Preventive Maintenance (PM) and Unscheduled Repair for Miscellaneous Food Processing (MFP) equipment for Group 36 (VA Stores)

Questions & Answers / Clarifications

This document provides a clarification regarding the "Combined Synopsis/Solicitation HQC00425QE033".

• Requirement Status: The requirement is not brand-new.
• Incumbent Contract Number: The current contract number for this requirement is HQC004-23-C-0001.

This clarification confirms that there is an incumbent contractor and provides the existing contract number, which may be relevant for bidders assessing the opportunity's history and potential transition.

Form / Attachment / Pricing Sheet

This document, "Attachment 9 - Provisions and Clauses Incorporated in Full Text," contains several Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) provisions and clauses that are incorporated by reference into the solicitation or contract. These provisions outline specific requirements, representations, and certifications that offerors must adhere to.

• FAR 52.204-16, Commercial and Government Entity Code Reporting: Requires offerors to provide their Commercial and Government Entity (CAGE) code. It defines CAGE codes and provides instructions on how to obtain them, primarily through the System for Award Management (SAM.gov).
• FAR 52.204-17, Ownership or Control of Offeror: Requires offerors to represent whether they have an immediate owner and, if so, to provide the owner's CAGE code, legal name, and information about whether that owner is controlled by another entity. It also requires information on the highest-level owner.
• FAR 52.204-18, Commercial and Government Entity Code Maintenance: Outlines the contractor's responsibility to maintain their CAGE code throughout the life of the contract and how to report changes.
• FAR 52.204-20, Predecessor of Offeror: Requires offerors to represent if they are a successor to a predecessor that held a Federal contract or grant within the last three years and to provide predecessor CAGE codes and legal names if applicable.
• FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment: Requires offerors to represent whether they provide or use "covered telecommunications equipment or services" and to provide detailed disclosures if they do.
• FAR 52.209-11, Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction: Requires corporations to represent that they do not have unpaid Federal tax liability or a felony conviction within the preceding 24 months.
• FAR 52.216-19, Order Limitations: Defines minimum and maximum order limitations for contracts.
• FAR 52.219-28, Post-Award Small Business Program Representation: Requires contractors to re-represent their size and socioeconomic status under certain conditions.
• FAR 52.217-8 & 52.217-9, Option to Extend Services/Term: Clauses related to the Government's option to extend services or the contract term.
• FAR 52.233-2, Service of Protest: Outlines the procedure for serving protests.
• DFARS 252.215-7008, Only One Offer: Addresses requirements when only one offer is received.
• DFARS 252.232-7006, Wide Area Workflow Payment Instructions: Provides instructions for submitting payment requests and receiving reports through the Wide Area Workflow (WAWF) system.
• DFARS 252.232-7998, Obligations in Advance of Fiscal Year 2026 Funding: Addresses funding availability for future fiscal years.

Offerors must carefully review each of these provisions and clauses to understand their obligations and to ensure they can provide the required representations and certifications accurately. Failure to comply with these requirements may impact eligibility for award or the terms of the resulting contract. Specific attention should be paid to CAGE code requirements, ownership/control disclosures, telecommunications equipment representations, and small business status representations.

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

To provide Preventive Maintenance (PM) and Unscheduled Maintenance & Repair (UM) services for miscellaneous food processing (MFP) equipment at Defense Commissary Agency (DeCA) locations within the contiguous U.S., Alaska, Hawaii, and Puerto Rico. The goal is to ensure the continuous and safe operation of DeCA's grocery resale services.

• Perform scheduled PM and on-demand UM services for covered equipment.

• Services include inspection, adjustment, repair, removal, disassembly, cleaning, and replacement of parts.

• Contractor is responsible for all labor, supervision, equipment, tools, materials, parts, transportation, and permits.

• Utilize environmentally sound practices, processes, and products where possible.

• Contractor must manage its employees and avoid actions that appear to be personal services.

• Respond to UM service calls within one business day.

• Fix equipment on-the-spot if no additional costs are incurred.

• If additional costs are needed for UM, mitigate unsafe operations, present a service plan within one business day, and complete services within seven days of COR acceptance or parts availability.

• Communicate lists of repairs discovered during PM to the COR via email within five business days of assessment.

• Provide a PM program with inspection schedules and checklists within 15 days of contract award, including an initial PM within 30 days.

• Update PM schedules and checklists as guidance changes, providing them to the COR within five business days of the update.

• Service hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. local commissary time, excluding federal holidays.

• Services are performed on-site at DeCA commissary locations.

• Contractor must obtain authorization before removing equipment from a facility.

• Contractor must use software compatible with Microsoft Office Suite.

• Personnel must be qualified, speak, read, and write English, and be able to communicate effectively with Government personnel.

• Provide primary and alternate points of contact for contract administration and service requests.

• Establish processes for unplanned service disruptions and provide contact information for notifications.

• Adhere to on-site requirements, including installation access procedures, background checks, vehicle inspections, signing in/out, proper identification, and prohibitions on consuming government property or working under the influence of substances.

• Provide and use appropriate Personal Protective Equipment (PPE).

• Use Original Equipment Manufacturer (OEM) or equivalent quality parts and materials.

• Maintain a complete service ticket packet for each PM and UM service.

• Develop and submit a safety plan within 30 days of contract start date.

• Provide a Quality Control Plan (QCP) within 30 days of Notice to Proceed and update as needed.

Form / Attachment / Pricing Sheet

This document contains Preventative Maintenance Checklists for various pieces of kitchen equipment, including:

• Mixer/Grinder (Single Unit 1M20-A), (Tandem Unit 1M20-B), (Heavy Duty Tandem Unit 1M20-HV)
• List Saw, Meat, Band Type (1M18)
• Oven, Rotary, Electric (1B12-A)
• Mini Rotary Oven and Proofer Combination Unit (1B15)
• Oven, Rotary, Gas (1B12-B)

Each checklist outlines specific tasks and procedures for performing routine maintenance on the respective equipment. Tasks include checking interlocks, electrical components, belts, blades, seals, and overall operation. Procedures often involve checking condition, cleaning, lubrication, adjustment, or replacement of parts. The checklists also include fields for Service Technician Initials, Signature of COR, and Signature of Service Technician.

These checklists detail the required preventative maintenance procedures for specific equipment. Bidders may need to understand these requirements to ensure compliance with maintenance standards or to factor maintenance costs into their proposals if the opportunity involves the operation or maintenance of this equipment.

Form / Attachment / Pricing Sheet

This document lists provisions and clauses that are incorporated by reference into solicitations and contracts. It provides links to the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) for further details.

• Solicitation Provisions: Includes FAR 52.252-1, which points to general FAR and DFARS resources.
• Clauses: Lists numerous FAR and DFARS clauses with their effective dates, covering a wide range of topics such as:
  • Gratuities and limitations on payments to influence Federal transactions.
  • System for Award Management (SAM) maintenance and entity code reporting.
  • Safeguarding covered contractor information systems and prohibitions on certain hardware/software.
  • Combating trafficking in persons.
  • Restrictions on foreign purchases and use of certain telecommunications equipment.
  • Government property management.
  • Subcontracting requirements and reporting.
  • Payment procedures and availability of funds.
  • Protest procedures and applicable law.
  • Antiterrorism awareness training.
  • Buy American and balance of payments programs.
  • Export-controlled items.
  • Information assurance and contractor training.

Bidders must review these incorporated provisions and clauses to understand their contractual obligations and requirements. This document is critical for determining compliance, potential risks, and the overall structure of any resulting contract. It highlights specific regulatory requirements that will apply to the offer and performance of the contract.

Form / Attachment / Pricing Sheet

This document, "Attachment 7 - Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services," lists the Federal Acquisition Regulation (FAR) clauses that are incorporated by reference into the contract. These clauses implement various statutes and executive orders applicable to acquisitions of commercial products and services.

The document is structured into three main paragraphs (a), (b), and (c), each containing a list of FAR clauses. Paragraph (a) lists clauses that are always incorporated, while paragraphs (b) and (c) contain clauses that the Contracting Officer may select for incorporation. Paragraph (d) outlines the Comptroller General's right to examine records, and paragraph (e) details which clauses are required to be flowed down to subcontractors.

Bidders should review this document to understand the mandatory legal and regulatory requirements that will apply to the contract. This includes understanding obligations related to:

• Prohibitions on certain technologies and services (e.g., Kaspersky, ByteDance, telecommunications equipment).
• Contractor ethics, conduct, and whistleblower protections.
• Small business subcontracting requirements.
• Labor standards, including minimum wage, paid sick leave, and equal opportunity.
• Environmental and sustainability requirements.
• Buy American and trade agreement provisions.
• Payment terms and reporting requirements.

Understanding these clauses is crucial for assessing the full scope of contractual obligations and ensuring compliance.

Amendment / Modification

This document is an addendum to FAR 52.212-4 Contract Terms and Conditions for Commercial Products and Commercial Services, dated November 2023. It specifies that the contractor must comply with all applicable labor standards requirements, including wage determinations, which can be found on SAM.gov.

This addendum specifically addresses Service Contract Act Wage Determinations for Virginia Stores, listing the following numbers:

• Service Contract Act WD #: 2015-4313
• Service Contract Act WD #: 2015-4341
• Service Contract Act WD #: 2015-4281

Bidders should note these specific wage determinations as they may impact labor cost estimations and proposal submissions.

Form / Attachment / Pricing Sheet

This document, "Attachment 5 – Offeror Representations and Certifications," is a standard form required for offerors responding to solicitations. It serves to gather crucial information about the offeror's business status, certifications, and compliance with various federal regulations. This information is used by the government to evaluate the offeror's eligibility and suitability for award.

• Definitions: Provides definitions for terms used throughout the document, such as "covered telecommunications equipment or services," "economically disadvantaged women-owned small business (EDWOSB) concern," "inverted domestic corporation," and "service-disabled veteran-owned small business (SDVOSB) concern."
• Representations and Certifications: Requires offerors to complete various representations and certifications, including:
  • Small business status (including joint ventures)
  • Veteran-owned, SDVOSB, small disadvantaged, and women-owned small business status
  • HUBZone small business status
  • Previous contract compliance and affirmative action programs
  • Certification regarding payments to influence Federal transactions
  • Buy American and Trade Agreements compliance
  • Representations regarding delinquent tax liability or felony convictions
  • Representations regarding restricted business operations in Sudan and contracting with inverted domestic corporations or entities engaging with Iran.
  • Ownership or control of the offeror.
  • Greenhouse gas emissions disclosure (if applicable).
  • Prohibition on requiring employees to sign confidentiality agreements regarding waste, fraud, or abuse reporting.
  • Representations regarding covered telecommunications equipment or services.

Offerors must carefully review and accurately complete all applicable sections of this form. Failure to provide accurate and complete representations and certifications can result in disqualification from the competition or ineligibility for award. The information provided here directly impacts the evaluation of the offeror's eligibility, compliance, and suitability for the contract.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Addendum to FAR clause 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services," provides specific instructions for offerors responding to this acquisition. It clarifies how to address technical capability and pricing requirements.

• Technical Capability: Offerors must submit a written technical description (max 5 pages) detailing:
  • How the company intends to perform the standards outlined in Section 3 of the Performance Work Statement (PWS), including a plan for corrective action.
  • The mechanical aptitude, ability, and troubleshooting/diagnostic knowledge of their service technicians, referencing PWS Section 1.2.4. Documentation of satisfactory past performance may be submitted.
• Pricing: Offerors must provide their best price for each line item.
  • Preventative Maintenance (PM) will be billed quarterly. The quote should be based on the provided equipment list, and no additional funds will be allotted beyond the quoted quarterly amount per store.
  • Unscheduled Repairs (including parts, labor, and travel) will be billed monthly. No additional funds will be allotted beyond the quoted monthly amount per store.
  • All pricing should be entered on Attachment 1 for the base year and all four option years.

This attachment is critical for bidders as it outlines the specific content and format required for their technical proposals and pricing submissions. It details the evaluation criteria for technical capability and the billing structure for maintenance and repair services.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Group 36 VA Store Locations and Equipment List," provides a detailed inventory of equipment located at various U.S. Department of Veterans Affairs (VA) commissaries across Virginia. It serves as a reference for potential bidders to understand the existing equipment at these locations.

• Store Locations: Lists VA commissary locations categorized by region (Central and Tidewater VA, Northern VA).
• Equipment Lists: For each location, a detailed list of equipment is provided, including:
  • Asset ID
  • Item Description (e.g., OVEN, ROTARY, SLICER, MIXER/GRINDER)
  • Manufacturer Name
  • Manufacturer Part Number
  • Manufacturer Year
  • Manufacturer Model Number
  • Serial Number
  • Stock Number

This attachment is crucial for bidders to assess the current state of equipment at the specified VA commissary locations. It helps in understanding the scope of potential maintenance, repair, replacement, or operational needs related to this equipment, informing bid preparation and pricing strategies.

Form / Attachment / Pricing Sheet

This document is a pricing sheet that outlines the CLIN structure and estimated quantities for preventive maintenance and unscheduled repairs for Group 36 (VA Stores) across multiple locations. It serves as a template for bidders to provide their quoted prices for a 5-year period of performance.

• CLIN Structure: Details line items for "Preventive Maintenance Schedule" and "Unscheduled Repairs" (including parts, labor, and travel) for two locations (Malmstom and Mountain Home) across a base year and four option years.
• Quantities: Specifies estimated quantities for each CLIN, with units of issue as "Quarterly" for preventive maintenance and "Monthly" for unscheduled repairs.
• Locations: Covers "Group 36 (VA Stores)" including Fort Eustis, Fort Lee, Langley AFB, Little Creek, Norfolk, Oceana, Portsmouth, Fort Belvoir, and Quantico.
• Period of Performance: The overall contract period is anticipated from 04/01/2026 to 03/31/2031.

Bidders must use this sheet to input their quoted prices for each CLIN, location, and year (base and option periods). The "Contract Totals" sheet indicates that quoted amounts for each year will auto-populate, and bidders are instructed to ensure the math is correct. This document is critical for proposal preparation and pricing strategy.