J041--Kitchen Hood and Duct Cleaning

Active

Contract Opportunity

Combined Synopsis/Solicitation
for
Kitchen Hood and Duct Cleaning
Amendment 36C25925Q0174 0003

The purpose of this amendment is to extend the closing date of this solicitation to March 14, 2025, by 11:00 a.m., local Mountain Time.

Combined Synopsis/Solicitation
for
Kitchen Hood and Duct Cleaning
Amendment 36C25925Q0174 0002

The purpose of this amendment is to:

Provide answers to questions received in response to the solicitation

Extend the closing date of the solicitation to March 11, 2025, by 10:00 a.m., local Mountain Time

Update the attached Price Schedule for clarity (Please see section VII of the amended solicitation)

Questions and Answers

Question 1: What are the dimensions of each hood (width, depth, height)?
Answer 1:
Canteen Hood: 12 x 4 x 2
Dietetics Hood 1: 28 x 6.5 x 4
Dietetics Hood 2: 4 x 4.5 x 3.5

Question 2: How many filters are in each hood, and what type are they (baffle, mesh, etc.)?
Answer 2:
Canteen Hood: Baffle.
Dietetics Hood 1: Unknown.
Dietetics Hood 2: Unknown.

Question 3: How many exhaust fans are connected to each system?
Answer 3: There is one exhaust fan for each kitchen. 2 Total.

Question 4: Where are the exhaust fans located (rooftop, exterior wall, etc.)?
Answer 4: Rooftop.

Question 5: Does the ductwork run horizontal, vertical, or a mix of both?
Answer 5: Vertical.

Question 6: What type of cooking is done under the hoods (heavy grease like frying vs. light cooking like baking)?
Answer 6:
Canteen Hood: Heavy Frying.
Dietetics Hood 1: Light Cooking.
Dietetics Hood 2: Heavy Frying.

Question 7: How often are the hoods currently cleaned?
Answer 7: Two times per year.

Question 8: Are there any known problem areas with grease buildup?
Answer 8:
Canteen Hood: Yes, above the grill.
Dietetics Hood 1: No.
Dietetics Hood 2: No.

Question 9: Are there access panels installed for easy duct cleaning?
Answer 9: Please see pictures.

Question 10: What is the height and accessibility of the exhaust fans (e.g., ladders, scissor lifts needed)?
Answer 10: Exhaust Fans are located on the roof. There is ladder access though building 150.

Question 11: What are the facility s operating hours, and when would cleaning be permitted?
Answer 11: The Canteen hood can be cleaned starting at 1430. The Dietetics hoods can be cleaned beginning at 1815. Both spaces will require coordination with the contract point of contact at least one week prior to a cleaning event.

Question 12: Is there a water source and drainage available for cleaning?
Answer 12: There is an external water source located at ground level external to the building. Hoses will need to be run up two stories to the roof.

Question 13: Does the facility require before-and-after photos or reports for compliance?
Answer 13: Yes, the facility will require a report with before and after photos. Report to be submitted with all pay applications to the contract POC.

Question 14: Are there any fire suppression systems integrated with the hoods that need special care?
Answer 14: Yes, there are fire suppression systems in all hoods. Please see pictures.

Question 15: Would we be able to receive pictures of the units if possible?
Answer 15:
Canteen Hood:


Dietetics Hood 1:


Dietetics Hood 2:


Combined Synopsis/Solicitation
for
Kitchen Hood and Duct Cleaning

This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) 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.

Solicitation number 36C25925Q0174 is issued as a Request for Quotations (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.

This acquisition is a Total Set-Aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB). The North American Industry Classification System (NAICS) code is 561790 - Other Services to Buildings and Dwellings with a small business size of $9.0 Million. The Service Code is J041- Maintenance, Repair, and Rebuilding of Equipment- Refrigeration, Air Conditioning, and Air Circulating Equipment.

Quoters must be registered in the System for Award Management (SAM) at https://sam.gov at the time of quotation submission to be considered for award.

Department of Veterans Affairs, Network Contracting Office 19, Located at 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the Fort Harrison, Montana, VA Medical Center, is requesting quotations for Kitchen Hood and Duct Cleaning. The Offeror shall submit prices for Kitchen Hood and Duct Cleaning for one base-year and four one-year option periods. The estimated period of performance for this requirement is March 1, 2025, to February 28, 2029.

Description and Pricing Schedule: The Contractor shall provide all labor, equipment, tools, materials, parts, supervision, transportation and all other items or services necessary to perform commercial hood and duct cleaning for multiple locations at the Fort Harrison VA Medical Center (VAMC), 3687 Veterans Drive, Fort Harrison, MT 59636. All interested SDVOSBs shall quote the unit price (i.e., the price per job) on the attached Pricing Schedule. Pricing shall include all hood and duct cleaning for the kitchen identified on the Price Schedule.

FAR 52.212-1 Instructions to Quoters Commercial Products and Commercial Services (SEP 2023) apples to this acquisition.
Addendum to FAR 52.212-1 Instructions to Quoters Commercial Items

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

OFFER SUBMITTAL INSTRUCTIONS:

1) Quoters shall submit offers by Due Date/Time specified in section XIV. Late quotes will not be considered except as IAW VAAR 852.273-70 - Late Offers (NOV 2021).
2) Quoters shall acknowledge all amendments to the solicitation and include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
3) Quoters shall complete the attached Price Schedule.
4) Quoters shall submit a description of the technical approach that will be utilized to meet the Government s requirement (not to exceed three pages).
5) Quoters shall submit past performance information (contract number, agency, and dollar value) for no more than two recent (performed within the past three years) and relevant (similar services and magnitude) commercial or federal contracts for the same or similar services. Quoters shall identify if no past performance information exists (not to exceed two pages per contract reference).
6) Quoters shall complete 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.
7) Quoter agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes.

Offers received that do not comply with the terms and conditions of the solicitation and/or have missing documentation may be considered non-compliant and eliminated from evaluation. The CO will not notify unsuccessful quoters that responded to this RFQ.

FAR 52.212-2 Evaluation-Commercial Items (NOV 2021) applies to this acquisition.
Addendum to 52.212-2 Evaluation Commercial Products and Commercial Services

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations:

(1) technical capability to meet the Government s performance requirement
(2) price
(3) past performance

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

(1) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s performance requirements identified in the SOW and outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

(2) Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The total evaluated price will be that sum.

(3) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) applies to this acquisition.
Addendum to FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)
The following provisions and clauses are incorporated into FAR 52.212-4 as an addendum:
FAR 52.204-7 System for Award Management (OCT 2018)
FAR 52.204-13 System for Award Management Maintenance (OCT 2018)
FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020)
FAR 52.204-17 Ownership or Control of Offeror(AUG 2020)
FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)
FAR 52.204-20 Predecessor of Offeror (AUG 2020)
FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (NOV 2021)
FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)
FAR 52.204-26Â Covered Telecommunications Equipment or Services-Representation (OCT 2020)
FAR 52.217-5 Evaluation of Options (JUL 1990)
FAR 52.217-8 Option to Extend Services (NOV 1999)
30 days of contract expiration.
FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)
30 days, 60 days
FAR 52.222-22 Previous Contracts and Compliance Reports (FEB 1999)
FAR 52.228-5 Insurance-Work on a Government Installation (JAN 1997)
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)
FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)
https://www.acquisition.gov/browse/index/far (FAR) and
https://www.acquisition.gov/vaar (VAAR)
VAAR 852.201-70 Contracting Officer s Representative (DEC 2022)
VAAR 852.203-70 Commercial Advertising (MAY 2018)
VAAR 852.209-70 Organizational conflicts of Interest (OCT 2020)
VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)
VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (NOV 2022)
VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)
VAAR 852.273-70 Late offers (NOV 2021)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (JAN 2025) apples to this acquisition. The additional clauses below are incorporated by reference.
FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023).
FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020).
FAR 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023)
FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JAN 2025).
52.219-8, Utilization of Small Business Concerns (JAN 2025)
FAR 52.219-27, Notice of Set-Aside for, or Sole Source to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024).
FAR 52.219-28, Post Award Small Business Program Representation (JAN 2025).
FAR 52.222-3, Convict Labor (JUN 2003).
FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015).
FAR 52.222-26, Equal Opportunity (SEP 2016).
52.222-37, Employment Reports on Veterans (Jun 2020)
FAR 52.222-41, Service Contract Labor Standards (AUG 2018)
FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014)
GS-5, $19.96
FAR 52.222-50, Combating Trafficking in Persons (NOV 2021).
FAR 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021).
FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024).
FAR 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018).

VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the Contracting Officer.

VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (NOV 2022)

This is not a Defense Priorities and Allocations System (DPAS) rated requitement.

Quotations are due March 14, 2025, by 11:00 a.m., local Mountain Time.

Submit quotations or questions to the attention of the Contract Specialist, Aaron Thurber via email at: aaron.thurber@va.gov. Inquiries submitted via telephone will not be accepted.

Attachments/Links