75H709-CR23Q-006.pdf

75H709-CR23Q-006

The Billings Area – Crow Service Unit, Indian Health Service (IHS) is requesting quotations in response to 75H709-CR23Q-006 for Dietary Equipment Preventative Maintenance and Repair Services, Crow/Northern Cheyenne Hospital, Crow Agency, MT. The CSU/IHS intends to award a Firm Fixed Price Purchase Order for the Dietary Equipment Preventative Maintenance and Repair Services as provided in the scope of work.

The procurement is conducted under Federal Acquisition Regulations (FAR) Part 13, Simplified Acquisition Procedures. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular FAC 2023-01.

The associated North American Industrial Classification System (NAICS) code for this procurement is: 811412 and the small business size standard is $16.5 million.

Offerors are requested to propose an all-inclusive cost when submitting a quotation.

1. BACKGROUND/PURPOSE: CSU is an Indian Health Center that is a 24-bed hospital which provides healthcare for the service population on the Crow Indian Reservation, located in southeast Montana. CSU provides meals for patient care and the employee lunch program, therefore there is a need to maintain the Dietary Department commercial cooking equipment in good running order. The primary purpose for this contract is to provide routine preventive maintenance and repair of Dietary Department foodservice equipment as needed.

2. SCOPE: Routine preventive maintenance, technical assistance and repair are required in order to provide the CSU Dietary Program with well functioning foodservice equipment in order to provide meals for the employee lunch program and physician ordered meals for hospital patients.

3. TASKS:

Major duties for this requirement include the following:

a. Provide parts, services, equipment, tools, chemicals or other items needed to provide preventive maintenance or repair of foodservice equipment listed in section 4 of this document.

b. Obtain approval by manufacturer for warranty work/recall procedures.

c. Provide routine preventive maintenance (per manufacturer recommendations/attached excel spreadsheet or as needed), repair, or technical assistance for items listed, but not limited to, the equipment listed in section 4 of this document.

d. Provide timely preventive maintenance and repairs to maintain functioning foodservice equipment in order to minimize unusable equipment and the need for menu substitutions.

e. Install, remove or move equipment as needed to a location specified by the Dietary Department supervisor for possible storage or disposal by CNCH.

f. If the equipment needs to be taken to the contractor’s site for repair a loaner piece of equipment will be provided if needed.

g. Provide a Preventative maintenance plan to the program manager within 1 month of award and annually for the duration of the contract.

FAR 52.237-1 Site Visit (APR 1984)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

The site visit will be conducted on March 15th at 1:30 pm MST. Please email Johnna.pryor@ihs.gov for more information.

DETERMINATION OF WAGE REGULATIONS:

This contract is subject to the Service Contract Act (SCA) Wage Determinations. These contracts must specify the minimum wages and fringe benefits to be paid to laborers employed under the contract.

The SCA wage rates are including in this solicitation. Wage Determination Number: 2015-5397, Revision No: 19, Date: 12/27/2022.

52.211-16, Variation in Quantity (Apr 1984) Additional repair services are authorized per FAR part 52.211-16, Variation in Quantity (APR 1984).

4. EQUIPMENT LISTING:

TYPE/# MODEL # SERIAL # Notes

REFRIGERATOR/Traulsen #1 G10011 T21017l12 10/28/22, 5 yrs compressor, 3 yr P/L

REFRIGERATOR/Traulsen #2 G10011 22D02616 10/28/22, 5 yrs compressor, 3 yr P/L

REFRIGERATOR/Traulsen #3 G20010‐032 22J00726 10/28/22, 5 yrs compressor, 3 yr P/L

REFRIGERATOR/Traulsen #4 G20010 T11926D18 Quarterly vacuum condenser/all refrig

Old REFRIGERATOR/Traulsen#2

Freezer/Traulsen #1 G12010 T79685l19 Quarterly vacuum condenser/all freezers

Freezer/Traulsen #2 G12010 22l02909 10/28/22, 5 yrs compressor, 3 yr P/L

Freezer/Traulsen #3 G12010 T80039l19

Freezer/Traulsen #4 G22000 T01092K17

Freezer/Traulsen #5 G12011 22H03128 10/28/22, 5 yrs compressor, 3 yr P/L

Freezer/Traulsen #6 G12000 T95776E15

Convection oven/Vulcan

VC4GD‐

11D350K 481977008

Yearly door seal & thermostat calibration/etc as needed

Convection oven/Vulcan

VC4GD‐

11D350K 481977006

Yearly door seal & thermostat calibration/etc as needed

Steamer/Vulcan C24EA5 46‐3028319 Change filter 1/yr; delime 1/6 mo or as needed/delimed 1/21/22

Steam table/Wells MOD400DM MW12532

Range/Wolf

CHR‐6‐1829‐

HB

10790‐ 000094

Dishwasher/Hobart AM15 231161314 Thermostat calibration/etc as needed

Steam kettle/Cleveland STD28

WT2695‐

93F04

Water softener/OptiPur

Water softener/OptiPur

Mixer/Hobart A‐120T 11‐1026‐039

Slicer/Univex 9512 SO12906

Disposal/Hobart FD4/150‐1 1040029938‐

RAX

Disposal/Salvajor 100 24008

Ice Maker/Follett SP 1048412 110FB425A Sanitize ea 6 mo/clean ice bin/change filter/delime/rec'd 6/22

Scale blocker/ SMF600 Change filter 1/yr

Coffee Maker Change filter 1/year; delime quarterly or as needed

Range Hood

5. PLACE OF PERFORMANCE:

Crow Service Unit Dietary Department 1 Hospital Way Crow Agency, MT 59022

6. DELIVERABLES:

a. Preventative Maintenance plan shall be completed annually on the anniversary of initial plan unless scheduled otherwise by the COR for the duration of the contract.

b. The service report shall be sent to the program manager within 2 weeks of completion of services.

7. PRICE SCHEDULE:

CLIN Description Quantity Unit Price Total Price

001 Base Year Preventative Maintenance

002 Base Year Repair Services

003 Base Year Emergency Repair Services

101 Option Year 1 Preventative

102 Option Year 1 Repair Services

103 Option Year 1 Emergency Repair Services

201 Option Year 2 Preventative

202 Option Year 2 Repair Services

203 Option Year 2 Emergency

301 Option Year 3 Preventative

302 Option Year 3 Repair Services

303 Option Year 3 Emergency

401 Option Year 3 Preventative

402 Option Year 3 Repair Services

403 Option Year 3 Emergency

8. PERIOD OF PERFORMANCE:

Base Period: 05/01/2023 through 04/30/2024 Option Year 1: 05/01/2024 through 04/30/2025 Option Year 2: 05/01/2025 through 04/30/2026 Option Year 3: 05/01/2026 through 04/30/2027 Option Year 4: 05/01/2027 through 04/30/2028

9. CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

10. TECHNICAL ADVISOR:

The technical advisor will be Linda Smith, Linda.smith4@ihs.gov, Dietary Supervisor.

Monitoring of contract compliance and appropriate recordkeeping will be demonstrated using reports, billing details, or any other appropriate records. Linda Smith, will be responsible for verifying contract compliance.

11. CONTRACTING OFFICER REPRESENTATIVE (COR):

The COR shall be responsible for:

(1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes;

(2) Interpreting the Statement of Work;

(3) Technical evaluation as required;

(4) Technical inspections and acceptance; and

(5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

12. INVOICE SUBMISSION AND PAYMENT:

Invoices shall be submitted in arrears on a Monthly basis through IPP, a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests”. The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov. Please send a courtesy copy of the invoice by email to lori.oldbear@ihs.gov Failure to include the required information may delay payment. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. Payments are made in arrears.

SECTION C - CONTRACT CLAUSES

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

https://www.acquisition.gov/

FAR

No. Clause No. Title Date

1. 52.204-9 Personal Identity Verification of Contractor Personnel Jan 2011

2. 52.204-7 System for Award Management Oct 2018

3. 52.204-13 System for Award Management Maintenance Oct 2018

4. 52.204-18 Commercial and Government Entity Code Maintenance Aug 2020

5. 52.204-19 Incorporation by Reference of Representations Dec 2014 and Certifications

6. 52.209-10 Prohibition on Contracting with Inverted Domestic Nov 2015

Corporations

7. 52.211-16 Variation in Quantity APR 1984

8. 52.213-2 Invoices Apr 1984

9. 52.212-4 Contract Terms and Conditions-Commercial Items Dec 2022

10. 52.212-5 Contract Terms and Conditions Required to Implement Dec 2022

Statutes or Executive Orders – Commercial Items**

11. 52.217-5 Evaluation of Options June 1988

12. 52.217-9 Option to Extend the Term of the Contract Mar 2000

13. 52.223-6 Drug-Free Workplace May 2001

14. 52.223-18 Encouraging Contractor Policies to Ban Text Messaging Jun 2020

While Driving

15. 52.229-3 Federal, State, and Local Taxes Feb 2013

16. 52.237-3 Continuity of Services JAN 1991

17. 52.239-1 Privacy or Security Safeguards Aug 1996

18. 52.242-17 Government Delay of Work Apr 1984

19. 52.243-1 Changes-Fixed-Price Alternate I Aug 1987

20. 52.246-4 Inspection of Services – Fixed Price AUG 1996

21. 52.249-1 Termination of Convenience of the Government(Fixed Apr 1984

Price)(Short Form)

22. 52.249-8 Default (Fixed-Price Supply and Service) Apr 1984

**The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.204-10, 52.204-14, 52.209-6, 52.219-6, 52.219-8, 52.219-28, 52.222-3, 52.222- 19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.222-54, 52.223- 18, 52.225-1, 52.225-3, and 52.225-13. The provisions and clauses may also be accessed electronically at https://www.acquisition.gov/ and http://ecfr.gpoaccess.gov/.

Clauses Incorporated by full text

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 1 day of contract expiring.

(End of Clause)

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 30 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 Five (5) years.

(End of Clause)

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION

REGULATION (HHSAR) (48 CFR CHAPTER 3) CLAUSES

HHSAR

Clause No. Title Date

352.211-3 Paperwork Reduction Act DEC 2015

352.222-70 Contractor Cooperation in Equal Employment DEC 2015

Opportunity Investigations

352.223-70 Safety and Health DEC 2015

352.232-71 Electronic Submission of Invoice Payments FEB 2022

352.237-75 Key Personnel DEC 2015

BASIS FOR AWARD:

Selection of the successful offeror will be made based on the quote provided by the contractor that is the Best Value to the Government. This is an All or None request, partial submittals will not be accepted.

A written notice of award or acceptance of an offer, emailed or otherwise furnished to the successful Offeror 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.

Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM replaces the Department of Defense’s Central Contractor Registration (CCR) database. SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov.

The site visit will be conducted on March 15th , 2023 at 1:30pm MST. Please email Johnna.pryor@ihs.gov for more information.

Questions must be submitted to Johnna Pryor at Johnna.pryor@ihs.gov by March 20th, 2023.

You may submit a quotation, which shall be considered by the Agency. Offers shall be submitted via email to johnna.pryor@ihs.gov no later than 2:00pm MST, March 28th, 2023.

ACCEPTANCE PERIOD: Your quotation must stipulate that it be predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.

EVALUATION FACTORS:

The Government will award a purchase order 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 following factors shall be used to evaluate offers:

1. TECHNICAL: Offeror must submit a technical proposal, not to exceed 5 pages, that addresses the following sub-factors:

Sub-Factor 1: Technical Capability The offeror must demonstrate their knowledge and competence with regard to the Government’s requirements and program objectives, relevant capabilities, and understanding of the work required to perform in accordance to the Statement of Work.

Sub-Factor 2: Management Approach The offeror must demonstrate their plan to manage personnel and resources in order to execute the award. Offeror should specify the applicable background and experience of key staff for their work in areas relevant to this project, with evidence such as Resume and/or Current Licensure.

2. Past Performance. The offeror must demonstrate its record of successful performance in past contracts, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts. The Contractor must furnish a minimum of 3 references or other evidence that verifies the services required by this contract can be fulfilled without creating undue hardship upon the Company or the Indian Health Service. The offeror must include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service; (4) Total contract value; (5) Contracting Officer/Company Manager and telephone number; and (6) Program Manager and telephone number, if applicable.

3. COST/PRICE: Price is not assigned an adjectival rating or scored. It will be evaluated to determine whether it is reasonable and if the quotation reflects an understanding of the requirement. This factor will be evaluated utilizing price analysis techniques identified in FAR Part 15.404-1. Analysis will include review of price reasonableness and balanced pricing. Offerors are cautioned that "materially unbalanced" prices and/or unreasonably high or low prices may cause your quotation to be deemed unacceptable and rejected.

Evaluation Methodology:

The quotation shall be evaluated in accordance with the evaluation criteria and relative weights set forth in the solicitation. The evaluation team will read each quotation and describe, in writing, the strengths, weaknesses, and/or deficiencies identified to support the scores given to each proposal. The adjectival ratings will be consistent with the evaluator’s written narratives; i.e., a high rating should be supported by a narrative identifying a significant number of strengths and a minimum number of weaknesses. Any quotation that is unrealistic, in terms of technical approach, schedule commitments, and or costs (high or low) will be deemed unacceptable. The evaluators will use the following adjective rating scales:

The evaluators will use an adjective rating scale of 1 through 0 as follows:

Exceptional 1.0 Good .8 Acceptable .6 Marginal .2 Unacceptable .0

ADJECTIVAL

RATING

DESCRIPTION

Exceptional Greatly exceeds all minimum requirements of the criteria;

has a high probability of success; contains no weaknesses or deficiencies.

Good Exceeds all the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses and only minor, correctable weaknesses exist.

Acceptable Meets all the minimum requirements of the criteria; has an average probability of success; no significant weaknesses and no deficiencies.

Marginal Fails to meet one or more of the minimum requirements of the criteria; low probability of success; major weaknesses and/or significant number of deficiencies exist.

Unacceptable Fails to meet any of the minimum requirements of the criteria; quote needs major revisions; very low probability of success.

The adjectival ratings require narrative statements to support the determination. The definitions listed below should be used in the narratives to justify the scores given.

• A significant strength is defined as an aspect of the quote that appreciably increases the likelihood of successful contract performance.

• A strength is defined as an aspect of the quote that increases the likelihood of successful contract performance.

• A weakness is defined as a flaw in the quote that increases the risk of unsuccessful contract performance.

• A significant weakness is a flaw in the quote that appreciably increases the risk of unsuccessful contract performance.

• A deficiency is defined as an aspect of the quote that fails to meet a Government requirement or a combination of significant weaknesses in the quote that increases the risk of unsuccessful contract performance to an unacceptable level.

Source Selection Decision.

In order to determine which offeror represents the best value to the government, the Evaluator(s) will rank the offerors from best to worst. This will be accomplished by making a series of paired comparisons among the offerors by trading off the marginal differences in non-cost/price factors and price. If one offeror has both the better capability and lower price, then that offeror will be the better value. If one offeror has the better capability and a higher price, the Source Selection Authority will decide whether the difference in capability is worth the difference in price. If the source selection authority considers the better capability to be worth the higher price, then the more capable, higher-priced offeror will be the better value. If not, then the less capable, lower-priced offeror will be the better value. The source selection authority will continue to make paired comparisons until they has decided which offeror represents the best value.