SOLICITATION NOTICE
J -- Nash Morgue Cooler Split
- Notice Date
- 6/17/2025 12:10:31 PM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- Contracting Office
- 249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
- ZIP Code
- 37129
- Solicitation Number
- 36C24925Q0332
- Response Due
- 7/2/2025 9:00:00 AM
- Archive Date
- 08/01/2025
- Point of Contact
- Diane Ziegler, Contracting Officer, Phone: 615-225-6479
- E-Mail Address
-
diane.ziegler@va.gov
(diane.ziegler@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- Page 2 of 2 (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. (ii) This solicitation is issued as a request for quotations (RFQ) # 36C24925Q0332. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) FAR Deviations JUN 2025 (eff. 06/11/2025) VAAR DEVIATION APR 2025 (eff. 04/01/2025) VAAM Alert 24-10 (eff. 04/09/2024) Acquisition Policy Flash 25-07 (received 05/08/2025) and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (JAN 2025) [(DEVIATION FEB 2025)] System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM. (iv) This procurement is a 100% Service Disabled Veteran Owned Small Business Set-Aside. The associated North American Industrial Classification System (NAICS) code for this requirement is NAICS Code 811310 Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment ($12.5 Million SBA Size Standard). Business size status shall be listed and verified with the US Small Business Administration's ""Veteran Small Business Certification (VETCert)"" at https://veterans.certify.sba.gov , at the time of quote submission and award. (v) This is a service contract to provide TVHS Nashville Campus Morgue Cooler Split. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. (vi) The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Quoters Commercial Items (Addendum attached) 2. FAR 52.212-2, Evaluation-Simplified Acquisition Procedures 3. FAR 52.212-3, Offerors Representations and Certifications Commercial Items (www.sam.gov registration is required to be complete at time of submission of response) (vii) The following clauses are applicable to this acquisition: 1. FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services and any addenda to the clause. 2. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services and regarding which, if any, of the additional FAR clauses cited in the clause are applicable to this acquisition. (viii) Quotes are due July 02, 2025 at 11:00AM CT. Quotes shall be submitted via email to: diane.ziegler@va.gov . Quotes received after this date and time will be considered late in accordance with FAR Provision 52.212-1 and will not be evaluated unless the Contracting Officer determines the late quote will be accepted IAW FAR 52.212-1(f)(2)(i)(A-C). Instructions are listed on pages 8-11. Quoters shall review the below Statement of Work (SOW) and provide pricing using the following Price/Cost Schedule. PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 JB __________________ __________________ TVHS Nashville Campus Morgue Cooler Split PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment GRAND TOTAL __________________ DELIVERY SCHEDULE ITEM NUMBER SHIPPING INFORMATION QUANTITY DELIVERY DATE 0001 SHIP TO: TVHS Nashville Campus 1310 24th Ave. South Nashville TN 37212-2637 USA ALL 30 days ARO STATEMENT OF WORK (SOW) MORGUE COOLER SPLIT FOR THE TENNESSEE VALLEY HEALTHCARE SYSTEM (TVHS) NASHVILLE CAMPUS GENERAL INFORMATION Title of Project: Installing new Split Air-cooled System for the Morgue Cooler. Scope of Work: This requirement is to have a Contractor install a new Split Air-Cooled System for the morgue cooler split (M#M6KP0092CAV072- Air Cooled) at the Tennessee Valley Healthcare System (TVHS), for the Nashville campus located at 1310 24th Avenue South, Nashville, TN 37212. Installation shall include: Condenser Evaporator Electronically Commutated Fan Motor Thermal Expansion Valve Solenoid Valve & Coil Tstat 115/1/60 Voltage Adding New Refrigerant 3/8 Distributor Ductjack (Rental) Background: This cooler is a water cooled unit now which causes loss of use when the hospital has a water shut down and it is very difficult to assess due to the location in the ceiling. CONTRACT AWARD MEETING The Contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the Contractor that a kickoff meeting is waived. GENERAL REQUIREMENTS Work Requirements Initial Project Meeting. Site work shall commence with a meeting with the THVS Point of Contact (POC) Utility Operations Supervisor, Clint Roberts (615-873-8798). The purpose of this meeting will serve to address installing a new split system for the morgue cooler. Hours of Work and Location(s) of Jobs. The hours of work will be during normal business hours of 8-4 M-F at TVHS. Supporting Information Place of Performance: Tennessee Valley Healthcare System Nashville Campus 1310 24th Ave South Nashville, TN 37212 SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Contractor Furnished Materials: The Contractor shall provide All labor, materials, equipment to perform the job. When ""furnish"", ""provide"", ""install"", or similar term is used it shall mean a complete installation, ready for use. Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the CO. The Contractor shall, always, take all steps necessary for maintenance and preservation of all Government furnished property. The Contractor shall comply with all reasonable requests of the CO to enclose, or specifically protect, Government-furnished property. Qualifications of Key Personnel. The Contractor s employees should be knowledgeable of standards associated with installing the new split system. The Contractor s employees shall have a Universal Refrigerant Certification. A state license isn t required for this requirement. Supervision/Communications. At all times during the performance, the Contractor's Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the POC with the telephone number for the Superintendent. The Contractor's ""Competent Person"" can make decisions and act on behalf of the Contractor and shall be physically located on site during performance of the contract. If the Contractor's Competent Person is absent from the job site for an extended period, the POC may send all Contractor/Subcontractor employees off the job. Security Requirements. Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-Contractors, Subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring valid photo identification to obtain a VA Contractor identification badge. The VA issued identification badge shall be a worn above the belt while on Medical Center property. Contractor's employees shall return all VA issued identification badges to designated personnel at time designated in the purchase order. The POC is responsible for the inspection of the work called for in this job. The POC will be identified in the purchase order by name, telephone number and location. Inspections made by the POC are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. Drawings General. Contract drawings (if applicable) shall indicate the extent and location of work. If any departure from the contract drawings is deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the CO for approval as soon as practical. No such departure shall be made without proper written permission of the CO. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the purchase order. Verification of Dimensions. The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the CO of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. Smoking Policy. The Contractor shall not allow smoking in any building. The Contractor shall ensure employees smoke only in designated outdoor areas, 50 feet away from buildings. Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the POC and the Contractor agrees to restore areas back to Veterans Administration (VA) Nashville campus standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be always observed by operators. Seat belt use is mandatory on the VA Nashville campus grounds. There are no reserved parking spots for Contractors at this VA hospital. The Contractor is responsible for making their own parking plans off the VA Nashville campus. They may park only long enough on site, to load and unload supplies. The Contractor shall always keep the work area, including any areas where materials/equipment is being stored, free from accumulations of waste materials. The POC will designate a Contractor staging area due to space limitations. The Contractor is responsible for disposing all waste. Upon completion of a segment of work, the Contractor shall demonstrate to the POC that the work is complete, and the system is working. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification shall be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. REPORTING REQUIREMENTS Upon arrival, every day during removal and installation, upon checkout. The Contractor is to report to the Utilities Supervisor or designee at the VA Nashville campus Boiler Plant, Clint Roberts the POC. CONTRACTOR EXPERIENCE REQUIREMENTS The Contractor must inform the POC when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the POC and CO. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by the VA Nashville campus which have been generated by the Contractor in the performance of this contract, are the exclusive property of the Government and shall be submitted to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract, presented to the Contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. (End Statement of Work) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far INSTRUCTIONS TO QUOTERS Submitting your quote: Submit your company s quote by email the address specified on page 1 of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats comprised of not more than 5 documents total (8 Megabyte File Size Limitation). Reply by email with Subject RFQ 36C24925Q0332 response . Vendors shall submit only one quote. If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable. Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1. We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day. All interested Parties are hereby advised that the Government shall not be responsible for late submissions, wi-fi/server interruptions related to the submission of a quote. It shall be the responsibility of each quoter to confirm receipt of quote with the Contracting Officer at the time of submission or prior to the close of the solicitation. Terms and content of your quote: Quote must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below. Information to be submitted: The following information is required on your quote: 1. RFQ Number: 36C24925Q0332 2. CONTRACTOR ________________________________________ (Contractor s Name) 3. ADDRESS ________________________________________(Street-City-State-Zip) 4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email) 5. SAM UEI NUMBER ________________________________________ 6. All quotes shall include a statement regarding the terms and conditions herein as follows: ""The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."" OR ""The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"" 7. Provide a statement that your company s Offeror Representations and Certifications are complete in SAM.gov. 8. ACKNOWLEDGMENT OF AMENDMENTS: The quoter acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows: AMENDMENT NO DATE Add rows as needed. The above amendment section shall be filled-out in the event that an Amendment(s) is sent to the quoter or posted to www.sam.gov and shall be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote. Award will be made to the quote determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible quoters may submit quotes. All quoters must be registered in System for Award Management (SAM) at https://www.sam.gov at time quotes are due to be considered for an award of a federal contract. Registration must be complete and not missing any elements such as representations and certifications. To be eligible for this SDVOSB total set-aside your company s registrations shall include the appropriate NAICS code. The Network Contracting Office 9 intends to award a Firm Fixed Price purchase order for TVHS Nashville Campus Morgue Cooler Split, 1310 24th Ave, South, Nashville TN, TN 37212-26374. Delivery is 30 day ARO (After receipt of order). All questions regarding this RFQ must be in writing and may be sent by e mail to diane.ziegler@va.gov . VENDOR QUESTIONS: Questions must be received no later than 06/24/2025 at 4:00 PM CT. No further questions will be accepted after that date and time. ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 06/25/2025 at 5:00 PM CT. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer by email. To be considered for this award the Contractor must provide the following: PRICE Offerors are requested to complete and return Price/Cost Schedule located on pages 3 of this RFQ. TECHNICAL Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work. PAST PERFORMANCE Vendors submitting a quote shall be regularly established in the business of providing the services identified in the Statement of Work and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract. Vendors submitting a quote shall provide 3 ( THREE) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last 3 (THREE) years. Relevant is defines as work similar in scope of the work described in the Statement of Work. Contract: Start Date of Contract: End Date of Contract: Reference s Name and Phone Number: Type of work performed & product used: EVALUATION The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, lowest price technically acceptable (LPTA). The following factors shall be used to evaluate quotes: Price Technical Past performance Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3. Options. No options are considered. A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quote within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Point of Contact: Diane Ziegler diane.ziegler@va.gov
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/3e06c955e11643ff93eb5578e8491fee/view)
- Place of Performance
- Address: Department of Veterans Affairs Tennessee Valley Healthcare System Nashville Campus 1310 24th Ave. South, Nashville, TN 37212-2637, USA
- Zip Code: 37212-2637
- Country: USA
- Zip Code: 37212-2637
- Record
- SN07480288-F 20250619/250617230047 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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