J059--Generator Preventive Maintenance Bedford VA Medical Center

Description

Combined Synopsis Solicitation Bedford VAMC Generator Preventative Maintenance (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24125Q0599 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. (iv) This requirement is being issued as an open market, SDVOSB set-aside. The associated NAICS 811310 and small business size standard is $12.5 million. (v) The Government intends to award a firm-fixed price award to supply Generator Preventative Maintenance at the Bedford VAMC. Please see the attached Statement of Work for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to Provide Generator Preventative Maintenance IAW the attached (Statement of Work). Please see the attached SOW for full requirement details. (vii) The Place of Performance is Bedford Massachusetts as described per the (Statement of Work). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: N/A Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to carissa.sarazin@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, 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. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:  Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.  Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Statement of Work). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work.  The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 02-July-2025 by 4:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner.  Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Statement of Work). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Statement of Work). 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. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (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 (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the 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 CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. 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 CO to assess the contractor compliance with the subcontracting commitments. (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: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Bedford 2015-4047 Rev 29 posted on beta.sam.gov) (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 10-July-2025 by 4:00 PM EST. RFQ responses must be submitted via email to: carissa.sarazin@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is carissa.sarazin@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Base Year Generator Preventative Maintenance 1.00 YR __________________ __________________ 0002 Labor Rate for Repairs, Normal Business Hours 120 HR __________________ __________________ 1001 Option Year One Generator Preventative Maintenance 1.00 YR __________________ __________________ 1002 Labor Rate for Repairs, Normal Business Hours 120 HR __________________ __________________ 2001 Option Year Two Generator Preventative Maintenance 1.00 YR __________________ __________________ 2002 Labor Rate for Repairs, Normal Business Hours 120 HR __________________ __________________ 3001 Option Year Three Generator Preventative Maintenance 1.00 YR __________________ __________________ 3002 Labor Rate for Repairs, Normal Business Hours 120 HR __________________ __________________ 4001 Option Year Four Generator Preventative Maintenance 1.00 YR __________________ __________________ 4002 Labor Rate for Repairs, Normal Business Hours 120 HR __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: Scope of Work VA Bedford HCS 200 Springs Rd. Bedford, MA 01730 Project Title: Preventative Maintenance on Emergency Generators Overview The contractor will perform annual preventative maintenance on stationary and portable emergency generators located at the Bedford VA medical Center, 200 Springs Rd, Bedford Ma. Detailed Requirement: Contractor shall perform the following work on each unit; a VA employee will provide access and be available for each unit s inspection. Contractor is responsible for all labor, materials, tools and special equipment required to perform the work. Contractor shall field verify the information provided. Contractor shall meet all certifications, testing and preventive maintenance requirements, including but per The Joint Commission, NFPA 110, NFPA 99, NFPA 70, and VHA Directive 1028. VA shall be provided certifications copy during the proposal and after contract award. Contractor shall fill out EPPS maintenance log, as shown in NFPA 110 and submit a filled copy. This is in addition to the preventive maintenance report. Emergency repairs: 120 hours of regular time as a separate line item. All option year shall include this line item. This line item will be used for any emergency or required repairs for the generator. The generators are as follows: Unit Number Location Power Output (kw) Engine Make Model # Genreator Model # Generator # 10 Bldg 10 400 Cummins QSX15-G9 258 Generator #22 Bldg 22 300 Cummins QSM11-G4 B246 Generator # 61 Bldg 61 450 Milton CAT FTE03236   Generator # 92 Bldg 92 450 Cummins QSX15-G9 450DFEJ Generator # 93 Bldg 93 450 Cummins QSX15-G9 450DFEJ Generator # 94 Bldg 94 450 Cummins QSX15-G9 450DFEJ Generator # 95 Bldg 95 450 Milton CAT FTE03239   Generator # 8 Bldg 8 180 John Deere 6081A F001 C SO RO W0R0ZJ Generator #19 Blg 19 180 Triton   TP-I160-T3-UL Water Tower Water Tower 60 Kohler     Generator 70 Building 70 450 Milton CAT FTE03237   Portable #1 Portable 300 Cummins QSM11-G4-NR3 A300CUIV Portable # 2 Portable 365 John Deere 6135HFG95 433CSL6216 Portable #3 Portable 125 Magna Plus   363NSL1661 1. Replace Lube oil and remove waste oil from site. 2. Replace lube oil Filter(s) and remove used filters from site. 3. Replace fuel filter(s) and remove used filters from site. 4. Replace coolant filters and remove used filters from site. 5. Service and clean air filters as required. 6. Check coolant level, condition of coolant, freeze protection rating and perform pressure test. 7. Perform air inlet restriction test. 8. Inspect hoses and belts, adjust belts if required. 9. Check block heater for proper operation. 10. Inspect fuel supply system, including hoses, piping, solenoid valves and transfer tank where applicable for any signs of leaks or deterioration. 11. Inspect exhaust system and condensation drains, check rains caps for proper opening and closing. 12. Check batteries electrolyte level, check specific gravity, clean terminals and protect terminals with corrosion proof solvent. 13. Check and adjust all engine and generator shutdown and alarm systems. 14. Adjust output voltage and frequency if required. 15. Confirm proper operation of gauges and Ac metering system systems. 16. Inspect transfer switch main contacts if possible. 17. After notifying customer, operate transfer switch and confirm the operation of all timers and accessories, ensure start-up and cool down periods are within parameters. 18. Contractor shall leave each work site clean based on the work that was performed, no oily rags, absorbents, or other debris will be left on site. 19. For each unit, an inspection sheet will be prepared as to the work completed and all findings. All services & inspections shall be scheduled thru Electrical Supervisor. Any additional work required for the proper operation of the generator that is identified during the inspection of the unit, will be brought to the customers immediate attention, but no repairs of those additional work items can be done under this Scope of Work until approved by the Department of Veteran Affairs. No additional work can be performed under this contract, and no changes to this Scope of Work can be made without the authority and prior approval of the Contracting Officer. General Requirement: All work, material and workmanship to be furnished shall conform to all applicable local and national standards, VA SOPs, industry recommended practices and safety codes, to the requirements and test procedures of the Massachusetts state building code. The VA shall be notified of any changes before work is started. Contractor to obtain all notifications and approvals required before starting work such as ILSM and ICRA and obtain approvals upon completion as required. If necessary, any shutdown of utilities shall not take place until notification and approval has taken place with the end user and the Engineering Shop Main Supervisor and Trade Supervisor and written approval is received from the COR. If utilities are damaged, Contractor, at their own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen; to existing building, piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are not scheduled for discontinuance or abandonment. The Contractor shall thoroughly review the construction documents and site conditions and notify the VA of any discrepancies there-in or with the documents or/and existing conditions. Notification of discrepancies or construction complexities that may impact construction, cost or aesthetics is to be made before an agreement is made on costs. It is the obligation of the contractor to verify existing conditions including overall dimensions, centerline of fixtures, material, equipment, fixture, hardware type, sizes and number to be used. All construction means, methods, sequences, scheduling, procedures, and safety precautions are the responsibility of the contractor/builder. It is understood that adequate numbers of skilled workmen, who are thoroughly familiar with the methods necessary for execution of work shall be employed. Contractor shall provide and is solely responsible for public and employee protection as necessary and required by the codes, ordinances and regulations of governmental agencies having jurisdiction at the project site. Contractor must submit a safety plan. Employees of General Contractor and their subcontractors shall comply with all VA security management programs and direction of the VA police. The employees will report to the Engineering Department with government issued picture identification and receive a badge for the duration of their time working at the VA. The employees will be restricted to buildings and areas required for their work and will refrain from entering other areas and restricted access spaces. They shall not enter the project site without appropriate badges. They may also be subject to inspection of their personal effects when entering or leaving the site. Any incidents including but not limited to unplanned disruption of utilities, flooding or on-site work accidents shall be reported to the COR as soon as possible. No photography of VA premises, residents, patients or staff is allowed without permission of the Contracting Officer or COR. Contractors and subcontractors to comply with VA requirements for site/work rules, construction work time, dumpster and equipment use, location and storage. Location of all storage, equipment and supplies shall be reviewed and approved by the COR. All debris must be disposed of legally and as a part of the work. Site to be kept free of debris at all times and broom cleaned at the end of the day. Use of common areas in order to get to work area from the exterior shall be coordinated with the COR for approval. The safety and protection plan shall be reviewed with the COR. Provide the maximum protection of surfaces to the extent possible with the understanding that protection may need to be installed and removed as needed and on a daily basis as required by the COR. Protect areas at all times in accordance with Interim Life Safety Measures and Infection Control Risk Assessment. These forms shall be filled out and provided to the Safety Department & COR and posted on site. All Contractor vehicles shall be parked in a designated parking space or construction yard. Activity shall be limited and allow for the continued and safe ongoing operations of the medical center. Contractor to provide for protection of existing materials, buildings and equipment where work is to be done, materials handled and equipment moved or relocated. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Except as otherwise shown or specified, do not cut, alter or remove any structural work, and do not disturb any ducts, plumbing, steam, gas, or electric work without approval of the COR. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work, shall conform in type and quality to that of original existing construction, except as otherwise shown or specified. Upon completion of contract, deliver work complete and undamaged. Existing work (walls, ceilings, partitions, floors, mechanical and electrical work, lawns, paving, roads, walks, etc.) disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. The Contractor shall keep a record set of drawings, specifications, sketches, etc. on site, clearly labeled. The drawings will be marked with any changes and as-built conditions. Contractor to provide products as specified with manufacturers named when noted. Pricing shall be based on specified item. Substitutions can be offered as a deduct alternate if it provides a cost savings. Contractor must obtain written approval for substitution. Contractor to provide a construction schedule that includes start & completion dates, dependencies, dates for approvals, mobilization, and work by individual trades, inspections, substantial completion, move in and close out. Schedule to be submitted within 5 business days of project approval and updated on a regular basis through-out construction. The Medical Center is a 24/7 facility with multiple end users. The Contractor is required to work directly with the COR in Engineering. Any changes in the schedule or coordination required with the end user shall be facilitated by the COR. Contractors and their subs shall work with the COR and end user main point of contact only. Details within the framework may be discussed directly with the end user point of contact with prior understanding of the COR. COR must be copied on all correspondences. Requests for information (RFI) must be submitted in writing to the VA. Change orders shall be presented to the VA for review and approval. No work shall take place before prior written approval. Contractor/sub-contractors shall warrant work performed for a period of one year from the date of final acceptance. Contractor to review all submittals (including those from subcontractors) and verify accuracy of contents, including material field dimensions, adjacent construction, conformance with the specified environmental and job conditions, coordination with other work and the contract documents. Submittals shall be stamped to signify that it has been reviewed by the Contractor as noted above and sent to the VA for review and approval. Provide samples of all finish materials. Near the completion of the work, the COR shall walk through the space with the Contractor and generate a list of deficient/incomplete items. A schedule of completion of deficient items will be provided by the Contractor. At final completion of the work, the Contractor shall review the work with the COR and both parties shall sign off in agreement on the completed items.