5999--VACHS Exterior Lighting Maintenance and Repairs

VA Connecticut Healthcare System Exterior Lighting Maintenance & Repairs Page 2 of 2 Combined Synopsis Solicitation Description 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 an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-06; October 1, 2025. The most recent Federal Acquisition Circular can be found at Acquisition.gov. This solicitation is set-aside for SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19 Million. The FSC/PSC is 5999. The West Haven VA Medical Center 950 Campbell Ave West Haven, CT 06516 is seeking to repair the Supervisory Control and Data Acquisition (SCADA) system. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Facility Lighting Maintenance Semi-Quarterly Inspection YR 0002 Regular Hourly Rate HR 0003 Emergency Hourly Rate HR 1001 Facility Lighting Maintenance Semi-Quarterly Inspection YR 1002 Regular Hourly Rate HR 1003 Emergency Hourly Rate HR 2001 Facility Lighting Maintenance Semi-Quarterly Inspection YR 2002 Regular Hourly Rate HR 2003 Emergency Hourly Rate HR 3001 Facility Lighting Maintenance Semi-Quarterly Inspection YR 3002 Regular Hourly Rate HR 3003 Emergency Hourly Rate HR 4001 Facility Lighting Maintenance Semi-Quarterly Inspection YR 4002 Regular Hourly Rate HR 4003 Emergency Hourly Rate HR STATEMENT OF WORK EXTERIOR LIGHTING MAINTENANCE AND REPAIRS VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER NEWINGTON VA MEDICAL CENTER WEST HAVEN BACKGROUND VA Connecticut Healthcare System West Haven Campus requires Maintenance Services for an inventory of exterior lighting serving both Newington and West Haven Medical Centers. VACHS is currently seeking services for all labor, transportation, parts, equipment, and experience necessary to provide preventive maintenance, scheduled and unscheduled repairs of exterior campus light fixtures. JUSTIFICATION Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities of campus exterior lighting applications by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans. LOCATION OF SERVICES VA Medical Center Newington 555 Willard Avenue Newington, CT 06111 VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 PERIOD OF PERFOMANCE Base contract period shall be 07/1/2026 06/30/2027. The contract will also contain the provision for (4) annual option years: Option Year 1: 07/01/2027 06/30/2028 Option Year 2: 07/01/2028 06/30/2029 Option Year 3: 07/01/2029 06/30/2030 Option Year 4: 07/01/2030 06/30/2031 QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract including electrical license qualification. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. All work shall be performed by a licensed and qualified electrician. The contractor shall maintain sufficient stock of various lamps and parts needed for repair and maintenance of the equipment or be able to secure parts within seventy-two (72) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. A mandatory pre-bid site visit is required. Bidders shall perform a pre-bid walkthrough: 8:30 a.m. May 13, 2026 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet. 11:00 a.m. May 13, 2026 at VA Medical Center Newington located at 555 Willard Avenue, Newington, CT 06111. Meet at Building 3, 3rd Floor and obtain a temporary day badge and complete a sign-in sheet. SCOPE OF WORK The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventive maintenance, inspection, and scheduled repairs. Scheduled maintenance shall be completed Monday through Friday outside of regular business hours and following dusk. No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer. US Federal Holidays: New Year s Day Martin Luther King Jr. Day President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth Description of Services: Maintenance, Inspections and Testing to maintain compliance with all NFPA and OSHA requirements and regulations. Service Provider shall schedule and coordinate all work with the VA COR and/or authorized Facilities Management staff. Furnish an initial detailed inventory and numbering of all exterior lighting fixtures at the Newington Campus and the West Haven Campus to include manufacture, size and specifications of each fixture or series of fixtures, parking lot and/or building location, lamp type and electrical and/or voltage requirements along with associated pull box(es) and/or electrical panel and location with breaker identified. Any required outages shall follow proper coordination and notification through the VA COR to the Chief Engineer. All LOTO requests and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of Lockout Tagout devices for any energy source with the VA COR/Maintenance & Operations Supervisor. Coordinate Hot Work Permit with VA Connecticut Healthcare System Occupational Health/Safety Service. Protect all equipment in place during replacement activities. Service provider shall clean up work area and all debris and properly dispose per local and federal jurisdiction regulations. Scheduled Maintenance Requirements: The manufacturer maintenance procedures take precedence over other recommended maintenance procedures. Coordinate all placement and removal of Lockout Tagout devices for any energy sources with the VA COR/Maintenance & Operations. Perform a visual inspection of all exterior lighting fixtures included in this contract once every 60 days. Complete and furnish a detailed report of deficiencies for both Newington and West Haven campuses. Furnish a quote of all deficiencies outlined within seven (7) business days. Spare Parts and Expendables Inventory Lamps Unscheduled/Emergency Repairs & Service Calls Requirements: Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Emergency services and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate. Vendor shall submit the following associated with unscheduled repairs: Labor Hours: Minimum 2 Hours Parts Cost: Minimum Total $500.00 SUBMITTALS/DELIVERABLES Full campus inventory shall be furnished to the VA Contracting Officer and VA Contracting Officer Representative within 30 calendar days of contract award. The contractor shall submit two (2) hard copies and electronic copy of all maintenance, test, inspection, repair, and installation data/reports to the COR within three (3) business days. The contractor shall submit any waste manifest documents as applicable. Service provider shall furnish all material certifications for any replacement parts used. The service provider shall furnish a warranty on all parts, materials, and labor for a minimum of one year for all work performed. SPECIAL INSTRUCTIONS All service provider personnel, sub-service providers and representatives visiting VA sites will be required to sign-in upon arrival at Newington: Building 3, 3rd Floor or at West Haven: Building 15 and/or retain a temporary VA badge. Each visiting individual is required to enter their name, their company s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours. General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed. Approved Plans and Permits: Prior to the start of work, submit to VA copies of all required permits. Site Visits: Day to day project administration will be performed by the COR. Periodic reviews, tests, and other field observation by the Government are not to be interpreted as superintendence nor as resulting in any approval of the service provider s apparent progress toward meeting the Government s objectives; but are intended to discover any information that the Contracting Officer may be able to call to the service provider s attention to prevent costly misdirection of effort. The service provider shall remain responsible for constructing, operating, and maintaining the site in full accordance if the requirements of this solicitation. The service provider shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion. The service provider shall develop and provide to the VA the following: Safety Plan: The service provider shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (JCAHO) requirements), NFPA, Federal and State codes pertinent to the project scope. All applicable personnel on site are required to obtain an Occupational Safety and Health Administration (OSHA) 10 hour construction certification, and the site competent person for the service provider must obtain an OSHA 30 hour construction certification. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. NARA Records Management Requirements The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The contract period of performance is July 1, 2026 to June 30, 2026. Places of Performance Address: 555 WILLARD AVENUE Newington, CT Postal Code: 06111 Country: UNITED STATES Address: 950 Campbell Avenue West Haven, CT Postal Code: 06516 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (Sep 2023) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (Oct 2025) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ 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. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) VAAR 852.219-75, limitations on Subcontracting (NOV 2022). All quoters shall submit the following: Questions: Any questions must be submitted in writing no later than Wednesday 20 May 2026 at 5:00 PM EST. Answers to the questions will be posted by the following week. Site Visit information: Site visits will be held on Wednesday, 13 May 2026 at 11:00 AM EST located at the Newington VAMC and on Wednesday, 13 May 2026 at 08:30 AM EST located at the West Haven VAMC. Please contact Melissa Metevelis directly (melissa.metevelis@va.gov; 203-932-5711 x4199) to schedule attendance at West Haven VAMC and Harlan Corriveu directly (harlan.corriveau@va.gov; 203-932-5711 x6731) to schedule attendance at the Newington VAMC. Please note all questions must be submitted to Shawn Lawrence (Shawn.Lawrence@va.gov), prior to Wednesday 20 May 2026 at 5:00 PM EST. No questions will be answered at the site visit. Quote: Offeror shall provide a quote using the Line item table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards. All quotes shall be sent to the Contract Specialist, Shawn Lawrence at Shawn.Lawrence@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price: Quotes will be compared by price. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner.  Past Performance The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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. Submission of your response shall be received not later than 26 May 2026 at 5:00:00 PM EST. All quotes shall be emailed to Shawn Lawrence at Shawn.Lawrence@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Shawn Lawrence, Shawn.Lawrence@va.gov.