DH01--(554) | B+4 | Centrak Patient Elopement and Wandering Annual Support System and Software SB Set Aside Brand Name Only
Request for Quote (RFQ) #: 36C25922Q0405 36C259-22-AP-2377| (554) | B+4 | Centrak Patient Elopement and Wandering Annual Support System and Software Small Business Set Aside This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 4:00pm EST, Jun 10, 2022 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially tough an amendment to the solicitation. ** Quotes are to be provided to Natasha Holland no later than 4:00pm ET, June 17, 2022. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25922Q0405. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular (FAC) 2021-06 effective July 12, 2021. The North American Industrial Classification System (NAICS) code for this procurement is 541519 with a small business size standard of 500 employees. This solicitation is a 100% set-aside for Small Businesses. List of Line Items; Line Item Description Total Price Annual System Support - Patient Elopement System 0001 Base Year: 09/29/2022 09/28/2023 $ 1001 Option Year 1: 09/29/2023 09/28/2024 2001 Option Year 2: 09/29/2024 09/28/2025 3001 Option Year 3: 09/29/2025 09/28/2026 4001 Option Year 4: 09/29/2026 09/28/2027 TOTAL $ Description of Requirements for the items to be acquired; BACKGROUND The Eastern Colorado VA Health Care System requires the purchase of a service contract for the maintenance and repair of the Centrak Patient Elopement System employed at the Rocky Mountain Regional VAMC. This system is proprietary, highly specialized, and essential for operations at the Rocky Mountain Regional VA Medical Center. Due to the importance of this system to core hospital functions, downtime must be kept to a minimum. REQUIRED SERVICES The contractor shall be responsible for performing preventive maintenance at OEM specified intervals. All exceptions to the PM schedule shall be arranged and approved in advance Biomedical Engineering. The contractor shall be responsible for all repair services. The contractor shall repair the equipment to a functional level equivalent to the original manufacturer s specifications. Only the Biomedical Engineer, Point of Contact, or Contracting Office Representative designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor. The contractor shall be responsible for all labor and travel. The contractor shall be responsible for all parts and supplies necessary for maintenance and repairs at no cost. The contractor shall verify that the equipment that was serviced is fully functional before sending it back to the Agency/returning it to use. The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days. The contractor shall not replace any of the covered equipment without contacting the Agency for approval. Covered Equipment: All Centrak equipment located in buildings H and K. Upon arrival at the VAHCS, the contractor shall check in with Biomed prior to performing any service. The contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see section 3. DOCUMENTATION/REPORTS Field Service Reports shall be provided to the Agency within two weeks of service for all service activities and shall contain, at a minimum, the following information: Name of contractor and contract number Name of technician who performed services Date, time (starting and ending), equipment downtime, and hours on-site for service call. Description of problems reported by the POC/user (if applicable). Complete description of equipment serviced including model number and serial number. Itemized description of service performed. Labor and travel. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. VA purchase order number(s) covering the call if outside normal working hours. Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage). Signature of technicians performing services described. Signature of authorized VA Employee who witnessed service described. All field service reports for equipment located at the Eastern Colorado VA Health Care System shall be emailed to VHADENBiomedGroup@med.va.gov. Failure to carry out the above procedures shall be considered as a failure to document and shall constitute a failure to perform. HOURS OF COVERAGE Normal hours of coverage are Monday tough Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows: Federal Holidays: New Year s Day Dr. Martin Luther King Jr s Birthday Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Cistmas Day Any other day specifically declared a National Holiday by the President of the United States When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies. Funding for services that are outside the normal coverage hours or on holidays shall approved by the Contracting Officer via contract modification prior to any service being allowed. If services are conducted outside of normal hours of coverage for the sole convenience of the contractor, no additional cost to the Government shall be allowed. There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional technician and/or delivery of parts. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the Biomedical Engineer. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the Biomedical Engineer). The contractor shall provide software/hardware updates at no charge. SERVICES BEYOND SCOPE OF CONTRACT The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer. The contractor shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering. Telephone Response Time: The contractor's field service engineers (FSE) or Technical Support must respond by phone to Biomedical Engineering within four (4) hours after receipt of telephoned notification between the hours of 7:00 am to 5:00 pm Mountain Time, Monday tough Friday. There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage, 7:00am MST to 5:00pm MST. Work performed outside the normal hours of coverage, at the request of the Biomedical Engineer, Point of Contact, or Contracting Office Representative, shall be invoiced separately and shall not have service rendered until Purchase Order is obtained. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage. The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in provided parts/equipment, delays to installation or implementation, or additional required repairs. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs. For any additional equipment or labor that is over and above the Statement of Work, if quote pricing is within the Contracting Officer s Representative s (COR) s Government Purchase Card (GPC) teshold, the COR will decide to approve and authorize payment. For emergency costs over the COR s GPC teshold, only the Contracting Officer (CO) is authorized to approve contract modifications. Additional services not covered under the scope of this contract shall be approved by the Contracting Officer prior to the contractor initiating any work. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification. COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT Each respondent must have an established business, with an office and full-time staff. The staff shall include fully qualified technicians and/or electricians, and/or other certified field service engineers. Fully Qualified is based on successful completion of training and experience in the field. For training, the service provides shall have successfully completed a formalized training program for the equipment identified in the schedule. The technician and/or electricians shall be authorized by the contractor to perform the services. All work shall be performed by fully qualified competent technicians and/or electricians or other field service engineers. The contractor shall provide copies of all certificates for technicians, electricians, and/or field service engineers if necessary. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VAMC equipment. Any electrician and/or certified engineer shall provide licenses upon request of the VA. CONTRACTOR TEST EQUIPMENT The contractor shall provide all tools, (test) equipment, service manuals, and service diagnostic software necessary for the service and maintenance of the covered equipment. The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the COR or POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard. SECURITY The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C&A) requirements do not apply and a security accreditation is not required for this contract. Services provided under this contract do not involve equipment that stores, generates, transmits, or exchanges sensitive data. The contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The Contractor shall not remove any hard drives off station without prior approval from the COR. The C&A requirements do not apply, and that a Security Accreditation Package is not required PERFORMANCE MONITORING The Agency shall oversee work done by the contractor and accept the quality of work as appropriate. Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at Eastern Colorado Health Care System Rocky Mountain Regional VA Medical Center 1700 N Wheeling St. Aurora, CO 80045 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturer s (OEM) goods sold tough unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers.A No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM.A All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract.A Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced tough offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; and (II) Price Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number. Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate quotations: Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit 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 requesting or accepting alternate quotations. The evaluation will consider the following: Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement, as stated in Factor 1, shall not be selected regardless of price. Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. {Contracting Officer shall insert the following if the solicitation will include options that are exercisable under FAR 52.217-8} (End of Addendum to 52.212-2) 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission. 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JUL 2020) applies to this acquisition FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) (31 U.S.C. 6101 note) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644) FAR 52.219-8 Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) (15 U.S.C 632(a)(2)) FAR 52.222-3 Convict Labor (JUN 2003) (E.O. 11755) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) (E.O. 13126) FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26 Equal Opportunity (SEP 2016) (E.O. 11246) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) FAR 52.222-50 Combating Trafficking in Persons (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513) FAR 52.225 5 Trade Agreements (JUL 2020) (DEVIATION) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). FAR 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) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) (31 U.S.C. 3332) Additional contract requirements or terms and conditions: 52.217-8 Option to Extend Services (NOV 1999) [use when options are included] 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 _5 days____ [insert the period of time within which the Contracting Officer may exercise the option]. 52.217-9 Option to Extend the Term of the Contract (MAR 2000) [use when options are included] (a) The Government may extend the term of this contract by written notice to the Contractor within __5 days___ ; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least __15 days___ 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 5 years). 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71 Alternate Protest Procedure (OCT 2018) VAAR 852.246-71 Rejected Goods (OCT 2018) 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference: FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.214-21 Descriptive Literature (APR 2002) FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) The following VAAR provisions are to be incorporated by reference: None The following FAR clauses are incorporated by reference: FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.227-19 Commercial Computer Software-Restricted Rights (DEC 2007) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) VAAR 852.212-72 Gray Market and Counterfeit Items (MAR 2020) (DEVIATION) VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (Deviation) The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to naasha.holland@va.gov by 4:00pm ET, June 17, 2022. Name and email of the individual to contact for information regarding the solicitation: Natasha Holland Natasha.holland@va.gov
36C25922Q0405 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 19
6/7/22, 11:19 AM