36C24125Q0602 Final.docx

Combined Synopsis-Solicitation for Commercial Products and Services

GENERAL INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516

POINT OF CONTACT*

Contract Specialist Shawn Lawrence Shawn.Lawrence@va.gov

PLACE OF PERFORMANCE

555 Willard Ave

Newington CT

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Description 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 2025-04; May 12, 2025.

This solicitation is set-aside for VOSB competition.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance, with a small business size standard of $34 Million.

The FSC/PSC is J059, Maintenance, Repair and Rebuilding of Equipment – Electrical and Electronic Equipment Components

The VA Medical Center Newington, 555 Willard Ave, Newington CT 06111 is seeking a Vendor to Test, Inspect and replace 1 molded case breaker and the refurbishment of 1 breaker trip unit.

All interested companies shall provide quotations for the following:

Supplies/Services

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

STATEMENT OF WORK

Newington Breaker Replacements

VA CONNECTICUT HEALTHCARE SYSTEM (VACHS)

VA MEDICAL CENTER NEWINGTON

555 WILLARD AVENUE

NEWINGTON, CT 06111

BACKGROUND

VACHS requires the periodic testing of the power distribution systems. VHA directive 1028 and TJC require that all breakers be tested for functionality and are serviced every 3 years to maintain a reliable power distribution system. During the required triennial testing, it was discovered that VACHS requires the replacement of 1 molded case breaker and the refurbishment of 1 breakers trip unit.

JUSTIFICATION

To maintain a safe and effective power distribution system as outlined by NFPA 70E, VHA directive 1028 and TJC.

PLACE OF PERFORMANCE

VA Medical Center Newington 555 Willard Ave, Newington, CT 06111

PERIOD OF PERFORMANCE

The contract period of performance shall be for ninety (90) days after the notice to proceed (NTP).

QUALIFICATIONS

Vendor shall have a supply network with access to the equipment required to replace the aged breaker and trip unit.

Vendor shall be licensed and have experience with repair and replacement of large industrial type breakers.

Vendor shall have field service representatives within 200 miles of the VAMC Newington.

SCOPE OF WORK

The scope of this work includes the transportation, parts, labor, and expertise necessary to remove the defective equipment from the cabinet, furnish and install a temporary breaker, repair the defective trip unit, and provide a new/refurbished breaker for purchase.

The contractor shall furnish all materials, equipment, supervision, and personnel necessary to accomplish the project as indicated in the objectives.

Work shall occur after regular business hours between 5:00 pm – 7:00 am, or over the weekend as coordinated with the appropriate FMS representative.

OBJECTIVES

1. The work shall be in conformance with the following standards/codes/specifications/regulations to include but not limited to:

a. National Fire Protection Association (NFPA) 70E

b. The Joint Commission (TJC)

c. VHA Directive 1028 – Facility Electrical Power Systems

2. Vendor shall perform LOTO IAW VA Medical Center Policy, MCP 138-075 and vendors policies.

3. Vendor shall furnish one (1), 3-pole, 3-phase, 800A insulated case circuit breaker for permanent replacement of current defective breaker.

4. Vendor shall remove the current 400A breaker with the defective trip unit and replace it with a temporary unit. The temporary unit shall fit in the cabinet without any live electrical equipment exposed and shall be set to best match the specs identified in the coordination study.

5. The vendor shall transport the breaker with the defective trip unit back to their shop, remove the inoperable trip unit, replace with a new functioning trip unit, and test and verify functionality of the refurbished breaker.

6. Vendor shall transport the refurbished breaker back to VAMC Newington and replace the temporary breaker with the refurbished breaker for permanent use.

7. Vendor shall remove any LOTO in accordance with VA policy.

8. Protect all equipment in place during replacement activities.

9. Remove and dispose of all debris as a result of this work.

SUBMITTALS/DELIVERABLES

1. The contractor shall develop and provide to the VA the following:

a. Safety Plan: The contractor shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (TJC) requirements), NFPA, Federal and State codes pertinent to the project scope.

2. All contractor personnel on-site are required to obtain an Occupational Safety and Health Administration (OSHA) 10-hour certification, and the site competent person for the contractor must obtain an OSHA 30-hour certification. Contractor shall furnish proof of certification upon CO or COR request.

3. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to:

a. Job Hazard Analysis (JHA) / Activity Hazard Analysis (AHA)

b. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy.

c. A list of personnel that will be performing the work on-site.

4. Contractor shall provide upon request, documentation of welding certifications.

SPECIAL INSTRUCTIONS

All contractor personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 3, 3rd Floor, FMS office and/or retain a temporary VA badge. Each visiting individual will be required to enter their name, their company’s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours.

A. General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed.

a. The Contracting Officer and/or Contracting Officer’s Representative (COR) specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

B. Additional items in need of repair that are discovered while completing the work outlined in this SOW may be subject to a contract modification at the discretion of the CO.

C. The manufacturer procedures take precedence over other recommended installation and operation procedures.

D. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

E. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

F. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

G. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

H. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

RECORDS MANAGEMENT STATEMENT

1. 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.

2. 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.

3. 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.

4. VA Medical Center West Haven 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 the VA Medical Center West Haven 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 VA Medical Center West Haven. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 VA Medical Center West Haven 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).

6. 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 VA Medical Center West Haven guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Medical Center West Haven policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Medical Center West Haven information that are not specifically tied to or authorized by the contract.

9. 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.

10. The VA Medical Center West Haven 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 VA Medical Center West Haven 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 52.22720.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

SAFETY CODES / CERTIFICATION / LICENSING

The Contractor shall comply with all codes as described above, as well as codes customarily applied in VA repair such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the contractor shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.

TRAVEL

Contractor will travel from their place of business to the Newington VAMC of the VA Connecticut Healthcare System.

TERMS AND CONDITIONS

1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

2. All work is subject to inspection, review and approval by the Electric Shop Supervisor, Utility System Supervisor, Chief M&O, Chief Engineer, and/or their designees.

The contract period of performance is July 21, 2025 to October 20, 2025.

Place of Performance/Place of Delivery

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” (SEP 2023)

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” (MAY 2024)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ 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.

3. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021)

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (NOV 2023)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (JAN 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JAN 2025), 52.219-28, Post Award Small Business Program Representation (JAN 2025), 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following:

1. Questions: Any questions must be submitted in writing no later than Wednesday 09 July 2025 at 5:00 PM EST. Answers to the questions will be posted by the following week.

2. Quote: Offeror shall provide a quote using the Line item 0001 table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards.

All quotes shall be sent to the Contract Specialist, Shawn Lawrence at Shawn.Lawrence@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.

The following are the decision factors:

1. Price: Quotes will be compared by price.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner.

1. Contractor shall provide specification sheets for proposed equipment and include within the solicitation response.

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.

Submission of your response shall be received not later than 15 July 2025 at 5:00:00 PM. All quotes shall be emailed to Shawn Lawrence at Shawn.Lawrence@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: Shawn Lawrence, Shawn.Lawrence@va.gov Effective Date: 04/18/2025 Revision: 02