6515--Amarillo VA Health Care System New Lubbock Outpatient Clinic Lubbock Audiology Booths
Page 10 of 10 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 36C25721Q0297 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE: A This requirement is a Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 334510. In accordance with VAAR 852.219-11, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) upon submission of quote. Only qualified offerors may submit bids. NAICS Code: 334510A Electromedical and Electrotherapeutic Apparatus Manufacturing; Size Standard: 1250 Employees Introduction: A Firm Fixed Price award will be made to the lowest priced quote which adapts to the requirements within this solicitation, Statement of Work, and represents the best price to the Government. Description of Work: The contractor shall provide Audiology Booths and all necessary accessories and installment for the Amarillo VA Health Care System Lubbock Outpatient Clinic. The Contractor shall perform to the standards in the Statement of Work. Place of Performance: Department of Veterans Affairs Amarillo VA Health Care System New Lubbock Outpatient Clinic 3510 4th Street Lubbock, TX 79415 Site Visit in accordance with the Statement of Work: Masks/facial coverings must be worn at all times while on site. The same requirements will be required for installation of equipment after the contract has been awarded. Friday, January 22, 2021, 11 a.m. 1:00 p.m. CST at the address listed in Place of Performance . VA Staff will meet interested parties at the trailers at 11:00 a.m. to check-in and sign the Site Visit Log; and sign out upon completion of the Site Visit. The purpose of the Site Visit is to field verify all dimensions for the booths only (see Statement of Work, paragraph I). No questions will be addressed, nor proposals accepted during the Site Visit. All questions regarding the booths/installation must be emailed to Rastreva D. Upshaw, rastreva.upshaw@va.gov no later than (NLT) Tuesday, January 26, 2021 at 4:30 p.m. CST. No telephone inquiries. A combined list of questions and answers will be posted via an amendment to this solicitation prior to the closing date of the solicitation. Delivery Date: 60 days after receipt of award. Type of Contract: Firm Fixed-price Evaluation and Award Factors: Evaluation and Award Factors: Award will be made to the offer representing the best value to the Government considering technical and price factors, as stated below. All factors will be considered equal to price. Lowest Price Registered in SAM Certified in VIP After meeting the above requirements, then the Government will evaluate price. Quote should be broken down as follows: ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 2.00 EA __________ ___________ CUSTOM SOUND ROOM W/CONTROL AND SOUND 0002 2.00 EA __________ ___________ ADDITIONAL DUPLEX OUTLET 0003 4.00 EA __________ ___________ RECESSED CONDUIT DROP 0004 8.00 EA __________ ___________ FG DOOR 40 1/8 X 75 WITH WINDOW 16 x 54 0005 2.00 EA __________ ___________ INSTALL, SOUND ROOM GRAND TOTAL ____________ Submission of Quote (FAR 52.212-1 Instructions to Offerors Commercial Items): The Offeror shall submit their quote on company letterhead and shall include pictures, specifications, 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. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered. Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.fbo.gov). There will be no automated email notification of amendments. Questions and Answers: Questions must be emailed and received NLT Tuesday, January 26, 2021 at 4:30 p.m. CST. No telephone inquiries. A combined list of questions and answers will be posted via an amendment to this solicitation prior to the closing date of the solicitation. Quotes: Must be received NLT Monday, February 1, 2021 at 4:30 p.m. CST. Email your quote to rastreva.upshaw@va.gov. The subject line must specify 36C25721Q0297 Quote for Lubbock Audiology Booths. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. The following clauses and provisions apply to this solicitation: 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-6 Option for Increased Quantity (MAR 1989) 52.217-7 Option for Increased Quantity-Separately Priced Line Item (MAR 1989) 52.237-1 Site Visit. Offerors or quoters are urged and expected to inspect the site where services/supplies are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. 852.215-71, Evaluation Factor Commitments (OCT 2019) 852.219-74, Limitations on Subcontracting- Monitoring and Compliance (JUL 2018) 852.219-75, Subcontracting Commitments Monitoring and Compliance (JUL 2018) 852.232-72, Electronic Submission of Payment Requests 52.212-1, Instructions to Offerors- Commercial Items (OCT 2018) 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) 52.212-2, Evaluation- Commercial Items (OCT 2014) 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). 52.252-2, Clauses Incorporated by Reference: 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 the following address: http://www.acquisition.gov/far/index.html LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes FAR 52.219-14, Limitations on Subcontracting, and VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set- Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the vendor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO after the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials about this task order. The vendor shall release no information. Any request for information relating to this task order, presented to the vendor, shall be submitted to the CO for a response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS The vendor's employees will not require access to the Department of Veterans Affairs computer systems. Delivery and Packing, Inspection/Acceptance requirements, Warranty: The Contractor shall prepare and provide a copy of all load certifications to the Maintenance & Repair Supervisor and Chief of Engineering at the Amarillo VA Health Care System. The report shall be in an OSHA approved format showing all field tests performance, adjustment, and load testing results. The report shall be submitted to the Maintenance & Repair Supervisor and Chief of Engineering at the Amarillo VA Health Care System within five (5) business days after the service. Each report shall contain identifying information. The contractor shall provide all operational manuals, parts manuals, and repair manuals. The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile requests for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application to register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS Two audiology booths, shipping for the new Lubbock Clinic. SCOPE OF WORK: The Amarillo VA Healthcare System is seeking two (2ea) audiology booths for the Lubbock Clinic located at 3510 4th St. Lubbock, TX 79415. Contractor will provide all labor, equipment, materials and tools to deliver and install booths in location provided by VA. Contractor will also field verify all dimensions. All waste and debris generated shall be removed and disposed of by contractor. Booths shall be as detailed below or equivalent. I. EQUIPMENT IDENTIFICATION Two audiology booths with double wall exam test suite and single wall control booth. Construction shall be acoustic wall panel construction consisting of a 16-gauge steel outlet skin, 1 gypsum, 3 non-combustible acoustic installation, and a 22 gauge perforated inner skin. Acoustic fill material between panel joints and acoustic ventilation duct liner shall be a natural cotton material consisting of a minimum 85% post-industrial recycled content. Acoustic low profile isolated floor system with carpet, 3 thick AS-R303E floor with 1 5/8 vibration isolation rails, 4 5/8 total step-up (or pit recess). Electrostatic powder coat (zero VOCs) paint finish. Acoustic doors, 36 clear opening, double magnetic seals with cam-lift hinges. Control side single out swing door. Exam side double in-swing/out-swing door. Acoustic window for patient observation, 30 wide by 24 high. Acoustic ventilation silencer system, roof mounted supply and exhaust silencers with duct collars for 6 flex duct connection to building HVAC system. Two duplex outlets beneath exam side window, six outlet A/C strip beneath control side window. Clinical jack panel beneath window containing twelve A gold plated stereo phone jacks, four USB connections, and one 1 A diameter cable pass-tough. Conduit drops, rough in above exam and control side windows for installation of fire alert devices. Penetration for fire sprinklers. Conduit drop adjacent to window for data/phone cable access. Recessed fluorescent or led lighting. Vertical closure panels to close gaps to booths walls for up to 6 wide airspace. All interior surfaces of room walls shall be covered with an acoustical wall covering. Wall covering material shall have a minimum weight of 31oz/linear yard (48 width0 and minimum thickness of 0.25 . Material shall have a Class A fire and smoke rating. Material shall be installed on panel faces to extend under the joining hardware and influence the acoustical seal of the unit. All edges shall be secure with a natural wood trim at the panel joints, and cove and base molding for floor and ceiling. Door and door frame shall be trimmed with a steel trim frame to match the window trim and color. Acoustical test data shall be submitted from a laboratory accredited by the National Bureau of Standards National Voluntary Laboratory Accreditation Program (NVLAP), which demonstrates that the manufacturer has the capability of manufacturing and install an audiometric suite that meets the following minimum requirements. Center Frequency (HZ) 125 250 500 1000 2000 4000 8000 NIC Double wall Exam Room 40 55 78 87 97 100 89 64 Single wall control room 24 32 43 48 53 58 58 45 A third-party electrical contractor is not required for this particular booth because the booth simply plugs into a 120V, 60Hz outlet for power. Shipping will be included, delivery will be handled by contractor, VA will not supply equipment to unload or move the units. Overall space provided for each booth is 231.5 L x 116 D. Adjacent dropped ceiling to be installed at 9 AFF; a matching panel/soud may be required to extend booth to ceiling grid. Contractor to field verify all dimensions. Outside dimension shall be 14 8 wide by 8 0 deep by 8 7 high. Control inside dimensions shall be 6 0 wide by 7 4 deep by 7 2 high Exam inside dimensions shall be 6 4 wide by 6 0 deep by 6 6 high. II. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COTR - Contracting Officer's Representative D. N/A E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AMAVAHCS premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. AVAHCS Thomas E. Creek Amarillo VA Healthcare System M. EPA- Environmental protection agency N. TCEQ- Texas Commission of Environmental Quality. III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. IV. HOURS OF COVERAGE: A. Normal hours of coverage are Monday tough Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COTR or his designee. B. Work performed outside the normal hours of coverage at the request of COTR or his designee will be approved with estimate by the CO or COTR. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included in this contract. Work performed outside the normal hours of coverage at the request of FSE or contractor will be considered service during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. D. Federal Holidays observed by the AVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Cistmas Day VI. Repair Work: N/A VII. PARTS The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use new parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed. (The Contractor shall also list any excluded parts in their proposal under the repair contract). VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The AVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the COTR or Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COTR or Engineering two (2) copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. IX. DOCUMENTATION/REPORTS: The documentation (ESR) shall include detailed descriptions of the scheduled maintenance procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section III, Conformance Standards, and the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime, and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COTR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable -- i.e., part(s) not covered, or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COTR before service is completed! X. REPORTING REQUIREMENTS: The Contractor shall be required to report to Engineering and Police Services to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Engineering, Police Services and submit the ESR(s) to the COTR or designee. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR or designee for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). Waste manifest documentation will be provided to Engineering Service. Any downtime of more than 4 hours will need to be scheduled in advance with the COTR. XII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XIII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COTR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. XIV. CONDITION OF EQUIPMENT: Contractor may contact COTR to schedule site visit to examine equipment, prior to due date of proposal. The Contractor accepts responsibility for the equipment described in, paragraph I., in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. XV. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment identified in the Section B schedule. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the AVAHCS. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing or installing any AVAHCS equipment. The CO and/or COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the AVAHCS equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. E. All safety procedures shall be utilized per NFPA,NEC or other applicable entities. Contractor shall supply all safety PPE necessary to complete this job. XVI. TEST EQUIPMENT: The Contractor shall provide upon request by COTR or designee, AVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on AVAHCS's equipment. Test equipment calibration shall be traceable to a national standard. Contractor must calibrate and provide certification of the booth after installation. XVII. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification issued by the AVAHCS Police Section while on the premises of the AVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The AVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the AVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XIX CONTRACT TIME PERIOD: Contract duration will be 60 working days after notification of Award. Any further delays must be presented to and approved by the CO. 36C25721Q0297 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
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