36C25625Q0353-Combine Solicitation-Chiller Support- Rental- Maintenance and Services 011425.pdf

A.1 Combined Synopsis/Solicitation

1.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part

13.5, Simplified Acquisition Procedures for Certain 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 will not be issued. This requirement will be evaluated 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.

2. The combined synopsis/solicitation number is 36C25625Q0353.

3. Solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular FAC 2025-02 (eff. 01/03/2025).

4. This requirement is Total Small Business Set-Aside. The North American Industry

Classification System number is 238220 with a size standard of 19M.

5. Place of Performance:

Central Arkansas Veterans Healthcare System

John Little McClellan (JLM) Memorial Veterans Hospital

4300 West 7th Street

Little Rock. AR 72205

6. Period of Performance: 5 (five) Years

7. SITE VISIT: A site visit is scheduled for January 28, 2025. The following times and locations are detailed below:

Date: January 28, 2025

Time: 9:00 am (CST)

Location: John Little McClellan (JLM) Memorial Veterans Hospital

(COR will meet interested offerors inside JLM at main entrance next to Starbucks.

Contractors wishing to view the locations to place the cooling chilling system identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting

Officer Representative (COR) via email if contractor anticipate attending.

CO email: anthony.marion2@va.gov

COR email: Joshua.martin3@va.gov / craig.french2@va.gov mailto:Joshua.martin3@va.gov mailto:craig.french2@va.gov

8. All questions regarding this solicitation shall be submitted via email to Contracting Officer, Anthony Marion at anthony.marion2@va.gov no later than 10:00A.M. Central Time on January

29, 2025 .

9. Quotes are due no later than February 10, 2025 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contracting Officer, Anthony Marion at anthony.marion2@va.gov

COMBINE SYNOPSIS/SOLICTATION APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (NOV 2021) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under

52.252-2 (see below), starting first with FAR and followed by VAAR.

36C25625Q0353

Table of Contents

A.1 COMBINED SYNOPSIS/SOLICITATION

SECTION B - CONTINUATION OF COMBINED SYNOPSIS/SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK (SOW)

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) ... 21

SECTION C - CONTRACT CLAUSES

C.1 52.216-18 ORDERING (AUG 2020)

C.2 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 24

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.9 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.10 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATIONS

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.12 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF COMBINED SYNOPSIS

SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Anthony Marion

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

NOTES

(1) Task Orders may be issued by mail, email, or facsimile.

(2) Task Orders will be issued by a warranted Contracting Officers of VHA Network Contracting Office

16 (NCO 16).

(3) Task Orders will be priced based on the price(s) in effect on the date the order is signed by the

Contracting Officer.

(4) The total guaranteed minimum value of this contract is $2,500.00. The Government makes no other guarantees regarding combined or individual order amounts.

http://www.fsc.va.gov/fsc/einvoice.asp

(5) The maximum capacity (value) for this contract, including all orders placed against it is limited to $4,000,000.00. This amount shall not be exceeded by any individual order, or combination of orders placed.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

6.00 MO __________________ __________________

Contractor shall provide all labor, tools, materials, equipment, transportation, installation, maintenance, service, license, certification, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, accessories, and supervision necessary that will produce 1,000 Tons of Chilled Water cooling, services, and maintenance to support, CAVHS at the John L. McClellan Medical Centers (JLMMC) in Little Rock, AR. Cooling system shall include but not limited to:

One (1) 1000 Ton Water Cooled Chiller

One (1) Evaporator Pump

One (1) Condenser Pump

One (1) 1000 Ton Cooling Tower

One (1) 4160V to 480V Stepdown Transformer

One (1) Electrical Distribution panel with main breaker and individual equipment breakers

All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system.

All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

Base Ordering Period

POP Begin: 05-01-2025

POP End: 10-31-2025

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

PRODUCT/SERVICE CODE: X1NB - Lease/Rental of Heating and

Cooling Plants

1.00 SV __________________ __________________

Chiller Start Up

Base Ordering Period

POP Begin: 11-01-2025

POP End: 04-30-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Chiller Winterization

Base Ordering Period

POP Begin: 11-01-2025

POP End: 04-30-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Chiller Stand Down

Base Ordering Period

POP Begin: 11-01-2025

POP End: 04-30-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Chiller Seasonal Start Up

Base Ordering Period

POP Begin: 11-01-2025

POP End: 04-30-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Chiller Training

Base Ordering Period

POP Begin: 11-01-2025

POP End: 04-30-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors transportation, installation, maintenance, service, license, certification, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, accessories, and supervision necessary that will produce 1,000 Tons of Chilled Water cooling, services, and maintenance

One (1) Condenser Pump

One (1) 1000 Ton Cooling Tower

One (1) 4160V to 480V Stepdown Transformer

One (1) Electrical Distribution panel with main breaker and individual equipment breakers

All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system.

All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

Ordering Period 1

POP Begin: 05-01-2026

POP End: 10-31-2026

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 1

POP Begin: 11-01-2026

POP End: 04-30-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 1

POP Begin: 11-01-2026

POP End: 04-30-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 1

POP Begin: 11-01-2026

POP End: 04-30-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 1

POP Begin: 11-01-2026

POP End: 04-30-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 1

POP Begin: 11-01-2026

POP End: 04-30-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors transportation, installation, maintenance, service, license, certification, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, accessories, and supervision necessary that will produce 1,000 Tons of Chilled Water cooling, services, and maintenance

One (1) Condenser Pump

One (1) 1000 Ton Cooling Tower

One (1) 4160V to 480V Stepdown Transformer

One (1) Electrical Distribution panel with main breaker and individual equipment breakers

All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system.

All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

Ordering Period 2

POP Begin: 05-01-2027

POP End: 10-31-2027

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 2

POP Begin: 11-01-2027

POP End: 04-30-2028

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 2

POP Begin: 11-01-2027

POP End: 04-30-2028

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Ordering Period 2

POP Begin: 11-01-2027

POP End: 04-30-2028

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 2

POP Begin: 11-01-2027

POP End: 04-30-2028

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 2

POP Begin: 11-01-2027

POP End: 04-30-2028

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors transportation, installation, maintenance, service, license, certification, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, accessories, and supervision necessary that will produce 1,000 Tons of Chilled Water cooling, services, and maintenance

One (1) Condenser Pump

One (1) 1000 Ton Cooling Tower

One (1) 4160V to 480V Stepdown Transformer

One (1) Electrical Distribution panel with main breaker and individual equipment breakers

All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system.

All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

Ordering Period 3

POP Begin: 05-01-2028

POP End: 10-31-2028

PRODUCT/SERVICE CODE: X1NB - Lease/Rental of Heating and

Ordering Period 3

POP Begin: 11-01-2028

POP End: 04-30-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 3

POP Begin: 11-01-2028

POP End: 04-30-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 3

POP Begin: 11-01-2028

POP End: 04-30-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 3

POP Begin: 11-01-2028

POP End: 04-30-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 3

POP Begin: 11-01-2028

POP End: 04-30-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors transportation, installation, maintenance, service, license, certification, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, accessories, and supervision necessary that will produce 1,000 Tons of Chilled Water cooling, services, and maintenance

One (1) Condenser Pump

One (1) 1000 Ton Cooling Tower

One (1) 4160V to 480V Stepdown Transformer

One (1) Electrical Distribution panel with main breaker and individual equipment breakers

All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system.

All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

Ordering Period 4

POP Begin: 05-01-2029

POP End: 10-31-2029

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

Conditioning Contractors

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

Chiller Decommission

Ordering Period 4

POP Begin: 11-01-2029

POP End: 04-30-2030

PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-

Conditioning Contractors

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER

POINT OF CONTACT (POC) AND PLACE OF

PERFORMANCE (POP)

INFORMATION QUANTITY DELIVERY DATE

0001-

POP: Department of Veteran Affairs

Central Arkansas Veterans Healthcare Sys

4300 W 7th Street

Little Rock, AR 72205

USA

12.00 05-01-25-04-30-26

POC: Joshua Martin/Craig French

501-257-1392/501) 257-4751

Joshua.martin3@va.gov/craig.french2@va.gov

1001-

POP: Department of Veteran Affairs

Central Arkansas Veterans Healthcare Sys

4300 W 7th Street

12.00 05-01-26-04-30-27

2001-

POP: Department of Veteran Affairs

Central Arkansas Veterans Healthcare Sys

4300 W 7th Street

12.00 05-01-27-04-30-28

3001-

POP: Department of Veteran Affairs

Central Arkansas Veterans Healthcare Sys

4300 W 7th Street

12.00 05-01-28-04-30-29

4001-

POP: Department of Veteran Affairs

Central Arkansas Veterans Healthcare Sys

4300 W 7th Street

12.00 05-01-29-04-30-30

B.4 STATEMENT OF WORK (SOW)

Chiller Rental, Support, Maintenance and Services

FOR

John Little McClellan (JLM) Memorial Veterans Hospital

Central Arkansas Veterans Healthcare System (CAVHS)

1. SCOPE: Contractor shall provide all labor, tools, materials, equipment, installation, maintenance, service, personnel, parts, removal, set-up, startup, decommissioning, winterization, onsite support, training, and supervision necessary to provide equipment that will produce 1,000 Tons of Chilled Water cooling for CAVHS for the months of May through

October. Maintenance during the months of November to April.

2. GENERAL GUIDANCE: Contractor shall provide chilled water-cooling equipment as prescribed below in the general requirements section. This equipment will be placed at our

JLM Medical Centers.

3. WORK HOURS: All work pertaining to this requirement shall be performed Monday thru

Friday, unless a Federal holiday falls on one of these days. The time frame will be whatever is needed to work around the different service schedule. All work shall be done between 8am to

4pm (cst). Work outside of normal hours of operations may be necessary (i.e. Electrical) and shall be coordinated with the Contracting Officer Representative (COR). On the days listed above, unless unique situations arrive and prior approval between the contractor and CAVHS parties involved is agreed upon.

GOVERNMENT PERSONNEL OBSERVED HOLIDAYS: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

4. GENERAL REQUIREMENTS: Contractor shall provide CAVHS 1,000 tons of cooling for the JLM Veteran Affairs Medical Center (VAMC) for the summer month that include but not limited to May through October. The following equipment shall include but not limited to the required equipment:

4.1.1. CHILLED WATER SYSTEM

4.1.1.1. One (1) 1000 Ton Water Cooled Chiller

4.1.1.2. One (1) Evaporator Pump

4.1.1.3. One (1) Condenser Pump

4.1.1.4. One (1) 1000 Ton Cooling Tower

4.1.1.5. One (1) 4160V to 480V Stepdown Transformer

4.1.1.6. One (1) Electrical Distribution panel with main breaker and individual equipment breakers

4.1.1.7. All associated hoses and fitting to hook together all rental chiller equipment to the Veterans Affairs (VA) chilled water system.

4.1.1.8. All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system.

4.1.2. Following services and maintenance include but not limited to during the months of November to April.

4.1.2.1. Set-up and Decommissioning of Chiller, Towers, Pumps, and Hoses.

Includes the following:

4.1.2.1.1. Winterization of the Chiller during the off months, October to May, by the Contractor.

4.1.2.1.2. Storage of Chiller on-site by VA but Contractor will provide any maintenance during storage process.

4.1.2.1.3. Maintenance of Chiller during operational season will be covered by

Contractor.

4.1.2.1.4. Start-up procedures for Chiller during summer operation will be performed by Contractor. Contractor shall have equipment representative onsite for each start-up and shutdown of chiller system.

4.1.2.1.5. Refrigerant recovery and preparation for shipment upon completion of rental period.

4.1.2.1.6. Contractor shall provide local equipment support for onsite within 1 hour of service request.

4.1.2.1.7. Contractor shall provide hard piping for suction side of pumps. No lay flat hose allowed.

4.1.2.2. 200 Linear Feet of temporary fencing with overlapping black mesh type material to block viewing thru fencing.

4.1.2.3. Installing temporary 4160 electrical service to rental transformer and all required electrical work to connect rental equipment. Provide enclosed cable tray to protect the cabling from building to transformer.

4.1.2.3.1. 4160 electrical service cabling shall be tested as required by Technical

Information Library (TIL) requirements (26-05-13 Medium Voltage

Cables) before hooking up the electrical cabling.

4.1.2.3.2. Contractor shall provide Distribution panel with breakers for each piece of equipment.

4.1.2.3.3. Distribution panel and stepdown transformer shall be rated for outside use. Transformer shall be installed and grounded per National Fire

Protection Association (NFPA) 70, Article 250 & 450.

4.1.2.4. Training will be provided as needed if equipment is different from VA owned equipment.

4.2. All work to set up chiller and remove the chiller shall be done before and after the chiller rental period so the VA will get full use of the chiller.

4.3. The contractor shall take precautions to protect the Parking lot and will be responsible for damages caused to the existing Parking lot.

4.4. The contractor shall provide all equipment and adhere to all VA and Infectious

Control Risk Assessment (ICRA) guidelines and regulations.

4.5. All disposal costs and fees for debris removal shall be the contractor’s responsibility.

4.6. Site shall always be kept clean and free from debris and contractor shall remove debris daily from the health care system property. Contractor will not be allowed to use Government tools, materials, and/or labor for this project.

5. PERIOD OF PERFORMANCE: Contract Period: (5 Years) Base with four (4) one year ordering periods.

6. SITE VISIT: A site visit is scheduled for January 28, 2025. The following times and locations are detailed below:

Date: January 28, 2025

Time: 9:00 am (CST)

Location: John Little McClellan (JLM) Memorial Veterans Hospital

(COR will meet interested offerors inside JLM at main entrance next to Starbucks.

Contractors wishing to view the locations to place the cooling chilling system identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting

Officer Representative (COR) via email if contractor anticipate attending.

CO email: anthony.marion2@va.gov

COR email: Joshua.martin3@va.gov / craig.french2@va.gov

All questions regarding this solicitation shall be submitted via email to Anthony Marion at anthony.marion2@va.gov no later than 10:00am CST on January 29, 2025.

7. CHANGES TO THE STATEMENT OF WORK: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract and such changes will be executed bi-laterally in accordance with FAR 52.212-4(c). The

Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the

Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

8. REPORTING REQUIREMENTS: All documents shall be given to the COR in a Word

Document, or Adobe pdf and Excel spreadsheet file.

9. GOVERNMENT RESPONSIBILITIES: The government shall provide the contractor access to the rooms when needed as long as the service and contractor agree on the time and date.

mailto:Joshua.martin3@va.gov mailto:craig.french2@va.gov

10. CONFIDENTIALITY AND NONDISCLOSURE: The Contractor understands and agrees that confidential information (patients, employee, or facility) must always be secured and protected. The Contractor and its personnel shall be held liable in the event a breech of confidentiality occurs as a result of the Contractor or its employees. Each contract employee will be required to read and sign the Contractor Rules of Behavior and provide the original signature page to the COR.

11. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

11.1. Position Sensitivity: The position sensitivity/risk level has been designated as

Nonsensitive/Low Risk.

11.2. Background Investigation: The level of background investigation commensurate with the required level of access is Minimum.

11.3. Contractor Responsibilities: Contract employees shall be issued non-PIV badges for physical access only. This requires for contract employees to:

11.3.1. Complete fingerprinting at the CAVHS badging station located in building 68 at the North Little Rock, AR campus.

11.3.2. Complete the OF306 and have two forms of federally acceptable ID.

11.3.3. Successfully complete a Special Agreement Check (SAC) background screening.

11.3.4. Read/sign Contractor Rules of Behavior and provide original signature page to the COR.

11.3.5. The contractor shall pay for lost or missing employee badges issued by

CAVHS. The cost for these lost or missing badges will annotated on and deducted from invoice payments.

11.3.6. The contractor, when notified of an unfavorable determination by the

Government, shall withdraw the employee from consideration from working under the contract.

11.3.7. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

12. SPECIAL CONSIDERATION: N/A

13. INFORMATION SYSTEM OFFICER, INFORMATION PROTECTION: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

14. PRIVACY OFFICER: The contractor will not have access to protected Patient Health

Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

15. RECORDS MANAGER:

15.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

Chapters. 21, 29, 31, 33), NARA regulations at 36 Code of Federal Regulations

(CFR) Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

15.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of

Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5

U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

15.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

15.4. CAVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CAVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to

CAVHS. The agency must report promptly to NARA in accordance with 36 CFR

1230.

15.5. The Contractor shall immediately notify the appropriate CO upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CAVHS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the

[contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

15.6. The Contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by

Government and CAVHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

15.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CAVHS policy.

15.8. The Contractor shall not create or maintain any records containing any non-public

CAVHS information that are not specifically tied to or authorized by the contract.

15.9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the FOIA.

15.10. The CAVHS owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which

CAVHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by Federal Acquisition Regulation

(FAR) 52.227-11 through FAR 52.227-20.

15.11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take CAVHS provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

16. INVOICING AND PAYMENT: Invoices for payment shall be submitted monthly in arrears and the following information shall appear on all invoices:

Contractor’s name/address/phone number

Contract XXX

PO) funding number

Contract Number: XXXXX, Month and year of service for invoice submitted

Contract Line Item Number and description of service performed

Line Item Price(s) being invoiced

Total invoice amount

Timeframe of charges included in the invoice

NOTE: Invoices with any incorrect or incomplete information will be returned to the

Contractor for resubmission.

All Invoices from the contractor shall be submitted electronically in accordance with VAAR

Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice

Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor

Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National

Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

(CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented

Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation.

One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.

Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for Online Training for

Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor

Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing

Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no

Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing

Official’s evaluation signature date, the Contractor Representative will be “locked out” of the evaluation and may no longer send comments.

(f) The following guidelines apply concerning Contractor Representative use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting

Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre award surveys, responsibility determinations, production readiness reviews, or other similar purposes.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses 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 following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 05-01-2025 through 04-30-2030.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

C.2 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $2,500.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of $250,000.00;

(2) Any order for a combination of items in excess of $4,000,000.00; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph

(b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable

Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least

$100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.4 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

(APR 1984)

Funds are not presently available for performance under this contract beyond 04-30-2026. The

Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 04-30-2026, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

(End of Clause)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

FAR

Number

Title Date

52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST JUN 2020

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOV 2024

52.222-41 SERVICE CONTRACT LABOR STANDARDS AUG 2018

52.222-43 FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT

LABOR STANDARDS—PRICE ADJUSTMENT (MULTIPLE

YEAR AND OPTION CONTRACTS)

AUG 2018

52.222-44 FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT

LABOR STANDARDS—PRICE ADJUSTMENT

MAY 2014

52.222-55 MINIMUM WAGES FOR CONTRACTOR WORKERS UNDER

EXECUTIVE ORDER 14026

JAN 2022

52.222-55 MINIMUM WAGES FOR CONTRACTOR WORKERS UNDER

EXECUTIVE ORDER 14026 (DEVIATION)

OCT 2023

52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

JAN 1997

52.237-3 CONTINUITY OF SERVICES JAN 1991

C.6 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC

2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the

Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

C.8 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

(a) The Contractor shall conform to the standards established by: Technical Information Library (TIL) requirements (26-05-13 M National Fire Protection Association (NFPA) 70, Article 250.

(b) The Contractor shall submit proof of conformance to the standard. This proof may be a label or seal affixed to the equipment or supplies, warranting that the item(s) have been tested in accordance with the standards and meet the contract requirement. Proof may also be furnished by the organization listed above certifying that the item(s) furnished have been tested in accordance with and conform to the specified standards.

(c) Offerors may obtain the standards cited in this provision by submitting a request, including the solicitation number, title and number of the publication to: Technical Information Library (TIL) requirements 26-05-13 M National Fire Protection Association (NFPA) 70, Article 250.

(d) The offeror shall contact the Contracting Officer if response is not received within two weeks of the request.

(End of Clause)

C.9 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND

VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023)

(DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business certification status and their proposed use of eligible certified service-disabled veteran-owned small businesses (SDVOSBs) and certified veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor.

To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business

Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128.).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified 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 listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

(d) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

https://veterans.certify.sba.gov/

C.10 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses

(SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with

852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF…