This is a service / maintenance or supply contract in Los Angeles, California. Contact the soliciting agency for additional information.

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Linear Accelerator Chillers Preventive Maintenance Inspection 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide preventive maintenance inspection (PMI) services on the Government owned linear accelerator chillers located on the roof of building 345. 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26223Q0604. 1.e. Set Aside: This solicitation is issued as a Service-Disabled Veteran Owned Small Business set aside. 1.f. Applicable NAICS code: 238220, Plumbing, Heating, and Air-Conditioning Contractors. 1.g. Small Business Size Standard: $16.5 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year plus 4 options 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 23 1.k. Request for Information (RFI) should be submitted via email no later than 10am PST Thursday, March 9th, 2023, to ositadima.ndubizu@va.gov 1.l. Job walk will be conducted at 10am on Monday, March 6, 2023. Participants will meet in front of Bldg. 345 at VA Greater Los Angeles Medical Center. Please reach out to Cheston Panyarachun at 626-787-5137 or Judah Farahi at (310)478-3711 Ext 42590 . Please email Ositadima.ndubizu@va.gov to indicate intent to participate 2. Statement of Work 2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to provide preventive maintenance inspection (PMI) services on the Government owned linear accelerator chillers located on the roof of building 345. 2.2. Background. The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) services on the Government owned linear accelerator chillers located on the roof of building 345. These chillers regulate the temperature of our linear accelerators and keep them functional by preventing overheating. Linear accelerators are used to provide radiation treatment to our cancer patients. 2.3. Scope. All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below: EE# SN Equipment PM Frequency 217070 3988/08 Linear Accelerator Chiller Bld. 345 Varian Monthly & Annual 217071 8971/13 Linear Accelerator Chiller Bld. 345 TrueBeam Monthly & Annual PREVENTIVE MAINTENANCE AND INSPECTION (PMI) The Contractor shall perform all manufacturer recommended PMI duties, including but not limited to: Visual inspection Lubricate equipment Leak test Tighten connections Calibrate operator controls Clean coils Review and evaluate log readings Check safety/operating controls Check wiring and contacts Replace water filters The Contractor shall perform PMI in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contract may request a copy of the JC standards from the COR. The Contractor shall provide all PMI-related replacement parts at no cost to the Government. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The PMI will be scheduled a minimum of five business days in advance with the Contracting Officer s Representative (COR). The Contractor shall provide a detailed service report to the COR within ten business days of PMI maintenance. REPLACEMENT PARTS: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment (See FAR Clause 52.211-5 (Aug 2000)). All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of COR. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. 2.4. Specific Requirements Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent and experienced to work on the equipment assigned. Service shall include software updates needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the COR. Any call back for service request for the same type of malfunction shall be at no charge to the Government. When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the COR. These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufactures manual necessary to perform maintenance The Contractor shall submit a complete field service report (FSR) electronically to the COR within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition 2.5. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW. 2.6. Period of Performance. The period of performance will be a Base year plus 4 option years. This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am 3:30 pm (PT), excluding National holidays. Telephone support services are available at no additional cost to the Government. Any service performed during other than normal work hours must have prior approval and coordinated with the COR For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg 500, Room 0261 and sign-in. In addition to signing-in, the Contractor personnel shall identify him/herself to the COR before proceeding to the job site For services to be performed outside normal working hours, the Contractor shall obtain a visitor s badge from the security guard assigned at the facility entrance prior to signing the after-hours log book located outside the Biomedical Engineering Department, Bldg 500, and proceeding to Room 0261 Prior to leaving the facility the Contractor shall communicate status of equipment to the COR, sign out at the same location that they signed in and return the visitor s badge a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 b. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein 2.7. Contractor Personnel Background Requirements. a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. b. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. c. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. d. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. Currently, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 2.8. Contractor Employees a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.10. Insurance Coverage a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Thursday March 16th, 2023, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with UEI number 4.3.b. Acknowledgement of amendments 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items