36C25926Q0138.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Jeremy Ferrer jeremy.ferrer@va.gov 7209006397

PLACE OF PERFORMANCE

Eastern Colorado VA Healthcare System

Rocky Mountain Regional VAMC

1700 N. Wheeling St.

Aurora CO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quote (RFQ) #: 36C25926Q0138 Bollard Maintenance and Repair Base + 4 Option Years Small Business Set-Aside

(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with Revolutionary FAR Overhaul (RFO) Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 12:00pm January 19th, 2026.

All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to jeremy.ferrer@va.gov no later than 16:00pm MT, January 26th, 2026.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make the award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ), and the solicitation number is 36C25926Q0138. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 effective October 01, 2025.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 561210 with a business size standard of $47 Million. This solicitation is 100% set-aside for small businesses (SB).

(v) List of Line Items;

Bollards Maintenance & Repair Quarterly and Annual Preventive Maintenance Inspection Proposed Period of Performance:

3/1/2026-2/28/2027

Unscheduled Maintenance Not to Exceed $4,000.00 Proposed Period of Performance:

3/1/2026-2/28/2027

NOT TO EXCEED $4,000.00

Bollards Maintenance & Repair Quarterly and Annual Preventive Maintenance Inspection Proposed Period of Performance:

3/1/2027-2/29/2028

Unscheduled Maintenance Not to Exceed $4,000.00

Proposed Period of Performance:

3/1/2027-2/29/2028

NOT TO EXCEED $4,000.00

Bollards Maintenance & Repair Quarterly and Annual Preventive Maintenance Inspection Proposed Period of Performance:

3/1/2028-2/28/2029

Unscheduled Maintenance Not to Exceed $4,000.00

Proposed Period of Performance:

3/1/2028-2/28/2029

NOT TO EXCEED $4,000.00

Bollards Maintenance & Repair Quarterly and Annual Preventive Maintenance Inspection Proposed Period of Performance:

3/1/2029-2/28/2030

Unscheduled Maintenance Not to Exceed $4,000.00

Proposed Period of Performance:

3/1/2029-2/28/2030

NOT TO EXCEED $4,000.00

Bollards Maintenance & Repair Quarterly and Annual Preventive Maintenance Inspection Proposed Period of Performance:

3/1/2030-2/28/2031

Unscheduled Maintenance Not to Exceed $4,000.00

Proposed Period of Performance:

3/1/2030-2/28/2031

NOT TO EXCEED $4,000.00

Grand Total ($)

(vi) Description of Requirements for the items/Services to be acquired: The requirement is for Quarterly and Annual Bollard Maintenance and Repair, please reference attached performance work statement (PWS).

(vii) Performance and/or acceptance are to be F.O.B Destination (RFO 52.247-34) at the following locations:

Rocky Mountain Regional VAMC 1700 N. Wheeling St.

Aurora, CO 80045

(viii) 52.212-1, Instructions to Offerors-Commercial Items applies to this acquisition

(a) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(b) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(c) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be verified and visible in the SBA Small Business Certification (SBS): https://search.certifications.sba.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(d) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(e) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(f) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(g) ADDENDUM to RFO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

Submission of quote shall include the following volumes: (I) Technical capability or quality offered to meet the Government requirement; (II) Price; (III) Past Performance; and (IV) Completion of Limitations on Subcontracting Worksheet

Volume I - Technical capability or quality to meet the Government requirement.

The offeror shall submit its quote demonstrating how it meets the requirements of the performance work statement (PWS) and solicitation.

This section will be divided into the following subfactors:

1. Quarterly and Annual Preventive Maintenance Inspection – Offer must demonstrate an understanding of required tasks and inspections needed for each milestone.

2. Stormwater & Spill Control – Offer must demonstrate an understanding of Stormwater requirements and Spill Control Procedures.

3. Material Disposal – Offer must detail a disposal procedure for all material and hazardous waste.

Volume II – Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. The offeror shall price the base and all option year line items.

Volume III – Past Performance Offerors shall provide a maximum of three (3) recent and relevant past efforts (as defined below) to demonstrate their ability to perform the proposed work. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted. If not providing CPARS evaluation past performance references must include contract numbers, amount of contract award, point of contact with email address, telephone numbers and other relevant information, and a description of product/work performed under the contract. To be relevant, the effort must be similar in nature of work, size, magnitude, complexity, and scope of this procurement. To be recent past performance is defined as not more than five years from the RFQ release date of this solicitation.

Volume IV – Limitations of Subcontracting Certification Offerors must sign the attached RFO 52.219-14 document to certify compliance with the Limitations of Subcontracting.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items applies to this acquisition.

ADDENDUM to RFO 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the offeror responsible whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

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

Factor I. Technical capability or quality offered to meet the Government requirement Factor II. Price Factor III. Past Performance

(c) Evaluation Approach. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government will use comparative analysis. The following factors will be used to evaluate offers:

Factor I. Technical capability or quality offered to meet the Government requirement: 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.

Factor II. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the service offered to the Government requirement, as stated in Factor 1 shall not be selected regardless of price.

Factor III. Past Performance: The Government will evaluate on how well the offeror identified performance relates to the requirement procured under the Performance Work Statement for this procurement to determine relevancy. How well the offeror performed on identified contracts shall be used to assess performance confidence.

If offeror does not provide all volumes as outlined in RFO 52.212-1 Instructions, the offer may be considered nonresponsive.

(d) The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s)

(End of Addendum to 52.212-2)

(x) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(r). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW RFO 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the RFO or VAAR.

(xi) The following RFO clauses are incorporated by reference:

Employee Class Monetary Wage-Fringe Benefits Facility Maintenance WG-10 Statute

(xii) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

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

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 45 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

852.252-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items:

VAAR Clauses are incorporated by reference as follows:

RFO 52.252-1 Solicitation Provisions Incorporated by Reference The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at RFO 52.252-1, Solicitation Provisions Incorporated by Reference. Copies may also be obtained from the contracting officer.

ttps://www.acquisition.gov/far-overhaul https://www.acquisition.gov/vaar The following RFO provisions are to be incorporated by reference:

(xiii) The Defense Priorities and Allocations System (DPAS) does not apply.

(xiv) Date and Time offers are due to jeremy.ferrer@va.gov by 16:00pm MT, January 26th, 2026.

(xv) Name and email of the individual to contact for information regarding the solicitation:

Jeremy Ferrer Jeremy.ferrer@va.gov

PERFORMANCE WORK STATEMENT

FOR

Rocky Mountain Regional Veterans Affairs Medical Center (VAMC) Retractable Bollards Programming & Repair

Introduction.

This is a service contract to provide inspection, maintenance, and repairs to (51) fifty-one electric bollards, and (7) seven manual bollard systems at the RMR VAMC, 1700 Wheeling Street, Aurora, CO 80045. Unscheduled/unplanned maintenance services will also be included in this requirement. The bollard system in use at RMR VAMC is the El-Go BLG-02 EH Team Parking and Security Systems.

Scope of Work.

The contractor shall provide all personnel, labor, equipment, supplies, tools, travel costs, materials, vehicles, supervision, and other items and services necessary to provide regular inspections and maintenance on the bollard system. Contractor shall have proprietary information and knowledge on the El-Go system and be able to purchase and use OEM parts.

For any emergency or unscheduled repairs contractor shall be able to respond to emergencies within 4-6 hours and will be compensated up to the yearly Not To Exceed amount of work per year. No work outside of this scope shall be completed without prior authorization from the contracting officer.

Parts of the bollard system to be inspected and maintained:

Motor control unit Proximity sensors Hydraulic actuators Solenoid coil power cable 24VDC Solenoid coil 24 VDC for EH drive unit Sealing plugs w/ 1-way valves for EH drive unit Relief valves for EH drive units Pressure adjustment screws Pistons & cylinders LED lights & connectors 24-volt power supply 12 Volt power supply for LED Relays Drive unit Cover plate with rubber ring Inductive proximity limit switches calibration of the system

Hours of Work.

The building will be occupied and in use. The VA Police and the Facility Management Service (FMS) industrial mechanics will divert vehicles during the scheduled work. All work shall be coordinated with the POC 72 hours prior to prevent interruption to operations, some work may be required outside of normal business hours. This will be arranged with the facility POC.

Curtailed Hours.

Extreme weather conditions (e.g., heavy snow, ice, flooding, etc.) may warrant curtailment of normal business hours for scheduled Regular and Annual Inspection and Maintenance. The contractor can call 720-765-9206, Jim Doyle, POC, Industrial Lead for the status. CO or POC to provide determination.

Federal Holidays.

The contractor shall perform the regular inspection and maintenance services required under this contract between the hours of 6:30 a.m. and 4:30 p.m., Monday through Friday, except Federal Holidays listed below.

New Year’s Day -1st of January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - Last Monday in May Juneteenth – June 19th each year Independence Day - 4th of July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veterans Day - 11th of November Thanksgiving Day - 4th Thursday in November Christmas Day - 25th of December When the scheduled service falls on a recognized holiday, the service shall be performed by the contractor on the next business day at no additional cost to the Government, along with the service already scheduled for that particular day. If a holiday falls on a Saturday, it may be observed on Friday. If the holiday falls on Sunday, it may be observed on Monday.

Quarterly Preventive Maintenance Inspection.

Oil & lubricants shall be replaced as needed.

Log pressure value in a hydraulic pressure log to be maintained by Facilities.

Inspect all hoses and fittings for leaks.

Tighten fittings when leaks were recognized.

Inspect the hoses, ensure no hoses were resting on the ground.

Identify the hydraulic oil filter and replace with same filter or better.

Inspect and clean debris within the barrier foundation.

Inspect for leaks around the cylinders and barrier header fittings.

Tighten loose fittings.

Inspect for tightness of barrier block bolts.

Reinstall the barrier hinge cover plate verified tightness of all bolts.

Verify the barrier heater thermostats were set at 45 degrees.

Reinstall the access box cover plate verified tightness of all bolts.

Verify the level of the hydraulic fluid was 1-2 inches below the top of the sight glass.

Add clean filtered oil as necessary after verification of low fluid level.

Inspect the HPU for cleanliness and debris and remove any dust, debris and clean up any spilled oil.

Inspect all Barrier Skirt (Front & Side) bolts for tightness.

Inspect the barrier cavity for proper drainage and drain blockage.

Verify the operation of barrier heaters.

Check LED lights for any necessary replacements.

Check Oil levels on the hydraulic actuators

Annual Requirements:

Annuals will be done on weekends.

Open 5 bolts (as can be seen in Picture 2) Disconnect led cable and connect the cap back on.

Connect Crosby eyebolt M12 and take bollard out.

Check visually:

1. There are no oil leaks.

2. All proximity sensors are tightened and in place.

3. If needed, replace bolts.

4. Check for any dirt or foreign bodies to disturb the bollard

Work shall include.

Evaluation, repair, and cleaning of each part of the bollard system:

Motor control unit Proximity sensors Hydraulic actuators Solenoid coil power cable 24VDC Solenoid coil 24 VDC for EH drive unit Sealing plugs w/ 1-way valves for EH drive unit Relief valves for EH drive units Pressure adjustment screws Pistons & cylinders LED lights & connectors

24-volt power supply 12 Volt power supply for LED Relays Drive unit Cover plate with rubber ring Inductive proximity limit switches calibration of the system Oil & lubricants shall be replaced as needed.

Recommended Replaceable Parts List to be provided by Vendor during inspection & maintenance.

Stormwater:

The contractor shall place temporary Best Management Practices (BMP's) as needed around applicable adjacent stormwater infrastructures to prevent any sediment or other foreign material from entering the storm drain system due to possible ground disturbance.

Spill Control.

The contractor shall always maintain spill control material on hand sufficient to contain a worse case spill, both volume and hazard level. For any spills caused by or resulting from the contractor's action or inaction, the contractor shall provide all necessary manpower, equipment, and material to implement all spill response, containment, cleanup, and reports required by Federal, State, and local laws, regulations, and standards. The contractor shall be responsible for any damage resulting from contractor caused spills. The contractor shall report any spills to the CO & POC immediately.

Material Disposal.

The contractor shall dispose of hazardous waste at an off-base location in accordance with applicable federal, state, and local pollution laws and regulations.

Safety Data Sheets (SDS).

The contractor shall submit a copy to the CO & POC of all SDS’s describing the hazards of any chemical used in the performance of this contract. This file shall be made available for review immediately upon request. The Contractor shall request from his supplier a SDS for each new material ordered. These sheets will then be placed in the hazardous material data sheet file. This is in addition to the requirements of FAR clause 52.223-3, Hazardous Material Identification and Material Safety Data.

Hot Work Permit.

Any welding, cutting, grinding, brazing, or use of equipment that has flames will require a VA Hot Work Permit prior to work being started. The permit shall be acquired by the POC.

Quality Control:

Please note that the contractor’s performance will be evaluated by the COR in accordance with a Quality Assurance Surveillance Plan (QASP) developed by the VA. This plan includes performance metrics and methods of surveillance such as random inspections, customer feedback, service reporting, and direct observation. While the QASP itself is not included, contractors must be aware that adherence to the performance requirements is essential and will be closely monitored throughout the term of the contract.

Expectations:

- Preventive Maintenance completion: Contractor must ensure that the Preventative maintenance is 100% on schedule, with a 2% monthly deduction for noncompliance.

- Corrective Maintenance response: Contractor must respond within 2-hours by phone and be on site within 1 business day onsite for Corrective Maintenance, with a 2% monthly deduction for delays.

- Uptime: Contractor must ensure that the system is up a minimum of 95% of the time, with a 2% monthly deduction for delays.

- ESR submission: Contractor must submit all required documentation within 24 hours, with a 2% monthly deduction for delays.

- Parts: Contractor must only use OEM parts, achieving 100% compliance, with a 2% monthly deduction for violations.

Performance Standards (AQL) AQL thresholds:

- PM completion: 100%

- Response times: 95%

- Uptime: 95%

- Documentation accuracy: 95%

See attached document: 52.219-14 Limitations on Subcontracting.

See attached document: Service Contract Act WD Dated 12-02-2025.

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