36C25720Q0398.pdf

Contract Opportunity

Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

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ZIP-CODE

SOLICITATION NUMBER

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ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

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DESCRIPTION * See Attachment

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ADDITIONAL INFORMATION

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

J

CardioDay & Muse Maintenance & Repair

75137

36C25720Q0398

03-12-2020

N

SDVOSBC

811219

Department of Veterans Affairs

NCO 17 North Texas Healthcare System

NCO 17 Network Contracting Activity

124 E. Hwy 67

Dallas TX 75216

Charles L. Brown, Jr.

Charles.Brown9@va.gov

Department of Veterans Affairs

West Texas VA Health Care System

VA Medical Center Big Spring Texas

300 West Veterans Blvd

Big Spring, TX

79720

United States

Charles.Brown9@va.gov

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued.

Solicitation number 36C25720Q0398 is issued as a Request for Quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular.

SET-ASIDE: This requirement is a 100% Total Service-Disabled Veteran Owned Small

Business (SDVOSB) set aside under the authority of 38 U.S.C. 8127(d). In order to be eligible for award an offeror must be certified/verified in VetBiz (www.vip.vetbiz.gov), and small for the applicable NAICS code at the time of the quote submission and at the time of award. Status as a qualified SDVOSB concern is under the authority of 38 CFR Part 74 in accordance with the VA

Acquisition Regulation (VAAR) Part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids.

NAICS Code: 811219 and Size Standard is $22M.

Description of Services: The Department of Veterans Affairs, West Texas VA Health Care System

(WTVAHCS), requires comprehensive maintenance and repair services to include hardware /software support services, software upgrades and annual preventive maintenance/calibration coverage for the GE

Health Care MUSE and Cardio Day System.

Place(s) of Performance:

Department of Veterans Affairs

West Texas VA Health Care System

VA Medical Center Big Spring Texas

300 West Veterans Blvd

Big Spring, TX 79720

Type of Contract: A Firm Fixed Price

Period of Performance:

Base Year: April 1, 2020 – March 31, 2021

Option Year 1: April 1. 2021 – March 31, 2022

Option Year 2: April 1, 2022 – March 31, 2023

Option Year 3: April 1, 2023 – March 31, 2024

Option Year 4: April 1, 2024 – March 31, 2025

The following clauses and provisions apply to this solicitation:

52.209-5, Certification Regarding Responsibility Matters

52.212-3, Offeror Representations and Certifications-Commercial Items

52.212-4, Contract Terms and Conditions-Commercial Items

52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-

Commercial Items

52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right

52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality

Agreements

52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3).

52.222-3, Convict Labor

52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67)

52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41

U.S.C. chapter 67)

52.222-43, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment

(Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)

52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015)

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving

52.228-5 Insurance-Work on a Government Installation (JAN 1997)

52.232-33, Payment by Electronic Funds Transfer-System for Award Management

52.237-3 Continuity of Services (JAN 1991)

52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005)

52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html)

852.203-70, Commercial Advertising (JAN 2008) https://www.acquisition.gov/far/html/52_232.html#wp1160005

852.232-72, Electronic Submission of Payment Requests

852.237-70, Contractor Responsibilities

52.252-1, Solicitation Provisions Incorporated by Reference:

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es).

52.252-2, Clauses Incorporated by Reference:

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).

Full text can be obtained at http://www.acquisition.gov/far/index.html

VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED

SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled veteran-owned small business concern or SDVSOB”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201

Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;

(iii) The business meets Federal small business size standards for the applicable North

American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and

(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable http://www.acquisition.gov/far/index.html https://www.vip.vetbiz.gov/

(2) “Service-disabled veteran” means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General.

(1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern.

(c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR §125.6.

(d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.

(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.

(End of Clause)

852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND

COMPLIANCE (JUL 2018)

LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE

(a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of

Total Service-Disabled Veteran-Owned Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an

Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of clause)

852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE

(a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments.

(b) The Contractor is advised that in performing contract administration functions, the

Contracting Officer may use the services of a support contractor(s) to assist in assessing

Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an

Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments.

(End of clause)

SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS –

COMMERCIAL ITEMS):

The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and

Certifications- Commercial Items, and ORCA document.

The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.

EVALUATION OF QUOTES:

Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance with 13.106-2 Evaluation of Quotes. The Government intends to award one contract resulting from this solicitation to the responsible lowest quoter whose quote conforms to the solicitation.

1) Price

2) Prior Experience

3) Past Performance

To assist with an efficient and minimally burdensome evaluation, please address these

Evaluation Criteria in accordance with the instructions in FAR 52.212-1 above. The

Department of Veterans Affairs, NCO 17 – RPO West may reject your quote for failure to address each Evaluation Criteria in accordance with those instructions.

Quotes must be received no later than Thursday, March 12, 2020 12:00pm CST. Email your quote directly to Charles.Brown9@va.gov. The subject line must specify: (RFQ

36C25720Q0398 – Quote/Proposal). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.

QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

1.00 YR _______________

http://www.sam.gov/ mailto:Charles.Brown9@va.gov

Muse Service Support Contract Period: Base POP Begin: 04-01-2020 POP End: 03-31-2021 LOCAL STOCK NUMBER: Service

CardiDay Service Support Contract Period: Base POP Begin: 04-01-2020 POP End: 03-31-2021

Muse Service Support Contract Period: Option 1 POP Begin: 04-01-2021 POP End: 03-31-2022

CardiDay Service Support Contract Period: Option 1 POP Begin: 04-01-2021 POP End: 03-31-2022

Muse Service Support Contract Period: Option 2 POP Begin: 04-01-2022 POP End: 03-31-2023

CardiDay Service Support Contract Period: Option 2 POP Begin: 04-01-2022 POP End: 03-31-2023

Muse Service Support Contract Period: Option 3 POP Begin: 04-01-2023 POP End: 03-31-2024

CardiDay Service Support Contract Period: Option 3 POP Begin: 04-01-2023 POP End: 03-31-2024

Muse Service Support Contract Period: Option 4 POP Begin: 04-01-2024 POP End: 03-31-2025

CardiDay Service Support Contract Period: Option 4 POP Begin: 04-01-2024 POP End: 03-31-2025

GRAND TOTAL _______________

B.4 STATEMENT OF WORK (SOW)

I. GENERAL:

The Department of Veterans Affairs, West Texas VA Health Care System (WTVAHCS), requires comprehensive maintenance and repair services to include hardware /software support services, software upgrades and annual preventive maintenance/calibration coverage for the GE Health Care MUSE and

Cardio Day System. The Cardio Day Holter system is required to work seamlessly with GE Healthcare

MUSE nX, VISTA, and GE Healthcare SEER Light Holter recorders. Server software must be Microsoft

Windows 2012R2 and thin client workstation software compatible with Microsoft Windows 10. Service and Software agreement will cover software errors, technical support and clinical applications support, software updates and database maintenance, and remote diagnostics services when available.

II. DEFINITIONS/ACRONYMS:

A. Biomedical Engineer - Supervisor or designee.

B. CO - Contracting Officer

C. COR - Contracting Officer's Representative

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the WTVAHCS premises.

F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status.

H. Authorization Signature – COR’s signature; indicates acceptance of work status as stated in

ESR.

I. OEM – Original Equipment Manufacturer

J. VA - Department of Veterans Affairs

K. WTVAHCS – West Texas VA Health Care System

III. CONFORMANCE STANDARDS:

A. Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the

“Manufacturer's Performance Standards/ specifications” as used when the equipment was originally procured and that any upgrades/updates will meet or exceed the stated standards/specifications.

B. Contractor must comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act.

C. Contractor must comply with Health Insurance Portability and Accountability Act of 1996

(HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information.

D. The Certification and Accreditation (C&A) requirements do not apply and a Security

Accreditation Package is not required.

IV. HOURS OF COVERAGE:

A. Vendor will provide technical telephone support 24 hours a day, 7 days a week. Vendor will provide a reasonable amount of clinical applications support, Monday – Friday, 8:00AM to

4:30PM CST, excluding Federal holidays, by telephone in response to inquiries. Vendor will make reasonable efforts to respond by telephone to a report of an error or malfunction within one hour after notification by Customer, and provide on-site support within twenty-four hours, during covered days, of notification by Customer.

B. Vendor will provide planned maintenance for the hardware in accordance with GE

Healthcare and OEM recommended frequencies and hardware specifications as set forth in the GE Healthcare service manuals. All inspections will be scheduled at a mutually agreeable time between Mondays - Fridays, 8:00AM-4:30PM local site time.

C. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor’s employees and representatives providing services hereunder during hours of coverage.

D. Federal Holidays observed by the WTVAHCS are:

New Years' Day Labor Day

Martin Luther King Day Columbus Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

V. UNSCHEDULED MAINTENANCE (Repair Service):

A. Contractor shall maintain the equipment in accordance with manufacturer’s guidance with an onsite response time within 24 hours for repairs (next business day).

Contractor shall make reasonable efforts for FSE to respond by telephone within one

(1) hour after notification of a malfunction. The CO or COR has the authority to approve/request a service call from the Contractor.

B. Coverage includes on-site support, service parts, software, and labor.

C. Contractor will provide telephone support per Section C, IV, Hours of Coverage.

D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards.

E. The COR will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor’s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, unauthorized attachments, or alterations to factory settings of the unit.

Period of Performance (POP):

Base Year: April 1, 2020 – March 31, 2021

Option Year 1: April 1, 2021 – March 31, 2022

Option Year 2: April 1, 2022 – March 31, 2023

Option Year 3: April 1, 2023 – March 31, 2024

Option Year 4: April 1, 2024 – March 31, 2025

VI. SCHEDULED MAINTENANCE:

A. The Contractor shall perform PM Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance will be performed at mutually agreed times during PM Coverage Hours. All exceptions to the

PM schedule shall be arranged and approved in advance with the COR.

B. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, unless specifically stated in writing.

C. The contractor shall provide written description of Preventive Maintenance Inspections

(PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following:

1. Cleaning of equipment.

2. Calibrating and lubricating the equipment.

3. Performing remedial maintenance of non-emergent nature.

4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

6. Inspecting and replacing, where indicated, all mechanical components.

7. Returning the equipment to the operating condition.

8. Providing documentation of services performed.

VII. PARTS:

A. The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the

COR.

B. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM.

C. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. The Contractor shall also list any additional excluded parts under the service contract.

D. Any hardware, such as a hard drive, which contained patient information, must be sanitized in accordance with National Security Agency standards by WTVAHCS staff prior to being removed from the WTVAHCS.

VIII. SERVICE MANUALS/TOOLS/EQUIPMENT:

A. The WTVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract.

B. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

IX. DOCUMENTATION/REPORTS:

The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number.

B. Name of FSE who performed services.

C. Contractor service ESR number/log number.

D. Description of problem reported by COR.

E. Identification of equipment serviced.

F. Itemized description of service performed, with parts and part numbers.

G. Itemized costs of any approved billable parts and services, if applicable.

X. REPORTING REQUIREMENTS:

The Contractor shall report his arrival in person or by telephone to Biomedical

Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR will be sent to the

COR after the work for review.

Contact Information:

WTVAHCS

Biomedical Contact Person(s): Chief Biomedical Engineering or designee.

Location (Building/Room Number): Building 1 Rooms

Telephone Number & Extension(s): 432-263-7361 X5056

End of Document