R--Maintenance and Repair of Kitchen Equipment

DESCRIPTION: 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. Solicitation Number 36C25018Q0736 is being issued as a Request for Quote (RFQ) and the intent is to award a firm fixed price for maintenance and repair of kitchen equipment. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. This requirement is available currently as a Total Small Business Set-Aside for commercial items under the North Atlantic Industrial Classification System (NAICS) 811310. REQUIREMENTS: The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (VAMC), 10701 East Boulevard, Cleveland, OH 44106 is seeking Quotes that provide pricing for an experienced vendor that will to maintain and repair dish washers, steam tables, pulpers, Pot and pan washer, Dehydrator, electric steam kettles, Combi-Therm Ovens. This will be a multi-year contract (Base Year Plus Four Option Years). The Base Year POP will be from 7-1-2018 through 6-30-2019 PROVISIONS AND CLAUSES: This combined synopsis 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 conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers. (1) Technical capability. Additionally, any potential offerors quoting a brand equivalent must supply supporting documentation that the product quoted is of equal or greater technical capability matching the specified equipment in features, quality, warranty terms, compatibility with existing systems, and functionality to be considered. (2) Past performance: please include references of customers who have purchased a similar system. 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 performance when combined is significantly more important than price. The provision at VAAR 852-211-77, Brand Name or Equal applies. The items called for by this RFQ have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory. Quotes offering "equal" products (including products of the brand name manufacturer other than the one described by brand name) will be considered for award if such products are clearly identified in the quote and are determined by the Government to meet fully the salient characteristics requirements WARRANTY AND SERVICE: Indicate terms. F.O.B. Destination is preferred, please include any freight in the individual item pricing if applicable. The government will arrange for shipping if the estimated cost for handling is over $250. Please include an estimated date of arrival. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Small businesses, especially service-disabled veteran owned small businesses and veteran owned are encouraged to contract their nearest Procurement Technical Assistance Center (PTAC) if assistance is needed in preparing their quote. The web site address for the location of the nearest PTAC is http://www.sellingtothegovernment.nct. ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, and PO Box 149971, Austin, TX 78714-8971. Offerors shall complete FAR 52.212-3 Offerors Representations and Certifications-Commercial Items available for online registration at http://orca.bpn.gov or include a written copy with the quote submitted. The clause at 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition, to include the following addendum to the clause: 52.204-7 (SAM registration) the successful offeror must be registered with the System Award Management (SAM) to be awarded a contract, you may register easily and quickly on-line at http://www.sam.gov, 52.232-34 (Payment by Electronic Funds), VAAR 852.237-70 (Contractor Responsibility) and 852.2370-4 (Commercial Advertising). The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses by reference. Clauses: 52.203-6, 52.219-4, 52.219-8, 52.219-23 alt1, 52.222-21, 52.222-26, 52.222-35, 52.222 36, 52.222-37, 52.225-3 Alternate I. The preceding Federal Acquisition Regulations (FAR) clauses and provisions may be accessed on the Internet at http://www.arnet.gov/far. The preceding Veterans Administration (VAAR) clauses and provisions may be accessed on the Internet at http://www.va.gov/oa&mmlvarr/. To receive credit as a Service Disabled Veteran Owned Small Business, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). All questions must be submitted to Roman Savino, Contract Specialist by e-mail only by Friday June 8th, 2018. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Quotes and accompanying information are due no later than 3 p.m. EST Friday June 15th, 2018. Technical questions and Quotes must be sent by email to contact@example.gov. PERFORMANCE WORK STATEMENT PART A-GENERAL INFORMATION Scope: The Cleveland VA Medical Center is seeking a Contractor to provide all labor, equipment, materials, supervision, to maintain and repair dish washers, steam tables, pulpers, Pot and pan washer, Dehydrator, electric steam kettles, Combi-Therm Ovens, for the below listed equipment. Labor cost for repair services outside of scheduled maintenance shall be billed at cost listed in bid document. All work will be done at the Cleveland VA Medical Center: 10701 East Blvd Cleveland, Ohio 44106 List of Equipment: Level AF, dishwasher EE110550 Make Hobart, Model LXI Series Level BF, steam table EE106971 Make Aladdin Temp Rite, model J714a 2F, dish washer EE110553 Make Hobart, Model LXI Series 2f, steam table EE106972 Make Aladdin Temp Rite, model J714a 3f, dishwasher EE110545 Make Hobart, Model LXI Series 3f, steam table EE106975 Make Aladdin Temp Rite, model J714a 4f, dishwasher EE110552 Make Hobart, Model LXI Series 4f, steam table EE106974 Make Aladdin Temp Rite, model J714a 5f, dishwasher EE110551 Make Hobart, Model LXI Series 5f, steam table EE106973 Make Aladdin Temp Rite, model J714a Pulper Dietetics kitchen Make Hobart, Model WPS 1200 Dishwasher EE125072 Dietetics kitchen Make Stero, Model SCT-94SM-D Pot & Pan washer Dietetics kitchen Make Stero, Model U-31a Dehydrator EE112552 Dietetics kitchen Make Somat, Model DH100 Dehydrator Dietetics Kitchen Make Somat, Model DH100W Disposal Dietetics kitchen Make Hobart, Model FD4/300-1 Electric Steam Kettles Dietetics Kitchen Make Vulcan-Hart, Model VELT60 Cares Tower building, kitchens - Combi -Therm Ovens. Manufacture Alto Shaam. Model CTX4-10EC Location 2F154, Two ovens. 3F154, Two ovens 4F154, Two ovens 5F154, Two ovens Tasks and Associated Deliverables: Contractor shall supply monthly maintenance schedule for all listed equipment per manufacturers recommendation for each specific piece of equipment. Monthly reports to include documentation of maintenance performed and material used per month shall be delivered within two weeks of the end of the billing month. Scheduled Maintenance All preventive maintenance performed by the Contractor shall be scheduled prior to commencement of the contract and subject to final approval of the Department of Veterans Affairs Contracting Officer Representative (COR). Contractor shall supply monthly maintenance schedule for all listed equipment per manufacturers recommendation for each specific piece of equipment. When, because of an examination, corrective action is found to be the responsibility of the Contractor, the Contractor shall proceed immediately to make (or cause to be made) replacements, repairs and corrections. When such work is determined not to be the Contractor's responsibility, written report, signed by the Contractor, shall be delivered to the Department of Veterans Affairs for further action. Items of an emergency nature shall be communicated to the Department of Veterans Affairs immediately and followed up in written form. Repairs which are the responsibility of the Contractor: Repairs shall be made by the Contractor to equipment covered by the agreement. The Contractor shall make (or cause to be made) all repairs made necessary due to normal wear and use of the dietetics equipment. The Contractor shall be responsible for all cost for labor, materials, expenses, and supplies which occur as a result of the stated repair. All repairs performed by the Contractor shall be completed in a timely manner and considered as repaired/rebuilt to like new condition Repairs which are the responsibility of the Department of Veterans Affairs: Repairs shall be made by the Contractor, when authorized by the Department of Veterans Affairs where such repairs are not included in the contract. The Contractor shall make (or cause to be made) all repairs made necessary for any reason during the term of the contract. The Contractor shall supply all labor, materials, and supplies at the Contractor's usual billing rates. On completion of all repair work, the Contractor shall submit to the Department of Veterans Affairs for payment an invoice detailing the nature of the work performed and related charges. The repair billing rate shall be set forth in the bid document. Prior to any repairs being made by the Contractor, the Contractor shall submit a written proposal to the Department of Veterans Affairs to obtain formal approval to proceed. The Contracting Officer Representative (COR) or his representative shall monitor the progress of all work, to include clean-up and remediation. The COR shall make the final determination for final acceptance. Applicable performance standards: The bidding company shall show 3 years of past performance working on industrial kitchen equipment such as listed above. The Contracting Officer Representative (COR) or his representative shall monitor the progress of all work, to include clean-up and remediation. The COR shall make the final determination for final acceptance. Hours of Operation: All work shall take place during normal working hours. This operation can be performed during normal working hours (7:00am to 3:30pm, Monday through Friday), or off hours with prior coordination as these areas are non-patient areas. Warranty: The contractor shall warranty in full labor and material for one year. Additional Information: All equipment for this contract shall be delivered at the contractor s expense. PART B-PRICE/COST SCHEDULE Performance Schedule: Base Year: July 1, 2018 through June 30, 2019 Option Year 1: July 1, 2019 through June 30, 2020 Option Year 2: July 1, 2020 through June 30, 2021 Option Year 3: July 1, 2021 through June 30, 2022 Option Year 4: July 1, 2022 through June 30, 2023 CLIN DESCRIPTION COST 0001 Base Year: Repair and Maintenance of Kitchen Equipment 1001 Option Year One: Repair and Maintenance of Kitchen Equipment 2001 Option Year Two: Repair and Maintenance of Kitchen Equipment 3001 Option Year Three: Repair and Maintenance of Kitchen Equipment 4001 Option Year Four: Repair and Maintenance of Kitchen Equipment Total Cost for Base Year with Four Option Years: PART C-TECHNICAL REQUIREMENTS The Government will evaluate the Contractor s quotes based on at a minimum the following characteristics: Contractor accepts electronic notification sent via electronic mail message sent from VA Asset Management system for responding to and documenting completion of service requests. Response Time: Contractor must be able to handle service calls in normal and emergency circumstances: Telephone Response: Contractor will provide both technical and telephone support from 8:00 a.m. to 5:00 p.m., M-F excluding all government holidays at no additional cost to the Cleveland VA Medical Center. On-site response: Contractor service technician will arrive on-site within 6 hours of contractor notification to repair of above stated equipment during standard hours of coverage listed above. Service Notification: Service for repair work, notification will be done via e-mail or phone from COR Dale Kincaid of engineering department and or kitchen management department at Cleveland VA medical center. On-Site response time: 6 hours Only competent personnel with a minimum of 2-year experience are qualified to service the equipment listed. Able to provide equipment inventory reports and service history for contracted equipment upon request of COR All repairs are performed on premises PART D-PAST PERFORMANCE Past Performance will be evaluated based on the vendor s demonstration of successful, recent (within the last five years), and relevant, i.e., experience in the private sector and/or Federal government, in providing services working on industrial kitchen equipment such as listed above, or similar in size, scope, and complexity as described in the SOW. The past performance submission shall be comprised of a narrative describing past performance to include a brief description of services provided and reference point of contact information, the past performance questionnaires completed by references and submitted directly to VA. Completed Past Performance Questionnaires: Offerors may submit a maximum of five total Past Performance Questionnaires. The offeror shall distribute the Past Performance Questionnaire found of the solicitation to a point of contact for each of the past performance references found in the above-mentioned narrative. Only one completed Past Performance Questionnaire per reference and a maximum number of five completed Past Performance Questionnaires will be accepted by the Government. The vendor shall instruct the point of contact at the referenced entity to return a copy of the completed questionnaire directly to the Contract Specialist at contact@example.gov NO LATER THAN THE CLOSING DATE OF THE SOLICITATION (inclusive of any closing date extensions granted via amendment). If the Offeror has no relevant past performance, it shall affirmatively state that it possesses no relevant past performance. PAST PERFORMANCE QUESTIONNAIRE INSTRUCTION FOR COMPLETING PAST-PERFORMANCE QUESTIONNAIRE The Department of Veterans Affairs is considering the Offeror listed below for award of a VA Medical Center contract. Your comments are appreciated regarding this Offeror s past performance. Your comments are considered Source Selection Sensitive; therefore, you are advised that the Federal Acquisition Regulation (15.506) prohibits the release of the names of individuals providing reference information about Offeror s past performance. Please evaluate the past performance using only the following ratings without variation. If the rating is Marginal or Unacceptable, please provide additional information in the appropriate block or in the remarks section of this form. You may provide an overall narrative explaining your response in the remark section of the form. Indicate the contractor s performance on the identified program. The following is the definition for each rating: O = Outstanding: Performance greatly exceeded the contract requirements A = Above Average: Performance exceed the contract requirements S = Satisfactory: Performance met the minimum contract requirements M = Marginal: Performance met the minimum contract requirement, but some material aspects of the contract s performance were less than satisfactory U = Unacceptable: Performance was poor and/or did not satisfy contract Requirements N/A = Not Applicable Please return Past-Performance Questionnaire directly to the address below to: Network Contracting Office (NCO) 10 VA Healthcare Systems of Ohio Attn: Roman Savino E-mail: contact@example.gov Fax: +1 (555) 000-0000 PAST-PERFORMANCE QUESTIONNAIRE Offerors Name: _________________________________________________________ Contract Number: ________________________________________________________ Contract Type and Dollar Value: ____________________________________________ Contract Start/End Dates: __________________________________________________ Brief Description of work: __________________________________________________ Please rate and provide information/comments for the following: Circle one 1. To what extent did the contractor comply with contract requirements? O A S M U 2. If reports were required, were they accurate in meeting contract requirements? O A S M U 3. To what extent did the contractor use appropriate personnel for contract requirements? O A S M U 4. Did the Contractor make sure the Safety for a Patient a Priority? O A S M U 5. Importance of Providing Safety for the Patient: O A S M U 6. Were any Patients every in danger with this Contractor?: O A S M U 7. What extent was contractor flexible in responding to changing needs? O A S M U 8. To what extent was the contractor reliable? O A S M U 9. To what extent was the contractor responsive to technical directions? O A S M U 10. To what extent did contractor notify you of problems or potential problems? O A S M U 11. Would you award another contract to the party being evaluated? If no, please explain: Yes No 12. Was the customer satisfied with the end product? If no, please explain: Yes No 13. Have any cure notices, show cause letters, suspension of payment, or termination been issued? If yes, please explain. Yes No Printed Name of Evaluator: Signature of Evaluator: Position Title and Telephone Number: Date