36C78625Q50081 West Virginia HVAC PM Services Combined Synopsis.pdf

GENERAL INFORMATION:

Document Type:

Solicitation Number:

Title:

Post Date:

Original Response Date:

Applicable NAICS:

PSC:

Set Aside Type:

Period of Performance:

Issuing Contracting Office:

Place of Performance:

Attachments:

Combined Synopsis Solicitation

36C78625Q50081

West Virginia National Cemetery Heating, Ventilation & Air Conditioning

(HVAC) System Preventive Maintenance Services

12/13/2024

01/10/2025 at 10:00 am EST

238220 (Plumbing, Heating, and Air-Conditioning Contractors)

J045 (Maintenance -Repair of Plumbing- Heating Equipment

100% Service-Disabled Veteran Owned Small Business (SDVOSB) Set Aside

Base plus (4) Four One Year Option Periods, if exercised

Base: 15 January 2025 – 14 January 2026

Option Year 1: 15 January 2026 – 14 January 2027

Option Year 2: 15 January 2027 – 14 January 2028

Option Year 3: 15 January 2028 – 14 January 2029

Option Year 4: 15 January 2029 – 14 January 2030

Department of Veterans Affairs National Cemetery Administration, Contract Services

18434 Joplin Road

Triangle, VA 22172

West Virginia National Cemetery

42 Veterans Memorial Lane, Grafton, West Virginia 26354

A - Statement of Work

B - Pricing Schedule

C - Subcontractor List

D - Past Performance Questionnaire

This is a combined synopsis/solicitation for commercial services 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; quotes are being requested and a written solicitation will not be issued.

This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78625Q50081.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC)

2025-01 with an effective date of 11/12/2024.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 238220. The business size standard is $19 million.

PRICE SCHEDULE: See Attachment B. The schedule price for each CLIN should be all-inclusive, including all supervision, labor, equipment, materials, and supplies. Pricing shall be FOB Destination and in accordance with the Statement of Work and Terms and Conditions of this Combined Synopsis/Solicitation.

Offerors shall enter the unit price and total amounts for each CLIN as indicated in the schedule –

Attachment B. In the event the Offeror did not add the total estimated price correctly, the Government will utilize the unit price(s) to compute the correct total estimated price.

DESCRIPTION OF REQUIREMENT: See Statement of Work at Attachment A.

CONTRACT DATES: The period of performance will be one (1) base year and four (4) one-year option periods, if exercised from the date of award.

DELIVERY/ACCEPTANCE LOCATION: The delivery and acceptance location will be at the Place of

Performance address listed on page 1 of this Combined Synopsis/Solicitation.

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

The U.S. Department of Veteran Affairs, National Cemetery Administration, anticipates the award of a

Firm Fixed Priced (FFP) contract with a Base plus (4) four option year periods for the West Virginia

National Cemetery Heating, Ventilation & Air Conditioning (HVAC) System Preventive Maintenance

Service. All questions regarding this requirement should be sent to the Contract Specialist by following the instructions in the “RFQ QUESTIONS” section of this Combined Synopsis Solicitation. The Contract

Specialist will then issue an amendment(s) answering all the questions received by the question due date.

Potential Offerors are responsible for checking SAM.gov for issued Amendments to this Combined

Synopsis Solicitation.

PRE-QUOTATION SITE VISIT:

Quoters are urged and expected to attend the Site Visit where these 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 the sites constitute grounds for a claim after this contract is awarded. There will be (2) two

Site Visit for this requirement on the first one will be on Monday, December 23, 2024, between the hours of

07:00 a.m. to 4:00 p.m. EST and on Friday, December 27, 2024, between the hours of 07:00 a.m. to 4:00 p.m.

EST. Both Site Visits will be conducted at West Virginia National Cemetery Administration Building @ 42

Veterans Memorial Lane, Grafton, West Virginia 26354.

Interested parties shall meet at West Virginia National Cemetery (Administration Building) on

December 23rd and 27th @ the times listed above. Interested prospective quoters should attend the scheduled site visit. Please meet Richard Colosky in front of the (Administration Building).

These will be the only (2) site visits that will be scheduled for this requirement. No other individual tours will be scheduled, and questions received after Monday, December 30, 2024 @ 10:00 a.m.

PAYMENT: 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 (OCT 2018)

INSTRUCTIONS TO OFFERORS: All prospective offerors must be registered with the System for

Award Management (SAM) website and complete the Online Representations and Certifications at

SAM.gov prior to the solicitation close date. Failure to comply will result in the Offeror being considered ineligible.

Service-Disabled Veteran Owned Small Business (SDVOSB) socio-economic category concerns MUST also have an active/current registration with SBA VetCert (www.veterans.certify.sba.gov). Failure to comply will result in the Offeror being considered ineligible.

RFQ QUESTIONS: All questions regarding this solicitation are to be submitted to the Contract Officer, via email, no later than 10:00 am EST, Monday, December 30, 2024. Questions pertaining to this announcement shall be sent by email to: renetta.prince@va.gov. Telephone inquiries will not be accepted.

Amendments will be issued to answer all questions that are submitted on or before this deadline.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting Officer no later than 10:00 am EST on Friday, January 10, 2024. Email responses to renetta.prince@va.gov.

Responses to this announcement will result in a Firm Fixed Priced (FFP) Contract with a base plus four

(4) one-year option periods, if exercised. 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 SAM.gov. Failure to provide a signed amendment as part of the quotation submission will result in being considered ineligible.

QUOTATION FORMAT AND SUBMITTAL INFORMATION: Quotes must be submitted on company letterhead in either Microsoft or Adobe PDF platforms and submitted by email to the individuals listed in the Response to Request for Quotation (RFQ) section of this Combined Synopsis

Solicitation. Quoters are hereby advised that any Offeror-imposed terms and conditions which deviate from the Government’s Terms and Conditions may render the Offeror’s quote Unacceptable, and thus ineligible for award.

All quotes shall include the following information as part of their submission:

Volume A- Administrative

• Legal Business/Company Name (as listed in SAM.gov)

• Unique Entity ID (UEI)

• Point of Contact

• Telephone Number

• Email Address

• Signed and dated copy of each Amendment, if applicable

• Completed Price Schedule (Attachment B)

• Completed copies of the following Provisions are required (these are not included on SAM.gov):

o FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (if not completed on SAM.gov) o FAR 52.229-11 Tax on Certain Foreign Procurements – Notice and Representation o FAR 52.223-22 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals-

Representation (if not completed on SAM.gov)

• Completed copy of VAAR 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (Jan 2023) (Deviation) https://sam.gov/content/home http://www.veterans.certify.sba.gov/ mailto:renetta.prince@va.gov.

mailto:renetta.prince@va.gov.

https://sam.gov/content/home

Volume B - Technical Proposal

The following shall be included as part of the Quoter’s Technical Submission, Volume B:

• The contractor’s capability statement, not to exceed 7 pages, demonstrating how it will meet the technical requirement listed under the technical approach in accordance with Heating, Ventilation & Air

Conditioning (HVAC) System Preventive Maintenance Services Procedures as described in the SOW. The contractor’s capability statement should not copy or restate directly from the solicitation.

• Provide proof of 3 years of experience providing Heating, Ventilation & Air Conditioning (HVAC)

System Preventive Maintenance Services IAW requirements in this SOW.

• One (1) Copy of the Subcontractor List (Attachment C). The list should include the business name, contact information, employee names, business size of the subcontractor and list what services they will perform.

If the contract will be self- performed, then the prime contract must provide one (1) written certification/document attesting to self-performance. Failure to comply may result in the Quoter being ineligible for award.

Volume C - Past Performance

The following shall be included as part of the Quoter’s Past Performance submission, Volume C

• Past Performance Questionnaire (Attachment D)

Volume D - Pricing

The following information shall be included in Volume D

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

QUOTATION PREPARATON INSTRUCTIONS: Contractors are strongly encouraged to follow the following format to submit their package. Quoters shall submit quotes in four (4) separate

Adobe Acrobat (.pdf) documents identifying each .pdf document as Volumes A, Volume B, Volume C, and

Volume D.

*NOTE – It is the responsibility of the Offeror to ensure they have completed all other Annual

Representations and Certification Provisions electronically in the System for Award Management (SAM) accessed through https://sam.gov.

In accordance with Public Law 116-183 a Small Business claiming Veterans First Status, Service Disable

Veteran Owned Small Business (SDVOSB), or Veteran Owned Small Business (VOSB), must certify in writing that their firm are performing 51 percent of the work. Therefore, Interested Quoters who claim

SDVOSB or VOSB status shall provide (1) document stating their compliance with PL 116-183. Failure to comply shall result in the Quoter being ineligible for award. Should award be made to an SDVOSB or a VOSB who is suspected of violating PL 116-183 this Agency will refer suspected violators to its department’s inspector general for investigation and possible fines, suspensions, or debarment.

EVALUATION PROCESS:

Quotes will be evaluated using FAR Part 13 procedures. The Government will award a single contract resulting from this Combined Synopsis/Solicitation to the responsible quoter with the Lowest Price

Technically Acceptable offer. This means that the Quoter with the lowest evaluated price, meeting or exceeding the acceptability standards for non-cost factors will receive the award. The lowest price quote will be sent for technical review and if found technically acceptable, award will be made to that Quoter, as long as the Quoter can be determined responsible. If the lowest priced quote is not found technically acceptable, then the next lowest quote will be sent for technical review. This process will continue until a quote is found technically acceptable.

The non-cost factors used to evaluate offers are: Technical Acceptability

1. The contractor’s capability statement, not to exceed 7 pages, demonstrating how it will meet the technical requirement listed under the technical approach in accordance with Heating, Ventilation

& Air Conditioning (HVAC) System Preventive Maintenance Services Procedures as described in the SOW. The contractor’s capability statement should not copy or restate directly from the solicitation.

2. Provide proof of 3 years of experience providing Heating, Ventilation & Air Conditioning

(HVAC) System Preventive Maintenance Services IAW requirements in this SOW.

3. One (1) Copy of the Subcontractor List (Attachment C). The list should include the business name, contact information, employee names, business size of the subcontractor and list what services they will perform. If the contract will be self- performed, then the prime contract must provide one

(1) written certification/document attesting to self-performance. Failure to comply may result in the Quoter being ineligible for award.

PAST PERFORMANCE

Past Performance will be evaluated for recent and relevant experience. To demonstrate recency and relevancy, the Quoters shall submit at least three (3) past performance questionnaires from projects they worked on within the last five (5) years. The questionnaires should be for contracts that are similar in size, scope, and complexity. The questionnaires may include the same projects used to demonstrate experience in the technical acceptability section. If an Quoter does not submit the requested number of pasts performance questionnaires, it will be assumed they have limited or no recent and/or relevant experience.

The Quoter is to utilize Attachment D - Past Performance Questionnaire and submit copies with their offer. The Government also reserves the right to use past performance information available from other sources, such as Contractor Performance Assessment Reporting System (CPARS). It’s at the

Government’s discretion to decide whether they confirm the accuracy of the Past Performance questionnaires and/or CPARS; however, if the Government chooses to confirm past performance, it will do so for all Quoters that submitted Past Performance information.

POST AWARD CONFERENCE: A Post-Award conference will be scheduled by the Contract

Specialist to discuss the requirements with the Awardee and all other stakeholders.

CONTRACT CLAUSES AND SOLICITATION PROVISIONS:

DIGNITY CLAUSE

Respect for Headstones and Markers in National Cemeteries

Handling of Markers and Headstones

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our

Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

b. No tools, equipment or other items will be placed or leaned on headstones or markers.

c. Use care not to scratch or damage markers in any manner.

d. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

e. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the contractor must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant

Director, or CO for guidance or resolution.

The contractor is required to discuss the guidance with employees and/or subcontractors.

(End of Clause)

52.212-4 Contract Terms and Conditions-Commercial Items (Nov 2023)

Addendum to FAR 52.212-4 Clauses in corporate by reference in numeric order starting with FAR and followed by VAAR.

The following solicitation clauses apply to this acquisition:

52.252-2 Clauses Incorporated by References (FEB 1998). The full text of FAR/VAAR clauses may be accessed electronically at:

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

FAR 52.204-13 System for Award Management Maintenance (Oct 2018)

FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

FAR 52.223-5 Pollution Prevention and Right-to-Know Information (May 2024)

FAR 52.228-5 Insurance-Work on a Government Installation (Jan 1997)

52.232-1 Availability of Funds (APR 1984)

VAAR 852.201-70 Contracting Officer’s Representative (Dec 2022)

VAAR 852.203-70 Commercial Advertising (May 2018)

VAAR 852.232-72 Electronic Submission of Payment Requests (Nov 2018)

End of Addendum to 52.212-4

52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders-

Commercial Items (May 2024)

• Applicable Clauses within 52.212-5 are: (b)(4), (b)(5), (b)(9), (b)(12), (b)(18), (b)(25), (b)(26), (b)(31), (b)(32), (b)(33), (b)(34), (b)(35), (b)(36), (b)(37), (b)(39), (b)(46), (b)(49), (b)(51), (b)(55), (b)(56), (b)(59).

(End of Clause)

FAR 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 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 prior to the end of each period.

(End of clause)

FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) https://www.acquisition.gov/browse/index/far http://www.va.gov/oal/library/vaar/

(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 60 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, 6 months.

VAAR 852.219-73 VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small

Businesses (JAN 2023)

(a) Definition. for the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern -

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see

VAAR802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled

Veteran with permanent and severe disability, the spouse or permanent caregiver of such

Veteran;

(iii) The business meets Federal small business size standards for the applicable North

American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/;

and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration

SBA regulations regarding small business size and government contracting programs at 13

CFR parts 121 and 125 provided that and references therein to the service-disabled-veteran owned-small business concern or SDVO SBC is to be constructed to apply a VA verified and

VIP-listed SDVOSB, unless otherwise stated in the clause.

(2) The term “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the

Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) http://www.vetbiz.va.gov/vip/%3B https://www.acquisition.gov/vaar/part-819-small-business-programs#Subpart_819_70_T48_50212197 of this clause).

(b) General.

(1) Quoters are solicited only from VIP-listed SDVOSBs. Quoters received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.

(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an

SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO

SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases).

When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract:

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF

125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed

SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[Contracting Officer check as appropriate.]

X By the end of the base term of the contract or order, and then by the end of each subsequent option period; or

By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's

SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).

VAAR 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction.

(Jan 2023) (Deviation)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in

FAR 19.102.]

(i) □ Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in

852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) □ General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) □ Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed

SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States

Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sept 2023)

Addendum to FAR 52.212-1 List all provisions incorporated by reference in numeric order starting with

FAR and followed by VAAR.

The following solicitation provisions apply to this acquisition:

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998). The full text of FAR/VAAR

Provisions may be accessed electronically at:

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

FAR 52.204-7 System for Award Management (Oct 2018)

FAR 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

FAR 52.204-20 Predecessor of Offeror (Aug 2020)

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services

Or Equipment (Nov 2021)

FAR 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial

Services (May 2024)

VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008)

• Applicable provisions within VAAR 852.252-70 are: FAR 52.204-24, FAR 52.229-11, FAR 52.212-3 and FAR 52.223-22.

End of addendum to 52.212-1

Addendum to FAR 52.212-2 Evaluation – Commercial Products and Commercial Services (Nov 2022)

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

The following factors shall be used to evaluate offers:

Technical

Price

(b) Options. 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 https://www.acquisition.gov/browse/index/far http://www.va.gov/oal/library/vaar/ unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the

Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful

Quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

ATTACHMENT A

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 SCOPE

This is a full-service maintenance contract. The Contractor shall furnish all labor, equipment, parts, materials, supplies, and transportation necessary to perform Scheduled Preventive Maintenance Services on Government owned HVAC System located at the West Virginia National Cemetery, 42 Veterans Lane, Grafton WV. 26354

A.2 GENERAL REQUIREMENTS

The Contractor shall provide all resources required for the provision of Preventive Maintenance Services program in accordance with the equipment manufacturers scheduled maintenance procedures 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 proper condition for operation.

A.2.1 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".

Note: Base and Option Year Labor Rates & Parts Discount for Modifications to the HVAC System are not purchased 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.

A.2.3 Scheduled Preventive Maintenance Services: The HVAC System shall be checked four (4) times per year to include the following:

SPRING COOLING MAINTENANCE CHECKLIST (Cooling Start Up)

(a) Replace filters (MERV 10 and AstroCel HCX unless specified other)

(b) Lubricate all moving parts (grease all bearings, oil all motors to reduce friction, wear, and electric usage

(c) Inspect for leaks (visually inspect for refrigerant, water, gas, exhaust, air, oil leaks)

(d) Inspect blower section (check belts and sheaves for wear and or misalignment. Adjust as necessary and replace belts as necessary)

(e) Inspect and tighten electrical connections, measure voltage and current on motors (inspect for worn, pitted, or doubtful contactors, relays, capacitors)

(f) Clean condensate drains, pan and trap (clean pan and clear lines and use algae tablets in pan as necessary)

(g) Clean condenser coil (clean condenser coil using water and coil cleaner when applicable)

(h) Clean evaporator coil surfaces (no rinse foam spray only)

(i) Check supply and return air temperature differential (check refrigerant pressures only if needed to avoid unnecessary refrigerant loss)

(j) Check economizer, enthalpy controls and damper settings for proper operation.

(k) Check system controls to ensure proper and safe operation (cycle the system for seasonal use to ensure the unit properly starts, operates, and shuts down. Test and inspect all safety controls for proper operation)

(l) Check electrical components and unit efficiency; and

(m) Check heating operations.

A.2.4 SUMMER COOLING MAINTENANCE CHECKLIST

(b) Lubricate all moving parts (grease all bearings, oil all motors to reduce friction wear and electric usage)

(c) Check thermostat settings to ensure proper function and calibration.

(d) Inspect for leaks (visually inspect refrigerant, water, gas, exhaust, air, oil leaks etc.)

(e) Inspect blower section (check belts and sheaves for wear and / or misalignment. Adjust as necessary.

A.2.5 FALL HVAC CHECKLIST

(b) Lubricate all moving parts (grease all bearings, oil all motors to reduce friction, wear, and electric usage)

(c) Check thermostats and sensors to ensure proper function and calibration.

(d) Inspect blower section (check belts and sheaves for wear and/or misalignment

(e) Check economizer, enthalpy controls, and damper settings for proper operation to ensure maximum unit efficiency.

(f) Check system controls to ensure proper and safe operation (cycle the system for seasonal use to ensure unit properly starts, operates and shuts down. Test and inspect all safety controls for proper operation.

(g) Check heat exchanger for holes/cracks to prevent fire and carbon monoxide hazards.

(h) Inspect all: Burners, combustion chambers, flue, gas pressure, (clean burners, pilot assemblies, flame sensors, inspect gas/oil connections)

(i) Sequence electric heat, check AMP draw (electric)

(j) Inspect and tighten electrical connections, measure voltage and current on motors (inspect for worn, pitted, or doubtful contactors, relays, capacitors, etc.)

A.2.6 WINTER HVAC CHECKLIST

(b) Lubricate all moving parts (grease all bearings, oil all motors, to reduce friction, wear, and electric usage)

(c) Check thermostats and sensors to ensure proper function and calibration.

(d) Inspect for leaks (visually inspect for refrigerant, water, gas, exhaust, air, oil, leaks etc.)

(e) Inspect blower section (check belts and sheaves for wear and/or misalignment. Adjust as necessary, replace belts as necessary.

(f) Check economizer, enthalpy controls and damper settings for proper operation to insure maximum unit efficiency.

A.2.7 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.

A.3 EQUIPMENT

A.3.1 SYSTEMS TO BE SERVICED

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

Equipment Model# Serial #

AAON Chiller CFA-020-C-A-3-DC00K 2020009-CNCP08409

AAON AHU V3-DRB-3-0-162C-000 202009-CJD06357

HTP Boiler ELX-400FBN 072020B1024580

Nortek Reznor VCT-60 BTG3062041134

Gas Water Heater PH100-55 062920e1022067

A.4 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

Juneteenth

Fourth of July

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

A.5 CONTRACT MANAGEMENT

A.5.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice for the work to be performed under this contract. Such designation shall be in writing and shall define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The VA Contracting Officer shall delegate one (or more) representatives to serve as the

Contracting Officer’s Representative (COR). Duties and responsibilities of the COR include, but are not limited to, the following:

(i) Provides contract oversight and technical guidance to the Contractor.

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Determining whether contract deliverables meet functional, technical and performance specifications.

(iv) Verification / certification of payments to the Contractor for services rendered.

(v) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(vi) The COR may not modify the intent or the terms and conditions of the contract.

(c) Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government

Contracting Officer.

A.5.2 Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

A.5.3 Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the

Government and the Contractor. The Government shall provide, at the time of contract award, a list of

Government personnel authorized to act as Contracting Officer's Representatives.

A.6 RESPONSIBILITIES

A.6.1 INSURANCE, LICENSES & PERMITS

(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(b) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.

(c) The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of West Virginia.

A.6.2 LIABILITY & INDEMNIFICATION

(a) The Contractor shall take all necessary precautions to prevent damage to cemetery structures and

Government property. The Contractor shall be charged current replacement costs for any property damaged because of actions by Contractor personnel.

(b) It is agreed and understood that there is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.

(c) The Department of Veterans Affairs shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.

A.6.3 MISCELLANEOUS

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

(b) Minimum qualifications for technicians are knowledge of all listed equipment and any manufacture required training and certifications.

AAON Chiller CFA-020-C-A-3-DC00K 2020009-CNCP08409

AAON AHU V3-DRB-3-0-162C-000 202009-CJD06357

HTP Boiler ELX-400FBN 072020B1024580

Nortek Reznor VCT-60 BTG3062041134

Gas Water Heater PH100-55 062920e1022067

(c) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the

Contractor in all work performed. Appropriate safety equipment shall be furnished by the

Contractor-to-contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

(End of Work Statement)

ATTACHMENT B

PRICE SCHEDULE

Base Year: From Date of Award thru One Year

CLIN DESCRIPTION

EST

QUANITY UNIT

UNIT

COST TOTAL EST COST

Scheduled Annual

"Preventive

Maintenance Services" for Government owned

HVAC System and Gas

Hot Water Boiler. 4 Job

0002 Trip Charge 4 Job

Grand Total Estimated Cost $________

Option Year I: From Date of Award thru One Year

EST

QUANITY UNIT

UNIT

COST TOTAL EST COST

Scheduled Annual

"Preventive

Maintenance Services" for Government owned

HVAC System and Gas

Hot Water Boiler. 4 Job

1002 Trip Charge 4 Job

Option Year II: From Date of Award thru One Year

EST

QUANITY UNIT

UNIT

COST TOTAL EST COST

Scheduled Annual

"Preventive

Maintenance Services" for Government owned

HVAC System and Gas

Hot Water Boiler. 4 Job

2002 Trip Charge 4 Job

Option Year III: From Date of Award thru One Year

EST

QUANITY UNIT

UNIT

COST TOTAL EST COST

Scheduled Annual

"Preventive

Maintenance Services" for Government owned

HVAC System and Gas

Hot Water Boiler. 4 Job

3002 Trip Charge 4 Job

Option Year IV: From Date of Award thru One Year

EST

QUANITY UNIT

UNIT

COST TOTAL EST COST

Scheduled Annual

"Preventive

Maintenance Services" for Government owned

HVAC System and Gas

Hot Water Boiler. 4 Job

4002 Trip Charge 4 Job

PRICE SUMMARY TOTALS

Total Cost

Base Year – 01/15/25 thru 01/14/26: $

Option Year 1 – 01/15/26 thru 01/14/27: $

Option Year 2 – 01/15/27 thru 01/14/28: $

Option Year 3 – 01/15/28 thru 01/14/29: $

Option Year 4 – 01/15/29 thru 01/14/30: $

Grand Total (Base + all Option Years): $

(End of Price Schedule)

C Sub-Contractor Participation Document

1. Prime Contractor Size:

Indicate the applicable size and socioeconomic categories -- all that apply:

{ } Other than Small Business or

{ } Small Business also categorized as a

{ } Small Disadvantaged Business (SDB)

{ } Woman-Owned Small Business (WOSB)

{ } Historically Underutilized Business Zone (HUBZone) Small Business

{ } Service Disabled Veteran Owned Small Business (SDVOSB)

2. Participation of Small Businesses

Total Contract Value $

Minimum Quantitative Requirement (MQR)

Business Category Dollar Value % of Total Contract

Value

Total Contract Value – Prime Contractor $ %

Total Small Business $ %

Small Disadvantaged Business $ %

Woman-Owned Small Business $ %

HUBZone Small Business $ %

Veteran-Owned Small Business $ %

Service-Disabled Veteran-Owned Small Business

3. Sub-Contractor Participants (List all names, company name, and business size.

Company Name, Address, Employee

Name

Contac t

Inform ation

Business

Category(ies)

(SB, WOSB, SDB,

VOSB, SDVOSB)

Product(s)/Service(s) to be Provided

NAICS

Code

% of work to be performed based on total contract value

End of Sub- Contractor List

Source Selection Sensitive IAW FAR 2.101 and 3.104

Attachment C – Past Performance Questionnaire

Past Performance Information

OFFEROR INSTRUCTIONS: A separate record must be completed for each Past Performance

Information and Survey. Offeror must directly send to the evaluator, requesting they complete and return as indicated on the attached Past Performance Survey, no later than, 10 January 2025 at 10:00 a.m., CST to renetta.prince@va.gov. Further, Offeror must include a copy of each requested Past Performance

Information page with proposal submission.

Name of Offeror being evaluated:

Address of Offeror:

Contract Details (i.e. Contract #/ Delivery or Task Order #, Title, Location, etc)

Contract #

Evaluator’s Full Name:

Evaluator’s Position held or function in relation to project:

Evaluator’s Company/Organization Name, Address and Phone number:

Evaluator’s email address:

Please complete and return to: renetta.prince@va.gov

No Later Than: 10 January 2025, at 10:00 a.m., CST mailto:renetta.prince@va.gov mailto:Weston.Worsham@va.gov

Past Performance Survey

Reference Instructions: The Department of Veterans Affairs is considering the Offeror listed above for award of a VA contract. Your comments would be appreciated regarding this firm’s past performance.

Your comments are considered Source Selection Sensitive; therefore, you are advised that the Federal

Acquisition Regulation (FAR) 15.506 prohibits the release of the names of the individuals providing reference information about the Offeror’s past performance.