SAM #36C25926Q0516

Quarterly Grease Trap and Sand/Oil Separator Cleaning and Maintenance at Rocky Mountain Regional VA Medical Center

This opportunity from the Department of Veterans Affairs, Network Contract Office 19, focuses on quarterly cleaning and maintenance services for grease traps and sand/oil separators at the Rocky Mountain Regional VA Medical Center in Aurora, CO. - Government Buyer: - Department of Veterans Affairs (VA) - Network Contract Office 19 - Rocky Mountain Regional VA Medical Center, Aurora, CO - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation - Services Requested: - Quarterly cleaning and maintenance of two grease separators and two sand/oil traps - Includes pumping, scraping, pressure cleaning, and additional cleaning as needed - Contractor must provide all labor, equipment, and materials - Detailed maintenance reports and waste disposal documentation required - Unique/Notable Requirements: - Adherence to Joint Commission and CDC guidelines - Set aside for Service Disabled Veteran Owned Small Businesses (SDVOSB) - NAICS code 562998 - Base year plus four option years, with quarterly service intervals - Potential extension for up to 6 months - No product line items; all requirements are service-based

Description

Request for Quote (RFQ) #: 36C25926Q0516 Grease Trap and Sand/Oil Separator Cleaning and Maintenance RMR VAMC This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in RFO part 12, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. The deadline for all questions is 4:00pm ET, August 28, 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 Christopher.Hollingsworth2@va.gov no later than 12:00pm ET, September 3, 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 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 36C25926Q0516. 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) 2026-01 effective March 13, 2026. The North American Industrial Classification System (NAICS) code for this procurement is 562998 with a small business size standard of 16.5 Million. This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB). List of Line Items; Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Grease and Sand Trap Cleaning & Maintenance QuarterlyBase YearPOP: 9/30/2026 - 9/29/2027 4 QTR $ $ 1001 Grease and Sand Trap Cleaning & Maintenance QuarterlyOption Year 1POP: 9/30/2027 - 9/29/2028 4 QTR $ $ 2001 Grease and Sand Trap Cleaning & Maintenance QuarterlyOption Year 2POP: 9/30/2028 - 9/29/2029 4 QTR $ $ 3001 Grease and Sand Trap Cleaning & Maintenance QuarterlyOption Year 3POP: 9/30/2029 - 9/29/2030 4 QTR $ $ 4001 Grease and Sand Trap Cleaning & Maintenance QuarterlyOption Year 4POP: 9/30/2030 - 9/29/2031 4 QTR $ $ Grand Total: $ Description of Requirements for the items to be acquired; PERFORMANCE WORK STATEMENT (PWS) PM Grease Trap and Sand/Oil Separator Cleaning Contract General Information GENERAL: This is a non-personal services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Description of Services/Introduction: Contractor shall provide all labor, equipment, and materials necessary to pump and scrape two (2) each grease separators on a quarterly basis at Rocky Mountain Regional VA Medical Center (RMRVAMC). This service shall be performed for base year as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. Background: The Point of Contact (POC) shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The POC is ultimately responsible for the final determination of the adequacy of the contractor's performance. Objectives: Grease separators at Rocky Mountain Regional Medical Center shall be serviced the first Tuesday of every quarter, excluding federal holidays. Whenever a federal holiday occurs on that first Tuesday, the service will be performed the Wednesday following the holiday unless otherwise scheduled through the VA POC at a time for the first week of the month. Sizes: Rocky Mountain Regional Medical Center Parking Visitor North (PVN); 3000-gallon grease trap for Nutrition and Food Services (patient kitchen); 1500-gallon oil sand trap for parking garage storm sewer. These are located in the lower level of PVN (loading dock area). Rocky Mountain Regional Medical Center Parking Visitor South (PVS); 3000-gallon two compartment grease trap for Veteran's Canteen Service (cafeteria); 1500-gallon two compartment sand oil trap for parking lot storm sewer. These units are located on level 2 of PVS. The contractor shall perform this work in accordance with normal industry practices that follow Joint Commission and CDC Guidelines such as: Visually inspecting the trap for clogs, blockages, or wear. Record grease and solids accumulation. Remove manhole covers and baffles (if needed). Skim off floating grease and oils. Removal of Grease and Garbage: The contractor is required to pump out and remove all water, grease, garbage, and other matter that has accumulated since the last service in accordance with the schedule. The contractor shall scoop/remove solid food particles that have settled in the bottom. The contractor shall pressure clean traps and expose all four sides and the bottom completely. Scrubbing & Maintenance: The contractor shall make sure baffles are clean and in good working order and reinstall baffles and covers securely. The contractor shall clean inlet/outlet pipes to prevent clogs. The contractor shall inspect for damage, leaks, or signs of malfunction. Disposal of Grease: The Contractor shall be responsible for removal and disposal of all grease, garbage, and debris from VA property in accordance with applicable laws, ordinances, and regulations of Federal, State, and local guidelines. Waste Disposal Manifests and disposal documentation showing amounts disposed of will be provided to the POC immediately after each service. The contractor shall note the date, time, conditions, and maintenance performed in a grease trap log, which is required for health inspections. As a part of the cleaning, inspect and make a written report on any abnormal conditions found. Scope: Maintain the grease separation systems at the PVN and PVS buildings at RMRVAMC. There may be times when some grease separators may require additional cleaning on an as-needed basis due to additional use. Historically, this only occurs once per year. The contractor shall be given a minimum of one (1) week's notice. In the event that, at least one (1) week notice cannot be given, the contractor will be given as much notice as reasonably possible. The contractor shall provide as-needed cleaning based on a quarterly rate. Contractor shall supply reports of all tasks completed. General Information: All work shall be coordinated at least two (2) weeks prior to starting work with the designated POC. Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The QCP will demonstrate how the contractor will implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor's QCP is the way they assure themselves that their work complies with the requirement of the contract. The QCP will be provided with the contractor's proposal if it is an evaluation factor. When any changes are made to the QCP, three copies of a comprehensive written QCP shall be submitted to the CO and VA POC within 5 working days. After acceptance of the QCP, the contractor shall receive the contracting officer's acceptance in writing of any proposed change to the QC system. While performing this work, the contractor shall be subject to onsite inspections by the POC. If the work is found to be in violation of specification requirements, the Contracting Officer will issue a stop work order until the violation is resolved. Standby time and expenses required to resolve the violation shall be the contractor's expense. Surveillance Checklist Rocky Mountain Regional VA Medical Center Task PWS Reference Standard Acceptable Quality Level Method of Surveillance Routine Maintenance Perform routine maintenance per OEM standards and as requested in SOW for PVN/PVS Grease Traps Section 1.3 100% Compliance Periodic Inspection by Government POC Additional/Unscheduled Cleaning Services Perform additional cleaning as needed within 1 week notice Section 1.5 100% Compliance Periodic Inspection by Government POC Quality Control Services Provided Plan provided within 30 days of contract award to ensure non-recurrence of defective services Section 1.5.1 100% Compliance Inspection by Government POC Reporting of Work Detailed reports of services and maintenance provided within 10 business days Section 1.4 90% Compliance Periodic Inspection by Government POC Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at: Department of Veterans Affairs Rocky Mountain Regional VA Medical Center Aurora, CO 80045 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition. 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 SDVOSBs/VOSBs, their socioeconomic status must be verified and visible in the SBA Small Business Certification (SBS): 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 contractors, 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: Volume I - Technical capability or quality of the item offered to meet the Government requirement. The offeror shall submit its quote demonstrating how it meets the requirements of the performance work statement (PWS) and solicitation, to include the quality control plan (see in PWS 1.5.1). Volume II - Price. The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. Volume III - Past Performance. Offerors shall provide a maximum of three (3) recent and relevant past efforts (as defined below) to demonstrate their ability to perform the proposed work. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted. If not, past performance references must include contract numbers, amount of contract award, point of contact with email address, telephone numbers, and a description of product/work performed under the contract. To be relevant, the effort must be similar in nature of work, size, magnitude, complexity, and scope of this procurement. To be recent, past performance is defined as not more than five years from the RFQ release date of this solicitation. Volume IV - VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. The offeror shall complete the provision VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. Offerors must list any/all subcontractors (and their size standard IAW NAICS 562998) if they will be utilized for this requirement AND what they will be performing. 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 I. Technical capability or quality offered to meet the Government requirement Factor II. Price Factor III. Past Performance Factor IV. Completion of VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. Evaluation Approach. The Government will evaluate proposals using the comparative evaluation process outlined in RFO 12.203(c), where proposals will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a proposal other than the lowest price that provides additional benefit(s). Proposals may exceed minimum requirements of the solicitation. The Government reserves the right to select a proposal 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 proposals. The evaluation will consider the following: Factor I. Technical capability or quality offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government's requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor II. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the service offered to the Government requirement, as stated in Factor 1, shall not be selected regardless of price. Factor III. Past Performance: The Government will evaluate on how well the offeror identified performance relates to the requirement procured under the PWS for this procurement to determine relevancy. How well the offeror performed on identified contracts shall be used to assess performance confidence. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance. The Government may use other methods to evaluate past performance, including but not limited to review of Contractor Performance Assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; interviews with Program Managers, Contracting Officers, and Fee Determining Officials; and as appropriate, the Defense Contract Management Agency (DCMA) Acquisition Information Repository, accessible through the Defense Technical Information Center website. Factor IV. Completion of Attachment - VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction: The Government will evaluate the responses an offeror makes to Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction for completeness. If an offeror fails to complete Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction, their quote will be determined ineligible for award. If offeror does not provide all volumes as outlined in RFO 52.212-1 Instructions, the offer may be considered non-responsive. Options: The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s). (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 are incorporated by reference: Applicable Number Title Source X 52.203-6 with Alt I Restrictions on Subcontractor Sales to the Government Statute 52.203-13 Contractor Code of Business Ethics and Conduct Statute X 52.203-17 Contractor Employee Whistleblower Rights Statute <!-- Additional clauses omitted for brevity --> Additional contract requirements or terms and conditions: 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses. (JAN 2023) (DEVIATION) <!-- Additional clauses 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 of these provisions or clauses are available on the Internet at the web sites provided in the provision at RFO 52.252-1, Solicitation Provisions Incorporated by Reference. Copies may also be obtained from the contracting officer. https://www.acquisition.gov/far-overhaul https://www.acquisition.gov/vaar The following RFO provisions are to be incorporated by reference: Applicable Number Title Source X 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions Statute <!-- Additional provisions omitted for brevity --> The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to Christopher.hollingsworth2@va.gov by 12:00pm ET, September 3, 2026. Name and email of the individual to contact for information regarding the solicitation: Chris Hollingsworth Christopher.Hollingsworth2@va.gov

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