J041--Dietetics Walk-In Freezer Replacement

Solicitation / RFP / RFQ

This document is an addendum to FAR 52.212-1, "Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023)", tailored for Simplified Acquisition Procedures. It supersedes the current version of FAR 52.212-1 for this solicitation.

• Offerors must submit signed and dated quotes by the specified deadline.

• Quotes must include:

  • Solicitation number
  • Time specified for receipt of quotations
  • Quoter's name, address, and telephone number
  • Technical description of items quoted
  • Terms of any express warranty
  • Price and any discount terms
  • "Remit to" address (if different from mailing address)
  • Completed FAR 52.212-3 representations and certifications (some may be completed electronically)
  • Acknowledgment of Quotation Amendments

• Quotes should state the extent of agreement with all solicitation terms and conditions.

• Quotes failing to furnish required information or rejecting terms may be excluded.

• Offerors agree to hold prices firm for 30 calendar days from the quote receipt date, unless otherwise specified.

• The Government may issue a purchase order to one or more quoters.

• The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted.

• Quotes must be submitted to the office specified in the RFQ by the exact time specified.

• Past performance information will not be considered for simplified acquisition procurements.

• Product samples may be required and must be submitted at or prior to the quote receipt time, at no expense to the Government.

• Quoters are encouraged to submit multiple quotes with alternative terms or products/services.

• Late submissions may not be considered.

• The Contracting Officer will not notify unsuccessful quoters.

• Information regarding the North American Industry Classification System (NAICS) code and small business size standard for this acquisition will appear elsewhere in the Request for Quote (RFQ).

• Specific conditions under which NAICS codes and size standards apply to set-asides, HUBZone preference, or other small business programs are detailed.

• Availability of requirements documents cited in the solicitation can be found via the ASSIST website (https://assist.dla.mil) or by contacting specific agencies.

• For quotes exceeding the micro-purchase threshold (or at or below if required by RFQ), the quoter must provide their Unique Entity Identifier (UEI) and Electronic Funds Transfer (EFT) indicator.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for the replacement of refrigeration components for a Dietetics Walk-In Freezer at the White River Junction VAMC. The existing freezer cabinet is deemed sufficient, so only the refrigeration system requires upgrade. The solicitation is issued as a Request for Quotation (RFQ).

• Removal of existing refrigeration equipment (condenser, evaporator, piping, etc.).

• Installation of new evaporator, condenser, piping, and a mechanical defrost time clock.

• Replacement of all existing refrigeration piping is mandatory.

• Contractor must confirm cooling capacity is sufficient (current is 36,410 BTU) and manage electrical requirements (current is 208/230V).

• Provide and install appropriate low-temperature refrigerant (-10 to -20 degrees F).

• Contractor must provide submittals of proposed equipment for VA approval.

• Crane use will be necessary for roof-mounted condenser removal and installation.

• Work must minimize impact on a functioning healthcare facility and adhere to infection control measures.

• Contract Type: Firm Fixed Price

• Period of Performance: 6 Months from date of award (contingent upon equipment availability).

• Work Hours: Normal business hours (7 AM - 5 PM).

• Submission Deadline: Tuesday, May 19, 2026, by 5:00 PM EST.

• Submission Method: Email to Kenya.Mitchell1@va.gov.

• Required Submissions: Firm Fixed Price Quote, completed Limitation of Subcontracting form, technical capabilities proposal, and acknowledgment of terms.

• Evaluation Factors: Technical, Past Performance, and Price. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price.

• Questions Deadline: Wednesday, May 13, 2026, at 5:00 PM EST.

• This solicitation is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 333415 (Air Conditioning, Warm Air Heating, and Air-Purifying Equipment Manufacturing), Size Standard: 1250 Employees.

• FSC/PSC Code: J041.

• Site visits are recommended.

• Offerors must register in SAM.gov.

• The solicitation incorporates FAR provisions and clauses, including FAR 52.212-1, 52.212-2, and 52.212-4.

Amendment / Modification

This document is an addendum to FAR 52.212-2, "Evaluation Commercial Products and Commercial Services." It clarifies the evaluation factors and approach for quotations.

• Basis for Award: The Government will issue a purchase order to the responsible quoter whose quotation is most advantageous, considering price and other factors.
• Evaluation Factors: The following factors will be used:
  • Technical
  • Past Performance
  • Price
• Evaluation Approach: A comparative evaluation process will be used, comparing quotations to determine the best benefit to the Government. The Government may consider quotations that offer benefits exceeding minimum requirements but is not obligated to do so. All responses must meet minimum requirements. Alternate quotations are not requested or accepted.
  • Technical: Evaluation will assess the extent to which requirements are met or exceeded, based on solicitation information.
  • Past Performance: Assesses risks associated with a quoter's likelihood of success, based on past performance records. This may include contracting officer knowledge, customer surveys, CPARS, or other reasonable bases.
  • Price: Evaluated by summing all line item prices.

This addendum clarifies evaluation criteria and does not appear to modify proposal deadlines or submission rules. It is Revision 02, with an Effective Date of 04/18/2025.

Form / Attachment / Pricing Sheet

This document is the "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory submission for the opportunity.

• Services Contracts: Offerors must certify they will not pay more than 50% of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction Contracts: Offerors must certify they will not pay more than 85% of the contract amount to non-certified SDVOSBs or VOSBs.
• Special Trade Construction Contractors: Offerors must certify they will not pay more than 75% of the contract amount to non-certified SDVOSBs or VOSBs.
• Acknowledgement: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Compliance Verification: Offerors agree to provide documents to the VA to verify compliance.
• Certification Requirement: The completed and signed certification must be returned with the offer. Offers without this certification will be deemed ineligible for award.

This is a critical document that must be completed and submitted with your offer. Failure to provide this certification will result in your offer being deemed ineligible for award. Bidders must understand and agree to the subcontracting limitations applicable to their specific contract type (Services, General Construction, or Special Trade Construction) to ensure compliance if awarded the contract.

Form / Attachment / Pricing Sheet

This document contains specification labels for Heatcraft refrigeration units, likely for identification and technical reference. It provides model numbers, serial numbers, electrical specifications, and refrigerant information.

• Model Numbers: BML250BA, BDT0750L6C
• Serial Numbers: D06K04939, T06L 00946
• Electrical Specifications: Voltage, phase, frequency, FLA, MCA, MOPD, Amps, Watts for motor and heater circuits.
• Refrigerant Information: Type (R404a), design pressures (High Side, Low Side).
• Certifications: UL, NSF listings.
• Warranty Information: One-year warranty from the date of manufacture, with contact information for issues.

This information is crucial for bidders to identify the specific equipment involved in the opportunity, understand its technical capabilities, power requirements, and refrigerant compatibility. It may be used to verify existing equipment, determine replacement needs, or ensure compatibility with proposed solutions.