Combined_Synopsis-Solicitation - 36C24222Q0243.docx

Attachment 1: Combined Synopsis-Solicitation for Commercial Items Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-01 (eff. 12/6/2021) and VAAR Update 2008-32 (eff. 11/1/2021).

This solicitation is set-aside for 100 % Small Business set-aside.

Indefinite Delivery Indefinite Quantity (IDIQ) firm fixed price contract.

The associated North American Industrial Classification System (NAICS) code for this procurement is 237120, with a small business size standard of $39.5 Million.

The FSC/PSC is J035.

The Hudson Valley VA Healthcare System, FDR MONTROSE CAMPUS 2094 Albany Post Road Montrose, NY 10548 and CASTLE POINT CAMPUS 41 Castle Point Road Wappingers Falls, NY 12590 is seeking to purchase Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems.

All interested companies shall provide quotations for the following:

AST & UST Services

Provide Parts list

Provide Parts list

Provide Parts list

Provide Parts list

Provide Parts list

FACILITIES MAINTENANCE SERVICE CONTRACT

VA HUDSON VALLEY HEALTHCARE SYSTEM

STATEMENT OF WORK

Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems

BACKGROUND

The VA Hudson Valley Healthcare System is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance and emergency (unscheduled) repair of Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems.

PLACE OF PERFORMANCE

VA MEDICAL CENTER CASTLE POINT CAMPUS

41 Castle Point Road Wappingers Falls, NY 12590

VA MEDICAL CENTER FDR MONTROSE CAMPUS

2094 Albany Post Road Montrose, NY 10548

PERIOD OF PERFORMANCE

Estimated period of performance shall be 01/01/2022 to 12/31/2022. The contract will contain the provision for (4) annual option years.

SCOPE OF WORK

The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs.

1. Description of Services:

Services under this portion of the contract shall be considered schedule maintenance and unscheduled repairs.

2. Scheduled Maintenance Requirements:

a. The contractor shall provide a full preventive maintenance program and annual inspection for underground storage tank (UST) and above ground storage tank (AST) equipment and all other devices currently located at the VA Hudson Valley HCS, Montrose Campus and Castle Point Campus. Each of the items is specified in the following Schedule of Underground and Above Ground Storage Tanks.

The contractor shall provide all management, supervision, labor, materials, supplies and equipment, to perform preventative maintenance, annual inspection and certification on ASTs, Veeder Root systems, and USTs. The contractor shall plan, schedule, coordinate and assure effective performance and related services in accordance with the requirements.

The contractor shall obtain all necessary licenses, manufacturer authorizations and/or permits required to perform this work including but not limited to lift, asbestos, hot work, dig, energized electrical, and confined space permits.

All adjustments, and modifications must be in strict compliance with regulatory agencies.

The contractor shall post a preventive maintenance service guide for each UST AST and Veeder Root system in a conspicuous place. This service guide shall list each UST, AST and Veeder Root system, showing schedule of manufacturer's recommended frequency of inspection of each component on a monthly, semiannually, annually or other frequency. Entries shall be made to indicate the status of schedule items of maintenance work performed. The preventive maintenance service guide shall be kept up to date at all times and must be initialed and dated by the contractor's employee to indicate that the work has been accomplished. The COR shall be made aware of any changes for review and approval. The service guide shall be available anytime for review at the COR's request.

All safety tests and/or other tests and inspections shall be performed by the contractor monthly and in strict accordance with the applicable codes.

The Contractor shall remove any accumulated condensation causing failed tests. After completion of the required tests, the contractor shall submit a document with test result information to the COR within 7 days of test completion.

All tests or inspections that will remove the equipment from normal operation shall be scheduled a minimum of forty-eight (48) hours in advance with the COR.

Vendor must be able to provide necessary parts for repair within 48 hours from CO direction.

The contractor shall be responsible for the installation of signs and/or barricades as related to equipment and/or systems in accordance with OSHA and/or Industry Standards. This includes the use of "out of service" signs.

The contractor shall have all service maintenance tickets signed by the COR. The Contractor shall sign in and out at the office of Engineering Services upon arrival and at departure. The Contractor personnel and temporary assisting staff shall be furnished with ID badges from Police Service to be worn while at each campus.

LIST OF TANKS: MONTROSE CAMPUS

LIST OF TANKS: CASTLE POINT CAMPUS

Call Back and Emergency Calls:

The contractor shall provide callback services. Callback service is defined as requests for service from the COR to correct any problem or condition that needs attention before the contractor's next scheduled preventive maintenance visit. Callback service consists of responding to service call and beginning to take corrective action within seven calendar days. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the control of the contractor preclude resolution of the problem that day, the COR must be notified.

Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week.

Contractor shall have the service ticket on each service call signed by the COR. Service ticket shall identify the respective piece of equipment, description of the problem, description of corrective measures taken, and date and time it was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in nonpayment for extra charge work.

Contractor shall notify the COR by telephone or in person after completion of each regular time service call and check in and out with the Medical Administrator Assistant (M.A.A.). The status of repair shall be reported before departure from the medical center.

Except for emergency callback service, the contractor shall perform all work during regular working hours of regular workdays, unless specifically instructed otherwise by the COR.

Under no circumstances will any shutdown or breakdown last longer than five (5) working days (forty (40) working hours) from initial notification to the contractor, without prior approval of the COR.

All tests, inspections or maintenance repairs that will remove equipment from service shall be scheduled in advance with the COR.

The contractor shall comply with the following procedures when equipment is removed from service for any reason:

Notify the COR when placing back in service.

Contractor's employees shall turn in daily work order, repair order or a form that will furnish the following information to the COR:

- Name and address of the contractor.

- Name of contractor's employee in charge of work.

- Date work was performed and hours expended.

- Description of work performed and equipment identification.

- Signature of contractor's employee and signature block for COR.

The contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to the equipment which the contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the contractor.

List of Federal Holidays:

Fourth day of July

EQUIPMENT INSPECTION:

Routine and periodic inspections will be performed in accordance with regulatory agencies and existing VA policy. Regulatory agencies may perform inspections upon completion of the inspection. The contractor will be furnished with an inspection report listing the deficiencies for which he is responsible to repair within thirty (30) days. Items marked "emergency" shall be corrected by the contractor immediately. If these items cannot be addressed immediately, the vendor is to notify the COR immediately. The contractor shall not allow reported deficiencies to go uncorrected beyond the contract period.

The contractor shall make available, the uninterrupted services of at least one employee to accompany a 3rd party inspector from any applicable regulatory agency during the course of the routine, period inspection and/or any type of inspection at a frequency of once a year.

Regular routine maintenance examination of all equipment shall be performed at a frequency of monthly for all equipment.

The contractor shall contact the COR or his/her designee when first arriving at the Medical Center and log in at the Engineering office. The contractor's representative shall accomplish first response to reports of inoperative equipment when contacted.

EMERGENCY TELEPHONE NUMBERS: The contractor shall provide the COR with pertinent emergency telephone numbers in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR prior to the contract start date.

INSPECTION OF SERVICES:

Definition: "Services" as used in this section includes services performed, workmanship and material furnished or utilized in the performance of services.

The contractor shall provide and maintain an inspection system acceptable to the Medical Center. Complete records of all inspection work performed by the contractor shall be maintained and made available to the Medical Center during performance.

The Medical Center has the right to inspect and test all services to the extent practicable. The Medical Center shall perform inspections and tests in a manner that will not unduly delay the work.

If any of the services do not conform to requirements, the Medical Center may require the contractor to perform the services again in conformity with requirements.

USE OF PREMISES AND REMOVAL OF DEBRIS:

The contractor expressly undertakes, either directly or through its subcontractor(s):To perform this contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work.

To store its apparatus, materials, supplies and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of its work or the work of the Medical Center or any other contractor.

To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its’ operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance.

3. Unscheduled Repairs Requirements:

a. Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Vendor shall submit the following associated with unscheduled repairs:

1. Labor Hours: Minimum 8 Hours – Maximum 48

2. Parts Cost: Minimum Total $500.00 – Maximum $10,000.00

a. The Contractor shall be responsible for furnishing and installation of replacement parts for the following system components. All parts shall be of the original manufacturer’s design and specification or equal. Parts and system components include, but are not limited to:

i. Sensors (Interstitial, etc.)

ii. Switches (Acknowledge, etc.)

iii. Switch Boxes

iv. Probes (Water Detection, sump, etc.)

v. Fuel Oil Float kit

vi. Veeder Root Shielded Cable

vii. Seal Off’s

viii. Fittings

SUBMITTALS/DELIVERABLES:

1. Vendor shall provide (5) Bound written copies of results for the annual monitoring report for all tanks at both the Montrose and Castle Point campuses

2. Vendor shall provide (5) Bound written copies of results for the Cathodic Protection System Evaluation for Tank 8 (Montrose Campus).

SPECIAL INSTRUCTIONS:

1. Contractor Check-in: Upon arrival, the contractor shall check-in with the VA Police or authorized VA Medical Center attendant to receive an identification badge or sticker prior to performing services at the VA Hudson Valley Healthcare System and its associated CBOC’s. The contractor shall wear visible identification displaying name and company ID at all times while on the premises.

2. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed and parts replaced and labor hours. The reports shall be delivered to Engineering Service at Hudson Valley Healthcare System Montrose Campus Building 16, Room 31. An electronic copy may be emailed to Stanley.Boutin2@va.gov

3. Billing: Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

TERMS AND CONDITIONS:

1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

The estimated period of performance is 1/15/2022 – 1/14/2023 with 4 option years.

Place of Performance/Place of Delivery

2094 Albany Post Road Montrose, NY

41 Castle Point Road Wappingers Falls, NY

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

FAR 52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

Addendum to FAR 52.212-1

852.215-72 Notice of Intent to Re-solicit (OCT 2019) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2021) Addendum to FAR 52.212-4:

52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

(a) 1/15/2022 through 1/14/2027 52.216-19 Order Limitations (OCT 1995) –

(a) Minimum order: 8 hours / $500.00

(b) Maximum order:

(1) 16 hours or $2,500.00

(2) 48 hours or $10,000.00

(3) 365 days ( c) 30 days

852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020)

· 852.203-70, Commercial Advertising.

· 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors

· 852.215-71, Evaluation Factor Commitments.

· 852.232–72, Electronic Submission of Payment Requests

· 852.233–70, Protest Content/Alternative Dispute Resolution

· 852.233–71, Alternate Protest Procedure

· 852.270–1, Representatives of Contracting Officers.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (NOV 2021) The following subparagraphs of FAR 52.212-5 are applicable:

· 52.203–6, Restrictions on Subcontractor Sales to the Government (JUN 2020)

· 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020)

· 52.204–15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016)

· 52.209–6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (JUN 2020)

· 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018)

· 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020)

· 52.219-8, Utilization of Small Business Concerns (OCT 2018)

· 52.219-14, Limitations on Subcontracting (MAR 2020)

· 52.219-28, Post Award Small Business Program Rerepresentation (NOV 2020)

· 52.222-3, Convict Labor (June 2003) (E.O. 11755).

· 52.222-21, Prohibition of Segregated Facilities (APR 2015).

· 52.222–26, Equal Opportunity (SEP 2016)

· 52.222–35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

· 52.222–36, Equal Opportunity for Workers with Disabilities (JUN 2020)

· 52.222–37, Employment Reports on Veterans (JUN 2020)

· 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)

· 52.222-50, Combating Trafficking in Persons (OCT 2020)

· 52.222-54, Employment Eligibility Verification (OCT 2015).

· 52.223–18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020)

· 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008)

· 52.229–12, Tax on Certain Foreign Procurements (JUN 2020).

· 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Oct 2018)

· 52.222-41, Service Contract Labor Standards (AUG 2018)

· 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)

· 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (Multiple Year and Option Contracts) (AUG 2018)

· 52.222-55, Minimum Wages Under Executive Order 13658 (NOV 2020).

· 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017)

All quotes shall be sent to the NATALIE.ACEVEDO@VA.GOV.

· FAR 52.212-2 “EVALUATION— COMMERCIAL ITEMS” (NOV 2021)

(a) Award may be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most advantageous to the Government. Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. Technical Capability is more important than past performance and price.

The following factors shall be used to evaluate quotations:

TECHNICAL – The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation and Statement of Work (SOW) included herein.

1) Technical Capability: Contractor must demonstrate that they are a firm regularly engaged in the field of Aboveground Storage Tank (AST), Underground Storage Tank and Tank Electronic Monitoring Systems maintenance.

2) Certification: Contractor must demonstrate that they are certified to perform Aboveground Storage Tank (AST) and Underground Storage Tank (UST) Services with 4 years’ experience. A firm certified to perform Aboveground Storage Tank (AST) & Underground Storage Tank (UST) services must meet the regulations and guidelines as stated in NY State Department of Environmental Conservation.

3) Technical Experience: Contractor must demonstrate at least 4 years’ experience in performing services to Aboveground Storage Tank (AST) and Underground Storage Tank (UST) Services.

The Offeror shall provide a maximum of a 10-page capability statement demonstrating their ability to meet all the requirements of the Statement of Work and evaluation factors.

PAST PERFORMANCE: Offerors must have a record of satisfactory or neutral past performance. If no record of past performance is found the quoter will receive a rating of neutral. The Government will utilize internal documentation including Federal Awardee Performance and Integrity Information System (FAPIIS) and Past Performance Information Retrieval System (PPIRS) for determining the Past Performance of quoters.

Offerors shall submit the following:

A list of contracts completed during the past three (3) years and all contracts and subcontracts currently in process for AST & UST Services. Contracts listed shall include those entered into by the Federal Government, agencies of state and local governments, and commercial customers. Include the following information for each contract:

Price: The Government will review the price schedule for completeness and accuracy and will evaluate the reasonableness of the quoted prices. Government reserves the right to award to a quoter with other than the lowest price. Award will be made to the quoter whose quote represents the best overall value to the government.

Evaluation Approach: The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations.

(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 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 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.

SCA and DBA are applicable.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 01/07/2022 at 10:00 AM EST at NATALIE.ACEVEDO@VA.GOV.

Any Request for Information (RFI) shall be received no later than 12/30/2021 at 1:00 PM EST.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(c).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Natalie Acevedo, Contracting Officer, 718-584-9000 x 2105, NATALIE.ACEVEDO@VA.GOV.

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20