36C24220Q0393-000.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice J Canandaigua VAMC Kitchen Exhaust Hood Cleaning 14227 36C24220Q0393 03-20-2020 N

SBA

561790 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227 Dolores Sachuk-Thompson Dolores.Sachuk-Thompson@va.gov Department of Veterans Affairs 400 Fort Hill Ave.

Canandaigua, NY 14424

USA

https://www.va.gov Department of Veterans Affairs Dolores.Sachuk-Thompson@va.gov Contract Specialist

COMBINED SYNOPSIS/SOLICITATION

KITCHEN EXHAUST FAN CLEANING

CANANDAIGUA VA MEDICAL CENTER

(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6 and FAR 13 Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.Sam.gov on RFQ reference number: 36C24220Q0393.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04 (eff. 01/15/20).

(iv) This procurement is being issued as a small business set-aside. The North American Industry Classification System (NAICS) code is 561790, Ventilation Duct cleaning Services, with a small business size standard of $ 8.0 Million.

(v) The Contractor shall provide pricing to provide services of the semi-annual/annual cleaning of the kitchen exhaust fans for the Canandaigua VAMC for a base plus the provision of four option years. See table below:

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

Total Contract Cost

(vi) Description of requirement: The Contractor shall provide services of the cleaning of the kitchen exhaust fans for the Canandaigua VA Medical Center (VAMC) as identified below.

Background: This is a requirement for a firm fixed-price purchase order for the labor, tools, equipment and materials necessary to completely clean exhaust hoods, vents and duct cleaning services in buildings 3, 4, 5, 7, 8, 35T and 36 located at the Canandaigua VA Medical Center, 400 Fort Hill Ave., Canandaigua, NY 14424. Period of performance shall be from April 1, 2020 – March 31, 2021 with a provision of four (4) options years.

Service: Due to Canandaigua VAMC having active kitchens, work shall be performed Monday – Friday with a start time between 3:30pm and 7:30pm EST and an end time of no later than 06:00am EST excluding Federal holidays. Federal holidays include: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

Scope of Work: Vendor shall provide all labor, tools, equipment and materials necessary to completely clean with approved methods in the following areas described below:

1. Specifications:

a. Building Number 3 – First Floor Kitchen:

Steam clean and degrease the following:

1) One (1) exhaust fan.

2) One (1) kitchen exhaust hood.

3) One (1) kitchen exhaust hood supply vent.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

b. Building Number 4 – Kitchen and Canteen:

Steam clean and degrease the following:

1) Two (2) exhaust fans.

2) Two (2) kitchen exhaust hoods.

3) Two (2) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

c. Building Number 5 – First Floor Kitchen and Bowling Alley:

Steam clean and degrease the following:

1) Two (2) exhaust fans (catwalk area above ceiling).

2) Two (2) kitchen exhaust hoods.

3) Two (2) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

d. Building Number 7 – Kitchen Hoods:

Steam clean and degrease the following:

1) One (1) exhaust fans.

2) One (1) kitchen exhaust hoods.

3) One (1) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

e. Building Number 8 – First Floor Kitchen:

Steam clean and degrease the following:

1) One (1) exhaust fans.

2) One (1) kitchen exhaust hoods.

3) One (1) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

f. Building Number 35 T – Kitchen Hoods:

Steam clean and degrease the following:

1) Two (2) exhaust fans .

2) Two (2) kitchen exhaust hoods.

3) Two (2) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

g. Building Number 36 – Day Treatment Kitchen:

Steam clean and degrease the following:

1) One (1) exhaust fans .

2) One (1) kitchen exhaust hoods.

3) One (1) kitchen exhaust hoods supply vents.

4) All associated kitchen exhaust hood filters.

5) Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

6) Affix appropriate stickers to all hoods with date completed.

2. Cleaning Requirements:

a. Cleaning services shall include: all interior fan surfaces, hood interiors, ductwork interiors, enclosed sprinkler systems and all in line devices including turning vanes and volume dampers.

b. Systems shall be cleaned using a combination of steam cleaning, power washing and hand cleaning.

c. Cleaning is to include all interior items on the system from the roof or wall outlet. This will include all fan surfaces, fan housings, hood interiors, duct interiors, turning vanes, enclosed sprinkler system and all dampers

3. Contractor Qualifications:

a. Contractor shall to be certified by National Air Duct Cleaners Association (NADCA) with a certification in Air Systems Cleaning Specialist (ASCS) or certified by International Kitchen Exhaust Cleaning (IKECA) with a certification in Certified Exhaust Cleaning Specialist (CECS) . Either shall have a familiarity in EPA guidelines for cleaning.

b. All cleaning shall be in done in accordance with the latest revised edition of the National Fire Protection Agency (NFPA) Code 96: “Standard for Ventilation Control and Fire Protection of Commercial Cooling Operations”

c. All safety inspections shall be made in accordance with the latest revised edition of the NFPA Code 96, “Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations”.

d. In the event conditions are discovered during the cleaning process that may affect HVAC performance, operation or occupant safety, the contractor shall notify the COR via a “Conditions Found Report”.

e. The contractor shall give the Contracting Officer’s Representative (COR) not less than 3 weeks’ notice of intent to perform the work. The performance of work will be scheduled at an agreed upon time by the contactor, VA department manager, and the COR.

(vii) Awardee shall coordinate with the Contracting Officer’s Representative (COR) prior to performance.

FOB Destination Canandaigua VA Medical Center 400 Fort Hill Avenue Canandaigua, NY 14424

(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following provisions are included as addenda to FAR 52.212-1:

1) Solicitation number for this requirement as 36C24220Q0393.

2) Name, address and telephone number of offerors .

3) Technical description of services to be performed in accordance with the Statement of Work .

4) Terms of any express warranty, if applicable .

5) Price.

6) Acknowledgement of any solicitation amendments.

7) Past performance information .

8) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation .

9) Attach appropriate certification certificates.

Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation may be excluded from consideration.

The following provisions are included as addendum to FAR 52.212-1 :

(ix) The provision at FAR 52.212-2, Evaluation—Commercial Items (OCTOBER 2014), applies to this acquisition.

The following are considered “Acceptable/Non-Acceptable” factors. Failure by the contractor to meet these qualifications or provide evidence of them in their submitted quotation will result in immediate disqualification from award. These factors are non-negotiable and must be addressed in their entirety.

(a) Award shall be made to the contractor whose quotation offers the lowest priced technically acceptable to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:

Factor 1 – Technical Capability:

1) Provide a maximum of a 5-page capability statement demonstrating technical Capability to meet all the requirements of the Statement of Work.

2) Provide National Air Duct Cleaners Association (NADCA) certification in Air Systems Cleaning Specialist (ASCS) or certification by International Kitchen Exhaust Cleaning (IKECA) with a certification in Certified Exhaust Cleaning Specialist (CECS) or that are noted in the section above: vi. Description of requirement/Scope of Work/3 - Contractor Qualifications.

3) Provide Material Safety Data Sheets (MSDS) of anticipated chemicals to be used in cleaning.

Factor 2 – Past Performance: The Government shall evaluate the offeror’s past performance. By past performance, the Government means the offeror’s reputation for conforming to specifications and to standards of good workmanship, i.e., reliable service, qualifications, adherence to contract schedules to include both technical and administrative aspects of performance. The Government shall evaluate past performance based on information that may be obtained from the Offeror or from any other source such as previous commercial or Government contracts. The Government may also use any relevant information in its possession or in the public domain. Offerors without a record of relevant past performance may not be evaluated favorably or unfavorably.

Factor 3 – Price: Vendor’s price must be fair and reasonable as determined by Contracting Officers’ price analysis. Vendor must provide a cost breakdown for services to be performed and a labor mix for personnel in order for the contracting officer to properly evaluate price reasonableness.

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 51.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will therefore assume that the addition of the price or prices of any possible extension under 52.217-8 to the total price for the basic, requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other and will not affect the ranking of proposals based on price; unless after reviewing the proposals, the Government determines that there is a basis for finding otherwise. The evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

Failure to provide the information requested in the evaluation criteria may result in being found non-responsive.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to a successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (DEC 2019) applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at submission.

IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.

(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (OCT 2018), applies to this acquisition. The following clauses are included as addendum to FAR 52.212-4:

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.

(xiii) The Service Contract Act of 1965 does not apply to this procurement.

(xiv) N/A

(xv) Quotes are required to be received NO LATER THAN 12:00 PM EST, Friday, March 20, 2020. This requirement will be awarded as a firm fixed-price purchase order. Written Requests for Information (RFI) are required to be received NO LATER THAN 12:00 pm EST, Monday, March 16, 2020. Submit quotes and supporting documentation by email to Dolores Sachuk-Thompson at Dolores.Sachuk-Thompson@va.gov.

Site Visit: A site visit is scheduled for Thursday, March 12, 2020 at 10:00 am. Please express intent to attend site by Monday, March 9, 2020 at 2:00 pm EST to Dolores Sachuk-Thompson via email at Dolores.Sachuk-Thompson@va.gov Meeting location of the site visit shall be provided with your R.S.V.P. All questions from site visit shall be submitted to Dolores Sachuk-Thompson via email above.

(xvi) Direct your questions to Dolores Sachuk-Thompson, Contract Specialist, Dolores.Sachuk-Thompson@va.gov .

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