Location Inverter Manufacturer Inverter Size (kW-AC) Array Size (kW-DC) Module Quantity 4 Parking Lot (carport) Solaron 500 580.944 2,352 5 Parking Lot (carport) Solaron 333 359.632 1,456 7 Parking Lot (carport) Satcon 135 148.694 602 8 Parking Lot (carport) Satcon 75 82.992 336 9 Parking Garage Structure Solaron 250 248.976 1,008 OBJECTIVE Description: The VALLHCS installed a grid-tied solar PV system that is connected to the facility s 480V service bays with no energy storage or backup feature in November 2013. The solar modules are Samsung model LPC247M-08. The inverters are metered and monitored from the Data Acquisition System (DAS), using Athea platform. The inverter was rated at 1,420 kW-AC. The system was rated at 1,701 kW-DC STC and 1,490 kW-AC CEC. The system has downsized when the rooftop arrays were removed in September 2024. The VALLHCS had solar PV maintenance services from April 2020 to March 2025 and requires renewal of full maintenance services. Scope of Work: The contractor shall provide all labor, materials, tools, equipment, engineering, transportation, qualified personnel, supervision and other services necessary for performing solar PV system management, maintenance, repair, cleaning, and training to the manufacturer and industrial standards. The purpose is to manage system performance for optimum solar generation. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance. System Production Report: The contractor shall provide, via DAS, a monthly and annual energy production reports showing the actual system performance within first two weeks of the month. Preventative Maintenance: The contractor shall provide inspections, testing, cleaning, and preventative maintenance (PM) services in accordance with manufacturers recommendations. Preventative Maintenance Report: The contractor shall provide a completed maintenance checklist/log, list of issues discovered, resolution, and appliable photos as appropriate within two weeks of each visit. System Repair and Training: The contractor shall provide repairs and training as needed to maintain the solar PV system. Specific Requirements: Conference Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office. The contractor shall facilitate monthly meetings on Microsoft Teams with meeting minutes to discuss reports, services, and any agenda that will optimize the performance of the solar PV system. Quality Control Program: The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with the Scope of Work. The contractor implements procedures to assure their work complies with the requirements of the contract. The QCP shall be delivered within 21 days after contract award and revised annually for Contracting Officer Representative (COR) review/approval. Site-Specific Safety Plan: The contractor shall develop and maintain an effective Site-Specific Safety Plan to ensure safe services are performed in accordance with standard electrical and PV safety practices. The contractor implements procedures to identify, prevent, and train contractor personnel in event of medical or site emergency. The plan shall be delivered within 21 days after contract award and revised annually for COR review/approval. Applicable Publications: The contractor shall abide by all latest applicable regulations, publications, manuals, and local policies/procedures to include but not limited to OSHA, NFPA, IEEE, NEC, and VA/VHA Directives. Qualifications: The contractor site manager shall have at least three years of solar PV experience, possess an OSHA 30-Hour Occupational Safety and Health Training Course card, and preferably obtain a North American Board of Certified Energy Practitioners (NABCEP) Board Certification. The contractor solar PV technician(s) shall have at least two years of electrician experience, one year of solar PV experience, possess at lease an OSHA 10-Hour Occupational Safety and Health Training Course card, and preferably obtain a NABCEP Associate Credential. The resumes and copy of the OSHA cards shall be delivered within 21 days after contract award for COR review/approval. Adequate Workforce: The contractor shall maintain stability and continuity of an adequate workforce for uninterrupted performance of all services. Background Check: The contractor personnel performing work must have a general employment background check at the time of the proposed submission and must maintain the level of security required for the life of the contract. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. Access Control: The contractor shall establish and implement methods of ensuring all badges and keys issued to the contractor by the government are not lost, misplaced, duplicated and are not used by unauthorized persons. Government Responsibilities: Furnished Items and Services: The COR or facility personnel will provide site access to the solar PV system to perform the services or will allow the contractor to check-out a key and temporary badge from the Facilities Management Service. Technical Documents: The COR will provide Operation & Maintenance (O&M) manuals, as-builds, and any technical documents on file. The contractor is responsible for the accuracy of the technical documents. Water Source: The government will provide access to water spigot for use in module washing. The contractor is responsible for water conservation practices. Quality Assurance: The COR will evaluate the contractor s performance on the deliverables and services. General Maintenance Services Furnished Items and Services: The contractor shall provide compatible software/hardware parts or equipment with the existing PV system/design. The cost of labor, materials, equipment, and other services shall be submitted to the COR for review/approval prior to any work. Site Visits: The contractor shall notify the COR at least one month of any site visits or services to discuss and coordinate the best course of action with the VA Police, Facility, Safety, and any other departments involved. The contractor shall check-in and check-out with the COR for each site visit. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance. The contractor shall respond and notify the COR for discussion/decision on the path forward to resolve/repair the issue to the alarms from the DAS as follows in Table 2. Table 2 Alarm Response Level Response Level General Description Remote Response Field Response 1 Emergency (Safety related issues and/or complete site outages) ½ Day 1 Day 2 Critical System Production Issues (Inverter Loss or Weather Adjusted Performance <80%) ½ Day 2 Days 3 Communications or DAS Issue (not classified as Tier 1 or 2) ½ Day 3 Days 4 Non-Critical Low Production: (80% < Weather Adjusted Performance <90%) 1 Day 5 Days 5 General Issue, not falling into the categories above 1 Day As needed Preventative Maintenance: The contractor shall provide PM services and cleaning for PV array and inverters in accordance with SunWize O&M manual, Solaron User manual, and Satcon manual. The contractor shall develop, complete, and submit a PM checklist/log sheet for record of performance. The contractor shall document deficiencies with appliable photos and resolutions in a PM report within two weeks of PM performance. Table 3 Example of Preventative Maintenance Services Preventative Maintenance Service Description Service Frequency General Inspections: Visual inspection for signs of damage, overall wear and tear, module breakage, loose conduit, broken straps, etc. Sample check torque marks and tighten loose connections Electrical Inspections and Maintenance: Perform manufacturer s preventative maintenance on electrical equipment Check integrity of weather resistance (seals, hubs and weather stripping) Check electrical equipment housing for signs of corrosion Perform infrared scans, as needed Inverter Inspections and Maintenance: Perform manufacturer s preventative maintenance Check integrity of weather resistance (seals, hubs and weather stripping) Check inverter housing for signs of corrosion Clean inverter air vents and heat sinks clean filters Perform infrared scans, as needed Monitoring Equipment Inspection: Clean and verify readings of pyranometer(s) Check integrity of cell temperature sensor and verify DAS readings Check other weather station components Check that the System meter is reading accurately Array Washing: Includes normally expected soiling conditions. Heavy cleaning, such as excessive soiling, debris removal, bird droppings and soot, not to exceed 10% of total array. Vegetation Control: Remove or mow weeds and grasses located in accessible areas under the array Tracker Maintenance: Perform manufacturer s preventative maintenance Check limit switches and backtrack function if applicable Check torque and tolerances on all dynamic components Grease all zerk fittings Inspect all rubber/plastic components, boots, and bushings Corrective Maintenance: The contractor shall provide corrective maintenance (not listed, within the scope of the contract) to scheduled and unscheduled issues or failures as necessary in a timely manner to restore the system to the required levels of performance. The contractor shall notify the COR of the issues and provide supporting documents/services for corrective maintenance. The cost of corrective maintenance shall be preapproved by the Contracting Officer. Technical Assistance and Training: The contractor shall provide technical assistance and training to ensure VA personnel are generally familiar with the PV systems, components, and safety. Technical assistance may be needed for specialized work, including warranty or utility applications. Billing and Payment: The contractor shall email invoices to the COR for review/approval after the completion of service. Once approved, the contractor shall submit the invoice on the Tungsten Network for government invoice processing. Table 4 Example Line Items for Services Items Service Frequency Cost ($/yr) 1 System Management: DAS monitoring, alarm responding, work order tracking, warranty/utility administrating, technical assistance, training, and reporting M - F 2 Preventive Maintenance: inspection/checks, torquing, cleaning, troubleshooting, thermal scanning, recording, and etc. 2x / yr 3 Module washing and inspection 2x / yr 4 Corrective Maintenance As needed Total Base period (and recurring option years up to 4 years) Total Period of Performance The period of performance (POP) will be one base period and four one-year option years (OY). At the end of each POP, the government may extend the term of the contract unilaterally. Base Period: November 01, 2025 - October 31, 2026. OY1: 11/01/2026 10/31/2027. OY2: 11/01/2027 10/31/2028. OY3: 11/01/2028 10/31/2029. OY4: 11/01/2029 10/31/2030. Free On Board (FOB) is destination for this purchase order. Place of Performance/Place of Delivery Address: Department of Veterans Affairs VA Loma Linda Healthcare System (VALLHCS) Jerry L. Pettis VA Medical Center (VAMC) 11201 Benton Street Loma Linda, CA Postal Code: 92357-1000 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) ADDENDUM to FAR 52.212-1 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 52.217-5, Evaluation of Options (JUL 1990) 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) FAR 52.212-3, Offerors 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. 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 52.204-13, 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 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984) FAR 52.237-3, Continuity of Services (JAN 1991) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.222-71, Compliance with Executive order 13899 (DEVIATION)(APR 2025) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, 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 JUL 2025)] The following subparagraphs of FAR 52.212-5 are applicable: (b)(1), (4), (5), (7), (9), (12), (18)(i), (22), (23), (26), (29), (31), (35)(i), (36)(i), (37), (38), (39), (40), (46), (51), (55), (59), (63), (c)(1), (3), (7), and (8). FAR DEVIATION FEB 2025 Instructions: 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. All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices. All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers. All quotes shall be sent to the Network Contracting Office (NCO) Norman.Napper-Rogers@va.gov. 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 factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The following are the decision factors: Price, and past performance, with price more important. Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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. Final submission of your response shall be received not later than 10/03/2025, 10:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line should include RESPONSE TO RFQ 36C26226Q0022. Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW, as this is highly scientific and regulated. Submissions not meeting all requirements of the SOW will be considered ineligible for award. Quotes should be based on the information provided as no discussions will be allowed. This solicitation is being made under FAR 13.106-2(b)(3) using Simplified Acquisition Procedures. 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 Norman Napper-Rogers, Contracting Officer, Norman.Napper-Rogers@va.gov.