Propane Supplies Deliveries Saratoga National Cemetery   2

GENERAL INFORMATION: Document Type: Combined Synopsis Solicitation (Tiered Evaluation) Solicitation Number: 36C78626Q0084 Post Date: JULY 17, 2026 Original Response Date: JULY 27, 2026, at 10:00AM EST Applicable NAICS: 325120 Industrial Gas Manufacturing Classification Code: 9130 Liquid Propellants and Fuels, Petroleum Base Set Aside Type: Service-Disabled Veteran Owned Small Business (SDVOSB) Period of Performance: One Year After Date of Award. Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172 Place of Performance: Saratoga National Cemetery 200 Duell Rd Schuylerville, NY. 12871 Attachments: A. Statement of Work (SOW) B. Schedule C. Past Performance Questionnaire This is a combined synopsis/solicitation for commercial products prepared in accordance with FAR Part 12 Overhaul. This announcement constitutes the only solicitation. Quoters are being requested and a separate written solicitation will not be issued. Solicitation number 36C78626Q0084 is issued as a Request for quotation (RFQ) to provide Propane Delivery Services at the Saratoga National Cemetery (SNC). This acquisition is set-aside for Small Businesses (SB), (SDVOSB, VOSB, and SB) under NACIS code 325120. The Business Size Standard is 1,200 Employees. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. Quoters are responsible for obtaining all amendments or additional information concerning this announcement at Sam.gov. Site Visit. Quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit/inspection of Saratoga National Cemetery, located at 200 Duell Rd, Schuylerville, NY. 12871 you must contact one of the following Cemetery Staff to make arrangements: William Lamb, Cemetery Director (518) 581-9128 Willard Nelson, COR (518) 581-9128 Josh Gilheany, Admin Officer (518) 581-9128 Propane Delivery location(s) will be provided by Cemetery Staff. Site Visit will be on Wednesday, July 22nd, 2026, at 10:00AM EST and will not be rescheduled. Solicitation Questions. All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than Thursday, July 23rd, 2026, close of business at 4:30PM EST. Questions pertaining to this announcement shall be sent by email to: Hugh O Neil at Hugh.Oneil@va.gov and Jose Roman at Joselito.Roman@va.gov. Telephone inquiries will not be accepted. Associated answers to questions submitted will be provided via a solicitation amendment. Should an amendment not be endorsed by the interested Quoters, the proposal will be considered Non-Responsive. Instructions to Quoters. Quoters MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the Quoters being considered Non-Responsive. Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with https://search.certifications.sba.gov/. Failure to comply will result in the Quoters being considered Non-Responsive. Response time. Quotes will only be considered from Quoters who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish the supplies and services required under this contract. Quoters will only be accepted electronically via email to Hugh O Neil (Contracting Specialist) at Hugh.ONeil@va.gov and cc Jose Roman Joselito.Roman@va.gov (Contracting Officer) no later than July 27th, 2026, at 10:00AM EST Eastern Standard Time (EST). Responses to this announcement will result in a Firm Fixed Priced (FFP) Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. TIERED EVALUATION: This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127. TIERED EVALUATION CONCERNS: This solicitation is being issued as a tiered evaluation with the following tiers, that follow the same order of precedence: (1) SDVOSB concerns, (2) VOSB concerns, (3) small business with HUBZone small business concerns and 8(a) participants having priority. If award cannot be made, the solicitation will be cancelled, and the requirement resolicited. Quoters Submittal. Quoters shall submit Volume A and Volume B. This is for Propane Delivery Services provided the request is authorized by the Contracting Specialist (CS), or Contracting Officer (CO) administering this acquisition. An email request must be submitted on time, prior to the solicitation s closing date for this to be approved. Each Volume will be identified as follows: Company s information (Volume A) Pricing (Volume B) Quoters shall include only one copy of each Volume in their submittal. The subject header shall be titled Propane Delivery Services at the Saratoga National Cemetery (SNC) and shall include the 36C78626Q0084. Quoters must ensure that they have a read and delivery receipt on their email to provide proof if necessary. Failure to notify the Contracting Officer of such issues may constitute the submittal as Non-Responsive. Evaluation. Quotes will be evaluated using FAR Part 12 Overhaul procedures and in accordance with the Addendum to FAR 52.212-2. The Government will award a single contract resulting from this Combined Synopsis/Solicitation to the responsible quote with the Lowest Price Technically Acceptable quote. This means that the Quoter with the lowest evaluation price, meeting or exceeding the acceptability standards for non-price factors will receive the award. The lowest price quote will be sent for technical review and if found technically acceptable, award will be made to that Quoter, as long as the Quoter can be determined responsible. If the Lowest priced quote is not found technically acceptable, then the next level quote will be sent for technical review. This process will continue until a quotation is found technically acceptable. Supplies Or Services & Prices / Costs PRICE SCHEDULE: Contractor shall furnish all personnel, supervision, transportation, equipment, supplies and materials necessary to provide Propane Delivery Services at the Saratoga National Cemetery located at 200 Duell Rd. Schuylerville NY 12871. The contract term shall be for twelve (12) month Base Year. All work shall be performed in strict accordance with specifications, schedules, terms and conditions of the contract. GENERAL REQUIREMENTS BASE PERIOD September 15, 2026, thru September 14, 2027 CLIN Description Est Qty Unit Unit Cost Total Cost 0001 Contractor shall furnish all supervision, labor, equipment, supplies, and materials necessary to provide propane and fill cemetery propane tanks as needed in accordance with all contract terms, conditions, and specifications 10000 Gallon $ $ SUMMARY GRAND TOTALS BASE PERIOD $ (End of Price Schedule) Description / Specifications / Work Statement Background The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our nation. National cemeteries are national shrines. The standards of maintenance & appearance at this cemetery must reflect this nation's concern for those interred there. Because of the special significance, it receives from the public, strict adherence to contract specifications, terms and condition is essential. SCOPE The Contractor shall furnish all personnel, supervision, transportation, two-1,000-gallon propane tanks with cellular monitoring service, as well as cellular monitoring device for Cemetery owned 1,000-gallon propane tank, supplies and materials necessary to provide / deliver propane at the Saratoga National Cemetery 200 Duell Rd, Schuylerville NY 12871 between 8:30AM and 4:00PM. Propane Delivery Services include the contractor filling 2-1,000-gallon tanks that are contractor owned and 1 cemetery owned propane tank also with cellular monitoring service. Average amount of propane delivered to the cemetery through the year is 10,000 gallons but this number may fluctuate due to winter weather. Contractor will follow all applicable local, state, and federal safety guidelines when delivering and filling cemetery propane tanks. Contract Management Contracting Officer: Administration of this contract will be by the Contracting Officer (CO), National Cemetery Administration, Department of Veterans Affairs, Contracting Services, 18434 Joplin Road, Triangle, VA 22172. COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer s Representative (COR). The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer. Standards Of Conduct The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor personnel shall adhere to the following standards of dress and conduct while performing work in Saratoga National Cemetery: Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the Contracting Officer to initiate immediate removal of Contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance. Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be fully compliant with applicable OSHA, Federal, State, County and local ordinance laws & regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards. Contractor personnel appearance and conduct be always professional and unobtrusive. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel. Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall be always, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as any garments which display a message or slogan affixed thereon. It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery. Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law and will not be tolerated. Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged because of actions by Contractor personnel. There is no limitation on the Contractor s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims. Use Of Cemetery Facilities The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided The Contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals and cleaning solutions used in performance of this contract. A valid driver s is required to drive on Cemetery grounds. Safety & Security The Contractor shall, at all times, exercise care and caution in performing the duties described in the statement of work so as not cause injury to themselves or other persons. The Contractor shall perform the assigned task and duties in a safe manner in accordance with the Department of Veterans Affairs and The Occupational Safety and Health Administration regulations and policies. The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York. Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted. Federal Holidays All work required under this contract will be performed during normal cemetery hours of operation. With the exception of the holidays listed above, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays: January New Year s Day September Labor Day January Martin Luther King s Birthday October Columbus Day February President s Day November Veterans Day May Memorial Day November Thanksgiving Day June Juneteenth Day July 4th of July December Christmas Day (End of Work Statement) Additional or special requirements examples: Company Information (Volume A). The following information shall be included in Volume A: Legal Business/Company Name (as listed in www.sam.gov). Should Legal Business/Company Name not coincide with what is listed in the Government s website www.sam.gov , the Interested Quoters will be considered non-responsive. Complete Company Address (No P.O. Boxes). Should an Interested Quoters submit the Company s address as a P.O. Box, the Interested Quoters will be considered non-responsive. SAM Unique Entity Identification (UEI). Company s Point of Contract Name and Title Telephone Number Email Address. Failure to provide POC, telephone number and email address will result in the Interested Quoters being considered non-responsive. Solicitation Amendments acknowledgement. Quoters will acknowledge all amendments by either providing a signed copy of the Amendment(s) or by filling out page 4. Titled ACKNOWLEDGMENT OF AMENDMENTS. Failure to acknowledge all subsequent Amendments will result in the Interested Quoters being considered non-responsive. One (1) Copy of completed FAR Clause 52.223-3 Hazardous Material Identification and Material Safety Data (if applicable). Pricing (Volume B). Price will be evaluated based on price analysis techniques that ensure prices are fair and reasonable. Price reasonableness will be based on competitive quotations or Quoters. Fair and reasonable price describes the price that a prudent businessperson would pay for services under competitive market conditions, given a reasonable knowledge of the marketplace. Quoters will submit a pricing schedule utilizing Excel spreadsheet. The spreadsheet will provide pricing for the base year and subsequent option years. Solicitation Provisions and Contract Clauses 52.212-1 Instructions to Quoters-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017) 52.204-7 System for Award Management Registration (NOV 2024) (DEVIATION NOV 2025) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) 52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025) 52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025) 52.222-54 Employment Eligibility Verification. (JAN 2025) (DEVIATION NOV 2025) 52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025) 52.222-90 Addressing DEI Discrimination by Federal Contractors (APR 2026) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025) 52.240-91 Security Prohibitions and Exclusions. (DEVIATION NOV 2025) 52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025) 52.216-1 Type of Contract (APR 1984) (DEVIATION NOV 2025) The Government contemplates award of an IDIQ contract resulting from this solicitation. (End of provision) 52.216-18 Ordering (AUG 2020) a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from base year or option year start date through 365 days. All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control. A delivery order or task order is considered "issued" when If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail; If sent by fax, the Government transmits the order to the Contractor's fax number; or If sent electronically, the Government either Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or Distributes the delivery order or task order via email to the Contractor's email address. Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract. (End of clause) 52.216-19 Order Limitations (OCT 1995) a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $5000 the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. Maximum order. The Contractor is not obligated to honor- Any order for a single item in excess of the executed IDIQ contract. Any order for a combination of items in excess of executed IDIQ contract; or A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section. If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section. Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 3 days after issuance, with written notice stating the Contractor s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. (End of clause) 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 prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of clause) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 365 days. (End of clause) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.229-3 Federal, State, and Local Taxes (FEB 2013) (DEVIATION SEP 2025 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) Funds are not presently available for performance under this contract beyond September 30, 2026. The Government s obligation to the performance of this contract beyond that date is contingent upon the availability of appropriate funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30,2026. until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of clause) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984) 52.237-3 Continuity of Services (JAN 1991) 52.252-6 Authorized Deviations in Clauses (NOV 2020) As prescribed in 52.107(f), insert the following clause in solicitations and contracts that include any FAR or supplemental clause with an authorized deviation. Whenever any FAR or supplemental clause is used with an authorized deviation, the contracting officer shall identify it by the same number, title, and date assigned to the clause when it is used without deviation, include regulation name for any supplemental clause, except that the contracting officer shall insert "(DEVIATION)" after the date of the clause. Authorized Deviations in Clauses (Nov 2020) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause. The use in this solicitation or contract of any (48 CFR CHAPTER 8) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of clause) VAAR Provisions Provisions 852.209-70 Organizational Conflicts of Interest (OCT 2020) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008 VAAR Clauses 852.201-70 Contracting Officer s Representative (DEC 2022) 852.203-70 Commercial Advertising (MAY 2018) 852.211-72 Technical Industry Standards (NOV 2018) 852.216-75 Economic Price Adjustment Clause Fuel Surcharge (NOV 2021) 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023) (DEVIATION) 852.222-71 Compliance with Executive Order 13899(DEVIATION)(APR 2025) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-74 Nondiscrimination in Service Delivery (OCT 2019) 852.237-75 Key Personnel (OCT 2019) 852.242-71 Administrative Contracting Officer (OCT 2020) 852.247-71 Delivery Location (OCT 2018)