36C24121Q0591_2.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

VAMC Bedford

200 Springs Road Bedford MA 01730

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PLACE OF PERFORMANCE

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A.1 SOLICITATION 36C24121Q0591 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 Solicitation number is 36C24121Q0591 and is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04.

This is a Veteran Owned Small Business Set Aside (VOSB) and the associated North American Industrial Classification System (NAICS) code for this procurement is 561210, with a small business size standard of 750 Employees.

PRECEDENCE

The Terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this BPA and the Contractor's invoice, the provisions of this BPA will take precedence.

This is an VOSB Set-aside open-market combined synopsis/solicitation for Enhanced Dining Services as defined herein. The government intends to award a Firm Fixed Price BPA as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:"

quotes shall list exception(s) and rationale for the exception(s).

• The Time and Date of all Site Visits shall be sent to Harold.nice@va.gov once scheduled with Justin Bakaian.

• All Site Visits shall be completed by 3:00 P.M. EST 7/23/2021.

• Questions and concerns shall be submitted NLT 3:00 EST 7/27/2021 Via email to Harold.nice@va.gov.

• Quotes shall be received not later than 3:30 EST 08/04/2021.

• All quotes will be emailed to Harold.nice@va.gov with the subject line to include 36C24121Q0591.

• 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 contracting officer Harold Nice @ Harold.nice@va.gov No later than 3:00 PM EST 7/27/2021.

Point of Contact Harold Nice contracting officer, Harold.nice@va.gov

Questions for VISN 1 Solicitation # 36C24121Q0591 Date: July 26, 2021

1. Page 2 of the Solicitation states that the background of this program was driven by the Mission Act. What would happen to this PWS or BPA if the Mission Act was rescinded at any point and funding would perhaps not exist for the full period?

a. Funding is derived from the VISN and upheld by the contract not necessarily by any program.

2. Will the contractor use the exact menu shown in the proof of concept at each location?

a. No, it is a proof of concept should be viewed as an example only.

3. Will the contractor determine the type of enhanced dining service or is that already known to each station?

a. The contractor will determine the type of advanced dining, with the expectation that room service is the gold standard and that the chosen methodology will be the most comprehensive and patient-centered option possible for each station.

4. Please describe what is to be included in full service for maintenance and repairs (page 3 of 27) ”Period of Performance”. Please advise as to how a value can be assigned for repairs if they are required due to operator actions? Known maintenance (Preventive Maintenance) as recommended by the manufacturer can be quantified and a value provided and work scheduled over the 5-year period. However, unanticipated repairs cannot be fairly evaluated, and a therefore a cost cannot be reasonably provided.

a. Correct, repairs other than PM’s cannot be fully anticipated but based on the Life expectancy it could be estimated over the contract period.

5. Is the contractor required to provide in the proposal submission to FMS the detail description of infrastructure upgrade requirements? Or within the first 30 days post award of the BPA per station?

a. Infrastructure requirements should be included within the quote if required.

6. Is the contractor required to provide the cost and/or the statement as to other work required as noted on page 5 of this solicitation, e.g., Floors, Ceilings, etc.? Or within the first 30 days post award of the BPA per station?

a. The contractor is not required to provide price as it states in a previous statement, “All Infrastructure Upgrades will be done as a separate requirement” we will need to know what needs to be done to get new equipment into the space.

7. Item #1 page 5 of the Solicitation states that contractor shall provide installation and ….conform to all regulations. However, in the prior two paragraphs Building Code issues and permits will be handled by the Station Facilities, Engineering, Safety, etc. So who is ultimately responsible?

a. This will be a shared responsibility.

8. Will the station retain necessary architectural and engineering firms as part of the infrastructure requirement as needed?

a. Yes, with the issuance of a separate contract as stated.

9. Program Development (page 6): Contractor will have initial site visit and provide a summary with the quote concerning the infrastructure of the kitchen to incorporate dining system and equipment upgrade. Detailed design drawings will be provided. The Contractor will work with the local POC and station FMS department to determine infrastructure needs outside the scope of this requirement as part of the initial assessment.

a. Is this an initial site visit following the award of the BPA?

i. This site visit is to occur during the specified time allotted by the CO and the COR during the solicitation phase.

b. From previous statements in this solicitation, it infers that the Station’s FMS will handle all infrastructure requirements. What is being asked of the contractor to perform in this paragraph?

i. Contractor will provide detailed specifications for all equipment to be purchased prior to implementation of dining system and equipment upgrade. Equipment requirements will take into consideration facility specific and patient population needs. Equipment requirements must be the first focus of the consultant.

ii. - Detailed plan at initial site visit will include any demolition and renovation of existing space, relocation of utilities and layout/design to implement enhanced dining operations. This will happen over the entire course of the project. Completion of any renovation work will not be the responsibility of the Contractor and this agreement

c. Is the summary a narrative by the contractor related to just the equipment specified to go along with the FMS’ infrastructure plan?

i. Yes, the narrative is for the infrastructure to accept the equipment specified.

d. Will the FMS provide detailed design drawings to include existing equipment placement, location of all utilities, walls, etc.?

ii. Yes, available during site visit and available upon request

10. Program Development (page 6): Detailed plan at initial site visit will include any demolition and renovation of existing space, relocation of utilities and layout/design to implement enhanced dining operations. This will happen over the entire course of the project. Completion of any renovation work will not be the responsibility of the Contractor and this agreement.

a. Is the contractor expected to produce the demolition plan including the location of temporary barriers, engineering coordination, phasing plans, location of utilities? Or will this be done by the Stations’ FMS team?

i. FMS

b. What is the expectation for cost and time estimates for this Solicitation submission if the main kitchen needs to relocate its services for any construction into another location, temporary kitchen, or phases to accommodate a longer work schedule?

i. All estimates should be as comprehensive and realistic as possible.

11. Deliverables (Page 7): menu and recipe development with nutritional information. If the menu presented as the proof of concept is used in the stations in VISN 1, would not the recipes and nutritional information already be available to share? This would eliminate significant cost to the VISN and Stations in particular. This is especially true for items like Cream of Wheat or English Muffin or fruit that are purchased products and assumed standardized in the computerized system. However, if a station determined not to do pulled pork with BBQ and wanted a Pork Loin then the recipe and nutritional would be developed for that Station. Is this an agreeable approach?

a. Stations will retain discretion regarding recipe development. Recipes referenced in the proof of concept will be made available should a station wish to use them.

12. Deliverables (Page 8): “Contractor will provide detailed specifications for all equipment to be purchased prior to implementation of dining system and equipment upgrade. Equipment requirements will take into consideration facility specific and patient population needs. Equipment requirements must be the first focus of the consultant. “

a. Does this mean the equipment is not being purchased by the contactor as part of the VISN?

i. Equipment is part of the BPA and is expected to be purchased as part of the order.

13. Deliverables (Page 8): Contractor shall participate in a Dining System and Equipment Upgrade committee as needed at each site, consisting of contracting staff, select NFS staff as designated by the Chief, Nutrition & Food Services, or designee to discuss and resolve all concerns for implementing the Dining System & Equipment Upgrade project and a representative from Facilities Management Services. Concerns may include, but are not limited to:”

a. Does this mean that there will be potential for changes to the proposed equipment list provided in D3 post award, If yes how will changes be handled?

i. The Equipment listed may change pending unforeseen circumstances but the cost for the equipment listed will remain the same. We are working towards establishing a Blanket Purchase Agreement as the pricing for any equipment will be pre-priced prior to implementing an order for any particular station.

14. Deliverables (Page 8): Equipment Pricing and Installation Needs

a. Will this include pricing such items as refrigerated and/or ambient transportation vehicles on certain Stations to move from the main production building to the outer buildings?

i. If necessary

b. Does this solicitation require the price for all smallwares (serving utensils, pans, timers, etc.) related to the project per Station?

i. Yes

15. Deliverables (Page 8): Software/Hardware needs.

a. It is assumed that all Stations have the fully functioning and most updated Computrition software. Can you confirm this is an accurate assumption?

i. All stations have the most recent VA-approved Computrition build.

b. Does this Solicitation submission require the cost, quantity of all components of the additional hardware or is that done post BPA award?

i. IT costs are the responsibility of each station.

16. Deliverables (Page 8): No equipment will be used or provided that will store or transmit sensitive data.

a. Does this include equipment, e.g., ovens that transmit or collect temperature tracking data?

i. No, Sensitive data refers to medical records, SSNs, etc.

b. When will the contractor need to provide if any sub-contractor will be required to perform the installation of this equipment per station?

i. As soon as is practicable after identifying equipment needs.

17. Deliverables (Page 9): “Contractor shall provide internal (i.e. tray assembly, tray delivery, tray receiving, and meal ordering) and external (i.e. coordination with medication/tests, menu distribution) policies and procedures. Contractor shall assist with position descriptions as needed.”

a. Is there intent to provide a tray assembly line on the service side of the ala carte room service meal production line?

i. Optimal workflow is specific to each station. Contractor should provide all policies and procedures for all new workflows and areas, and update policies and procedures for all existing areas impacted by any proposed changes.

18. Exhibit/Attachment D3 Equipment to be Installed

a. Have these pieces already been purchased? If not, should this be restated as “EQUIPMENT TO BE FURNISHED AND INSTALLED”? And therefore, we should assume that the price per item includes installation. If that is the case, the term “installation” needs to be quantified as to what it includes? For example: Transportation to site, receiving, setting in place for final connections (utilities by others) remove all protective covering, crating and remove all trash form site, start-up, and training.

i. No, the pieces listed have not been purchased and will be part of the equipment needed.

b. The model numbers as shown represent a base model only. Is the intent to bid exactly that model with no additions, upgrades, attachments, add alternates, extra features, performance features, etc.?

i. Exactly as written.

c. West Roxbury Ventless Combi-Oven the Manufacturer model number is not listed in the most recent Rational pricing guide. Please provide updated information and list of options to provide with the unit. We did not proof all the Model # listed. Can the VISN ensure that these are the most accurate and current?

i. The unit referenced is available on Rational’s web site and can be purchased through multiple 3rd party dealers right now. The contractor will provide the equipment listed.

d. Is it acceptable for a contractor in the submission to propose equal or better alternative equipment to those listed?

i. Specific equipment listed should not be substituted.

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Amendment to a Previous Combined Solicitation