Government-Owned Fume Hood Maintenance Services-Long Beach VA

Solicitation / RFP / RFQ

This document outlines the evaluation criteria for awarding a contract for commercial products and commercial services. The government will award to the responsible offeror whose quote is most advantageous, considering price and other factors.

• The procurement is being conducted pursuant to RFO 13 and RFO § 9.1042, Special Standards of Responsibility procedures.

• Offerors must meet general standards of responsibility and specific "Special Standards of Responsibility" related to accreditation.

• The contract will be awarded to the responsible offeror quoting the lowest price, provided the price does not exceed available funding and is found to be reasonable.

• Bases of Award: Price and Special Standards of Responsibility are the sole evaluation factors.

• Price: Offers will be evaluated on total cost to determine if fair and reasonable. Adequate price competition is anticipated, and the government intends to award without discussions, but reserves the right to conduct them.

• Special Standards of Responsibility: Offerors must provide proof of accreditation for:

  • SP1: ANSI/AB National Accreditation Board (Active-Not Expired)
  • SP2: ANSI/NCSL Z540-1-Requirements For Calibration & Testing Laboratories Control (Active-Not Expired)
  • SP3: ISO/VIEC 17025 Competence of Testing & Calibration Laboratories (Active-Not Expired)

• Evaluation Process: The lowest-priced offer will be evaluated for reasonableness. If reasonable, the offeror will be identified as the "successful Offeror" and then assessed for responsibility. This process continues until an award is made or determined not possible.

• Quote Compliance: Quotes must follow Solicitation Instructions; failure to do so will result in disqualification.

• Award Without Discussions: The government intends to award without discussions but reserves the right to conduct them.

• Options: The total price for all options will be added to the basic requirement for evaluation. Unbalanced option prices or prices exceeding available funding may lead to unacceptability.

• Not explicitly stated, but responsibility and meeting special standards are key.

• A written notice of award will result in a binding contract.

Amendment / Modification

This addendum provides instructions to offerors for the solicitation regarding preventative maintenance, inspection, and repair services (PMI&R) for Government-Owned Fume Hood Systems at the Long Beach Veterans Affairs Healthcare System (LBVAHCS).

Key points include:

• Offerors must complete and return information from FAR clause 52.212-1 and this addendum.

• Technical inquiries are due by May 25, 2026, 5:00 PM PT, via email to Daniel Kneizeh (daniel.kneizeh@va.gov).

• Offerors must provide their SAM.gov Unique Entity ID.

• The requirement is set aside 100% for Service-Disabled Veteran Owned Small Businesses (SDVOSB) verified on SAM.gov at the time of proposal submission and award.

• FAR 52.212-1, Instructions to Offerors – Commercial Items.

• Addendum to 52.212-1 regarding proposal submission.

• Proposal submission deadline: May 25, 2026, 5:00 PM PT.

• Submission method: Via email to Daniel Kneizeh (daniel.kneizeh@va.gov).

• Offerors must review specifications and familiarise themselves with coverage areas.

• Required proposal components include:

  • Completed FAR 52.212-3 representations and certifications.
  • Fill-in data for VAAR 852.219-75.
  • Acknowledgement of any amendments.
  • Pricing in accordance with the solicitation's Price/Cost Schedule.
  • Copies of applicable Certificates and Past Experience Information.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Preventative Maintenance, Inspection, and Repair Services (PMI&R) for Government-Owned Fume Hood/Safety Cabinets at the Long Beach Veterans Affairs Healthcare System (LBVAHCS).

• Provide on-site bi-annual and monthly inspections and certifications for Government-owned fume hoods, ventilation devices, biological safety cabinets (BSC), Laminar Flow Devices, isolators, biosafety hazard hoods, sterile workbenches, radiation safety hoods, buffer, ante spaces, and pharmacy clean rooms.

• Testing and certification will be performed at the manufacturer's recommended frequency, aligning with the VA Long Beach's maintenance schedule.

• Contractor is responsible for removing or disposing of Hazmat.

• Includes specific particle counting tests (USP 797 and ISO14644-1) for ISO Class 7 and Class 8 areas, including HEPA filter integrity, airflow rate, room air changes, and pressure differential.

• Involves collecting airborne and surface samples for ISO Class 7, 8, and 5.14 compounding personnel areas.

• Testing and certification to be performed in accordance with USP 797 and ISO14644-1 (1999).

• Reports must be approved and signed by Biomedical Engineering personnel.

• Service reports must be provided to Biomedical Engineering within 5 business days of service.

• Preventive maintenance records must be forwarded within 5 working days of completion.

• Period of Performance: Five-year contract (one base year and four one-year option periods).

• Place of Performance: Long Beach Veterans Affairs Healthcare System (LBVAHCS), 5901 E. 7th Street, Long Beach, CA 90822.

• Contractor must supply all necessary parts, labor, transportation, and equipment at their own expense.

• Hardware and software upgrades required for correct function are included at no additional charge.

• Response time for service requests: acknowledge within 2 hours by telephone.

• Contractor must possess specific certifications: NSF Accredited Biohazard Cabinet Field Certification, ANAB Accredited, ISO/IEC 17025, ANSI/NCSL Z540-1.

• Contractor personnel must complete mandatory training via VA's electronic Training Management System (TMS) before badges are issued.

• Contractor must adhere to strict contractor badging procedures, including potential background checks and multiple onsite visits for fingerprinting and badge pickup. Processing time for badges can take up to 30 calendar days.

• Services are normally performed Monday through Friday, 5 am to 5 pm PT, with exceptions requiring Biomedical Engineering COR approval.

• Emergency repairs may allow for temporary day badges, but permanent badging must be pursued immediately after.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services, issued as a Request for Quotation (RFQ) for Preventative Maintenance, Inspection, and Repair Services (PMI&R) for Government-Owned Fume Hood/Safety Cabinets at the Long Beach Veterans Affairs Healthcare System (LBVAHCS). The government is procuring these services to ensure the proper functioning and certification of fume hood systems and related equipment.

• Perform on-site bi-annual and monthly inspections and certifications of various equipment including fume hoods, biological safety cabinets (BSC), laminar flow devices, isolators, and clean room environments.

• Conduct particle counting (airborne non-viable) as per USP 797 and ISO 14644-1 standards.

• Perform HEPA filter integrity challenges and airflow rate tests.

• Collect airborne and surface samples for ISO Class 7, 8, and 5.14 locations.

• Provide all necessary parts, labor, transportation, and certified personnel.

• Supply factory-certified replacement parts as needed.

• Perform hardware and software upgrades required for system function.

• Provide individual results reports detailing services performed, parts replaced, labor hours, and equipment serviced.

• Schedule testing and certification 45-60 days in advance with Biomedical Engineering.

• Acknowledge service requests by telephone within 2 hours.

• Contract Type: Not explicitly stated, but implies a service contract.

• Period of Performance: Five-year contract, consisting of one base year and four one-year option periods. Base year anticipated to start on 6/12/2026.

• Estimated Value: Not explicitly stated, but the NAICS code 238220 has a small business size standard of $19.0 Million.

• Proposal or quote submission instructions: Submit quotes via email to daniel.kneizeh@va.gov.

• Evaluation criteria or factors: Award will be made to the quote most advantageous to the Government, considering Price with Special Standards.

• Key deadlines or milestones:

  • Solicitation inquiries due: May 11, 2026
  • Proposal responses due: May 25, 2026, 17:00 PM PT

• This solicitation is a 100% Total Set-Aside for Service-Disabled Veteran Owned Small Businesses (SDVOSBs).

• The associated NAICS code is 238220.

• The FSC/PSC is J041.

• Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website.

• Various FAR and VAAR provisions and clauses are incorporated by reference.

• Attachments include FAR 52.212-1 Addendum, FAR 52.212-2 Evaluation, VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB, VAAR 852.219-75 SDVOSB Certification, and the Statement of Work.

Form / Attachment / Pricing Sheet

This document is VA Notice 852.219-75, "Limitations on Subcontracting—Certificate of Compliance for Services and Construction." It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services: Contractors must 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: Contractors must not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction: Contractors must not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Certification: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal.
• Consequences: False certifications can lead to criminal, civil, or administrative penalties. Failure to comply with subcontracting limitations may result in referral to the VA Suspension and Debarment Committee, fines, or prosecution.

This form is mandatory for all offerors. Failure to complete and submit this certification will result in the offer being deemed ineligible for evaluation and award. Bidders must understand and agree to the subcontracting limitations specific to the type of contract (services, general construction, or special trade construction) to ensure compliance if awarded.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses," outlines the specific requirements and definitions for a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside or sole source contract within the Department of Veterans Affairs (VA).

• Definition of SDVOSB: Details the criteria a business must meet to be considered an SDVOSB, including ownership (at least 51% by service-disabled Veterans or eligible surviving spouses), control of management and daily operations, meeting Federal small business size standards, and being certified and listed in the SBA certification database.
• Eligibility for Award: Emphasizes that only certified SDVOSBs listed in the SBA certification database at the time of offer and award are eligible.
• Representation: Prospective contractors must represent their eligibility as a certified SDVOSB.
• Limitations on Subcontracting (LOS): Specifies the percentage of contract work that must be performed by the SDVOSB prime contractor or similarly situated SDVOSB subcontractors. These percentages vary based on contract type (services, supplies, general construction, special trade construction).
• Compliance Measurement: Outlines the periods for measuring compliance with LOS requirements (e.g., by base term, option period, or order performance period).
• Joint Ventures: Defines eligibility for joint ventures as SDVOSBs.
• Precedence: States that the VA Veterans First Contracting Program takes precedence over inconsistencies with SBA requirements.
• Misrepresentation: Warns of debarment for willful misrepresentation of SDVOSB status.

This attachment is critical for any bidder intending to participate in an SDVOSB set-aside or sole source opportunity. It clearly defines the eligibility criteria, certification requirements, and subcontracting limitations that must be met to be considered for award and to comply with the contract terms. Bidders must ensure they meet all SDVOSB definitions and are properly certified and listed in the SBA database.