Exhaust Fan Cleaning for the Bath VAMC

COMBINED SYNOPSIS/SOLICITATION

EXHAUST FAN CLEANING

BATH VA MEDICAL CENTER

(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6 and FAR 13 Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24218Q0591.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88-1.

(iv) This procurement is being issued as a small business set-aside. The North American Industry Classification System (NAICS) code is 238220, Plumbing, Heating and Air Conditioning Contractors, with a small business size standard of $14 Million.

(v) The Contractor shall provide pricing to provide services of the annual cleaning of exhaust fans for the Bath VA Medical Center (VAMC) for a base plus the provision of four option years. See table below:

TOTAL PRICING

Line Item

DESCRIPTION

COST PER BUILDING

TOTAL COST PER YEAR

1.

Base Year: Annual exhaust Fan cleaning for the Bath VAMC. Period of Performance: July 1, 2018 June 30, 2019

N/A



1a.

Building Number 24: Dining Facility



N/A

1b.

Building Number 35: Canteen 1st Floor



N/A

2.

Option Year 1: Annual exhaust Fan cleaning for the Bath VAMC. Period of Performance: July 1, 2019 June 30, 2020

N/A



2a.

Building Number 24: Dining Facility



N/A

2b.

Building Number 35: Canteen 1st Floor



N/A

3.

Option Year 2: Annual exhaust Fan cleaning for the Bath VAMC. Period of Performance: July 1, 2020 June 30, 2021

N/A



3a.

Building Number 24: Dining Facility



N/A

3b.

Building Number 35: Canteen 1st Floor



N/A

4.

Option Year 3: Annual exhaust Fan cleaning for the Bath VAMC. Period of Performance: July 1, 2021 June 30, 2022

N/A



4a.

Building Number 24: Dining Facility



N/A

4b.

Building Number 35: Canteen 1st Floor



N/A

5.

Option Year 4: Annual exhaust Fan cleaning for the Bath VAMC. Period of Performance: July 1, 2022 June 30, 2023

N/A



5a.

Building Number 24: Dining Facility



N/A

5b.

Building Number 35: Canteen 1st Floor



N/A



Total Contract Cost

N/A





(vi) Description of requirement: The contractor shall provide services of the cleaning of exhaust fans for the Bath VA Medical Center as identified below.



Background: This is a requirement for a firm fixed-price purchase order for the labor, tools, equipment and materials necessary to completely clean exhaust hoods, vents and duct cleaning services on an annual basis in buildings 24 and 35 for the Bath VA Medical Center, 76 Veteran Ave, Bath NY, 14810. Period of performance shall be from July 1, 2018 June 30, 2019 with a provision of four (4) options years; however, the service shall be performed during the months of July or August.



Service Hours: All work on this contract shall be performed 2nd shift after all kitchen areas are closed. Building 24 shall be done after 7:30 pm and Building 35 shall be done after 3:30 pm.



Scope of Work: The Contractor shall furnish all labor, tools, equipment and materials required to perform the service under this contract. The Contractor shall perform all work in accordance with this Statement of Work to completely clean with approved methods in the following areas described below:

Specifications:

Building Number 24 - Dining Facility:

Steam clean and degrease the following:

Four (4) exhaust fans (catwalk area above ceiling).

Four (4) kitchen exhaust hoods.

Four (4) kitchen exhaust hoods supply vents.

All associated kitchen exhaust hood filters.

Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

Affix appropriate stickers to all hoods with date completed.

Building Number 35 - Canteen 1st Floor:

Steam clean and degrease the following:

One (1) exhaust ductwork system associated with exhaust fan.

One (1) exhaust fan (outside wall mounted).

Powers wash all associated filters.

Clean grease trap located under filters.

Apply Sheila shine product or equal to exterior surfaces of the exhaust hood systems.

Affix appropriate stickers to all hoods with date completed.

Cleaning Requirements:

Annual cleaning services shall include: all interior fan surfaces, hood interiors, ductwork interiors, enclosed sprinkler systems and all in line devices including turning vanes and volume dampers.

Systems shall be cleaned using a combination of steam cleaning, power washing and hand cleaning.

Cleaning is to include all interior items on the system from the roof or wall outlet. This will include all fan surfaces, fan housings, hood interiors, duct interiors, turning vanes, enclosed sprinkler system and all dampers

Contractor Qualifications:

Project to be supervised by NADCA certified personnel (EPA, ASHRAE, BOMA and AFE recognized national Air Duct Cleaners Association (NADCA), Certification level Air Systems Cleaning Specialist (ASCS).

All cleaning shall be in done in accordance with National Fire Protection Agency (NFPA) CODE 96 Standard for Ventilation Control and Fire Protection of Commercial Cooling Operations, chapter 11.4.

All safety inspections shall be made in accordance with the latest revised edition of NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.

Contractor Responsibilities:

Contractor is required to have Material Safety Data Sheets (MSDS) of chemicals on site during all work operations in the event of an exposure.

Contractor shall provide a report after annual service is performed which shall discuss areas cleaned, pictures of completed work, and MSDS of chemicals used in cleaning.

In the event conditions are discovered during the cleaning process that may affect HVAC performance, operation or occupant safety, the contractor shall notify the COR via a conditions found report.

The contractor shall give the Contracting Officer s Representative (COR) not less than 3 weeks notice of intent to perform the work. The performance of work will be scheduled at an agreed upon time by the contactor, VA department manager, and the COR.

(vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance.

FOB Destination:

Bath VA Medical Center

76 Veterans Avenue

Bath, NY 14810-0810



(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following provisions are included as addenda to FAR 52.212-1:

Solicitation number for this requirement as 36C24218Q0591

Name, address and telephone number of offeror

Technical description of services to be performed in accordance with the Statement of Work

Terms of any express warranty, if applicable

Price

Acknowledgement of any solicitation amendments

Past performance information

A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation



Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation may be excluded from consideration.



The following provisions are included as addenda to FAR 52.212-1:



52.204-16 Commercial and Government Entity Code Reporting (July 2016)

52.204-17 Ownership or Control of Offeror (July 2016)

852.209-70 Organizational Conflicts of Interest (JAN 2008)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

852.270-1 Representatives of Contracting Officers (JAN 2008)



(ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition.

The following are considered Acceptable/Non-Acceptable factors. Failure by the contractor to meet these qualifications or provide evidence of them in their submitted quotation will result in immediate disqualification from award. These factors are non-negotiable and must be addressed in their entirety.

Award shall be made to the contractor whose quotation offers the lowest priced technically acceptable to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:

Factor 1 Technical Capability:

Provide a maximum of a 5 page capability statement demonstrating technical Capability to meet all of the requirements of the Statement of Work.

Provide National Air Duct Cleaners Association (NADCA) certification(s) that are noted in the section above: vi. Description of requirement/Scope of Work/3 - Contractor Qualifications.

Provide Material Safety Data Sheets (MSDS) of anticipated chemicals to be used in cleaning.



Factor 2 Past Performance: The Government shall evaluate the offeror s past performance. By past performance, the Government means the offeror s reputation for conforming to specifications and to standards of good workmanship, i.e., reliable service, qualifications, adherence to contract schedules to include both technical and administrative aspects of performance. The Government shall evaluate past performance on the basis of information that may be obtained from the Offeror or from any other source such as previous commercial or Government contracts. The Government may also use any relevant information in its possession or in the public domain. Offerors without a record of relevant past performance may not be evaluated favorably or unfavorably.



Factor 3 Price: This factor indicates what each offeror s proposal will cost the Government, if selected.



(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.



(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:

52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)

52.217-8 Option to Extend Services (NOV 1999)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)

52.228-5 Insurance-Work on a Government Installation (JAN 1997)

CL-120 Supplemental Insurance Requirements

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

852.203-70 Commercial Advertising (JAN 2008)

852.232-72 Electronic Submission of Payment Requests (NOV 2012)

852.237-70 Contractor Responsibilities (APR 1984)

001AL-11-15-A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011)

001AL-11-15- B Subcontracting Commitments Monitoring and Compliance (JUNE 2011)



(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.

52.219-6 Notice of Total Small Business Set-Aside (NOV 2011)

52.219-28 Post Award Small Business Program Representation (Jul 2013)

52.222-3 Convict Labor (June 2003)

52.222-21 Prohibition of Segregated Facilities (APR 2015)

52.222-26 Equal Opportunity (APR 2015)

52.222-50 Combating Trafficking in Persons (MAR 2015)

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)

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

52.232-33 Payment by Electronic Funds Transfer System for Award Management (Jul 2013)

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

52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015).



(xiii) The Service Contract Act of 1965 does apply to this procurement.



Site Visit: A site visit is scheduled for Tuesday, June 12, 2018 at 10:30 am. Please express intent to attend site by Monday, June 11, 2018 at 2:00 pm EST to Janine Childs via email at Janine.Childs@va.gov . Meeting location of the site visit shall be at the back loading dock of building 24. All questions from site visit shall be submitted to Janine Childs via email above.



(xiv) N/A



(xiv) Quotes are required to be received NO LATER THAN 12:00 PM EDT, Tuesday June 19, 2018. This requirement will be awarded as a firm fixed-price purchase order. Submit quotes and supporting documentation by email to Janine Childs at Janine.Childs@va.gov.



(xv) Direct your questions to Janine Childs, Contract Specialist, Janine.Childs@va.gov .