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Waste Oil Heater Annual Service (VA-19-00071389)

New York, United States
Government : Federal
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General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
Posted Date:
Original Response Date:
Current Response Date:
Product or Service Code:
J045 Maintenance, Repair and Rebuilding of Equipment: Plumbing, Heating, and Waste Disposal Equipment.
Set Aside (SDVOSB/VOSB):
Total Small Business
811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance.

Contracting Office Address
Department of Veterans Affairs
Network Contracting Office 2
2875 Union Rd Suite 3500
Cheektowaga, NY 14227


This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 13, Simplified Acquisition Procedures , as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2019-02.

This procurement is being issued as a Total Small Business set-aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $8.0 million.

VA New Jersey Healthcare System at Lyons Campus is currently seeking annual service and emergency response service for a LANAIR MXD200 waste oil heater.

Statement of Work


The VA New Jersey Healthcare System at Lyons Campus is seeking an annual service which includes one monthly maintenance service and inspection of a model MXD200 waste oil heater manufactured by LANAIR Products LLC. This heater is the only source of heat for the grounds garage and must be maintained in accordance with the manufacture s MX Series Heater Service / Maintenance Schedule to ensure peak performance and operation during the winter months. This unit primarily burns clean #2 fuel oil and used motor oil. An emergency response service is also required.

Place of Performance:

VA New Jersey Healthcare System
Lyons Campus
151 Knollcroft Road
Lyons, New Jersey 07939

Personnel Qualifications:

All work shall be performed by competent personnel, experienced and qualified to work on waste oil heaters. Contractor shall provide certification that they are trained on this system or another commercial brand that has similar size and output.

Scope of Work:

The contractor shall furnish all labor, materials, supplies, equipment and transportation necessary to accomplish one monthly and one annual maintenance service done concurrently as one service during the seasonal shutdown. The heater will be locked out prior to commencement of any work. As part of the annual maintenance, one monthly service must be completed first, then finish the annual service IAW the Manufacture s Section 13 (Service/Maintenance Schedule) of the MXD Series 200 Waste Oil Heater Installation and Operating Instructions. The service maintenance service shall be performed only once per year. The tasks are outlined below and must be used along with the manual for more detailed explanations and procedures.

TASK 1: Provide One Monthly Service

Check combustion chamber and heat exchanger. Clean if necessary. Inspect fire brick. Note: Follow manufacture s recommendations on using proper personnel protective clothing, eye, face and breathing protection. Clean the chimney, chimney connector and barometric damper. Clean pump strainer, suction line strainer and pick-up tube strainer. Note: Always prime pump after cleaning strainers. Check for dirt build-up on the combustion blower wheel. The wheel must be kept clean.

TASK 2: Provide One Annual Service

Flip air/fuel pre-heater switch off. Shut off compressed air supply. Remove air/fuel pre-heater assembly. Dissemble and clean. Remove air turbulator and clean. Replace nozzle and quad ring. Replace ignitor. Adjust turbulator. Lubricate all motors following specifications on the motor rating plate. Clean fuel pump strainer. Drain and clean fuel supply tank. Clean combustion blower, axial fan blades and fan cage. Note: Some new parts and or kits may be required for this annual service especially for the oil and air preheater assemblies. The cost of these parts and kits shall be included in the contract pricing and not considered an additional charge.

TASK 3: Provide Emergency Response Service

For any unseeable or unknown causes that prevent functioning or stoppage of the waste oil heater from operating normally; a qualified technician must be sent within 24 hours from the time and receipt of notification (call or email), to diagnose and recommend a list of emergency repairs to regain functioning of normal operation.

Possible Parts Required:

Part #9812 preheater assembly (tune-up for burner)
Part #3581 insulation kit (heat exchanger cleaning)
Part # s 32156 & 32156 strainer gaskets (cleaning filter)
Part #32423 pump strainer gasket (pump head cleaning)

Performance Period:

Working hours are from 7am-4:00 pm Monday-Friday except on federal holidays. The seasonal shutdown service schedule will be determined by either the Point of Contact (POC) or Contracting Officer Representative (COR) if one is appointed. It is expected the work will be completed within 2 working days plus time required for parts delivery not to exceed 5 business days.


The contractor is to check in with COR or VA Authorized Point of Contact or their representatives each day before starting work and again when work is done for the day. Upon completion ensure that all debris is cleaned up and removed from VA premises by contractor.
All systems are to be inspected, tested and verified for completion of work by a VA Contracting Officers Representative or VA Authorized Point of Contact.

Safety Requirements:

Contractor will follow all VA, OSHA, and EPA safety policies Lock Out and Tag Out (LOTO) is necessary on equipment and will be piggy backed off Lyons staff LOTO procedures. The COR or POC will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

Other Related Services (Not included in the scope of work):

Any services not expressly stated in this statement of work are not authorized. Repair vital to the continued functioning of the system may be added only after written modification from the Contracting Officer. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

The provision at FAR 52.212-2, Evaluation Commercial Items (Oct 2014), applies to this acquisition.

Award shall be made to the vendor whose quotation offers the Lowest Price Technically Acceptable (LPTA) to the government IAW FAR Subpart 13.106-1(a)(2). considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: (Factor 1) Technical Capability to meet or exceed the requirement, (Factor 2) Past Performance, and (Factor 3) Price.B B

Factor 1 - Technical Capability:

Contractor shall provide certification that they are trained on this system or another commercial brand that has similar size and output.

Contractor shall provide ability for the Emergency Response Service requirement.

Factor 2 - Past Performance:

The Offeror must demonstrate experience, within the past 5 years, providing waste oil
heater maintenance on a MXD200 or another commercial brand that has similar size and

Factor 3 Price:

Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis. All interested companies shall provide quotation(s) for the requested service that includes a cost breakdown for services to be performed, and a labor mix for personnel for the contracting officer to properly evaluate price reasonableness.

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers 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 using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).

Failure to provide the information requested in the evaluation criteria may result in package being found incomplete.

The provision at FAR 52.212-1, Instructions to Offerors Commercial Items (Oct 2018) applies to this acquisition.

All offers must reference:
Solicitation number for this requirement as 36C24220Q0039.
Name, address, and telephone number of offeror.
Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all of the technical evaluation sub-factors. Failure to address all of the sub-factors will result in your package being determined incomplete.
Terms of any express warranty.
Price. Price should be for all services detailed in this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete.
Acknowledgement of any solicitation amendments.
Past performance information.
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.

Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration.

The following provisions are included as addendum to FAR 52.212-1: Solicitation Provisions Incorporated by Reference (FEB 1998) (FAR) and (VAAR)
52.204-7 System for Award Management (Oct 2018)
52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at

The provision at FAR 52.212-3, Offerors Representations and Certifications Commercial Items (Oct 2018) applies to this acquisition.

The clause at FAR 52.212-4, Contract Terms and Conditions Commercial Items
(October 2018) applies to this acquisition.

The clause at FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) applies to this acquisition.

The clause at FAR 52.219-6, Notice of Total Small Business Set-Aside 52.219-6 (Deviation 2019-01) applies to this acquisition.

The clause at VAAR 852.211-70, Equipment Operation and Maintenance Manuals (NOV 2018) applies to this acquisition.

The clause at VAAR 852.237-70, Contractor Responsibilities (APR 1984) applies to this acquisition.

The clause at VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) applies to this acquisition.

The clause at VAAR 852.270-1, Representatives of Contracting Officers (JAN 2008) applies to this acquisition.

52.252-2 Clauses Incorporated by Reference (FEB 1998) (FAR) and (VAAR)

The following clauses are included as Addendum to FAR 52.212-4:
52.204-13 System for Award Management Maintenance (Oct 2018)
52.204-18 Commercial and Government Entity Code Maintenance (Jul 2016)
52.217-8 Option to Extend Services (Nov 1999)
52.232-18 Availability of Funds (Apr 1984)
52.232-40 Providing Accelerated Payments to Small Business
Subcontractors (Dec 2013)
852.203-70 Commercial Advertising (May 2008)

The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (May 2019) applies to this acquisition.

The following clauses are included as addendum to FAR 52.212-5:
52.219-6 Notice of Total Small Business Set-Aside (Nov 2011)
52.219-28 Post Award Small Business Program Rerepresentation (Jul 2013)
52.222-3 Convict Labor (June 2003)
52.222-21 Prohibition of Segregated Facilities (Apr 2015)
52.222-26 Equal Opportunity (Sep 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014)
52.222-50 Combating Trafficking in Persons (Jan 2019)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging
While Driving (Aug 2011)
52.225-1 Buy American Supplies (May 2014)
52.225-13 Restrictions on Certain Foreign Purchases (June 2008)
52.232-33 Payment by Electronic Funds Transfer-System for Award
Management (Oct 2018)
52.222-41 Service Contract Labor Standards (Aug 2018)
52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014)
52.222-55 Minimum Wages Under Executive Order 13658 (Dec 2015)
52.222-62 Paid Sick Leave Under Executive Order 13706 (Jan 2017)

The full text of FAR provisions or clauses may be accessed electronically at

This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

Submission of quotes shall be received not later than 10/27/2019 4:00 PM EST. Only electronic submission will be accepted via email at Solicitation questions should be submitted no later than 10/23/2019 4:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, at

Point of Contact:
Jacob Burg
Contracting Officer

See attached document: Wage Determination Somerset County.


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