36C25624Q1191_RFQ.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* RFQ: Specialty Medical Bed Rentals with Maintenance Repair Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

FAIR DATE/TIME/ZONE

QUESTIONS DATE/TIME/ZONE

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

77056-5643 36C25624Q1191 09-06-2024 9:00am-2:00pm CENTRAL TIME, CHICAGO, USA at MEDVAMC Bldg. 100 Room 4A-300.

09-10-2024 3:00pm CENTRAL TIME, CHICAGO, USA 09-17-2024 3:00pm CENTRAL TIME, CHICAGO, USA

0 DAYS AFTER THE RESPONSE DATE

N Unrestricted W065 532283 Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643 Contract Specialist Shasta Britt shasta.britt@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Michael E. DeBakey VA Medical Center

MEDVAMC

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 shasta.britt@va.gov EMAIL DESCRIPTION 36C25624Q1191_RFQ_Response_Offeror's Name mailto:shasta.britt@va.gov https://www.va.gov/ mailto:shasta.britt@va.gov

DESCRIPTION

This is a combined synopsis/solicitation 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 13.5 for Certain

Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a quote is being requested, and a written solicitation document will not be issued.

This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

FAC 2024-05 (eff.05/22/2024), VAAM Alert 24-10 (eff. 04/09/2024), and Acquisition Policy Flash

24-04 (eff. 01/01/2024).

Contractor is required to be actively registered in the System for Award Management (SAM).

Vendor quote may be considered non-compliant and rejected if the Contracting Officer is unable to verify registration status.

The Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd, Houston, Texas 77030 is seeking to purchase Specialized Medical Bed Rental Agreement with preventative maintenance services. This solicitation is a Brand Name or Equal, Unrestricted and is open to all concerns under North American Industry Classification System Codes (NAICS) 532283 Home Health Equipment Rental with a standard size of $41.0 million and Product Service Code (PSC) W065 - Lease or Rental of Equipment- Medical, Dental, and Veterinary Equipment and Supplies. The government expects this announcement to result in a Firm-Fixed Price Single-Award contract.

The MEDVAMC at 2002 Holcombe Blvd, Houston, Texas 77030 will hold a Specialized Medical

Bed Rental Fair on September 6, 2024, from 9:00am thru 2:00pm (CT) at Building (BLDG) 100, fourth (4th) floor, Auditorium Room Number 4A-300. Vendors will use loading dock number five

(5) located in the warehouse/basement area at MEDVAMC BLDG. 100. It is best for vendors to come in Entrance #70 off Old Spanish Trail (OST) to enter loading docks area, map in Section

D of RFQ provided. Vendors shall identify themselves to the warehouse staff who will gladly point the way to elevators for room 4A-300. Vendors are responsible for bringing all surge protectors and extension cords needed to display beds. We ask that vendors to please utilize name plates for identification proposes and sign in on sign-in sheet on day of event. Vendors shall RSVP to Contract Specialist: Shasta Britt at shasta.britt@va.gov and Administrative

Assistant: Cynthia T. Agee at agee.cynthiat@va.gov.

See attached RFQ on next page… mailto:shasta.britt@va.gov mailto:AGEE.CYNTHIAT@va.gov

36C25624Q1191

Table of Contents

SECTION B - CONTINUATION CONTRACT OPPORTUNITIES COMBINED SYNOPSIS

SOLICITATION

B.1CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...10

C.7 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.8 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.9 VAAR 852.211-70 EQUIPMENT OPERATION AND MAINTENANCE MANUALS

(NOV 2018)

C.10 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023) ...11

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.13 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM

REQUIREMENTS (JAN 2023) (DEVIATION)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..15

C.16 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 STATEMENT OF WORK (SOW)

D.2 IT CONTRACT SECURITY

D.3 PRICING LIST

D.4 WAGE DETERMINATIONS – HARRIS COUNTY (APR 2024)

D.5 MEDVAMC MAP

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.6 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION CONTRACT OPPORTUNITIES

COMBINED SYNOPSIS SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

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

[Completed by Offeror]

a. CONTRACTOR: Company Name:

ATTN/POC Name:

Address:

Phone:

Email:

UEI:

GSA/FSS, NAC, SEWP Contract# (if applicable):

b. GOVERNMENT: Contracting Officer 36C256

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

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

a. 52.232-33 Payment by Electronic Funds Transfer - System for Award

Management through TUNGSTEN

3. INVOICES: Invoices shall be submitted in arrears:

a. Other: Upon receipt and acceptance by the Government

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.

5. Offeror shall complete the following located in Sections B thru E of this solicitation to be deemed eligible:

a. Section B- CONTRACT ADMINISTRATION DATA, CONTRACTOR

b. Section B- PRICE/COST SCHEDULE

c. Section D- Price List

d. Section E- 52.204-24

e. Section E- 52.207-9

f. Section E- 52.212-3 (if not current in SAM.gov)

g. Submission of manufacturer’s authorized distributor letter, cut sheets, technical plan approach and specifications IAW SOW outlined in Section E 52.212-2.

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

AMENDMENT NO DATE

(End of Contract Administration Data)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

[Completed by Offeror]

ITEM

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR __________________ __________________

Contractor shall ship and deliver all items as listed in Section D:

Pricing List Line Items 01-12 to include all labor, maintenance, repairs, and services and adhere to the terms and conditions as listed herein and IAW SOW.

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025

PRINCIPAL NAICS CODE: 532283

PRODUCT/SERVICE CODE: W065

LOCAL STOCK NUMBER: Pricing List Year 1

Pricing List Line Items 01-12 to include all labor, maintenance, repairs, and services and adhere to the terms and conditions as listed herein and IAW SOW.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026

PRINCIPAL NAICS CODE: 532283

LOCAL STOCK NUMBER: Pricing List Year 2

Pricing List Line Items 01-12 to include all labor, maintenance, repairs, and services and adhere to the terms and conditions as listed herein and IAW SOW.

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027

PRINCIPAL NAICS CODE: 532283

LOCAL STOCK NUMBER: Pricing List Year 3

Pricing List Line Items 01-12 to include all labor, maintenance, repairs, and services and adhere to the terms and conditions as listed herein and IAW SOW.

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028

PRINCIPAL NAICS CODE: 532283

LOCAL STOCK NUMBER: Pricing List Year 4

Pricing List Line Items 01-12 to include all labor, maintenance, repairs, and services and adhere to the terms and conditions as listed herein and IAW SOW.

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029

PRINCIPAL NAICS CODE: 532283

LOCAL STOCK NUMBER: Pricing List Year 5

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM # SHIPPING INFORMATION QTY/UNIT DELIVERY DATE

0001 IAW: Section D.1 SOW 1.00/YR 10/01/2024-09/30/2025

FOB: DESTINATION

1001 IAW: Section D.1 SOW 1.00/YR 10/01/2025-09/30/2026

2001 IAW: Section D.1 SOW 1.00/YR 10/01/2026-09/30/2027

3001 IAW: Section D.1 SOW 1.00/YR 10/01/2027-09/30/2028

4001 IAW: Section D.1 SOW 1.00/YR 10/01/2028-09/30/2029

[End of Section B]

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES

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.1 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):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

FAR

Number

Title Date

52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST JUN 2020

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

MAY 2024

52.216-20 DEFINITE QUANTITY OCT 1995

52.217-6 OPTION FOR INCREASED QUANTITY MAR 1989

52.217-7 OPTION FOR INCREASED QUANTITY—SEPARATELY

PRICED LINE ITEM

MAR 1989

52.217-8 OPTION TO EXTEND SERVICES NOV 1999

52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

JAN 1997

52.247-34 F.O.B. DESTINATION NOV 1991

852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

MAY 2020

(End of Clause)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(a) Workers' compensation and employers’ liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

(a) All actual and potential offerors are encouraged to provide feedback on the preaward and debriefing processes, as applicable. Feedback may be provided to agencies up to 45 days after award. The feedback is anonymous, unless the participant self-identifies in the survey. Actual and potential offerors can participate in the survey by selecting the following link: https:// www.acquisition.gov/360.

(b) The Contracting Officer will not review the information provided until after contract award and will not consider it in the award decision. The survey is voluntary and does not convey any protections, rights, or grounds for protest. It creates a way for actual and potential offerors to provide the Government constructive feedback about the preaward and debriefing processes, as applicable, used for a specific acquisition.

C.4 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 10/01/2024 through 09/31/2029.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the

Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 100.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of $998,000.00;

(2) Any order for a combination of items in excess of $4,990,000.00; or

(3) A series of orders from the same ordering office within 3 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection

52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating the

Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 60days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.7 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC

2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.8 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of

Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

C.9 VAAR 852.211-70 EQUIPMENT OPERATION AND MAINTENANCE

MANUALS (NOV 2018)

The Contractor shall follow standard commercial practices to furnish manual(s), handbook(s) or brochure(s) containing operation, installation, and maintenance instructions, including pictures or illustrations, schematics, and complete repair/test guides, as necessary, for technical medical equipment and devices, and/or other technical and mechanical equipment provided per CLIN(s)

ALL. The manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. Where applicable, the manuals, handbooks or brochures will include electrical data and connection diagrams for all utilities. The documentation shall also contain a complete list of all replaceable parts showing part number, name, and quantity required.

(End of Clause)

C.10 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB

2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided.

This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the

OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of Clause)

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND

VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023)

(DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business certification status and their proposed use of eligible certified service-disabled veteran-owned small businesses (SDVOSBs) and certified veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor. To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the

SBA Veteran Small Business Certification Program portal at https://veterans.certify.sba.gov/

(see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13

CFR 121, 125 and 128.).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

(d) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

https://veterans.certify.sba.gov/

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses (SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran-

Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.13 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN

MINIMUM REQUIREMENTS (JAN 2023) (DEVIATION)

(a) This clause does not apply to small business concerns.

(b) If the offeror is required to submit an individual subcontracting plan, the minimum goals for award of subcontracts to certified service-disabled veteran-owned small business and certified veteran-owned small business SDVOSB/VOSB shall be at least commensurate with the

Department’s annual SDVOSB/VOSB subcontracting goals.

(c) For a commercial plan, the minimum goals for award of subcontracts to SDVOSB/ VOSB shall be at least commensurate with the Department’s annual service-disabled veteran-owned small business and veteranowned small business subcontracting goals for the total value of projected subcontracts to support the sales for the commercial plan.

(d) To be credited toward goal achievements, SDVOSB/VOSBs must be certified and listed in the SBA certification database at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128).A contractor may reasonably rely on a subcontractor’s status as shown in the SBA certification database as of the date of subcontract award, provided the contractor retains records of the results of the SBA certification database query.

(e) The Contractor shall annually submit a listing of SDVOSB/VOSB (for which credit toward goal achievement is to be applied) for review by personnel in the Office of Small and

Disadvantaged Business Utilization. Use VA Form 0896A, Report of Subcontracts to Small and

Veteran-Owned Business.

(f) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

https://veterans.certify.sba.gov/

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a

Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National

Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting

Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office.

Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

C.15 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT

2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer

(ACO) for the purpose of performing certain tasks/duties in the administration of the contract.

Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Clause)

C.16 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

(a) Supplies and equipment. Rejected goods will be held subject to Contractor’s order for not more than 15 days, after which the rejected merchandise will be returned to the Contractor’s address at the Contractor’s risk and expense. Expenses incident to the examination and testing of materials or supplies that have been rejected will be charged to the Contractor.

(b) Perishable supplies. The Contractor shall remove rejected perishable supplies within 48 hours after notice of rejection. Supplies determined to be unfit for human consumption will not be removed without permission of the local health authorities. Supplies not removed within the allowed time may be destroyed. The Department of Veterans Affairs will not be responsible for, nor pay for, products rejected. The Contractor will be liable for costs incident to examination of rejected products.

(End of Clause)

(End of Addendum to 52.212-4)

[End of Section C]

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

D.1 STATEMENT OF WORK (SOW)

SPECIALTY BED RENTALS

MICHAEL E. DEBAKEY VAMC

a) BACKGROUND

1. The purpose of this contract is to provide the Michael E. DeBakey VA Medical Center with continuous rental of specialty beds providing inpatient treatment ordered by clinical staff.

b) OBJECTIVES

1. With respect to each specialty bed, an overview of this SOW will include the following goals and objectives the VAMC has a need to continuously rent specialty beds for the medical treatment of inpatients indicated by the appropriate clinicians at the Michael E.

DeBakey VA Medical Center. Specialty beds will be rented by the day for as many days as the clinician see’s the patients need for the specialty bed.

c) SCOPE, TASKS, OR REQUIREMENTS

1. The Michael E. DeBakey VA Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston TX 77030 requires the contractor to furnish all necessary labor, bed repairs, bed replacements, materials, supplies, equipment, and transportation to provide rental delivery, set-up, take-down, and pick-up of specialty beds. The service will comply with all terms, conditions, provisions, schedules, and specifications of this solicitation.

The contract period will be for a base period beginning October 1, 2024, through September 30, 2025, with the addition of four option years exercised at the Government discretion.

2. The resulting contract is subject to the Federal Acquisition Regulation (FAR) Part 12.

Services are to be provided for a one (1) year period from the date of award with the option to renew for four (4) additional one-year periods, pending availability of funding.

Payment will be made 30 days upon receipt of a proper invoice at the office designated.

The pre-bill invoice should indicate patient name, last four numbers of social security number, nursing unit, and room number. This sensitive patient identifiable information (PII) should be transmitted to the Michael E. DeBakey VA Medical Center in a secure/encrypted method. The pre-bill invoice is to be sent to the authorized Contracting Officer Representative of this contract to verify invoices prior to submission to the Invoice Payment Processing System (IPPS) for payment. Once COR verifies invoices and any possible discrepancies are corrected, the COR will contact the vendor’s point of contact to request the submission of invoice for payment through IPPS.

3. All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.

4. General scope of the work the contractor will perform at the Michael E. DeBakey VA Medical Center is to have a certified and/or licensed technician to deliver, set-up, repair and/or replace, pick-up specialty rental beds in a timely manner. It is expected that all requested specialty beds meet the inspection criteria of the VAMC BioMed Department.

5. The types of specialty beds required by this VA facility include standard size and bariatric size specialty air beds and bed frames. Contractor will also provide the necessary attachments and supplies needed to operate each specialty bed.

d) THE STANDARD SIZE SPECIALTY AIR BEDS SPECIFICATIONS AND SALIENT

CHARACTERISTICS

1. Sleep surface technology (mattress overlays)–

a. low air loss therapy

(1) alternating pressure therapy

(2) pulsating therapy

(3) individual air cells/cushion therapy

(4) pressure redistribution air surface

(5) pressure redistribution non-air powered surface

(6) lateral rotational low air loss therapy with turn angles and turn time options

(7) continuous lateral rotation therapy (CLRT)

(8) immersion therapy

b. Sleep surfaces regulating temperature, moisture, friction, and shear

c. Microclimate management

d. Water repellent antimicrobial top cover and bottom cover

e. Flame retardant

f. Sleep surface dimensions –

(1) 36 width

(2) maximum length of 86”-88”

g. Expandable width and length frame and surface

h. Weight capacity – minimum 350 lbs. to maximum 500 lbs.

i. Low bed frame

j. Scale system

k. Bed exit alarm system

l. Backup battery power for mattress and bedframe

m. Panel lockout

n. Nurse call

o. Bed angles at head and foot

p. Patient controls

q. 120V AC power requirement

r. Safety feature in the event of a power failure to protect patient from lying on frame

s. Head and Trendelenburg angle indicators

t. Patient pendant

u. Side bolsters from head to foot to prevent patient fall when sitting on side of bed

v. Specialty bed to work with current overhead ceiling lift/sling

w. Bedside rails no less than 19.5 inches high

x. Bedside rails capable to assist with egress

y. Specialty bed to work with current overhead ceiling lift/sling

z. Side bed rails (upper and lower rails) maximum width of 12 inches or less from each other

aa. Side bed rails (upper and lower rails) height minimum of 7 inches or greater

bb. Battery back-up for air pump with additional electrical outlets on bed frame as part of bed rental (not billed separately for back-up batteries)

e) THE BARIATRIC SIZE SPECIALTY AIR BEDS AND BED FRAMES SPECIFICATIONS

AND SALIENT CHARACTERISTICS

1. Sleep surface technology (mattress overlays)–

a. low air loss therapy

b. alternating pressure therapy

c. pulsating therapy

d. individual air cells/cushion therapy

e. pressure redistribution air surface

f. pressure redistribution non-air powered surface

g. lateral rotational low air loss therapy with turn angles and turn time options

h. continuous lateral rotation therapy (CLRT)

i. immersion therapy

2. Sleep surfaces regulating temperature, moisture, friction, and shear

3. Microclimate management

4. Water repellent antimicrobial top cover and bottom cover

5. Flame retardant

6. Sleep surface dimensions –

(1) minimum width of 42” and maximum width of 48”-50”

(2) maximum length of 86”-88”

7. Expandable width and length frame and surface

8. Weight capacity – 1000 lbs.

9. Low bed frame

10. Scale system

11. Bed exit alarm system

12. Backup battery power for mattress and bedframe

13. Panel lockout

14. Nurse call

15. Bed angles at head and foot

16. Patient controls

17. 120V AC power requirement

18. Safety feature in the event of a power failure to protect patient from lying on frame

19. Head and Trendelenburg angle indicators

20. Patient pendant

21. Side bolsters from head to foot to prevent patient fall when sitting on side of bed

22. Power drive

23. Specialty bed to work with current overhead ceiling lift/sling

24. Bedside rails no less than 19.5 inches high

25. Bedside rails capable to assist with egress

26. Specialty bed to work with current overhead ceiling lift/sling

27. Side bed rails (upper and lower rails) maximum width of 12 inches or less from each other

28. Side bed rails (upper and lower rails) height minimum of 7 inches or greater

29. Battery back-up for air pump with additional electrical outlets on bed frame as part of bed rental (not billed separately for back-up batteries)

f) SELECTION CRITERIA

1. The objective standard of acceptable performance that is to be provided by the contractor is to have a certified and/or licensed technician to deliver, repair/replace, pick-up specialty rental beds in a timely manner as indicated under section V. Delivery Schedule. The certified and/or licensed technician also to perform specialty bed search within the hospital three days a week; as well as educate hospital staff on the full function of the various specialty beds. The contractor should also acknowledge that the specialty beds are in good working condition and is regularly maintained. The contractor will be liable for damages should patient injury result due to specialty bed malfunction.

The contractor must also indicate that sufficient insurance coverage is maintained for its employees and for its equipment.

g) DELIVERY SCHEDULE

1. Contractor shall furnish all labor and supplies for delivery, set-up, and removal of specialty beds. Deliveries and set-up may be made to floors one (1) through six (6).

Room locations will be provided at time of call for delivery. After delivery and set-up each room shall be returned to its original condition.

2. The specialty beds shall meet all life safety codes, National Fire Protection Association codes and all other applicable federal, state, and local codes.

3. The Contracting Officer’s Representative (COR) shall contact and coordinate with the contractor a mutually agreed upon time to complete the deliveries as required 24 hours a day, 7 days a week. Routine delivery time shall not exceed 4 hours after receipt of order to a designated hospital room. Rental beds should be picked up after notification of discontinuation of use within a twenty-four (24) hour period unless otherwise specified.

Any repairs or replacement of beds due to any technical difficulties shall not exceed 2 hours after receipt of order to a designated hospital room. Rental equipment should arrive within the same day of notification (preferably two hours) unless otherwise specified. Rental equipment should be picked up after notification of discontinuation of use within a twenty-four (24) hour period unless otherwise specified. At the time of order, the contractor shall provide the requestor with a rental order number specific to that patient. This will be the number that will be used by both parties to track equipment use and billing.

4. Only the items ordered or an approved or equal shall be supplied. All substitution must be approved by the COR in writing, and then forwarded to the Contracting Officer for contract administration.

5. The COR will provide the contractor with a list of staff authorized to place orders for rental beds/mattresses. The government will not be responsible for orders placed by non-authorized personnel.

h) GOVERNMENT-FURNISHED EQUIPMENT AND GOVERNMENT-FURNISHED

INFORMATION

1. The VAMC maintains a facility adequate and suitable for the rental of specialty beds.

The contractor will have a certified and/or licensed technician readily available to perform specialty bed rental duties. Only VAMC’s employees, while in the performance of their official duties, and not the contractor’s employees, are covered by the Federal Tort Claims Act, 28 U.S.C. §1346(b), 2671 through 2680. The contractor acknowledges that the special rental beds are in good working condition and is regularly maintained.

The contractor will be liable and indemnify the VAMC for damages should patient injury result due to specialty rental bed malfunction. The contracted vendor acknowledges that it maintains sufficient insurance coverage.

i) PLACE OF PERFORMANCE

1. This work will be performed at a Government site (specifically in the Michael E. DeBakey VA Medical Center) and not at the contractor’s site.

j) PERIOD OF PERFORMANCE

1. The performance period will begin at the time of the contract period. The contract base year period 10/01/2024 – 09/30/2025; as well as four additional option years exercised at the Governments discretion.

k) CONTRACTOR’S RESPONSIBILITY

1. Contractor will hold and submit certificates of insurance for general liability and malpractice insurance, workmen’s compensation and vehicle insurance. Under no circumstances are Contractor’s employees considered Michael E. DeBakey VAMC employees.

2. The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup.

3. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract.

4. The contractor is responsible for keeping equipment clean and in good working order and shall provide all maintenance, repairs, and upgrades to the equipment as required keeping it in optimal condition. The contractor also is responsible for the delivery, set-up, take down, and pick-up of rental equipment; cleaning of equipment after use (not housekeeping); overview of operation of equipment if needed.

5. Technician(s) are subject to the same quality assurance standards as established by the Joint Commission (JC).

6. The Contractor will provide services in accordance with ethical, professional, and technical standards of the health care industry.

7. The Contractor shall notify the Contracting Officer’s Technical Representative of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).

8. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants operating and using the rental equipment. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

9. If Michael E. DeBakey VA Medical Center accepts the offer of another specialty bed vendor other than the incumbent; the Contractor is responsible for providing an implementation technical plan approach for the in/out bed phasing schedule and the requirements specified above. The current incumbent vendor shall remove specialty rental beds and the new vendor shall deliver and set-up specialty beds to be accomplished between October 1 – 4, 2024, no sooner and no later.

10. The Contractor will provide kickoff meeting to be held within one week prior of contract’s effective date of October 1, 2024. If this meeting is unattainable during this time due to the nature of the award timeline date, a post award kickoff meeting shall be held within first week of effective date.

l) SERVICES NOT COVERED

1. Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer to be within the overall scope of the contract, work shall be added by a modification to the contract.

2. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement.

m) FEDERAL HOLIDAYS OBSERVED BY THE VA

1. FEDERAL HOLIDAYS:

a. New Year's Day 1st of January

b. M L King's Birthday 3rd Mon. in January

c. President's Day 3rd Mon. in February

d. Memorial Day Last Mon. in May

e. Juneteenth 19th of June

f. Independence Day 4th of July

g. Labor Day 1st Mon. in September

h. Columbus Day 2nd Mon. in October

i. Veterans Day 11th of November

j. Thanksgiving Day 4th Thurs. in November

k. Christmas Day 25th of December

2. Also included would be any other day specifically declared by the President of the United

States to be a National Holiday.

3. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

n) IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS

1. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to obtain and pay for parking. The VAMC does not provide any parking. 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. 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.

o) ORIENTATION FOR CONTRACTOR EMPLOYEES

1. Contractor will attend an orientation meeting as arranged by the Contracting Officer’s Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting):

a. Fire and Safety

b. Infection control

c. Disaster procedures

d. Other

2. The Contractor will be responsible to ensure that Contractor employees 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 perform the required work.

p) CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

1. All contractor employees who require access to the Department of Veterans Affairs' Contractors computer systems or have access to sensitive information shall be the subject of a background investigation. The contractor is encouraged to have its employee immediately download the background investigation packet from http://www.osp.va.gov/Security_and_Investigations_Center_FF.asp upon notification of contract award. A contractor’s employee shall not commence working at VA under contract until the Contracting Officer receives notification from the VA Office of Security and Law Enforcement that the contract employee’s application was received complete.

A favorable adjudication from the VA Office of Security and Law Enforcement must be received in order for a contractor employee to continue contract performance. This requirement is applicable to all subcontractor personnel.

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

b. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI).

c. Contractor Responsibilities

2. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractor’s 1st month’s invoice(s) for services rendered.

3. It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under the contract in order for the background http://www.osp.va.gov/Security_and_Investigations_Center_FF.asp investigation process to commence. This list will include name (first, middle, last) social security number; date of birth; city, state, and country of birth.

4. The contractor or their employees shall submit a complete background investigation packet. Additional guidance and information in completing the required forms, and examples of the forms, can be found at http://www1.va.gov/VABackground_Investigations/page.cfm?pg=2.

5. The following required forms must be submitted to the VA Office of Security and Law Enforcement before contract performance begins:

a. Standard Form 85, Questionnaire for Non-Sensitive Positions

b. Optional Form 306, Declaration for Federal Employment

c. Standard Form 86A (EG), Continuation Sheet for Questionnaire

d. Electronic Fingerprint Form

6. Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

7. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay contract performance.

8. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

9. The contractor may utilize a private investigating agency if such agency possesses an OPM and Defense Security Service certification.