J--Kitchen Equipment Maintenance

This is a combined synopsis solicitation for commercial services prepared in accordance with the format in FAR Subpart 12, Acquisition of Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested. Solicitation Number VA250-14-R-0053 is being issued as a Request for Proposal (RFP), and the intent is to award a firm fixed price order for services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36. This is a total-small business set-aside. Service-disabled, veteran-owned, small businesses and veteran-owned, small businesses will be given preference. This is a request for a proposal resulting in a multi-year contract consisting of a base year and four (4) option years. STATEMENT OF WORK (SOW)-Kitchen Equipment Maintenance 1. Contracting Officer's Representative (COR). Name: Tim Wasdovitch Section: Engineering-Electric Shop Supervisor Address: 10701 East Blvd., Cleveland, OH 44106 Phone Number: +1 (555) 000-0000 x 2614 Fax Number: +1 (555) 000-0000 E-Mail Address: contact@example.gov 2. Contract Title. Kitchen Equipment Maintenance 3. Background. Contract is required to provide maintenance for the nutrition and food service equipment at the Louis Stokes VA Medical Center. 4. Scope. The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (LSCDVAMC) is contracting to provide all labor, materials, equipment, transportation and supervision necessary to provide preventative maintenance and service of nutrition and food service equipment located at the Wade Park facility of the Cleveland VA Medical Center, located at 10701 East Blvd., Cleveland, Ohio 44106. Services shall be in accordance with the terms, conditions, provisions and schedule of the contract. Services shall be for the period of October 1, 2013 through September 30, 2014, with four (4) pre-priced one (1)-year options for renewal. 5.0 Description/Specifications Vendor shall provide all labor, materials, equipment, transportation and supervision necessary to provide preventative maintenance and service of nutrition and food service equipment located at the Wade Park facility of the Cleveland VA Medical Center, located at 10701 East Blvd., Cleveland, Ohio 44106. Contractor will provide preventative maintenance, as specified, on the equipment that follows. Specific room locations and room numbers for equipment in the Cares Tower will be provided at time of award of contract. This shall include all replacement parts and travel. 5.1.1 Equipment List: Equipment Model Number Serial Number Location Hobart-Mixer HL 200 31-1423-817 Wade Park, Main Kitchen Hobart-Mixer HL 600 31-1426-140 Wade Park, Main Kitchen Berkel Ditto Dean TM 100 00001521 Wade Park, Main Kitchen (Sharfen) Berkel Buffalo Chopper 1850 2033024 Wade Park, Main Kitchen Hobart Slicer 2712 56-1313-133 Wade Park, Main Kitchen Vulcan Kettle VELT 60 AP 105 1830-12EF Wade Park, Main Kitchen Vulcan Kettle VELT 60 AP 105 1831-12PE4230 Wade Park, Main Kitchen Vulcan Brazing Pan VECE 40 46-2005607 Wade Park, Main Kitchen Vulcan Grill HG48C 659120 471 Wade Park, Main Kitchen Rational Combi Oven SCC E12SE 08042 1405602 Wade Park, Main Kitchen Rational Combi Oven SCC E12SEV52141526 Wade Park, Main Kitchen Rational Combi Oven SCC E128052143617 Wade Park, Main Kitchen Rational Combi Oven SCC 12 SEE HD 521 43616 Wade Park, Main Kitchen Vulcan Tilt Kettle T 2036 E 46-2005472 Wade Park, Main Kitchen Vulcan Compartment Steamer VHL 3 E 46-2004239 Wade Park, Main Kitchen Hobart Slicer 2712 56-1313-130 Wade Park, Main Kitchen Hatco Toaster K 110 3209090646 Wade Park, Main Kitchen Hatco Toaster K 100 3202670645 Wade Park, Main Kitchen CRES Core Hot Cabinet H 137 SUA 12 CS KAI-J190811-106 Wade Park, Main Kitchen CRES Core Hot Cabinet H 137 SUA 12 CS KAI J 190811-105 Wade Park, Main Kitchen AVTEX Conveyor System (Serving Line) Wade Park, Main Kitchen AVTEC Hot Well (Wells) Wade Park, Main Kitchen AVTEC Hot Well (Wells) Wade Park, Main Kitchen ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10774 Cares Tower, Level A ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10775 Cares Tower, Level B ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10777 Cares Tower, Level B ALADDIN Temp-Rite Electric Food Warmer J 4144 A 11B 33433A Cares Tower, Level B ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10799 Cares Tower, Level 2 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10780 Cares Tower, Level 2 ALADDIN Temp-Rite Electric Food Warmer J 714A A 11B 33434A Cares Tower, Level 2 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10776 Cares Tower, Level 3 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10772 Cares Tower, Level 3 ALADDIN Temp-Rite Electric Food Warmer J 417A A 11B 33432A Cares Tower, Level 3 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24M 10783 Cares Tower, Level 4 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24M 10782 Cares Tower, Level 4 ALADDIN Temp-Rite Electric Food Warmer J 714A A 11B 33430A Cares Tower, Level 4 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10778 Cares Tower, Level 5 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24D 10776 Cares Tower, Level 5 ALADDIN Temp-Rite Electric Food Warmer J 714A A 11B 33431A Cares Tower, Level 5 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24M 10781 Cares Tower, Level 6 ALADDIN Temp-Rite Cart Dock CR 3D 00021 CR 3D 24L 10773 Cares Tower, Level 6 5.1.2 Schedule of Services: CLIN Description Quantity Unit Unit Cost Total Cost 1 (Base Year) 01/01/2014-09/30/2014 Provide Monthly Preventative Maintenance and Service 9 Month 2 (Option Year 1) 10/01/2014-09/30/2015 Provide Monthly Preventative Maintenance and Service 12 Month 3 (Option Year 2) 10/01/2015-09/30/2016 Provide Monthly Preventative Maintenance and Service 12 Month 4 (Option Year 3) 10/01/2016-09/30/2017 Provide Monthly Preventative Maintenance and Service 12 Month 5 (Option Year 4) 10/01/2017-09/30/2018 Provide Monthly Preventative Maintenance and Service 12 Month Total Cost $ 5.2 Specific Tasks-Deliverable Product. 5.2.1 Contractor will replace all water filters per the manufacturer specifications on the equipment at Wade Park. 5.2.2 Service shall be affected within two (2) hours of a trouble call. Dietetics and Engineering are authorized to place a trouble call. 5.2.3 Contractor shall schedule quarterly preventative maintenance with the dietetic supervisor no less than five (5) working days prior to the start of work. 5.2.4 All service and preventative maintenance shall be performed by trained technicians who are experienced and qualified to work on this equipment. 5.2.5 Service and preventative maintenance shall be in accordance with commercial practices manufacturer specifications. 5.2.6 Service shall be performed under the guidance of the electrical shop supervisor or his designee. 5.2.7 A written service report and preventative maintenance report shall be submitted, outlining the service and preventative maintenance performed and completed. 5.2.8 Replacement Parts: Contractor shall pay for replacement parts up to $500.00. Parts greater than $500.00 will be purchased by the VA from the vendor at the vendor's cost. 5.3 Contractor Responsibility 5.3.1 It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and it's relation to any other work in the area including the operation of the medical center. 5.3.2 Contractor shall attend a mandatory meeting after award with the Chief, Engineering Service, or his designee, prior to any work. The required meeting shall be coordinated by the Contracting Officer and shall be scheduled and conducted within 20 calendar days after Notice to Proceed. This meeting is to inform the contractor of the nature, extent and intent of this contract and for the contractor to present the following documentation: " Material Safety Data Sheets (MSDS) for any products the contractor may use in the performance of the contract. " List of personnel, name only, including the job site supervisor. " If necessary, written safety program which includes, but is not limited to, o Respiratory Protection o Hearing Protection o Hazardous Communications o Electrical Ground Fault Protection o Use of ladders and or scaffolding 5.3.3 Contractor shall be responsible for any damages caused by his/her employees and shall repair or replace all damaged systems/equipment immediately at no additional cost to the VA. 5.3.4 Water and electrical power will be provided by the VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made. 5.3.5 The contract shall be responsible for placing barricades in appropriate locations to protect the well-being and safety of patients, visitors and staff. These barricades shall be removed by the contractor when work is completed or at the end of the workday. 5.3.6 The contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an inappropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors and staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. All equipment being used in mechanical rooms or on roofs shall be secured daily but may be left overnight providing that this equipment is not in a position to be a risk or hazard to medical center personnel who may be called into these areas after hours. Doorways, hallways and aisles shall be kept clear at all times. At no time shall equipment be left unattended, including breaks and lunch. 5.3.7 Contractor shall report, to the COR daily, on the progress of the project along with any deficiencies noted. 5.3.8 Any damage detected during the inspections that was not caused by the contractor shall be reported to the COR on a daily basis. 5.3.9 The contractor shall be required to submit a site specific safety plan pursuant to Occupational Safety and Health Administration (OSHA). The safety plan must be reviewed and approved by the Louis Stokes Cleveland, Department of Veteran Affairs before any work is performed. 5.4 Hours of Operation Normal business hours are from 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding federal holidays. Following are the 10 holidays observed by the Federal Government: New Year's Day Independence Day Veteran's Day Dr. Martin Luther King Jr. Day Labor Day Thanksgiving Day President's Day Columbus Day Christmas Day Memorial Day Any other day designated by the President of the United States to be a national holiday. When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday. 6. Performance Monitoring Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract. 6.1 Direct Observation-(Can be performed periodically or through 100% surveillance.) 6.2 Periodic Inspection-(Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.) a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. 7. Security Requirements Vendor will not have access to VA Sensitive Information, patient records, or data. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). Water and electrical power will be provided by the VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made. The VA Medical Center, Cleveland will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within. 9. Other Pertinent Information or Special Considerations. All service and preventative maintenance shall be performed by trained technicians who are experienced and qualified to work on this equipment. Service and preventative maintenance shall be in accordance with commercial practices manufacturer specifications. Service shall be affected within four (4) hours of a trouble call. Dietetics and Engineering are authorized to place a trouble call. Special consideration will be given to vendors with past proven history of working within a facility and/or hospital with similar size and scope of the Cleveland VA Medical Center. Past performance is a critical factor in determining vendor eligibility. 10. Place of Performance. The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (LSCDVAMC) Wade Park Facility, 10701 East Blvd., Cleveland, OH 44106. 11. Period of Performance Base Year: January 01, 2014 through September 30, 2014 Option Year 1: October 1, 2014 through September 30, 2015 Option Year 2: October 1, 2015 through September 30, 2016 Option Year 3: October 1, 2016 through September 30, 2017 Option Year 4: October 1, 2017 through September 30, 2018 12. Evaluation: This solicitation lists one or more clauses by reference with the same force and effect as if they were given in full text (FAR 52.252-2). The provisions at FAR 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions. In accordance with Federal Acquisition Regulation FAR 52.212-2 Evaluation-Commercial Items all offers will be considered for BEST VALUE. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) Technical capability. Provide a description of your service dept ability, on a 24-Hr basis, to respond to any emergency call within 2 hrs of receipt of the VA notification It is imperiative that replacement parts be readily available. (2) Past performance: Provide (3) three references of similar maintenance contract for kitchen equipment maintenance. (Business, Contact Name, Address, Phone Number) Provide (3) three references of similar maintenance contract servicing a third-party Building Automation System (Business, Contact Name, Address, Phone Number) Provide documentation in the form of a résumé of the experience of the personnel who would be servicing the equipment. Past performance with VA or other Government agencies is preferred. Please include company name, point of contact information, purchase order or reference number, and dollar value. Those not submitting past performance references will be given a neutral rating. (3) Price: Quote for each line item, including but not limited to the requirements listed above. Technical and past performances when combined are significantly more important than price. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. 13. Submissions: All questions must be submitted to Wallace Larson, Contracting Officer by e-mail only no later than 12:00pm EDST on Tuesday, November 5, 2013. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Quotes and accompanying information must be submitted no later than 12:00 p.m. EDST, Friday, November 15, 2013. Technical questions and quotes must be sent by email to contact@example.gov.