Combined Synopsis-Solicitation for Commercial Products and Commercial Services Revision 01 Effective: 05/30/2023 Description This is a combined synopsis/solicitation for commercial products and services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Services, as supplemented with additional information included in this notice. This announcement constitutes only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as RFQ 36C24125Q0685. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. The associated North American Industrial Classification System (NAICS) code for this procurement is NAICS 238990 (All Other Specialty Trade Contractors) SBA size standard $19 Million. VA Connecticut Healthcare System West Haven Campus requires Chiller Maintenance and Startup and Preventative Maintenance Services for specific electric chiller plant cooling equipment serving the Medical Center Campus. VA Connecticut Healthcare System is currently seeking services for all labor, transportation, parts, and expertise necessary to provide startup services, preventative maintenance, and emergency (unscheduled) repair of cooling equipment identified in the scope of work. The full SOW will be attached; any technical questions will be directed at Melissa Metevelis 203-932-5711 x4199. Please quote as a base plus 4 option years. All interested companies shall provide quotations for the following: STATEMENT OF WORK CHILLER PLANT START UP AND PREVENTATIVE MAINTENANCE SERVICES BACKGROUND VA Connecticut Healthcare System West Haven Campus requires Chiller Maintenance and Startup and Preventative Maintenance Services for specific electric chiller plant cooling equipment serving the Medical Center Campus. VA Connecticut Healthcare System is currently seeking services for all labor, transportation, parts, and expertise necessary to provide startup services, preventative maintenance, and emergency (unscheduled) repair of cooling equipment identified in the scope of work. JUSTIFICATION VA Connecticut Healthcare System is currently operating cooling equipment utilizing steam absorption chillers and plans to replace the electric chiller plant through a capital project. The electric chiller plant and equipment is currently utilizing one screw chiller and one centrifugal chiller as redundant cooling equipment and is intended to produce cooling to the medical center in the event of an outage or failure of primary source cooling equipment. Existing equipment is not operational at full equipment design capacity. LOCATION OF SERVICES VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 PERIOD OF PERFORMANCE Base contract period shall be 07/30/2025 07/29/2026. The contract will also contain the provision for (4) annual option years, subject to change depending on award date. QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campus of the VA Connecticut Healthcare System and have been trained and/or certified by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders shall provide upon request, documentation of training/certification on the specific equipment under the terms of this contract. Bidders shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer (CO) and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. The Service Provider shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. Bidders will be responsible for complying with the VA Connecticut Healthcare System policies for confined space, Lock Out Tag Out, all equipment, supplies, and external support where required. Bidders shall submit documentation of technical training and certifications for personnel performing all work. The Contracting Officer (CO) and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Service provider shall submit documentation of technical training and certifications for personnel performing all work under the terms of this contract for review and acceptance prior to the start of work on site. The Service Provider shall, without additional cost to VACHS, provide and maintain all licenses and permits for operational personnel, equipment, vehicles and other resources required for accomplishing all requirements per this contract specification in accordance with all applicable Federal, State, Municipal, and Local Regulations (e.g. OSHA, EPA, CT-DEEP). If appropriate licenses are not maintained in accordance with requirements, VA Contracting Officer reserves the right to terminate the contract. Contractor primary representative shall provide a basic understanding of the new chemical treatment program prior to beginning of the contract period and provide chemical testing procedures for the chemical treatment program. 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. SCOPE OF WORK The Service Provider shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. Scheduled maintenance shall be completed Monday through Friday and during regular business hours of 8:00 a.m. and 4:30 p.m. Acknowledgement and response of an Emergency Service call shall be within 4 hours. No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer. Equipment: Qty Description Manufacturer Model # Serial # Rating 1 Rotary Screw Chiller 250-449 Ton Cooling YORK YSECEASR SGFM537440 300/430 TR 1 Centrifugal Chiller McQuay STNU120300197 WSC100-BBABR 800TR 1 Cooling Tower Marley 150 HP Description of Services: Services under this portion of the contract shall be considered scheduled maintenance and unscheduled repairs. Maintenance, Inspections and Testing to maintain compliance with: VHA Directives ANSI/ASHRAE/ASHE Standard VHA HEFP HVAC Design Manual Revised November 01, 2022. Annual Cooling Season Start-up and Inspection of Equipment including one (1) Screw Chiller and one (1) Centrifugal Chiller. Annual Operating Season Inspection of Equipment including one (1) Screw Chiller and one (1) Centrifugal Chiller. Annual Operating Season Chemical Water Treatment for Marley 150 HP Cooling Tower. The service provider shall review the Policy for Legionella Mitigation The service provider shall design the water treatment program based on The service provider shall service and monitor the program regularly. Routine Service: Scheduled service during Operating Season with running time per week. Scheduled service by a qualified representative with a minimum of 5 years water treatment experience shall be conducted a minimum of 2 visits per 7 day period of actual running time with a minimum three (3) hour visit during regular business hours. Schedule and coordinate all visits with the VACHS Utility System s Supervisor per Operating Season actual and required running time. The service provider shall furnish the following at each Operating Season visit: In plant sample collection of boiler feed water, boiler water, condensate, softener & de-alkalizer, hot water loop system, chilled water loop system for analysis. Perform all tests necessary to evaluate performance of treatments used in the program to ensure the protection of the systems. Check quality of plants field-testing reagents. Review of plant field test results/records. Calibration of all chemical injection controllers. Provide dissolved oxygen testing onsite. Chemical Delivery Requirements: Chemical transport equipment shall comply with DOT requirements for transporting hazardous material. No empty or full chemical transport equipment is to be stored on site. All chemicals must be in liquid form unless there is no viable alternative. Deliveries shall be made by chemical handlers who are: Certified in HAZMAT compliance and shall have successfully completed the 40-hour Hazwoper Training prior to award. Chemicals must be transportable up steps. Equipped with PPE on site for delivery and transfer of chemicals. Equipped with items required to handle spills and any unexpected incidents. Chemical Storage Requirements: To reduce risk associated with drum handling, we prefer all products to be delivered to the point of feed. Mild steel drums of any size are not acceptable. 5-gallon pails are not acceptable for biocides. To eliminate chemical handling by site personnel, all products must be capable of being fed neat (without dilution or contact) by our operators. The following is required regarding chemical delivery and storage: Containers shall have an appropriate lining if storing corrosive chemical material or use of a plastic storage container. Secondary containment volume must be at least 150% of the delivered chemical storage container volume. The supplier shall retain ownership of tanks. Tanks shall be vented and fitted with fume suppression equipment during delivery. Note: There shall be no more than a two-month inventory of each product in storage at the plant. This shall be the common responsibility of the service provider and VA to see that no excess product is ordered or delivered. Return of Unused Chemicals: If the contract is terminated at any time, the service provider shall be responsible for collecting and take back all surplus chemicals, testing hardware, and all surplus chemical testing reagents that had bee provided by the service provider. The Service Provider shall be responsible for: Monitoring the inventory of the various chemicals required during the Operating Season period. Water treatment chemicals shall be provided by the contractor to meet the KPI s and properly treat the systems for the purpose of bacteria growth in accordance with VHA Directive 1061(4) Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water systems at no additional cost to the government. Assuring adequate quantities of each chemical are available on-site for field use. All liquid chemicals shall be available in reusable and/or returnable containers and improve or match same method of storage and feed as existing at each site. All containers furnished by the Service Provider for hazardous chemicals shall include spill containment. The Service Provider shall collect and dispose of chemical containers at no cost to the Government. Type and size of the container actually used will be determined to serve the best interests of the US Government. All containers over 30 gallons shall be inspected by the Service Provider in accordance with the VA Connecticut Healthcare System Spill Prevention Control and Countermeasure Plan (SPCC). Cooling System Product Specifications: Feed points of any chemical shall be as existing at plant. Chilled Water: Micro-biocide: Non oxidizing biocides to maintain microbiological activity below 10,000 organisms per milliliter of treated cooling water. Service Provider shall provide dip slides to monitor effectiveness of biocide at each (closed system) site on a weekly basis during the Operating Season. Shock feeding of oxidizing micro-biocides may not be required. Chilled water corrosion inhibitor is required. Key Performance Indicators (KPI): Key Performance Indicators are graphed, and trends evaluated weekly. Minimum KPI s should be: Legionella species less than 10 cfu/ml Total bacteria counts. Legionella testing is not required and included in this contract; however will be conducted by current VACHS service provider as required for per occasion of equipment running time of electric Chiller and Cooling Tower Equipment. Cycles of concentration (water efficiency). Microbiological counts shall be run weekly on all systems. Annual Equipment Shut-down and Preventative Maintenance of one (1) Screw Chiller and one (1) Centrifugal Chiller. Spare Parts and Expendables Inventory Refrigerant Compressor Oil Propylene Glycol Hoses of different sizes Sealant Scheduled Maintenance Requirements: The manufacturer maintenance procedures take precedence over other recommended maintenance procedures. Coordinate all placement and removal of Lock Out Tag Out devices for any energy sources with the VA COR/ Maintenance & Operations per Medical Center Policy 138-075 Lock Out Tag Out. Screw Chiller: Cooling Season Start-up Preparation and Inspection Frequency: (Annual) Check refrigerant and oil levels. Check oil sump, oil heaters and temperatures. Check chilled water flow and flow switch operation. Start the chiller and calibrating all operating controls. Check the refrigerant cycle to verify proper operating balance. Log operating conditions after system and unit stabilized. Review operating procedures and owners log with operator. Clean chiller. Remove debris from the worksite. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer. Screw Chiller: Operating Season Inspection Frequency: (Annual) Inspect the chiller and adjust operating controls. Check oil and refrigerant levels. Check operation of lube system. Check chilled water and condenser water heat transfer. Check the oil return system. Check operation of motor. Record operating conditions. Check log and review chiller and system operation with operator. Clean chiller. Remove debris from the worksite. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer. Screw Chiller: Equipment Shutdown Inspection and Preventative Maintenance Frequency: (Annual) Schedule/perform at the end/outside of the cooling season. Check the compressor-motor assembly: Record voltages. Megg and record motor winding resistance. Lubricate open motor. Check coupling. Check the Compressor Oil System for the following items: Conduct analysis of oil at an independent laboratory. Change oil dependent on oil analysis results (Disposition of used oil in accordance with applicable laws and regulations to be provided by the Service Provider. Change oil filter and dryers. Check the heater and thermostat. Check all other oil system components including cooler, strainer, and solenoid valve where applicable. Check Motor Starter and perform the following: Check all terminals and tightening connections. Replace starter anti-corrosion fluid once every year. Review of the Control Panel for the following: Run diagnostic check of Micro Control Panel Check safety shutdown operation. Check all terminals and tightening connections. Checking Display Data accuracy and set points. Check the Condenser for the following: Remove one non-nozzle condenser head per chiller and inspect end sheets. Mechanically brush cleaning condenser water tubes. Check the Cooler for the following: Check the refrigerant level. Check the System for the following: Conduct a leak check and identify leak sources for repairs. Record condition of sight glasses. Check glycols freeze protection level. Provide full written reports from analysis. Does not include additions of glycol or glycol inhibitors of any kind. General: Repair insulation removed for inspection and maintenance procedures. Clean equipment. Remove debris from the worksite. Fill out maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer. Centrifugal Chiller: Cooling Season Start-up Preparation and Inspection Frequency: (Annual) Check refrigerant and oil levels. Check oil sump, oil heaters, and temperature. Check chilled water flow and flow switch operation. Start the chiller and calibrate all operating controls. Check purge unit operation. Log operation conditions after system and unit stabilized. Review operating procedures and owner s log with operator. Centrifugal Chiller: Operating Season Inspection Frequency: (Annual) Inspect the chiller and adjust operating controls. Check purge unit operation. Check oil and refrigerant levels. Check operation of lube system. Leak testing high side of system if in positive pressure. Check the oil return system. Check operation of motor. Record operating conditions. Check log and review chiller and system operation with operator. Conduct routine maintenance per manufacturer recommendations and as required. Clean chiller. Remove debris from the worksite. Fill out maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer. Centrifugal Chiller: Equipment Shutdown Inspection and Preventative Maintenance Frequency: (Annual) Check the Compressor-Motor Assembly for the following and perform Preventative Maintenance Tasks as indicated. Record voltages. Megg and recording motor winding resistance. Lubricating open motor. Check the coupling on open drive unit. Check inlet vane operator and linkage; lubricate where required. Check the Compressor Oil System for the following: Conduct analysis of oil at an independent laboratory. Change oil dependent on oil analysis results (Disposition of used oil in accordance with applicable laws and regulations to be provided by the Service Provider. Change oil filter and dryers. Check oil pump and motor operation. Check the heater and thermostat. Check all other oil system components including cooler, strainer, and solenoid valve where applicable. Check Motor Starter and perform the following: Check overload dash pot oil. Check linkage, check all terminals and tighten connections, cleaning contacts or recommended replacement (Remove Electro-Mechanical Starter is not included in this Agreement). Review of the Control Panel for the following: Run diagnostic check of Micro Control Panel Check safety shutdown operation. Check all terminals and tightening connections. Check Display Data accuracy and set points. Review the Purge Unit for the following: Replace the filter dryer. Clean orifice in the liquid feedline to coil. Change the foul gas strainer. Check all other components for proper condition and operation; record pressure control set point. Check the Condenser for the following: Remove one non-nozzle condenser head per chiller and inspect end sheets. Mechanically brush clean condenser water tubes. Check the Cooler for the following: Check the refrigerant level. Check the System for the following: Conduct a leak check and identify leak sources for repairs. Record condition of sight glasses. General: Repair insulation removed for inspection and maintenance procedures. Clean chiller. Remove debris from the worksite. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer. Unscheduled/Emergency Repairs & Service Calls Requirements: Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Emergency service and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate. The Service Provider shall submit the following associated with unscheduled repairs: Labor Hours: Minimum 6 Hours Parts Cost: Minimum Total $500.00 SUBMITTALS/DELIVERABLES Contractors are required to submit the following in addition to the requirements of the detailed evaluation criteria with the proposal and ensure the proposal addresses all factors and sub-factors in the detailed evaluation criteria: Provide a summary of the hardware required for the installation of the automated controller. Include number of controllers, pumps, water meters, feed points, wiring, labor cost etc. Controller specification sheets and operations manual. Provide two references of similar facilities using this technology. Cost per Item Each proposed chemical for treatment/reagent shall be listed with cost per unit clearly identified. Contractor Stock Number Drum/Case/Pack Size Printed name and Signature of authorized person submitting bid. For each Plant visit, a written report with results of that visit shall be furnished to the VA Contracting Officer, Boiler Plant Supervisor, Utility Systems Supervisor, and the Chief Engineer no later than 48 hours after the plant visit/inspection date. The contractor shall submit any waste manifest documents as applicable. All hazardous and non-hazardous materials generated at VACHS shall be disposed in accordance with current Federal, State, and local guidelines governing regulated hazardous and non-hazardous chemical waste. All hazardous waste to be disposed of shall first be coordinated through the GEMS Coordinator/Environmental, Health, and Safety Office through the VA COR. SPECIAL INSTRUCTIONS Service Provider Check-in: All employees of the service provider shall comply with the VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR. Documentation: At the conclusion of each repair and scheduled maintenance visit, the Service Provider shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within five business days. 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. No photography of VA premises is allowed without the written permission of the contracting officer. Patients and staff are not to be photographed at any time. VA reserves the right to close 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. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. 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. Billing: Billing: Provide COR with a report or statement of work completed and include statements with request for payment. The 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. TERMS AND CONDITIONS User Responsibility: The Service Provider shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. NARA Records Management Requirements The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Evaluation Process Award will be made to the best price, 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. Vendors quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price, past performance, and capabilities. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete pricing for the scope of work provided. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation. 2. Past Performance: a. Provide (3) references of work, similar in scope and size with the requirement detailed in the Statement of Work. References must include contact information; brief description of the work completed, and contract # (if relevant). Please utilize Attachment 1 Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company can perform the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from 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 Statement of Work in a timely efficient manner. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work. b. Contractor shall demonstrate that their technicians meet the qualification standards stated in the Statement of Work. c. Contractor shall provide all current and relevant or license(s) to include manufacture training certificate etc. d. 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. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. (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, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-40 Providing Accelerated Payments to Small Business Subcontracting (DEC 2013), 852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020) 852.203-70 Commercial Advertising 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 852.232-72 Electronic Submissions of Payment Requests 852.233-70 Protest Content/Alternative Dispute Resolution 852.233-71 Alternate Protest Procedure 852.270-1 Representatives of Contracting Officers 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) As prescribed in 819.7203(a) insert the following clause: (a) This solicitation includes 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) 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 Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. As prescribed in 819.7009(c) insert the following clause: VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. 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: ______________________________________________________________________________ (End of clause) 852.242-71 Administrative Contracting Officer. As prescribed in 842.271, insert the following clause: ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation shall be furnished to the Contractor. (End of clause) (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: 52.203-6, 52.204-10, 52.209-6, 52.219-4, 52.219-8, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-3, 52.225-13, 52.232-33, 52.222-41 (Wage Determination West Haven and Newington VAMC WD 2015-4127 and 2015-4119 (Rev-28), 52.222-42, 52.222-43, 52.222-55, 52.222-6 (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 questions are due NLT 07/29/2025 at 17:00 PM EST. RFQ responses are due NLT 08/01/2025 at 17:00 PM EST. RFQ responses must be submitted via email with RFQ #36C24125Q0685 in the subject line to: Nathan.Langone@va.gov Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Nathan Langone (Nathan.Langone@va.gov)
