SAM #36C25926Q0585

Sheridan VA Health Care System Kitchen Hood Cleaning Services Solicitation

This procurement opportunity is for kitchen exhaust hood cleaning services at the Sheridan VA Health Care System in Wyoming. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 19, Sheridan VA Medical Center - Key contacts: Heather Chase, Crystal Volmar - Scope of Work: - Cleaning of five exhaust hood systems across two buildings (Building 86 Canteen and Building 7 kitchens) - Services include grease and contaminant removal, filter washing, and compliance with NFPA 96 fire safety standards - Biannual cleaning for most hoods; one hood cleaned annually - Contractors must provide all labor, materials, and submit electronic cleaning reports - Adherence to infection control protocols is required - Products/Services Requested: - Exhaust hood cleaning services (no specific OEMs, part numbers, or products specified) - Quantities: 2 jobs per year for larger systems, 1 job per year for serving line system, repeated annually for up to five years - Notable Requirements: - Small business set-aside under NAICS 561790 - Strict compliance with VA Notice of Limitations on Subcontracting - No gray market or remanufactured items permitted - If medical equipment maintenance is required, OEM authorization and certification must be provided - All services must comply with OEM warranty and service terms - Firm-fixed price contract with base year plus four option years - All quotes must be submitted electronically

Description

Kitchen Hood Cleaning Services for the Sheridan VA Health Care System located at 1898 Fort Road, Sheridan, WY 82801. Due 7/21/2026 at 10:00am EST. Request for Quote (RFQ): 36C25926Q0585 Kitchen Hood Cleaning Services for the Sheridan VA Health Care System This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with FAR part 12. This announcement constitutes the only solicitation. Offers are being requested, and a separate written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. The deadline for all questions is 10:00am EST, July 16, 2026. All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. Quotes are to be provided to crystal.volmar@va.gov no later than 10:00am EST, July 21, 2026. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make the award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ), and the solicitation number is 36C25926Q0585. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 effective October 01, 2025. The North American Industrial Classification System (NAICS) code for this procurement is 561790 (Other Services to Buildings and Dwellings). It is a Small Business total set-aside, and quotes will be accepted from Small Business only. List of Line Items; See Attachment 2 - Price Schedule Description of Requirements for the services to be acquired: See Attachment 1 - PWS 52.212-1, Instructions to Offerors-Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufacturers or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer and have authorized Steris equipment Certification is a requirement for the services and maintenance contracts of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM's warranty and service are provided and maintained by the OEM. All software licensing, warranty and services associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. The VA reserves the right to enforce any of its contractual remedies, including termination of the contract or, at the VA's discretion, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for Small Business, their socioeconomic status must be SBA verified and visible in the Small Business Search Certification: https://search.certifications.sba.gov at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and is found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror's page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Price; (II) VA Notice of Limitations on Subcontracting - Certificate of Compliance. Volume I: Price The offeror shall complete the pricing schedule attached. See Attachment 2 - Price Schedule. Volume II: VA Notice of Limitations on Subcontracting - Certificate of Compliance The offeror shall provide the completed and signed VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION). See Attachment 3 - VA Notice of Limitations on Subcontracting. Offeror must list any/all subcontractors (and their size standard IAW NAICS 561790) if they will be utilized for this requirement AND what they will be performing based on the Performance Work Statement. How is your firm going to comply with Limitations on Subcontracting requirements? If no subcontractors will be used, please state "No Subcontractors will be used for this requirement" in the response. (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items applies to this acquisition. ADDENDUM to FAR 52.212-2 EVALUATION--Commercial Items: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate quotations: Factor 1. Price Factor 2. VA Notice of Limitations on Subcontracting - Certificate of Compliance Evaluation Approach: Quotes will be evaluated in the following manner. The lowest-priced quote will be identified. The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement. If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable. If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the successful offeror. The contracting officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement. If contract award cannot be made to the successful offeror, the contracting officer will evaluate the next lowest-priced quote following the procedures described above. This process will continue until a contract award can be made, or the contracting officer determines that no contract award can be made. The contracting officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The Government intends to evaluate quotes and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government's interest. The evaluation will consider the following: Factor 1. Price: The Government will evaluate the price by adding the total of all line-item prices. The Government may use various price analysis techniques and procedures to make price reasonableness determination. Offers that do not meet the requirements as outlined in the Statement of Work shall not be selected regardless of price. Factor 2. VA Notice of Limitations on Subcontracting - Certificate of Compliance: The Government will review the returned document for completion and signature of offeror. If document is not returned, completed and/or signed by offeror it may result in disqualification for consideration of offer. If offeror does not provide all volumes as outlined in RFO 52.212-1 Instructions, the offeror may be considered non-responsive. (End of Addendum to 52.212-2) 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(r). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW RFO 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the RFO or VAAR. The following RFO clauses incorporated by reference: ApplicableNumberTitleSource X52.203-6 with Alt IRestrictions on Subcontractor Sales to the GovernmentStatute X52.203-13Contractor Code of Business Ethics and ConductStatute <!-- Additional clauses omitted for brevity --> Additional contract requirements or terms and conditions: 52.217-8 Option to Extend Services (NOV 1999): The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option may be exercised more than once, but the total extension shall not exceed 6 months. The Contracting Officer may exercise the option by written notice within 15 days. 52.217-9 Option to Extend the Term of the Contract (MAR 2000): The Government may extend the contract by written notice within 15 days, with a preliminary notice at least 30 days before expiration. The total duration shall not exceed 5 years. <!-- Additional terms omitted for brevity --> RFO 52.252-1 Solicitation Provisions Incorporated by Reference: The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies are available on the Internet at the provided websites or from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following RFO provisions are to be incorporated by reference: ApplicableNumberTitleSource X52.203-11Certification and Disclosure Regarding Payments to Influence Certain Federal TransactionsStatute <!-- Additional provisions omitted for brevity --> The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due: crystal.volmar@va.gov by 10:00am EST, July 21, 2026. Contact for information regarding the solicitation: Crystal Volmar crystal.volmar@va.gov

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