J073--Kitchen Hood Quarterly Inspection and Cleaning Bedford VA Medical Center

The Purpose of this amendment is to post the full Combined Synopsis Solicitation. I have added the Price Schedule, Past Performance Worksheet, and the Statement of Work. Cut-off Date for Questions has been extended to 16-May- 2025 by 4:00 PM EST. Response due date has been extended to 21-May- 2025 by 12:00 PM EST. Combined Synopsis Solicitation Bedford VAMC Kitchen Hood Inspection and 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 36C24125Q0219 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 an open market, SDVOSB set-aside. The associated NAICS 811310 and small business size standard is $12.5 million. (v) The Government intends to award a firm-fixed price award to supply Kitchen Hood Inspection and Cleaning at the Bedford 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 Inspection and Cleaning Services IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Bedford Massachusetts as described per the (Performance Work Statement). (viii) 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); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: 08 May 2025 at 10am at the Main entrance of Building 2. 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 contact@example.gov. (3) 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: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. 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 (Performance Work Statement). 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. 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-May- 2025 by 4:00 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. 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 (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). 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 (555) 000-0000. 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. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. 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: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 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 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, 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, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (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 21-May- 2025 by 12:00 PM EST. RFQ responses must be submitted via email to: contact@example.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is contact@example.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Kitchen Hood Quarterly Inspection and Cleaning 4.00 EA __________________ __________________ 1001 Kitchen Hood Quarterly Inspection and Cleaning 4.00 EA __________________ __________________ 2001 Kitchen Hood Quarterly Inspection and Cleaning 4.00 EA __________________ __________________ 3001 Kitchen Hood Quarterly Inspection and Cleaning 4.00 EA __________________ __________________ 4001 Kitchen Hood Quarterly Inspection and Cleaning 4.00 EA __________________ __________________ 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: Statement of Work SCOPE OF THE WORK PROJECT DATA: Kitchen Hood Inspection and Cleaning BUILDING/ FACILITY: Edith Nourse Rogers Memorial Veterans Hospital, Bedford, MA (Bedford VAMC) CONTRACTING OFFICERS REPRESENTATIVE (COR): Cameron Labbree REQUESTOR: Engineering CONTRACTOR: None Assigned OBJECTIVE: Provide quarterly cleaning of three (3) kitchen exhaust systems including ducts, vents, hoods and exhaust fans at the Bedford VAMC facility 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. There shall be an option to replace fan belts and kitchen hood filters, as needed. GENERAL SCOPE: The contractor shall provide all certified personnel, equipment, supplies, transportation, tools, materials, and supervision necessary to perform quarterly cleaning and inspection of kitchen exhaust hood and associated components at the Bedford VA medical Center, located at 200 Springs Road, Bedford MA, 01730. Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services. Check-in with Customer 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. Check for Leaks check for leaks to ensure proper ventilation. Fan Belt Replacement replace only broken or worn out fan belts. Reinstall Fire Suppression System if necessary, reinstall detached parts after all components have been degreased and cleaned. 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. REQUIREMENTS GENERAL REQUIREMENTS: Inspections will be performed in accordance with the guidelines of Manufacturer guidelines, NFPA 96, and the VA HVAC Design Guide, National and State laws regulating these inspections. All contracted work shall be performed by a qualified vendor on quarterly basis, no less than 90 and no more than 100 calendar days from prior service. Inspections will be performed Monday-Friday during the below time frames to minimize the impact to facility operation. Any inspections required by the facility to happen outside of these hours so that patient services will not be interrupted will be allowed at the agreed hourly rates under the contract. Bldg 78 Canteen: Shall be conducted after 1400 Bldg 3 Patient Preparation Kitchen: Shall be conducted after 1500 Bldg 7 Domiciliary: Shall be conducted during the business hours of 0700 to 1600. The Medical Center has 7 kitchen hoods with approximately 38 baffle filters in Bldgs. 3, 7, and 78 which include patient preparation, cafeteria, and Domiciliary kitchens. All lockout & tag out procedures will be followed and any other safety procedures for the inspection will be performed as required. 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. The contractor will provide a written report detailing any deficiencies found during the inspections, the contractor will notify the COR of any deficiency is found that requires the kitchen hood to be taken out of service immediately. If the deficiency can be corrected by maintenance personnel while the inspection contractor is still on site during the inspection period, then the deficiency will be re-inspected. Any kitchen hood deficiencies that cannot be corrected during the inspection period, the inspection company will be required to return to the site and re-inspect once the repairs have been made. APPLICABLE DOCUMENTS END OF SCOPE OF WORK