Department of Veterans Affairs Tennessee Valley Healthcare System Doors Maintenance LT 626
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COMBINED SYSNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
(I) GENERAL INFORMATION
Document Type: Combined Solicitation/Synopsis
Solicitation Number: 36C24919Q0249
Product or Service Code: J099 Maint/Repair/Rebuild of Equipment-Miscellaneous
Set Aside: Unrestricted
NAICS Code: 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Small Business Size Standard $7.5 Million Dollars
(II) 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 will not be issued. A firm-fixed-priced contract will result from this procurement.
This solicitation is a request for quotations (RFQ). This solicitation document incorporates clauses and provisions that are in effect through Federal Acquisition Circular 2019-01 that has an effective date of January 22, 2019. This combined/synopsis solicitation is posted for full and open competition. Sources Sought Notice 36C24919Q0103 was posted to Fed Biz Opps (FBO) on 1-09-2019 with responses due 1-15-2019. One response was received. As a result, this requirement is not being set aside for any specific socioeconomic category due to a lack of responses requested and other results of market research conducted during the market research phase of this acquisition. This acquisition will be made pursuant to the authority in FAR Part 13, Simplified Acquisition Procedures (See FAR 52.212-2 below).
Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the FAR and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR).
(III) STATEMENT OF WORK
All interested companies shall provide quotes for the following:
Statement of Work (SOW)
Scope of Work
The Department of Veterans Affairs (VA) Tennessee Valley Healthcare System (TVHS), Nashville VAMC located at 1310 24th Ave. N., Nashville, TN 37212, requires a contractor furnish all labor, parts, material, inspections, cleaning, lubrications, adjustments, and repair and replacement components necessary to maintain operation of the automatic doors stated within this SOW, as applicable. All times referenced herein are to be construed as being within the central time zone.
The listing of Automatic Doors is specified in Attachment A.
Preventative maintenance is required on a semiannual basis and emergency call services as approved between the contractor and COR. Work shall be performed during the hours of 7:00 a.m. to 3:30 p.m., Monday through Friday. Emergencies are anything the contracting officer representative (COR) deems an emergency.
The following listing may be considered emergent but is not all-inclusive:
Entrance or exit is unsafe.
Doors cannot be closed and secured.
Anything deemed by the COR to be a security problem.
Safety mat or hold open device is inoperative.
D. Normal Business hours coverage (7:00 a.m. to 3:30 p.m.) Monday through Friday, excluding holidays is required. All preventative maintenance will be performed during normal hours unless requested or approved by the COR or his designee. Federal Holidays observed by the VA Medical Center are:
New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day
If the holiday falls on a Sunday, Monday will be the holiday. If a holiday falls on a Saturday, Friday will be the holiday.
The Nashville VA Medical Center requires the following services for one base period and four option years. The majority of main parts must be available in sufficient quantity to ensure normal routine replacements.
Personnel Qualifications: Maintenance must be performed by qualified technicians experienced in the repair and maintenance of automatic doors, swing and sliding doors. Personnel must be fully trained and experienced to maintain the various types of doors specified.
During semiannual inspections, the service technician must be accompanied by the Maintenance Supervisor or designee thereof and report to room E06 to coordinate the work to be performed.
A signed service ticket will be submitted to the COR. Payment will not be made until a service ticket is submitted. Service tickets shall provide the following information:
Name of Contractor.
Name of Field Service Engineer performing maintenance/repairs.
List of doors and/or repairs. If all may state as specified in "SO"
Date and time of arrival and departure.
VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). List of parts replaced.
Description of problem reported by COR/user (if applicable).
Signatures:
a. Field Service Engineer
b. COR or designated representative.
Payments and additional charges: Invoices will be paid monthly in the arrears. The Contractor shall submit invoices using the OB10 system. Invoices, SHALL INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service.
Reporting required for services beyond the contract scope:
The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the contracting officer (CO) and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of this contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.
References
A. Standards of operation must meet factory tolerance specifications at all times.
Progress and Compliance
No reports will be due.
Notes and Other Information
None.
End of Statement of Work
(IV) CONTRACT LINE ITEM NUMBERS (CLIN)
Offerors shall utilize the attached document that is entitled S02_CLIN Offer Sheet when providing pricing. Contractors that do not utilize this template when providing pricing will have their offer deemed unresponsive and won t be considered for award.
FAR 52.217-8, Option to Extend Services, is included in this RFQ. Pricing for this clause will be evaluated during the cost/price evaluation. The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates that were current immediately before exercising the FAR 52.217-8 option. Evaluation of options shall not obligate the government to exercise such options under any option clause.
(V) DATE(S) AND PLACE(S) OF DELIVERY
Delivery Address:
Department of Veterans Affairs
Nashville VA Medical Center
1310 24th Avenue S.
Nashville, TN 37212
(VI) 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS APPLIES TO THIS SOLICITATION
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS
FAR 52.212-1 (c) above is amended as follows: The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.
All questions in response to this solicitation shall be emailed to Stephen.Clabough@va.gov no later than 12:00 PM on April 15, 2019.
Electronic proposals shall be provided on standard letter size 8-1/2 by 11-inch paper, limited to a maximum of twenty (20), single-sided, single-spaced, one-inch margin, numbered pages. If more than twenty (20) single-sided pages are submitted (not including the S02_CLIN Offer Sheet and one cover sheet), all pages after twenty (20) pages will not be evaluated. The font for text shall be Times New Roman 12-point or larger. All information provided shall be safeguarded from unauthorized disclosure. Responses must be unclassified and any proprietary information provided must be marked accordingly. Only e-mailed offers will be accepted. Any non-emailed offer that is received will be deemed technically unacceptable outright and the offeror will not be considered for award.
Proposals shall also contain cover sheets labeled with the solicitation number, requirement title, requirement location, offeror organization, address, point of contact, phone number, fax number, and email address. The cover sheet will not count against the page limitations referenced immediately above.
Contractor shall read the solicitation and complete/submit the following bulleted items, including items under Price and Technical Capability below via email to:
Karen.Williams13@va.gov
As part of an interested offeror s proposal, offerors shall submit the following information (See this section in addition to where the evaluation factors can be found, (See FAR Clause 52.212-2 below)):
Price:
Fill in S02_CLIN Offer Sheet
Offerors who fail to provide a completely filled-in S02_CLIN Offer Sheet shall not be considered for award. No substitute will suffice.
Technical Capability (each bulleted item below shall be submitted as a separate attachment):
Contractor s capability statement, not to exceed 10 pages, addressing the technical evaluation factor found within FAR 52.212-2 below while including the following information as well:
The offeror s technical ability to meet the performance requirements identified within the SOW.
Completely fill-in FAR 52-212-3.
Past Performance:
A narrative explaining previous work that was successful performed that supports an offeror s position that the offeror can successfully perform the work identified within the SOW. For each contract/project referenced, the offeror shall provide contact information of the individual(s) that can confirm that the work was in fact successfully performed. The individual(s) must be the recipients of the work performed.
(VII) 52.212-2 -- EVALUATION COMERCIAL ITEMS (OCT 2014)
The government will award a contract resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the government, price and other factors considered. The following factors shall be used to evaluate quotes:
- Price
- Technical Capabilities
- Past Performance
(b) Options. The government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
ADDENDUM to FAR 52.212-2 -- EVALUATION COMERCIAL ITEMS (OCT 2014)
This RFQ is issued in accordance with FAR 12 and in conjunction with Simplified Acquisition Procedures Far Part 13. Evaluation of price and other factors will be performed in accordance with procedures outlined in FAR 13.106. A single award will be made to the lowest fair and reasonable priced quote that meets the acceptable past performance and technical capability criteria provided in this RFQ.
The past performance evaluation results are an assessment of the offeror s probability of meeting the solicitation requirements. This assessment is based on the offeror s record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements. Past performance information from the prime contractor is the only past performance information that will be considered.
Past performance information may be obtained through other sources known to the VA and the Federal government.
In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability unknown shall be considered acceptable.
Evaluation of Quotes:
The government will select the quote that represents the best benefit to the government at a price that can be determined reasonable. The government will evaluate price, technical capabilities, and past performance.
Following receipt of quotes, the government will perform an evaluation using a comparative analysis of the services quoted (See FAR 13.106-2(b)). The government will compare quotes to one another to select the service that best benefits the government by fulfilling the requirement. The evaluation of government requirements outlined in this RFQ will determine suitability.
Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this RFQ.
Once the government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this RFQ, the government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. The government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the government to exercise the option(s).
(End of Provision)
(VIII) 52.212-3 OFFEROR REPRESENTATION AND CERTIFICATIONS COMMERCIAL ITEMS
System for Award Management (SAM) located at www.sam.gov will be checked, upon receipt of offers and at the time of award, to verify ACTIVE registration status and self-certification for the required socio-economic category. FILL IN THIS PROVISION AS REQUIRED.
(IX) 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS APPLIES TO THIS SOLICITATION
(X) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS
The following FAR clauses identified within paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.204-10, 52.209-6, 52.219-4, 52.219-28, 52.222-3, 52.222.21, 52.222-26, 52.222-36, 52.222-41, 52.222-50, 52.223-11, 52.223-18, 52.223-20, 52.225-1, 52.225-3, 52.225-13, and 52.232-34.
(XI) THE FOLLOWING FAR CLAUSES AND/OR PROVISIONS ARE APPLICABLE TO THIS ACQUISITION
52.204-7, 52.204-13, 52.204-16, 52.204-18, 52.217-5, 52.217-8, 52.217-9, 52.232-40, 52.252-1, and 52.252-2.
(XII) THE FOLLOWING VAAR CLAUSES AND PROVISIONS ARE APPLICABLE TO THIS ACQUISITION
852.203-70, 852.232-72, 852.237-70, and 852.270-1.
In accordance with VAAR 852.252-70, the following provisions shall be submitted with any offer received in responsible to this solicitation:
FAR 52.212-3 Read the first paragraph of this provision for information that must be filled-in and submitted with all offers.
(XIII) THE DEFENSE PRIORITIES AND ALLOCATIONS SYSTEM (DPAS) IS NOT APPLICABLE TO THIS ACQUISITION
(XIV) QUOTES/OFFERS
All quotes/offers shall be submitted via email to the contract specialist (CS), Karen Williams, at karen.williams13@va.gov no later than 7:00 AM on April 25, 2019. All quotes/offers submitted must include the solicitation number 36C24919Q0249 and Title in the subject line of the email. Quotes received after this date and time will be not be considered for award.
(XV) QUESTIONS
To obtain clarifications and/or additional information concerning the contract requirements and/or specifications, submit a written Request for Information (RFI) via email to the CS, Karen Williams, at karen.williams13@va.gov. RFIs must be specific and in question format. All RFIs submitted shall include the solicitation number and Title, contractor name, city, state, telephone, email address and the RFI question(s). No RFI received after 2:00 PM on April 22, 2019 will be answered unless the CO determines it to be in the best interest of the government to do so. Telephone requests for information will not be accepted. A pre-offer site visit will not be considered.
The government will not provide paper copies of the solicitation. Telephone, written, or facsimile requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fbo.gov frequently.
(XVI) ATTACHMENTS
Attachment #1 S02_Attachment A_List of Doors
Attachment #2 S02_CLIN Offer Sheet
Attachment #3 SCA WD 2015-4647_Rev.10
(XVII) CONTACT INFORMATION
Contracting Office Address:
Department of Veterans Affairs
Network Contracting Office (NCO) 9
1639 Medical Center Pkwy.
Murfreesboro, TN 37129
Primary Point of Contact:
Karen Williams
Contract Specialist, NCO 9
Karen.Williams13@va.gov
Karen Williams, Contract Specialist
615-225-5636
karen.williams13@va.gov
Work Email
