H366--RFQ Biannual hood inspection/certification

Combined Synopsis Solicitation Solicitation Number: 36C24923Q0150 Posted Date: February 24, 2023 Response Date/Time: March 21, 2023, at 10:00 am CST Set Aside: SBA NAICS: 811210 PSC: H366 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01, effective 12 01, 2022. This solicitation is set-aside for Small Businesses. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210. The Tennessee Valley Healthcare System is seeking a vendor to provide Fume Hood and ventilation system inspections and maintenance services. All interested companies shall provide quotations for the following: STATEMENT OF WORK TVHS Fume Hoods and Air Filtration Systems (Laminar Flow Equipment) INTRODUCTION AND SCOPE OF WORK: The Contractor shall furnish services as specified for the fiscal year period of April 1 through March 31, to ensure that the equipment functions in conformance with NCI Specification "General Purpose, Clean Air, Biological Safety Cabinet, revised August 19, 1975", NIH specification NIH-03-11ZC dated September 17, 1974; National Sanitation Foundation-Class II, (Laminar Flow) Biohazard Cabinetry-Standard Number 49 [NSF 49]; Federal Standard No. 209E-April 24, 1973, "Clean Room And Work Station Requirements, Controlled Environment"; SAMA Standard LF10-1980 Laboratory Fume Hoods. Quarterly work: Nashville Room air change certifications are performed quarterly. Measure and calculate room air changes and pressure differentials per hour. MURFREESBORO: No rooms for air balancing/air changes; NASHVILLE: has 84 rooms Biannual work: Hood certifications performed every six (6) months at the Nashville VA, Murfreesboro VA, Clarksville Clinic and Chattanooga Clinic locations. The hood count is listed below for each area as given by our customers: MURFREESBORO: Biological Safety cabinets: 3 in Murfreesboro and 1 in Chattanooga = 4 total Fume Hoods: 1 in Murfreesboro (dental) Laminar Flow Clean Bench: 1 in Murfreesboro. NASHVILLE: 59 Hoods; Clarksville has 2 hoods. REQUIREMENTS: a. Equipment is identified on the attached listing to include amendment FY 2021 for Acre Bldg. Research Hoods (24) - these hoods are sometimes replaced, so it is the specific hood or a replacement hood. b. Scheduled Maintenance (PM): This contract covers one scheduled preventive maintenance inspection Monday through Friday between the hours of 7:00 am and 3:30 pm during the months of: April, July, October, and January at the Nashville Campus. April and October at each the Murfreesboro Campus, Clarksville Clinic and Chattanooga Clinic. c. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the Contracting Officer (CO) and Contracting Officer's Representative 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. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: (1) Each respondent must have an established business with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. Experience, the FSE(s) has a minimum of two years of experience concerning scheduled and unscheduled preventive and remedial maintenance on Laminar Flow Hoods and Air Filtration Systems. (2)"Fully Qualified" is based on training and field experience. For training, the FSE(s) has completed a formalized training program for the equipment identified. For field experience, the FSE(s) has a minimum of two years of experience on Laminar Flow Hoods and Air Filtration Systems concerning scheduled and unscheduled preventive and remedial maintenance. Certifications/credentials will be required with quote submission. (3) All work is provided by a highly trained member of CTG's Certification and Service Network. The highest level of service, professionalism, and integrity is expected and will be delivered at all times. (4) The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the Veterans Affairs Medical Center (VAMC). The CO or COR may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission. f. TEST EQUIPMENT: Prior to the commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment to be used by the Contractor on VAMC's equipment. This certification shall also be provided periodically when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. REFERENCES: Contract service shall ensure that the equipment functions in conformance with NCI Specification "General Purpose, Clean Air, Biological Safety Cabinet, revised August 19, 1975", NIH specification NIH-03-11ZC dated September 17, 1974; National Sanitation Foundation-Class II, (Laminar Flow) Biohazard Cabinetry-Standard Number 49 [NSF 49]; Federal Standard No. 209E-April 24, 1973, "Clean Room And Workstation Requirements, Controlled Environment"; SAMA Standard LF10-1980 Laboratory Fume Hoods, testing compliant with USP 747 doing variable air sampling. DELIVERY: a. Scheduled Maintenance (PM): This contract covers one scheduled preventive maintenance inspection during the months of: b. April, July, October, and January for the Nashville Campus April and October Murfreesboro Campus Monday through Friday, between the hours of 7:00 am and 3:30 pm. b. REPORTING REQUIREMENTS: The Contractor shall be required to report to Engineering Office to log in for all services at the Nashville and Murfreesboro Campuses. This check-in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with the Air Conditioning Shop (Engineering) supervisor and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed. Veteran Affairs (VA) Contact Person(s): Nashville and Clarksville: Velton Salazar, Building 1, Room E-06, Phone +1 (555) 000-0000, Cell +1 (555) 000-0000. Murfreesboro and Chattanooga: Al Hernandez, Building 15, Phone +1 (555) 000-0000, Cell +1 (555) 000-0000, Fax +1 (555) 000-0000 Contractor - Provide telephone number(s) to call for your Service Department: __________________________ Provide name(s) of authorized contact person(s) at least a primary and alternate: __________________________ | __________________________ | __________________________ PROGRESS AND COMPLIANCE a. DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in paragraph 3, References. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: (1) Name of Contractor. (2) Name of FSE who performed services. (3) Contractor service ESR number/log number. (4) Date, time (starting and ending), equipment downtime, and hours on-site for the service call. (5) VA purchase order numbers(s) covering the call if outside normal working hours. (6) Description of problem reported by COR (If applicable). (7) Identification of the equipment to be serviced: Inventory ID number Manufacturer's name Device name Model number Serial Number Any other manufacturer's identification numbers (8) Itemized Description of Service Performed (including Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. (9) Total Cost to be billed (If Applicable -- i.e., part(s) not covered, or service rendered after normal hours of coverage). (10) Signatures: - FSE performing services described. -VA Employee who witnessed service described. b. PAYMENT: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports. NOTES AND OTHER INFORMATION: a. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. Note: Any additional charges claimed must be approved by the COTR before the service is completed! b. Security Issues: No known security issues are associated with this Statement of Work. c. DEFINITIONS/ACRONYMS: (1) Biomedical Engineering - Supervisor or designee. (2) CO - Contracting Officer (3) COR - Contracting Officer's Representative (4) PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. (5) FSE - Field Service Engineer. A person who the Contractor authorizes to perform maintenance (corrective and/or preventive) services on the VAMC premises. (6) ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. (7) Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR (8) Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. (9) NFPA - National Fire Protection Association. (10) CDRH - Center for Devices and Radiological Health. (11) VAMC - Department of Veterans Affairs Medical Center (12) VAH - Department of Veterans Affairs Hospital d. There are no known security issues with this Statement of Work. e. Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only. f. Contractors must obtain a Temporary ID Badge from Engr Svc, Bldg. 18 Murfreesboro, or Room D73 Nashville, while on VA property if not escorted during an entire visit by an Engineer Service employee. SCHEDULE: All interested parties shall provide a quotation for the following: ** Note these hours are the quantities listed in hours, not the number of hoods to be serviced. The number of hoods and room air certifications can be found above in the scope of work. ** CLIN Description: Service contract for the period of 4/1/2022 through 3/31/2023 for: Unit Unit Price Quantity Total Item Cost 0001 Biannual hood certifications: LAFW/LFCB Nashville Hour 30 0002 Biannual hood certifications: chemical fume hood/grossing table Hour 42 0003 Biannual hood certification: biological safety cabinets Hour 58 0004 Quarterly certifications: room air changes (per room) Hour 328 0005 Quarterly certification: certification travel for Chattanooga location JOB 1 Place(s) of Performance: Nashville Campus York VAMC-Murfreesboro 1310 24th AVE S. 3400 Lebanon Pike Nashville TN 37212 Murfreesboro TN 37129 Clarksville VA Clinic Chattanooga VA Clinic 782 Weatherly Dr. 6098 Debra Rd Clarksville TN 37043 Chattanooga TN 37411 Department of Labor Wage Determinations Reference the following wage determinations applicable to this requirement: Service Contract Act WD #2015-4647 Revision #22 December 27, 2022. https://sam.gov/wage-determination/2015-4647/22 *Note: All vendors are required to be in conformance with regards to payment of employee s with and have the latest copy of the latest Department of Labor Wage Determination Rates. You can download from the links above. If you have trouble downloading contact the Contract Specialist for assistance. EVALUATION CRITERIA The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the lowest price technically acceptable to the Government. The following factors shall be used to evaluate offers this will be a Lowest Price Technically Acceptable (LPTA) Evaluation based on the following two factors and are stated as follows: Past Experience/Performance Price Evaluation Criteria: (1) PAST EXPERIENCE (1 copy of documentation required) (a) Past Performance: The offeror must provide no more and no less than the last three references for this type of service and for the comparable quantities listed under this solicitation. The government will consider the offeror s record for on time delivery, technical quality, and cost control. The government will conduct a performance risk assessment based upon the past performance of the offerors and their proposed major subcontractors as it relates to the probability of successfully performing the solicitation requirements. Past performance evaluations will be conducted using information obtained from the Contractor Performance Assessment Reporting System (CPARS) or Past Performance Information Retrieval System (PPIRS) and any other sources deemed appropriate. (While the government may elect to consider data obtained from other sources, the burden of providing current and complete past performance information rests with the offeror. The past performance Information obtained will be used for both the responsibility determination and this evaluation factor. Identify Federal, State, and local Government and private contracts that are similar in scope and size. The references must contain the following using the attached form: (i) Contractor s name (ii) Facility s address and telephone number (iii) Contract number, value, award date and completion date (iv) Description of the requirement (v) Any subcontractors must be listed. Specify if no subcontractors will be used. (vi) Contact Person, and Phone number of the past performance reference. (vii) Fax number and e-mail address of past performance reference if applicable. Suppose an offeror or the proposed employees for the offer do not have a past performance history relating to this proposal. In that case, the offeror will not be evaluated favorably or unfavorably on this factor. (2) PRICE: Offeror shall provide pricing as requested in the Schedule of Supplies/Services for Base and Option. Pricing should be submitted separately from the above proposal, but at the same time. Lowest price will be the determining factor if all are considered technically qualified. The Government intends to evaluate offers and award a contract WITHOUT DISCUSSIONS with offerors. Therefore, the offeror s initial offer should contain the offeror s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contract Specialist to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offer In addition to providing the pricing, technical capability and past experience information requested above your quote should include the following: Certificate or credentials as referenced in the Competency Of Personnel Servicing Equipment noted above in this document. Instructions to Offerors for Submission of Proposal Proposals SHALL be submitted in two separate parts as follows: Part 1: Technical answering of requirements contained in the solicitation that will include the required past performance form as requested in the solicitation. Part 2: Pricing as requested in the solicitation. OFFEROR PAST PERFORMANCE VERFICATION FORM: Offeror(s) are required to submit sufficient evidence i.e. three (3) previous businesses (VA medical facilities preferred) that has used the service requested in this solicitation to meet the requirements contained in the statement of work. To assist in this determination, contractors are required to furnish the following information: Number of years experience in providing Fume Hood preventative maintenance and services. Contractors are required to furnish for evaluation purposes name, address, and telephone number of three (3) facilities (VA preferred) for whom services similar in nature to the requirements noted herein have been furnished. Failure to furnish this information may result in your firm determined to be nonresponsive to the requirements of this solicitation as well as reference given and unable to be verified by the VA. Contractors Name: Pharmacy Name: Address: Point of Contact: Telephone/FAX No: (T) (F) (With Area Code) Email Address: Contract Number and Value: Subcontractor used (List by name with contact information; if none state none.): Contractors Name: Pharmacy Name: Address: Point of Contact: Telephone/FAX No: (T) (F) (With Area Code) Email Address: Contract Number and Value: Subcontractor used (List by name with contact information; if none state none.): Contractors Name: Pharmacy Name: Address: Point of Contact: Telephone/FAX No: (T) (F) (With Area Code) Email Address: Contract Number and Value: Subcontractor used (List by name with contact information; if none state none.): 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 MAR 2020 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 OCT 2018 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders MAR 2020 FAR Number Title Date 52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING JUL 2016 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE JUL 2016 52.223-2 AFFIRMATIVE PROCUREMENT OF BIOBASED PRODUCTS UNDER SERVICE AND CONSTRUCTION CONTRACTS SEP 2013 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS DEC 2013 (End of Clause) EVALUATION OF QUOTES: An award will be made to the lowest price offeror determined to bring the BEST VALUE to the Government and meet the solicitation's technical requirement. The award shall be made to the vendor whose quotation offers the best value to the Government, considering technical acceptability and price. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side-by-side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. QUOTE FORMAT AND SUBMISSION REQUIREMENTS: Offerors shall provide only one quote. Quote shall be emailed to contact@example.gov subject line: Fume Hood RFQ 36C24923Q0150 NLT March 21, 2023, at 10:00 am CST. Non-compliance with this requirement will result in the disqualification of the quote. In addition to their quote, offeres shall provide Their past performance Certificate or credentials as referenced in the Competency Of Personnel Servicing Equipment noted above in this document. Failure to provide all the requested documents will result in the vendor being technically unacceptable All vendors must be registered and complete all entries in the System for Award Management (SAM) to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM. Lack of registration in the SAM database will make an offeror ineligible for an award. All Quote submissions must list your SAM UEI, CAGE code, and Federal TIN with Company name, POC, and phone number. The Government intends to award a Firm Fixed Price contract as a result of this RFQ that will include the terms and conditions set forth herein. To facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Point of Contact Any questions or concerns regarding this solicitation shall be sent in writing only via email addressed to contact@example.gov subject line: Fume Hood RFQ 36C24923Q0150. Questions shall be submitted NO LATER THAN March 1, 2023, at 15:00 pm CST. Reference the following wage determinations applicable to this requirement: Service Contract Act WD #2015-4647 Revision #22 December 27, 2022. https://sam.gov/wage-determination/2015-4647/22.