36C249-19-AP-0454 VISN 9 Endo Reporting - TVH / MEM / MOU
Page 3 of 19 Combined Synopsis Solicitation General Information Document Type: Combined Solicitation/Synopsis RFQ Number: 36C24919Q0090 Posted Date: 02/06/2019 Response Date: 02/27/2019 @ 8:00 AM CST Classification Code: 7030 Set Aside: Total Small Business NAICS Code: 511210 Contracting Office Address Network Contracting Office 9 ATTN: Cheri Burton-Crutcher Department of Veterans Affairs Contracting Office, 4th floor 1639 Medical Center Parkway Murfreesboro, TN 37129 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 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. This is a request for quotations (RFQ). The quote document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-101 / 26 October 2018. The associated North American Industrial Classification System (NAICS) code for this procurement is 511210, with a small business size standard of $ 38.5 Million. Pursuant to FAR 13.5, 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 Network Contracting Office 9 is seeking a vendor that will provideA the necessary requirement to the VISN 9 Tennessee Valley Healthcare System, Nashville, Tennessee 37212. All questions regarding this RFQ must be in writing and may be sent by e mail to Cheri.Burton-Crutcher@va.gov Questions must be received no later than March 20, 2019 at 2:00 PM CST. No further questions will be accepted after that date and time. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer. All interested companies shall provide a brand name or equal quotation for the following: 1.A A All Offers and responses must be submitted electronically 2.A A Brand Name or Equal 3.A Requesting Service will review submitted quotes as Technical experts to determine if technically acceptable. 4.A Quotes will not be accepted after 2/27/2019. 5. At this time frame, no extension on closing date. 6. Also your quote must list your DUNS number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a DUNS number or CAGE code, please visit www.sam.gov. Lack of registration in the SAM database will make an offeror ineligible for award. PER THE STATEMENT OF WORK, DELIVERIES WILL BE MADE AT MULTIPLE LOCATIONS TO INCLUDE THE FOLLWING: JAMES H. QUILLEN VA MEDICAL CENTER 809 LAMONT ST MOUNTAIN HOME, TN 37684 MEMPHIS VA MEDICAL CENTER 1030 JEFFERSON AVENUE MEMPHIS, TN 38104 TENNESSEE VALLEY NASHVILLE VA MEDICAL CENTER 1310 24TH AVENUE SOUTH NASHVILLE, TN 37212 ALL DELIVERIES WILL BE MADE FOB DESTINATION. To be responsive and thereby considered, all suggested items must conform to the OEM s requirements for the equipment already in use, must be authorized for use by the OEM, and must not otherwise negate the Government s rights to warranty, service or maintenance by the OEM or other duly authorized entities. The burden of proof of such is the responsibility of the respondent. QUOTE FORMAT AND EVALUATION CRITERIA Offerors shall complete the below pricing schedule. Not completing the pricing will result in nonresponsive quote. Price will be evaluated based on the lowest summary price. Offerors shall provide only one quote. Quote should be emailed to cheri.burton-crutcher@va.gov NLT 2/27/2019 at 8:00 am CST. Non-compliance with this requirement will result in disqualification of both quotes. Award shall be made to the offeror whose quotation provides the Lowest Price Technically acceptable. All vendors must be registered and complete all entries in the System for Award Management (SAM) in order to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM/ Vendors shall provide a minimum quote acceptance period of 90 days after RFQ closing for offers. The offeror s initial quote should contain the offeror s best terms from a price standpoint. Offerors are cautioned to submit sufficient information and in the format specified in the quote instructions. Offerors may be contacted to resolve minor or clerical errors and the Contracting Officer reserves the right to award without further conversations. Place of Performance: JAMES H. QUILLEN VA MEDICAL CENTER 809 LAMONT ST MOUNTAIN HOME, TN 37684 MEMPHIS VA MEDICAL CENTER 1030 JEFFERSON AVENUE MEMPHIS, TN 38104 TENNESSEE VALLEY NASHVILLE VA MEDICAL CENTER 1310 24TH AVENUE SOUTH NASHVILLE, TN 37212 The Basic Period of Performance: The period of performance is 60 Days ARO tough February 29, 2024, including four (4) option years for professional services, maintenance, and licenses. STATEMENT OF WORK VISN 9 Endoscopy Reporting" Scope The Contractor shall deliver to the Government a commercially available, off the shelf software (COTS), enterprise-wide (to encompass all VISN 9) gastrointestinal endoscopy system comprised of software and related hardware (System) that will produce GI endoscopy clinical procedure documentation. This system will also include endoscopy image management (i.e. capture and storage of still and video images from the endoscopic equipment, as well as a system for labeling these images). In addition, the system will generate procedure codes (i.e. CPT) and diagnostic codes (i.e. ICD-10) based upon data input by the clinician. This system should streamline workflows by giving the ability to capture, store and access patient data across multiple sites for Endoscopic procedures. The system should have the capability to provide a data repository for storage and maintenance of Endoscopy quality measures to document and improve performance. The technology stores clinician procedure notes as structured data and uses the structured data to organize and generate documentation directed to specific audiences. The technology provides medical content for Gastroenterology. Inclusion of nursing notes, including pre-procedure assessment, intraprocedural documentation (e.g. medication administration) and post-procedure recovery may be considered as an optional add-on. This system must have the appropriate VA approvals to integrate with the current VA electronic health record such that the procedure report and endoscopic images are incorporated into the patient s health record. VISN 9 requires a GI clinical procedure documentation and coding system for 3 physical locations and 23 procedure rooms and emergency carts. The locations and number of workstations are listed in Table 1. Table 1: Locations and Workstations (approximate) Facility Number of Workstations Tennessee Valley 9 Memphis 6 Mountain Home 8 Total 23 Installation and Implementation The Contractor shall provide all services and supplies required to install the System at all locations detailed in Table 1, including all network configuration and programming required to achieve enterprise level integration of the System across VISN 9 included facilities. Installation and implementation shall not be considered complete until the Government has verified that the system is fully functional and available for use without further configuration and/or programming, by trained VA staff, at all required locations. The Contractor shall deliver a System to VA that includes and meets or exceeds the following: 2.1 Uptime (95% or better) 2.2 GI Endoscopy Procedure Documentation and Reporting (Procedure types and system capabilities) 2.2.1 Capsule Endoscopy 2.2.2 Colonoscopy 2.2.3 Upper endoscopy and Endoscopy 2.2.4 Endoscopic retrograde cholangiopancreatography (ERCP) 2.2.5 Flexible Sigmoidoscopy 2.2.6 Liver Biopsy 2.2.7 Upper and lower endoscopic ultrasound (EUS) 2.2.8 pH studies and Manometry 2.2.9 Track procedure type counts by the enterprise and facility locations 2.2.10 Scheduling for patients, physician, and supporting staff 2.2.11 Reporting capability for patient Cancellations, No-Show and Reschedule 2.2.12 Procedure time, patient check-in to procedure time, to discharge time 2.2.13 Patient management that tracks and can create reports for patient recall and follow-up care 2.2.14 The enterprise system will be required to accommodate multiple time zones 2.2.15 Scheduling, procedure documentation and report generation shall be possible from workstations remote from the procedure room (e.g. physician offices or clinics) 2.2.16 Case numbers with ability to generate Attending and trainee case lists and procedure numbers by month, by case, and by MD 2.2.17 Interface with VistA CPRS, Clinical Procedures and VistA Imaging 2.2.17.1 PDF note sent to VistA Imaging 2.2.17.2 Text from report sent as progress note in CPRS 2.2.18 AbilityGenerate non-endoscopy notes with one data entry (instead of separate entry for each request/report) 2.2.19 Ability for fellows to write notes that will be sent to the attending to be finalized 2.2.20 Ability to start, edit and finish a note from multiple locations 2.2.21 This system should streamline workflows by giving the ability to capture, store and access patient data across multiple sites for Endoscopic procedures. 2.2.22 The system will generate procedure codes and diagnostic codes based upon a clinical data input. 2.3 Image Management 2.3.1 Ability for HD still image capture 2.3.2 Ability for HD video image capture 2.3.3 Vendor Agnostic image collection 2.3.4 Ability to capture video for quality assurance purposes with auto-deletion after a specified time period (unless specifically saved) 2.3.5 Ability to migrate legacy Olympus Endoworks images via the Olympus approved EndoWorks Reporting Tool 2.4 Quality Care Indicators (downloadable to Excel) 2.4.1 Ability to track the scope processing history 2.4.2 Track of the scope usage from patient, room, Physician and nurse 2.4.3 Integrated with ICD 10 codes 2.4.4 GIQuIC Registry approval 2.4.5 Colonoscopy depth of insertion 2.4.6 Colonoscopy withdrawal time 2.4.7 Bowel preparation quality 2.4.8 Adenoma detection rate 2.4.9 Automatic time stamp for withdrawal times 2.6 Training 2.6.1 Operator training shall be provided to end-users of this medical device that covers how to use the software safely and effectively. 2.6.2 Clinical refresher training will be available. 2.6.3 Technical training shall be provided to hospital staff responsible for servicing/maintaining this medical device that covers maintenance and software administrative software options for continued updates of the medical servers and software. 2.7 Service Support 2.7.1 Technical Support via phone or electronic access will be available 24 hours a day 7 days a week 2.7.2 Technical Support via on-site will be available, when required 2.7.3 Clinical on-site and remote support will be available 2.8 Installation 2.8.1 Project management for software implantation. 2.8.2 Project management for software and hardware installation. 2.8.3 Automatically process images based on a set of rules without staff intervention 2.8.4 On-site Go-live support. 2.9 Workstation/Server 2.9.1 Windows 10 2.9.2 Microsoft Server 2012 2.10 Hardware Requirements: 2.10.1 Contractor shall provide all server hardware required for complete deployment of the proposed system. 2.10.2 Server hardware shall be designed to meet current VISN 9 enterprise needs with extra capacity to expand without hardware upgrade as follows: Concurrent users by 10%, Concurrent images by 25%. 2.10.3 This system must include workstations to interface with existing gastrointestinal endoscopy capture equipment. 2.10.4 This system will include a backup system and a disaster recovery archive for security of historical data. 2.10.5 This system will include a primary and secondary CORE operation systems to reduce downtime for updates and testing. 2.10.6 This system will include a centrally stored backend database for endoscopy image management (i.e. capture and storage of still and video images from the endoscopic equipment, as well as a system for labeling these images) with a functioning application server at each site. 2.11 Network Requirements/IT Security: 2.11.1 This System shall utilize the existing Government owned and operated network. 2.11.2 This system must operate within the VA firewall. 2.11.3 Contractor shall identify minimum specifications for VA networks that allows software to operate. 2.11.4 Medical Software Developer shall complete VA Directive 6550 Pre-Procurement Assessment of Networked Medical Systems form. 2.11.5 Medical device encryption module shall have FIPS 140-2 certification in accordance with VA security requirements for medical devices/systems connected to VA information networks and provide certificate number. 2.11.6 If system is utilizing a WEB client, it must operate under SSL protocols. 2.11.7 This system must have the appropriate VA approvals to integrate with the current VA electronic health record such that the procedure report and endoscopic images are incorporated into the patient s health record (DICOM or HL7). 2.11.8 Medical Software Developer shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), toughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems. 2.11.9 Medical device software and commercial OS licenses provided must be perpetual. 2.11.10 Updates to the operating system or system application that remedy bugs or defects in system function should be provided free of charge for the life of the product. If the updates are embedded with system upgrades that add additional functionality and the vendor is unable to provide the update as a distinct deliverable separate from the upgrade, the VA will not be liable for the cost. 2.11.11 All medical device hard drives or other media containing VA sensitive data must follow VA's currently published media sanitization policy - VA Handbook 6500.1 Electronic Media Sanitization. 2.12 Project Management 2.12.1 The Contractor shall establish a single management focal point, the Project Manager (PM), to accomplish the administrative, managerial aspects of this effort. 2.12.2 The Contractor shall prepare and deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tolls to be used in execution of the PWS. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall clearly state how the Contractor shall coordinate and execute planned, routine, and special data collection reporting. 2.12.3 The Contractor shall be responsible to proactively manage project risk. The Contractor shall perform all tasks in accordance with applicable VA Policies, Directives and Guidance related to technology, enterprise architecture and IT governance. The Contractor shall create, maintain, analyze, and report integrated project plans and schedules for the project, as defined below. 2.12.4 The Contractor shall conduct a kick-off meeting with the Contracting Officer Representative (COR) and other Government representatives within ten (10) calendar days after award. The Contractor shall present its program plan, which includes the staffing plan, contact information for all task participants, schedule, and identification of key risk points and mitigation plans. The Contractor shall provide a schedule which will identify detailed tasks and sub-tasks, including task duration, milestone dates, task dependencies, resource requirements, and planned dates for initial and final deliverables. Working collaboratively with the Government, the Contractor shall finalize all planning and submit final plans to the COR following the meeting. 2.12.5 The Contractor shall provide activity reports as required by the team or VA staff. 2.12.6 The Contractor shall utilize project metrics to track, manage, and analyze task progress and communicate findings to the COR to ensure appropriate focus on critical attention areas. 2.12.7 The Contractor shall create, maintain and apply a project schedule for assigned projects using Microsoft (MS) Project. The schedule shall identify and document all critical paths risks and issues and include all applicable universal project milestones. Initial and Ongoing Maintenance, Support and Service: 3.1 Contractor shall certify that all system component updates, upgrades, bug fixes and other recommended System modifications are rigorously tested and proven to be stable prior to installation and implementation. 3.2 Contractor shall not install and/or implement any custom, alpha or beta developmental software versions, modules, plug-ins, etc. beyond the version(s) specified within the original proposal without written Contracting Officer approval prior to installation of the same. 3.3 Contractor shall provide an initial list of any/all 3rd party software components included in the System and update this list whenever any 3rd party components are added, deleted or modified. 3.4 Contractor will work with 3rd party vendors that VISN 9 contracts with to interface their 3D software with the 3rd party software at no additional charge. (For example: McKesson PACS system that is on contract with VISN 9). 3.5 Contractor shall provide an initial planned release schedule including major as well as feature/function releases, and provide updates to the planned release schedule immediately when any change is made to the schedule (same day). 3.6 Contractor shall provide complete descriptions of all System upgrades including dates within the calendar year prior to initial system installation. 3.7 Contractor shall provide a complete description of the licensing models(s) employed at the time of original system installation and not change the licensing model without written approval form the Contracting Officer. 3.8 Contractor shall maintain and provide an initial and updated list of any/all known compatibility issues to include issues with antivirus software. 3.9 Contractor shall provide ongoing operating system and database updates toughout the life of the contract at no additional charge. 3.10 Contractor shall provide remote system support including remote diagnostics via VPN/remote access (note: contractor shall utilize the VA national Site-to-Site VPN, or the Contractor shall work with the Office of Cyber and Information Security and VISN 9 Information Security Officers to establish a client-based VPN). 3.11 Contractor shall notify the COR within two (2) business hours when any System failures occur that impair the ability of the contractor to provide full functionality of the System. 3.12 Contractor shall attend meeting or conference calls scheduled by the COR to address areas of concern and exchange information to ensure consistent high levels of professional services. Contractor shall be responsible for all costs associated with attending meetings and/or conference calls. COR shall be responsible for scheduling and coordination of all meeting and conference calls. 3.12 Contractor shall implement and maintain a Quality Control System that results in correction of potential and actual problems toughout the scope of the contract performance. The Quality Control System shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all contractor quality control inspections and corrective actions. 3.13 Contractor shall provide graphic depiction of the initial planned system design, the final installed system design and update the graphic whenever the design changes tough the life of the contract. A sample design graphic is attached in Section D. Software/Software License, Software Maintenance. 4.1 Contractor is required to provide software, software license, software maintenance services and technical support for the System. Distribution of maintenance copies shall be accomplished by using an appropriate magnetic, electronic or printed media. As further defined below, software maintenance includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its customers. 4.2 Contractor is required to provide a CD for interactive demonstration for review and selection for award. CD must demonstrate software ability to conform to and provide for the required needs of the government as stated in this statement of work. 4.3 The VISN 9 enterprise-wide software license provided to the Government is a perpetual, nonexclusive license to use the software. 4.4 The software shall be used in a networked environment. Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d). All limitations of software usage are expressly stated in the SF 1449 and the Performance Work Statement. 4.5 Contractor shall provide VA with software maintenance, which includes periodic updates, upgrades, enhancements and corrections to the software and hardware, and reasonable technical support, all of which are customarily provided by the Contractor to its customers so as to cause the software and hardware to perform per its specifications, documentation or demonstrated claims. Any telephone support provided by Contractor shall be at no additional cost. 4.6 If the Government allows the maintenance and/or technical support to lapse and subsequently wishes to reinstate maintenance and technical support, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed it to lapse. 4.7 If the licensed software or hardware requires a password (or license key) to be operational, it shall be delivered with the software media and hardware and have no expiration date. The Government requires delivery of computer software and hardware that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the Contractor agrees to remove such code upon the Government s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort in removing the code. Endoscopy reporting is highly technical and requires access to sensitive information, which in turn requires all prime and/or subcontractor to have an approved Business Associate Agreement(BAA). BRAND NAME OR EQUAL CLIN DESCRIPTION QTY UNIT PRICE EXT PRICE 0001 License Software EA 0002 Provation MD for Gastroenterology EA 0003 GIQuIC Query Tool EA 0004 Provation MD for GI Maintenance- HL7 ORU/PDF Interface EA 0005 Provation MultiCaregiver Maintenance-HL7 Orders Interface EA 0006 Query Tool for GIQuIC Maintenance EA 0007 Premium EA 0008 MCG Premium EA 0009 Power User Training - On Site Surcharge EA 0010 Multi-Site / Multi-Specialty Interface Services EA 0011 Olympus EndoWorks Data / Image Migration Services Query Tool for GIQuIC Implementation PART #svartgiquic (included) EA 0012 Virtual Server Oracle Licensing EA 0013 Annual Oracle Support EA 0014 PVMD Video Capture PC EA 0015 INOGENI 3GSDI to USB 3.0 Image Capture Hardware EA 0016 Black Box USB to Serial Converter EA 0017 Color Network Printer EA 0018 MCG Staff Documentation Workstation EA 0019 PVMC Label Printers (Includes USB Cables and Labels) EA 0020 LX Wall Mount System (white) EA 0021 MCG Staff Documentation Workstation EA 0022 Contractor Hardware Installation Service EA 1001 Professional Services, Maintenance, Licenses-OPTION YEAR 1 YR 2001 Professional Services, Maintenance, Licenses-OPTION YEAR 2 YR 3002 Professional Services, Maintenance, Licenses-OPTION YEAR 3 YR 4003 Professional Services, Maintenance, Licenses-OPTION YEAR 4 YR TOTAL The government intends to award a contract as a result of this RFQ that will include the terms and conditions set forth herein. Offeror shall list exception(s) and rationale for the exception(s). Offerors must complete annual representations and certifications on-line at http://www.acquisition.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. The following Federal Acquisition Regulation (FAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil, http://www.arnet.gov/far/, or http://safaq.hq.af.mil/contracting): 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): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/index.asp 52.212-4 Contract Terms and Conditions Commercial Items (JAN 2017) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (OCT 2018) 52.203-6 Restrictions on Subcontractor Sales to the Government (SEPT 2006) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors 52.219-8 Utilization of Small Business Concerns (NOV 2016) Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-28 Post Award Small Business Program Re-representation (JUL 2013) 52.222-3 Convict Labor (JUNE 2003) 52.222-19 Child Labor--Cooperation with Authorities and Remedies (OCT 2016) 52.222-35 Equal Opportunity for Veterans (OCT 2015) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013) (End of Clause) 852.203-70 Commercial Advertising (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) VAAR 852.211-73 Brand Name or Equal (JAN 2008) (Note: as used in this clause, the term "brand name" includes identification of products by make and model.) (a) If items called for by this invitation for bids have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory. Bids offering "equal" products (including products of the brand name manufacturer other than the one described by brand name) will be considered for award if such products are clearly identified in the bids and are determined by the Government to meet fully the salient characteristics requirements listed in the invitation. (b) Unless the bidder clearly indicates in the bid that the bidder is offering an "equal" product, the bid shall be considered as offering a brand name product referenced in the invitation for bids. (c)(1) If the bidder proposes to furnish an "equal" product, the brand name, if any, of the product to be furnished shall be inserted in the space provided in the invitation for bids, or such product shall be otherwise clearly identified in the bid. The evaluation of bids and the determination as to equality of the product offered shall be the responsibility of the Government and will be based on information furnished by the bidder or identified in his/her bid as well as other information reasonably available to the purchasing activity. CAUTION TO BIDDERS. The purchasing activity is not responsible for locating or securing any information that is not identified in the bid and reasonably available to the purchasing activity. Accordingly, to insure that sufficient information is available, the bidder must furnish as a part of his/her bid all descriptive material (such as cuts, illustrations, drawings or other information) necessary for the purchasing activity to: (i) Determine whether the product offered meets the salient characteristics requirement of the Invitation for Bids, and (ii) Establish exactly what the bidder proposes to furnish and what the Government would be binding itself to purchase by making an award. The information furnished may include specific references to information previously furnished or to information otherwise available to the purchasing activity. (2) If the bidder proposes to modify a product so as to make it conform to the requirements of the Invitation for Bids, he/she shall: (i) Include in his/her bid a clear description of such proposed modifications, and (ii) Clearly mark any descriptive material to show the proposed modifications. (3) Modifications proposed after bid opening to make a product conform to a brand name product referenced in the Invitation for Bids will not be considered. (End of Clause) 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JULY 2016) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern : (1) Means a small business concern: (i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses); (ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and (iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov). (2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern. (c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, in the case of a contract for: (1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns; (2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns; (3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or (4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns. (d) A joint venture may be considered a service-disabled veteran owned small business concern if (1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement; (2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation. (4) The joint venture meets the requirements of 13 CFR 125.15(b). (e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program. (End of Clause) 852.232-72 Electronic Submission of Payment Requests (NOV2012) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Designated agency office has the meaning given in 5 CFR 1315.2(m). (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests. (4) Invoice payment has the meaning given in FAR 32.001. (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are tough one of the following: (1) VA s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats. (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail tough the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for: (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of Clause) 852.246-70 Guarantee (JAN 2008) The contractor guarantees the equipment against defective material, workmanship and performance for a period of one year, said guarantee to run from date of acceptance of the equipment by the Government. The contractor agrees to furnish, without cost to the Government, replacement of all parts and material that are found to be defective during the guarantee period. Replacement of material and parts will be furnished to the Government at the point of installation, if installation is within the continental United States, or f.o.b. the continental U.S. port to be designated by the contracting officer if installation is outside of the continental United States. Cost of installation of replacement material and parts shall be borne by the contractor. (End of Clause) 852.246-71 Inspection (JAN 2008) Rejected goods will be held subject to contractor s order for not more than 15 days, after which the rejected merchandise will be returned to the contractor s address at his/her risk and expense. Expenses incident to the examination and testing of materials or supplies that have been rejected will be charged to the contractor s account. (End of Clause) The following RFQ provisions apply to this acquisition: 52.204-22 Alternative Line Item Proposal. (a) The Government recognizes that the line items established in this solicitation may not conform to the Offeror's practices. Failure to correct these issues can result in difficulties in acceptance of deliverables and processing payments. Therefore, the Offeror is invited to propose alternative line items for which bids, proposals, or quotes are requested in this solicitation to ensure that the resulting contract is economically and administratively advantageous to the Government and the Offeror. (b) The Offeror may submit one or more additional proposals with alternative line items, provided that alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation. However, acceptance of an alternative proposal is a unilateral decision made solely at the discretion of the Government. Offers that do not comply with the line items specified in this solicitation may be determined to be nonresponsive or unacceptable. (End of Provision) 52.211-6 Brand Name or Equal (AUG 1999) (a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation. (b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation; (2) Clearly identify the item by (i) Brand name, if any; and (ii) Make or model number; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications. (c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. (d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation. (End of Provision) Point of Contact Contract Specialist Name: Cheri Burton-Crutcher Organization: NCO 9 Phone No.: 615-225-6144 E-Mail Address: cheri.burton-crutcher@va.gov.
36C24919Q0090 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 9
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