Combined Synopsis-Solicitation 36C24726Q0463.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Canteen Equipment Service Contract

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 36109-3798

SOLICITATION NUMBER* 36C24726Q0463

RESPONSE DATE/TIME/ZONE 05-04-2026 10AM EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J065

NAICS CODE* 561210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Central Alabama Veterans Health Care

215 Perry Hill Road Montgomery AL 36109-3798

POINT OF CONTACT*

CONTRACTING OFFICER

Monica A. Reed Monica.Reed@va.gov Email Only

PLACE OF PERFORMANCE

ADDRESS

Charleston VA Healthcare System Ralph H. Johnson VA Medical Center

109 Bee Street South Carolina

POSTAL CODE 29401

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS Monica.Reed@va.gov

EMAIL DESCRIPTION VA

DESCRIPTION

I. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 – Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR -Part 13 Simplified Acquisition Procedures; and supplemented with additional information included in this notice. This announcement constitutes the only solicitation: offers are being requested, and a written solicitation will not be issued.

II. The solicitation number 36C24726Q0463 is issued as a Request for Quotation (RFQ)

III. The Charleston Veterans Health Care System (RHJVAHCS) is seeking to acquire a base plus four Service Contract for the maintenance, repair, and certification of Canteen Kitchen equipment.

IV. This solicitation intends to award a base plus four contract through total SDVOSB set-aside procedures to a business associated with NAICS Code 561210 and a size standard of $47.0 Million.

All questions should be emailed to Monica.Reed@va.gov by April 29, 2026, at 10:00 AM ET No late submissions will be ACCEPTED. All responses to questions shall be incorporated into a written amendment posted to the Government Point of Entry (GPE). The offeror is encouraged to monitor the GPE, Beta.SAM website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.beta.sam.gov).

There will be no automated email notification of amendments.

Quotes must be received by May 04, 2026, by 10:00 AM ET. Email your quote to Monica.Reed@va.gov. The subject line must have the solicitation the offeror is responding to listed.

There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Not providing all the required documents above along with not following the instructions for submission will result in an unacceptable quote.

http://www.beta.sam.gov/

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

534-26-3-5088-0054

36C24726Q0463 04-24-2026

Monica Reed Email Only 05-04-2026

10AM EDT

36C247 Department of Veterans Affairs Central Alabama Veterans Health Care West Campus

X 100

X

561210

$47 Million

NET 30

N/A

X

Department of Veterans Affairs Charleston VA Healthcare System Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29401

36C247

Department of Veterans Affairs Central Alabama Health Care System West Campus

Montgomery AL 36083-5001

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Contractor shall provide preventative maintenance, repair, and certification services for Canteen Equipment at the Ralph H. Johnson VA Medical Center. Services shall be provi-ded as outlined in the Statement of Work and Price Schedule.

All questions shall be submitted to Contracting Officer Monica Reed at Monica.Reed@va.gov NLT 10am 04/29/2026. No late responses will be accepted.

All offers/proposals are due NLT 10am 05/04/2026. Sent to Monica.Reed@va.gov.

*SF1449 Must be signed and the Price/Cost Schedule must be filled out.

*Please pay special attention to Instructions to Offerors and l i Evaluation Sections Pages 55-60.

See CONTINUATION Page

534-3660162-5088-851100-2543 0100J0092 x X

X 1

MONICA A. REED

CONTRACTING OFFICER, NCO-07

36C24726Q0463

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

STATEMENT OF WORK

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 31

C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 46

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION

FEB 2025)

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247-MONICA A. REED

Department of Veterans Affairs Central Alabama Veterans Health Care West Campus

2. CONTRACTOR REMITTANCE ADDRESS: 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, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] after services performed; monthly; upon invoicing

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

STATEMENT OF WORK: Canteen Equipment Service Contract

A. Background: The Department of Veterans Affairs (VA) Ralph H Johnson Medical Center operates a food service canteen and is being renovated and expanded to include additional kitchen equipment.

B. Purpose: The purpose of this Performance Work Statement (PWS) is to define the requirements for the Canteen Equipment Service Contract for the Ralph H. Johnson VA Medical Center located at 109 Bee Street Charleston, South Carolina 29401. These components are critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

C. Scope of Work:

The contractor shall provide all supervision, labor, equipment, and materials, inventory equipment to verify list, create a preventative maintenance plan, inspect, maintain, and repair canteen kitchen equipment.

The contractor shall Inspect, clean, repair de-grease and certify three exhaust hood systems located in the Canteen Kitchen equipment service area.

All equipment and grill hoods will be maintained per specifications and comply with any VA regulations or requirements and this statement of work.

The contractor shall provide to the COR a work plan, regular maintenance schedule.

Work will consist of service, preventative maintenance and regular maintenance on the following equipment located at Ralph H. Johnson VA Medical Center:

Proposed Period of Performance Base Period: 05/10/2026—05/09/2027 Option Year 1: 05/10/2027—05/09/2028 Option Year 2: 05/10/2028—05/09/2029 Option Year 3: 05/10/2029—05/09/2030 Option Year 4: 05/10/2030—05/09/2031

D. Kitchen Equipment List:

-True Refrigeration Refrigerated Merchandiser Model: GDM – 47, Cabinet Serial Number:

7226821 -True Refrigeration Refrigerated Merchandiser Model: GDM – 47, Cabinet Serial Number:

7174225 -True Refrigeration Refrigerated Merchandiser Model: GDM – 47, Cabinet Serial Number:

7337699 -Oasis Refrigerated Self-Service End Cap Model: FSE45R, Serial no: 2575333HZ399896.

-Keating Miraclean Griddle Model no: 48X30, Serial no: GE36533 -Pitco High out fryer Model no: SFSELV14X, Serial no: E23JB057682 -True Refrigeration Refrigerator Reach-in One-section Model no: TS-23, Cabinet Serial Number:

7965004 -Alto-Shaam Holding Cabinet Mo: 1200-UP, Manufacturer no: 1025209-000.

-Hoshizaki America Ice Machine Model no: KML-451MAH, Serial no: A11085K

-Oasis Refrigerated Merchandiser Mo: B8832, Serial no: 1532484 EW350415.

-Broaster, model # BROSTR1800GH, Serial no: SG8C900860.

-Fryer, model no: RE14-SD, Manufacturer: Session fix.

-Griddle, 48X30, Manufacturer: Keating.

-Refrigerator Prep Table, model no: SES157 TSSU-60-12M, Serial -Salad Bar Staff Serve, model no: SQ8CD, Serial no: 12010569004 -Refrigerator Merchandiser, model no: SES107 GDM-47 TRUE, Serial no: 7337699 -Turbo Chief Oven, model no: Tornado -Refrigerator, model no: SES145 TS-13 -Freezer, model no: SES146 TS-23F TRUE -Oven Convection, model no: VC45EC 240V/60/3 PH -Refrigerator, model n0: SES145 TRUE -Range, model no: V6B36C HD RANGE 36”.

-Refrigerator, model no: TS-23 TRUE.

-Oven/COMBI/THERM, model no: CTC10-20E 208-240V -Refrigerator, model no: TS-23 TRUE SES145.

-Grill with Stand, model no: 48 X 30 (Keating) Serial no: 546-f-16 -Canteen Hoods. (3 each).

E. Note: It should be noted that part of the Canteen is still under construction. This contract also includes inspection, cleaning, repair and certification of the three hoods in the VCS. One hood is located near the griddle and one hood that will be in the area that is currently under construction.

The hoods cleaning shall be a monthly requirement. Cleaning will include the entire hood, ductwork up to ceiling vent fan.

F. The contractor shall develop and implement a preventive maintenance (PM) program, including periodic component calibrations, performed during normal hospital working hours acceptable to the Contracting Officer Representative (COR) or designee. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be acceptable to the COR or designee prior to the commencement of the contract period.

G. REPORT OF SERVICES/DOCUMENTATION:

Upon completion of any maintenance and/or repair services, the contractor shall report to the COR or designee and provide a written report detailing services performed and obtain an acceptable signature.

H. ITEMS TO BE SUPPLIED BY THE CONTRACTOR:

Parts installed shall be new and genuine parts supplied by, or certified by the Contractor as equivalent to, the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of EMS controlled equipment.

Contractor shall be the installer of all new or existing parts. When replacing existing parts or installing new parts, the Contractor shall install energy-efficient parts to the maximum extent possible.

I. OTHER SPECIFIC SCOPE ITEMS:

If repairs require work outside the scope of the maintenance contract. The contractor shall notify the COR or designee for directions. The contractor shall not perform chargeable work until authorized by the COR or designee.

The contractor shall submit a complete list of all equipment incorporated under the contract to the COR or designee.

The contractor shall submit copies of vendor manuals and/or other equipment manufacturer information for all EMS related components to the COR or designee.

Contractors shall provide schematics, sequence of operations, and/or any other drawings/diagrams utilized in the energy management system to the COR or designee.

Contractor shall incorporate and provide a list of standardized control acronyms utilized in the energy management system to the COR or designee.

J. FAILURE TO PERFORM

Should any of the services not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, with no increase in contract amount. Should the work remain deficient, the COR may have the work accomplished by other means and deduct the cost thereof from the monthly payment. When the defects in services cannot be corrected by re-performance, the Government may:

Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and reduce the contract price to reflect the reduced value of the services performed.

If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or Terminate the contract for cause.

K. SERVICE CALLS

The contractor shall provide the information requested below as to where service calls are to be placed.

Name:

Address:

City, State, Zip Code:

Toll Free Telephone Number:

Local Telephone Number HQ:

Facsimile Number HQ:

E-mail Address:

Primary Service Representative:

The Contractor shall respond promptly within one (1) hour. Service calls are responses and subsequent repairs, or adjustments of systems or problems reported to the Contractor. If the service call cannot be resolved within one (1) hour, the Contractor shall immediately notify the COR or designee of the problem, and the time and date corrective action shall be completed.

The Contractor shall maintain a service call log or record which shall be always available for inspection by the VA. As a minimum, the call log or record shall contain the information specified herein.

Name of Caller.

Description of the problem; location where the problem exists.

Time and date the call was received.

Description of the action taken to resolve the problem and the time and date corrective action was taken.

The Contractor shall provide a year-end compiled service call log/record to the COR or designee encompassing all prior events in that calendar year.

L. EMERGENCY CALL-BACK SERVICE

Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 1 hour of the notification and shall remain on the job until the emergency has been resolved.

If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR or designee of the time and date corrective action shall be taken. Requests for service may be made by the COR or designee by telephone or other means.

For service other than what is an emergency, outside the normal working hours of 7:00 a.m. to 3:00 p.m. Monday through Friday, the contractor shall report to the site within two (2) hours after the time of notification.

M. WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS

The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures:

Contact the COR or his/her designated representative when first arriving at the building. If the work is of a continuing nature, a check-in visit is required each day.

N. All scheduled work that requires a system to be taken out of service shall be coordinated with the COR or designee and the contractor shall report to the COR or designee the status.

At the completion of the work, the Contractor's employees shall submit to the COR or the designated representative a copy of a work order, repair order or a form which shall furnish the following information:

Name and address of the Contractor.

Name of Contractor's employee in charge of the work Date(s) work performed, and hours expended.

Brief description of work performed including equipment identification.

Signature of Contractor's employee and signature block for the COR or the designated representative.

P. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Q. REPORTING REQUIREMENTS

The Contractor shall provide proof of Daikin factory trained technicians that will be assigned to work on this project. The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained.

R. TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The contractor is responsible for any anticipated travel and per diem.

S. GOVERNMENT RESPONSIBILITIES

The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H.

Johnson VA Medical Center that are required.

T. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO in response.

Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

Preventative and corrective maintenance of the Canteen equipment. It is the Contractors responsibility to take full inventory to determine extent of all Canteen equipment and cover the preventative and corrective maintenance needs of this equipment including the following:

On-call services from a qualified technician to include after Hourly Rate for a qualified service technician for maintenance as required, the technician will perform the repair.

Hourly Rate for Emergency Repair services Contingency for parts required to make the repairs.

Parts are not pre-priced but operationally necessary for the Equipment to function at 100%. The technician will provide a report to the COR or Designee showing what parts are required and their price.

Detailed report on Preventative Maintenance performed within 24 hours to the COR or Designee.

U. The impact of this work shall be minimized and mitigated in a way that limits disruption to the functioning of the RHJ VAMC.

V. Scheduling and coordination with the RHJ VAMC will be critical and must be approved by the Contracting Officer’s Representative (COR) prior to work.

W. General Requirements Employees of the contractor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The contractor shall ensure all personnel working on this contract are aware of RHJ VAMC policies pertaining to employee behavior and conduct.

Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the Veteran Affairs (VA) Police. Employees may be banned from RHJ VAMC property because of inappropriate or illegal behavior. The contractor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government because of employee misconduct.

Smoking and vaping are strictly prohibited on the entire VAMC campus.

It is the contractor’s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable RHJ VAMC, local, state, and federal regulations.

X. All work shall be performed in accordance with VA standards, manufacturer recommendations, and applicable local, state, and federal regulations.

Y. Task Requirements

a. Check in with COR or designee

b. Lockout-tagout unit as needed.

c. Perform preventative or corrective maintenance on the equipment associated with the contract or service order was placed for.

Z. Site Cleanup and Documentation

i. Remove all debris and restore work areas to their original condition.

ii. Provide a detailed report of completed work, including before-and-after photos, test results, and any recommendations for ongoing maintenance.

AA. Safety and Compliance

a. The contractor shall adhere to VA safety policies and OSHA regulations.

b. Personal protective equipment (PPE) shall be always used during work activities.

c. The contractor shall coordinate with VA personnel to minimize disruption to hospital operations.

BB. Period of Performance

a. The contractor shall complete all work within 350 days from the start date, as agreed upon with the VA contracting officer.

CC. Normal working hours are 0700 – 1700 Monday to Friday, except for federal holidays. All work during normal hours shall be completed at the end of that working day. Some work may need to take place during after-hours (1700 – 0700) or during weekends. The contractor shall provide a detailed schedule to meet the requirements. All schedules and work hours shall be requested, coordinated, and approved through the COR.

DD. Deliverables

a. Complete preventative and corrective maintenance of all associated equipment with this

PWS.

b. Ensure work area is cleaned

c. Provide a service report to the COR and or designee.

d. Provide a Preventive maintenance schedule and inventory list to the COR

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

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

B. Definitions

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

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment are properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment are no longer required, it shall be returned to [Agency] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

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

D. Flow down of requirements to subcontractors

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

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Canteen Equipment Service Contract in support of the Ralph H.

Johnson VA Medical Center. Preventative maintenance, inspection, and repair of canteen kitchen equipment critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

Contract Period: Base POP Begin: 05-10-2026 POP End: 05-09-2027 LOCAL STOCK NUMBER: Canteen Equip Base

Johnson VA Medical Center. Preventative maintenance, inspection, and repair of canteen kitchen equipment critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

Contract Period: Option 1 POP Begin: 05-10-2027 POP End: 05-09-2028

Johnson VA Medical Center. Preventative maintenance, inspection, and repair of canteen kitchen equipment critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

Contract Period: Option 2 POP Begin: 05-10-2028 POP End: 05-09-2029

Johnson VA Medical Center. Preventative maintenance, inspection, and repair of canteen kitchen equipment critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

Contract Period: Option 3 POP Begin: 05-10-2029 POP End: 05-09-2030

Johnson VA Medical Center. Preventative maintenance, inspection, and repair of canteen kitchen equipment critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors.

Contract Period: Option 4 POP Begin: 05-10-2030 POP End: 05-09-2031

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Ralph H. Johnson VA Medical Center 109 Bee Street Charleston, SC 29401

USA

1.00

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses 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…