36C25624Q0160 Sebia Reagents and Supplies.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Sebia Reagents, Supplies and Consumables (Lab Chemical Supply)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25624Q0160

RESPONSE DATE/TIME/ZONE 11-14-2023 10:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 8 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6640

NAICS CODE* 334516

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston Texas

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25624Q0160 Sebia Reagents - Quote

DESCRIPTION

36C25624Q0160 – Sebia Reagents, Supplies and Consumables (Lab Chemical Supply) at Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, and a written solicitation document will not be issued.

2. The CSS number is 36C25624Q0160. It is issued as a Request for Quote (RFQ).

This solicitation is in support of a requirement for the MEDVAMC that is sole source.

The government anticipates awarding one Firm-Fixed Price contract resulting from this solicitation to a sole source offeror. The sole source offeror shall comply with the following conditions below when responding to this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06 (effective: 11/06/2023).

4. Please review the attached document(s) for more details on this requirement.

See attached 36C25624Q0160.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, TX 77056

Contracting Officer:

Jeneice Matthews POC: jeneice.matthews@va.gov

Quote in response to this RFQ is due at 9:00 AM Central Standard Time, November 14, 2023. Quote shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

Please insert “36C25624Q0160 Quote” in the subject line of your email. The Sole Source Offeror shall submit the following for 36C25624Q0160:

1. Price/Cost Schedule mailto:jeneice.matthews@va.gov

36C25624Q0160

Sole Source Offeror shall provide quotation(s) for the following:

Supplies/Services

PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Control, Electrophoresis, Serum protein,Norm, 1ML (both)

14.00 EA

LOCAL STOCK NUMBER: 4785

0002 Control, Electrophoresis, Hypergamma, Abn, 1ML, Lyophilized (both)

14.00 EA

LOCAL STOCK NUMBER: 4787

0003 IT QC 6.00 EA

LOCAL STOCK NUMBER: 4788

0004 4 IF KIT (Hydrasys) 12.00 EA

LOCAL STOCK NUMBER: 4804-SM

0005 FIXATIVE and IF Antisera (Hydrasys)

16.00 EA

LOCAL STOCK NUMBER: 4815-SM

0006 Clean Protect (Hydraysy + Capillarys)

12.00 EA

LOCAL STOCK NUMBER: 2059

0007 Protein 15 (Hydrasys) 6.00 EA

LOCAL STOCK NUMBER: 4121

0008 Capillarys 3 Protein 6 (Octa)

18.00 EA

LOCAL STOCK NUMBER: 2503

0009 Capillarys 3 Immunotyping (Octa)

12.00 EA

LOCAL STOCK NUMBER: 2600

0010 Capillarys 3 Capiclean (Octa)

8.00 EA

LOCAL STOCK NUMBER: 2060

0011 Capillary 3 Wash Solution (Octa)

18.00 EA

LOCAL STOCK NUMBER: 2062

0012 Tubes/Caps for Controls (Octa)

1.00 EA

LOCAL STOCK NUMBER: 9205

0013 Capi 3 Bins for Reagent Cup

2.00 EA

LOCAL STOCK NUMBER: 2581

0014 Capillarys 3 Reagent cups 24 x 14 Segments (Octa)

5.00 EA

LOCAL STOCK NUMBER: 2582

GRAND TOTAL

DELIVERY SCHEDULE

*** FOB Destination. All shipping charges must be included in price of items. ***

ITEM

NUMBER SHIPPING INFORMATION DELIVERY DATE

0001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 2002 Holcombe Blvd.

Houston, TX 77030 USA

December 1, 2023 - November 30, FOB: DESTINATION

STATEMENT OF WORK

1. General Information: The Michael E. DeBakey Veterans Affairs Medical Center (MEDVAMC) in Houston, Texas requests various types of Sebia reagents and supplies. The reagents and consumables are required for use in the General Chemistry Department on existing instrumentation. The reagents will be ordered on an as needed basis for use by the Department of Veteran Affairs (VA) authorized personnel in General Chemistry to support the General Chemistry Laboratory testing for the MEDVAMC and shall meet stringent quality control and compliance standards. The contract shall be for a Firm-Fixed Price.

2. Quantity: The Contractor shall provide all listed consumables, products and reagents shown below. Items will be ordered on an as needed basis.

Item # Description/Part Number* Qty Unit

4785 CONTROL, ELECTROPHORESIS, SERUM PROTEIN, NORM,1ML 14 EA

4787 CONTROL, ELECTROPHORESIS, HYPERGAMMA, ABN, 1ML,

LYOPHILIZED 14 EA

4788 IT QC 6 EA

4804- SM 4 IF KIT (Hydrasys) 12 EA

4815- SM FIXATIVE AND IF ANTISERA (Hydrasys) 16 EA

2059 CLEAN PROTECT (Hydrasys + Capillarys) 12 EA 4121 Protein 15 (Hydrasys) 6 EA 2503 Capillarys 3 Protein 6 (Octa) 18 EA 2600 Capillarys 3 Immunotyping (Octa) 12 EA 2060 Capillarys 3 Capiclean (Octa) 8 EA 2062 Capillarys 3 Wash Solution (Octa) 18 EA 9205 Tubes/Caps for Controls (Octa) Qty. 500 1 EA 2581 Capi 3 Bins for Reagents cup 2 EA 2582 Capillarys 3 Reagent cups 24 x 14 Segments (Octa) 5 EA

3. Salient Characteristics

3.1.1 Sebia products and reagents:

• The Contractor shall provide FDA approved products to include reagents, kits, supplies, and consumables used to perform Veteran patient testing on MEDVAMC Sebia instrument for a period of 12 months.

• These items shall be of the highest quality, sensitivity and tested to assure precision and accuracy.

• Expiration dates shall be clearly marked on all reagent containers and no shorter than 12 months.

• Unexpected changes in methodology/technology shall be at the expense of the Contractor.

• Reagent/Supplies shall be obtained by one Contractor.

• No substitutions shall be allowed unless pre-approved by designated VA COR

(Contracting Officer’s Representative)/VA POC (Point of Contact). Products listed in this purchase order, Section 3, have been successfully utilized by the MEDVAMC for clinical Veteran patient testing. Any deviation of products would require validation and verification studies which would delay Veteran patient tests.

• The Government may increase or decrease the quantity of supplies called for in this purchase order at the unit price specified by submitting a written notice/email to the

Contractor within 30 days. Delivery of added items shall continue at the same rate as the like items called for under the contract.

• All reagents shall be prepackaged and ready for use.

• The Contractor shall state the open date stability for all reagents/supplies for room temperature, refrigeration and frozen products.

• The Contractor shall notify the designated VA COR/ VA POC of the expected shipment date of reagents/supplies.

• The Contractor shall pay all shipping and handling fees for reagents/supplies.

• The Contractor shall package reagents/supplies in such a manner as to prevent damage or deterioration and ensure the integrity of the reagents/supplies during transport.

• The Contractor shall explain their policy on replacement of unsuitable or damaged reagents/supplies shipped in error.

• The Contractor shall supply all Safety Data Sheets for their proposed reagents/supplies.

• The Contractor shall inform the MEDVAMC of any reagents/supplies recalls or bulletins due to product unavailability due to manufacturing issues.

• Alert/Notifications of any delays in shipment as well as all technical advisory/recalls, prior to or simultaneously with filed alerts should be forwarded to the designated VA COR/ VA

POC.

• The Contractor shall provide plan for product availability if reagents/supplies become scarce or unavailable.

• The Contractor shall provide a VA acceptable itemized bill for all items shipped for payment with each shipment.

4. DELIVERY

4.1.1 Delivery of reagents will be on an as-needed basis to MEDVAMC, ATTN: Warehouse, Building 100, 2002 Holcombe Boulevard, Houston, Texas 77030.

4.1.2 The designated VA COR/ VA POC will place an order for required reagents and supplies based on need with Contractor. Orders will be issued for the specified need at the time of ordering in accordance with the terms and conditions of the contract.

4.1.3 Shipments shall arrive within 7 business days of placement of order.

4.1.4 Reagents and supplies will be selected from the Product Requirement List and Price/Cost Schedule of this purchase order for the duration of the contract.

4.1.5 Contractor shall deliver all reagents acceptably packaged to the MEDVAMC.

4.1.6 After award of the contract, a Purchase Order will be processed for this amount. A new acquisition plan will be submitted through FORCE to track each individual Purchase Order. However, the immediate need could possibly be used to meet the minimum order requirement for fiscal year 2024.

4.1.7 The Contractor shall deliver reagent materials to job in manufacturer's original sealed containers with brand name marked thereon.

4.1.8 The Contractor shall deliver specified items only when the site is ready to proceed.

4.1.9 The Contractor shall store products in a dry condition inside enclosed facilities.

4.1.10 The Contractor shall communicate with the designated VA COR/ POC delivery dates of when product orders are placed.

4.1.11 The Contractor shall coordinate delivery through the designated VA COR / VA POC.

5. Hours of Coverage: All work shall be conducted Monday through Friday at 8:00a.m. – 4:30p.m., excluding Federal holidays and unless other times are arranged in advance and approved in writing by the delegated

VA POC. The government also observes Executive Orders, President’s Proclamation, and days designated by Federal Statute.

5.1 The government hereby provides notice, and the Contractor hereby acknowledges receipt that government personnel observe the listed days as holidays:

New Year’ Day January 01 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day Third Monday in June Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

5.2 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. government agencies, and any other day specifically declared by the President of the United States.

5.3 In addition to the days designated as holidays, the government observes the following days:

5.3.1 Any other day designated by Federal Statute.

5.3.2 Any other day designated by Executive Order.

5.3.3 Any other day designated by the President’s Proclamation

5.4 It is understood and agreed between the government and the Contractor that observance of such days by the government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than Contractor normal compensation for the time worked.

6. The following laws, regulations, policies, and procedures, including all subsequent changes or updates apply:

FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation Standards All applicable Federal, State, Local and Industry: Laws, Policies and Standards as applicable to the proper performance afore and hereafter described.

7. Glossary:

CO Contracting Officer CDR Contract Deficiency Report FDA Food and Drug Administration OEM Original Equipment Manufacturer MEDVAMC Michael E. DeBakey VA Medical Center

OSHA Occupational Safety and Health Administration VA Department of Veteran Affairs The Joint Commission Business Day: A business day includes the entire 24-hour period ending at midnight, and a notice required by the regulation is effective even if given outside normal business hours.

8. Safety: Safety precautions shall include, but are not limited to the following requirements:

a) OSHA (Occupational Safety and Health Act)

b) Applicable State and Local Safety Operation Procedures

c) VA Safety Practices and Policies, VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

d) JCAHO (The Joint Commission, formerly, Joint Commission Accreditation of Healthcare

Organizations)

9. Parking: It is the responsibility of the Contractor personnel to park at the appropriate designated parking areas. The government does not validate or make reimbursement for parking violations of the contractor personnel under any circumstance.

10. Gray Market Prevention:

(a) No gray market or remanufactured items will be acceptable. Gray market items are OEM goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a supply contract for the purchase of new medical supplies for the MEDVAMC. No remanufactures or gray market items will be acceptable.

(b) Vendor shall be the OEM (Original Equipment Manufacturer) for the proposed supply contract for the purchase of new medical equipment to include replacement parts (if applicable), such that the OEM’s warranty and service associated with the equipment and system is in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies.

This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discover of such items.

11. Invoicing/ Billing Requirements:

11.1 The Contractor shall submit requests for payment electronically to the VA’s Tungsten Network (https://www.fsc.va.gov/einvoice.asp ).

11.2 Payment for services provided under the terms of this contract will be made within 30 (thirty) days after completion of work and upon receipt of a properly executed invoice.

11.3 Invoices shall be properly prepared in accordance with FAR (Federal Acquisition Regulation) 52.212-4.

11.4 Invoices will be returned when documentation is missing, inaccurate or incomplete. Invoices shall include, at a minimum, the following information:

https://www.fsc.va.gov/einvoice.asp

a) Company Name, Address, and telephone number

b) Invoice Date and Number

c) PO (Purchase Order) number and Order Number (if applicable);

d) Description, quantity, unit of measure, unit price and extended price of the items delivered.

e) Name and Title of Contact to notify in event of defective invoice.

11.5 The Contractor shall contact the VA POC and Contracting Officer if they do not receive payment within 45 calendar days of submission of a proper invoice. The VA POC will be responsible to cross reference all shipping/packing slips against invoices submitted for payment for accuracy. The Contracting Officer will contact the Contractor for resolution of any discrepancies.

12. Changes to the Statement of Work (SOW): Any changes to the SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in the contract file along with all other documentation of the work. Any such change shall be reflected in a written modification to this contract signed by the Contractor and the Contracting Officer.

Price/cost incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

END OF SOW

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. ADDENDUM FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services (NOV 2021)” Provisions 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 provisions are incorporated into 52.212-1 as an addendum to this solicitation:

FAR 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021)

INSTRUCTION TO OFFEROR(S):

This solicitation is in support of a requirement for the facility that is being solicited noncompetitively to a sole source offeror. The sole source offeror shall comply with the following conditions below when responding to this solicitation.

SUBMISSION OF QUOTE INSTRUCTIONS:

Quotation shall be received no later than 9:00a.m. Central Standard Time on November 14, 2023.

Quote shall be submitted electronically through email addressed to Jeneice Matthews, Contract Specialist at jeneice.matthews@va.gov .

The Contractor shall be registered in www.sam.gov to receive government contracts to be considered for award.

Offeror shall complete and submit the following:

a. The Contractor shall submit a price for all Contract Line-Item Number (CLIN) of the solicitation.

b. Provide all CLIN items listed in this solicitation that are annotated in the Price/Cost Schedule.

See FAR Clause 52.212-2 Addendum for basis for award. The price quote shall be legible, specific, and complete in every detail. Note: Pricing shall be all inclusive, for example, shipping cost/price must be rolled into the line item of the product and not separated as a separate line item.

The Contractor’s past performance history will be evaluated by the government for the purpose of a responsibility determination.

The following solicitation provisions apply to this acquisition:

• FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

• FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

• FAR 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (AUG

2020)

• FAR 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

• FAR 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

• FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

http://acquisition.gov/comp/far/index.html http://www.sam.gov/

• FAR 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS-NOTICE AND

REPRESENTATION (JUN 2020)

• VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY

NOTICE (FEB 2023)

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services (DEC 2022)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

• FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

52.204-13 OCT 2018

52.204-18 AUG 2020

52.212-4 DEC 2022

52.212-5 MAR 2023

SYSTEM FOR AWARD MANAGEMENT MAINTENANCE

COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

• VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

• VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

• VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

• VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

• VAAR 852.246-71 REJECTED GOODS (OCT 2018)

The Sole Source Offeror shall submit the following for 36C25624Q0160:

1. Price/Cost Schedule

Quote shall be sent electronically to:

Network Contracting Office 16 Jeneice Matthews, Contracting Officer Email: jeneice.matthews@va.gov Telephone calls are not acceptable.

https://www.sam.gov/portal http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ mailto:jeneice.matthews@va.gov