4130--Repair of Walk in Freezers

Combined Synopsis Solicitation West Haven VAMC Walk in Freezer Repairs (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 36C24125Q0731 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 2025-04. (iv) This requirement is being issued as an VOSB/SDVOSB set-aside. The associated NAICS 238290 and small business size standard is $16.5 million. (v) The Government intends to award a firm-fixed price award for walk in freezer repairs at the West Haven VAMC. Please see the attached Performance Work Statement 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 walk in freezer repairs IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is West Haven CT as described per the (Performance Work Statement). (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: A mandatory pre-bid site visit is required. Bidders shall perform a pre-bid walkthrough at 8:30 a.m. on Aug 12, 2025 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet 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 [email protected]. (3) 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 Aug 13 2025 by 12:00 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. (4) 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: 1. Price (Follow these instructions): a. Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. 2. Past Performance: a. 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 (Performance Work Statement). 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. 3. 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. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). b. Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). c. 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. 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 (Manchester 2015-4019 Rev 23 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 Aug 15 2025 by 10:00 AM EST. RFQ responses must be submitted via email to: [email protected]. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is [email protected]) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT Base Walk in Freezer Repair 1.00 JB __________________ __________________ 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: ATTACHMENT 3 STATEMENT OF WORK NFS Walk-In Refrigeration Equipment Replacement VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN 950 CAMPBELL AVENUE WEST HAVEN, CT 06516 BACKGROUND VA Connecticut Healthcare System requires replacement of the Nutrition and Food Services (NFS), walk-in cooler and freezer compressors, condensers and evaporators. The refrigeration systems are currently Beyond Economical Repair (BER) and require new refrigeration equipment to support the hospitals in-patient food service needs. VACHS, West Haven is seeking a contractor capable of providing services for all labor, materials, transportation, and the expertise to replace the refrigeration equipment for NFS walk-in s 9 and 10. JUSTIFICATION To provide a consistent source of cooling and to meet safe food storage requirements set by NFS. PLACE OF PERFORMANCE VAMC West Haven 950 Campbell Ave. West Haven, CT 06516. PERIOD OF PERFORMANCE The Contract Time Period of Performance will be 120 calendar days from Notice to Proceed (NTP) and includes contractor closeout. Coordination of a time schedule will be reflected between an appropriate FMS representative and the contractor. QUALIFICATIONS Vendor must have field service representative within 200 miles of place of performance. Vendor shall provide knowledgeable technicians capable of properly, selecting and sizing equipment based on cooling needs and environmental conditions of equipment. Vendor shall have previous experience in installation of food safe refrigeration equipment. SCOPE OF WORK 1. The scope of this work includes the site preparation, installation and calibration of the new equipment. 2. The contractor shall furnish all materials, equipment, supervision, and personnel necessary to accomplish the project as indicated. 3. Work shall occur during regular business hours between 7:00 a.m. 4:30 p.m. or as coordinated. OBJECTIVES 1. Work shall be IAW all applicable industry and VA standards/codes/specifications to include but not limited to: a. National Fire Protection Agency (NFPA) code 70E b. National Sanitation Foundation / American National Standard (NSF/ANSI) 7-09 c. Dept. of Veterans Affairs Master Construction Specification Division 11 Section 11 14 21. 2. Contractor shall furnish appropriate tools, equipment, and labor to demolish and remove the old equipment in place and furnish new like-in-kind equipment to replace the aged refrigeration systems for walk-ins 9 and 10. a. Vendor shall perform Lockout/Tagout (LOTO) IAW applicable contractor and VA policy MCP 138-075. b. Evacuate the #9 cooling system and recover refrigerant. c. Remove and replace the walk-in #9 compressor and condensing unit on the rooftop (PN: OTD4-AC-V-4-0-3-4, SN: 7965-B16) with one capable of meeting the food safe storage requirements for a walk-in refrigerator. d. Remove and replace the evaporator coil (PN: SM208AEE, SN: T15M15422) in the #9 cooler. e. Remove and replace any miscellaneous mechanicals or line sets that may impede proper cooler operation. f. Recharge new equipment with appropriate refrigerant. g. Perform a leak test. h. Evacuate the #10 cooling system and recover refrigerant. i. Remove and replace the walk-in #10 compressor and condensing unit (PN: CTT20500L44-E, SN: W08D42691601001) in mechanical space SG 182 with one capable of meeting the food safe storage requirements for a walk-in freezer. The unit shall be capable of meeting the needs while operating in an indoor environment with elevated temperatures and humidity. A liquid cooled unit should be considered. j. Remove and replace the evaporator coil (PN: TV350, SN: B89815) in the #10 cooler. k. Remove and replace any miscellaneous mechanicals or line sets that may impede proper cooler operation. l. Recharge new equipment with appropriate refrigerant. m. Perform a leak test. n. Remove LOTO as applicable. o. Test and calibrate both systems to meet the NFS food storage requirements. 3. Contractor shall provide a report detailing acceptance testing results within ten (10) working days of completion of the work. 4. Additional items in need of rework/repair that are identified during the scope of the work outlined above shall be reported via email and by phone or in person NLT EOD on the day of discovery. 5. Coordinate all placement and removal of Lockout Tagout devices for any energy sources with FMS VA COR/Maintenance & Operations. 6. Protect all equipment in place during activities. 7. Remove and dispose of debris as a result of this work. SUBMITTALS/DELIVERABLES 1. The contractor shall develop and provide to the VA the following: a. Safety Plan: The contractor shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (TJC) requirements), NFPA, Federal and State codes pertinent to the project scope. 2. All contractor personnel on-site are required to obtain an Occupational Safety and Health Administration (OSHA) 10-hour certification, and the site competent person for the contractor must obtain an OSHA 30-hour certification. Contractor shall furnish proof of certification upon CO or COR request. 3. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to: a. Job Hazard Analysis (JHA) / Activity Hazard Analysis (AHA) b. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy. 4. Contractor shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. SPECIAL INSTRUCTIONS 1. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. 2. Federal Holidays observed by the department of Veterans Affairs are as follows: New Years Labor Day MLK Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day 3. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 15, FMS office in West Haven, and/or receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR. a. The Contracting Officer (CO), Contracting Officer s Representative (COR), and/or Project Manager (PM) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. 4. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. 5. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. 6. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer. 7. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. 8. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. 9. Billing: Provide COR and/or PM with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. RECORDS MANAGEMENT STATEMENT 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. VA Medical Center West Haven and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA Medical Center West Haven or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA Medical Center West Haven. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Medical Center West Haven control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Medical Center West Haven guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Medical Center West Haven policy. 8. The Contractor shall not create or maintain any records containing any non-public VA Medical Center West Haven information that are not specifically tied to or authorized by the contract. 9. The 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 from public disclosure by an exemption to the Freedom of Information Act. 10. The VA Medical Center West Haven owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA Medical Center West Haven shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.22720. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. SAFETY CODES / CERTIFICATION / LICENSING The Contractor shall comply with all codes as described above, as well as codes customarily applied in VA repair such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the contractor shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports. TRAVEL Vendor will travel from their place of business to the West Haven VAMC of the VA Connecticut Healthcare System. TERMS AND CONDITIONS 1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. 2. All work is subject to inspection, review and approval by the HVAC Shop Supervisor, Utility System Supervisor, Chief M&O, Chief Engineer, and/or their designees.