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Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice

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Combined Synopsis Solicitation West Haven Kitchen Hood and Exhaust Cleaning
(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 36C24123Q0089 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 2023-01.
(iv) This requirement is being issued as a Small Business. The associated NAICS code is 561790 and small business size standard is $9 Million.
(v) The Government intends to award a firm-fixed price award for a Kitchen Hood and Exhaust Cleaning at the West Haven Connecticut VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.
(vi) The Contractor shall provide all resources necessary to provide Kitchen Hood and Exhaust Cleaning IAW the attached Performance Work Statement. Please see the attached PWS for full requirement details.
(vii) The Place of Performance is West Haven, Connecticut as described per the Performance Work Statement.

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

The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items
FAR 52.212-3, Offerors Representations and Certifications Commercial Items

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items Nov 2021
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders May 2022

The following subparagraphs of FAR 52.212-5 are applicable:
52.219-6, 52.219-28, 52.219-32, 52.219-6, 52.222-26, 52.222-50, 52.223-18, 52.225-1, 52.225-13, 52.232-33

GRAY MARKET ITEMS (APR 2020)

(a) No gray market or remanufactured items will be acceptable. Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical equipment only for VA medical facilities.

(b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of clause)

Site Visit: There will be no 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 Contract Specialist, Tnauri.Woodbridge@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 16- Mar- 2023 at 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:Â
Price (Follow these instructions):
Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.Â
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 Statement of Work. 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 Statement of Work in a timely efficient manner.Â
Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work.
Contractor shall demonstrate that their technicians meet the qualification standards stated in the Statement of Work.
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.
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.
(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 16 Mar 2023 by 12:00 PM EST. RFQ responses must be submitted via email to: Tnauri.Woodbridge@va.gov. Hand deliveries shall not be accepted.
(xvi) The POC of this solicitation is Tnauri.Woodbridge@va.gov.



ATTACHMENT 1
PRICE SCHEDULE
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Kitchen Hood and Exhaust Cleaning
__________________
__________________


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
Performance Work Statement
Department of Veterans Affairs (VA)
VA Connecticut Healthcare System
Kitchen Hood and Exhaust Cleaning

The purpose of this contract is to provide quarterly cleaning of two (2) kitchen exhaust systems including ducts, vents, hoods and exhaust fans at the two VA Connecticut facilities listed below as required by NFPA 96 and The Joint Commission standards. The contract shall be for 1 year with 4 additional 1- year options to extend.

Facility Information:

CRRC Facility (Annual)
114 Boston Post Road
West Haven, CT 06516
1 Exhaust Hood System 7 linear feet

Errera Annex (Semi Annual)
200 Edison Road
Orange, CT 06477
1 Exhaust Hood System 5 linear feet

Scope of Work:
All contracted work shall be performed by a qualified vendor on a semi-annual basis, no less than 170 and no more than 190 calendar days from prior service.

The contractor shall:
Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.
Check-in with Customer
At the start of the cleaning process, electrical switches that could be activated accidentally shall be locked out.
Appliance Removal or Draping of Kitchen Equipment the draping of the exhaust hood needs to be removed for ease of degreasing and cleaning.
Exhaust Fan Inspection degrease and clean.
Ductwork Cleaning scrape out, if necessary, built up grease, degrease and clean.
Hood Filters detach, degrease and clean. Replace, if necessary.
Disarm Fire Suppression System if necessary, to properly reach hard to clean areas of the exhaust system. If deemed necessary to complete the cleaning service, this task will be coordinated internally with the Safety Office.
Check for Leaks check for leaks to ensure proper ventilation.
Fan Belt Replacement replace only broken or worn fan belts.
Reinstall Fire Suppression System if necessary, reinstall detached parts after all components have been degreased and cleaned. If necessary, this task will be coordinated internally with the Safety Office. When cleaning procedures are completed, all electrical switches and system components shall be returned to an operable state. All access panels (doors) and cover plates shall be replaced. Dampers and diffusers shall be positioned for the proper airflow.
Verify Fan Operation operate hood fan to verify that it works properly.
Restore the Kitchen clean all grease residue from flooring and countertop areas that were impacted by the operations.

All work shall be performed and completed on a schedule that will be approved in advance. Dates and times of repairs shall be coordinated between the contractor and Government to minimize impact to kitchen operations.
Interference to Normal Functions:
When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government.
Debris Removal:
The Contractor/Installer shall be required to remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable Local, State and VA and Federal regulations.
Property Damage:
The Contractor shall take all necessary precautions to prevent damage to any government property. The Contractor shall report any damages immediately and shall assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer.
Additional Information:
The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility.

Records Management:
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.

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.

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.

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.

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

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

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.

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.].

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.

END OF STATEMENT OF WORK

Attachments/Links