Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

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 2023-02.

This solicitation is set-aside for SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 541990, with a small business size standard of $19.5 million.
The FSC/PSC is H312.

The James J. Peters VA Medical Center, Bronx, NY has a requirement for fire suppression and sprinkler systems maintenance in accordance with National Fire Protection Association (NFPA) standards 12, 17A, 72, and 96.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item
Description
Quantity
Unit of Measure
Unit Price
Total Price
0001
Annual Pre-Action/Dry Pipe Sprinkler Systems Services
Contract Period: Base
POP Begin: 05/01/2023
POP End: 04/30/2024
1
YR
0002
Annual Carbon Dioxide Extinguishing System Services
Contract Period: Base
POP Begin: 05/01/2023
POP End: 04/30/2024
1
YR
0003
Semi-annual Services on Fire Suppression for Hoods and Suppression for Radioactive Storage
Contract Period: Base
POP Begin: 05/01/2023
POP End: 04/30/2024
2
JB
1001
Annual Pre-Action/Dry Pipe Sprinkler Systems Services
Contract Period: Option 1
POP Begin: 05/01/2024
POP End: 04/30/2025
1
YR
1002
Annual Carbon Dioxide Extinguishing System Services
Contract Period: Option 1
POP Begin: 05/01/2024
POP End: 04/30/2025
1
YR
1003
Semi-annual Services on Fire Suppression for Hoods and Suppression for Radioactive Storage
Contract Period: Option 1
POP Begin: 05/01/2024
POP End: 04/30/2025
2
JB
2001
Annual Pre-Action/Dry Pipe Sprinkler Systems Services
Contract Period: Option 2
POP Begin: 05/01/2025
POP End: 04/30/2026
1
YR
2002
Annual Carbon Dioxide Extinguishing System Services
Contract Period: Option 2
POP Begin: 05/01/2025
POP End: 04/30/2026
1
YR
2003
Semi-annual Services on Fire Suppression for Hoods and Suppression for Radioactive Storage
Contract Period: Option 2
POP Begin: 05/01/2025
POP End: 04/30/2026
2
JB
3001
Annual Pre-Action/Dry Pipe Sprinkler Systems Services
Contract Period: Option 3
POP Begin: 05/01/2026
POP End: 04/30/2027
1
YR
3002
Annual Carbon Dioxide Extinguishing System Services
Contract Period: Option 3
POP Begin: 05/01/2026
POP End: 04/30/2027
1
YR
3003
Semi-annual Services on Fire Suppression for Hoods and Suppression for Radioactive Storage
Contract Period: Option 3
POP Begin: 05/01/2026
POP End: 04/30/2027
2
JB
4001
Annual Pre-Action/Dry Pipe Sprinkler Systems Services
Contract Period: Option 4
POP Begin: 05/01/2027
POP End: 04/30/2028
1
YR
4002
Annual Carbon Dioxide Extinguishing System Services
Contract Period: Option 4
POP Begin: 05/01/2027
POP End: 04/30/2028
1
YR
4003
Semi-annual Services on Fire Suppression for Hoods and Suppression for Radioactive Storage
Contract Period: Option 4
POP Begin: 05/01/2027
POP End: 04/30/2028
2
JB

STATEMENT OF WORK

Fire Suppression and Sprinkler Services

GENERAL: The James J. Peters VA Medical Center requires inspection and periodic maintenance of fire suppression and sprinkler systems, including the kitchen hood suppression system. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform all work as defined in statement of work. The contractor shall perform to the standards in this contract and to manufacturer s designed specifications.

BACKGROUND: Per Joint Commission requirements, regular inspection and testing is vital to ensuring that critical fire systems are properly maintained. All inspections, testing, and maintenance shall comply with the applicable National Fire Protection Association (NFPA) standards (below) and with FDNY requirements subdivision (1) of Title 3 RCNY 15-08.
NFPA 12 (Carbon Dioxide Extinguishing Systems)
NFPA 17A (Wet Chemical Extinguishing Systems)
NFPA 72 (Fire Alarm Systems) and &shall conform
NFPA 96 (Ventilation Control and Fire Protection of Commercial Cooking Operations).

OBJECTIVE: The Contractor shall complete services on:
Under-floor CO2 fire suppression system, 1st floor computer room
Pre-action sprinkler system, first floor data room
Pre-action sprinkler system, ground floor MRI
Dry-pipe sprinkler system, loading dock
Dry pipe sprinkler system, boiler room
Fire suppression for hoods 1, 2, 3, 4 & 5, first floor Canteen kitchen
Fire suppression for hoods 1, 2, & 3, ground floor main kitchen
Radioactive storage shed suppression system

PLACE OF PERFORMANCE: James J. Peters VA Medical Center
130 West Kingsbridge Road
Bronx NY 10468
United States

PERIOD OF PERFORMANCE: The government requires a contract for a base year and four option years:

Base Period: May 1, 2023 through April 30, 2024
Option 1: May 1, 2024 through April 30, 2025
Option 2: May 1, 2025 through April 30, 2026
Option 3: May 1, 2026 through April 30, 2027
Option 4: May 1, 2027 through April 30, 2028

SCHEDULE: Unless otherwise stated, services will be performed Monday through Friday (excluding federal holidays) during the facility s normal business hours (8:00 a.m. to 4:30 p.m.). The Contracting Officer Representative (COR) will coordinate work schedules with contractor.

Federal Holidays:
-New Year s Day
-Martin Luther King s Birthday
-President s Day
-Memorial Day
-Juneteenth
-Independence Day
-Labor Day
-Columbus Day
-Veterans Day
-Thanksgiving Day
-Christmas Day

Note: Holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling should be directed to the COR.

QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY:
The contractor shall have at least 1 year experience performing maintenance and inspections of comparable size, scope, and complexity. Relevant experience is experience that took place in similar buildings structures, or equipment.

Contractor employees shall be knowledgeable of original equipment manufacturer standards associated with conducting operation of all equipment associated with the fire suppression and sprinkler systems listed above.

Contractors shall provide evidence of relevant experience and credentials indicating that the vendors technicians have been properly trained and are qualified to repair the equipment.

VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS

Contractor employees who work in or travel to VHA locations must comply with the following:

Documentation requirements:
If fully vaccinated, shall show proof of vaccination.
NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.
If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test.

Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.Â

Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.
Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.Â
Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

PROCEDURES
Pre-Action/Dry Pipe Sprinkler Systems:
Pre-action sprinkler system, 1st Floor Data Room
Pre-action sprinkler system, Ground Floor MRI
Dry-pipe sprinkler system, Loading Dock
Dry Pipe sprinkler system, Boiler Room

Systems maintenance shall be done annually and include a full sequence of operations checks and full device condition check.
Fire alarm maintenance shall include the annual cleaning and testing of all fire detectors.
This shall include testing the interconnection between the fire alarm sub-system and the building Class E fire alarm system.
Any system device deficiencies shall be noted and reported, with recommended corrective action.
All work will be done in conformance with NFPA 72.

Carbon Dioxide Extinguishing system:
Under-floor CO2 fire suppression system, 1st Floor Computer Room

Systems maintenance shall be done annually and include a full sequence of operations checks and full device condition check.
Fire alarm maintenance shall include the annual cleaning and testing of all fire detectors.
This shall include testing the interconnection between the fire alarm sub-system and the building Class E fire alarm system.
Any system device deficiencies shall be noted and reported, with recommended corrective action.
All work will be done in conformance with NFPA 12.

Fire Suppression for Hoods and Suppression for Radioactive Storage:
Fire suppression for hoods 1, 2, 3, 4 & 5, first floor Canteen kitchen
Fire suppression for hoods 1, 2, & 3, ground floor main kitchen
Radioactive storage shed suppression system

The procedures below shall be performed semi-annually.
All work will be done in conformance with NFPA 17A and NFPA 96
All actuation components including remote manual pull stations, mechanical or electrical devices, detectors, actuators, etc., shall be checked for proper operation during the inspection in accordance with the manufacturer's listed procedures.
Fusible links shall be replaced semi-annually to assure proper operation of the system.
Other detection devices shall be serviced or replaced in accordance with the manufacturer's recommendations.
All agent storage containers will be checked for proper pressure, agent quantity, and hydrostatic date.
Upon completion of the inspection, a detailed report indicating system condition and deficiencies, if any, shall be provided.
Pipe-blow out, trip-test & electric trip test on overtime for kitchens systems 1, 2, 3, 4, 5 and one (1) industrial system for radioactive storage.
All inspection, testing, and maintenance for kitchen systems shall be performed outside of normal business hours.
All inspection, testing and maintenance on the industrial system for radioactive storage shall be conducted during regular business hours.

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

The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (Mar 2023)
Addendum to 52.212-1, Instructions to Offerors Commercial Products and Commercial Services applies; see further below on this notice for details.
FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)
FAR 52.204-7, System for Award Management (Oct 2018)
FAR 52.204-16, Commercial and Government Entity Code Reporting (Aug 2020)
End of Addendum to 52.212-1
FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (Dec 2022)
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Products and Services (Dec 2022)
Addendum to FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services
Clauses 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.

FAR 52.204-13, System for Award Management Maintenance (Oct 2018)
FAR 52.204-18, Commercial and Government Entity Code Maintenance (Aug 2020)
FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000)
Within 30 days of contract expiration
FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
VAAR 852.201-70, Contracting Officer s Representative (Dec 2022)
VAAR 852.203-70, Commercial Advertising (May 2018)
VAAR 852.211-72 Technical Industry Standards (Nov 2018)
National Fire Protection Association NFPA 12, 17a, 72, 96
852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran Owned Small Businesses (Jan 2023)
By the end of the base term of the contract or order, and then by the end of each subsequent option period
VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (Jan 2023)

Certification

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: _______________

VAAR 852.232-72, Electronic Submission of Payment Requests (Nov 2018)
VAAR 852.242.71 Administrative Contracting Officer (Oct 2020)

End of Addendum to 52.212-4

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services (MAR 2023)

The following subparagraphs of FAR 52.212-5 are applicable:
All of subparagraph (a)
Subparagraph (b)(4): FAR 52.204-10
Subparagraph (b)(8): FAR 52.209-6
Subparagraph (b)(21): FAR 52.219-27
Subparagraph (b)(22): FAR 52.219-28
Subparagraph (b)(27): FAR 52.222-3
Subparagraph (b)(29): FAR 52.222-21
Subparagraph (b)(30)(i): FAR 52.222-26
Subparagraph (b)(32)(i): FAR 52.222-36
Subparagraph (b)(35)(i): FAR 52.222-50
Subparagraph (b)(44): FAR 52.223-18
Subparagraph (b)(51): FAR 52.225-13
Subparagraph (b)(58): FAR 52.232-33
Subparagraph (c)(1): FAR 52.222-41
Subparagraph (c)(2): FAR 52.222-42
https://www.dol.gov/sites/dolgov
Subparagraph (c)(7): FAR 52.222-55
Subparagraph (c)(8): FAR 52.222-62
All of subparagraph (d)
All of subparagraph (e)
Other terms and conditions:

a. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management.
b. INVOICES: Invoices shall be submitted in arrears annually, after performance tasks are complete and accepted.
c. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Tungsten Network: https://us.tungsten-network.com/

All quoters shall submit the following: A technical capability statement, relevant professional qualifications and experience, past performance references, and a price submission.

All quotes shall be sent to the Department of Veterans Affairs, Network Contracting Office (NCO) 2 via email to Contract Specialist Chris Weider at Christopher.Weider@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. Option will be evaluated at time of award.

The following are the decision factors:

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.

The following factors shall be used to evaluate quotations:

Technical Capability
Past Performance
Price

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:
Technical Capability: The quotation will be evaluated to the extent to which it can meet or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. The quotation should provide a clear explanation of the organization s ability to perform fire suppression and sprinkler system services as described in the statement of work. The following discussion points will be used to evaluate offerors technical capability:
Proficiency: Contractor shall submit a quotation that demonstrates their understanding of the requirement in accordance with the Statement of Work and their knowledgeable of OEM standards associated with conducting operation of all equipment associated with the listed fire suppression and sprinkler systems.
Experience: The quoter shall provide 3-5 instances of experience of similar scope within the past 5 years. The Contractor shall be a firm regularly engaged in the maintenance and testing of fire suppression and sprinkler systems. Their expertise and experience shall be of such extent to provide them the knowledge of fire suppression and sprinkler system repairs, maintenance and servicing generally found in hospital use.
Offerors shall provide evidence of relevant experience and credentials indicating that the vendors technicians have been properly trained and are qualified to repair the equipment.
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 supply or 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.
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.

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. Evaluation of options shall not obligate the Government to exercise the option(s).

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

Addendum to 52.212-1, Instructions to Offerors Commercial Products and Commercial Services:

Submission of Offers: Offers shall be received no later than 4:30pm ET on April 7, 2023. Offers received after this time may not be considered for award. Offers not following the specific instructions within this solicitation may not be considered further for evaluations towards this requirement.
General Offeror Instructions: Offers shall clearly demonstrate an understanding of requirements, as well as convey the Offeror s capability for transforming its understanding into successful performance under the terms of a contract(s) resulting from the RFQ. A complete Offer shall consist of a technical capability statement that does not exceed ten pages, relevant inspection and maintenance proficiency and experience, past performance references, and a price submission. Credentials and training documentation shall not be counted as part of the capability statement page limit. Incomplete Offers will be considered non-responsive and may not be further evaluated.
Offer Content and Submission Instructions: Offerors are responsible for ensuring that offers fully comply with all requirements. Each offer shall clearly demonstrate that the Offeror understands the technical requirements of the Statement of Work (SOW). Failure to explain Offeror s ability to meet all requirements may result in the Offeror's offer not being considered. The narrative shall provide the Government with a reasonable assurance that the company has the relevant experience, capacity and capability required to meet potential contract requirements. A restatement of the Statement of Work will be deemed unacceptable and may result in the assignment of a lower technical rating.
Format for Submission: All items shall be submitted as described below. The Offeror shall submit one (1) electronic version emailed with all Offer materials to the Contract Specialist by the specified due date/time. The Offeror is responsible for confirming their submission was received.

Questions: Questions shall be submitted to Christopher.Weider@va.gov in writing via email no later than 4:30pm EST, April 4, 2023. Oral questions will not be accepted. All questions may not be answered, but those that are will be answered in an amendment to the solicitation.

End of Addendum to 52.212-1

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 4:30pm ET on April 7, 2023 at Christopher.Weider@va.gov.

Hand delivered offers will not be accepted. 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
Contract Specialist, Chris Weider, Christopher.Weider@va.gov, 716-862-7461 x22470.

Attachments/Links