36C24227Q0114.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo NY 14215

POINT OF CONTACT*

Contract Specialist Stephanie Decker

PLACE OF PERFORMANCE

James J. Peters VA Medical Center, Bronx, NY

130 West Kingsbridge Road

Bronx NY

DESCRIPTION

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(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 may be used in creating a solicitation. Any information received 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 is issued by VISN 2 Contracting Office in Buffalo, New York for the purpose of collecting information about a requirement where the Contractor shall provide, kitchen equipment preventive maintenance and repair services outlined in this scope of work at the James J. Peters VA Medical Center – 130 West Kingsbridge Road, Bronx, NY 10468 . The VA is seeking to provide for this requirement as of January 1, 2027, The NAICS code identified for this requirement is NAICS Code 811310 - and NAICS Size standard of $12.5 Million. The requirement is detailed in the Statement of Work section of this document.

(e) 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 performing these service, are encouraged to email a capability statement and full information to Stephanie.Decker2@va.gov and reference 36C24227Q0114.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 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.

If 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. This 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.

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

Set aside requirements have limitations on subcontracting. This service is located in Bronx, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, 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 also identify any Federal Supply Schedules that may carry the desired services.

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

- Contractor shall provide 2 to 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 they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

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

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) [ X] 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:____________________________________________

STATEMENT OF WORK (SOW) (Abridged) Kitchen Equipment Preventive Maintenance Service

1. General:

This semiannual service contract covers maintenance and repairs for all kitchen equipment and any associated work required to complete those repairs. The purpose of this effort is to support the continuous operation of kitchen equipment located in Building 100 at the James J. Peters VA Medical Center in Bronx, NY.

2. Description of Services:

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and any other items and non‑personal services necessary to perform quarterly kitchen equipment preventive maintenance and repair services as defined in this Statement of Work (SOW). All equipment shall be maintained in accordance with the manufacturers’ recommendations. Seven emergency service visits shall be included in each option year. Any additional emergency service visits will be coordinated as a contract modification by the Contracting Officer (CO) under a separate CLIN line.

3. Reports and Acceptance:

a. Contractor will provide reports and findings to include repair estimates to the COR.

b. Acceptance based on COR’s approval.

4. Safety Requirements:

All work must comply with VA and OSHA safety standards. Including all construction and labor trades.

5. Compliance:

All work shall be completed in accordance with the following regulations. EC.02.05.01 Maintenance, EC.02.05.05 fire protection. FDA Food Code / 21 CFR 117.40. 29 CFR 1910 OSHA standards. VHA Directive 1439 – Food Service Management.

6. Protection of Government Property:

During the execution of the work, the Contractor shall take special care to protect Government property, including interior and exterior building surfaces, furniture, walls, baseboards, and other affected areas. Any damage resulting from the Contractor’s operations shall be repaired by the Contractor at no additional cost to the Government. Repairs shall include painting, refinishing, or replacement if necessary. All replacement materials must match the original materials. If the original material is no longer manufactured, the Contractor must obtain VA approval for the substitute material prior to installation.

The Contractor shall comply with all OSHA and other applicable safety requirements during performance of the work. This includes, but is not limited to, taking all necessary precautions to protect patients, visitors, and staff at each location. The Contractor shall be responsible for any injuries and/or damage resulting from failure to adhere to these safety requirements.

7. Security Requirements:

Upon entering JJP-VA Medical Center the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards, and VA policies as VA personnel, including the Privacy Act, 5 U.S.C.

Regarding information and information system security. Vendors should be always escorted in the VA office buildings. The contractor will be accompanied by designated government personnel and shall sign in upon arrival.

The C&A requirements do not apply; a Security Accreditation Package is not required. At no time during the execution of the duties listed in this statement of work will the contractor interface with VA systems or VA sensitive information. Services will not require connection to the VA network.

8. Period of Performance:

The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government).

9. Work Hours and Scheduling Arrangements:

Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of kitchen machines for preventive maintenance/services must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Juneteenth -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

10. Equipment List:

The contractor shall perform all preventative maintenance, maintain, check and calibrate according to OEM (Original Equipment Manufacturer) recommendations noted in the table below.

11. General Maintenance Checklist for Kitchen Equipment:

a. Visual and Physical Inspection

• Inspect exterior and interior surfaces for damage, corrosion, cracks, or misalignment.

• Verify doors, latches, hinges, handles, and access panels operate correctly.

• Check for loose or missing fasteners, screws, brackets, or hardware.

• Ensure safety labels, data plates, and warnings are present and legible.

b. Electrical System Inspection

• Inspect wiring, terminals, connectors, and harnesses for fraying, heat damage, or looseness.

• Verify that power cords, plugs, and strain reliefs are intact.

• Test the operation of switches, controls, indicator lights, touchpads, and display panels.

• Confirm proper grounding and check electrical connections for tightness.

c . Mechanical Components

• Inspect belts, gears, pulleys, bearings, and motor assemblies for wear or misalignment.

• Verify moving parts operate smoothly without abnormal vibration or noise.

• Clean and lubricate mechanical components per manufacturer instructions.

• Check seals, gaskets, and bushings for deterioration.

d . Heating and Cooling Systems (applies to ovens, chillers, heated cabinets, heat lamps, wells)

• Test heating elements, burners, or induction components for correct function.

• Inspect evaporators, condensers, coils, and fans on refrigeration or blast chiller units.

• Confirm temperature sensors, thermostats, and controls operate within manufacturer specifications.

• Clean coils, vents, and heat exchangers to ensure proper airflow.

• Verify units reach and maintain required operating temperatures.

e. Water and Plumbing Components

• Inspect hoses, supply lines, drains, valves, and pumps for leaks or blockages.

• Verify spray arms, nozzles, and jets (dishwashers, cart washers) rotate freely and are not clogged.

• Confirm correct water pressure and verify heaters/boilers (dish machines) operate properly.

• Clean strainers, screens, and traps.

f. Safety and Interlock Systems

• Test door safety switches, emergency stops, and interlocks for proper operation.

• Verify over‑temperature and over‑current protection devices function.

• Ensure guards, shields, and protective covers are installed and secure.

• Confirm no bypassed safety features.

g. Functional Performance Testing

• Run the equipment through a full operating cycle where applicable.

• Check time, temperature, speed, and program accuracy.

• Verify conveyor motion (for toasters), cycles (dish machines), agitation/mixing speed (mixers), and blade rotation (processors).

• Confirm output matches manufacturer expectations.

h. Cleaning and Sanitation

• Clean interior and exterior surfaces using approved materials.

• Remove residue, grease buildup, scale, and debris.

• Sanitize food-contact surfaces following VA kitchen protocols.

• Clean filters, screens, and ventilation openings.

i. Consumables and Replacement Components

• Inspect and replace worn blades, mixers, grates, screens, filters, lamps, and gaskets as needed.

• Check condition of baskets, racks, trays, and accessories.

• Verify the availability of critical spare parts.

j. Documentation and Reporting

• Record all findings, work completed, parts replaced, and deficiencies.

• Note equipment that requires follow‑up repair, adjustment, or vendor service.

• Report any unsafe conditions immediately. Provide estimates for repairs.

• Verify PM tag updates and ensure logs reflect manufacturer‑required procedures.

Sources Sought Notice