Combined Synopsis-Solicitation for Commercial Products and Commercial Services
Effective Date: 04/18/2025
Revision: 02
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 2025-04.
This solicitation is set-aside for SDVOSB
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 FSC/PSC is Z1DA.
The Togus VAMC located at 1 VA Center, is seeking a qualified vendor to Repair the Compressor for AHU 21 Chiller for the Togus VA Medical Center. All interested companies shall provide quotations for the following:
Supplies/Services
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Repair Compressor for AHU 21 Chiller IAW SOW
Period: Base
1.00
EA
__________________
__________________
STATEMENT OF WORK (SOW)
Repair Compressor for AHU 21 Chiller
Department of Veterans Affairs White River Junction VAMC
General Intent
1.1 The contractor shall provide services to remove and replace the compressor for existing air handler 21 chiller located at the at the VA Maine Health Care System (Togus) campus.
Statement of Work:
2.1 After award, but prior to the start of any field work, the contractor shall contact the COR to review proposed methods and plans for completion of work and to review infection control procedures, interim life safety procedures, wall penetration permits and hot work permits. Field work may not commence until these plans have been approved as detailed below.
2.2 This Scope of work includes all general managing for the below items:
The compressor at AHU 21 chiller located on the 4th floor south mechanical roof of building B200E has failed and must be replaced. The failed compressor is in tandem with Rotar lock fittings with another compressor to remain as existing. Replacing failed compressor will include changing oil. Make and model of compressor to be replaced is a Copeland Scroll compressor, Model ZP180KCE-TWD-961, serial number 16H997031. Liquid line size is 1 1/8 . New compressor must be a 1-for-1 swap to fit existing pipe sizes. Pipe replacement and resizing is not included in this scope of work. Contractor is responsible for ensuring full system functionality after installation. Contractor is responsible for all electrical disconnect/reconnect and any controls integration required for the compressor replacement. System flushing, acid testing, or specific oil requirements may be expected.
The VA has no existing drawings of this system.
2.3 Procurement and disposal of all materials is included in this contract. All required testing and reporting are to be completed as part of this contract.
2.4 The contractor shall initiate a detailed inspection of the project site to determine the needs and conditions for the completion of this project. Copies of all existing plans and record drawings will be provided prior to the start of work. SOW Attachment - Togus Campus Map will give all biding contractors a basic understanding of the project location within the VA Maine Healthcare campus.
2.5 The Contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of this contract. Services to include submission of RFIs, Submittals, attend meetings/conferences and provide all required field inspections.
2.6 Installation of all materials shall be done by a certified installers only; certification must be from all regulatory agencies as well as the manufacturer. All work under this contract is to be completed following all federal regulations and VA requirements for service projects. This is to include site superintendent 30HR OSHA certifications, 10HR certification for all sub-contractors and the adherence to all local and federal building codes.
Warranties
All work and equipment supplied shall be warranted for a minimum period of one year from VA acceptance, or the manufacturer s standard term, whichever is greater.
Proposed Schedule
The work is to be done during normal business hours of 7:00 am 4:00 pm Monday thru Friday. Requests to work outside of these hours must be approved at least two weeks ahead of time by the VA. The period of performance for this work to be completed is 90 days from the issuance of the Notice to Proceed by the contracting officer.
Work Location and Restrictions
The work site location is at the Togus VA Medical Center at 1 Va Ctr, Augusta, ME 04330. Â
All work shall be done between the hours of 7 am and 4:00 pm Monday through Friday, holidays excepted, unless other times are arranged in advance and approved in writing by the COR. When the contractor s work interferes with facility functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR.
Parking
Contractor parking is available at the Togus site, parking needs should be coordinated with the project COR. Parking for equipment necessary to perform the work will be authorized in advance of starting the project.
Storage of Equipment & Materials
The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time.
Debris Removal
The Contractor may be required to remove waste materials and debris daily from the campus, dependent upon amount and location of debris. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable VA, State and Federal regulations.
Project Safety
Contractor shall comply with the VA safety specifications.
Contractor is required to adhere to VA ICRA and PCRA requirements that have been established for this project.
Material & Workmanship Quality
All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the Project Manager.
Badging & Security
All contractors are required to obtain a VA issued badge prior to starting any work on station. Badging form (SOW Attachment -PIV Badge Template) and directions for procuring one will be provided by the COR at the project kick-off meeting.
The A&A requirements do not apply, and a Security Accreditation Package is not required.
The contracted company shall follow all government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy and Security, the Privacy Act and HIPPA requirements when obtaining and reviewing information.
Place of Performance/Place of Delivery
Address:
1 VA Center,
Augusta, ME
Postal Code:
04330
Country:
UNITED STATES
The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can apply here:Â https://www.cep.fsc.va.gov/
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
[Attention CO: www.sam.gov registration is required to be complete at time of submission of response.]
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.
FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).]
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023)
852.219-73 - VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses.
852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction
852.204-70 Personal Identity Verification of Contractor Personnel
The following clauses are applicable:
52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note), 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328), 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Jan 2025) ( 31 U.S.C. 6101 note), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018),
All quoters shall submit the following:
(1) A Firm Fixed Price Quote which shall be received on or before the date and time specified in Section (xv) of this solicitation.
(2) A completely filled and signed Limitation of Subcontracting in accordance with VAAR 852.219-75.
(3) A proposal outlining technical capabilities in accordance with the Statement of Work
(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.
Questions:
Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Friday, 01 May 2026 at 5:00 PM EST. Questions received after this date and time will not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers.
All quotes shall be sent to Kenya.Mitchell1@va.gov
Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of the FAR. 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.
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 Friday, 8 May 2026 by 5:00 PM EST.
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
Kenya.Mitchell1@va.gov
The following are the decision factors:
ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES
Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.
The following factors shall be used to evaluate quotations:
Technical
Past Performance
Price
Certification
Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit 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 Government is not requesting or accepting alternate quotations. The evaluation will consider the following:
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 solicitation and based on the information requested in the instructions to quoters section of the solicitation.
Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.
Price: The Government will evaluate the price by adding the total of all line-item prices
Certification: Certification will be evaluated on an acceptable/unacceptable basis to ensure compliance with applicable industry standards and manufacturer qualifications necessary for providing Fire Damper Inventory and Testing services.
(End of Provision)
Award will be made to the responsible vendor whose quotation is determined to be technically acceptable and offers the lowest evaluated price to the Government
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)
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 following provision is incorporated into 52.212-1 as an addendum to this solicitation:
52.212-1Â Instructions to Offerors Commercial Products and Commercial Services (SEP 2023)
(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition
(1) Is set aside for small business and has a value above the simplified acquisition threshold;
(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or
(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.
(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show
(1) The solicitation number.
(2) The time specified in the solicitation for receipt of quotations;
(3) The name, address, and telephone number of the quoter;
(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;
(5) Terms of any express warranty;
(6)Â Price and any discount terms;
(7)Â "Remit to" address, if different than mailing address;
(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);
(9) Acknowledgment of Quotation Amendments;
(10) Past performance information will not be considered in simplified acquisition procurements.
(11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
(c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.
(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during preaward testing.
(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.
(f) Late submissions, modifications, revisions, and withdrawals of quotes.
(1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due.
(2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition.
(3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price.
(h) Multiple awards. The Government may accept issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the quotation, offers may not be submitted for quantities less than those specified in the RFQ. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quote.
(i) Availability of requirements documents cited in the solicitation.
(1)
(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101 29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.
(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.
(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil.
(3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by
(i)Â Using the ASSIST feedback module (Â https://assist.dla.mil/ feedback); or
(ii) Contacting the Defense Standardization Program Office by telephone at 571 767 6688 or email at assisthelp@dla.mil.
(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
(j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.
(k)Â [Reserved]
(l)Â Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ).
(End of provision)
