J041--Commercial Ice Machine PM and Cleaning (VA-24-00062406)

Active

Contract Opportunity

Combined Synopsis-Solicitation for Commercial Products and Commercial Services
Revision 01
Effective: 05/30/2023
Description
This is a combined synopsis/solicitation for commercial products and services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Services, 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 RFQ 36C24124Q0412. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-03.

The associated North American Industrial Classification System (NAICS) code for this procurement is NAICS 333310 (Commercial and Service Industry) size standard 1,000 Employees.

This is being bid as a SDVOSB set-aside.

The VAMC West Haven 950 Campbell Ave West Haven, CT 06516 is seeking to identify any vendor capable of providing VAMC West Haven requires quarterly preventative maintenance and cleaning services, bi-annual filter changes, and unscheduled cleaning to commercial ice machines located on the West Haven Campus. This scope of work is to provide details related to a service contract to support this necessary work. Please when submitting a quote price out the 4 option years as well. Site visits will also be available to those that need one please contact Melissa Metevelis Melissa.Metevelis@va.gov. When contacting her please include what the contract entails.

All interested companies shall provide quotations for the following:






STATEMENT OF WORK
COMMERCIAL ICE MACHINE PREVENTATIVE MAINTENANCE
AND CLEANING

BACKGROUND
VA Connecticut Healthcare System requires quarterly preventative maintenance and cleaning services, bi-annual filter changes, and unscheduled cleaning to commercial ice machines located on the West Haven Campus.

JUSTIFICATION
Regular cleaning and disinfecting of commercial ice machines is required to support safety and hygiene in patient care areas. Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities by establishing services that result in fewer operational problems, improved communications, and increased efficiency within the facility and to improve the quality of services to veterans.

PLACE OF PERFORMANCE
The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue, West Haven, CT 06516.

PERIOD OF PERFORMANCE
Base contract period shall be 5/01/2024 04/30/2025. The contract will also contain the provision for (4) annual option years:
Option Year 1: 05/01/2025 04/30/2026
Option Year 2: 05/01/2026 04/30/2027
Option Year 3: 05/01/2027 04/30/2028
Option Year 4: 05/01/2028 04/30/2029

QUALIFICATIONS
To be considered eligible for consideration, potential bidders shall been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for.

Bidders shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

SCOPE OF WORK
Contractor shall perform the following quarterly preventative maintenance on each of the twenty-three (23) ice machines in accordance with the original equipment manufacturer (OEM) requirements to include but not limited to the specifications listed below. Contractor shall provide a one (1) week notice prior to the scheduled quarterly cleaning and disinfecting and bi-annual filter changes. Contractor shall schedule all work with the VA COR. Service provider shall provide all necessary labor, supervision, equipment, parts, materials, disposal, and travel to perform the maintenance.
Preventative Maintenance shall be completed during regular business hours Monday through Friday, 7:00 a.m. 5:00 p.m. or as coordinated with the VA COR.

Objectives:
Quarterly Preventative Maintenance and Cleaning:
Machines with removable ice contact surfaces:
Discard all ice currently present in the machine.
Removal of ice-contact parts from the machine.
Wash all parts in hot nickel safe cleaner & water. Use a soft brush to remove rust and dirt from metal parts. Nylon and rubber parts including gaskets and O-rings should be washed using a cloth. Rinse parts thoroughly in clean water.
Place parts in an ice machine sanitizing solution for 30 seconds. Remove after 30 seconds, let parts air-dry.
Thoroughly wash hands before handling all sanitized parts.
Reassemble the machine. Wipe all exposed surfaces with a fresh chlorine solution, let air dry.
Restart the machine; discard the first batch of ice produced.

Machines with non-removable ice contact surfaces: Machines with non-removable ice contact surfaces that are National Sanitation Foundation (NSF) and American National Standards Institute (ANSI) Standard 12 Listed, are designed to have sanitizing solutions circulate through the machines. The manufacturer may state that chlorine solutions not be used during the clean in place procedures if chlorine solution is not allowable per the OEM specifications, then:
Remove any residual ice from the ice reservoir or shoots. Turn off the machine to allow any other ice in the machine to melt.
Turn the water supply and electricity on. Drain sufficient water through the machine to flush any residual water and dirt from the machine.
Run the machine through 2-3 freezing cycles. Discard the ice made from the freezing cycles.
Turn the water supply off.
Drain the water and the ice inside the system.
Circulate a warm water cleaning solution through the machine for a minimum of two minutes and drain the system.
Circulate clean potable water for two minutes and drain the system.
Wash, rinse, and sanitize any storage bins.
Return the drain valves to their normal position and start the machine.
Restart the machine; discard the first batch of ice.

Bi-Annual Filter Supply and Changes:
Remove existing filter and discard.
Replace with new filter per manufacturer instructions.

Unscheduled/Emergency Service Calls Requirements:
Unscheduled Maintenance and Cleaning shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work.
Emergency service is available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate.
Vendor shall submit the following associated with unscheduled cleaning.
Labor Hours: Minimum 4 Hours

West Haven Ice Machine Inventory
Location
Bldg/Room
Appliance
Mfr
Filter #1
Ground Cafe
B1
Ice Machine
Hashizaki
AP217
Cat Scan
B1; G186
Ice Machine
Scottsman
AP717
APU
B1; 3W
Ice Machine
Scottsman
AP717
SICU
B1; 3E
Ice Machine
Scottsman
AP717
PACU
B1; 3N
Ice Machine

3MFF101
INPATIENT
B1; 4E
Ice Machine
Scottsman
AP117
INPATIENT
B1; 4W
Ice Machine
Scottsman
AP117
MICU
B1; 5E
Ice Machine
Scottsman
AP117
FLEX
B1; 5S
Ice Machine
Scottsman
AP117
STEP DOWN
B1; 5W
Ice Machine
Follett-Auto
AP117
INPATIENT
B1; 6E
Ice Machine
Scottsman
AP117
MH
B1; 8E
Ice Machine
Scottsman
AP117
DIALYSIS
B2; GE
Ice Machine
Follett-Auto
AP117
PSYCH ER
B2; 1E
Ice Machine
Follett-Auto
AP117
MER
B2; 1S
Ice Machine
Scottsman
AP117
CLC
B2; 3W
Ice Machine
Scottsman
AP117
COUMADIN CLINIC
B2; 4104
Ice Machine
Scottsman
AP117
CANCER CENTER
B2; 5127
Ice Machine
Scottsman
AP117
TRAILER
B12A
Ice Machine
Scottsman
AP117
FISHER HOUSE
Kitchen
Ice Machine
Follett-Auto
55DZ37
HVAC SHOP
B21
Ice Machine
Scottsman
AP117
GROUNDS SHOP
B22
Ice Machine
Scottsman
AP117
PAINT SHOP
B22
Ice Machine
Scottsman
AP117

SUBMITTALS/DELIVERABLES
Service Provider shall provide all materials, cleaning solution, parts and labor according to individual manufacturers specifications and should be functionally tested and calibrated to align within the required specifications.

Service provider shall provide a visual inspection sticker to be placed on each unit with the Service Provider s name, Inspector s initials, and the date that the machine was cleaned and inspected and note filter changes with Service Provider s name, Inspector s initials, and the date of the filter change.

Service provider shall provide a written report indicating the condition of each machine. The report shall include as-found condition and as-left condition, with accompanying photographs for each machine. Photographs may be submitted on a compact disk or via Procore or equivalent VA approved cloud based application. USB devices are not supported by the VA.

Service provider shall submit two (2) hard copies and electronic copy of all maintenance and inspection within three (3) business days.

Service provider shall be responsible for the proper removal and disposal of cleaning solutions, cleaning supplies, and other materials off site. Submit any waste manifest documents as applicable.

Any changes to the inventory shall be communicated by the VA COR to the VA Contracting Officer. Additional ice machines may be added during the term of the contract. The VA Contracting Officer will notify the Service Provider of inventory modifications.

If for any reason any deliverable cannot be provided within the scheduled time frame, the Service Provider shall provide a firm commitment, a date when the work will be completed, to the VA Contracting Officer.

SPECIAL INSTRUCTIONS
All Service Provider personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 15 and/or retain a temporary VA badge. Each visiting individual be required to enter their name, their company s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours.
General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed.

The Service Provider shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion.

Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives.

Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021.

Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

Safety Codes / Certification / Licensing:
Environmental abatement work, if necessary, is to be performed by Service Provider under supervision and monitoring for the VA by a Certified Industrial Hygienist. The Service Provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the Service Provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.

Travel:
Service Provider and/or subcontractors will travel from their place of business to the West Haven and Newington VA Medical Center of the VA Connecticut Healthcare System.
Evaluation Process
Award will be made to the best price, 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.
Vendors quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price, past performance, and capabilities. The following factors shall be used to evaluate offers:

1. Price (Follow these instructions):
a. Vendor shall provide a quote for the scheduled drop off dates above. Vendors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards (SCLS) if applicable.

b. Ensure your validation is current in the System for Award Management (SAM)( https://www.sam.gov). Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.

2. Capable: The vendors quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Statement of Work in a timely efficient manner.
a. Contractor shall demonstrate their corporate experience and approach to meet all requirements.

b. Contractor shall provide a list of all services included in the price.

c. Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusetts if applicable.

d. 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.

e. Contractor shall state and/or demonstrate their ability to meet all requirements and deliverables stated in this solicitation and Statement of Work. Any additional information to further identify how the company is experienced and capable of performing the requested work is welcome.

3. Veterans Preference Factor (per 852.215-70): The Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned (SDVOSB) or a Veteran-Owned Small Business (VOSB). Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor.
a. For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors . Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov).

i. Verified SDVOSBs will receive a 5% price credit (e.g. if a SDVOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00).

ii. Verified VOSBs will received a 2.5% price credit (e.g. if a VOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $97.50).

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

(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, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-40 Providing Accelerated Payments to Small Business Subcontracting (DEC 2013),

852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020)
852.203-70 Commercial Advertising
852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
852.232-72 Electronic Submissions of Payment Requests
852.233-70 Protest Content/Alternative Dispute Resolution
852.233-71 Alternate Protest Procedure
852.270-1 Representatives of Contracting Officers

852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)

As prescribed in 819.7203(a) insert the following clause:

(a) This solicitation includes 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside,

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) 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 Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause)

852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.

As prescribed in 819.7009(c) insert the following clause:
VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].
Printed Name of Signee: _________________________________
Printed Title of Signee: ________________________________
Signature: ______________________________________________
Date: ___________________________________________________
Company Name and Address: _____________________________________________________________________________________
(End of clause)

852.242-71 Administrative Contracting Officer.

As prescribed in 842.271, insert the following clause:

ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation shall be furnished to the Contractor. (End of clause)

(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: 52.203-6, 52.204-10, 52.209-6, 52.219-4, 52.219-8, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-3, 52.225-13, 52.232-33, 52.222-41 (Wage Determination Central Western Massachusetts VAMC Hampshire County WD 2015-4095 (Rev-21), 52.222-42, 52.222-43, 52.222-55, 52.222-62

(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 NLT 04/12/2024 at 17:00 PM EST. RFQ responses must be submitted via email with RFQ #36C24124Q0412 in the subject line to: Nathan.Langone@va.gov Hand deliveries shall not be accepted.

(xvi) The POC of this solicitation is Nathan Langone (Nathan.Langone@va.gov)

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