Recurring Maintenance Services-Negative Pressure Fans

Statement of Work (SOW)

To provide cleaning and inspection services for 17 negative pressure exhaust fans, along with preventative maintenance services, for the Long Beach Veterans Affairs Healthcare System (LBVAHCS).

• Perform two preventative maintenance services semi-annually for each of the 17 negative pressure exhaust fans.

• Services include comprehensive and operational inspections to check for wear and tear.

• Routine maintenance in accordance with Original Equipment Manufacturers (OEM) recommendations, including lubrication, cleaning, tightening connections, and verifying electrical operations.

• Provide and install new pre-filter media twice annually and HEPA filter media annually for each fan.

• Properly dispose of all filters according to hazardous waste requirements.

• Document all work with a Performance Maintenance Service Report Sheet, including photographs, model, serial number, location, discrepancies, and unit status.

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

• Place of Performance: Long Beach Veterans Affairs Healthcare System-LBVAHCS, 5901 East 7th Street, Long Beach, CA 90822-5201.

• Contractor shall provide all labor, parts, materials, equipment, and supervision.

• Personnel must wear OSHA and VHA regulated Personal Protective Equipment (PPE).

• Ensure safety and prevent injury to patients, staff, and visitors.

• Collect, contain, and dispose of all debris daily and upon completion of work.

• Contractor is responsible for repairing any damages incurred during performance.

• Notify program point of contact, shop supervisor, and affected areas before performing maintenance.

• Work to be performed during normal business hours (Monday-Friday, 7:30 AM - 4:00 PM Pacific Daylight Time), excluding government holidays.

• Supervisor must have OSHA 30-hour Construction Safety certification (within 5 years of award).

• Tradesmen must have OSHA 10-hour Construction Safety training (within 5 years of award).

• Personnel must have current PPE training compliant with OSHA 29 CFR 1910.132 (within 12 months).

• All certifications and licenses must be presented to the Program Point of Contact prior to services.

• Abide by all hospital policies for Interim Life Safety Measures (ILSM).

• Obtain necessary work permits (e.g., Pre-Construction Risk Assessment, Energized/Deenergized Electrical Permit, Activity Hazard Analyses, Utility Shutdown Permit, Confined Space Permit, Infection Control Risk Assessment).

• Coordinate with the Program Point of Contact to obtain proper I.D. Badges for personnel.

• Contractor agrees to procure and maintain Workers Compensation, Employer's Liability, and General Liability insurance.

• Contractor is responsible for all damage to property.

• Government is held harmless against loss, cost, damage, or liability.

• Provide proof of insurance within fifteen (15) calendar days after contract award.

No government equipment will be provided.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Recurring Maintenance Services for Negative Pressure Fans at the Long Beach Veterans Affairs Healthcare System (LBVAHCS). This announcement is the only solicitation, and quotes are being requested.

• Perform two (2) preventative maintenance services on a semiannual basis for 17 negative pressure exhaust fans.

• Services include comprehensive and operational inspections, routine maintenance per OEM recommendations, lubrication, cleaning, tightening connections, and verifying electrical operations.

• Replace pre-filter medias twice annually and HEPA filter medias annually.

• Dispose of all filters per hazardous waste requirements.

• Provide a Performance Maintenance Service Report Sheet with photographs for each unit.

• Contract Type: Firm Fixed-Priced Contract.

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

• Estimated Value: Not explicitly stated, but NAICS code 541690 has a small business size standard of $19M.

• Submission Deadline: July 1, 2026, by 5:00 PM PDT, via email to daniel.kneizeh@va.gov. Subject line: "RESPONSE TO RFQ 36C26226Q0698". Responses must be in PDF format.

• Questions Deadline: June 22, 2026, by 4:00 PM PT, via email to daniel.kneizeh@va.gov. Subject line: "INQUIRY TO RFQ 36C26226Q0698".

• Evaluation Factors: Price, Special Standards of Responsibility, and Past Performance. Award will be made to the quote most advantageous to the Government, considering lowest price, reasonableness, and best value.

• This solicitation is set-aside for 100% total Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Special Standards of Responsibility include providing certifications for Supervisor (OSHA 30-hour), Tradesmen (OSHA 10-hour), and Personal Protective Equipment (PPE) training.

• Government-furnished equipment will not be provided.

• Contractor must comply with all applicable OSHA and VHA regulations, including Personal Protective Equipment (PPE) and Interim Life Safety Measures (ILSM).

• Required insurance includes Workers Compensation, Employer's Liability, and General Liability.

• Attachments include FAR 52.212-1 (Instructions), FAR 52.212-2 (Evaluation), VAAR 852.219-73 (Set-Aside Notice), VAAR 852.219-75 (Limitations on Subcontracting), Statement of Work, and Solicitation Schedule.

Form / Attachment / Pricing Sheet

This document provides the "Instructions to Offerors" (FAR 52.212-1) tailored for commercial products and services, including an addendum specific to this solicitation. It outlines the requirements for submitting offers, the period for acceptance, and procedures for late submissions, modifications, revisions, and withdrawals.

• Offer Submission: Requires solicitation number, Offeror's name, address, telephone number, size status, Unique Entity Identifier (UEI), EFT indicator, responses to information/representations/certifications, and a statement of agreement with solicitation terms.

• Offer Acceptance Period: Offers must be held firm for 90 calendar days from the receipt date, unless otherwise specified.

• Late Submissions: Generally not considered unless received before award and acceptance does not unduly delay acquisition. Late modifications favorable to the Government may be accepted.

• Contract Award: The Government intends to award without discussions, expecting the best terms in the initial offer. Discussions may be held if necessary. The Government reserves the right to reject offers, accept non-lowest offers, and waive minor irregularities.

• Debriefings: Information to be disclosed to requesting Offerors post-award includes evaluation of deficient factors, evaluated cost/price and technical ratings, overall ranking, award rationale, and make/model for commercial products.

• Quote Format: PDF, compatible with Microsoft Office, 8"x11" paper, 12-point font. Must include Contractor's name, business address, UEI, solicitation number, and point of contact.

• Offer Due Date: July 1, 2026, 5:00 PM PDT, submitted electronically to daniel.kneizeh@va.gov with the subject line "RESPONSE TO RFQ 36C26226Q0698".

• Zip Files/Hyperlinks: Not accepted.

• Required Submittals:

  • General Information and Price Schedule.
  • Management Plan (6-page limit) detailing implementation of Recurring Maintenance Services, including Staffing.
  • VAAR 852.219-75 Limitations on Subcontracting Certificate (Completed and Signed).
  • Past Performance summary (up to three prior contracts within the last five years) demonstrating successful performance on comparable projects, including contract details, period of performance, customer contact, service description, and total value.

This document is critical for bidders as it details the specific format, content, and submission requirements for their proposals. It outlines what information must be included, the deadlines, and the evaluation process, directly impacting how bidders prepare and submit their offers. Failure to comply with these instructions may result in the offer not being forwarded for evaluation.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 2: 52.212-2 EVALUATION - COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES," provides an addendum to the standard FAR clause for evaluating offers for commercial products and services. It details the specific evaluation factors and approach for this procurement.

• Basis for Award: Quotes will be evaluated to determine the most advantageous to the Government, considering:
  • Special Standards of Responsibility
  • Past Performance
  • Price
• Evaluation Approach: A comparative evaluation process will be used. The Government may select a quote that offers additional benefit beyond the lowest price, provided it meets minimum requirements.
• Special Standards of Responsibility: Specific requirements include:
  • Supervisor Certification: 30-hour OSHA Construction Safety course within the past 5 years.
  • Tradesmen Certification: 10-hour OSHA Construction Safety course within the past 5 years.
  • PPE Certification: Current PPE training compliant with OSHA 29 CFR 1910.132.
• Past Performance: Assessed based on the quoter's record, including CPARS, customer surveys, and contracting officer knowledge.
• Price: Evaluated by summing all line-item prices, including options.
• Options: Quotations will be evaluated by adding the total price for all options, including a six-month extension under FAR 52.217-8. Bidders should not price this extension but must price the base and specified option periods.

This attachment is critical for bidders as it outlines the specific criteria the Government will use to evaluate their quotes. Understanding these factors, especially the special standards of responsibility and the emphasis on past performance and overall advantage beyond just price, is essential for preparing a competitive proposal. Bidders must ensure their personnel meet the specified certification requirements and that their pricing strategy accounts for the evaluation of options.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 3 - VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB", outlines the specific requirements and definitions for a total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) within the Department of Veterans Affairs (VA).

• Definition of SDVOSB: Details the criteria a business must meet to be considered an SDVOSB, including ownership by service-disabled Veterans, control of management and daily operations by service-disabled Veterans or eligible surviving spouses, meeting Federal small business size standards, and being certified and listed in the SBA certification database.
• Eligibility for Award: States that only certified SDVOSBs listed in the SBA certification database at the time of offer and award are eligible.
• Representation: Prospective contractors must represent that they are an eligible and 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: SDVOSBs must comply with VAAR subpart 819.70 and SBA regulations.
• Joint Ventures: Outlines eligibility requirements for joint ventures.
• Precedence: Clarifies that the VA Veterans First Contracting Program takes precedence over inconsistencies with SBA requirements.
• Misrepresentation: Warns of debarment for misrepresenting SDVOSB status.

This attachment is critical for any bidder intending to participate in an opportunity designated as a total set-aside for SDVOSBs. It 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 listed criteria and understand the implications for their business structure and subcontracting plans.

Solicitation / RFP / RFQ

• Vendor Questions Due: June 22, 2026, at 5:00 PM PDT

• Proposals Due: July 1, 2026, at 5:00 PM PDT

• Bidders are instructed to reference the main Solicitation document for detailed submission instructions.

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 limitations on subcontracting if awarded a contract. This is a mandatory certification for the solicitation.

• 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.
• Acknowledgement: Offerors acknowledge that this certification is subject to Title 18, U.S. Code, Section 1001, and that false certifications may lead to penalties.
• Cooperation: Offerors agree to cooperate with the VA and provide documentation to demonstrate compliance.
• Certification Fields: Includes spaces for the offeror's name, printed name of signee, printed title of signee, signature, date, and company name and address.

This form must be completed, signed, and returned with the offeror's bid, quotation, or proposal. Failure to provide this certification will result in the offer being deemed ineligible for evaluation and award. Bidders must understand and agree to these subcontracting limitations to be considered for this opportunity.