5999--VACHS Exterior Lighting Maintenance and Repairs

Form / Attachment / Pricing Sheet

This document, "Attachment 2: FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES," provides an addendum to the standard FAR 52.212-1 instructions. It details specific requirements for submitting quotes in response to this solicitation.

• NAICS Code and Small Business Size Standard: Information regarding the applicable NAICS code and small business size standard will be found elsewhere in the Request for Quote (RFQ).
• Quote Submission: Quotes must be signed, dated, and submitted to the specified office by the deadline. They 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 discount terms
  • "Remit to" address
  • Completed representations and certifications (FAR 52.212-3)
  • Acknowledgment of Quotation Amendments
• Quote Content: Quotes must specify agreement with all terms and conditions. Failure to provide required information or rejection of terms may lead to exclusion.
• Period for Acceptance: Offerors agree to hold prices firm for 30 calendar days from the quote receipt date, unless otherwise specified.
• Product Samples: If required, samples must be submitted by the quote deadline at no expense to the Government.
• Multiple Quotes: Offerors are encouraged to submit multiple quotes with alternative terms or line items.
• Late Submissions: Quotes received after the specified deadline are considered "late" and may not be considered.
• Issuance of Purchase Order: The Government may issue a purchase order to one or more quoters, and the initial quote should contain the best terms. The Government may reject any or all quotes and may issue a purchase order to other than the lowest-priced quoter.
• Multiple Awards: The Government may issue a purchase order for any item or group of items, or for a quantity less than quoted.
• Availability of Requirements Documents: Information on obtaining Federal specifications, standards, and commercial item descriptions is provided, including links to the ASSIST website.
• Unique Entity Identifier: For quotes exceeding the micro-purchase threshold (or at or below if required by RFQ), offerors must provide their Unique Entity Identifier (UEI) and EFT indicator. Instructions for obtaining a UEI are provided.
• Notification: Unsuccessful quoters will not be notified.

This document is critical for bidders as it outlines the precise format, content, and submission requirements for their quotes. It details what information must be included, how to address specific requirements like NAICS codes and representations, and the implications of late submissions or non-compliance. Understanding these instructions is essential for a compliant and competitive quote submission.

Form / Attachment / Pricing Sheet

This document, "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)," is a mandatory certification for offerors. It requires the offeror to certify compliance with subcontracting limitations as specified in the solicitation and resultant contract, particularly concerning the use of small businesses, including SDVOSBs and VOSBs.

• Services Contracts: Offerors must certify that they will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit.
• General Construction Contracts: Offerors must certify that they will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials is excluded.
• Special Trade Construction Contracts: Offerors must certify that they will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials is excluded.
• Acknowledgement of Jurisdiction: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Consequences of Non-Compliance: Potential penalties for not acting in good faith include referral to the VA Suspension and Debarment Committee, fines, and prosecution.
• Record Keeping: Offerors understand they may be required to provide documentation (invoices, subcontracts, etc.) to demonstrate compliance.
• Certification Requirement: The formal certification must be completed, signed, and returned with the offeror's bid, quotation, or proposal. Failure to do so will render the offer ineligible for award.

This is a critical document that must be completed and submitted with the offer. Failure to provide this signed certification will result in the offer being deemed ineligible for award. Bidders must carefully review the subcontracting limitations applicable to their specific contract type (Services, General Construction, or Special Trade Construction) and ensure their proposed approach complies. The document also outlines the serious consequences of providing a false certification.

Form / Attachment / Pricing Sheet

This document, "Attachment 3: 52.212-2 Evaluation—Commercial Products and Commercial Services," provides an addendum to the evaluation criteria for the solicitation. It details how the Government will evaluate quotations to determine the most advantageous purchase order for the Government.

• 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: Quotations will be evaluated based on:
  • Technical
  • Past Performance
  • Price
• Evaluation Approach: A comparative evaluation process will be used, comparing quotations to identify the best benefit to the Government. The Government may select a quotation that offers benefits beyond minimum requirements, but all responses must meet minimum requirements. Alternate quotations are not accepted.
• Technical Evaluation: Assesses how well the quotation meets or exceeds Government requirements outlined in the solicitation.
• Past Performance Evaluation: Assesses risks associated with a quoter's likelihood of success, based on past performance records (e.g., CPARS, customer surveys).
• Price Evaluation: The total price of all line items, including options, will be evaluated. The Total Evaluated Price will be the sum.
• Options Evaluation: Quotations including options will have the total price for all options added to the basic requirement for evaluation. This includes adding six months of the price for the last potential performance period if FAR 52.217-8 (Option to Extend Services) applies. Quoters should only price specified CLINs and not the FAR 52.217-8 extension.

This attachment is crucial for bidders as it outlines the specific criteria and methodology the Government will use to evaluate their quotations. Understanding these factors (Technical, Past Performance, Price) and how options are considered will help bidders prepare more competitive and compliant proposals. It clarifies that the most advantageous quotation, not necessarily the lowest price, will be selected.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Exterior Lighting Maintenance and Repairs at the VA Connecticut Healthcare System (VACHS) campuses in Newington and West Haven, CT. The government is seeking services for preventive maintenance, scheduled, and unscheduled repairs of exterior campus light fixtures. This announcement serves as the only solicitation; no separate solicitation document will be issued.

• Semi-quarterly inspections of facility lighting.

• Regular and emergency hourly rates for labor.

• Maintenance, inspections, and testing to comply with NFPA and OSHA requirements.

• Initial detailed inventory and numbering of all exterior lighting fixtures at both campuses.

• Furnishing a detailed report of deficiencies and quotes for repairs within seven business days.

• Maintaining a sufficient stock of lamps and parts or ability to secure parts within 72 hours.

• All parts used must be new OEM parts.

• Services include preventive maintenance, inspection, and scheduled repairs. Scheduled maintenance is to be performed Monday-Friday outside regular business hours and following dusk.

• Unscheduled/Emergency Repairs: Available 24 hours per day. Minimum 2 labor hours and $500.00 parts cost for unscheduled repairs.

• Period of Performance: Base contract July 1, 2026 – June 30, 2027, with four (4) one-year option periods.

• Questions Deadline: Wednesday, May 20, 2026, 5:00 PM EST. Submit in writing to Shawn.Lawrence@va.gov.

• Quote Submission Deadline: Tuesday, May 26, 2026, 5:00 PM EST. Email quotes to Shawn.Lawrence@va.gov.

• Evaluation Factors: Price, Technical (experience and capabilities), and Past Performance.

• Award will be made to the response most advantageous to the Government.

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

• NAICS Code: 238210 (Small business size standard: $19 Million).

• FSC/PSC: 5999.

• Bidders must have a field service representative located within 200 miles of the West Haven Campus.

• Personnel must be trained by the Original Equipment Manufacturer (OEM) and be licensed electricians.

• Subcontracting is not allowed without written permission from the Contracting Officer.

• Mandatory Pre-Bid Site Visits: Required on Wednesday, May 13, 2026 (West Haven at 8:30 AM EST; Newington at 11:00 AM EST). Contact Melissa Metevelis (West Haven) or Harlan Corriveu (Newington) to schedule attendance.

• Offerors must include a statement regarding acceptance of terms and conditions or list any exceptions.

• OSHA 10-hour construction certification required for all personnel on site; OSHA 30-hour for the competent person.