36C25221Q0371_2.docx

36C25221Q0371

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1. 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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25221Q0371 04- -2021 Trudell,Michele 414-844-4800 X43251 04-21-2021

9AM

CDT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X 811219 $22 Million N/A X 36C252 William S. Middleton Memorial Veterans Hospital, Madison, WI 53705-2286 Tomah VA Medical Center Tomah, WI 54660-3105

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Contractor to provide Medical Instrument Sharpening and Repair services at William S. Middleton Memorial Veterans Hospital in Madison, WI, and Tomah VA Medical Center in Tomah, WI, within the Statement of Work. See Continuation Page.

The latest DOL Wage Determinations shall apply to any award made from this Solicitation.

Dane County WD 15-4897 (Rev 13) dated 12.21.2020 Monroe County WD 15-4929 (Rev 13) dated 12.21.2020 See CONTINUATION Page X X Johnson,Ashley Contracting Officer

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

DUNS NUMBER NO. ______________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: MICHELE TRUDELL, CONTRACT SPECIALIST

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

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

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. INVOICES:

a. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Payments shall be made in arrears upon receipt of a properly prepared invoice

c. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-752-0900 option 2 for Enrollment.

d. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

e. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

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

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

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

5. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

6. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer MICHELE.TRUDELL@VA.GOV no later than WEDNESDAY APRIL 16, AT 9 AM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://beta.sam.gov Contract Opportunities within 2 business days to all parties.

*Please note, all quotes are due NLT 9:00 A.M. LOCAL Time April 21, 2021*

7. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

8. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

a. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

b. All VA facilities are drug free.

c. All contractor personnel are required to adhere to all VA rules and regulations.

d. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

e. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

f. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

9. SECURITY & PRIVACY CONTROL:

The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

Check in/Visitor Passes:

Madison –Upon entry into the William S. Middleton Memorial Veterans Hospital, Madison, WI 53705, vendor employees shall use the “Reptrax” self–service kiosk to sign-in, print and visibly display visitor photo identification badge.

Tomah – VAMC – Upon arrival report to Building 400 (main VA entrance) for COVID-19 screening and then proceed to the Police Department to call SPS and check in. The Police Department is located in building 407 room 1709. Check in will include name and driver’s license.

A vendor ID badge will be issued by the VA Police which needs to be presented by contractor's employee at the VA entrance security check points. The issued badge is for official pickup and deliveries of surgical instruments and trays.

B.1 PRICE/COST SCHEDULE

Base Year 05/01/2021-04/30/2022

Instrument Sharpening and Repair - William S. Middleton Memorial Veterans Hospital, Madison, WI - 2- 3 Days per Month Contract Period: Base POP Begin: 05-01-2021 POP End: 04-30-2022

Instrument Sharpening and Repair - Tomah VA Medical Center - 1 Day per Quarter Contract Period: Base POP Begin: 05-01-2021 POP End: 04-30-2022

Option Year 1 - 05/01/2022-04/30/2023

Instrument Sharpening and Repair - William S. Middleton Memorial Veterans Hospital, Madison, WI - 2- 3 Days per Month Contract Period: Option 1 POP Begin: 05-01-2022 POP End: 04-30-2023

Instrument Sharpening and Repair - Tomah VA Medical Center - 1 Day per Quarter Contract Period: Option 1 POP Begin: 05-01-2022 POP End: 04-30-2023

Option Year 2 - 05/01/2023-04/30/2024

Instrument Sharpening and Repair - William S. Middleton Memorial Veterans Hospital, Madison, WI - 2- 3 Days per Month Contract Period: Option 2 POP Begin: 05-01-2023 POP End: 04-30-2024

Instrument Sharpening and Repair - Tomah VA Medical Center - 1 Day per Quarter Contract Period: Option 2 POP Begin: 05-01-2023 POP End: 04-30-2024

Option Year 3 - 05/01/2024-04/30/2025

Instrument Sharpening and Repair - William S. Middleton Memorial Veterans Hospital, Madison, WI - 2- 3 Days per Month Contract Period: Option 3 POP Begin: 05-01-2024 POP End: 04-30-2025

Instrument Sharpening and Repair - Tomah VA Medical Center - 1 Day per Quarter Contract Period: Option 3 POP Begin: 05-01-2024 POP End: 04-30-2025

Option Year 4 - 05/01/2025-04/30/2026

Instrument Sharpening and Repair - William S. Middleton Memorial Veterans Hospital, Madison, WI - 2- 3 Days per Month Contract Period: Option 4 POP Begin: 05-01-2025 POP End: 04-30-2026

Instrument Sharpening and Repair - Tomah VA Medical Center - 1 Day per Quarter Contract Period: Option 4 POP Begin: 05-01-2025 POP End: 04-30-2026

GRAND TOTAL: BASE + 4 OPTION YEARS:

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STATEMENT OF WORK (SOW)

1. Contract Title.

Instrument Sharpening and Repair

2. Background.

Surgical instruments need to be sharpened and maintained for optimal performance. The William S. Middleton Memorial Veterans Hospital (Madison VA Hospital) and Tomah VA Medical Center (VAMC) are currently seeking a company that can provide services to repair, refurbish, and assess for replacement surgical instruments for use in Operating Room, Ambulatory Care, Clinic, and CBOC procedures.

3. Scope.

· Contractor shall provide services that include, but are not limited to, sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, extensive stain removal, polishing, lubricating, adjusting, chemical etching, and replacing parts of various individual surgical instruments sets and operating room (OR) procedural instrument trays. Instruments shall be provided individually or as components of a specialty tray. All instruments shall be maintained in proper operating conditions as specified by the original manufacturer. Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS), located William S. Middleton Memorial Veterans Hospital, Madison WI, 53705 and Tomah VAMC, 500 East Veterans St, Tomah, WI 54660.

· All Surgical instrumentation trays (including powered surgical instrumentation) that are utilized for Wm S Middleton Memorial VA Hospital or Tomah VAMC shall be placed on a quarterly rotation program to ensure that all instrumentation is properly maintained and sharpened.

· All repairs shall follow all approved recommendations in regard to third party surgical instrument repair as set forth by the following:

· Food and Drug Administration (FDA)

· Centers for Medicare/Medicaid Services (CMS)

· Centers for Disease Control (CDC)

· Association for the Advancement of Medical Instrumentation (AAMI),

· International Association of Healthcare Central Service Materials Management (IAHCSMM)

· Association of per-Operative Registered Nurses (AORN)

· Association of Professionals in Infection Control (APIC)

· Department of Veterans Affairs, Veterans Health Administration (VHA) Directives

· Contractor shall provide at no additional cost to the government, In-service education to SPS staff on issues such as cleaning, care and handling.

· Contractor shall provide at no additional cost to the government, a yearly SPS Management Seminar that includes but not limited to:

· Site visit to engineering and repair facility

· Discussion of repair issues and proper care and handling of instruments

· Discussion of programs to enhance management and administrative effectiveness.

. 4. Specific Tasks.

· Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS) located in William S. Middleton Memorial Veterans Hospital, Madison WI 53705 or Tomah VAMC, 500 East Veterans St, Tomah, WI 54660, SPS Office no earlier than 7:30 am.

· The Contractor's employee(s) shall report to the Sterile Processing Service (SPS) upon arrival at the Madison VA Hospital or Tomah VAMC for the pickup and return of instruments. If instruments cannot be repaired, they must be marked or tagged with set name and number and returned to SPS. Instrument sets and trays must be returned throughout the day when work is completed, not all at the end of a workday. If an instrument needs to be sent out for third party repairs by the contractor, authorization must be obtained from SPS.

· The repair contractor shall provide multiple levels of repair service including, but not limited to, same-day turn-around, 24-hour turn-around, weekend service, mail-in repair service, and onsite repair service. All Urgent instrument repairs shall have a 48-hour turnaround time. All Emergency Instrument Repairs shall have a 24-hour turnaround time. Urgent and Emergency status shall be determined by the using service and/or SPS.

· Surgical instrument maintenance and repair shall be handled with care. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration. The contractor shall return instruments in as good as new condition. All instruments shall be repaired and maintained in proper operating conditions as specified by the original manufacturer

· New, original manufactured instruments and parts shall be used.

· Repairs, maintenance, and testing of surgical instruments, laparoscopic instruments, pneumatic instruments, electric/battery (cordless) instruments, fiber optic light cables/cords, cameras, surgical instrument containers, and push carts, should be considered for repair. A comprehensive list is included below. SPS may not utilize all services. Instruments to be serviced include, but are not limited, to:

a. General Instruments

b. Open Heart

c. PV

d. Neuro

e. Ortho

f. Plastics

g. Gynecology

h. Outpatient/Ambulatory Care

i. Dental

j. Podiatry

k. ENT

l. Urology/GU

m. Audiology/Speech

n. Micro

o. Arthroscopic

p. Laparoscopic

q. Endoscopic

r. Ophthalmic

s. Needle Holder Insert Replacement

t. MIS Instrument Repair

u. Flexible Biopsy Forceps Repair

v. Phaco Ultrasonic Emulsifier Repair

w. Fiber Optic Light Cable & Adapter Repair

x. InsulScan Insulation Testing System

y. On-location Laparoscopic Rebuilds and Repairs

z. Replacement Biopsy Forceps and Endoscopic Accessories

aa. Chemical etch

· Suction tubes (Poole, Adson, Frazier Baron, and Yankauer) shall be inspected, and interior lumens flushed and inspected.

· Specific custom-made instruments shall be repaired in coordination with operating room surgeons (end user) specifications.

· Instruments shall not be altered, changed or tampered with and shall be repaired following manufacturers' original design specifications.

· All instruments that can be disassembled shall be disassembled for maintenance and repair. They shall also be sharpened and aligned in accordance with the manufacturer's original specifications. Any bio burden found once disassembled, should be photographed and submitted as part of the service documentation for that visit.

· Instruments shall undergo appropriate, and sometimes extensive, cleaning processes to result in a stain-free finish that complies with the manufacturer's specifications. All instruments must be in working order after any chemicals that may be used on them. The contractor shall be responsible for returning within 24 hours to fix any instruments found to be in non-working order after the use of chemicals.

· Any etches should not interfere with instrument tracking barcodes. The manufacturer's part numbers, and catalog numbers shall be preserved on all repaired or refurbished instruments, as well. If that is not possible, the information should be chemically etched on to a different part of the instrument (i.e.- shaft or main component of the instrument).

· Instruments that cannot be repaired or refurbished due to cracking, pitting, corrosion, or exceeding life expectancy shall be tagged or marked for removal and/or replacement. Information should include the reason for removal, and which instrument set the instrument was removed from. A list of all items removed from service should be provided after each visit.

· The repair contractor shall not repair any surgical instruments that are on the “DO NOT USE” list. These instruments should be pulled from service. The list shall be provided to the contractor at the initial visit, and new copies shall be provided as the list is updated.

· No labels and/or stickers should be placed on instruments and/or sterilization containers. Only chemical etching is allowed. Any tape found on instruments needing service should be removed.

· Shipping containers and materials shall be provided for offsite repairs and are to be included in the overall price of the visit.

· Pre-paid shipping labels and transportation insurance shall be provided for offsite repairs. Contractor shall be responsible for return shipping costs as well.

· Case cart and push-cart repair services should be available, including, but not limited to, wheel replacement, hinge replacement, bumper replacement, and rust removal.

· The contractor shall remove from the facility all excess materials, trash, debris, and barriers generated as a result of their services.

Reporting/Documentation

· All documentation should be provided on contractor letterhead.

· The repair contract, with the input of the clinical and SPS staff, shall implement a Surgical Instrument Quality Assurance Program (SIQAP) whereas instrument sets shall be repaired, documented, and monitored by surgical service and specialty. The contractor shall work with SPS to create maintenance schedules for instrument trays.

· Instruments are to be handled with care to avoid further damage. While instruments are in the contractor’s possession, the contractor take full responsibility and accountability for all instruments removed from the VA facility. Contractor shall provide an inventory of instruments and instrument sets removed from and returned to the facility that are to be serviced or repaired.

· The contractor shall provide a summary document upon delivery of processed instruments containing the following information; date of repair, instrument tray, instrument type, type of repair, and cost.

· The contractor shall provide a written or emailed summary of all items removed from service and the instrument tray name and number from which it was removed within one (1) business day.

· The contractor shall contact the Madison VA Hospital SPS Office or Tomah VAMC SPS Office to review all instruments that require offsite repair and the instrument tray name and number from which it was removed. Madison VA Hospital SPS Office and Tomah VAMC SPS Office must provide written approval prior to removal of any and all instruments that require offsite repair.

· Items that have been repaired for the last time before replacement is needed shall be reported after every visit. Additionally, any instrument nearing the end of useful life shall be noted for replacement prior to being removed so that the service can replace the instrument prior to removal. Included in this replacement & end of useful life report shall include the instrument name, catalog number, instrument set it is being removed from and a brief description as to why it is near its end of useful life.

· The repair contractor shall provide education regarding instrument repairs, instrument care and handling, instrument testing, instrument processing, laparoscopic continuity testing, and endoscopy instrument repairs. An electronic presentation that details issues, problems, bioburden, etc., should be provided after every visit.

Requirements

· Repairs shall be completed either on location at the William S. Middleton Memorial Veterans Hospital, Madison, WI 53705 or Tomah VAMC, 500 East Veterans St, Tomah, WI 54660 in a mobile repair vehicle, or offsite at the contractor’s repair facility.

· 1S09001 and 1S013485 (medical device) certifications must be obtained by the repair contractor.

· Employees of the repair contractor responsible for repairing surgical instruments must be ASQ (American Society for Quality) certification and receive CQI (Certified Quality Inspector) training.

· The repair contractor shall provide enough technicians for onsite service to be completed in one business day.

· Individual instrument repairs conducted at William S. Middleton Memorial Veterans Hospital shall be performed Monday through Friday between the hours of 7:30am — 4:00pm, excluding weekends and federal holidays (New Years Day, Martin Luther King Jr’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day). Visits should be 2 days with a 3rd if necessary, per month, scheduled yearly. Any repairs outside the scope of this contract require a Purchase Order prior to performing any additional work.

· Individual instrument repairs conducted at Tomah VAMC shall be performed Monday through Friday between the hours of 7:30am — 4:00pm, excluding weekends and federal holidays (New Years Day, Martin Luther King Jr’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day). Visits shall be 1 day, per quarter, to be scheduled near the beginning of each quarter. Any repairs outside the scope of this contract require a Purchase Order prior to performing any additional work.

· Instrument repairs completed onsite at the William S. Middleton Memorial Veterans Hospital or Tomah VAMC in a mobile repair lab/vehicle must be repaired in a vehicle that is clearly labeled with the contractor’s name and permit numbers. The mobile repair vehicle should be self- sustained with electrical power, air compressor, tools, etc. Safety cones must be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and contractor staff. The vehicle must be parked in a pre-determined area, to be determined by the Warehouse.

· Continued instrument repairs quality improvement monitoring and turnaround time as well as contract compliance shall be progressively jointly monitored by Sterile Processing Service (SPS) Contracting Officer Representative (COR) and the end users. This shall be a periodic inspection. The government reserves the right to consider changing the method of inspection from Periodic to 100% Inspection at any time; however, deteriorating contractor performance may result in immediate 100% surveillance.

· Contracting Officer's Representative (COR) shall designate appropriate VA personnel to monitor contractor employee work hours/services through one or a combination of the following mechanisms: Overall Performance, Appearance of instruments, Function of Instruments, Provide technically skilled personal.

· The COR jointly with the Chief, Sterile Processing Service (SPS) shall monitor Contractor instrument pick-up and drop-off. This shall be accomplished by the contractor's employee(s) reporting to SPS upon arrival at the facility, and again before departure.

· On-line access to account should be made available to SPS

· The contractor shall provide itemized repair service invoices that must include total cost for work performed during each scheduled visit. The invoice shall include costs related to all work performed on-site and work sent off-site for repair/maintenance. All correspondence invoices shall include the current contract number. Billings shall be made in compliance with OB10 requirements. All repairs shall be completed according with all terms within this Statement of Work.

· The contracting Officer's Representative (COR) shall be responsible for verifying contract compliance. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer by the COR.

· Documentation of services performed shall be reviewed by the COR prior to certifying payment. The COR shall perform periodic documents checks with the using service to ensure records monitoring. VA shall pay only for services actually performed at VA and at the contractor's location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

· Monthly invoices are submitted to the Madison VAMC COR, by the contractor, via Tungsten. The COR, or designee, shall verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices submitted for payment.

· Quarterly invoices are submitted to the Tomah A-COR, by the contractor, via Tungsten. The A-COR, or designee, shall verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices submitted for payment.

· The contractor shall provide a minimum 3 references listing customers name, address, timeline of services, and phone numbers of contacts. They shall also have a minimum of 5 years of experience providing these services to Hospital or Major Medical Center.

· In addition to the per visit requirements listed above, a quarterly repair report, business review, and Surgical Instrument Quality Assurance Program (SIQAP) update shall be provided to the COR, and Chief of SPS. Any cost associated with this report should be included in the overall price of the visit.

· The Contractor must provide validation letters certifying contractor’s competency of all representatives performing service. Letters are to be provided to Chief, SPS no later than the 5th business day of each fiscal year. Validation letters must be provided within one week for all new representatives that are sent to perform repair, sharpening and educational services.

· Contractor shall be required to complete a security clearance with the VA Police.

· Madison – VAMC - Upon entry into the William S. Middleton Memorial VA Hospital, Madison, WI 53705, contractor employees shall use the “Reptrax” self–service kiosk to sign-in, print and visibly display visitor photo identification badge.

· Tomah – VAMC – Upon arrival report to Building 400 (main VA entrance) for COVID-19 screening and then proceed to the Police Department to call SPS and check in. The Police Department is located in building 407 room 1709. Check in shall include name and driver’s license.

· A contractor ID badge shall be issued by the VA Police which needs to be presented by contractor's employee at the VA entrance security check points. The issued badge is for official pickup and deliveries of surgical instruments and trays.

· Contractor mobile unit(s) shall be registered with the William S. Middleton Memorial Veterans Hospital’s Police Department and Tomah VAMC’s Police and Security Department.

Period of Performance. This contract is required for a base period of 12 months with four (4) one-year option periods.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(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 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 within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause) ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause) FAR Number

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

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.