36C78620Q0347.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice J041 New HVAC Service Requirement | Provide complete Preventive Services on Government owned Heating, Ventilation & Air Conditioning (HVAC) System - GBH. Solomon Saratoga NC Period of Performance (PoP): Base Year with Four Opt Yrs.

22172 36C78620Q0347 10-02-2020 16:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

238220 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172 Kenneth Randle

(703) 630-9356 Kenneth.Randle@va.gov 703-630-9356 G.B.H. Solomon Saratoga National Cemetery 200 Duell Road Schuylerville

NY

12871-1721

USA

https://www.va.gov Department of Veterans Affairs Kenneth.Randle@va.gov Contracting Specialist

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Place of Performance: Saratoga National Cemetery 200 Duell Road, Schuylerville NY 12871-1721

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78620Q0347

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2020-7.

This is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

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

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to an acquisition approach.

The U.S. Department of Veteran Affairs, National Cemetery Administration anticipates the award of a Firm Fixed Priced Requirement Contract for HVAC Preventive Maintenance Services to be performed at G.B.H. Solomon Saratoga National Cemetery, 200 Duell Road. Schuylerville, NY 12871-1721

POST AWARD CONFERENCE: Date and time to be determined (TBD) after contract award.

SITE VISIT: Offerors or quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection at G.B.H. Solomon Saratoga National Cemetery, YOU MUST CONTACT one of the following cemetery personnel to make arrangements:

Mr. Scott Lamb, Cemetery Director…………………………………………… (518) 581-9212 Mr. Willard (Bill) Nelson, Foreman…….………………………………………(518) 581-9212 Facsimile #............................................................................................................(518) 583-6975

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 16:00 on 2 Oct 2020. Responses to this announcement will result in a Firm-Fixed Priced Requirement Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

Questions pertaining to this announcement must be sent by email to Kenneth.Randle@va.gov. by no later than close of business, 17 Sep 2020. Telephone inquiries will not be accepted.

PRICE SCHEDULE: Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary to provide complete Preventive Maintenance Services on Government owned Heating, Ventilation & Air Conditioning (HVAC) System located at Saratoga National Cemetery, 200 Duell Road, Schuylerville NY 12871-1721.

The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly.

Offerors are to understand the quantities stated in the schedule are estimates for pricing purposes only. The schedule price provide shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs)

Offerors shall enter unit price and total amounts for eat CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be the intended proposed price and the total of the CLINs will be recomputed accordingly.

Term of Contract: The contract shall contain one (1) base period effective from October 1, 2020 or from Date of Award through September 30, 2021, with four (4) one-year renewable options. The aforementioned is intended to briefly describe the services involved. All services described in the Work Statement, including specifications, schedules, addenda, clauses, terms and conditions of the solicitation shall form the complete scope of work.

Base Period: October 1, 2020 or from Date of Award thru September 30, 2021

General & Emergency Equipment Repair & Services (Base Period)

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.

Option Year I: October 1, 2021 thru September 30, 2022

General & Emergency Equipment Repair & Services (Option Year I)

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.

Option Year II: October 1, 2022 thru September 30, 2023

General & Emergency Equipment Repair & Services (Option Year II)

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.

Option Year III: October 1, 2023 thru September 30, 2024

General & Emergency Equipment Repair & Services (Option Year III)

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.

Option Year IV: October 1, 2024 thru September 30, 2025

General & Emergency Equipment Repair & Services (Option Year IV)

Note: Hourly rates include all travel to and from the Saratoga National Cemetery. Parts shall be listed separately on the repair invoice less any discount percentage offered.

Price Schedule Summary (Scheduled PM Services Only)

Base Period

(End of Price Schedule)

SECTION - B

B.2 DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

B.3 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 3 million gravesites at 131 National Cemeteries in 39 states and Puerto Rico that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

B.4 GENERAL REQUIREMENTS

The Contractor shall provide all resources required for the provision of Preventive Maintenance Services program including labor, parts, materials, lubricants, refrigerants, cleaning fluids, equipment, tools and travel. Contractor is responsible to determine the nature & extent of any work required to restore equipment to satisfactory condition and operation.

B.4.1 Preventive Maintenance Service is defined as "services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated with minimal incidence of malfunction or inoperative conditions". This contract also provides for General & Emergency Repair Services not covered under Scheduled Preventive Maintenance Services.

B.4.2 General & Emergency Repair Services: On an as needed / as requested basis, the Contractor shall provide general and emergency equipment repair services on all equipment listed in A.3.2 and A.3.3 below. Prior to commencement of any general or emergency repair work, the Contractor shall obtain written approval from the COR or designee.

Note: Base and Option Year Labor Rates & Parts Discount for Modifications to the HVAC System are not purchased by this contract. Contractors are advised to provide their best hourly rates and parts discount percentage when submitting their offer for any additional services not covered by this contract. VA reserves the right to purchase repair services from sources other than the contract awardee when determined to be in the best interest of the Government.

B.4.3 Scheduled Preventive Maintenance Services: The HVAC System shall be checked two (2) times per year to include the following:

(a) Replace filters, lubricate motors & bearings;

(b) Check refrigerant operation pressures;

(c) Check electrical components and unit efficiency; and

(d) Check heating operations.

B.4.4 REPLACE FILTERS, LUBRICATE MOTORS, AND BEARINGS

Remove and replace all existing filters. Lubricate all drive bearings, clean debris from evaporator and condenser coils. Chemically clean all coils one (1) time annually.

B.4.1 1 CHECK REFRIGERANT OPERATION PRESSURES

Connect gauge manifold to refrigeration circuit, read pressures of high side and low side, ensuring that they correspond with conditioned space temperature, outside temperature and humidity.

B.4.1 2 CHECK ELECTRICAL COMPONENTS AND UNIT EFFICIENCY

Visually inspect conductors, relays, contacts and wiring. Take amperage readings of motors and compressors at maximum load to determine their efficiency. Check and replace belts as needed.

B.4.1 3 CHECK HEATING OPERATIONS

Inspect and clean heat exchanger assemblies, gas valve operation, start-up, shut down cycles, and gas pressures.

B.4.1 4 MAINTAIN AN ON-SITE LOGBOOK

After completion of service maintenance, technician shall record and report to cemetery representative a list of deficiencies or potential problems which may occur.

B.5 EQUIPMENT

B.5.1 SYSTEMS TO BE SERVICED

Maintenance shall be provided on the following systems and/or individual components as follows:

B.5.2 On each inspection, Contractor shall perform the following services:

· Check all operating and safety controls

· Check all electrical connections

· Check refrigerant charge and oil level in compressor if sight glass is installed

· Check belts and adjust; replace as needed

· Inspect and Clean heat exchanger assemblies, gas valve operation, startup/shutdown cycles, and gas pressures

· Check amp reading on compressors to determine efficiency

· Grease motors and bearings as necessary

· Check for refrigerant leaks

· Clean condensate drains

· Check overall system performance

· Maintain an on-site logbook

B.6 FEDERAL HOLIDAYS

All work under this contract shall be done during normal business days and daylight hours unless otherwise required. Work is normally not conducted on Federal holidays. The following is a list of Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

(END OF STATEMENT OF WORK / SPECIFICATIONS)

INSTRUCTIONS TO OFFERORS: Interested Offerors MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the offeror being considered Non-Responsive. Service Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with the Vendor Information Pages (VIP) and the Verification Case Management System (VCMS) via www.vip.vetbiz.gov (VetBiz.Gov) Interested Offerors who do not have a current/active Sam account registration or whom are not certified in VIP will be considered non-responsive.

REGISTRATION WITH VENDOR PORTAL: All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov . Offerors who require registration shall proceed to the Vendor Portal’s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a Quote/Proposal through the vendor portal domain, prior to the Quote/Proposal closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov. If an Offeror is still having difficulties in submitting a proposal via the Vendor Portal the contracting officer/Specialist may accept an Offeror’s Quote/Proposal via email under the following circumstances:

1. Offeror must provide evidence that an email discussions or verbal discussion with the VAAS helpdesk could not resolve registration issues.

2. Offerors must meet the time constraints as set forth in the solicitation.

Submitted Quotes/proposals via email without set requirements may be considered nonresponsive. All Quote/Proposals transmissions and uploads submitted via the Vendor Portal or via email are due as specified in this solicitation. Late or incomplete Quotes may also be considered nonresponsive. Additionally, prospective offerors must also be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.sam.gov.

QUOTATION PREPARATON INSTRUCTIONS: Offerors shall submit quotes in four (4) separate volumes and in Adobe Acorbat (.pdf) format. Offerors who fail to provide Volumes A through D will result in the Contractor being considered non-responsive.

Company Information (Volume A) The following information shall be included in Volume A:

· Legal Business/Company Name (as listed in www.sam.gov)

· Complete Company Address (No P.O. Boxes)

· Duns Number

· Company Point of Contract Name and Title

· Telephone Number

· Email Address

· Company Capabilities Statement

· One (1) Signed Copy of all Solicitation Amendments

· One (1) Copy of Completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” (if applicable).

· One (1) copy of Completed FAR Provisions 52.212-3 “Certifications and Representations” or indicate whether contractor has completed the annual representation and certifications electronically at www.sam.gov (copy of current SAM status)

Technical Proposal (Volume B) The following shall be included as part of the Offeror’s technical submission, Volume B:

· Company relevant experience descriptions

· Managerial & Technical Qualifications of Key Personal to include Resumes

· Relevant work qualifications of proposed sub-contractor and approximate percentage of work subcontractors will perform. Interested Offerors shall reference VAAR 852.219-10

· Work Plan/Staffing Plan to accomplish the required services to include man hours, methodology, list of equipment/vehicles to be used, licenses, permits and insurance information.

Past Performance (Volume C) The following shall be included as part of the Offeror’s Past Performance submission, Volume C:

· Past performance Questionnaire (Attachment D) from at least three (3) references in the last five (5) years. Past Performance information provided must be similar or somewhat similar to the required service(s). Interested Offeror shall list any National Cemetery Administration (NCA) contracts currently working or previously worked first followed by Non-NCA contracts.

Pricing (Volume D) The following information shall be included in Volume D

· Proposed pricing shall be submitted on the Price/Cost Schedule of Services (Attachment A)

EVALUATION PROCESS: The Government intends to award a Base and 4 Option Year - Standalone Firm Fixed Priced contract resulting from this Solicitation to the responsible Offeror whose Offer/Quote provides the best benefit to the Government, price and other factors considered. Quotations/Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the “best” as a whole.

Quotations/Offerors will be evaluated by performing a direct comparison of one Quotation/Offer with another in a uniform manner to determine which Quotation/Offer provides the government with its needs, as identified in the RFQ. The government reserves the right to consider a response that Quotes or Offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept other than the lowest priced Quoter/Offer that provides additional benefits. The government also has the discretion to make an award based on whether the lowest priced of the quotations/Quotations having the highest past performance rating possible represents the best benefit to the government.

Technical Approach and Understanding of the Work:

Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. Technical approach will be evaluated for the following:

1. Demonstrate experience in performing this requirement.

2. Demonstrate Key Personal have the managerial and technical qualifications in performing this requirement.

3. Demonstrate Work Plan/Staffing Plan is suitable in performing this service

Past Performance:

Past performance shall be evaluated based on the Offer’s technical qualifications on projects within the last 5 years that are comparable in size, complexity, and scope. Past Performance information shall be obtained by the following methods.

1. The Contracting Officer’s knowledge of previous experience with the supply or service being acquired;

2. Customer past performance questionnaire replies

3. The Governmentwide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov or;

4. Any other reasonable basis.

Price: Proposed price will be evaluated for Fairness and Resonableness.

SOLICITATION PROVISIONS AND CONTRACT CLAUSES:

Solicitation Provisions and Contract Clauses The full text of FAR/VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

https://www.va.gov/oal/library/vaar/

The following solicitation provisions apply to this acquisition:

FAR 52.212-1 Instructions to Quoters – Commercial Items (MAR 2020) FAR 52.212-2 Evaluation – Commercial Items (OCT 2014) FAR 52.212-3* Offeror Representations and Certifications-Commercial Items (MAR 2020) VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) VAAR 852.215-70 VA Notice of Total Service-Disabled Veteran-Owned Small Business Evaluation Factors (Oct 2019) VAAR 852.215-71 Evaluation Factor Commitments (Oct 2019) *Quoters must complete annual representations and certifications on-line at www.sam.gov in accordance with FAR 52.212-3 “Quoters Representations and Certifications – Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following solicitation clauses apply to this acquisition:

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018) applies to this acquisition.

Addendum to FAR clause 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018):

FAR 52.216-27 Single or Multiple Awards (Oct 1995) FAR 52.217-8 Option to Extend Services (Nov 1999) (30 days) FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000) (30 days) (shall not exceed 5 years and 6 months) FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) FAR 52.237-3 Continuity of Services (Jan 1991) VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business (Jul 2019) (DEVIATION) VAAR 852.219-74 Limitations on Subcontracting – Monitoring and Compliance (Jul 2018) VAAR 852.219-75 Subcontracting Commitments Monitoring and Compliance (Jul 2018) VAAR 852.219-76 Subcontracting Plans Monitoring and Compliance (Jul 2018) VAAR 852.232-72 Electronic Submission of Payments Requests (Nov 2012) VAAR 852.237-70 Contractor Responsibilities (Apr 1984) The clause at 52.212-5 “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (Oct 2018) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (b)(18), (b)(22), (b)(25), (b)(26), (b)(27), (b)(28), (b)(30), (b)(33)(i), (b)(42), (b)(49), (b)(55), (c)(2), (c)(8), and (c)(9).

End of Document See attached document: P02 - Past Performance Questionaire.

See attached document: Wage Determinations Saratoga _ Albany Counties - 22 Aug 2020.

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