Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 27 Page 1 of 15 Page 1 of 18 This is a combined synopsis/solicitation for commercial products and commercial 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 Commercial Services, 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 a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03, dated 01/17/2025. This acquisition is 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside. Offerors must be VetCert certified at time of quote submission. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 million. The Product/Service Code is J041. The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) located at the Galleria Financial Center, 5075 Westheimer Road, Suite 750, Houston, TX 77056 is seeking to procure Cooling Tower Repair Services in accordance with the Statement of Work (SOW). All interested vendors shall provide quotations for the following Price/Cost Schedule: Line Item Description Quantity Unit of Measure Unit Price Discount % or $ (If applicable) Extended Price 0001 Cooling Tower 2 repairs in accordance with the Statement of Work (SOW) 1 JB Total: Site Visit: A site visit will be held on Friday, May 16, 2025, at 1:00pm (CST). Interested parties shall meet at Building 29, Fayetteville VA Medical Center, located at 1100 North College Avenue, Fayetteville, AR 72703. The Program Office point of contact, Mr. Kenneth Wright, will meet attendees and escort them to the project site. All inquiries made during the site visit must be submitted to the Contracting Officer to be considered for an official response. All inquiries must be submitted no later than May 21, 2025, at 12:00 PM CST. The following wage determination applies: Wage Determination No. 2015-5109 Revision No. 26 dated 12-23-2024 Invoicing: In accordance with FAR Clause 52.212-4 (g)(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. FSC e-Invoice Payment at http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 or va.registration@tungsten-network.com The following solicitation provisions apply to this acquisition: 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these addresses: https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ FAR Title Date 52.204-7 SYSTEM FOR AWARD MANAGEMENT Oct 2018 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING Aug 2020 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Sep 2023 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Nov 2021 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES 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. May 2024 FAR 52.237-1 SITE VISIT (APR 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. An organized site visit has been scheduled for Friday, May 16, 2025 at 1:00 pm (CST). Interested parties shall meet at Building 29, Fayetteville VA Medical Center, located at 1100 North College Avenue, Fayetteville, AR 72703. (End of Provision) Addendum to 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES The following provisions are incorporated into 52.212-1 as an addendum to this combined synopsis/solicitation: Instructions for the Preparation of Quotes: Offeror shall provide the following documentation for the quote to be considered responsive: A completed Price/Cost Schedule, located on page 2 of this document. Insert legible proposed unit and total all-inclusive pricing using the table for each contract line item. No other format for the submission of the Price/Cost Schedule shall be accepted. A completed Contractor Contract Administration Data Form, located on page XX of this document. Provide POC name, complete address, phone number, email, SAM UEI Number, and Tax ID. Complete the required clause fill-ins and return a signed copy of 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction on pages 13 - 15. Provide a copy of the liability insurance in accordance with the Supplemental Insurance Requirements located on pages 13 - 14 of this document. For the purpose of evaluation of technical capability, the Contractor shall provide detailed information within the quote to demonstrate that the offered repair services meet or exceed the minimum requirements found in the SOW. The Contractor may include any other information that is deemed necessary. The Government will evaluate only that information that is provided with the quotes; any vendor that fails to provide sufficient technical detail regarding the offered repair services runs the risk of having the quote rejected. 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. (End of Addendum to 52.212-1) Addendum to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES In accordance with FAR 13.106-2(b)(3), the Government will evaluate quotes based on the comparative evaluation process, by comparing one quote with another in a uniform and fair manner to determine which quote provides the best value 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 following factors shall be used to evaluate offers: Technical and Price. The Government will award a single Firm-Fixed Price contract to the responsible vendor whose quotation conforming to the solicitation provides the best value to the Government, price and other factors considered. Quotes will be evaluated to determine compliance with the requirements of this combined synopsis/solicitation as follows: Factor 1 Technical The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the combined synopsis/solicitation and based on the information requested in the instructions to quoters section of the solicitation to be eligible for award. Factor 2 Price Offerors' price quotes will be evaluated to determine the price is fair and reasonable in accordance with FAR 13.106-3 (a). In addition, the offeror s price will be compared against competing quotes and the Independent Government Cost Estimate. Quotations should include a proposed unit price for each line item, as well as the extended amount (unit price multiplied by quantity). Offerors that are determined unacceptable based on Technical Capability cannot be selected regardless of price. The Government intends to make its award decision with initial quote submitted by the contractor. However, the Government reserves the right to conduct communications with contractors if it is in its best interest of the Government to do so. Therefore, each offeror is encouraged to provide the Government with all of the information necessary to evaluate its initial quote under the evaluation factors stated above. Offerors that fail to submit all the information necessary to evaluate their quote with their initial quote submission or do not conform with the solicitation requirements bears the risk that their quote may not be eligible for award. The award will be made to the response that provides the best value to the Government. Responses should contain your best terms and conditions. Quotes shall be received on or before the date and time specified on page 1 of this document. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Contractor's quote submissions that do not comply/conform with the solicitation requirements and or determined not capable to meet the SOW requirements all factors considered may not be eligible for award. (End of Addendum to 52.212-2) The following contract clauses apply to this acquisition: 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ FAR Title Date 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE Oct 2018 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE Aug 2020 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Nov 2023 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES May 2024 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION Apr 1984 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES The following clauses are incorporated into 52.212-4 as an addendum to this contract: VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee s authority. A copy of the appointment letter shall be furnished to the Contractor. (End of Clause) VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor's products or services or considers the Contractor's products or services superior to other products or services. (End of Clause) 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (NOV 2022) (a) Definition. for the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern - (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR802.101, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause. (2) The term Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause). (b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. (d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows: (1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract (2) Supplies/products. (i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract. (ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements. (3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: [Contracting Officer check as appropriate.] X By the end of the base term of the contract or order, and then by the end of each subsequent option period; or __By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program. (h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment). (End of clause) 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(l)(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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB 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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB 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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB 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 18 U.S.C. 1001. (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. Contracting officers 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. 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: ______________________________ ______________________________ (End of clause) VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) (a) Definitions. As used in this clause (1) Contract financing payment has the meaning given in FAR 32.001; (2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment; (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests; (4) Invoice payment has the meaning given in FAR 32.001; and (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following: (1) VA s Electronic Invoice Presentment and Payment System at the current website address provided in the contract. (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of Clause) VAAR 852.242-71 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 will be furnished to the Contractor. (End of Clause) (End of Addendum to 52.212-4) SUPPLEMENTAL INSURANCE REQUIREMENTS In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000.00 per occurrences. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. (d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (End of Clause) The following subparagraphs of FAR 52.212-5 are applicable: FAR Title Date 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS Nov 2023 52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION Jun 2023 52.209-6 PROTECTING THE GOVERNMENT S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT Nov 2021 52.219-27 NOTICE OF SET-ASIDE FOR, OR SOLE SOURCE TO, SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) CONCERNS ELIGIBLE UNDER THE SDVOSB PROGRAM Feb 2024 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION Feb 2024 52.222-3 CONVICT LABOR Jun 2003 52.222-21 PROHIBITION OF SEGREGATED FACILITIES Apr 2015 52.222-26 EQUAL OPPORTUNITY Sep 2016 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES Jun 2020 52.222-50 COMBATING TRAFFICKING IN PERSONS Nov 2021 52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING May 2024 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT Oct 2018 To assure timely and equitable evaluation of quotes, offeror must follow the instructions contained herein. Submission of Quotes: All quotes shall be submitted and in the Government s control no later than Tuesday, June 03, 2025 5:00 PM Central Standard Time (CST). Quotes shall be sent electronically via email to Marcos Madrazo-Jones at marcos.madrazo-jones@va.gov. It is offeror s responsibility to ensure all documents are in the Government s control by the set forth due date and time. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Quote Content and Submission Instructions: The Government will conduct a preliminary scan of quotes for conformance to RFQ administrative requirements. A responsive offer is one that meets all the terms, conditions, and specifications of the RFQ. The offeror shall provide all documents listed below and comply with all quote instructions for their quote to be considered responsive to this solicitation. The preliminary scan may eliminate offerors that fail to provide all the required information and documents in the format and detail specified. Clarity and completeness of quotes are of the utmost importance. Therefore, quotes must be complete and respond directly to the requirement of this RFQ. It is the offerors responsibility to ensure the submitted quote is in the proper format and the provided information is clearly understood and free of ambiguities. System for Award Management (SAM): Offerors are required to be registered in SAM at the time an offer or quotation is submitted per FAR Subpart 4.1102 (a). Keep in mind that the SAM registration process can take time to complete. Offerors are encouraged to go to the SAM database at www.sam.gov and start the registration process as soon as possible. If you are already registered in SAM, remember that your SAM registration must be renewed at least annually and renewed whenever any part of your registration needs to be updated. Technical Questions: All questions must be received in writing on or before May 21, 2025 at 12:00 PM CST. No phone inquiries will be accepted. All questions, comments, and requests for information regarding this acquisition shall be sent by email and cite the combined synopsis-solicitation number (36C25625Q0897) in the subject line. The Government reserves the discretion not to respond to any inquiries submitted after May 21, 2025 at 12:00 PM CST. All inquiries about this solicitation must be sent to the Contracting Officer email at marcos.madrazo-jones@va.gov. All responses to questions will be incorporated into a written amendment. (THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK) CONTRACT ADMINISTRATION DATA Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: ____________________________ ____________________________ Phone: ______________________ Email: _______________________ SAM UEI Number: ________________ TAX ID: ______________________ b. GOVERNMENT: Marcos Madrazo-Jones, Contracting Officer Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750 Houston TX 77056-5643 Email: marcos.madrazo-jones@va.gov Statement of Work (SOW) Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW to perform repairs on Cooling Tower 2. Contractor must verify existing and new dimensions, locations, and quantities to complete this project located on the Fayetteville VA Medical Center, 1100 N. College Avenue, Fayetteville, AR 72703. The Authorized Government Representative (AGR) will be responsible for technical monitoring of the contractor's performance and deliveries. The AGR and the Contractor's Representative shall work together to ensure that all contractual requirements are being met. The Authorized Government Representative for this requirement is: Kenneth W. Wright (479) 313-5089 kenneth.wright8@va.gov GENERAL REQUIREMENTS: Any provision or partial provision of the contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the contract, including but not limited to, drawings and specifications, must remain in full force and effect. Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required. Contractor must have the following requirements completed within ten (10) business days of contract award: OSHA 10 and 30 certifications: Submit as a minimum OSHA 10 certification to the AGR for every contractor employee that will be working on the medical center property. OSHA 10 cards are to always remain on the employee s person. Contractor Point of Contact (POC): Notify the AGR in writing of the name, phone number, and email address of the contractor appointed POC. The designated individual must have full authority to act for the contractor on all matters relating to work performance, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the Contractor from the AGR and/or Contracting Officer (CO). This individual must oversee the contractor s worksite operations and ensure all work is performed in accordance with all contract requirements including scheduling, quality, and safety. This individual must be always available when contract work is in progress and shall respond to the work site as directed by the AGR. The contractor or their designated POC must return phone calls or text(s) to the AGR within 1 hour of contact and must return emails from the AGR within 24 hours of contact. Period of Performance (POP): One hundred twenty (120) calendar days. Work Site Access: Contractor must provide a written schedule for contract work to the AGR within 10 days of award for review and approval. Work will not commence work without written approval from the AGR. Regular Business Hours: Site work must be scheduled during regular business hours, 0700 to 1500 hours, Monday through Friday (excluding the following Federal holidays - New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day). Outside Regular Business Hours: Work must be scheduled during 1600 to 0600 hours, Monday through Friday, Saturday and Sunday (excluding the following Federal holidays - New Year s Day, Inauguration day, Martin Luther King Jr. day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day) and must not commence without prior AGR written approval at no additional expense to the Government. This project must be turn-key in accordance with this SOW, drawings, and specifications to be complete and working system(s). The medical center must continue to operate during the contract POP, including but not limited to, the mechanical and electrical systems. Contractor s work must be conducted with the least amount of disruption to the medical center facility. Prior to the start of job site activities, together the Contractor and AGR must conduct a site survey to identify and review specific work and differing site conditions. Warranty: Contractor must guarantee workmanship for a period of one (1) year after AGR written acceptance of work. Contractor must furnish a minimum one (1) year parts and labor warranty on equipment, components, and materials furnished plus any manufacturer s warranty greater than one (1) year. Emergency Service: Contractor emergency service must be available 24 hours per day. Contractor must respond on-site to emergency service calls within two (2) hours of notification. Contractor must have the issue(s) corrected or a plan in place (awaiting parts) within four (4) hours of arrival at job site. Any temporary repairs must have prior written approval by the Chief, Engineering Service or their designated representative. QUALIFICATIONS OF CONTRACTOR: Contractor must possess a Class A HVAC Contractor License and a State of Arkansas Electrical Contractor License. Licensing shall be provided to the AGR before commencing work. Contractor must be proficient in the operation and programing of the Alerton building management system. No medical center support will be provided. REQUIREMENTS FOR QUOTE: The contractor shall submit the following documents with quote for technical evaluation by the AGR: Provide submittals for all hardware and materials required for the complete replacement of fill, hot water basins, fill tube, nozzles, as well as paint and galvanized coatings. Provide a work breakdown structure and schedule. Provide quality assurance plan. Provide a safety plan. Provide a Job Safety Analysis. SCOPE OF WORK: Contractor except as noted otherwise must provide all materials, equipment, and labor to complete the following repairs for Marley cooling tower number 2, Model NC8305. All labor, parts and materials must comply with the original manufacturer s specifications. Contractor is responsible to verify the cooling tower model and serial numbers and to ensure all parts and materials are ordered as required by the tower manufacturer. Provide new fill material, cover plates, all mounting hardware for both cells of cooling tower 2, and galvanized fill support tube, fill tube supports, and deflectors. Remove and dispose of all existing fill material, cover plates, mounting hardware and galvanized fill support tube, fill tube supports, and deflectors. Clean exposed areas of the tower and hardware removing all dirt, scale, and corrosion. Repair all damaged areas found to include corrosion to match original construction. Reapply any protective paint or galvanized coating to match original manufacturer s specification. All cleaning and repair work is to be inspected by the AGR or their designated representative prior to reassembly. Work will not progress without acceptance of all cleaning and repairs by the AGR. Install new fill material, cover plates, mounting hardware and galvanized fill support tube, full tube supports, and deflectors. Provide new hot water basins, hot water basin covers, sealer, crossflow nozzles, and hardware. Remove existing hot water basins, hot water basin covers, sealer, hardware, crossflow nozzles, covers and hardware. Clean exposed areas of the tower and hardware removing all dirt, scale, and corrosion. Repair all damaged areas found to include corrosion to match original construction. Reapply any protective paint or galvanized coating to match original manufacturer s specification. All cleaning and repair work is to be inspected by the AGR or their designated representative prior to reassembly. Work will not progress without acceptance of cleaning and repairs by the AGR. Install new hot water basins, hot water basin covers, sealer, hardware, crossflow nozzles, and hardware. Provide new basin heating element, mounting kit and seals. Remove and dispose of existing basin heating element, mounting hardware and seals. Clean the area to remove dirt, scale, and corrosion. Repair all corrosion damage with fresh sheet metal and surface treatment (paint/galvanized coatings) that meet or exceed original manufacturers specifications. Install new basin heating element, mounting hardware and seal. Test new basin heating element and verify proper operation. Perform any adjustments to building management system as required. Provide new and replace all water line seals opened during execution of the project. No seals are to be reused. Test cooling tower to ensure proper operation under a full load. Perform any adjustments to building management system as required. Perform any adjustments to the AC plant condensing water system to ensure proper water flow. CONTRACTOR ACCESS AND ACTIVITIES: Safety: Contractor s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE). Infection Control: Contractor must be responsible to develop a phasing and Infection Control Risk Assessment (ICRA) that incorporates requirements of specifications 01 00 00 General Requirements to meet requirements of the medical center and medical center ICRA. Site Supervision: Contractor must submit written qualifications of proposed site superintendent(s) to the AGR for consideration. Contractor must furnish superintendent(s) with written AGR approval to continuously supervise on site contract activities. Contractor superintendent(s) must not engage in any direct trades labor. Security: Contractor must coordinate with VA Police and AGR to comply with the medical center security management program, including but not limited to, obtain onsite access permission by the VA Police, be identified by contractor and project, and restricted from unauthorized access. Badging: While on medical center property, contractor must wear a visible medical center issued identity badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and medical center property. Contractor site superintendent must escort contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update badge log and furnish to the AGR weekly or as directed in writing by AGR. Contractor must report lost badge(s) immediately to the AGR and document on badge log. Contractor must return badge(s) immediately on day of departure of employee from project to AGR and document on badge log. Contractor must return remaining badge(s) at project closeout to AGR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned badge. Key Access: Contractor site superintendent may check out a key to access mechanical and electrical rooms as project requires. Contractor site superintendent must check out and return a key at Engineering (Building 37) daily and the key must not leave medical center property. Contractor site superintendent must notify the AGR when a key is lost. Contractor must reimburse the Government a $3,500.00 fee for each lost or unreturned key(s). Utilities: Contractor must not leave unattended out-of-service any utility, fire protection, life safety system, or security system without written permission of the AGR. If a utility, fire protection, life safety system or security system is not functional at the end of a work period without written permission of the AGR, then the contractor must restore the system(s) to working order prior to leaving the job site or must furnish an around-the-clock watch subject to AGR written approval until the system is functional. If the contractor fails to do so, the contractor must reimburse the Government a fee equal to the amount of costs incurred by the Government to furnish around-the-clock watch and/or repair the system(s). Parking: Contractor on-site parking is limited to availability of designated contractor parking. Contractor must have prior AGR written approval of on-site contractor parking. Vehicles and Construction Equipment: Contractors key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked. Unloading and Loading: Contractor must unload and load materials, including but not limited to, equipment, tools, supplies, parts, and construction debris at the loading dock. Contractor must not leave vehicle(s) or construction equipment unattended at the loading dock. No materials, including but not limited to, equipment, tools, supplies, parts, and construction debris are permitted through the front entry. Elevators: Contractor must use AGR designated elevators and must protect elevator cabs, including but not limited to, cab interior components and controls during contractor use. Contractor must not exceed elevator weight limits. AGR designated elevator(s) may not be immediately available to the contractor. The contractor must account for this, and contractor must be flexible in the project schedule without additional cost to the Government. Storage and Staging: Contractor storage and staging is limited to availability of designated on-site contractor storage and staging. Contractor must submit a written request for storage or staging to the AGR for consideration a minimum of seven (7) business days prior to the storage or staging. Contractor must have prior AGR written approval of on-site contractor storage and staging. Contractor must relocate or remove on-site storage and staging, including but not limited to, contractor s office trailer(s), dumpster(s), storage container(s) and construction materials a maximum of seven (7) business days after written notification by the AGR without additional expense to the Government. Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete contractor s work. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on medical center property. Noise: Contractor must coordinate and schedule with AGR noise making activities. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have AGR written approval to proceed. Dust Proofing and Cleaning: Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth. Contractor must furnish HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances. Contractor must not use broom(s). Fire Alarm: Contractor must coordinate and schedule fire alarm interruption activity with AGR. Contractor must submit to the AGR for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have AGR written approval to proceed three business days prior to activity. Contractor must submit written fire watch plan to AGR for consideration no later than (NLT) ten (10) calendar days after Notice to Proceed (NTP). Contractor must be responsible for fire watch in the areas where fire/smoke detection coverage is removed or disabled. Contractor must be responsible to coordinate fire or smoke detection with the AGR for the removal and restoration of fire protection coverage. After regular business hours or designated hours, supervision of the fire alarm panel is required at the contractor s expense. The Contractor must be responsible for completion and submission of a written Fire Alarm Bypass Request. The contractors written request must be submitted for AGR approval and if approved by AGR, then the AGR must furnish a written approval to proceed three (3) business days in advance of any proposed work activity. If the fire alarm system requires any deactivation, then it must be reactivated the same day before the contractor leaves the job site to ensure that the fire alarm system is functional. If the fire alarm system is not functional, then the contractor must restore the fire alarm system to working order prior to leaving the site or must furnish an around-the-clock fire watch until the fire alarm system is functional. The contractor must be liable for any costs incurred by the Government to furnish the fire watch and/or to repair the fire alarm system. Hot Work: Contractor must perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor must coordinate and schedule with AGR Hot Work Operations. Hot work operation is defined as operations including, but not limited to, open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor must obtain Hot Work Permit from AGR prior to activity. Fire and Smoke Barrier Penetration: Contractor must perform, maintain, and safeguard the integrity of smoke and fire barriers in accordance with NFPA 101, NFPA 80, and NFPA 90A. Contractor penetrations in barriers must be repaired in an approved manner (filled with the designated and AGR approved flame-retardant filler). Energized Circuit Work: Contractor must perform, maintain, and safeguard the integrity of the medical center electrical systems and must follow procedures around energized equipment in accordance with NFPA 70E standards including proper PPE. Contractor must coordinate and schedule energized circuit work with AGR. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Medical center electrician or electrical engineer must monitor work. Contractor must use safety equipment to include but not be limited to, 12 calorie arc flash suits with hoods and 5KV gloves. No exits will be blocked. Personnel without proper PPE must be prohibited within the working area around live electrical panels with the cover removed. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Utility interruption: Contractor must coordinate and schedule with AGR. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Work must be planned in advance to give as much time as possible to schedule a utility interruption. There may be times when a utility interruption request is denied because of insufficient lead-time or interference with ongoing medical center activities and must be rescheduled at no additional cost to the Government. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Disposal: Contractor must coordinate and schedule with AGR. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Contractor must submit a written request to dispose of any Government owned materials, equipment, or property in advance to the AGR for AGR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from this project and the medical center property daily into the contractor supplied containers. Contractor must coordinate disposal container location with AGR contingent upon available space and any future AGR directed relocation(s) must be at no additional cost to the Government. Construction debris created from the project must not be disposed of in medical center dumpsters or on medical center property. Disposal of construction debris, materials, equipment, and substances from the project must be in accordance with applicable Federal, State, and Local laws, rules, and regulations. The Contractor must ensure and furnish appropriate documentation to the AGR that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The Contractor must furnish shipping manifest and documentation of disposal of construction debris, materials, equipment, and substances from the project prior to final payment. Fumes: Contractor must coordinate and schedule with AGR. Contractor must submit to the AGR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. The contractor must schedule fume producing work activities, including but not limited to, painting or heat produced fumes after regular business hours. Contractor must be responsible for ventilation necessary to exhaust and prevent fumes from entering adjoining areas, outside air intake ductwork, and re-entering the medical center healthcare facilities at no additional cost to the Government. Contractor must have AGR written approval to proceed three (3) business days prior to activity. Photography: Contractor must coordinate and schedule with AGR. Contractor must be escorted by medical center personnel to take job site related photos. Contractor must not photograph any patients, personnel, visitors, and others on medical center property. OTHER REQUIREMENTS: Structural members must not be cut or altered, without prior CO written authorization. Contractor must make every reasonable effort to protect medical center property from damage. Contractor must furnish adequate protection for medical center property before any repair activities occur. Contractor moved items must be put back by the contractor to original locations and conditions as work is completed at no additional cost to the Government. Anything remaining in place that is damaged or defaced by the contractor must be restored by the contractor to the pre-existing damaged or defaced condition at no additional cost to the Government. Contractor must coordinate work of different trades so that interference between mechanical, electrical, architectural, and structural work including existing services must be avoided and within limits indicated the required space for operation, repair, removal, maintenance, and testing of equipment. Utilities, including but not limited to, conduit, ducts, and pipes must be arranged to ceiling slab, walls, and columns to take up a minimum footprint of space. Conduit, ducts, pipes, and equipment must not interfere with intended use of eyebolts and other lifting devices. Contractor must locate existing utilities in area of work. Contractor must furnish adequate means of support and protection to utilities that remain in place. Any property, including but not limited to, electrical, natural gas, medical gas, communication and utility lines, landscaping, walkways, roads, and curbs damaged by contractor must be repaired or replaced at no additional cost to the Government. Government property, including but not limited to, walls, ceilings, floors, furniture, must be protected from damage at no additional cost to the Government. Areas must be cleaned after coring, sawing, and other construction activities by the contractor at no additional cost to the Government. No unauthorized contractor work to be initiated without the prior written approval of the CO. The CO must approve any request, or proposal for changes in project scope or additional requirements, in writing prior to the contractor proceeding with any work. Any contractor changes without prior written approval by the CO, must be done at the contractor s risk and at the contractor s expense. Contractors must visit the job site and visit the facility in order to determine the nature and location of the work to be performed in general and the local conditions which can affect the work. Failure to do so must not relieve the contractor of responsibility for estimating the difficulty or cost to perform the work. Contractor must comply with applicable Federal, State, Local laws, codes, regulations, and ordinances. Contractor must obtain permits and licenses required by Federal, State, Local law, code, regulation, and ordinance(s) at no additional cost to the Government. CONTRACT CHANGES/MODIFICATIONS: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the AGR on all matters pertaining to contract administration and technical direction. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. (End of Statement of Work) See attached document: Attachment D.1 Wage Determination
