J041--POPC Exhaust Hood and Ductwork Cleaning

Amendment / Modification

This amendment addresses vendor questions and schedules a site visit for Solicitation 36C24826Q0190.

• Answers to Vendor Questions: Provided responses to vendor inquiries regarding the solicitation.

• Site Visit Scheduled: A site visit will be conducted on January 20, 2026, at 2:00 PM AST at the Ponce Out-Patient Clinic (POPC). The meeting point is the POPC entrance near the front desk.

• Quote Submission Deadline Extended: The deadline for quote submission has been changed to January 23, 2026, at 3:00 PM AST.

• The quote submission deadline has been modified.

• Bidders must note the new quote submission deadline of January 23, 2026, at 3:00 PM AST.

• A site visit is scheduled for January 20, 2026, at 2:00 PM AST.

Amendment / Modification

This amendment to Solicitation 36C2482600190 for Ponce Out-Patient Clinic (POPC) Exhaust Hoods and Ductwork Cleaning addresses vendor questions and modifies the schedule.

• Questions and Answers: Answers to vendor questions are provided in an attached document.
• Site Visit: A site visit will be conducted on January 20, 2026, at 2:00 PM AST at the VACHS, meeting at the POPC entrance near the front desk.
• Submission Deadline: The quote submission deadline has been extended to January 23, 2026, at 3:00 PM AST.

The deadline for quote submissions has been extended to January 23, 2026, at 3:00 PM AST.

Form / Attachment / Pricing Sheet

This document is a Schedule of Prices detailing the costs associated with various services for the opportunity. It outlines specific line items for cleaning and maintenance services, including their contract periods, periods of performance, and associated NAICS and Product/Service Codes.

• Item 0001 & 1001: Monthly cleaning of exhaust hoods, plenums, and hood filters.
  • Base Period: 04-01-2026 to 03-31-2027
  • Option 1: 04-01-2027 to 03-31-2028
• Item 0002 & 1002: Quarterly cleanup of ductwork and exhaust fans.
  • Base Period: 04-01-2026 to 03-31-2027
  • Option 1: 04-01-2027 to 03-31-2028
• Item 2001 & 2002: Monthly and quarterly cleaning services, with an option to extend services under FAR 52.217-8.
  • Option to Extend Services Period: 04-01-2028 to 09-30-2028
• NAICS Code: 561790 - Other Services to Buildings and Dwellings
• Product/Service Code: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

This document is crucial for bidders to understand the pricing structure and the specific services required. It provides details on the quantities, units, and contract periods for each service, which are essential for developing a comprehensive and competitive proposal. Bidders must use this information to calculate their proposed pricing for each line item.

Form / Attachment / Pricing Sheet

This document contains various contract clauses and provisions that are incorporated by reference into the solicitation or contract. It outlines the terms and conditions that govern the agreement between the Government and the contractor.

• FAR 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services (NOV 2023): Covers general terms such as inspection/acceptance, assignment, changes, disputes, excusable delays, invoicing, patent indemnity, payment, risk of loss, taxes, termination for convenience and cause, title, warranty, limitation of liability, and compliance with laws.
• Addendum to FAR 52.212-4: Includes specific clauses like OPTION TO EXTEND SERVICES (NOV 1999) and OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000).
• FAR 52.240-91 Security Prohibitions and Exclusions (NOV 2025) (DEVIATION): Defines terms related to security, covered articles, and foreign entities, and outlines prohibitions on providing or using specific products or services.
• VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018): Specifies requirements for electronic submission of payment requests.
• FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998): States that the contract incorporates clauses by reference and provides access to their full text.
• FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services (OCT 2025) (DEVIATION FEB 2025): Lists numerous FAR clauses that implement statutory or executive order requirements, including prohibitions related to confidentiality, Kaspersky Lab, telecommunications equipment, and various small business set-asides and other socioeconomic programs.
• FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023): Provides instructions for submitting offers, including requirements for content, submission format, and deadlines.
• Addendum to FAR 52.212-1: Details the evaluation process, basis for award, technical capability requirements, past performance criteria, and pricing submission instructions. It also specifies submission deadlines and evaluation factors.
• FAR 52.216-1 Type of Contract (DEVIATION) (NOV 2025): States that the contract will be Firm-Fixed-Price.
• FAR 52.240-90 Security Prohibitions and Exclusions Representations and Certifications (NOV 2025) (DEVIATION): Requires offerors to make representations and certifications regarding security prohibitions and exclusions, including those related to covered telecommunications equipment, FASCSA orders, Sudan, and Iran.
• FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998): Incorporates solicitation provisions by reference.

This document is critical for bidders as it contains the foundational legal and contractual terms, as well as specific instructions and requirements for submitting an offer and performing the contract. Bidders must carefully review all clauses and provisions to ensure their offer complies with all government requirements and to understand their rights and obligations. Key areas of focus include submission requirements, evaluation criteria, contract type, and various prohibitions and certifications related to security and socioeconomic programs.

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

To provide cleaning services for kitchen exhaust hoods and ductwork systems at the VA Caribbean Healthcare System (VACHS) Ponce Outpatient Clinic (POPC) to remove combustible contaminants and reduce potential fire hazards from cooking operations.

• Cleaning of internal components of exhaust systems, including all hoods, connecting ductwork, and exhaust fans, in accordance with the latest edition of the National Fire Protection Association (NFPA) 96 Standard.

• Specific tasks include cleaning exhaust hoods, exhaust fans (including structural frame assemblies, housing, fan blades, braces, louvers), and ductwork.

• Removal of all foreign matter, dirt, and grease from these components.

• Exhaust Hoods: 100% accuracy; surrounding area returned to original state.

• Exhaust Ductwork: 95% accuracy; surrounding area returned to original state.

• Exhaust Fans: 95% accuracy; surrounding area returned to original state.

• All services: 95% accuracy.

• Corrective action required for deficiencies at no additional cost to the Government.

• One (1) base year from the date of award, plus one (1) additional option year.

• Services to be conducted after POPC normal hours of operation (7:00 AM – 4:00 PM, Monday through Friday).

• Contractor personnel must possess required training and certifications (NFPA 96, The Joint Commission, IKECA Certified Exhaust Cleaning Specialist (CECS), OSHA 10-hour General Industry Course, Confined Space Certification, Fall Protection Certificate).

• Services must comply with International Kitchen Exhaust Cleaners Association (IKECA) standards.

• Contractor to provide all labor, materials, PPE, and equipment.

• Cleaning products must be "green" or have EPA-compliant disposal records.

• Before and after photos of serviced equipment required within 3 days of service.

• Written reports with findings and recommendations required within 5 days of service completion.

• Coordination with Facility POC required for scheduling and de-energizing/energizing of equipment.

• Adherence to Environmental Health & Safety Requirements, including PPE, hygiene, and safety protocols.

• Compliance with Influenza Vaccination Program (VHA Directive 1192.01) for personnel working in VHA locations.

Form / Attachment / Pricing Sheet

This document provides information regarding Wage Determinations and Fringe Benefits applicable to the solicitation and any resulting contract. It clarifies that the Department of Labor (DOL) Wage Determination for the specific locality is available on SAM.gov and that the contractor is responsible for obtaining and evaluating each wage determination for each area of performance.

• The document specifies that the Wage Determination used for this contract depends on the location.
• It provides an example for San Juan, PR: WD 2015-5703, Revision No. 27, last revised on 12/03/2025, with a link to the determination on SAM.gov.

Bidders must consult the provided link and any other relevant wage determinations for all areas of performance to accurately estimate labor costs and ensure compliance with wage and fringe benefit requirements. This information is crucial for proposal preparation and cost estimation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Part 12. The Department of Veterans Affairs (VA) is seeking a contractor to provide collection, transporting, and disposition services for Exhaust Hoods and Ductwork Cleaning at the VA Eurípides Rubio Clinic-Ponce OPC (POPC) in Ponce, Puerto Rico.

• Exhaust Hood and Ductwork Cleaning services.

• Services include collection, transporting, and disposition of materials.

• Detailed specifications are provided in the attached Performance Work Statement (PWS).

• Contract type: Not specified, but procured as a Request for Quotation (RFQ).

• Period of Performance: One (1) 12-month base period with one (1) 12-month option period.

• Submission Deadline: January 19, 2026, 3:00 PM AST.

• Submission Method: PDF version of the quote via email to wilfredo.perez3@va.gov.

• Evaluation: Comparative evaluation; award will be made to the most advantageous response to the Government.

• Offerors must state acceptance of terms and conditions or list exceptions.

• Questions Deadline: January 12, 2026, 10:00 AM AST.

• This procurement is a Small Business Set-Aside, to be competed among Small Businesses.

• NAICS Code: 561790 (Other Services to Buildings and Dwellings), Small Business Size Standard: $9 Million.

• Product Service Code (PSC): J041.

• Offerors must complete annual representations and certifications electronically via SAM.gov.

• Full text of FAR provisions and clauses can be accessed at https://www.acquisition.gov/browse/index/far.

• Referenced attachments include: Performance Work Statement, Schedule of Prices, Clauses and Provisions, Exhibits and Attachments.

Sources Sought Notice

This notice is for planning purposes to identify potential sources for exhaust hood and ductwork cleaning services at the VA Ponce Outpatient Clinic (POPC). The Department of Veterans Affairs Caribbean Healthcare System (VACHS) requires monthly cleaning of kitchen exhaust hoods and quarterly cleaning of associated ductwork.

• Monthly cleaning of kitchen exhaust hoods.

• Quarterly cleaning of ductwork connected to kitchen exhaust hoods.

• Contractor must possess necessary resources (labor, materials, equipment).

• Interested vendors must submit a capability statement demonstrating their ability to meet the requirements.

• Specific certifications required: Certified Exhaust Cleaning Specialist (CECS) from IKECA, OSHA 10-hour General Industry Course, Confined Space Certification, and Fall Protection Certificate.

• Capability statements are due by December 24, 2025, at 10:00 AM Atlantic Standard Time (AST).

• Submission must be via email to Wilfredo Perez at wilfredo.perez3@va.gov.

• Telephone inquiries will not be accepted.

• Not specified in this Sources Sought Notice.

• All responsible sources may submit a capability statement.

• This is a Sources Sought Notice for information and planning purposes only and does not constitute a solicitation.

• NAICS Code: 561790 (Other Services to Buildings and Dwellings)

• Product Service Code (PSC): J041 (Maintenance, Repair, and Rebuilding of Equipment- Refrigeration, Air Conditioning, and Air Circulating Equipment)

• Place of Performance: VA Ponce Outpatient Clinic (POPC), 1802 Navarra Street, Ponce PR 00716-2001, USA.

• Contracting Office: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), VA Caribbean Healthcare System (VACHS), #10 Calle Casia, San Juan PR 00921-3201.