S02 Snow Removal Loader Rental Combined Synopsis Solicitation.pdf

Combined Synopsis/Solicitation Notice

DESCRIPTION

COMBINED SYNOPSIS: INTENT TO COMPETE/RFQ: SNOW REMOVAL/ LOADER EQUIPMENT

RENTAL

DESCRIPTION

COMBINED SYNOPSIS: INTENT TO COMPETE STRAIGHT SMALL BUSINESS SET-ASIDE

GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial products or commercial services prepared In accordance with the format in FAR 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.

This solicitation: 36C24126Q0125 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) Number 2025- 06, October 1, 2025 (Check https://www.acquisition.gov/browse/index/far to verify current FAC)

This combined synopsis is being solicited with the intent to award via SB (Small Business) competition at Contract Opportunities for Snow Removal/ Loader Equipment Rental for VAMC Togus, ME.

This is a brand-name or equal solicitation for Snow Removal/ Loader Equipment Rental listed on the Product List below. The quotes will be submitted via email. The associated North American Industrial Classification System (NAICS) code for this procurement is 532490 with a small business size standard of $40.0 million. The FSC/PSC is W099.

Document Type: Combined Solicitation Synopsis Solicitation Number: 36C24126Q0125 Posted Date: 12/08/25 Response Date: 12/15/25 Response Time: 16:30 EDT Product Service Code: W099 Set-Aside: Straight SB Set-Aside NAICS Code: 532490 Contracting Office: 36C241 NC01 Site Address: US Department of Veterans Affairs

1 VA Center Augusta, ME 04330-6719

VAMC Togus is seeking the rental of Snow Removal/ Loader Equipment.

RENTAL PRODUCT/SERVICE LIST

Snow Removal/ Loader Equipment Rental for VAMC Togus, ME (SEE PWS PP 5-6) Item# Item Name Duration Quantity Unit Extended 0001 XCMG XC948U Loader 2188-1 4 months 2 0002 14' Sno Bandit JRB Pusher Rental 827-1 4 months 2

Rockland XC948U High-Capacity Bucket 828-1 4 months 1

0004 24/7 Helpdesk/ Service and Support 4 months 01/01/26- 04/30/26

0005 Preventative Maintenance: Routine Service & Repair (Traditionally Included with Rental)

4 months 01/01/26- 04/30/26

0006 Emergency Service & Repair 4 months 01/01/26- 04/30/26

0007 Sub-Contracted Delivery / Pick-Up 1

Delivery / Pick-Up (Ramp Truck) / Manchester 1

TOTAL

https://www.acquisition.gov/far/part-12#FAR_Subpart_12_6 https://www.acquisition.gov/browse/index/far

The quotations shall be for the rental of Snow Removal/ Loader Equipment Rental listed on Page 1 (P1), the PWS (Performance Work Statement) on PP 5-6, and as described in detail in the combined synopsis solicitation, Intent to Compete/ RFQ to be posted on Contract Opportunities. The FOB point is “Destination.”

Please follow the solicitation provisions, clauses, and the addendum to offerors stated below:

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1” Instructions to Offerors–Commercial Items” (DEVIATION AUG 2025)

Award shall be made to the SB Class quoter, whose quotation includes all rental, service, and support requirements, listed in the product listing and as detailed in the PWS on PP.

5-6. The award will be for the lowest price meeting these requirements.

Pricing shall be entered for each line item as listed in the PRODUCT/SERVICE LIST above.

The requirement is for the rental of Snow Removal/ Loader Equipment listed on Page 1 (P1) for VAMC Togus, and the required services and support to keep the equipment fully operational during the Period of Performance: 01/01/26-04/30/26.

The respondent must be verifiable as an SB (Small Business) on the SBS (Small Business Search) for the applicable NAICS, to have quotes considered website.

All respondents must be actively registered in SAM.

The following solicitation provisions apply to this acquisition:

2. FAR 52.212-2 (DEVIATION AUG 2025) The government will evaluate information based on the following evaluation criteria:

(1) Full capability to supply all Line-Item requirements listed above, at the lowest price.

The following contract clauses apply to this acquisition:

FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (DEVIATION AUG 2025)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (AUG 2025): Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (AUG 2025)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold; or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different the mailing address;

(8) A completed copy of the representations and certifications Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically).

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9) and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes unless another time period is specified in an addendum to the solicitation.

(d) Product samples. NA (Not Applicable)

(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting the best discounted price for the required for Snow Removal/ Loader Equipment Rental.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 16:30 PM, local time, for the designated Government office on the date that quotes are due. (Time specified is 12/15/25 16:30 (EDT))

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms and the best, FSS Schedule discounted price. All service packages from OEM are set per OEM Part Number. The Government may reject any or all quotes if such action is in the public’s best interest.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(1) Availability of requirements documents cited in the solicitation.

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone

(202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) NA: Applies to DoD.

https://www.acquisition.gov/far/part-52#FAR_52_212_3 https://www.acquisition.gov/far/part-52#FAR_52_212_3

(3) NA: Applies to DoD.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)

The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoter's name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.

The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.

If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

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

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

OR

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

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

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

All quotations shall be emailed to: carlos.ortiz3@va.gov GOVERNMENT POC: Carlos Ortiz

Contract Specialist US Department of Veterans Affairs

VAMC White River Junction 215 North Main Street White River Junction VT 05009-0001

The lowest price will be the sole determining factor. Please submit your best price with the best discount applied. The award will be made to the pricing response most advantageous to the Government.

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

This is an open-market combined synopsis/solicitation for products as defined herein. The government intends to award a one-time contract/purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.

E-mailed quotes will be accepted. Submission shall be received no later than 16:30 EDT 12/15/25. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-(f).

https://www.acquisition.gov/far/part-32#FAR_Subpart_32_11 http://www.sam.gov/ http://www.sam.gov/ mailto:carlos.ortiz3@va.gov http://acquisition.gov/comp/far/index.html

Performance Work Statement (PWS) Title: Rental and Support Services for Wheeled Loaders and Snow Removal Attachments Location: VA Maine Healthcare System – Togus VAMC Campus Period of Performance: January 1, 2025 – April 30, 2026

1.0 Scope

The contractor shall provide two (2) wheeled loaders and associated snow removal attachments for use at the Togus VAMC campus. The equipment will be used to push and remove snow from parking lots during the winter season. The contractor shall also provide full-service support, including preventive maintenance (PM), repairs, and replacement equipment as needed.

2.0 Equipment Requirements

2.1 Loaders

Each loader must meet or exceed the following specifications:

• Model: XCMG XC948U or equivalent

• Engine: Cummins B6.7, 200 HP, Tier 4 Final, turbocharged, 6-cylinder, water-cooled

• Transmission: Power shift, 4-speed forward/reverse

• Drive System: Four-wheel drive, wet axle

• Hydraulics: Load-sensing piston pump, joystick control

• Cab: ROPS/FOPS certified, heated seat, AC, rear-view camera, LCD panel

• Tires: 4 liquid-filled tires per loader for added weight

2.2 Attachments

The following attachments are required:

• Two (2) 14-foot Sno Bandit JRB Snow Pushers

• Must be quick-attach compatible with loader arms

• Equipped with rubber cutting edges

• One (1) Rockland XC948U High Capacity Bucket

• Factory-designed for compatibility with XCMG XC948U

3.0 Performance Requirements

3.1 Delivery and Pickup

• Contractor shall deliver all equipment to the Togus VAMC campus no later than January 1, 2025.

• Pickup shall occur no later than April 30, 2026.

• Delivery and pickup charges shall be itemized in the quote and included in the total contract value.

3.2 Service and Support Requirements

The contractor shall provide comprehensive service and support for the duration of the rental period. The following requirements apply:

Requirement Details

24/7 Service and Support

Required. Contractor must provide 24/7 availability for service calls and breakdowns.

Repair Responsibility

All repairs shall be performed by the rental vendor or their authorized service provider. OEM involvement is optional and at the vendor’s discretion.

Repair Timeline Repairs must be initiated within 24 hours of notification. If repair cannot be completed within 24 hours, a replacement loader must be delivered at no additional cost.

Repair Costs All repair costs are included in the rental agreement. No additional charges shall be incurred by the Government.

Breakdown Handling

Contractor must provide on-site repairs or replacements within 24 hours of reported failure.

Requirement Details

Preventive Maintenance (PM)

Annual and as-needed PM shall be performed by the rental vendor. PM includes inspection, fluid/filter changes, lubrication, and functional testing. PM must be scheduled to avoid disruption of snow removal operations.

Covered Services All repairs, PM, replacement parts, and labor are included in the rental cost.

Separately Paid Services

None. All services must be included in the base rental agreement.

4.0 Government Responsibilities

• Provide access to the equipment storage area to conduct repairs.

• Notify contractor immediately upon equipment failure or service need.

• Ensure equipment is used in accordance with manufacturer guidelines.

5.0 Points of Contact

• VA Contact: Gregory Veilleux, VA Maine Healthcare

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (AUG 2025) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this ...