Combined Synopsis-Solicitation.docx

Combined Synopsis Solicitation – Air Balancing Testing White River Junction VAMC

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

(ii) The solicitation number is 36C24124Q0514 and the solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04.

(iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS code is 238220 –Plumbing, Heating, and Air-Conditioning Contractors and the small business size standard is $19 million.

(v) The Government intends to award a firm-fixed price award. Please see the attached Statement of Work (SOW) for full requirement details.

(vi) The Contractor shall provide all resources necessary to provide the required services in accordance with the attached SOW. Please see the attached SOW for full requirement details.

(vii) The Place of Performance is at White River Junction VAMC as described per the SOW.

(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda’s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference ; 52.204-7 System for Award Management ; 52.204-16 Commercial and Government Entity Code Reporting; 52.217-5 Evaluation of Options; 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference

(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Submission of Quotes:

Evaluation Process:

Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.

Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15.

The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Price (Follow these instructions):

0. Offeror shall complete Attachment 1 - Price Schedule (Below), with offerors proposed contract line-item prices inserted in appropriate spaces.

1. Past Performance:

1. Offeror should provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Statement of Work/Performance Work Statement). References may be checked by the Contracting Officer to ensure your company can perform the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from all sources.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the SOW in a timely efficient manner.

2. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the SOW.

2. Contractor shall demonstrate that their technicians meet the qualification standards stated in the SOW.

2. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractors(s) (if applicable) and a description of their planned subcontracting effort.

SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA’s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can register at https://www.cep.fsc.va.gov/.

(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda’s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance; 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors; 852.203-70 Commercial Advertising; 852.232-72 Electronic Submission of Payment Requests Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due 24-May-2024 by 3:00 PM EST. RFQ responses must be submitted via email to: David Valenzuela2@va.gov. Hand deliveries shall not be accepted.

ATTACHMENT 1

PRICE SCHEDULE

GRAND TOTAL

ATTACHMENT 2

PAST PERFORMANCE WORKSHEET

1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:

2. Contracting Activity Address:

10. Place of Performance:

11. Description of Work (Use a continuation sheet if necessary):

ATTACHMENT 3

STATEMENT OF WORK

Air Balancing Service Contract White River Junction VA Medical Center

I. GENERAL INFORMATION

The White River Junction VA Healthcare System requires the services of a qualified firm to test and balance the airflow of critical spaces.

Base Year plus 4 option years.

II. SCOPE OF WORK

1. Using certified, calibrated equipment, contractor will measure airflow of the spaces listed in the attachment of the contract package.

2. Required readings shall include:

A. Supply CFM B. Return CFM C. Calculated air changes D. Room pressure (positive / negative)

3. All spaces must be compliant with the latest industry standards. These requirements can be found in the VA HVAC Design Manual (https://www.cfm.va.gov/til/dManual/dmHVAC.pdf)

4. Contractor shall provide information in a detailed report. Report can be hard copy or digital.

5. Contractor shall verify that each space complies with the required specifications.

6. If it is determined at the time of the survey there is an issue, contractor shall be allowed no more than 30 minutes to remedy. If more than 30 minutes is required, contractor will coordinate with the contract COR for further diagnostics.

7. All damage to floors, walls, ceilings, or any other VA property to be repaired/replaced by the contractor.

III. PERIOD OF PERFORMANCE / WORK SCHEDULE

1. Contract is proposed for one (base) year, with an additional four option years.

2. Work shall be performed within normal business hours as much as possible. However, due to the nature of the work, it may be required to perform necessary tasks outside normal hours.

3. Scheduling shall be coordinated with the contract point of contact.

4. Business hours are Monday-Friday, 07:30 AM to 04:30 PM (WRJ VA’s local time) excluding VA Holidays. Current VA Holidays:

i. New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Veterans' Day, Thanksgiving Day, and Christmas Day

IV. SERVICE MANUALS/TOOLS/EQUIPMENT

1. The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer’s (FSE) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request.

V. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL

1. The scheduled maintenance and service calls shall be performed by fully qualified personnel in accordance with the agreement.

A. "Fully Qualified" is based upon training and on experience in the field.

B. Proof of training/certification shall be provided upon demand.

2. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

3. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system, at the time of the maintenance event.

VI. DOCUMENTATION/REPORTS

1. Documentation of the survey should include, but is not limited to the following:

A. Space identification B. Cubic area of space C. Room pressure (positive/negative) D. Room pressure reading (“ w.c.)

E. Return/exhaust CFM F. Supply CFM G. Air change requirements (ACH) H. Actual air change reading (ACH) I. Date tested

2. Report may be either hard copy or electronic.

VII. ADDITIONAL REQUIREMENTS

1. The contractor shall be required to report to the Facilities Management Service to check in and check out. This is MANDATORY.

2. The contractor shall wear visible identification at all times while on the premises.

3. The contractor shall park is appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

4. Smoking is prohibited anywhere on campus.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

6. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court.

VIII. PRIVACY STATEMENTS

1. Information Security A. The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

2. Records Management A. The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. 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 by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.