36C25022Q0107.docx

SUBJECT*

Exhaust Hood Maintenance

GENERAL INFORMATION

Network Contracting Office (NCO) 10 Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Mary Jane Crim maryjane.crim@va.gov 937-268-6511

PLACE OF PERFORMANCE

Chillicothe VA Medical Center

17273 State Route 104

Chillicothe OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

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; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-02.

This solicitation is set-aside for small business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $16.5M.

The FSC/PSC is J045.

The following wage determination applies to this solicitation:

Wage Determination No.: 2015-4771 Revision No.: 18 Date of Revision: 12/27/2021 Available online at www.sam.gov.

The Chillicothe VA Medical Center is seeking to purchase range hood exhaust cleaning.

**NOTE – Due to the COVID pandemic, a site visit will not be available (food preparation areas). Pictures of the systems are available below the Statement of Work.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE

ITEM INFORMATION

Building 7 (quantity of 7 each bi-annually) Contract Period: Base POP Begin: 02-15-2022 POP End: 02-14-2023

Building 7 Serving Line (quantity of 2 each bi-annually)

Building 210 (quantity of 6 each bi-annually)

Building 211 (quantity of 7 each bi-annually)

Building 28 (quantity of 1 each quarterly)

Building 7 (quantity of 7 each bi-annually) Contract Period: Option 1 POP Begin: 02-15-2023 POP End: 02-14-2024

Building 7 Serving Line (quantity of 2 each bi-annually)

Building 210 (quantity of 6 each bi-annually)

Building 211 (quantity of 7 each bi-annually)

Building 28 (quantity of 1 each quarterly)

Building 7 (quantity of 7 each bi-annually) Contract Period: Option 2 POP Begin: 02-15-2024 POP End: 02-14-2025

Building 7 Serving Line (quantity of 2 each bi-annually)

Building 210 (quantity of 6 each bi-annually)

Building 211 (quantity of 7 each bi-annually)

Building 28 (quantity of 1 each quarterly)

Building 7 (quantity of 7 each bi-annually) Contract Period: Option 3 POP Begin: 02-15-2025 POP End: 02-14-2026

Building 7 Serving Line (quantity of 2 each bi-annually)

Building 210 (quantity of 6 each bi-annually)

Building 211 (quantity of 7 each bi-annually)

Building 28 (quantity of 1 each quarterly)

Building 7 (quantity of 7 each bi-annually) Contract Period: Option 4 POP Begin: 02-15-2026 POP End: 02-14-2027

Building 7 Serving Line (quantity of 2 each bi-annually)

Building 210 (quantity of 6 each bi-annually)

Building 211 (quantity of 7 each bi-annually)

Building 28 (quantity of 1 each quarterly)

STATEMENT OF WORK

1. Contract Title. Quarterly and Bi- Annual cleaning of kitchen exhaust systems for the following kitchens:

a. Bi-Annual – June and December of each year (to begin June 2022)

a. Building 7 (7 Ea.)

b. Building 7 Serving Line (2 Ea.)

c. Building 210 (6 Ea.)

d. Building 211 (7 Ea.)

b. Quarterly – March, June, September, and December of each year (to begin March 2022)

a. Building 28 Kitchen Area (1 Ea.)

2. Background. To ensure all kitchen exhaust equipment is free of debris and functions properly.

3. Scope. Inspect exhaust hoods and remove grease, dirt, lint and foreign matter from hoods, ducts and stacks. If necessary, install access panels to reach difficult areas of the exhaust system.

4. Specific Tasks. Work will be accomplished without interruption to the kitchen area. Precaution will be taken to avoid soiling ranges and food area. Precaution will be taken to avoid soiling ranges and food preparation areas by using drop cloths.

Procedures must adhere to standards and methods recommended by the National Fire Protection Association and the National Board of Fire Underwriters.

To schedule services, contact Engineering Services at 740-773-1141, extension 16172. Upon arrival and completion of service the contractor shall report to the Engineering Officer or designee, building 21 during administrative work hours 8 a.m. to 4:30 p.m. or Building 261, Boiler Plant after administrative work hours. A written report of service performed shall be furnished upon completion of service call. Such report shall advise of any repairs or repair parts required necessary to maintain the equipment in perfect operating condition. The Engineering Officer or designee must verify by signature all service reports. Invoices for payments will not be processed unless the service reports are verified by authorized signature.

5. Risk Control- Work will be accomplished without interruption to the kitchen area. Precaution will be taken to avoid soiling ranges and food area. Precaution will be taken to avoid soiling ranges and food preparation areas by using drop cloths.

6. Place of Performance. Chillicothe VAMC 17273 State Route 104 Chillicothe Ohio, 45601. Work will be performed at the following:

7. Delivery Schedule. After each service period, a written report of service performed shall be furnished upon completion of service call. Such report shall advise of any repairs or repair parts required necessary to maintain the equipment in perfect operating condition. Repairs are not covered in this contract. All repairs will require a separate obligation and the contractor is not guaranteed an award for repairs. Repairs will be competed as necessary to comply with the Competition in Contracting Act (CICA).

IMAGES OF SYSTEMS

Below are pictures of the systems in our CLCs, Buildings 210 and 211. These are basically residential style exhausts that serve ovens/stovetops, with an added fire suppression system. There are 13 of this style system at our facility. All four buildings, 7/28/210/211 are located in very close proximity to each other.

Attached are pictures of Building 28, our Veterans Canteen Service kitchen systems. We have 1 rooftop exhaust system for this kitchen that serves two exhaust hoods, both located side by side.

Below are the exhaust systems in Building 7, main kitchen. The two rooftop exhaust vents pictured (first two pics) exhaust the two small exhaust hoods on the serving line (pictures 5/6). The two larger units pictured (covered in insulation board, pictures 3/4) exhaust the large hoods in the cooking area. There are four total systems in Building 7, but the larger systems service multiple areas from a central exhaust (pictures 7-10).

The purchase order period of performance is (see above price cost schedule.)

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

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary, but primary description shall be in a narrative describing technical approach and methods to complete required tasks;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts (minimum of three and maximum of 5) for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(h) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) [Reserved].

(l) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

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

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

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

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.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2021)

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

· 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020)

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

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

· 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (NOV 2021)

· 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020)

· 852.203-70, Commercial Advertising

· 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors

· 852.215-71, Evaluation Factor Commitments

· 852.232-72, Electronic Submission of Payment Requests

· 852.219-75, Subcontracting Commitments Monitoring and Compliance (JUL 2018)

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

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

The following subparagraphs of FAR 52.212-5 are applicable:

· 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)

· 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note)

· 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644)

· 52.222-3, Convict Labor (JUN 2003) (E.O. 11755)

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

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

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

· 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627)

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

· 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) (31 U.S.C. 3332)

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

· 52.222-55, Minimum Wages Under Executive Order 13658 (JAN 2022)

· 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706) All quoters shall submit the following: Items listed above in 52.212-1(b) Submission of Quotations

All quotes shall be sent to maryjane.crim@va.gov.

52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations:

1. Price – Most advantageous to the Government

2. Past performance – Successful past performance similar in size and scope

3. Technical – Ability for contractor to demonstrate technical approach and methods meet industry standards and adhere to standards and methods recommended by the National Fire Protection Association and the National Board of Fire Underwriters.

4. Veterans Involvement

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is accepting alternate quotations. The evaluation will consider the following:

(1) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation, specifically adhering to standards and methods recommended by the National Fire Protection Association and the National Board of Fire Underwriters.

(2) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(3) Veterans Involvement: In accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70 (DEVIATION), Service-Disabled Veteran-Owned and Veteran-Owned Small Business (VOSB) Evaluation Factors, the Government will assign evaluation credit for a Quoter (i.e., prime contractor) which is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a VOSB. To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database at time of quotation submission and at time of award ( https://www.vip.vetbiz.va.gov/) and must meet federal small business size standards for the North American Industry Classification System (NAICS) code assigned to this solicitation. Non-SDVOSB/VOSB quotations that use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. Quoters must state in their quotations the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VetBiz.gov VIP database ( https://www.vip.vetbiz.va.gov/) and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both quotation submission and at time of award.

(4) Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).

To facilitate the award process, all quotes must 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:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than February 3, 2022 at 4PM EST at 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 Point of Contact listed below.

Point of Contact Mary Jane Crim maryjane.crim@va.gov image1.jpeg image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.jpeg image8.jpeg image9.jpeg image10.jpeg image11.jpeg image12.jpeg image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.jpeg image18.jpeg