Source Sought Noitce - 36C24227Q0056 - Kitchen Hood and Ductwork Cleaning.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 14215

SOLICITATION NUMBER* 36C24227Q0056

RESPONSE DATE/TIME/ZONE 10-22-2026 15:30 EASTERN TIME, NEW YORK,

USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J073

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 2

3495 Bailey Avenue

Building 3, 2nd floor

Buffalo NY 14215

POINT OF CONTACT* Contract Specialist

Jamie Boyar

Jamie.Boyar@va.gov

PLACE OF PERFORMANCE

ADDRESS East Orange VA Medical Center

Postal Code

385 Tremont Avenue

East Orange, New Jersey

07018

SUBJECT* FY 27 Services | Kitchen Exhaust Hood and Ductwork Cleaning | Base + 4 | 561

DESCRIPTION

1. This is a Sources Sought Notice

a. The Government does not intend to award a contract on the basis of this Sources Sought

Notice

b. Although “proposal”, “offeror”, “contractor”, and “offeror” may be used in this Sources

Sought Notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

c. Any information received from a contractor in response to this Sources Sought Notice may be used in creating a solicitation. Any information which is marked with a statement, such as “proprietary” or “confidential”, intended to restrict distribution will not be distributed outside of the Government, except as required by law.

d. This Sources Sought Notice is issued by VISN 2 Contracting Office in Buffalo, NY for the purpose of collecting information about East Orange VA Medical Center located at 385 Tremont Avenue East Orange, NJ 07018 and Lyons VA Medical Center located at 151 Knollcroft Road Lyons, NJ 07939 for monthly and semi-annual preventive maintenance and cleaning of multiple kitchen hoods and ductwork. The VA is seeking to provide for this requirement as of December 1, 2026, to establish a new service. The NAICS code identified for this requirement is 811310 – Commercial and Industrial machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, with a Size Standard of $12.5 Million. The requirement is detailed in the Statement of Work section of this document.

2. Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performance these services, are encouraged to email a capability statement and full information to Jamie Boyar at Jamie.Boyar@va.gov.

i. Part of the purpose of this Source Sought is to determine the viability of a set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUBZone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEID number and address, point of contact and social-economic status.

ii. If a contractor is a Service-Disabled Veteran-owned Small Business (SDVOSB), a Veteran-owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. The information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

mailto:Jamie.Boyar@va.gov

The following information is required for determining a procurement strategy and viability of a sources:

Set aside requirements have limitations on subcontracting. This service is location in New Jersey. Provide your site location and supporting documentation. Given your location and proximity to the service sit, how do you plan to accomplish self-performance of this work?

If your intention is to subcontract work, what tasks will be performed by you as the prime contractor?

What tasks will require a subcontractor due to your inability to perform them within your company?

How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

How many jobs of this nature, of this scope, and this complexity have you performed in the past five years?

How many certified/licensed technicians does your company currently employ?

- Contractors shall identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point(s) of contact for company, contractor SAM UEID, number for size standard, socioeconomic verification in SAM, and SBA certification database (VetCert), as well as for any intended subcontractors.

- Contractors shall provide proof completion of OSHA’s thirty (30) hour safety training, provide documentation.

- Contractor shall provide documentation of IKECA/ANSI-10 certification.

- Contractor shall provide documentation of their certification as a hood and duct cleaning professional.

- Contractor shall be NFPA 96 complaint, provide documentation, if necessary.

- Contractor shall provide two (2) to three (3) instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements that they intend to employ in the performance of this requirement if awarded.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

o Below is the Limitation on Subcontracting – Certificate of Compliance Clause. Please complete this as part of your response.

852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE

FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

[Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract.

Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement.

The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal.

The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:_________________________

Printed Title of Signee: ____________________________

Signature: ____________________________________________

Date: _______________________

Company Name and Address:____________________________________________________

A.1 STATEMENT OF WORK

A.1.1 GENERAL

A. This firm-fixed price requirement is for monthly and semi-annual services for preventive maintenance (PM) and the cleaning of multiple hoods and ductwork at the East Orange VA Medical Center located at East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07018 and Lyons VA Medical Center located at 151Knollcroft Road Lyons, NJ 07939.

B. The period of performance shall be 12/01/2026, through, 11/30/2027 for the base year of the contract, followed by four (4) option years, with each successive option year commencing on December 31st through November 30th. The final period of performance shall expire on November 30, 2031.

C. The contractor shall provide, at both locations, all labor, materials, and equipment necessary to perform full preventative service to maintain the main kitchen, canteen, and culinary kitchen exhaust hoods and ductwork in excellent operating condition.

D. Contractor shall provide all supervision, labor, travel, equipment, and supplies to thoroughly clean all kitchen hoods, grease removal devices, fans, ducts, and other equipment (filters, motors, covers, plenum header, plenum volume area, fire extinguishing system piping, nozzles and activation devices) locations in accordance with methods established in NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations; procedures for the use, inspection, testing, and maintenance of equipment.

E. Cleaning operations shall be properly cleaned up, job generated debris shall be placed into the appropriate job site refuse container, and the kitchen facilities shall be ready for use by the kitchen staff.

F. Contractor shall provide all the necessary equipment required for workers to safely work in the kitchen and serving line and not stand upon ranges, griddles, or other installed equipment in performing work.

A.1.2 CERTIFICATIONS

A. Contractor shall have completed OSHA’s thirty (30) hour safety training and provide documentation.

B. Contractor shall be IKECA/ANSI-10 certified.

C. Contractor shall be certified as a hood and duct cleaning professional.

D. All work shall comply with Federal, State, and local laws, codes, ordinances, and regulations.

E. All work shall be performed in accordance with National Fire Protection Association (NFPA) 96:

Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations Chapter

11. Procedures for the use, inspection, testing, and maintenance of equipment. VA Medical Centers and its outbuildings require kitchen exhaust, hoods, fans, and duct work cleaned, inspected, and tested by properly trained and qualified personnel in NFPA 96 protocols.

A.1.3 DELIVERABLES

A. Contractor shall provide a copy of the service report to COR.

B. Service reports shall include a list of all areas completed as well as identifying problems and/or deficiencies found.

C. Service report shall be signed by both the service provider and the COR at completion of work.

An electronic version of the same report shall also be sent to the COR.

D. At the completion of preventative maintenance procedures, both monthly and semi-annual, contractor shall apply a service tag on all equipment indicating the last inspection and next scheduled inspection.

E. If/when the contractor identifies a requirement for corrective maintenance (repairs), the contractor shall immediately notify the COR.

F. The contractor shall report any repairs and ductwork cleaning that is needed to the COR.

G. Contractor shall apply a service tag on all equipment indicating the last inspection/service date.

A.1.4 MONTLY AND SEMI-ANNUAL SERVICE AT EAST ORANGE AND LYONS VA

MEDICAL CENTERS

A. Monthly service shall include the following:

a. Inspection of all hoods for proper operation.

b. Clean all visible exterior surfaces and grease filters.

c. Check all safety shutdowns, blower motors, squirrel cages, and drive belts and replace belts and lubricate bearings as required; and adjust all equipment as necessary for proper operation.

B. Semi-Annual service shall include the following:

a. Inspection of all exhaust ductwork from the hood to exhaust fan.

b. Replace belts and lubricate bearings.

c. Clean and degrease all interior surfaces as needed to comply with IKECA/ANSI-C10 and

NFPA Standard 96.

d. Exhaust system cleaning shall include interior and exterior of all exhaust system hoods, ductwork and interior of exhaust removal blowers. Issues of exhaust system access shall be brought to the attention of the COR.

e. Systems can be cleaned using a combination of steam, power washing, and hand cleaning.

f. Contractor shall clean stainless flashing on the exposed duct work.

g. Contractor shall check that all hood fans and lights are in good working order and there is no defective wiring.

h. Contractor shall check all hoods for leaks, fans for being properly secured/re-secured. All backsplash, fans, and hoods are to be wiped down and free of grease.

i. Upon completion of service, exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state.

C. Preventive maintenance at East Orange VA Medical Center shall occur monthly and semi-annual service in the months of September and March.

D. Preventive maintenance at Lyons VA Medical Center shall occur monthly and semi-annual service in the months of May and November.

A.1.5 EQUIPMENT: EAST ORANGE VA MEDICAL CENTER

A. Canteen Kitchen – Building 1 Third (3rd) Floor

a. All grease filters, hoods associated with ductwork and exhaust systems consist of the following:

b. Canteen Kitchen: 96”, 7 filters

c. Deli: 48”, 2 filters

a. Bistro: 72”, 4 filters

b. Pizzeria: 72”, 4 filters

B. Dietetic Kitchen – Building 1 B-Level

a. All grease filters, hoods associated ductwork and exhaust systems consist of two (2) stainless steel hoods leading to a single exhaust fan.

b. Hood 1: 240”, 20 filters

c. Hood 2: 240”, 20 filters

C. Culinary Kitchen – Building 15

a. All grease filters and hoods associated with ductwork and exhaust system.

b. Hoods: est. 144”, 12 filters

A.1.6 EQUIPMENT: LYONS VA MEDICAL CENTER

Bldg Room Make Model LxWxH Filter # of filters

6 kitchen No Decal

No Decal 18’x 4’x 32” Cleanable 9

6 Dinning Room

No Decal

No Decal 7’x 3’x 20” Cleanable 4

6 Dental Rm 226

No Decal

No Decal 42”x 11’x 23” Cleanable

6 Plantree Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5

7 Rm 208 Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5

7 Rm Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5

54 Rm 119 Quest No Decal 63”x 118”x 23” Cleanable 3

54 SP105 AV Tec Axwo 54”x 84”x 30” None 0

54 Rm 102 No Decal

No Decal 53”x 85”x 28” Cleanable 4

135 2a 108 Halton No Decal 48”x 54” x 26” Cleanable 2

135 1b 171 Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5 1

135 1b 194 Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5 1

135 2a 294 Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5 1

135 2b 271 Broan QP330SS 27”x 18” x 5” Replace

SF-1 61L5 1

143 S113B Gaylord RG-BDL-

MAW-54

55”x 54”x 28” Cleanable 3

143 Multi- Purpose

Broan 890000-A 36”x 20” x 9” 97007894 1

A.1.7 SCHEDULE

East Orange VA Medical Center:

A. All work shall be completed between 3:00pm EST and 2:00am EST Monday – Friday.

B. 3:00pm EST shall be the start time for B level Dietetic Kitchen, 4pm for Canteen Kitchen, and

630pm for Culinary Kitchen – time may vary, depends on use of equipment.

C. All on-site cleaning services shall be coordinated with the COR at least one (1) week in advance D. Upon arrival at East Orange VA Medical Center, contractor shall check in at Air Conditioning

Equipment. Mechanic Supervisor in Bldg. 1, B level, Room 128.

Lyons VA Medical Center:

E. All on-site cleaning services shall be coordinated with the COR at least one (1) week in advance F. All work shall be completed between 3:00pm EST and 5:00am EST Monday – Friday.

G. Upon arrival at Lyons VA Medical Center, contractor shall check in to the Equipment Repair

Shop Foreman, Bldg. 15, Room 6, or if after 4PM, Bldg. 13 Plumbing Shop.

H. Mentioned below are Federal Holidays observed by both facilities and the Contractor shall not expect access to the VA Facility or VA employees on these dates unless notified otherwise by the VAMC POC. Services are not to be scheduled on these days:

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

Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Veterans Day

Thanksgiving Christmas

*To include any other day the President declares as a Federal Holiday.

A.1 STATEMENT OF WORK