Combined Synopsis Solicitation White River Junction VAMC Generator Maintenance Service Contract (i) This is a combined synopsis/solicitation for commercial services 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 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 2023-01. (iv) The Government intends to award a firm-fixed price award for Generator Maintenance Service at the White River Junction VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (v) The Contractor shall provide all resources necessary for Generator Maintenance Service IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details. (vi) The Place of Performance is White River Junction VAMC as described per the PWS. (vii) 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); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. 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 Kenya Mitchell at kenya.mitchell1@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 Monday, 6 May 2024 at 5:00 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. 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: 52.252-2 Clauses incorporated by Reference (FEB 1998), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021), 852.203-70 Commercial Advertising (MAY 2018), 852.219-73 VA Notice to Total Set-Aside for Certified Services-Disabled Veterans-Owned Small Business (JAN 2023), 852.232-72 Electronic Submission of Payment Requests (NOV 2018), 852.241-71 Administrative Contracting Officer (OCT 2020) 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 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services, 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, 52.223-18,52.225-13, 52.232-33, 52.222-41, 52.222-42, 52.222-43 (Wage Determination Applicable Vermont Windsor County WD #2015-4139 Rev 25 posted on sam.gov), 52.222-55, 52.222-62 (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 Friday, 10 May 2024 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya Mitchell at kenya.mitchell1@va.gov. Hand deliveries shall not be accepted. (xvi) The POCs of this solicitation is Kenya Mitchell at Kenya.Mitchell1@va.gov PRICE SCHEDULE ITEM INFORMATION ITEM# DESCRIPTION OF SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Generator Maintenance Contract Period: Base 1.00 YR __________________ __________________ 1001 Generator Maintenance Contract Period: Option 1 1.00 YR __________________ __________________ 2001 Generator Maintenance Contract Period: Option 2 1.00 YR __________________ __________________ 3001 Generator Maintenance Contract Period: Option 3 1.00 YR __________________ __________________ 4001 Generator Maintenance Contract Period: Option 4 1.00 YR __________________ __________________ GRAND TOTAL __________________ PAST PERFORMANCE WORKSHEET (Submit 3) 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: PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS Project Name: Biannual Generator Maintenance Service Place of Performance: White River Junction VAMC 163 Veterans Drive White River Junction, VT 05001 Period of Performance: One (1) year from Contract award, with the option to extend for four (4) option years. Work Schedule 1. Normal working hours are from 7:30 AM to 4:30 PM. 2. Work Performed After Hours, Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. 3. In order to maintain schedule, work performed over the weekend, may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. Project Scope 1. The White River Junction VA Healthcare System requires the services of a qualified firm to provide services allowing for Biannual Generator Maintenance Services and minor repairs. 2. The Contractor shall also be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence. 3. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract. 4. Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR). The Contractor is solely responsible for preparing all necessary regulatory notifications to meet the time schedule. investigation are to check in with the VA Facilities Management Services department and will be escorted to review the project. The final service shall conform to all VA requirements outlined in the FGI Guidelines for Design 0f Hospitals, Facilities Guideline Institute (FGI), ADA, Joint Commission Accreditation Standards, ANSI, SMACNA, IBC, NEC, NFPA as well all requirements of the VA design manuals posted by discipline in the VA Technical Information Library at the following web address: http://www.cfm.va.gov/til/dManual.asp Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR) or Resident Engineer (RE). The Contractor is solely responsible for preparing all necessary regulatory notifications to meet the time schedule. General Contractor Requirements Perform scheduled maintenance twice a year for each of the VA s six (6) generators. Maintenance includes cooling system, fuel system, air induction and exhaust system, lube oil system, engine monitors, safety controls, starting system, control panel, and gas engine. Generators are in Bldg. 1A, Bldg. 2, Bldg. 32, Bldg. 32A, Bldg. 45, Bldg. 88. Generator models include 3508BCAT, 3412, 3508, 3516C, and C9. Generator serial numbers are: G6B17493, G5A00647, G3X00354, AER00413, I110244436, 23Z013168. Location Generator ID Generator Model Generator Serial Number Bldg. 1 FFLVX C15 G6B17493 Bldg. 2 CBYPW C9 G5A00647 Bldg. 32 AER00413 3412 BPG02466 Bldg. 32A SFJ00463 3516C G3X00354 Bldg. 45 7C1299 3508 23Z03168 Bldg. 88 BCEXL015.AAJ QSX15-G9 34068078 2. Vendor Responsibilities Provide all engine oil filters, fuel filters, and engine lubricating oil (to manufacturer's specifications) to perform all preventive maintenance services according to the Milton Cat standards. Perform a visual inspection and complete an inspection report with each service as well as perform Scheduled Oil Sampling (S.O.S.) of the engine oil and coolant at each visit. A copy of each inspection report will be left for immediate review. Service records and S.O.S results will be maintained by the vendor and provided to the customer. Properly dispose of used oil and filters removed during services, leaving our portion of your site in compliance with state and federal regulations governing waste oil. Carry Public Liability Insurance in the amount of $1,000,000 and statutory Workmen's Compensation Insurance. Additional Insured, on a Primary and Non-Contributory basis, and Waiver of Subrogation Granted when there is a written, dated, and signed document agreeing to such coverage. The document may be part of a contract or bid, Purchase Order, or any type of agreement. PM 1.5 services are for quarterly serviced machines with extended drain intervals. Emergency Generators are critical items for the continued function of the VAMC, and the vendor shall ensure this equipment always remains in usable condition. The vendor shall coordinate and schedule all visits in advance with the VA. The vendor will 3. Customer Responsibilities a. Perform all other services not specified in the maintenance agreement including "Weekly Inspections" and "as required" items outlined in Milton Cat maintenance management schedule manual, SEBU6042. The VA will provide a technician to escort vendor to designated areas and unlocking entrances as needed. 4. Quality Assurance Plan a. The VA facility representative for this contract shall monitor the vendor s performance. Any issues that arise regarding vendor performance will be evaluated and addressed by the facility representative, and if not resolvable by them, the issue shall be elevated to the Contracting Officer (CO), who retains all legal means available to enforce compliance with outlined performance standards, to address. 5. Repairs a. The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to prevent a breakdown or malfunction of an item of equipment, to put a system or a subsystem back in service after a breakdown or malfunction or installation of new equipment as needed. b. The contractor shall provide all replacement or repair parts, where such parts have a purchase value to the Government (excluding installation labor) of $200.00 or less. Labor to install all parts and to perform repairs, except for 3rd party damage, shall be included in the monthly maintenance costs but parts greater than $10,000.00 will be invoiced through a separate CLIN for Parts. Repairs with parts greater than $10,000.00 shall be approved by the COR prior to commencement of work. All other repairs shall be approved by the COR prior to commencement of work. The quantities included in the contract for repairs are estimated based on historical data and may be modified based on actual repairs required during the contract period of performance. Any changes will be incorporated by the Contracting Officer through a modification to the contract. 6. Payment Terms and Invoicing a. Invoicing will be sent electronically through the VA s e-invoicing (Tungsten) system following each scheduled site visit. Invoicing must be submitted in compliance with FAR 52.212-4 g for certification. Privacy Statement Information Security: 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. Record Management 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 theU.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. 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.
