Combined Synopsis Solicitation West Haven VAMC Laboratory Vacuum System Replacement (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 36C24124Q0445 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 2024-02. (iv) This requirement is being issued as an SDVOSB set-aside. The associated NAICS 238390 and small business size standard is $19.0 million. (v) The Government intends to award a firm-fixed price award to remove the existing laboratory vacuum system and install a new laboratory vacuum system in place of the existing system. (vi) The Contractor shall provide all resources necessary to remove an existing and install a new laboratory vacuum system IAW the Performance Work Statement. Please see the PWS for full requirement details. (vii) The Place of Performance is West Haven Connecticut as described per the (Performance Work Statement). (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 (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to janice.jones@va.gov. (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 30-Apr- 2024 by 12:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. 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: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. 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 (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(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 request a Form 10091 at any time. (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 (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 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 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (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 30-Apr- 2024 by 12:00 PM EST. RFQ responses must be submitted via email to: janice.jones@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is janice.jones@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Laboratory Vacuum System removal and replacement 1.00 JB __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: ATTACHMENT 3 Page 1 of 9 DEPARTMENT OF VETERAN AFFAIRS SCOPE OF WORK West Haven Laboratory Vacuum System Replacement Page 2 of 9 Table of Contents 1. Background: ........................................................................................................................ 3 2. Justification: ......................................................................................................................... 3 3. Location of Services: ........................................................................................................... 3 4. Period of Performance: ........................................................................................................ 3 5. References: ......................................................................................................................... 3 6. Scope of Work: .................................................................................................................... 4 7. Definitions/Acronyms: .......................................................................................................... 5 8. Hours of Coverage: .............................................................................................................. 6 9. Parts: ................................................................................................................................... 6 10. Safety: ................................................................................................................................. 6 11. Documentation/Reports: ...................................................................................................... 7 12. Services Beyond the Contract Scope: .................................................................................. 7 13. Test Equipment:................................................................................................................... 7 14. Identification, Parking, Smoking, and VA Regulations: ......................................................... 7 15. Qualifications: ...................................................................................................................... 8 16. Records Management: ......................................................................................................... 8 Page 3 of 9 1. Background: 1.1. The VA Connecticut Healthcare System (VACHS) West Haven Medical Campus requires a replacement vacuum system to support the research laboratory in Building 34. The existing system is from 1971 and has long since outlasted its approximate 15 year life span. The system does not provide reliable operation to the laboratory and requires frequent troubleshooting and servicing by shop resources on campus. The existing vacuum system is located behind a chain link cage in the ground level tunnels connecting campus buildings. 2.1. Continuously servicing the existing old vacuum system is not feasible given its life and lack of available replacement parts and expertise. The laboratory is limited in its ability to run experiments given the uncertainty of the vacuum system functioning as needed. 3.1. VA Medical Center West Haven 3.2. The laboratory vacuum system is located behind a cage in the ground level tunnel between West Haven campus buildings 15 and 34. The system provides vacuum services to the laboratory in building 34. 4.1. The period of performance for this project is 20 calendar days starting from the date of the notice to proceed. 5.1. The following VA standards are reference documents that pertain to the scope of work contained herein and shall be adhered to. 5.2. Reference (a) - VA Division 22 Plumbing specification, Section 62 00, Vacuum systems For Laboratory and Healthcare Facilities. 5.3. Reference (b) National Fire Prevention Association (NFPA) 99, Gas and Vacuum Systems. 5.4. Reference (c) - VA Division 22 Plumbing specification, Section 05 12, General Motor Requirements for Plumbing Equipment. 5.5. Reference documents are available via the VA Technical Information Library using the following link: https://www.cfm.va.gov/TIL/spec.asp. Alternatively, the COR or FMS designee may provide this document upon request. 2. Justification: 3. Location of Services: 950 Campbell Avenue West Haven, CT 06516 4. Period of Performance: 5. References: Page 4 of 9 6.1. The contractor shall provide all labor, materials, tools, equipment, along with applicable state license(s) and permits to remove the existing laboratory vacuum system and install a new laboratory vacuum system in-place of the existing system. 6.2. The contractor shall survey the location of the existing vacuum system to determine rigging, fit, form, and function requirements prior to removing the existing system. 6.3. The replacement system shall be contained within the current footprint of the existing system and achieve existing or superior operating parameters. 6.4. The contractor shall isolate all energy, water and air feeds and /or supply to the existing vacuum system. Ensure all energy, water and air sources are isolated prior to disconnecting or terminating any exist connection. Coordinate with FMS personnel as needed to isolate and/or lock out tag out applicable sources. 6.5. The contractor shall terminate wiring to the existing system. 6.6. The contractor shall terminate piping to the existing system, including water lines. 6.7. The contractor shall remove and dispose of the existing system. Including providing rigging and hoisting as needed to displace the old system off VA property. All non-use material and debris generated by this work shall be removed off the site by the contractor and shall be disposed of in accordance with applicable local, State and Federal regulations. 6.8. The contractor shall furnish and install a new vacuum system in place of the old system. The new system shall comply with Reference (a) requirements: a. Vacuum pumps furnished shall be in accordance with Reference (a), section 2.13 Laboratory Vacuum systems. b. Each pump shall be directly connected to an induction motor, open drip proof, factory wound for 3 phase, 60 Hz, AC voltage. The pump motor shall be as specified in Reference (c). c. A welded steel receiver tank shall be provided with gauge glass, relief valve and vacuum gauge. The receiver tank shall carry ASME Code, Stamp, and Certificate. The receiver tank shall be hot dip galvanized inside and out. The receiver tank shall not be used as a catch tank where a bio-hazard could develop. Any carryover of foreign materials such as liquids or tissue shall be intercepted at the inlet of the vacuum pump with filtration and discharged to sanitary sewer drain. d. The receiver tank shall be installed/mounted such that sufficient clearance is available for manual draining and mounted on an acceptable vibration limiting method. e. All installation shall be performed in strict accordance with Reference (b), NFPA 99 section 5.1.10. 6.9. The contractor shall furnish and install new piping for the new vacuum system. Piping shall comply with Reference (a) and Reference (b) requirements for laboratory vacuum systems. 6. Scope of Work: Page 5 of 9 a. Use only copper or stainless-steel pipes for discharge from vacuum product (exhaust pipes). b. Piping identification labels shall be applied at time of installation in accordance with NFPA 99, Reference (b). c. Piping shall be cut with a tube cutter (sawing is prohibited) to measurements determined at place of installation. The tubing shall be reamed to remove burrs, taking care not to expand the tube, and so no chips of copper remain in the tube. The tubing shall be worked into place without springing or forcing. The tubing shall be bottomed in socket so there are no gaps between tube and fitting. Care shall be exercised in handling equipment and tools used in cutting or reaming of tube to prevent oil or grease from being introduced into the tubing. Where contamination has occurred, material shall be no longer suitable for vacuum service and new, sealed tube sections used. d. Piping shall be supported with pipe trays or hangers at intervals defined in NFPA 99, Reference (b). Piping shall not be supported by other piping. Isolation of copper piping from dissimilar metals shall be of a firm, positive nature. e. Any brazing or welding that is performed shall be in accordance with Reference (a) and Reference (b) requirements. Each brazed joint shall be visually inspected after cleaning the outside surface. 6.10. The contractor shall furnish and install new wiring for the new vacuum system. Wiring furnished by this work shall comply with Reference (a) and Reference (b) requirement for laboratory vacuum systems. 6.11. The contractor shall test the installed new vacuum system per Reference (a) and as required per NFPA 99, Reference (b). a. Verify that the installed system meets or exceed the requirements Reference (a) and Reference (b) for laboratory vacuum system application and operates as required. Verify that the system is sealed and free of leaks. 7.1. FMS Facilities Management Service 7.2. CO Contracting Officer. 7.3. COR Contracting Officer s Representative. 7.4. FST Field Service Technician. A person who is authorized by the contractor to service the equipment and has qualifications to merit the performance of this work. 7.5. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. 7.6. Acceptance Signature Signature of VA FMS employee who indicates FST demonstrated service conclusion/status and user has accepted work as complete/pending as stated in the FSR. 7.7. Authorization Signature COR s signature; indicates COR accepts work status as stated in FSR. 7. Definitions/Acronyms: Page 6 of 9 7.8. OSHA Occupational Safety and Health Administration. 8.1. All efforts for this work shall be scheduled during normal working hours (7:00 AM to 5:00 PM (CST) Monday through Friday). 8.2. Scheduling for any required work outside of normal hours shall be coordinated with and require the approval of the FMS Chief. 8.3. Federal holidays observed by VA Connecticut Healthcare System are: 9.1. No used (non-new), reverse engineered or counterfeit parts shall be used for equipment furnished under the terms of this contract. 10.1. The contractor shall take all safety precautions necessary to remove the existing laboratory vacuum system and install a new laboratory vacuum system in-place of the existing system. The contractor shall ensuring all equipment removal and installation activities do not endanger the contractor s authorized personnel, VA personnel or patients during this work. 10.2. Bio-Hazard Safety Statement per Reference (a): "BIOHAZARD CAUTION: Fluid and waste material inside vacuum pipelines and vacuum equipment may be contaminated with blood and other potentially infectious material. Construction and service personnel shall use proper PERSONAL PROTECTIVE EQUIPMENT and practice UNIVERSAL PRECAUTIONS when opening or servicing vacuum systems." 10.3. The contractor shall comply with the following: a. Lock Out Tag Out procedures as required. b. Hot work permits as required. c. Confined Space permit(s) as required. d. Personal Protective Equipment as required for field service work. 8. Hours of Coverage: Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day New Year s Day Martin Luther King Day President's Day Memorial Day Independence Day and any other day specifically designated by the President of the United States. 9. Parts: 10. Safety: Page 7 of 9 11.1. The vacuum pumps shall be individually tested, and test results shall be submitted to the COR. 11.2. The contractor shall certify the completed systems have been installed, tested, purged, analyzed and verified in accordance with the requirements Reference (a). Certification shall be submitted to COR. 11.3. The contractor shall provide manuals for operation, maintenance, and data sheets as applicable for equipment furnished under this contract. 11.4. Any additional charges claimed will be approved by the CO and COR before service is completed. 12.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. 12.2. Contactor shall provide the COR with a written estimate of the cost to make necessary repairs that are beyond this contract scope. 13.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. 14.1. Contractor s FST(s) or authorized personnel on site for this work shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. 14.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. 14.3. Smoking is prohibited inside all VA buildings. 14.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 14.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. 11. Documentation/Reports: 12. Services Beyond the Contract Scope: 13. Test Equipment: 14. Identification, Parking, Smoking, and VA Regulations: Page 8 of 9 15.1. The contractor shall meet all qualification requirements for the work specified in this scope as required by Reference (a) and reference (b). The installation of vacuum systems shall be made by qualified, competent technicians who are experienced in performing such installations, including personnel who install the piping system. 15.2. Contractor must provide, upon request, evidence of appropriate training of any FST(s) providing services under terms of the contract. The CO and/or COR specifically reserve the right to reject any of the contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. 16.1. The following standard terms and conditions relate to records generated in executing the contract and should be included in a typical procurement contract: 15. Qualifications: 16. Records Management: a. 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. b. 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. c. 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. d. 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. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. 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. h. 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.]. Page 9 of 9 i. 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. j. 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.
