2. Evaluation Factors for Award.pdf

Solicitation 75H71222R0022, Phoenix Area IHS Medical Equipment Preventative Maintenance, Repair, Inventory Management, and Rental Services

THIS SECTION IS FOR SOLICITATION PURPOSES ONLY. THIS SECTION WILL BE PHYSICALLY

REMOVED FROM ANY RESULTANT AWARD, BUT WILL BE DEEMED INCORPORATED BY

REFERENCE.

SECTION - Evaluation Factors for Award

1. Evaluation Structure

The resulting contract from this acquisition will be a firm-fixed price C-Type contract. The Government will utilize Lowest Price Technically Acceptable source selection procedures to conduct a full and open competition.

2. Basis for Contract Award

(1) Award will be made to a single offeror who is deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose proposal conforms to the solicitation requirements, and whose proposal, judged by an overall assessment of the evaluation criteria and other considerations specified in this solicitation, represents the best value to the Government. The Lowest Price Technically Acceptable Source Selection Process will be used in accordance with FAR 15.101-2, which requires the Government to accept the lowest priced proposal that meets the technical factors to achieve a best-value contract award.

(2) Trade-offs between cost/price and non-cost/price factors are not permitted in accordance with FAR 15.101-1.

Unreasonably high/unrealistically low, unbalanced, inaccurate or incomplete price proposals may be the grounds for eliminating a proposal from competition. The Government will evaluate proposed prices for reasonableness using price analysis techniques. Proposed prices evaluated as unreasonable may be grounds for eliminating a proposal from competition.

2.1. Number of Contracts to Be Awarded

The Government intends to award a single award contract as a result of this solicitation. As set forth in FAR 15.306(a), the Government intends to evaluate proposals and award a contract without discussions with offerors.

Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event that discussions are held, a competitive range determination will be made. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the acceptable proposals.

2.2. Solicitation Requirements, Terms and Conditions

By submission of a proposal, an offeror accedes to all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. If solicitation amendments are issued, an offer accedes to all amendment requirements. Failure to comply with the terms and conditions of the solicitation and any solicitation amendments may result in the offeror being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and must provide complete supporting rationale. The Government reserves the right to determine any such exceptions “Unacceptable”.

3. Evaluation Factors and Subfactors

Solicitation 75H71222R0022, Phoenix Area IHS Medical Equipment Preventative Maintenance, Repair, Inventory Management, and Rental Services

The following evaluation factors and subfactors will be used to evaluate each proposal.

Evaluation Category Factor

3.1. Technical 3.1.1. Factor 1.

Medical Equipment Management Experience

3.1.2. Factor 2.

Key Personnel Experience and Qualifications

3.1.3. Factor 3

Quality Management System

3.2. Past Performance

3.3. Price

3.1. Technical

Technical Factor. The Technical evaluation provides an assessment of the offeror’s capability to satisfy the Government’s requirements. The evaluation will focus on the strengths, weaknesses and deficiencies of the offeror's proposal. The technical rating includes consideration of risk in conjunction with the strengths, weaknesses, and deficiencies in determining technical ratings. The technical evaluations shall utilize the technical acceptable/unacceptable rating method listed in Table 1. There is no separate rating assigned to the individual factors and no order of importance is stipulated. Factors are simply used for evaluation purposes to derive a Factor rating. Any factor that is determined to be unacceptable will result in an unacceptable rating for the entire technical factor.

Table 1. Technical Acceptable/Unacceptable Rating Method

Adjectival Rating Description

Acceptable Proposal meets the requirements of the solicitation.

Unacceptable Proposal does not meet the requirements of the solicitation.

The proposals shall be evaluated against the following three (3) technical factors:

3.1.1. Factor 1: Medical Equipment Management Experience

Criteria: The Offeror shall provide proof that the firm has the capability to perform medical equipment preventative maintenance, repair, inventory management, and rental services detailed within the statement of work (refer to section II).

Merit: This requirement is met when the offeror provides the requested data to prove that the firm has successfully implemented medical equipment maintenance management strategies to support healthcare technology management (HTM) programs. The offeror shall provide data to prove the firm has the ability to support an HTM program with over 8,000 medical devices and medical device types of varying technical complexity including general medical equipment, critical/high-risk medical equipment, and medical imaging equipment. The Offeror’s technical proposal

Solicitation 75H71222R0022, Phoenix Area IHS Medical Equipment Preventative Maintenance, Repair, Inventory shall be evaluated on the Offeror’s technical understanding of the Statement of Work (SOW). Evaluations will consider overall experience in medical equipment preventative maintenance, repair, inventory management, initial inspection, and rental services. The offeror will be evaluated on the technical requirements listed in the statement of work and documentation required in the Instructions for Offerors.

1. Offerors must submit data demonstrating the firm’s expertise and experience on working with the medical equipment device types listed within the statement of work (refer to section VIII).

2. Offerors must submit data proving successful implementation of medical device testing automation. The Offeror must utilize the IHS CMMS mobile app and Automated Tests module in their maintenance strategies in order to electronically document all maintenance procedures (including electrical safety testing) and ensure compliance with Original Equipment Manufacturer(OEM) requirements.

3. Offerors must provide documentation outlining the firm’s full service capabilities and include the following information:

a. Documentation of preventative maintenance capabilities for the medical devices types listed within the scope of work. Offeror must complete Attachment A – Medical Device Types – Preventative Maintenance Cost Schedule.

b. Documentation of medical equipment inventory management service capabilities. Offeror must complete Attachment B – Inventory Management Services – Cost Schedule.

c. Documentation of medical equipment initial inspection service capabilities. Offeror must complete Attachment C – Initial Inspection Services – Cost Schedule.

d. Documentation of medical equipment rental service capabilities. Offeror must complete Attachment E - Medical Device Types - Repair Services Cost Schedule.

e. Documentation Test Measurement and Diagnostic Equipment (TMDE) to be utilized in performance of the service requirements. The Offeror must provide proof of CMMS compatible automated electrical safety analyzers to be used to service the IHS medical equipment.

f. Documentation of the firm’s service depots and mobile metrology vans available to Phoenix Area IHS facilities. The offeror must provide location, description of available services, and Phoenix Area IHS facilities that will be covered.

3.1.2. Factor 2: Key Personnel Experience and Qualifications

Criteria: The offeror shall provide a full, structured, and detailed list of the entire medical equipment management team (including all subcontractors) and corresponding qualifications. At a minimum, the team should include the project manager, and list of personnel scheduled to be utilized as biomedical equipment field specialists. All key personnel should have at least 2 years of experience in their specialization, as demonstrated in project summary or resume.

Merit: This requirement is met when the offeror has provided a full, structured, and detailed list of the entire project team (including all subcontractors) and corresponding qualifications and experience within a project summary sheet or resume. The offeror must provide documentation that the healthcare technology management staff on the firm’s team are certified and trained through Association for the Advancement of Medical Instrumentation (AAMI), American College of Clinical Engineering (ACCE), and/or the Original Equipment Manufacturer (OEM). Offerors must provide documentation detailing the firm’s key personnel and include the following information:

1. The offeror must submit documentation of key personnel available to all Phoenix Area IHS facilities.

Offeror must complete Attachment D – Key Personnel, TMDE, and Service capability Overview. The Offeror must provide information in the proposal that includes:

a. Documentation of Key Personnel to be utilized in the performance of the IHS service requirements. The Offeror must include information such as certifications, trainings, and OEM authorizations to service specific make/models. The Offeror shall also include details of the Offeror’s program manager who will be the main point of contact on this contract.

3.1.3. Factor 3: Quality Management System

Criteria: The contractor shall develop and maintain an effective ISO 13485:2016 certified quality management system to ensure services are performed in accordance with this statement of work. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality management system is the means by which it assures that work will be in compliance with the contract requirements

Merit: This requirement is met when the offeror provides documentation of the firm’s active ISO 13485:2016 certification and provide details of their medical device quality management system.

3.2. Past Performance

The Past Performance evaluation will assess the offeror’s probability of meeting the solicitation and specification requirements. The government will evaluate each offeror’s past performance on recency/relevancy as well as assign each offeror a confidence rating based on the past performance response. Recency/relevancy will be determined with the ratings of “Recent and Relevant” or “Not Recent and/or Relevant” based on how recent and relevant the offeror’s past performance is to the statement of work requirements.

Confidence will be determined with the ratings of “Acceptable” or “Unacceptable” based on the performance records provided with the past performance and the governments’ internal research. Offerors are cautioned that the Government may use data provided in the offeror’s proposal and data obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems.

Past performance areas of evaluation include:

- Business Relations

- Quality of Service

- Schedule

- Cost Control

- Customer Satisfaction

- Compliance with Socio-Economic Goals

3.2.1. Overall Ratings

As a result of the recency, relevancy and quality assessments of the past performance evaluated, offerors will receive one overall past performance evaluation rating. The Past Performance evaluation rating is shown in Table 2 – Past Performance Acceptable/Unacceptable Rating Method.

Table 2. Past Performance Acceptable/Unacceptable Rating Method

Adjectival Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

3.2.2. Evaluation Process

The past performance evaluation considers each offeror’s demonstrated past and present work record that is recent and relevant to this acquisition to assess the Government’s confidence in the offeror’s ability to meet the solicitation requirements as proposed. Performance confidence is assessed at the overall Past Performance level after evaluating aspects of the offeror’s present and recent past performance, focusing on performance that is relevant to Technical and Price.

In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the offeror’s proposal and information obtained from other sources available to the Government, such as, but not limited to:

- Past Performance Information Retrieval System (PPIRS)

- Federal Awardee Performance and Integrity Information System (FAPIIS); or other databases;

- Interviews/questionnaires with Program Managers, Contracting Officers or other government personnel; and commercial sources.

3.2.3. Recency/Relevancy Assessment

An assessment of the past performance information will be made to determine if it is recent and relevant. To be recent, the current effort must be ongoing or must have been performed for a minimum of six (6) months during the past five (5) years from the date of issuance of this solicitation. To be relevant past performance must be similar in scope and complexity and for similar positions. Past performance information that fails this condition will be deemed “Unacceptable” and shall receive unknown confidence.

3.2.4. Performance Confidence Assessment

Any past performance that is determined recent and relevant will be evaluated for governments’ confidence.

Utilizing responses from questionnaires and other government performance evaluation sources the government will assign a rating to each contractor representing the governments’ confidence in the contractors’ ability to perform the contract based on past performance. Table 2 – Past Performance Acceptable/Unacceptable Rating Method for ratings and description.

3.2.5. Joint Ventures.

In a joint venture, past performance for both businesses will be evaluated equally.

3.2.6. Teaming Arrangements.

Solicitation 75H71222R0022, Phoenix Area IHS Medical Equipment Preventative Maintenance, Repair, Inventory

Teaming Arrangements are characterized by two or more business entities that are working together under the representation of one of the existing business entities for the duration of the contract. A teaming arrangement is not a formal merger of two or more business entities. The Government recognizes the validity and integrity of teaming arrangements as detailed in FAR Subpart 9.6. All offerors are encouraged to review FAR Subpart 9.6, to acquaint themselves with its details. Since the Government can only determine the responsibility of the prime contractor, per FAR 9.604(b), in accordance with FAR 9.1, Responsible Prospective Contractors, offerors must identify in their offer any teaming arrangement to be considered and completely identify the relationships/responsibilities of the teaming members.

3.3. Price

The Government will only evaluate the lowest price proposal. If this proposal is determined acceptable in both technical and past performance, the price will be evaluated for reasonableness, balance, and completeness. If the offeror that has the lowest price is found unacceptable and any category their entire proposal will be considered unacceptable and the next lowest price will be evaluated. This process will continue until a fully acceptable proposal is found. Once a proposal is fully acceptable, no other proposals will be evaluated. For example, if the lowest priced proposal receives an acceptable technical and past performance rating and the price is found to be reasonable, balanced, and complete no other proposals will be evaluated.

3.3.1. Reasonableness

Price reasonableness will be determined through adequate price competition of the Offeror’s total evaluated price;

the independent Government estimate; and may also be determined through price analysis techniques described in FAR 15.404. For additional information see FAR 31.201-3.

3.3.2. Unbalanced Pricing

The Government may determine a proposal “Unacceptable” should the proposed unit prices in the pricing schedule, be significantly unbalanced. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more items is significantly overstated or understated as indicated by the application of price analysis techniques. An offer may be rejected if the contracting officer determines that the lack of balance possess an unacceptable risk to the Government.

3.3.3. Completeness

Price will be considered complete when the offeror has proposed a Firm-Fixed Price for all applicable items in the pricing schedule in section VII of the PWS. Price will be evaluated to determine whether the offeror provided complete data. Complete data means the offeror provided a proposal that contains a fully completed pricing schedule in section VII of the PWS. Incomplete offers may be deemed non-responsive and will be determined to be “Unacceptable”.

.3.3.4. Total Evaluated Price

The price submitted on the pricing schedules provided in the Instructions for Offerors Attachments A-E will be considered the offerors total proposed price. This price will be utilized to determine the price factors listed above.

Five attachments (Attachment A-E) are supplied with the solicitation. Each attachment must be filled out completely with a price shown for each device type and level of service. All travel, labor, and other associated costs to perform the services listed in the statement of work must be included in the offeror proposal. If cost varies from standard due to specific manufacturer/model technical requirements, the offeror must include this special cost schedule in the http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/dfars/dfars215.htm#b312013 proposal. The Offeror must list flat rates and/or hourly rates for service by medical equipment type/modality. The attachments must be submitted with the proposal.

1. Attachment A – Medical Device Types – Preventative Maintenance Cost Schedule

2. Attachment B – Inventory Management Services – Cost Schedule

3. Attachment C – Initial Inspection Services – Cost Schedule

4. Attachment D – Key Personnel, TMDE, and Service capability Overview

5. Attachment E – Medical Device Types - Repair and Corrective Maintenance Cost Schedule

The Price and Cost schedule worksheets (Exhibit A-E) must be filled out completely per each device type/level of service.