36C26325Q0290_1.docx

SUBJECT*

Replace Automatic Tank Monitoring System

GENERAL INFORMATION

NETWORK 23 CONTRACTING OFFICE

1303 5th St Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703

PLACE OF PERFORMANCE

NWI VA Health Care System

4101 Woolworth Ave

Omaha, NE 68105

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Replace Automatic Tank Monitoring System Service for VA Nebraska Western Iowa Health Care System.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This is a solicitation conducted using FAR Part 13 (Simplified Acquisition Procedures).

This announcement constitutes the only solicitation, quotes are being requested.

Solicitation number 36C26325Q0290 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-02.

This procurement is a total set-aside for Service Disabled Veteran Owned Small Business (SDVOSB). Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 238290 with a size standard of $22 million.

A list of the contract line items, quantities, and units of measure are listed within the attached solicitation documentation.

The VA anticipates one firm fixed price contract award to provide services to VA Nebraska Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105 The period of performance is 03-03-2025 to 05-03-2025 FAR provisions 52.212-1, 52.212-2, and 52.212-3 apply to this procurement and are detailed within the attached solicitation document.

FAR clauses 52.212-4 and 52.212-5 apply to this procurement and are included within the attached solicitation document.

Additional requirements are listed within the attached solicitation document.

The Defense Priorities and Allocations System (DPAS) does not apply to this acquisition.

Technical questions on this solicitation are due via e-mail only to Erica Miller, Contract Specialist, at erica.miller5@va.gov no later than 5:00pm Central Standard Time (CST), 02-19-2025.

Quotes are due to the Contracting Office by 5:00pm CST, 02-26-2025. Quotes are required to be emailed to erica.miller5@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contract Specialist before the solicitation closing.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Contact Erica Miller, Contract Specialist, at erica.miller5@va.gov for information regarding the solicitation.

Combined Synopsis/Solicitation Notice

B.3 PERFORMANCE WORK STATEMENT

1) GENERAL DISCRIPTION:

a) This contract calls for the replacement of the Automatic Tank Monitoring system for the Omaha VA Boiler Plant Facility. The contractor shall furnish necessary labor, tools, equipment, and transportation to perform the replacement of the Automatic Tank Monitoring system NWIMHC facility for the Omaha Campus.

b) Below is an outline of the contractual performance requirements the contractor is required to deliver to the VA.

c) The contractor will perform a minimum of the following activities:

i) Initial Project Meeting

(1) Site work will commence with a meeting of the contractor and the VA site primary point of contact. The purpose of this meeting will serve to address the following items as may be appropriate.

(a) This meeting may be performed in person, remotely via teams, or via conference call.

(2) Review plant safety regulations, and lockout/tag-out procedures.

(3) Discuss the nature of the planned repair activities.

ii) Replacement activities

(1) Apply Lockout tagout of the boiler above ground storage tanks and fuel oil delivery systems as necessary for work.

(2) Removal of old Automatic Tank Monitoring system, including associated sensors and probes.

(3) Install new sensors and probes.

(4) Install new Omntec Console (or comparable substitute with equal characteristics).

(5) Remove Lockout tagout of all isolated components from step (1)

(6) Perform full testing on new console.

(7) Train on-site personnel in the operation of the new Automatic Tank Monitoring system.

(8) Delivery any available manuals on installed equipment to the onsite primary point of contact.

2) PERFORMANCE LOCATION:

a) Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Omaha Division Medical Center, 4101 Woolworth Avenue, Omaha, NE 68105

3) PERFORMANCE PERIOD:

a) Performance is a one-time service contract to be performed within 2 months of award of contract. Anticipated period of performance – 03/03/2025 to 05/03/2025

4) HOURS OF SERVICES:

a) Normal Operational Hours (i.e. 06:00-17:00)

i) A list of federal holidays is at Federal Holidays (opm.gov).

ii) Any work scheduled outside of normal operational hours must be arranged and approved by the Nebraska-Western Iowa VA Health Care System Engineering with at least 24 hours of advanced notice.

5) REQUIRED CERTIFICATION

a) Certification: The contractor shall have a valid contractor’s license and certifications required by the State of Nebraska to perform storage tank work such as certifications provided by the American Petroleum Institute or similar accrediting organizations.

b) All testing and certifications will be performed by a trained and certified technician.

c) Proof of certifications must be provided before working on campus.

6) CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:

a) REPORTING

i) The contractor personnel shall report to the VA site representative to sign in and acquire a badge.

ii) The contractor personnel shall report to the VA site representative to sign out and return the badge before departing the VA facility at the end of each week.

iii) The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.

7) HOURS OF WORK:

a) Routine Work: Routine work connected with this contract shall be performed between the times of 06:00 and 17:00 local time defined as normal working hours unless explicitly stated in the SOW.

b) Emergency Work: Emergency work is defined as work performed after normal working hours. As specified earlier, the contractor shall be required in some instances to work other than normal working hours. Approval of the VA Site Point of contact shall be obtained prior to starting work during other than normal working hours to ensure services are needed after hours and are included in this SOW.

8) CONTACT INFORMATION:

a) The contractor shall provide to the contracting officer and the VA Site Point of contact specific mobile number(s), email address (es) and/or SMS texting number(s) which can always be used to alert the contractor, including weeknights, weekends, and holidays. In addition, the Government shall provide the contractor the names of the agency personnel authorized to initiate medical gas and vacuum system service calls, contracting officer, contract monitor, alternate contract monitor. Both parties entering the contractual agreements will include three points of contact as a double redundancy for communication and information relaying.

9) REPORTING AND DOCUMENTATION:

a) The contractor will be responsible for providing documentation of incremental work completed to the primary and secondary points of contact listed prior. Documentation should be submitted to the VA representatives when maintenance of any kind is performed, inspections of equipment is completed, inventory of materials is certified, or emergency repair work is finished. The documents (in the form of electronic documents, preferably PDFs) should regularly be emailed to the VA representatives at least one week after inspection to include maintenance provided, whether or not the unit passed, and any other deficiencies with the equipment to include cost line items and weekly so that a comprehensive schedule of the contractor’s work is retained for records as required by government records agencies.

10) GENERAL REQUIREMENTS

a) The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

11) GRAY MARKET PREVENTION LANGUAGE

a) Gray market items are Original Equipment Manufacturers’ (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a services contract for maintenance of medical equipment for VA Health Care Systems. No remanufactures or gray market items will be acceptable.

b) The Contractor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

c) The delivery of gray market items to the VA in the fulfillment of an order/award/contract constitutes a breach of contract. Accordingly, VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at VA’s election, allowing the Contractor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA Health Care System upon discovery of such items.

12) NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS RECORDS MANAGEMENT OBLIGATIONS

1. Applicability

1.1. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

2. Definitions

2.1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

2.2. The term Federal record:

2.2.1. includes Department of Veteran Affairs records.

2.2.2. does not include personal materials.

2.2.3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.

2.3. may include deliverables and documentation associated with deliverables.

3. Requirements

3.1. 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. chs. 21, 29, 31, 33), NARA regulations at 36 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.

3.2. 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.

3.3. 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.

3.4. Department of Veteran Affairs 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 Department of Veteran Affairs 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 Department of Veteran Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

3.5. The Contractor shall immediately notify the appropriate Contracting Officer 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 action. 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 Department of Veteran Affairs 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 Contracting Officer or address prescribed in the contract action. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

3.6. The Contractor is required to obtain the Contracting Officer'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 Department of Veteran Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

3.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veteran Affairs policy.

3.8. The Contractor shall not create or maintain any records containing any non-public Department of Veteran Affairs information that are not specifically tied to or authorized by the contract.

3.9. 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 Freedom of Information Act.

3.10. The Department of Veteran Affairs 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 Department of Veteran Affairs 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 FAR 52.227-11 through FAR 52.227-20.

3.11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veteran Affairs-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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

4. Flow down of requirements to subcontractors

4.1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract action, and require written subcontractor acknowledgment of same.

4.2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

See attached document: S02 - 36C26325Q0290.

See attached document: WD - Douglas County.

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