Kubota mulcher service Sources Sought RFI.pdf

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI)

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the SAM Federal Contract Opportunities website or on GSA E-Buy. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Maintenance of Kubota mulcher machinery at Alexandria VA Health Care System in Pineville, LA.

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends to issue shortly for the following:

Item Item /Description of Supplies/Equipment Qty 0001 Repair and maintain Kubota mulcher equipment. See attached

Performance Work Statement.

12 MO

Plus Four Option Years

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 811411 is $9 million.

If your company is interested in participating in a future solicitation for this requirement, please complete the following or submit your own document that includes the following information to the Contracting Officer:

Company Name: ____________________________________________ Point(s) of contact name: ________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________

SAM UEI #: _______________________________

Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite 811411 NAICS code? ______________________________________

Is your company available under any Government Wide Agency Contract (GWAC), Federal Supply Schedule (FSS) contract, Blanket Purchase Agreement (BPA), or some other agreement?

If so, please identify the contract number for the Government to review as part of this Market Research.

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI)

NCO-16 is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry.

5. Instructions and Response Guidelines:

RFI responses are due by 4:00 PM Central on 4/1/2026. Submit via email to bennett.smith2@va.gov.

NO SOLICITATION EXISTS AT THIS TIME. However, an RFQ may be issued based on the responses received.

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI.

Information provided will be used solely by NCO-16 as Market Research.

7. Contact Information:

Bennett Smith, Contracting Officer bennett.smith2@va.gov mailto:bennett.smith2@va.gov mailto:bennett.smith2@va.gov

PERFORMANCE WORK STATEMENT

FOR

Utility Vehicles

1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain and repair the utility vehicles at Overton Brooks VAMC to ensure continuous and safe operation. The Contractor shall furnish all supervision, labor, transportation, equipment, parts, materials, tools, facilities (when applicable), and consumables required to perform the maintenance support function on utility vehicles manufactured by Kubota located at Overton Brooks VAMC in Shreveport, LA. Service of this type of equipment requires training and specialty tools that are beyond the scope of our operators’ capabilities. Following is a list of Cedar Eaters.

Manufacturer Vehicle Type

Model Serial #

Kubota RTV RTV-X1100C 43063 Kubota RTV RTV-X1100C 75461 Kubota RTV RTV-X1100C 75373 Kubota RTV RTV-X1100C 70405 Kubota Tractor M62 50586 Kubota Skid Steer SVL75-2 27765

1.1. DESCRIPTION OF SERVICES. The contractor shall perform both preventative maintenance as well as major repairs as required on all Kubota vehicles listed above.

1.2. SERVICE CALLS.

1.2.1. PREVENTATIVE MAINTENANCE. The Contractor shall be available for Service Calls, the contractor is responsible for responding back to a service call within 24 hours; except on a Friday Service Call which will require a call back on the next business day. A 48-hour response time is required from the time the contractor is contacted by phone until the contractor arrives onsite at Overton Brooks VAMC; except for when this falls on a weekend or holiday then the time extends to the next business day. If the Contractor fails to meet the 48-hour response time liquidated damages can be accessed/levied for each additional day in response time. The Contractor shall provide preventative maintenance services “onsite” in a timely and professional manner. Preventative Maintenance is defined as a preventative repair action that usually consists of actions that can be inspected by touch, sound, or sight or an easily accessible component that requires lubrication, cleaning, preserving, tightening, minor adjustment or replacement. Preventative maintenance shall also include the replacement of parts or modules identified as worn, damaged, or otherwise defective, or will become so within a short period of time, that can be readily removed and installed with easy-to-use tools and do not require critical adjustment, calibration or alignment before or after installation. The below described some preventative maintenance services that shall be coordinated between the COR and the Contractor, prior notice before scheduling services will be provided. Preventative maintenance includes but is not limited to:

Every 200 hours, contractor shall perform the following on all utility vehicles:

• Adjust Park Brake

• Change Engine Oil

• Replace Engine Oil Filter

• Replace Transmission Oil Filter (VHT)

• Replace Transmission Oil Filter (SUCTION)

• Change Hydraulic Tank Oil

• Check Brake Pedal

• Check Front Brake Case

• Check Brake Light Switch

• Clean Air Filter

• Check Air Conditioner Condenser

• Adjust Air-Conditioned Belt Tension

• Check the Suspension Arm Bushings

Every 400 hours, contractor shall perform the following on all utility vehicles:

• Check tires

• Change Front Knuckle Case Oil

• Change Transmission Fluid

• Change Front Axle Case Oil

• Replace Fuel Filter

Every year, contractor shall perform the following on all utility vehicles:

• Adjust Engine Valve Clearance

• Replace Air Cleaner Primary Element and Secondary Element

• Check Fuel Injection Nozzle Injection Pressure

• Flush Cooling System and Change Coolant

• Check Injection Pump

• Change Engine Oil

• Replace Engine Oil Filter

• Replace Transmission Oil Filter (VHT)

• Replace Transmission Oil Filter (SUCTION)

• Check Fuel Lines

• Check Hydraulic Oil Line

• Check Radiator Hose, Pipe, and Clamp

• Check Intake Air Line

• Check Engine Breather Hose

• Check Rubber Cover

• Check Brake Hose and Pipe

• Check Air Conditioner Pipe and Hose

• Change Brake Fluid

Every 400 hours, contractor shall perform the following on the tractor:

• Lubricate Grease Fittings

• Check Engine Start System

• Check Operator Presence Control

• Check Wheel Nut Torque

• Clean Air Cleaner Primary Element

• Adjust Fan Belt Tension

• Adjust Brake Pedal

• Adjust Rear Parking Brake Lever

• Check Battery Condition

• Replace Transmission Oil Filter (HST)

• Adjust Toe-in

• Clean Water Separator

• Replace Engine Oil Filter

• Change Engine Oil

• Change Transmission Fluid/Replace Hydraulic Oil Filter

• Replace Fuel Filter

• Change Front Axle Case Oil

Every 1000 hours, contractor shall perform the following on the tractor:

• Adjust Front Axle Pivot

• Adjust Engine Valve Clearance

• Replace Air Cleaner Primary Element and Secondary Element

• Check Fuel Injection Nozzle Injection Pressure

• Replace Oil Separator Element

• Check PCV (Positive Crankcase Ventilation) Valve

• Check and Clean EGR Cooler

Every 500 hours, contractor shall perform the following on the skid steer:

• Drain Water from Fuel Tank

• Check Track Tension

• Check/Clean Air Cleaner Element

• Clean Evacuator Valve

• Check Radiator Hoses and Clamps

• Check Fuel Line and Intake Air Line

• Check and Adjust V-belt Tension

• Clean Inside Main Frame

• Clean Fresh Air Filter

• Clean Inner Air Filter

• Check Air Conditioner Filter

• Change Engine Oil

• Replace Engine Oil Filter Cartridge

• Replace Water Separator Filter Element

• Replace Fuel Filter Cartridge

• Change Drive Unit Oil

• Change Return Filter

• Replace Breather Filter

• Replace Hydraulic Oil Filter

1.2.2. PREVENTATIVE MAINTENANCE SCHEDULE. The Contractor shall prepare and submit a Preventative Maintenance Schedule (PMS) for review by the Government. The PMS shall include the minimum requirements shown above and any other maintenance tasks recommended by the Contractor based on their experience/expertise. The primary goal in the preventative maintenance schedule is to guarantee the proper operation of each tractor to the maximum extent possible with the least amount of downtime.

1.2.3. MAJOR/EMERGENCY REPAIR CALLS. The Contractor shall be available for Service Calls; the contractor is responsible for responding back to a service call within 24 hours except on a Friday Service Call which will require a call back on the next business day. A 48-hour response time is required from the time the contractor is contacted by phone until the contractor arrives onsite at Overton Brooks VAMC; except for when this falls on a weekend or holiday then the time extends to the next business day. If the Contractor fails to meet the 48-hour response time liquidated damages can be accessed/levied for each additional day in response time. Major/Emergency Repair calls are defined as a major repair action is one that consists of inspections, diagnosis, and isolation of material and module malfunction to the internal part level by use of test, measuring, and diagnostic equipment. Repair of modules and components by replacement of internal parts that require alignment, calibration, grinding, fitting and testing, measuring and adjustment with special tools and equipment. Contractor shall perform an inspection and provide an estimate report to bring equipment back to a safe operating condition within one business day after completing diagnostics to the COR.

1.2.3.1. SITE OF REPAIRS. The Contractor shall provide Major/Emergency Repair Service Calls “onsite” in a timely and professional manner whenever possible. Any repair that requires the utility vehicles to be removed from the site shall require authorization by the COR. At the time that any major repairs will need to be done offsite a proposed timeline needs to be submitted to the COR for evaluation. In the event, Contractor shall transport equipment/equipment component to its site, Contractor shall provide for the labor and equipment to transport to and from. In addition, Contractor shall be responsible for the machinery in a situation whereby equipment is damaged during transport.

1.2.3.2. REPAIR ESTIMATE. The estimate shall, at a minimum, detail the estimated number of hours required to make the repair, an estimated time of return of operation of the machinery, a listing of necessary parts, except those materials considered consumables, a detailed listing of all items valued over $150.00. The Contractor shall deliver the COR a minimum of two (2) competitive price quotes for all parts valued over $150.00. The competitive quotes may be commercial catalog quotes, written quotes from the contractor’s usual suppliers or any other evidence to support the estimated price of the part(s). If the competitive quotes are not available by the delivery date/time required for the written estimate the contractor shall deliver the competitive quotes as soon as practicable. The COR will then evaluate the repair estimate quotes on a time versus price tradeoff and will inform the contractor which estimate to go with. That selected repair estimate quote shall be the maximum allowable for the contractor’s payment for the parts(s).

1.2.3.3. AUTHORIZATION TO MAKE REPAIR. The COR will authorize the contractor in writing to proceed with the repair(s) and set the deadline for repair(s) to be completed. In no event shall the contractor proceed with any repair without written authorization from the COR.

1.2.3.4. COST EXCEEDING THE REPAIR ESTIMATE. In no event shall the contractor incur costs more than the Repair Estimate without authorization from the COR. If repairs are anticipated to exceed the Repair Estimate price.

1.2.3.5. HAZARDOUS MATERIAL DISPOSAL. Contractor shall be responsible for proper handling and collection of waste oils, solvents, grease, cleaners, paints, thinners, and other such waste materials generated in performing services under the contract. Actions taken by the Contractor shall comply with local, state, and federal Environmental Protection Agency (EPA) Regulations. Government will furnish waste containers and process hazardous waste for disposal as it is generated.

1.3. GENERAL INFORMATION.

1.3.1. QUALITY CONTROL. The contractor shall implement procedures to identify and prevent defective services from recurring. The contractor is responsible for the development and submittal of a Quality Control Plan (QCP), which will be reviewed by the Contracting Officer for approval. The quality of the preventative maintenance and repairs shall be inspectable by the COR and should any discrepancy be noted then repeat services shall be conducted by the Contractor at no additional cost to the government. Should any repair part or service directly related to a service call fail and require the call back of the contractor within the warrantied period be needed; than that repair or service shall be redone at no additional cost to the government.

1.3.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints.

However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

1.3.3. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (Jan 2017), for contractor’s failure to correct nonconforming services. The Government may as indicated in sections 1.2.1. and 1.2.3 of this PWS; asses/levy Liquidated Damages IAW FAR 52.211-11 under this contract in the event that the situation warrants it.

1.3.4. HOURS OF OPERATION. 0700-1600, Monday through Friday (Except on Federal holidays).

1.3.5. ACCESS AND GENERAL PROTECTION/SECURITY REQUIREMENTS.

Contractor must be able to gain access to Overton Brooks VAMC, Shreveport, LA. All contractor and all associated sub-contractors’ employees shall comply with applicable facility security policies and procedures (provided by government representative).

1.3.7. SPECIAL QUALIFICATIONS. Contractor personnel shall possess skills, knowledge, and training to satisfactorily perform the services required. Personnel shall have extensive knowledge of Kubota equipment as well as other brands of utility vehicles. Service trucks shall be supplied with ample tools, equipment, materials, and consumables to perform normal work.

1.3.8. RECORDS MANAGEMENT. The Contractor shall maintain detailed, complete and accurate records to document compliance with this specification and make available these records for examination by the contracting officer or designated representative. Records shall include the following:

a. Copies of supplier invoices for parts and materials used in the repair.

b. Copies of all estimate reports and correspondence with regard to Service Calls.

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

1. 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.

2. 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.

3. 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.

4. 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.

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

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

7. 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.

8. 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.].

9. 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.

10. 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.

The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

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.

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.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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.

VA 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 VA 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.

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 is 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 is no longer required, it shall be returned to VA 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).

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.

2. SERVICE SUMMARY.

Performance Objective Performance Threshold

Perform preventive maintenance

(Paragraph 1.2.1)

Preventative maintenance to include both scheduled service calls every 200 and 400 hours of operations, or as indicated in the PMS, and any additional calls as needed. Preventative service calls are coordinated through the COR and prior notice is required.

Major/Emergency Repair Service calls

(Paragraph 1.2.3)

Repairs are made in a timely manner; COR is informed of expected repair time; Repairs will be sufficient to bring equipment back to safe operating condition.

Submit repair reports

(Paragraphs 1.2.2)

Accurate reports are delivered to COR within the required time.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. No property, facilities, tools, or services will be provided by the government.