J041--Walkin Freezer Repair

t Service Code (PSC): J065 Maintenance/Repair of Food Preparation and Serving Equipment Contract Type: Firm-Fixed Price (FFP) Place of Performance: VA Connecticut Healthcare System, 950 Campbell Avenue, West Haven, CT 06516 1. GENERAL INFORMATION This is a combined synopsis/solicitation for commercial services prepared in accordance with the format prescribed in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued separately. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01. This acquisition is set aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) in accordance with FAR 19.1405 and VAAR 819.7005 (Deviation). Offerors must be verified in the SBA Veteran Small Business Certification (VetCert) database at the time of quote submission and at time of award, per 38 U.S.C. § 8127. Failure to maintain verified status through award will result in the quote being deemed ineligible. 2. REQUIREMENT OVERVIEW The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), on behalf of the VA Connecticut Healthcare System, requires repair services for Freezer #10 serving Nutrition and Food Services at the West Haven VA Medical Center. The freezer has failed and requires replacement of piping, cabling, and associated components to restore appropriate operating temperatures and ensure the safety and quality of food storage for inpatient services. 3. STATEMENT OF WORK (SOW) 3.1 Background The VA Connecticut Healthcare System requires repairs to Freezer #10 serving Nutrition and Food Services at the West Haven VA Medical Center. Freezer equipment critical to patient Nutrition and Food Services has failed, necessitating the replacement of piping and cabling components to restore appropriate temperatures and ensure food safety and storage quality. Alternate food storage is currently in use but does not provide the volume required to meet inpatient program needs. 3.2 Scope of Work The Contractor shall furnish all labor, materials, equipment, tools, supervision, disposal, and all incidentals necessary to complete the repair of Freezer #10 as described herein. The Contractor shall coordinate all work with the VA Contracting Officer's Representative (COR), Utilities Supervisor, and Chief of Maintenance and Operations. 3.3 Specific Tasks The Contractor shall perform the following, including but not limited to: Schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief of Maintenance and Operations prior to commencing work. Comply with all Lockout/Tagout (LOTO) procedures in accordance with VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of LOTO devices for any energy source with the VA COR and Maintenance and Operations. Obtain a Hot Work Permit as necessary through VA Connecticut Healthcare System Safety and Occupational Health Service prior to beginning any hot work activities. Protect all equipment in place during replacement activities. Furnish and install cylinders, fittings, hangers, new tubing, piping, and insulation as required. Furnish and install IRP heat cable and electrical support for 240V heat cable. Perform startup activities upon completion of repairs. Conduct temperature trending of Freezer #10 for a minimum of three (3) consecutive calendar days following startup to confirm corrective action. Facilities Management Service shall designate an authorized representative to witness the trending period. 3.4 Hours of Work All work shall be performed during normal business hours, Monday through Friday, 8:00 AM 4:40 PM, and as otherwise coordinated with the COR. No work shall be performed on federal holidays unless an emergency status has been declared by the Contracting Officer. Federal Holidays Observed: New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. 3.5 Contractor Qualifications To be eligible for award, the Contractor shall meet all of the following qualifications: Maintain a field service representative located within 200 miles of the West Haven Campus of the VA Connecticut Healthcare System. Provide, upon request, documentation of factory-certified service and maintenance training on the specific equipment under this contract. The CO and/or COR reserve the right to reject any Contractor personnel and refuse them permission to work on the equipment, based upon credentials or conduct. 3.6 Submittals and Deliverables The Contractor shall furnish all submittal documentation with final dispositions, including a final documentation report with all tests, photographs, and work completed, within 10 business days following completion of all work. The Contractor shall provide a minimum two (2) year warranty on all parts, labor, workmanship, and equipment furnished under this contract. Prior to the start of work, the Contractor shall submit copies of all required permits to the VA COR. The Contractor shall provide copies of all inspection reports for inspections conducted by local, regional, and state code authorities. 3.7 Safety Requirements All applicable Contractor personnel on-site are required to hold a current OSHA 10-hour construction certification. The site competent person shall hold an OSHA 30-hour construction certification. The Contractor shall develop and submit a Safety Plan to the COR prior to commencing work. Work shall comply with the latest editions of all applicable VA guidelines (DVA Construction Standards, Master Specifications, Standard Details, Special Design Criteria for JCAHO requirements), NFPA, and all applicable federal and state codes. Environmental abatement work, if required, shall be performed under the supervision and monitoring of a Certified Industrial Hygienist (CIH). The Contractor shall comply with VA Directive 1805: smoking, vaping, and smokeless tobacco are prohibited on all VA grounds, including in vehicles. No photography of VA premises is permitted without written authorization from the Contracting Officer. Patients and staff shall not be photographed at any time. The Contractor shall confine all operations and material storage to areas authorized by the Contracting Officer or COR. Parking is restricted to designated areas only; the Contractor shall coordinate parking with the COR. 3.8 Billing and Invoicing The Contractor shall provide the COR with a report or statement of work completed with each request for payment. The statement shall include services completed and the date each item was completed. Labor charges shall be billed hourly; any unused labor will be credited back to the VA Medical Center on the next billing cycle upon receipt of the service report. 3.9 NARA Records Management The Contractor shall comply with all applicable federal records management requirements, including but not limited to 44 U.S.C. Chapters 21, 29, 31, and 33; the Freedom of Information Act (5 U.S.C. 552); the Privacy Act (5 U.S.C. 552a); and 36 CFR Parts 1222 and 1228. All deliverables are the property of the U.