Buffalo Batavia VA Kitchen Exhaust Cleaning and Inspections (VA-19-00026202)
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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C24219Q0458
Posted Date:
03/15/2019
Original Response Date:
03/28/2019
Current Response Date:
03/28/2019
Product or Service Code:
J073 Maintenance, Repair and Rebuilding of Equipment: Food Preparation and Serving Equipment.
Set Aside (SDVOSB/VOSB):
SDVOSB
NAICS Code:
561790 Other Services to Buildings and Dwellings
Contracting Office Address
Department of Veterans Affairs
Network Contracting Office 2
2875 Union Rd Suite 3500
Cheektowaga, NY 14227
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 13, Simplified Acquisition Procedures , as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2019-01.
This procurement is being issued as a SDVOSB set-aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 561790, with a small business size standard of $7.5 million.
VA Western NY Healthcare System is currently seeking semi-annual kitchen hood, exhaust, fan, and duct cleaning with inspections for 8 locations within VA Western NY Healthcare System.
Statement of Work
VA Western NY Healthcare System
Buffalo, NY 14214/5 and at Batavia, NY 14020
Background:
VA Western NY Healthcare System is currently seeking semi-annual kitchen hood, exhaust, fan, and duct cleaning with inspections for 8 locations within VA Western NY Healthcare System.
As per National Fire Protection Association (NFPA) 96: Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations (2017 Edition) Chapter 11; procedures for the use, inspection, testing, and maintenance of equipment. VA Medical Centers and its out buildings require the kitchen exhaust, hoods, fans, and duct work cleaned, inspected, and tested by properly trained, qualified, and certified personnel in NFPA 96 protocols.
Scope of Work:
Contractor shall:
Furnish all supervision, labor, travel, equipment, and supplies to clean dirt and grease from hoods, exhaust ducts and fan systems located at all places of performance.
Contractor will provide NADCA Certified Air System Cleaning Specialist (ASCS) to manage all duct exhaust system cleaning, inspection, and reporting.
All testing, cleaning, inspecting, tagging and reporting shall be done in accordance with NFPA 96 s most current edition.
To develop a work plan and schedule detail that includes procedures to be employed, equipment and material to be used, interim life safety measures, and schedule of work duration with milestone subtasks.
Schedule the cleaning time frame with COR (Contracting Officer s Representative) to ensure that no lapses in operation occur. Some of the scheduled work will be required to be done on off-hours or on weekends.
Specific Tasks:
Contractor shall provide all supervision, labor, travel, equipment, and supplies to thoroughly clean all kitchen hoods, grease removal devices, fans, ducts, and other equipment (filters, motors, covers, plenum header, plenum volume area, fire extinguishing system piping, nozzles and activation devices) locations within VA Western NY Healthcare System, in accordance with methods established in NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations 2017 Edition; procedures for the use, inspection, testing, and maintenance of equipment.
Service and inspections will be done on a semi-annual basis during the months of April and October. Work may need to be completed on off hours, evenings, or weekends.
Contractor shall supply and change all disposable filters on every semi-annual service of the recirculating hoods.
Contractor shall comply with all applicable laws, ordinances, and regulations covering operations under the contract.
Exhaust system cleaning shall include interior and exterior of all exhaust system hoods, ductwork and interior of exhaust removal blowers. Issues of exhaust system access must be brought to the attention of the COR.
Systems will be cleaned using a combination of steam, power washing, and hand cleaning.
Contractor shall clean stainless flashing on the exposed duct work.
Contractor shall provide all the necessary equipment required for workers to safely work in the kitchen and serving line and not stand upon ranges, griddles, or other installed equipment in performing work.
Cleaning shall be done in a timely manner and all service shall be scheduled in advance with the COR.
Contractor shall check that all hood fans and lights are in good working order and there is no defective wiring.
Contractor shall check all hoods for leaks, fans for being properly secured/re-secured. All backsplash, fans, and hoods are to be wiped down and free of grease.
Upon completion of service, exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state.
Contractor shall affix a Certificate of Performance label to each hood to include the flowing information: company information, cleaning date, and name of person performing the work. The label must be visible, and all other outdated and previous labels removed.
Cleaning operations shall be properly cleaned up, job generated debris shall be placed into the appropriate job site refuse container, and the kitchen facilities left ready for use by the kitchen staff.
Should the contractor identify a requirement for corrective maintenance (repairs), the contractor shall immediately notify the COR.
Places of Performance:
VAMC Buffalo
3495 Bailey Avenue
Buffalo, NY 14215
All locations at this site will follow scope and specific tasks above:
Main Kitchen (additional notes below)
Fan, hood, filters, fire protection system
Approximately 100 of ductwork
Cleaning to begin after 2pm Monday - Friday
Canteen Kitchen (additional notes below)
Two exhaust fans, fire protection systems
One 10 x 4 exhaust hood
One 8 x 4 exhaust hood
One 6 x 4 exhaust hood
Approximately 100 of ductwork
Cleaning to begin after 4pm, Monday - Friday
Willow Lodge - 9A (additional notes below)
Fan, filters, fire protection system
Recirculating exhaust hood / replace disposable filters
Clean during 8am to 4pm, Monday - Friday
Building 3 - Day Care (additional notes below)
Fan, filters, fire protection system
Recirculating exhaust hood / replace disposable filters
Clean during 8am to 4pm, Monday - Friday
VA Day Treatment Center
2963 Main Street
Buffalo, NY 14214
One location at this site to follow scope and specific tasks above:
Main Kitchen (additional notes below)
Fan, hood, ductwork, filters, fire protection system
Clean during 8am to 4pm, Monday - Friday
VAMC Batavia
222 Richmond Avenue
Batavia, NY 14020
Three locations at this site to follow scope and specific tasks above:
Main Kitchen - Building 2 (additional notes below)
Fan, hood, ductwork, filters, fire protection system
Cleaning to begin after 7pm, Monday - Friday
Canteen #1 - Building 1 (additional notes below)
Fan, hood, ductwork, filters, fire protection system
Cleaning to begin after 3pm, Monday - Friday
Canteen #2 - Building 1 (additional notes below)
Fan, hood, ductwork, filters, fire protection system
Cleaning to begin after 3pm, Monday - Friday
Period of Performance:
The estimated base period of performance is April 1, 2019 through March 31, 2020 with the provision of four (4) option years.
Risk Control:
The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any contractor representative, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor s fault or negligence.
VA Inspection and Acceptance Criteria:
COR or designee will verify that the equipment is working within manufacturer s specifications after completion of service or repair.
Quality Assurance:
The Government may inspect each task as completed. The contractor shall be notified within 3 duty days of unacceptable service. The contractor shall re-perform service within 15 days of notification of unacceptable service.
Quality Control:
The contractor shall develop and maintain a quality program to ensure the services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.
Performance Monitoring:
Contractor shall supply a complete report of cleaning and inspection test results including date of test and signature of employee doing testing. Corrective actions for deficiencies, needed repairs, and other specific issue areas will need to be brought to the attention of the COR on a separate report.
Invoices:
All invoices shall be submitted in arrears. Invoices shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices must include, at a minimum, the following information:
Contractor Name
Contract Number
Current Purchase Order Number
Date of Service
Itemized Charges
Safety Data Sheets:
The contractor shall provide legible safety data sheets (SDS) to the COR prior to performance. At any time during the contract, the contractor elects to use some different cleaning aids the SDS sheet must be delivered to COR prior to using.
Security:
All contractor employees are subject to the same level of investigation as VA employees who have access to VA facilities. Security and badging process to be determined by COR.
All interested companies shall provide quotations for the following:
Base Year: 08 APRIL 2019 31 MARCH 2020
Line Item
Description of Services
Qty
Unit
Job Amount
Total Price
0001
Services, Non-Personal, Firm-Fixed Price:
Semi-annual Cleaning and Inspection in accordance with the SOW. Contractor shall invoice for services provided.
2
Job
$
$ x2
0001(a)
VAMC Buffalo
Main Kitchen ____________________________________
Canteen Kitchen__________________________________
Willow Lodge (9A)_________________________________
Building 3 (Day Care)
0001(b)
VA Day Treatment Center
Main Kitchen
0001(c)
VAMC Batavia
Main Kitchen_____________________________________
Canteen ________________________________________
Canteen 2
Total of line item 0001 (a,b,c) Base Period Subtotal
$
Option Year 1: 01 APRIL 2020 31 MARCH 2021
Line Item
Description of Services
Qty
Unit
Amount
Total Price
1001
Services, Non-Personal, Firm-Fixed Price:
Semi-annual Cleaning and Inspection in accordance with the SOW. Contractor shall invoice for services provided.
2
Job
$
$ x2
1001(a)
VAMC Buffalo
Main Kitchen ____________________________________
Canteen Kitchen__________________________________
Willow Lodge (9A)_________________________________
Building 3 (Day Care)
1001(b)
VA Day Treatment Center
Main Kitchen
1001(c)
VAMC Batavia
Main Kitchen_____________________________________
Canteen ________________________________________
Canteen 2
Total of line item 1001 (a,b,c) Option Year 1 Subtotal
$
Option Year 2: 01 APRIL 2021 31 MARCH 2022
Line Item
Description of Services
Qty
Unit
Amount
Total Price
2001
Services, Non-Personal, Firm-Fixed Price:
Semi-annual Cleaning and Inspection in accordance with the SOW. Contractor shall invoice for services provided.
2
Job
$
$ x2
2001(a)
VAMC Buffalo
Main Kitchen ____________________________________
Canteen Kitchen__________________________________
Willow Lodge (9A)________________________________
Building 3 (Day Care)
2001(b)
VA Day Treatment Center
Main Kitchen
2001(c)
VAMC Batavia
Main Kitchen_____________________________________
Canteen ________________________________________
Canteen 2
Total of line item 2001 (a,b,c) Option Year 2 Subtotal
$
Option Year 3: 01 APRIL 2022 31 MARCH 2023
Line Item
Description of Services
Qty
Unit
Amount
Total Price
3001
Services, Non-Personal, Firm-Fixed Price:
Semi-annual Cleaning and Inspection in accordance with the SOW. Contractor shall invoice for services provided.
2
Job
$
$ x2
3001(a)
VAMC Buffalo
Main Kitchen ____________________________________
Canteen Kitchen__________________________________
Willow Lodge (9A)________________________________
Building 3 (Day Care)
3001(b)
VA Day Treatment Center
Main Kitchen
3001(c)
VAMC Batavia
Main Kitchen_____________________________________
Canteen ________________________________________
Canteen 2
Total of line item 3001 (a,b,c) Option Year 3 Subtotal
$
Option Year 4: 01 APRIL 2023 31 MARCH 2024
Line Item
Description of Services
Qty
Unit
Amount
Total Price
4001
Services, Non-Personal, Firm-Fixed Price:
Semi-annual Cleaning and Inspection in accordance with the SOW. Contractor shall invoice for services provided.
2
Job
$
$ x2
4001(a)
VAMC Buffalo
Main Kitchen ____________________________________
Canteen Kitchen__________________________________
Willow Lodge (9A)_________________________________
Building 3 (Day Care)
4001(b)
VA Day Treatment Center
Main Kitchen
4001(c)
VAMC Batavia
Main Kitchen_____________________________________
Canteen ________________________________________
Canteen 2
Total of line item 4001 (a,b,c) Option Year 4 Subtotal
$
The provision at FAR 52.212-2, Evaluation Commercial Items (Oct 2014), applies to this acquisition.
Award shall be made to the vendor whose quotation offers the Lowest Price Techniqually Acceptable (LPTA) to the government IAW FAR Subpart 13.106-1(a)(2). considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: (1) technical capability to meet or exceed the requirement, (2) past performance, and (3) price.B B
Technical Capability Factor:
The Offeror shall provide a maximum 10-page capability statement that indicates subfactors of trained personnel, equipment, and track record of working experience in providing the requirements of this solicitation.
Past Performance:
The Offeror shall provide a list of at least three references (preferably federal agency contracts) that includes contract number, dates of performance, points of contact, and telephone numbers. The contractor will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contracting office will also review performance history in CPARS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating.
Price:
Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis. All interested companies shall provide quotation(s) for the requested service that includes a cost breakdown for services to be performed, and a labor mix for personnel in order for the contracting officer to properly evaluate price reasonableness.
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).
Failure to provide the information requested in the evaluation criteria may result in package being found incomplete.
The provision at FAR 52.212-1, Instructions to Offerors Commercial Items (October 2018) applies to this acquisition.
All offers must reference:
Solicitation number for this requirement as 36C24219Q0458
Name, address, and telephone number of offeror
Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all of the technical evaluation sub-factors. Failure to address all of the sub-factors will result in your package being determined incomplete.
Terms of any express warranty
Price. Price should be for all services detailed in this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete.
Acknowledgement of any solicitation amendments
Past performance information
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.
Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration.
The following provisions are included as addendum to FAR 52.212-1:
52.204-7 System for Award Management (OCT 2018)
52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)
852.270-1 Representatives of Contracting Officers (JAN 2008)
The provision at FAR 52.212-3, Offerors Representations and Certifications Commercial Items (Oct 2018) applies to this acquisition.
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/SAM/
The clause at FAR 52.212-4, Contract Terms and Conditions Commercial Items
(October 2018) applies to this acquisition.
The following clauses are included as addendum to FAR 52.212-4:
52.204-13 System for Award Management Maintenance (OCT 2018)
52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-18 Availability of Funds (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business
Subcontractors (DEC 2013)
852.203-70 Commercial Advertising (MAY 2008)
852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-
Aside (JUL 2016)(DEVIATION)
852.232-72 Electronic Submission of Payment Requests (NOV 2018)
852.237-70 Contractor Responsibilites (APR 1984)
The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (October 2018) applies to this acquisition.
The following clauses are included as addendum to FAR 52.212-5:
52.204-10 Reporting Executive Compensation & First-Tier Subcontract
Awards (OCT 2018)
52.209-6 Protecting the Government s Interest When Subcontracting with
Contractors Debarred, Suspended, or Proposed for
Debarment (OCT 2015)
52.219-28 Post Award Small Business Program Rerepresentation (JUL 2013)
52.222-3 Convict Labor (JUNE 2003)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (SEPT 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (JULY 2014)
52.222-50 Combating Trafficking in Persons (JAN 2019)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging
While Driving (AUG 2011)
52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008)
52.232-33 Payment by Electronic Funds Transfer-System for Award
Management (OCT 2018)
52.222-41 Service Contract Labor Standards (AUG 2018)
52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)
52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)
52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)
The full text of FAR provisions or clauses may be accessed electronically at
https://acquisition.gov/browse/index/far
Site Visit: A visit is scheduled at VAMC Buffalo for Thursday 3/21/2019 at 10:00am EST. We will be meeting in conference room 54C (located in basement of main hospital, C-wing, past loading dock on the left hand side). Immediately following VAMC Buffalo site visit, we will then meet at the nearby VA Day Treatment Center.
VAMC Batavia site visit is scheduled for the same day, Thursday 3/21/2019 at 1:00pm EST. We will be meeting at the Engineering Office in Building 1 (location is up the front steps, straight down the hallway on the right hand side).
Please email me, Jacob.Burg@VA.gov, your intent to attend these site visit locations by 2:00pm on Wednesday 3/20/19 EST.
This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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."
Submission of quotes shall be received not later than 03/28/2019 12:00 PM EST. Only electronic submission will be accepted via email at Jacob.Burg@VA.gov. Solicitation questions should be submitted no later than 3/26/2019 12:00 PM EST. 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 Contracting Officer, at Jacob.Burg@VA.gov
Point of Contact:
Jacob Burg
Contracting Officer
Jacob Burg
Jacob.Burg@VA.gov
JACOB.BURG@VA.GOV
