36C25021Q0625.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice J059 Emergency Generator Maintenance/Support Services 45409-1337 36C25021Q0625 06-03-2021

4PM

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811310 Department of Veterans Affairs Network Contracting Office (NCO) 10 Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 Contracting Officer Mary Jane Crim maryjane.crim@va.gov Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Dayton OH 45428

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

NAICS Code:

Wage Determination:

811310 2015-4771 Revision 15 May 6, 2021

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 10 Dayton VA Medical Center 3140 Governor’s Place Blvd Suite 210 Kettering, OH 45428

Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812332, with a small business size standard of $8 million.

STATEMENT OF WORK

1. Background

Proper maintenance, service, and testing of the Emergency Power System is essential to comply with Joint Commission and Life Safety requirements and is the best assurance that our generator will perform as designed.

2. Scope

This contract covers 11 (eleven) emergency generators and 2 (two) standby generators for annual and semi-annual service, annual load banking of emergency generators, annual oil samples, and annual fuel samples. This service is for the Chillicothe VA Medical Center located at 17273 State Route 104, Chillicothe, Ohio, 45601. The contractor shall notify the Point of Contact (POC) or Contracting Officer (CO) regarding any work outside the scope of the contract. Any work outside the scope of this contract shall only be authorized through a separate purchase order (PO) or credit card payment (under $2,500 for credit card) and shall only commence AFTER receipt of the purchase order or authorization to proceed with credit card payment.

3. Specific Tasks

Table of Emergency/Standby Generators to be serviced. Tasks below refer to this table.

Task 1 – Annual load bank (4 hour) – Due Month of January (priced with annual)

Contractor is to provide all equipment, tools, and labor to load test the emergency generators listed in paragraph 4. The generators shall be tested using a properly sized and certified load bank and cables with qualified and competent employees. A four-hour test is required of each generator using the following specifications.

· 30% of generator name plate rating for 60 minutes followed by

· 50% of generator name plate rating for 120 minutes followed by

· 75% of generator name plate rating for 60 minutes for a total of four (4) continuous hours

· Main 1 and Main 2 generators shall not be load tested

Full visual monitoring of the entire test must be performed. Any equipment failures must be reported to the Chief of Engineering and/or Electrical Supervisor. Failures shall be corrected before testing can be completed (see paragraph 2).

Load testing report must be delivered to the Chief of Engineering and/or Electrical Supervisor within 5 working days.

Deliverables: Load Bank Testing Report

Report shall include in the header:

· Date

· Address

· Gen#

· Make/Model of Generator

· Serial Number of Generator

· Hour Meter Start/Stop times

Report shall include in the data:

· Time began test and 15 minute intervals thereafter

· Ambient Temp @ 15 minute intervals

· Generator Frequency @ 15 minute intervals

· Voltage AB,BC,CA @ 15 minute intervals

· Amps AB,BC,CA @ 15 minute intervals

· Oil pressure @ 15 minute intervals

· Water Temp @ 15 minute intervals

· KW @ 15 minute intervals

· Percent of Load @ 15 minute intervals

Report shall include in the footer:

· Comments

· Serviced by

· Cable length used

· Date

Task 2 - Annual Generator Maintenance – Due Month of January

Annual maintenance shall include:

· Fuel sample analysis

· Oil sample analysis (to be done no sooner than 6 months from new oil change)

· Lube, oil, and oil filter change

· Fuel filter change

· Engine tune up with parts

· **Air filter and battery replacement** Any air filter or battery replacement shall be quoted at the time of need and paid by PO or credit card

Deliverables: Annual Maintenance Report

Report to be delivered to Chief of Engineering or Electrical Supervisor within 5 working days, with the exception of the oil and fuel analysis reports. Oil and fuel analysis reports shall be delivered after results from lab are received.

Task 3 – Semi-Annual Generator Maintenance – Due Month of July and January

Two periodic inspections are required. The first shall be completed with the annual inspection, the next shall be done no sooner than 6 months from Annual Maintenance. Periodic inspection shall include:

· Inspect air cleaner

· Test antifreeze and adjust if necessary

· Check coolant level

· Inspect belts and hoses

· Check engine heater operation

· Check generator set for fuel, oil, and coolant leaks

· Check air intakes and outlets

· Check transfer tank operation in applicable

· Drain exhaust line

· Inspect silencer

· Check battery charger operation and charge rate

· Check battery electrolyte levels and specific gravity - Fill as necessary

· Clean battery terminals as necessary

· Check generator output voltage and adjust as necessary

· Emergency system operation without load transfer

· Frequency check and governor adjustment as necessary

· Check transfer switch and accessory operation (only with prior VA approval)

· Check engine alternator charge rates

· Check engine and generator gauge and indicator operation

· Check generator set controller operation including shutdown functions

· Perform engine checks per manufacturer’s recommendations

· **Air filter and battery replacement** Any air filter or battery replacement shall be quoted at the time of need and paid by PO or credit card

Deliverables: Semi-Annual Maintenance Report

Report to be delivered to Chief of Engineering or Electrical Supervisor within 5 working days.

4. Quality Assurance The vendor is responsible for ensuring their performance meets the needs of the government as captured in the Statement of Work. The Government will ensure the quality of service through periodic inspection and customer satisfaction. Customer complaints shall be addressed with the vendor as needed. When a discrepancy is identified (late completion of task, late delivery of reports, customer complaint of employee conduct, etc.), the vendor shall provide a written corrective action plan. More than 3 offenses may result the issuance of a show cause notice.

5. Other Pertinent Information or Special Considerations

Technicians shall be Kohler factory certified to perform all work on any Kohler generator, transfer switch, paralleling switchgear, and all accessories. OEM parts are not required for the contract, however, they shall meet manufacturer specifications. All technicians are required to comply with OSHA.

6. Place of Performance

Chillicothe VAMC 17273 State Route 104 Chillicothe, Ohio 45601

7. Period of Performance

8. Quality Assurance

The vendor is responsible for ensuring their performance meets the needs of the government as captured in the Statement of Work. The Government will ensure the quality of service through periodic inspection and customer satisfaction. Customer complaints shall be addressed with the vendor as needed. When a discrepancy is identified (late completion of task, late delivery of reports, customer complaint of employee conduct, etc.), the vendor shall provide a written corrective action plan. More than 3 offenses may result in the issuance of a show cause notice.

9. Other Considerations

1. Contract Award Meeting: The contractor shall not commence performance on the tasks in this Statement of Work until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

2. Contracting Officer’s Representative (COR): The Contracting Officer Representative shall be the technical point of contact for all work-related requirements. The COR does not have authorization to change, alter, or remove any requirements stated in the statement of work. The Contracting Officer is the only government authorized person to change the statement of work or any resultant contract.

PRICE/COST SCHEDULE

BASE TOTAL

Option 1 Total

Option 2 Total

Option 3 Total

Option 4 Total

Contract Total

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (OCT 2018)

· FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

· FAR 52.204-18, “Commercial and Government Entity Code Maintenance” (JUL 2016)

· FAR 52.217-8, “Option to Extend Services” (NOV 1999)

· FAR 52.217-9, “Option to Extend the Term of the Contract” (MAR 2000)

· FAR 52.219-14, “Limitations on Subcontracting” (JUN 2020) (DEVIATION)

· FAR 52.222-19, “Child Labor – Cooperation with Authorities and Remedies” (JUL 2020) (DEVIATION) (E.O. 13126)

· FAR 52.232-40, “Providing Accelerated Payments to Small Business Subcontractors” (DEC 2013) (DEVIATION AUG 2020)

· FAR 52.237-1, “Site Visit” (APR 1984)

· FAR 52.237-2, “Protection of Government Buildings, Equipment, and Vegetation” (APR 1984)

· VAAR 852.203-70, “Commercial Advertising”

· VAAR 852.215-71, “Evaluation Factor Commitments”

· VAAR 852.219-10, “VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside” (NOV 2020) (DEVIATION)

· VAAR 852.219-74, “Limitations on Subcontracting – Monitoring and Compliance” (JUL 2018) (DEVIATION)

· VAAR 852.232-72, “Electronic Submission of Payment Requests”

· VAAR 852.270-1, “Representatives of Contracting Officers”

· VAAR 852.242-71, “Administrative Contracting Officer” (OCT 2020)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (JAN 2021)

The following subparagraphs of FAR 52.212-5 are applicable:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020) Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

· FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020)

· FAR 52.204-14, Service Contract Reporting Requirements (OCT 2016)

· FAR 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020)

· FAR 52.219-28, Post Award Small Business Program Representation (NOV 2020)

· FAR 52.222-3, Convict Labor (JUN 2003)

· FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015)

· FAR 52.222-26, Equal Opportunity (SEPT 2016)

· FAR 52.222-35, Equal Opportunity for Veterans (JUN 2020)

· FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020)

· FAR 52.222-37, Employment Reports on Veterans (JUN 2020)

· FAR 52.222-50, Combating Trafficking in Persons (OCT 2020)

· FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

· FAR 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008)

· FAR 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (OCT 2018)

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

· FAR 52.222-41, Service Contract Labor Standards (AUG 2018)

· FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)

· FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018)

· FAR 52.222-55, Minimum Wages Under Executive Order 13658 (NOV 2020)

· FAR 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017)

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records -- Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause--

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (OCT 2015) (41 U.S.C. 3509).

(ii) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, or the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(iii) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91).

(iv) 52.204-25, Prohibition on Contracting for Certain Telecommunication and Video Surveillance Services or Equipment. (AUG 2020) (Section 889(a)(1)(A) of Pub. L. 115-232).

(v) 52.219-8, Utilization of Small Business Concerns (OCT 2018) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(vi) 52.222-21, Prohibition of Segregated Facilities (APR 2015)

(vii) 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246).

(viii) 52.222-35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

(ix) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

(x) 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)

(xi) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(xii) 52.222-41, Service Contract Labor Standards (AUG 2018), (41 U.S.C. chapter 67).

(xii) (A) 52.222-50, Combating Trafficking in Persons (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627).

(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

(xiv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xv) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xvi) 52.222-54, Employment Eligibility Verification (OCT 2015) (E.O. 12989).

(xvii) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015).

(xviii) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706).

(xix) (A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).

(B) Alternate I (JAN 2017) of 52.224-3.

(xx) 52.225-26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note)

(xxi) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xxii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (FEB 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the Contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

The following solicitation provisions apply to this acquisition:

· FAR 52.212-1, “Instructions to Offerors–Commercial Items” (JUN 2020)

· FAR 52.204-7, “System for Award Management” (OCT 2018)

· FAR 52.204-16, “Commercial and Government Entity Code Reporting” (AUG 2020)

· FAR 52.217-5, “Evaluation of Options” (JUL 1990)

· FAR 52.212-2, “Evaluation-Commercial Items” (OCT 2014)

· FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (NOV 2020)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

EVALUATION: The following will be evaluated utilizing comparative analysis in accordance with FAR Part 13 evaluation procedures. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-responsive and your quote will be removed from the evaluation process. The Contracting Officer may issue a purchase order to other than the lowest priced quoter.

The Government may award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:

1. Price: Determined fair and reasonable within market pricing.

2. Technical: Information from the vendor’s technical narratives shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Statement of Work in a timely and efficient manner. The evaluation factors are as follows:

a. Ability to successfully perform required services

b. Has an acceptable plan in place to ensure timely completion of tasks

c. Employees have the required Kohler certifications (or plan in place to obtain before contract performance)

3. Past Performance: Has successfully performed work of a similar size and scope

All quoters shall submit the following:

· One electronic copy of the combined synopsis solicitation and with pricing/totals completed in the Price/Cost Schedule

· Narrative description of how the vendor will complete tasks in a timely manner

· Evidence personnel are Kohler factory certified (or provide timeline to have personnel Kohler factory certified)

· Three past performance references of similar size and scope

**SPECIAL NOTE**

A site visit will be held on May 27th, 2021 at 10:00 AM. All vendors attending the site visit shall meet with Jeremy Channell at building 21 prior to 10:00 AM. While the site visit is not mandatory, all vendors are encouraged to review FAR clause 52.237-1 Site Visit.

All quotes shall be sent electronically to Mary Jane Crim – maryjane.crim@va.gov.

All questions or clarifications required during the solicitation phase SHALL be submitted in writing through email correspondence. Phone queries will not be accepted.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes shall 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:"

Quoter shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than June 3, 2021 at 4 PM to maryjane.crim@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 Contracting Officer, Mary Jane Crim, at maryjane.crim@va.gov.

Point of Contact Mary Jane Crim maryjane.crim@va.gov