36C25026Q0534 RFQ.pdf

PAGE 1 OF 741. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

506-25-4-1708-0033

36C25026Q0534 04-30-2026

Percy Johnosn 614-257-5534 05-07-2026

09:00AM EDT

36C250

Department of Veterans Affairs

Network Contracting Office 10

420 North James Road

Columbus OH 43219-1834

X 100

X

Y

339113

800 Employees

N/A

X

36C506

Department of Veterans Affairs

Lieutenant Colonel Charles S. Kettles VA

2215 Fuller Rd

Ann Arbor MI 48105

36C250

Department of Veterans Affairs

Network Contracting Office 10

420 North James Road

Columbus OH 43219-1834

36C250

Department of Veterans Affairs

Financial Services Center

Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135

877-353-9791 512-460-5429

See CONTINUATION Page

RFQ for: Two (2) Washer/Disinfectors

All equipment and services shall be delivered to 2215

Fuller Rd, Ann Arbor, MI 48105

The second location is the Toledo CBOC and shall be delivered to 1200 South Detroit Ave., Toledo, OH 43614

See CONTINUATION Page

506-3650160-1708-828100-3131-SPR0S00A1

x X

Percy Johnson

Contracting Officer

36C25026Q0534

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.5 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.3 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.4 52.225-2 BUY AMERICAN CERTIFICATE (OCT 2022)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250 Percy Johnson

Department of Veterans Affairs

Network Contracting Office 10

420 North James Road

Columbus OH 43219-1834

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] upon accetpance/completion

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Washer/Disinfector Replacements

A. General

The Lieutenant Colonel Charles S. Kettles VA Medical Center is replacing two washer/disinfectors for the reprocessing of RMD in Sterile Processing Services (SPS) Department. As a part of this effort to relocate the Sterilization Process Services Department, The Lieutenant Colonel Charles S. Kettles VA

Medical Center is seeking an enterprise to provide all equipment, configuration, equipment staging, installation, installation kits, de-installation and decommission of existing equipment, and provide end-user training of newly installed Sterilization equipment, as well as provide yearly preventative maintenance, and comprehensive ( all-inclusive service coverage ; parts, labor, and travel for all scheduled Preventative Maintenance inspections and unlimited repairs included) service options on all sterilization equipment provided to the facility.

Vendor will provide all installation, calibration, parts kits, and end- user training for implementing the new washer/disinfector in the SPS department. Vendor will also provide all necessary parts, services, labor, and accessories to ensure that all equipment is fully operational, and within hospital regulations, to ensure compliance with all sterilization guidelines issued by the VA. All equipment provided by vendor must also fit within current construction space guidelines, and blueprint designs, for the existing space.

Installation includes all necessary labor, and materials required to uncrate, set-in-place and assemble equipment. Also included as a part of installation services is an operational check-out test, calibration, any necessary adjustments, and a demonstration of the equipment for appropriate facility personnel. As well as demonstration of equipment, vendor will provide all necessary end-user training to facility personnel.

All equipment and services shall be delivered to 2215 Fuller Rd, Ann Arbor MI 48105. The second location is the Toledo CBOC and shall deliver to 1200 South Detroit Avenue. Equipment and services shall be delivered and installed during the date and time agreed upon by the VA and the vendor.

B. Scope

The Lieutenant Colonel Charles S. Kettles VA Medical Center is seeking a vendor with the ability to provide

1. De-install (2) existing washer/disinfectors. (1 at Ann Arbor and 1 at Toledo CBOC)

2. Install (2) new washer disinfectors and all necessary accessories. (1 AA and 1 Toledo CBOC)

The contractor shall supply all materials, equipment, tools and skilled labor to install all new equipment, and move existing equipment within the facility, ensuring all newly provided equipment will fit within the specified footprint designated by the facility ( blueprints, construction drawings, equipment cut sheets). The vendor will provide all necessary parts, services, tools, equipment and skilled labor to move, and re-install existing equipment from its current location to the new location in building, as well as ensure proper calibration and testing are completed, on both new and existing equipment, once installed, ensure equipment is functioning properly, and within original equipment manufacturers (OEM) specified operating parameters. Furthermore, the vendor shall provide all services, parts, tools, and labor required to de-install existing facility SPS equipment, specified by the government, and remove the equipment from the facility. The vendor shall also make available to the government a yearly preventative maintenance (PM) service contract, which will provide a preventative maintenance inspection program that is designed to keep new, and existing sterilization equipment operating according to manufacturer’s requirements. The vendor shall also make available to the government a yearly comprehensive service coverage plan option for all newly installed sterilization equipment, and existing sterilization equipment.

Comprehensive coverage is all-inclusive service coverage; parts, labor, and travel for all preventative maintenance inspections, and unlimited repairs included. The vendor shall provide all parts, tools, skilled labor, services, disposal ( including hazardous waste) and decontamination, as well as pick-up, in order to de-install designated sterilization equipment at the medical center. The equipment to be de-installed, and traded-in to the vendor.

C. Specific Tasks

3. Vendor will provide two (2) Washer Disinfector units. The washer disinfector should fit the existing space, eliminating the need for further construction projects. Installation includes all necessary labor and materials required to uncrate, set-in place and assemble the two (2)

Washer/Disinfector units. Vendor will be responsible for moving equipment from loading dock to the installation site, and ensuring equipment is set in place at point of installation. The vendor will also perform as a part of the installation services, an operational check-out test, as well as calibration, and make any necessary adjustments to the equipment, to ensure the equipment is functioning according to OEM specifications. The vendor will also perform a demonstration of the equipment for appropriate facility personnel. Pricing provided by vendor for installation services will include Evening/Weekend Installation Labor.

4. Two (2) year comprehensive service coverage for both double door, steam heated Auto

Washer/Disinfector units (2 year option, with option to renew after 2 years). The vendor will provide a two-year comprehensive service coverage. The comprehensive service coverage is an all-inclusive service coverage; parts, labor, and travel for all scheduled Preventative Maintenance inspections and unlimited repairs included. The vendor shall not be held responsible for accessories and consumable/expendable items.

5. De-install & trade-in of existing facility Auto Washer/Disinfector unit in building . The vendor will make all necessary utility disconnections, remove and transport equipment to a predetermined location within the same customer facility for pickup and disposal. Vendor shall be responsible to decontaminate, de-install, prepare the trade-in equipment for shipment and move the item to the facility loading dock for pick up. Vendor will work out the logistics with vendor selected carrier to pick up the equipment within two weeks of the pickup request. Vendor will notify government point of contact 24 hours prior to pick up. Price offered by the vendor shall include all necessary evening and weekend labor. Pricing provided by vendor for installation services will include Evening/Weekend Installation Labor

D. Equipment Delivery, Installation and De-Installation ,& Support

The vendor shall deploy a solution, which will include a defined project timeline, delivery of appliances, all necessary labor, and materials to uncrate, set-in-place, re-erect, assemble, and install all appliances purchased by the government from the vendor. Vendor will be responsible transporting equipment from loading dock to the installation site, and ensuring equipment is set in place at point of installation. The vendor shall provide any necessary moving equipment required to transport new sterilization equipment from the loading dock/ storage area to the predetermined installation site. After all installations have taken place, the vendor shall be responsible to ensure that all equipment is calibrated properly, and functioning within the original equipment manufacturer’s specification (OEM). Once installation of equipment is completed, vendor shall be responsible to provide a demonstration all of the equipment functions for the appropriate facility personnel. The vendor shall be responsible for de-installation of all specified equipment currently used within the facility. For all equipment that is to be de-installed, the vendor will be responsible for decontamination, and infection control measures. The vendor will make all necessary utility disconnections, remove and transport equipment to a predetermined location within the same customer facility for pickup and disposal. Vendor shall be responsible to decontaminate, de-install, prepare the trade-in equipment for shipment and move the item to the facility loading dock for pick up.

Vendor will work out the logistics with vendor selected carrier to pick up the equipment within two weeks of the pickup request. Vendor will notify government point of contact 24 hours prior to pick up.

Price offered by the vendor shall include all necessary evening and weekend labor. Pricing provided by vendor for installation services will include Evening/Weekend Installation Labor. The newly installed equipment installation is to include end-user training, first week “go live” support, follow on support (on-site and remote), and capture/evaluation of metrics during the deployment. The vendor must provide onsite support during first week after “go live” and a mix of onsite/remote support, in accordance with paragraph E below. Post implementation shall be a 30 day review and a 60 day review of the deployed

SPS equipment and monitoring system. This review will consist of vendor representative and facility

COR discussing any and all issues that may arise at the 30 day mark, and 60 day mark. The vendor will provide a written report for both the 30 day and 60 day reviews. These reports will contain all findings, problems, technical issues, etc. as reported by the facility, as well as the vendor’s remediation suggestions, and final remediation solutions.

E. Project Management and Communications

E.1 Project Management

A Project Manager shall be provided from the vendor who will oversee all operations of the delivery, installation, de-installation, disposal, calibration, and go-live phases for this contract. Project Management will be applied to all phases in the form of weekly meetings, and weekly status updates as well as ongoing communications with facility stakeholders.

E.2 Briefings

Briefings will be given prior to “go live” deployment and at project completion. All briefing information and presentation materials shall be provided to the facility COR in preparation for go-live deployment.

Briefing information shall include any pertinent information the vendor assigned project manager, and facility stakeholders deem necessary to ensure successful go live deployment of SPS equipment.

E.3 Existing Impact and Phasing- Design Schedule

The vendor shall provide a narrative on existing service impact (if any) and any phasing necessary to maintain existing operations during deployment and a design for the staging and deployment impact on the general VA operations at the facility. The contractor shall provide a preliminary deployment schedule which shall include a timeline for projected outages highlighting the facility interruption time frame for installation of new equipment, as well as de-installation of existing facility equipment, if there are any.

This information shall be provided to the Contracting Officer Representative (COR) and Contracting

Officer (CO) for review and approval before any deployment begins.

F. Summary & Special Considerations

F.1 Functionality of the present SPS equipment

The contractor will ensure that the present SPS equipment will remain intact and functional until such time that the new system is ready for launch. At the said time when the new SPS equipment is operational and fully functional, the existing SPS equipment will be completely disabled, de-contaminated, and de-installed, as well as removed from the facility.

G. Project Deployment Deliverables

1. Installation, Configuration, testing, user acceptance testing, user training, Go-live support for implementation, and installation. De-installation of existing equipment, and removal of equipment from facility by vendor. De-contamination of equipment performed by vendor.

2. Final Configuration documentation, technical data sheets, equipment service contact, equipment and system service support, of all implemented equipment and sterilization systems delivered to facility COR within five business days of completion of end user training.

3. Within 10 business days of the contract award, the vendor must provide (names, email addresses, phone numbers, and credentialing) to both facility CO and COR for the following:

a. Vendor designated project manager, as well as an alternate point of contact

b. Technical support point of contact

c. Service department point of contact

d. Accessories/Parts sales department point of contact

e. General Management point of contact

4. A list of all employees assigned to this project shall be provided to the contracting officer and

COR five business days prior to the start of the project.

5. List will include: Name, SSN, Level of access required, and security clearances

6. For any employee requiring access to VA IT networks, or VA computers: Proof of cyber security training and VA Privacy training for all contractor/subcontractor employees requiring VA network computer access will be submitted to the COR within 15 days of contract award date.

7. Written notification that newly installed sterilization equipment, and systems, are ready for acceptance testing (5 business days prior to scheduled government acceptance testing).

8. Written copy of warranty (for all equipment, and installation work), provided upon initiation of use by facility.

9. Written documentation of contractor’s current worker compensation and employer’s liability insurance coverage plan for:

a. General liability

b. Property damage liability

c. To be delivered to the Contracting Officer (CO) within 30 days of contract award

10. One electronic copy of the operating manual and 1 electronic copy of the maintenance manual shall be provided by contractor within 5 business days of commencement of end-user training.

11. Contractor shall provide two (2) paper copies of the Operating manual and 2 paper copies of the

Maintenance manuals within 5 business days of commencement of the end-user training.

12. The vendor will provide a written report for both the 30 day and 60 day reviews. These reports will contain all findings, problems, technical issues, etc. as reported by the facility, as well as the vendor’s remediation suggestions, and final remediation solutions. Both reviews shall be provided to the facility COR within 15 days of the date of the 30 day review, and the 60 day review, respectively. The vendor shall provide the following documents within 30 days of award.

13. For any work requiring remote (VPN) access: Vendor will provide approved VA credentialing, existing site to site (S2S) VPN tunnel information, as well as individual user VPN account information will be provided to COR within 15 business days of contract award.

H. EQUIPMENT REQUIREMENTS & SECURITY REQUIREMENTS

All equipment to be supplied by the vendor to the medical center shall be approved by the COR prior to installation.

H.1 Security Requirements

1. Position Sensitivity - The position sensitivity has been designated as low risk.

2. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI). A list of all employees who are assigned to this project by the contractor shall be provided to both the contracting officer and COR prior to the start of the project (see deliverables in section G)

3. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations.

b. It is imperative for the contractor to provide five business days prior to start of the project a listing of contractor personnel performing services under the contract. This list will include name (first, middle, last), and social security number.

c. All contractor employees and subcontractors are required to complete VA’s Privacy

Training within 30 days of effective contract date.

d. All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Initial training shall be completed within 30 days of effective contract date.

Documented proof must be provided to the Contracting Officer.

H.2 Special Agreement Check (SAC)

1. All Contractor Employees who require access to the Department of Veterans Affairs computer systems or who have access to sensitive information shall be required to have, at a minimum, a

Special Agreement Check (SAC) which includes electronic fingerprinting. A Contractor

Employee shall not perform any contract work (except for any other required orientation and training that does not require access to a VA computer system) until fingerprinting is completed by the local Human Resource Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. The Contracting Officer’s Technical

Representative shall facilitate the SAC process for the Contractor and Contractor Employee.

2. If the SAC identifies “potentially actionable issues” in connection with a Contractor Employee and it is determined that the Contractor Employee needs to be removed, the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements. SACs and fingerprinting of Contractor Employees will be required even when an

Employee will not be working on site at a VA Facility. The Contracting Officer can identify other options for accomplishing these SACs.

I. Installation

It is agreed upon and understood that the contractor shall be responsible for a complete installation.

Installation of this equipment shall take place during normal hours of normal operations which are from

7:00am-4:30pm Monday-Friday unless otherwise agreed upon with the COR. Installation work shall be scheduled with the COR who will be responsible to coordinate the work described herein. The period of performance is to begin no later than 30 days after notification is provided to the contractor that the site prep is ready for Installation of equipment. Installation will be conducted on Building 9B.

I.1 De-installation

It is agreed upon and understood that the contractor shall be responsible for a complete de-installation and trade-in of existing specified equipment. De-Installation and trade-in of this equipment shall take place during normal hours of normal operations which are from 7:00am-4:30pm Monday-Friday unless otherwise agreed upon with the COR. De-Installation and trade-in of this equipment work shall be scheduled with the COR who will be responsible to coordinate the work described herein. The period of performance is to begin no later than 30 days after notification is provided to the contractor that the facility is ready for De-Installation of equipment. The vendor shall be responsible for de-installation of all specified equipment currently used within the facility. For all equipment that is to be de-installed, the vendor will be responsible for decontamination, and infection control measures. The vendor will make all necessary utility disconnections, remove and transport equipment to a predetermined location within the same customer facility for pickup and disposal. Vendor shall be responsible to decontaminate, de-install, prepare the trade-in equipment for shipment and move the item to the facility loading dock for pick up.

Vendor will work out the logistics with vendor selected carrier to pick up the equipment within two weeks of the pickup request. Vendor will notify government point of contact 24 hours prior to pick up.

Price offered by the vendor shall include all necessary evening and weekend labor. Pricing provided by vendor for installation services will include Evening/Weekend Installation Labor.

J. Testing and Certification

Upon completing installation of the system, the Contractor shall pretest the entire system. After pretesting the system, the Contractor shall notify the COR in writing that the system is ready for acceptance testing, and that it meets all OEM specifications and operating parameters. Submission of this notification of system readiness shall be accomplished by the contractor prior to the beginning of the scheduled

Government Acceptance Test.

K. Acceptance Testing

The system shall be tested, in the presence of the COR for proof-of-performance. Acceptance Testing shall be performed at a mutually agreed upon date and time. Government will provide written notification of results of acceptance within 5 business days of end of testing.

In the event government acceptance testing results indicate failure: It shall be the responsibility of the contractor to initiate a remediation plan to solve any areas that failed during government testing within 72 hours of receipt of notification.

L. Training

Contractor shall provide training at the point of go-live and acceptance testing on the use, operations and maintenance of all equipment and newly installed sterilization process monitoring system to all required

VAMC personnel. Only qualified contractor’s personnel upon completion of installation shall perform the training. Training shall include on-site orientation, and training of end-users in operation and care of the equipment furnished, as well as an actual demonstration of the operation of the equipment. Contractor shall include guidance on completing any adjustments or other actions which may be undertaken by operating personnel in the event of failure of equipment, provided that such adjustment or action will in no way jeopardize the government's rights under contract guarantee clause. Only qualified contractor’s personnel upon completion of installation will give this training. Contractor shall contact the COR to schedule training. Date and times shall be mutually agreed upon with the COR or designated alternate, and the contractor. The government also requests that all training materials (electronic) and hard copy materials and manuals used, and presented during end-user training shall be provided to the government at no cost five business days prior to the commencement of end-user training.

M. Hours of Operation

1. Normal hours of operations at the Lieutenant Colonel Charles S. Kettles VA Medical Center are

Monday through Friday from 7:00 am to 4:30 pm, excluding all federal holidays. All work will be performed within the normal hours of coverage, except for training, unless requested or approved by COR or his designee.

2. Special Notes: The VA will have access to a technical support hotline for the Contractor during the hours of 8am – 5pm. If however, a problem or malfunction of the equipment cannot be resolved with technical support via telephone, then the Contractor shall be responsible to meet the response times noted in Paragraph O below. Hardware/software update/upgrade installations approved by the Government for performance outside normal duty hours shall be performed at no additional charge to the Government.

3. Federal Holidays observed by the Lieutenant Colonel Charles S. Kettles VA Medical Center

VAMC are:

a. New Years' Day

b. Labor Day

c. Martin Luther King Day

d. Columbus Day

e. Presidents' Day

f. Veterans' Day

g. Memorial Day

h. Thanksgiving Day

i. Independence Day

j. Christmas Day

N. Guarantee/Warranty

In addition to VAAR 852.211-71(A), the Contractor warrants that the system will be free from defects from materials and workmanship under normal use for a period of not less than one (1) year from day of first clinical use for equipment defined herein. Contractor will replace or repair equipment if necessary to the satisfaction of the Government. Contractor shall provide a copy of the written warranty upon delivery of the equipment. If the equipment cannot be repaired within a reasonable amount of time from receipt of notification by the COR, the contractor will provide loaner equipment to the government at no additional cost.

O. Response Time For Emergency Repair Services

1. Warranty repairs/ Service repairs shall be completed during normal operating hours, unless otherwise requested.

2. Response Time: Contractor's designated representative must make contact with COR or his/her designee within two hours after receipt of telephoned notification. If the problem cannot be corrected by phone, the designated representative will commence work (on-site physical response) within 24 hours of receipt of the first notification or as approved by the COR.

P. Conformance Standards

All work shall be performed and equipment shall function in conformance with all VA safety standards, manufacturer's/industry standards, the latest published edition of NFPA-99, FDA, OSHA, Joint

Commission on Accreditation of Healthcare Organizations (JCAHO), ISO 9000, UL and other applicable state, local, national and industry standards. Equipment shall meet EMS (Electromagnetic Compatibility) for EIC 601-1-2 CE, CSA, and ETL Approved to U.L. 2601-1, second edition.

Q. Contracting Officer Representative (COR)

1. The COR , Biomedical Engineering Department point of contact (POC), and SPS Department

(POC) shall be notified on dates and times when all service, warranty repair and/or on-site visits are accomplished. Written service report will be provided to the COR, Biomedical Engineering

Department POC, and SPS POC, upon completion of each visit, including but not limited to warranty repairs.

2. Within 10 business days of the contract award, the vendor must provide (names, email addresses, phone numbers, and credentialing) to the facility CO and COR, as well as Biomedical

Engineering Department, and Sterilization Process Services Department for the following:

a. Vendor designated project manager, as well as an alternate point of contact

b. Technical support point of contact

c. Service department point of contact

d. General Management point of contact

R. Reports/ Documentation

For any services performed on site, upon arrival at the Medical Center, the Contractor representative shall check in with the COR before performing any warranty, repairs and/or maintenance services. This check-in is mandatory. When the service is completed, the contractor’s representative shall document services rendered on a legible electronic service report. A legible signed service report shall be provided directly to the COR following completion of each call, and shall include equipment identification (i.e. serial number), date and time of service call, list of parts replaced, results of inspections and/or calibrations, and a description of work accomplished. The report shall be signed or initialed by the COR or authorized representative. Payment under this contract may be affected if a service report is not provided at the conclusion of each site visit.

R.1 Service Delivery Summary & Thresholds

1. Vendor will guarantee hardware support for all provided sterilization process equipment. The vendor will also guarantee any software support for the sterilization system software for trouble shooting of these devices, as well as software updates, and for security remediation.

2. Expectation of service calls to be responded to within 4 hours of initial request. Emergency calls to be responded to within 30 minutes of initial request).

S. Product Modification, Removal and/or Recall

If any product awarded under this solicitation requires modification, is removed or recalled by the

Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the following steps will immediately be taken by the Contractor or

Manufacturer:

1. Notify the contracting officer and COR, in writing, by the most expeditious manner possible. The notification which shall include, but not be limited to the following:

2. Complete item description and/or identification, order numbers from customers and the contract number assigned as a result of an award on this solicitation.

3. Reasons for modifications, removal or recall.

4. Necessary instructions for return for credit, replacement or corrective action.

T. Invoicing/ Payment

Contractor shall complete the work described above on a “milestone” basis. Contractor will provide a schedule of values describing line item detail for project activities and will bill on a monthly basis according to work completed and equipment delivered as a percentage of the scheduled value for each line item. It is anticipated this project will be completed in approximately 34 weeks. It is understood that in accordance with FAR 32.10 (Performance-Based Payments), the contractor request for performance-based payment shall contain the information and certification detailed in FAR 52.232-32, paragraphs (l) and (m). In addition, per FAR 32.1004(b)(2)(ii), a minimum of 10% of the total contract price must be reserved for final payment, regardless of amount of work performed. Any modifications to the contract shall influence the percentages.

All invoices must include, AT A MINIMUM, the following information: Contract Number, Funding

Document Number, Contract Line Item Number (CLIN), itemized listing of equipment purchased, and all work performed during the period being invoiced. This will not only show the present work and deliverables being delivered and the corresponding percentage of total contract value, but shall also show a cumulative total to date. NOTE: If invoice is submitted improperly (too early, incorrect funding document number, incorrect billing, etc.), invoice will be returned to contractor for correction.

Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the

Accredited Standards Center (ASC) chartered by the American National Standards Institute

(ANSI). The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

1. OB10 e-Invoice Setup Information: 1-877-489-6135

2. OB10 e-Invoice email: VA.Registration@ob10.com

3. FSC e-Invoice Contact Information: 1-877-353-9791 http://www.x12.org/

4. FSC e-invoice email: vafsccshd@va.gov

U. Identification, Parking, Smoking and VA Regulations

The Contractor shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to park in the area designated at the Medical Center (NO parking in any grass area). The VAMC will not invalidate or make reimbursement for parking violations or charges for the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC.

Possession of weapons is prohibited anywhere on the VAMC grounds. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation.

V. Insurance

1. Worker compensation and employer's liability: Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

2. General Liability: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

3. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

4. Copies of all insurance must be provided to the COR and Contracting Officer within 30 days after award of the contract.

W. Operating/ Maintenance Manuals

1. Contractor shall provide one electronic copy of the Operating Manual and one electronic copy of the Maintenance Manual. Approved electronic copy must be in pdf format, one document per

CD, properly labeled with description and product name/model number.

2. Contractor shall provide two paper copies of the Operating Manual and two paper copies of the

Maintenance Manual.

X. Orientation for Contractor Employees

1. Contractor will attend a post award meeting as arranged by the COR. VA will provide information to the contractor regarding these topics and will document the meeting. No work will commence prior to this meeting. The VA will schedule this meeting and it will include discussion of the following topics:

a. Fire and Safety

b. Infection Control

c. Disaster Procedures

2. The Contractor will ensure all personnel coming to the work site will receive the information required above.

3. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to on all subject matter presented during orientation.

mailto:vafsccshd@va.gov

Y. Unauthorized Use of Government Equipment

The Contractor shall not allow his/her employees, including Subcontractors’ employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

1.00 EA ________________

CUSTOM BUILD INSTRUMENT WASHER - 111-2892,

820015, 821067-4 - TOLEDO

LOCAL STOCK NUMBER: 1033889

TRANSPORT CART WD 290/390

LOCAL STOCK NUMBER: 549156

BASE COVER WD290

LOCAL STOCK NUMBER: 821062-4

SIDE COVER SET LEFT/RIGHT

LOCAL STOCK NUMBER: 821063-4

B-US-INS-WD

LOCAL STOCK NUMBER: 1050860

B-US-RMV-WD

LOCAL STOCK NUMBER: 106-3301

B-US RMV-INT-DIS

LOCAL STOCK NUMBER: 1050861

B-US RMV-DIS

LOCAL STOCK NUMBER: 106-3293

VALIDATION KIT, CHEMISTY

LOCAL STOCK NUMBER: 107-2169

PROBE KIT, CHEMISTRY

LOCAL STOCK NUMBER: KIT-062

KIT, INSTALL WD290 MANUAL

LOCAL STOCK NUMBER: 620040ME

CUSTOM BUILD: 1 EACH 111-2892, 820015, 820934,

821067-4 - ANN ARBOR

LOCAL STOCK NUMBER: 1090871

TRANSPORT CART WD 290/390

LOCAL STOCK NUMBER: 549156

BASE COVER WD290

LOCAL STOCK NUMBER: 821062-4

SIDE COVER SET LEFT/RIGHT

LOCAL STOCK NUMBER: 821063-4

B-US-INS-WD

LOCAL STOCK NUMBER: 1050860

B-US RMV-WD

LOCAL STOCK NUMBER: 106-3301

B-US RMV-INT-DIS

LOCAL STOCK NUMBER: 1050861

B-US RMV-DIS

LOCAL STOCK NUMBER: 106-3293

KIT, INSTALL WD290 MANUAL

LOCAL STOCK NUMBER: 620040MS

VALIDATION KIT, CHEMISTRY

LOCAL STOCK NUMBER: 107-2169

PROBE KIT, CHEMICAL STARTE

LOCAL STOCK NUMBER: KIT-062

GRAND TOTAL ________________

B.4 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Department of Veterans Affairs Toledo VA CBOC 1200 South Detroit Avenue Toledo, OH 43614 5903

USA

1.00

MARK FOR: Percy Johnson 614-257-5534 percy.johnson2@va.gov

0002 SHIP TO: Department of Veterans Affairs Toledo VA CBOC 1200 South Detroit Avenue

United States

0003 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0004 SHIP TO: Department of Veterans

Toledo VA CBOC

1200 South Detroit Avenue

0005 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0006 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0007 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0008 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue percy.johnson2@va.gov

0009 SHIP TO: Department of Veterans Affairs Toledo VA CBOC 1200 South Detroit Avenue

0010 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0011 SHIP TO: Department of Veterans

Toledo VA CBOC 1200 South Detroit Avenue

0012 SHIP TO: LTC Charles S. Kettles VA Medical Center 2215 Fuller Rd Ann Arbor, MI 48105

0013 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd Ann Arbor, MI 48105

0014 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0015 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0016 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0017 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0018 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd Ann Arbor, MI 48105

0019 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0020 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0021 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

0022 SHIP TO: LTC Charles S. Kettles VA

2215 Fuller Rd

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt…