J045--Grease Trap Cleaning and Maintenance Grand Junction, Colorado

Request for Quote (RFQ) #: 36C25926Q0252 Grease Trap Cleaning and Maintenance Services This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with Revolutionary FAR Overhaul (RFO) 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. SITE VISIT: A site visit is strongly encouraged to ensure accurate bid submissions. The site visit will occur at 3PM MST, March 5th, 2026. Please contact Ms. Anna Vizena via email, anna.vizena@va.gov, to confirm your company will be attending as well as to obtain the location details for the meeting. QUESTIONS: The deadline for all questions is 12:00pm MST, March 9th, 2026. All questions must be submitted in writing, via email, no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. QUOTES: Quotes are to be provided to stephanie.cahill@va.gov no later than 12:00pm MST, March 13th, 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 36C25926Q0252. 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 August 26th, 2025. The North American Industrial Classification System (NAICS) code for this procurement is 562998 with a business size standard of $16.5 million. This solicitation is 100% set-aside for small business concerns. List of Line Items; Line Item Description Qty Unit of Measure Unit Price Total Price 0001 Quarterly Inspection, Cleaning, and Maintenance of three (3) Facility Grease Traps (4/1/26 3/31/27) 4 JB $ $ 1001 Quarterly Inspection, Cleaning, and Maintenance of three (3) Facility Grease Traps (4/1/27 3/31/28) 4 JB 2001 Quarterly Inspection, Cleaning, and Maintenance of three (3) Facility Grease Traps (4/1/28 3/31/29) 4 JB 3001 Quarterly Inspection, Cleaning, and Maintenance of three (3) Facility Grease Traps (4/1/29 3/31/30) 4 JB 4001 Quarterly Inspection, Cleaning, and Maintenance of three (3) Facility Grease Traps (4/1/30 3/31/31) 4 JB Grand Total $ Description of Requirements for the Services to be acquired: *Cut sheets and specification sheets proving the offered products and services meets all testing specifications and requirements provided in the Statement of Work (SOW) must be included with the quote *Failure to meet the requirements listed in the SOW below will result in the offeror s quote not being considered for award. *Failure to provide the required documents or information (information documents, quote with accurate costs, estimated time for completion of project) by the quote deadline will result in the offeror s quote not being considered for award. STATEMENT OF WORK: Grease Trap Cleaning, Inspection, and Maintenance Services Purpose The Grand Junction VA Medical Center located at 2121 North Ave, Grand Junction CO, 81501 has a requirement for grease trap cleaning and maintenance services. Objectives The contractor shall complete all maintenance, cleaning, and inspections to maintain the reliability and eliminate any unplanned downtime. The Contractor shall transport and dispose of the waste collected from the grease interceptors in accordance with all applicable laws and regulations. Scope of Work The contractor shall provide all labor, supervision, materials, tools, and equipment necessary to remove and properly dispose of non-hazardous oil, grease, sludge, and solids from grease traps listed in Table A. The contractor shall transport and dispose of all waste in accordance with all applicable laws, ordinances, and regulations. They must demonstrate industry expertise necessary to complete the service requirements listed in Section 4. Mandatory Tasks and Deliverables. Table A: Grease Interceptor Capacity and Locations Grease Interceptor Manufacturer Model # Interceptor Capacity Flow Rate Location   Water (gal) Grease (Lbs.) Gallon per minute (GPM)  Zurn GT2701-20-3NH 15 40 20 Building 1, room 3214 Endura Lo Pro 3924A02LO 18.9 50 25 Building 1, room 1229 Endura Lo Pro 3924A02LO 18.9 50 25 Building 1, room 3219 Mandatory Tasks and Deliverables Contractor shall provide cleaning and inspection of the grease traps listed in Attachment A, per the manufacturer s requirements and the quarterly schedule below: April 15th +/-14 calendar days July 15th +/-14 calendar days October 15th +/-14 calendar days January 15th +/-14 calendar days Deliverables The Contractor shall remove all waste and grease buildup from the trap, walls, and all associated equipment within the traps. The entire grease traps shall be flushed down with water and any remaining residue removed from the traps. Contractor shall clean and clear any obstructions in the inlet/outlet pipes to ensure unrestricted flow. Contractor shall inspect and secure all fittings and parts associated with the operation of the grease trap. Contractor shall be responsible for clean up around the trap(s) area as necessary from the act of cleanout. Contractor shall transport and dispose of all materials removed from grease traps in accordance with Federal, State and local laws, regulations, and guidelines. The contractor shall supply and affix an adhesive label including date of service, name of technician completing service, and date next service is due. Within 10 calendar days following service, the contractor shall provide to the COR a written service report including all maintenance activities, all deficiencies identified, all test results, all parts cleaned, repaired, and calibrated. The service report shall identify the weight of material removed during the service, the weight and volume of disposed material and the name, location, and waste facility certification number of the facility receiving the waste. Period of Performance The period of performance shall be: Base year: 4/1/2026 3/31/2027 Option Year #1: 4/1/2027 3/31/2028 Option Year #2: 4/1/2028 3/31/2029 Option Year #3: 4/1/2029 3/31/2030 Option Year #4: 4/1/2030 3/31/2031 The contractor shall coordinate with the COR to schedule the services outlined in Section 4. Contractor s working hours for this contract shall be 1830-2030 MST, Monday through Friday. Contractor shall notify the COR at least 30 calendar days in advance to schedule the work. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility. There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Additional days which are deemed federal holidays by the Government during this contract period shall also be observed. Under current definitions, five are set by date: New Year s Day January 1 Juneteenth June 19 Independence Day July 4 Veteran s Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King Day Third Monday in January Washington s Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Key Personnel Certain skilled experience professionals and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as Key personnel . Domain Knowledge The Contractor and key personnel shall conform to the latest versions of the VHA Directives as well as applicable Federal laws, ordinances, and regulations. Contractor Qualifications Contractor personnel dispatched to provide services shall possess necessary skills, experience, and education required to clean industrial grease traps. All maintenance services shall be applicable with OSHA safety standards. Contractor shall use an EPA authorized disposal facility for the disposal of all waste material removed from the facility. Contractor and Government Responsibilities Contractor Responsibility Contractor shall furnish personnel, supervision, knowledge, professional expertise, tools, materials, equipment, and quality control to complete the Mandatory Tasks and Deliverables of this SOW. The items necessary to perform work as required under this contract shall be furnished, maintained, and operated by the contractor and shall be consistent and fully compliant with all applicable Federal laws, ordinances, and regulations. The Contractor and key personnel shall be responsible for the cost of repair or replacement of any damage to the WCHCS structures or equipment caused by the Contractor or key personnel. The contractor shall provide a minimum of 15 business days notice prior to the commencement of work. Key personnel shall sign in and sign out at Building 8 and obtain the required badge to be worn while working on campus. Key personnel will communicate progress of the work with the COR while on-station. Contact information for key personnel shall be provided to the COR. Formal Acceptance or Rejection of Deliverables If deficiencies were discovered and are not covered by this service contract, Contractor shall provide a written (email) detailed description of deficiencies discovered and a proposal to correct the deficiency, including a description of the timeline, labor, and cost of materials. The COR shall have 10 business days to review the proposal and make a recommendation to the CO regarding accepting or declining the offered correction. The CO shall review and determine if change order will be accepted and issue a contract modification. Security Privacy Requirements The C&A requirements do not apply, and a Security Accreditation Package is not required. Records Management Obligations Applicability: This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, regardless of the medium in which the record exists. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: includes Department of Veterans Affairs records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract. may include deliverables and documentation associated with deliverables. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Department of Veterans Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veterans Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs -provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Services and acceptance are to be F.O.B Destination (RFO 52.247-34) at: Grand Junction VA Medical Center 2121 North Ave., Grand Junction, Colorado 81501 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 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. ADDENDUM to RFO 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Submission of quote shall include the following volumes: (I) Technical capability or quality of the services offered to meet the Government requirement and (II) Price Volume I - Technical capability or quality of the services offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the services to be provided meet or exceed the requirements included in the SOW specified in this solicitation. Volume II Price Price - The offeror shall complete the …