36C24225Q0702.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

East Orange VAMC

Lyons VAMC

385 East Tremont Ave

East Orange NJ

CONTACT INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Tiffany Vazquez-Simon tiffany.vazquez-simon@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

The contractor shall provide all necessary labor, equipment, tools, material, parts, repair services, preventive maintenance, maintenance support on the janitorial equipment as required by the NJHCS. It is the intention that all equipment repairs and/or maintenance will be performed in accordance with manufactures’ guidelines will result in the equipment operating according to manufacturers’ specification and will be done in accordance with industry standard practices.

The contractor shall provide preventative maintenance on all machines on a quarterly basis.

Schedule to be determined by VANJHCS after contract award.

In addition, the contractor shall also provide maintenance services which include troubleshooting, replacement of worn parts, calibration/adjustment, cleaning and lubricating in accordance with the OEM.

The resulting contract is planned to be a Firm-Fixed Price (FFP) / Indefinite-Delivery Indefinite Quantity (IDIQ) Contract.

PRE-SOLICITATION NOTICE.

1. Date: June 4, 2025

2. Contracting Office Address: James J. Peters Bronx VA Medical Center 130 W. Kingsbridge Road Bronx, NY 10468.

3. Important: This notice does not constitute a request for proposal, request for quote, or invitation for bid. The intent of this notice is to provide the pre-solicitation notice required by FAR 5.2- Synopsis of Proposed Contract Actions in preparation for release of the Request for Quote (RFQ) at a later date.

4. Description: The RFQ is planned to be issued on or about June 10, 2025. The Proposal due date is tentatively planned for June 20, 2025.

THIS IS A NEW REQUIREMENT.

NAICS is 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, and the small business size standard is $12.5 Million. The Classification Code is J079.

This will be a competitive procurement. The planned procurement method is an open market, Total Small Business set-aside.

The resulting contract is planned to be a Firm-Fixed Price (FFP) / Indefinite-Delivery Indefinite Quantity (IDIQ) Contract. The solicitation utilizes source selection procedures using best value, which requires Quoters to submit a non-price proposal that includes past performance, experience information, and a price proposal for evaluation by the Government.

Place of Performance: VA New Jersey Healthcare System

Period of Performance: Estimated 08/01/2025 – 07/31/2026, with the provision of four (4) option years. (POP may start sooner than 8/1/2025, and will be finalized at the time of contract award).

The procurement consists of one solicitation with the intent to award a single contract to the responsible offeror whose proposal, conforming to the RFQ, will be most advantageous to the Government resulting in the best value, price and non-price factors, comparative analysis may be utilized for the source selection process.

Quoters are advised award may be made without discussions. Therefore, the Quoters should submit proposals which contain their best terms.

5. Set-Aside Status: Total Small Business set-aside.

6. Additional Details: THIS SOLICITATION WILL BE OFFERED IN ELECTRONIC FORMAT ONLY. NO HARD COPIES WILL BE PROVIDED. Quoters can view and/or download the RFQ and attachments at SAM.gov | Contract Opportunities when the RFQ is posted. Interested parties can register under the Interested Vendors List at SAM.GOV. This will be the only method of amendment distribution; therefore, it is the offerors’ responsibility to check the website periodically for any amendments to the solicitation.

The solicitation reference is 36C24225Q0702.

Questions concerning this announcement should be directed to the Contract Specialist Tiffany Vazquez-Simon via email at Tiffany.Vazquez-Simon@va.gov. Telephone requests for information or questions will NOT be accepted. No documents or further information is available at this time. Please visit this site regularly for further information on this opportunity.

7. Prospective Quoters MUST register themselves on System for Award Management (SAM) https://www.sam.gov/. Prospective Quoters must also be registered in SAM at the time of submission of quotes in order to participate in this procurement.

STATEMENT OF WORK (SOW)

Janitorial Equipment Maintenance/Repair Veterans Administration New Jersey Healthcare System

BACKGROUND:

The Veterans Administration (VA) New Jersey Healthcare System (NJHCS), Environmental Management Service (EMS) requires repair services for its janitorial equipment.

The contractor shall provide all necessary labor, equipment, tools, material, parts, repair services, preventive maintenance, maintenance support on the janitorial equipment as required by the NJHCS. It is the intention that all equipment repairs and/or maintenance will be performed in accordance with manufactures guidelines will result in the equipment operating according to manufacturers specification and will be done in accordance with industry standard practices. The contractor shall provide preventative maintenance on all machines on a quarterly basis. Schedule to be determined by VANJHCS after contract award. In addition, the contractor shall also provide maintenance services which include troubleshooting, replacement of worn parts, calibration/adjustment, cleaning and lubricating in accordance with the OEM.

Contract Type:

The resulting contract is planned to be a Firm-Fixed Price (FFP) / Indefinite-Delivery Indefinite Quantity (IDIQ) Contract.

PERIOD OF PERFORMANCE:

Base period with the provision for four (4) one-year option years:

Estimated Option Year Three:8/1/2028 – 07/30/2029 Estimated Option Year Four: 8/1/2029 – 07/30/2030

(POP may start sooner than 8/1/2025, and will be finalized at the time of contract award).

PLACE OF PERFORMANCE/PLACE OF DELIVERY:

SCOPE:

The contractor shall provide all necessary labor, equipment, tools, material, parts, repair services, preventive maintenance, maintenance support on the janitorial equipment as required by the NJHCS. It is the intention that all equipment repairs and/or maintenance will be performed in accordance with manufactures’ guidelines will result in the equipment operating according to manufacturers’ specification and will be done in accordance with industry standard practices.

The contractor shall provide preventative maintenance on all machines on a quarterly basis. Schedule to be determined by VANJHCS after contract award.

In addition, the contractor shall also provide maintenance services which include troubleshooting, replacement of worn parts, calibration/adjustment, cleaning and lubricating in accordance with the OEM.

EQUIPMENT:

The following equipment covered under this contract will include but is not limited to:

· NILFISK SC750 SCRUBBER 28 IN DISK UNIT

· NILFISK SC800 SCRUBBER 32 IN DISK UNIT

· NILFISK ADVOLUTION BURNISHER 20 IN

· KAIVAC TOUCHLESS CLEANING SYSTEM (WET) KV1250

· AQUAPLUS AXP BAT CARPET RETRIEVER

· AQUACLEAN 18 CARPET EXTRACTOR

· NIFLISK CARPET EXTRACTOR ES300 XP

· NILFISK VL500 75 WET VAC

· NILFISK SC3000 26D

· NILFISK SCRUBBER-DRYER SC250

· NILFISK ADVOLUTION 2710 RIDER BURNISHER

· NILFISK RIDER SCRUBBER SC3000 ECOFLEX

· NILFISK AUTO SCRUBBER SC750ST

· ADVANCE SC800 WALK BEHIND SCRUBBER

· NILFISK ADGLITY VAC

· NILFISK REEL CLEANER

· NILFISK ATTIX FLOOR VACUUM (WET)

· NILFISK ADVOLUTION BATTERY-POWERED BURNISHER 20BT

· ADVOLUTION 20XP BURNISHER

· NILFISK ADFINITY FLOOR MACHINE X24D

· NILFISK ADVANCE PACESETTER FLOOR MACHINE 20SD / 20TS / 20HD

· NILFISK AUTOMATIC SCRUBBER MICROMATICS

· NILFISK BURNISHER (WET) BU800

· NILFISK ELECTRIC BURNISHER 2000RPM

· ADVANCE ALL PURPOSE MATADOR 20 FLOOR MACHINE BUFFER

· KARCHER FLOOR SCRUBBER BR 40/10 C

· CLARKE ALTO FLOOR SCRUBBER FOCUS II L20

· CLARKE MODEL FM-13 FLOOR MACHINE

· CLARKE MP-1800 MARBLE POLISHER

· WINDSOR CHARIOT GLOSS STAND-UP BURNISHER CSX24C

· WINDSOR CHARIOT GLOSS STAND-UP BURNISHER CB20

· WHIRLAMATIC BURNISHER 20UHS

· WHIRLAMATIC BATTERY-POWERED BURNISHER 20UHSB

· WHIRLAMATIC 20 ULTRA BURNISHER

PARTS:

· The contractor shall furnish all parts.

· The contractor shall maintain quantity of parts, including unique and/or highly morality replacement parts in such a manner as to be available for shipment with 24 consecutive hours of request.

· All parts supplied shall be compatible with existing equipment.

· Only new parts will be used routinely.

· Usage of refurbished parts will be subject to the approval of the COR and/or designee.

· All parts shall perform identically to the original equipment specifications.

MANUFACTURER WARRANTY:

The contractor shall not invoice the VA for parts/labor if the equipment is still covered under a manufacturer warranty as applicable. The contractor is responsible for submitting the warranty request to the manufacturer for a parts/labor refund. The contactor must be a certified dealer that can honor the manufacturer warranty.

SERVICE MANUALS:

· The contractor must supply themselves with their own maintenance/repair manuals along with any other diagnostics software required to properly maintain the equipment in question.

· Service representatives are required to supply the NJHCS with Material Safety Data Sheets (MSDS) on any chemicals that are brought into the NJHCS prior to usage. The MSDS are to be given to the Safety Officer. A set of MSDS’s must also remain at the site where the chemical is used.

· Vendor must comply with usage of Personnel Protective Gear as defined in 29CFR 19.10.

· Vendor must comply with all VA policies and regulations.

DOCUMENTATION:

At the completion of each service call Contractor/ERT shall provide a detailed service report. The service report shall, at a minimum, document the following information legibly and in complete detail:

A. Name of the contractor and contracting number.

B. Name of the ERT performing services.

C. Contractor service report number/log number.

D. Date, time (starting and ending), equipment downtime and hours on-site for service call.

E. Identification of equipment to be serviced; ID number, manufacturer’s name, device name, model number, serial number and any other manufacturer’s identification numbers.

F. Description of problem reported by EMS.

G. Signature from the ERT performing services described.

H. Signature from an authorized VA employee who witnessed services described.

I. If the work is not completed prior to leaving the premises, a service report will be left, as per the above procedures, indicating the equipment status.

J. No payments will be made if the above procedures are not in compliance.

TRAINING:

The contractor shall provide staff that have received certified training from manufacturers for all machines on this contract.

WORK HOURS:

Normal hours of coverage are Monday through Friday 8:00am to 3:30pm, excluding federal holidays. Service will be performed during normal hours of coverage unless requested or approved by COR or due to an emergency.

Federal holidays: The 11 holidays observed by the Federal Government are identified below and may be modified or supplemented to include additional day(s) as specifically declared by the President of the United States:

New Year’s Day Martin Luther King Day President’s Day

Thanksgiving Day Christmas Day

When one of the holidays fall on Sunday, the following Monday shall be observed as a Federal Holiday. When the holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

REPORTING PROCEDURES:

Contractor shall be required to report to EMS to check-in. This check-in is MANDATORY. The ERT shall check-out with EMS and submits the service report to EMS. All service reports shall be submitted to EMS for an “acceptance signature”. If EMS is unavailable, a signed, authorized copy of the service report will be sent to EMS.

CONTRACTOR IDENTIFICATION:

Contractor ERT shall wear visible identification at all times while on the premises of the VA NJHCS. It is the responsibility of Contracting ERT to park in appropriate designated parking areas. Information on parking is available from the VA Police Service. The VA NJHCS will not invalidate or make reimbursement for parking violations of Contractor’s ERT under any conditions. Smoking is prohibited while on property at the VA NJHCS. Possession of weapons is prohibited.

BILLING AND PAYMENT:

The contractor shall submit payment requested in electronic form via VA’s Electronic Invoice Presentment and Payment System. (see website at http://www.fsc.va.gov/einvoice.asp)

Invoices shall be submitted monthly, in arrears, and shall include at a minimum: Date of invoice, contract number/purchase order number, vendor name, invoice number and CLIN & Date of service.

Work to be performed, which is not covered under this contract, must be pre-approved by the COR and/or designee and a purchase order issued for the work to be performed. Failure to obtain prior authorization will result in NON-PAYMENT of charges incurred.

Payment will not be made for parts and/or services that are requested by anyone other than the COR and/or designee or for incomplete or incorrect invoices.

Presolicitation Notice