73--Cleveland Rethermalization System

COMBINED SYNOPSIS SOLICITATION This is a Combined Synopsis Solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 and 13.5, 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. Awards resulting from this solicitation will be based on a determination of Best Value to the Government, giving consideration to: Past Performance, Technical Considerations, and Price. The solicitation number is 36C25018Q9001, and is issued as a Request for Quote (RFQ), unless otherwise indicated herein. This requirement is posted as a Full and Open competition solicitation, and is not being advertised as a set-aside. Businesses submitting responses to this RFQ not listed and current in the System for Award Management (SAM) (https://www.sam.gov/) prior to award will not be considered, and price quotations received will not be evaluated. The associated NAICS code for this requirement is 333415 (Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing), and the size standard is 1250 Employees. The solicitation document, and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-97, effective 1-24-2018. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at https://www.acquisition.gov. Only emailed proposals received by the date indicated in this solicitation, directly from the offeror, shall be considered acceptable. The successful awardee agrees in accordance with the terms and conditions stated herein. The successful awardee shall be able to quote and provide all of the items/services listed in the Schedule of Supplies, and Scope of Work. Multiple awards will not be made. The Louis Stokes VA Medical Center (VAMC), Nutrition and Food Service, 10701 East Blvd., Cleveland, OH 44106-1702 has a requirement for the removal of an existing rethermalization system, and installation of a new rethermalization system. The Department of Veterans Affairs intends to award a firm fixed price contract to the vendor providing the supplies and services described in this solicitation determined to be best value to the Government. A mandatory site visit will be scheduled to provide a specific time for interested parties to take any necessary measurements, and familiarize themselves with space requirements. The site visit is scheduled for 10:00 am EST on 16 Apr 2018. Please confirm your attendance by email to the Contracting Officer at contact@example.gov no later than 4:00 pm EST on 12 Apr 2018. Parties are to meet outside the main entrance of the Louis Stokes VA Medical Center located at 10701 East Blvd., Cleveland, OH 44106-1702 no later than the date/time indicated above. No technical questions will be answered during the site visit. SCOPE OF WORK (SOW) The Contractor is to provide rethermalization products as listed herein, as requested by authorized VA Staff, in accordance with Public Law 104-262 and 38 USC 8153 in order to support the Louis Stokes VA Medical Center, Nutrition and Food Service, Cleveland OH. The replacement of the tray system is for the acute care patient areas in the main building at Wade Park, and for three of the patient floors in Long Term Care in the CARES Tower building: 1-W-1C-439 Main Kitchen F-160, Blind Rehab, CARES Tower F-163, Spinal Cord Injury, Long Term Care, CARES Tower 1-W-6F-113, Psychiatry, CARES Tower Expected delivery shall be within 14-16 weeks ARO (After Receipt of Order), and installation shall be completed in less than 7 days, in one installation time period rather than several. Installation includes furnishing all equipment, materials, and labor. Current operations and meal service shall be maintained during the transition to a new tray system. The contractor shall be well experienced in turn-key installation, and staged transitioning in large hospital facilities. VA will make this determination based upon Past Performance. On-site training for food service staff and Engineering on operations and preventive maintenance is a crucial part of the contract in order to be successful. Because tray rethermalization and delivery systems are complex, it shall include equipment to support tray delivery for late trays (meals served at other than regular meal times), and shall be flexible enough to accommodate changes that may occur with patient service in the future. The requirement includes installation of proper electrical connections for all new equipment; revision of current electrical connections, removal and disposal of all existing equipment, which includes all docking stations and tray carts, as well as on-site full training for Nutrition and Food Service and Engineering Service staff. Requirement: Capability to rethermalize chilled foods to temperatures equal to/greater than 165° F. Capability to maintain chilled foods to a maximum of 41° F through the staging and rethermalization process. Ability to preprogram rethermalization times for automatic start up, and to modify for shorter cycles to allow for boosting temperature cycle for breakfast meal. Ability to offers a variety of tray top items that meet the needs of the VA, and are deemed cost effective. Docking stations must be available in both air and water-cooled options. Tray carts to be of sturdy construction; easily mobile on swivel casters, light weight enough for ease in rotating and transport; have secure handles, double open doors that can be secured, and come in 20 tray size option with a height that allows sight overhead by most employees. Vendor shall provide on-site startup support by technical, operational and nutrition experts. Vendor shall provide start-up in-service training for both food service and engineering personnel to assure competency in operating and trouble-shooting and repairing equipment. Vendor shall provide technical and operational support during the lifetime of the warranty for the system. Tray system equipment shall fit into existing space in the main kitchen, and in three pantries in CARES Tower with minimal construction requirement. Vendor shall provide equipment options to address assembly and delivery of the very large number of trays that must be served in the facility at times other than the standard meal periods. Vendor shall assure turn-key installation, including providing electrical connections and modifications, removal and disposal of existing equipment and installation of all new equipment. The water-cooled docking stations are located in one centralized area. The air-cooled docking stations are located remotely in three locations. Vendor Responsibilities: Coordinate shipping/receiving, uncrate, assemble and stage all new equipment at the facility. Disconnect existing rethermalization docking stations, and stage in one central location at facility. Remove and dispose of existing docking stations and carts. Provide materials and labor to convert existing electrical disconnects to a cord-and-plug application. No crane operation is required, or to be quoted for this project. In the event on-site crane operation is deemed necessary, COR will coordinate with the End User and Contracting Officer to obtain prior authorization for contract modification. Anchor, start-up, test run and calibrate all new equipment. Provide operator in-service, instruction, and preventative maintenance training of equipment for in-house maintenance, food service personnel and outside service agencies as needed. Full on-site training and start-up support until all equipment is fully functional and staff receive training. All work (except electrical work) is to be performed during/under normal working hours/conditions between the hours of 5:00am and 7:30pm. All electrical work is to be coordinated through Engineering Service to determine the most advantageous timeframe in which to conduct the work. Coordinate delivery and installation plan with the Louis Stokes Cleveland Engineering Service to ensure adequate time is allowed for Engineering Service to install cold water lines and connections compatible with Water Cooled Docking Stations prior to system delivery and installation. Vendor verification of compatible connections must be made through coordination with Engineering Service prior to installation dates. Install/modify electrical connections to support Docking Stations and Late Tray Pod Equipment. Verify that electrical connections are to specification and compatible with equipment. COR and Engineering Service to approve. Coordinate installation dates and transition plan with Chief, Nutrition and Food Services to assure uninterrupted patient meal service. Provide start-up direction, support, education, and training to Food Service Employees who are operating equipment throughout installation and start-up. Provide technical education and training to Engineering Service and Contracted Maintenance on use of Spare Parts Kit and routine troubleshooting for optimal equipment operation. Manage the installation to assure there is no down time for patient meal service or compromised quality and safety of meals. Contractor support staff to provide just-in-time updates to Nutrition and Food Services and Engineering Service. Equipment packaging must protect the outside surfaces from scratches, dents and other damage. Delivery of equipment to VA Warehouse dock, unless otherwise specified. Contractor is responsible for removal of trash and packing materials to VA designated area. Performance Monitoring: Electrical contractors provided by the vendor to install electrical connections compatible with the docking stations and the late tray assembly pod will be approved by Engineering Service prior to the installation of the new equipment. Upon VA inspection, any disparities identified in the resultant electrical work will be communicated to the vendor, who will be responsible for assuring that all electrical connections and alterations to the existing electrical system meet code. Any identified electrical corrections are to be made in sufficient time to complete installation during the anticipated timeframe. The vendor is responsible for assuring that all equipment is installed properly, and is fully functional to the satisfaction of Nutrition and Food Services staff, as well as Engineering Service. Food temperatures are taken daily to monitor the effectiveness and safety of the heating and cooling features of the equipment, and to document quality control. Failure to deliver temperatures within standard will be easily and quickly identified during the daily monitoring. The vendor shall provide support to correct equipment and function issues throughout the warranty period and to provide training and support to correct temperature/mechanical issues. Contracted employees shall follow all physical security protocols for identification of other contractors/vendors working in the Medical Center. Contractor staff shall be escorted by Medical Center staff while working in the main kitchen, and in CARES Tower. COST/PRICE SCHEDULE The contractor is to provide a unit price for each line item, the aggregate total for each line item, and a total price for the items listed. Quoted prices must be valid for a minimum of 90 days from date of quote. Any proposed substitute items shall be clearly identified, along with the item the substitution is proposed for. DESIGNATION OF CONTRACT OFFICER REPRESENTATION The Contracting Officer Representative (COR) will be designated in writing. The COR, in coordination with Engineering Service, will be responsible for furnishing technical guidance, and monitoring the progress of the delivery/removal/installation of the listed item(s) upon contract award. The foregoing is not to be construed as authorization to interpret or furnish contract advice or information to the Contractor relative to the financial or legal aspects of the respective awarded contract. Enforcement of these segments is vested in, and is the sole responsibility of the Contracting Officer awarding the contract. EVALUATION CRITERIA/SUBMISSION OF OFFER Evaluation Process: Any award resulting from this solicitation will be completed using the procedures under FAR 13, Simplified Acquisitions Procedures. Offerors will be evaluated utilizing Price, Past Performance, and Technical. The tray system requires the oversite of a vendor well experienced in turn-key installation and staged transitioning in large, complex healthcare facilities. The offeror must have reputation and documented history of solid experience (as determined by VA) with installation and support of tray rethermalization systems, and proven success in transition installations that allow for no meal service downtime, along with extensive experience both technically and operationally with on-site training for Food Service and Engineering staff. To be considered acceptable, offers must be determined by the Government to fully meet or exceed all standards specified in this solicitation. OFFERORS SHALL INCLUDE THE FOLLOWING 3 SECTIONS TO THEIR OFFERS: Price: A completed Cost/Price Schedule filled in using the attached Schedule of Supplies. For the purpose of evaluation, the total price will be evaluated. Past Performance: Identify at least 3 recent (within the past 5 years) Federal, State, Local Government, or private contracts that are similar in size and scope to the requirement outlined in this solicitation. Please use the attached Past Performance Reference Worksheet to include the following information. Use a separate worksheet for each contract reference. Complete name and address of agency/facility Contract number or other reference Dates of performance Dollar Value of contract Point of Contact information (including email and phone number) A brief description of the contracted work effort to demonstrate the relationship between the reference contract and the proposed effort Current status of the contract Technical (capability of offer to meet the Government s needs): Description in sufficient detail to allow the Government to ascertain the Offerors capability to meet, in addition to the items listed in the cost/price schedule, the requirements indicated in the SOW, and should include at a minimum the following information: Ability to meet the required timeframes Ability to meet compliance and regulation requirements Quality control measures CONTRACT AWARD The following clauses apply to this acquisition: FAR 52.203-3; 52.203-6 (Alt 1); 52.203-17; 52.204-4; 52.209-6; 52.209-9; 52.211-11; 52.212-3; 52.212-4, Contract Terms and Conditions - Commercial Items, with the following added as addenda to the clause, 52.212-4(c) changes text in paragraph (c) is deleted and replaced with: changes in terms and conditions of this contract may be made only by written agreement of the parties with the exception of certain changes such as administrative changes including changes in paying office, appropriation data, authorized by the Federal Acquisition Regulation, and its supplements that may be made unilaterally by the Contracting Officer (see FAR 43.103(b)); 52.212-5; 52.222-3; 52.222-19; 52.222-21; 52.222-26; 52.222-35; 52.222-36; 52.222-37; 52.222-40; 52.223-18; 52.225-5; 52.225-13; 52.228-5; 52.232-34; 52.232-36; 52.233-2; 52.242-13; 52.246-1; VAAR 852.203-70; 852.203-71; 852.211-70; 852.232-72; 852.246-70; 852.246-71; and 852.270-1. The following provisions apply to this acquisition: 52.203-98; 52.209-5DEV; 52.209-7, Information Regarding Responsibility Matters (Jul 2013); 52.212-1, Instructions to Offerors-Commercial, with addenda: paragraph (c) change 30 to 60; 52.212-2, Evaluation-Commercial Items (Oct 2014); 52.212-3, Offeror Representations and Certifications-Commercial Items (Nov 2017); 52.216-1, Type of Contract (Apr 1984); 52.232-38; 52.233-2, Service of Protest; VAAR 801.604, Contracting Officer s Representative; 852.211-72; 852.215-70; 852.233-70; 852.233-71; 852.233-71 (note); 852.252-70; and 852.270-1. This solicitation includes FAR 52.219-9, Small Business Subcontracting Plan, VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement, VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, VAAR 852.215-71, Evaluation Factor Commitments; VAAR 852.219-71, VA Mentor-Protégé Program; and VAAR 852.246-71, Inspection. Offerors shall submit their quote on the attached pricing schedule, and shall comply with all instructions contained in FAR 52.212-1, Instructions to Offerors Commercial Items, with addenda: paragraph (c) change 30 to 60. This is a competitive Request for Quotations (RFQ) that will be evaluated under FAR Part 12 and Part 13. The Government intends to make a single award from this RFQ. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. An Offeror s initial proposal should contain the best terms from a price and technical standpoint. Offerors are reminded that representatives from your company SHALL NOT contact any Cleveland VAMC personnel to discuss this RFQ during the solicitation and evaluation process. Violating this requirement may constitute justification for removal from consideration for this award. All questions and concerns regarding this solicitation shall be directed to the Contracting Officer. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Questions pertaining to this solicitation shall be sent via e-mail only to: contact@example.gov no later than 4:00 pm EST on 30 Apr 2018. No response will be provided to questions received after the specified date and time or not submitted via email. Question will be consolidated, and responses posted to FBO. Quotes shall be submitted via e-mail only to: contact@example.gov no later than 4:00 pm on 18 May 2018 to be considered for this solicitation. See attached documents: Schedule of Supplies, Past Performance Reference Worksheet.