This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, 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. Solicitation number 36C25721Q1387 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular. SET-ASIDE: This requirement is a 100% Service Disabled Veteran Owned Small Business (SDVOSB) set aside. In order to be eligible for award an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids.
NAICS Code: 811219 and Size Standard is $22M.
Introduction: The Government intends to award a firm fixed price contract based on this solicitation.
Description of Services: Instrument Maintenance and Service
Place(s) of Performance:
West Texas VA Health Care System
300 Veterans Blvd
Big Spring, TX 79720
Type of Contract: A Firm Fixed Price
Period of Performance: Base Period: 12/1/2021-11/30/22
Option Year 1: 12/1/22-11/30/23
Option Year 2: 12/1/23-11/30/24
Option Year 3: 12/1/24-11/30/25
Option Year 4: 12/1/25-11/30/26
Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance with FAR 13.106-2 Evaluation of Quotes.
Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Offeror quotes shall be evaluated under FAR 13.106-2(b)(3) Comparative Evaluation. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. 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 obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory.
The Government will issue a contract to the responsible offeror whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.
The Government shall award a contract resulting from this solicitation. The following factors shall be used to evaluate offers:Ã‚Â
Vendor is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).
Vendor must be registered in SAM with applicable NAICS code by the close of solicitation.
Technical: The Government will evaluate the offerors provided capability statement. The offeror shall provide sufficient evidence that they possess adequate resources, technical capability, experience, responsibility and integrity to comply with the requirements of the Statement of Work. Information provided should be specific and provide sufficient information to demonstrate the offeror s capacity to satisfactorily perform the tasks outlined in the SOW to include certifications and adherence to industry standards. All quotes received without this documentation will not be considered.
Responses must also include the following information:
Provide proof of ability to complete the workload as described in 2.11 of the SOW.
Provide proof of past performance (provide two commercial contracts you have performed this type of service on in the last 5 years or of the company that will be performing the services.
If you will not be performing the service, you must provide information on the company or companies you intend to use.
Past Performance: Offeror may submit up to three references from a firm or agency in which your company has provided the same or similar type of services described in the SOW. Each reference must represent services that are on-going or that you ve provided in the past five years. Include the name, address, telephone number and email address of the point of contact.
Past performance information may be obtained from any sources available to the Government to include, but not limited to, Contract Performance Assessment Reporting System (CPARS), System for Award Management (SAM), other databases; interviews with Program Managers, customers, and Contracting Officers.
Price: Price will be evaluated independently of the non-price factors. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise such options.
West Texas VA Health Care System (WTVAHCS)
Statement of Work
The VHA Directive 1116(2), Sterile Processing Service (SPS) states SPS must have a systematic plan to assess and retire malfunctioning instrumentation by utilizing a company or intra-facility service that is certified to do so. Currently, West Texas VA Health Care System (WTVAHCS) 300 Veterans Blvd, Big Spring, TX 79720 does not have the knowledge and training to inspect, sharpen, repair, and lubricate instruments. The goal is to acquire a service contract that will complete these services so that the instrumentation used by WTVAHCS providers will be maintained in good working condition to enhance positive patient outcomes during ambulatory and surgical procedures. The instruments that will require services are Dental and Ophthalmology and are contained in Attachment A-Instrument List.
2. SPECIFIC REQUIREMENTS:
2.1 The contractor shall perform services on-site. Instruments/Cassettes will be retrieved by the contractor for inspection, sharpening, repair, and lubrication from SPS and returned on the same day.
2.2 The Contractor will coordinate with the Contracting Officer s Representative (COR) regarding the dates of on-site visits, arrival time, and otherwise work with the COR to ensure compliance with the terms and conditions of the contract. Upon arrival to the Sterile Processing Service, the contractor will be required to contact the COR and/or SPS Chief.
2.3 Site-visits will occur quarterly during the month of October, January, April, July or any other designated month within the quarter if approved by the COR or SPS Chief.
2.4 The contractor shall allow for offsite repairs outside of the quarterly visits.
2.5 The contractor shall incur all travel costs for the site-visits.
2.6 In the event an instrument has extensive damage and cannot be repaired on-site, the contracting officer representative or designee must approve off-site repairs. If approved, the contractor will return the repaired instrument within 3 business days with a description of the repair. In addition, contractor will return any unrepairable instruments. Postage will be paid by the contractor.
2.7 Under no circumstances will the contractor retain VA property.
2.8 All instruments/cassettes will be repaired using new, medical grade parts.
2.9 Before and after photos will be taken by the contractor of any instrument in need of repair or deemed unable to repair.
2.10 Contractor will provide documentation with the following information upon completion of site-visit:
Name of all Instruments being inspected/repaired/unrepairable
Total number of instruments/cassettes serviced during site-visit
Instrument Cassette Identification Number
Tray Identification Number (cassette must be serviced as a unit rather than individually)
Note if sharpened
Note if repaired
Note if lubricated
Note if taken off site for repair
Note if instrument is deemed beyond useful life
Note if instrument is unrepairable
Maintain a detailed history of any repaired instruments/cassette
Allow for offsite repairs outside of the quarterly visits
2.11 On-site visit workload will be a minimum of 1200 instruments/cassettes to a maximum of 1500 instruments/cassettes during the quarterly visit with the understanding that various instruments/cassettes may need to be taken by the vendor for off-site repair.
3.0 REQUIREMENTS OF CONTRACTOR STAFF:
3.1 Contractor takes all responsibility of their staff while on WTVAHCS property. Contractor staff will be escorted in all restricted areas of SPS.
3.2 Contractor ensures staff adhere to WTVAHCS mask policy.
4.0 QUALIFICATIONS OF CONTRACTOR:
Contractor must be ISO 9001: 2015 Certified. Contractor services shall be performed by trained and qualified personnel and performed in accordance with original equipment manufacturer s guidelines.
5.0 MATERIALS REQUIRED TO BE FURNISHED BY CONTRACTOR:
5.1 The Contractor shall furnish all supplies, labor, materials, and equipment necessary for this service. No Government property will be provided.
5.2 Contractor is responsible for clean-up and removal of all trash and debris created during installation or maintaining system.
5.3 Contractor is responsible for any damage to property whether personal, private, or government owned.
5.4 Contractor is responsible for actions of their workers.
5.5 Contractor will provide all safety equipment and Personal Protective Equipment for their employees when outside of the SPS areas.
6.0 PERIOD OF PERFORMANCE:
The period of performance shall be one base year with four option years.
7.0 COVERAGE HOURS/HOLIDAYS:
7.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m. excluding federal holidays. All service/repairs will be performed during these hours unless requested or approved by COR or designee. WTVAHCS Infection Preventionist and/or Safety Officer will provide Risk Assessment and guidance for working in hospital areas that is required to be followed.
7.2 Federal Holidays observed by Veterans Health Administration are: New Years Day, Labor Day, Martin Luther King Day, Columbus Day, Presidents’ Day, Veterans’ Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day and Juneteenth.
8.0 PHYSICAL SECURITY:
8.1 The Contractors will be issued visible identification (ID) badges by the VA Police Service. The ID badge will be worn at all times while on VA property. The ID badge must always be worn above the waist, in front, with the face of the card visible. It is the responsibility of the contracting officer representative or designee to verify that the vendor has a temporary identification badge. If not, they are to be escorted to the VA Police and Security office. Once issued a temporary identification badge, the contractor will be escorted by the contracting officer representative or designee to SPS.
8.2 Contractor s mobile unit/van shall be properly labeled with the company logo and registered with the VA Police Department and park in designated areas for service. Information on parking is available from the VA Police Service. The WTVAHCS will not validate or make reimbursements for parking violations to the Contractor under any conditions.
8.3 Use of tobacco products is prohibited in VA property.
8.4 Possession of weapons, illegal drugs and alcohol is prohibited.
9.0 POINTS OF CONTACT:
Sintia Sheets, SPS Chief, email@example.com, 432-263-7361 Ext. 7562
Donna Payne, SPS Assistant Chief, firstname.lastname@example.org, 432-263-7361 Ext. 7495
Sara Marlow, AO Nursing Service-Extended Care, email@example.com 432-263-7361 Ext. 7020
10. INFORMATION AND PRIVACY:
10.1 Information System Officer, Information Protection: The contractor will not have access to VA Desktop computers. They will not have access to online resources belonging to the VA or the U.S. Government.
10.2 Privacy Officer: The Contractor will not have access to protected Patient Health Information (PHI) nor will they have capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage device will remain in VA control and will not be removed from VA custody. All research data available for Contractor analysis is de-identified.
11. RECORDS MANAGER:
11.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
11.2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
11.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
11.4 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 by the Freedom of Information Act.
11.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
11.6 The Government Agency owns the rights to all data/records produced as part of this contract.
11.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
11.8 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
11.9 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
QUOTE/OFFER SHOULD BE BROKEN DOWN AS FOLLOWS:
DESCRIPTION OF SUPPLIES/SERVICES
Instrument Maintenance Service
Contract Period: Base
POP Begin: 12-01-2021
POP End: 11-30-2022
Instrument Maintenance Service
Contract Period: Option 1
POP Begin: 12-01-2022
POP End: 11-30-2023
Instrument Maintenance Service
Contract Period: Option 2
POP Begin: 12-01-2023
POP End: 11-30-2024
Instrument Maintenance Service
Contract Period: Option 3
POP Begin: 12-01-2024
POP End: 11-30-2025
Instrument Maintenance Service
Contract Period: Option 4
POP Begin: 12-01-2025
POP End: 11-30-2026
The following clauses apply to this solicitation:
52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (OCT 2018)
ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS
Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.
The following clauses are incorporated into 52.212-4 as an addendum to this contract:
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 30 days.
(End of Clause)
52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)
(a) 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.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.
(End of Clause)
VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)
852.219 10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.
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):
(End of Clause)
SYSTEM FOR AWARD MANAGEMENT MAINTENANCE
COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE
AVAILABILITY OF FUNDS
PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS
GRAY MARKET AND COUNTERFEIT ITEMS
LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE
(End of Addendum to 52.212-4)
52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (JAN 2021) (JUL 2020) (DEVIATION)
52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (MAR 2020) (15 U.S.C. 657f).
52.222-50, Combating Trafficking in Persons (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627).
52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
52.232-33, Payment by Electronic Funds Transfer System for Award Management (Oct 2018) (31 U.S.C. 3332).
52.232-36, Payment by Third Party (MAY 2014) (31 U.S.C. 3332).
52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67).
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).
23465 – Laboratory/Shelter Mech
For Informational Purposes Only
52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014) (41 U.S.C. chapter 67).
52.222-55, Minimum Wages Under Executive Order 13658 (NOV 2020).
52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706).
The following provisions and apply to this solicitation:
52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS (JUL 2021)
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS
Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.
The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:
52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
(End of Provision)
SYSTEM FOR AWARD MANAGEMENT
COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING
REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT
OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS
SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS):
The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm’s DUNS# and ORCA document in SAM at www.sam.gov.Ã‚Â Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
Questions must be received no later than Monday September 27th, 4:00 PM CST. Quotes must be received no later than Friday October 1, 2021, 4:00 PM CST. Email your quote to firstname.lastname@example.org. The subject line should specify 36C25721Q1387 Instrument Maintenance and Service. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Offers received after the exact time specified above are considered late and may at the discretion of the Contracting Officer be considered if the action would not unduly delay the acquisition or are deemed to be in the best interest of the Government.