J041--Semi Annual Exhaust Hood Cleaning base plus 4

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Combined Synopsis-Solicitation for Commercial Items
Effective Date: 08/01/2022
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with 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.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06.

This solicitation is set-aside for
SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 561790 with a small business size standard of $8 Million. The FSC/PSC is J041.

The Contracting Activity is seeking Kitchen Hood Exhaust Cleaning at the CRRC Facility and Errera Annex.

All interested companies shall provide quotations for the following:

Kitchen Exhaust Hood Cleaning

Performance Work Statement
Department of Veterans Affairs (VA)
VA Connecticut Healthcare System
Kitchen Hood and Exhaust Cleaning

The purpose of this contract is to provide quarterly cleaning of two (2) kitchen exhaust systems including ducts, vents, hoods and exhaust fans at the two VA Connecticut facilities listed below as required by NFPA 96 and The Joint Commission standards. The contract shall be for 1 year with 4 option years.

Facility Information:

CRRC Facility
114 Boston Post Road
West Haven, CT 06516
1 Exhaust Hood System 7 linear feet

Errera Annex
200 Edison Road
Orange, CT 06477
1 Exhaust Hood System 5 linear feet

Scope of Work:
All contracted work shall be performed by a qualified vendor on a semi-annual basis, no less than 170 and no more than 190 calendar days from prior service.

The contractor shall:
Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.
Check-in with Customer
At the start of the cleaning process, electrical switches that could be activated accidentally shall be locked out.
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. If deemed necessary to complete the cleaning service, this task will be coordinated internally with the Safety Office.
Check for Leaks check for leaks to ensure proper ventilation.
Fan Belt Replacement replace only broken or worn fan belts.
Reinstall Fire Suppression System if necessary, reinstall detached parts after all components have been degreased and cleaned. If necessary, this task will be coordinated internally with the Safety Office. When cleaning procedures are completed, all electrical switches and system components shall be returned to an operable state. All access panels (doors) and cover plates shall be replaced. Dampers and diffusers shall be positioned for the proper airflow.
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.
All work shall be performed and completed on a schedule that will be approved in advance. Dates and times of repairs shall be coordinated between the contractor and Government to minimize impact to kitchen operations.
Interference to Normal Functions:
When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government.
Debris Removal:
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.
Property Damage:
The Contractor shall take all necessary precautions to prevent damage to any government property. The Contractor shall report any damages immediately and shall assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer.
Additional Information:
The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility.

Records Management:

Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

(End of clause)
All quoters shall submit the following: QUOTE

All quotes shall be sent to the Contract Specialist, Tnauri.Woodbridge@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

price, past performance, technical, speed of delivery, items available

The award will be made to the response most advantageous to the Government.
Responses should contain your best terms, conditions.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS 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 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.
The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:
FAR 52.212-1 INSTRUCTIONS TO QUOTERS COMMERCIAL ITEMS
North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.
Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-
The solicitation number;
The time specified in the solicitation for receipt of quotations;
The name, address, and telephone number of the quoter;
A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;
Terms of any express warranty;
Price and any discount terms;
Remit to address, if different than mailing address;
A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);
Acknowledgment of Solicitation Amendments;
Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and
If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.
Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation.
Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during testing.
Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.
Late submissions
Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.
Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.
If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
Issuance of purchase order. Quotations should contain the quoter s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government s choice and will not use the formal source selection procedures described in FAR part 15.
Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.
Availability of requirements documents cited in the solicitation.
(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to-
GSA Federal Supply Service Specifications Section
Suite 8100
470 East L Enfant Plaza, SW
Washington, DC 20407
Telephone (202) 619-8925
Facsimile (202) 619-8978
If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.
Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:
ASSIST (https://assist.dla.mil/online/start/).
Quick Search (http://quicksearch.dla.mil/).
ASSISTdocs.com (http://assistdocs.com).
Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-
Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);
Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or
Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.
Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation DUNS or DUNS+4 followed by the DUNS or DUNS+4 number that identifies the quoter s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.
[Reserved].
Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.
(C$END-OF-PROV)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 12 AM 118/14/2022 at Tnauri.Woodbridge@va.gov

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Point of Contact
Tnauri Woodbridge
tnauri.woodbridge@va.gov
Work Phone: 203-932-5711

Attachments/Links