36C25918Q9824-000.docx

FedBizOpps Combined Synopsis/Solicitation Notice

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* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 Inpatient ECU items Brand Name Or Equal 80111 36C25918Q9824 08-20-2018 N 339113 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 Overton Spence 303.712.5825 VHAECH Aurora 1700 N. Wheeling St Aurora, CO 80045

USA

overton.spence@va.gov Request for Quote (RFQ) #: 36C25918Q9824 (inpatient ECU Items Brand Name or Equal)

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 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. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 4:00pm MST, (Friday 17 August 2018) All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to overton.spence@va.gov no later than 9:00am MST 20 August 2018.

(ii) This is a Request for Quote (RFQ) and the solicitation number is 36C25818Q9824. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-97 effective January 24th, 2018.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 339113 with a small business size standard of 750 Employees. This solicitation is a 100% set-aside for Small Business Concerns

(v) List of Line Items;

Make/Model Equivalent; Convergence Concepts MM123 Tablet ECU or Equal

Make/Model Equivalent; Convergence Concepts Desktop ECU Unit or Equal

GRAND TOTAL

(vi) Description of Requirements for the items to be acquired (salient characteristics);

VA Eastern Colorado Health Care System Initial Outfitting & Transition General Conditions and Statement of Work LV30D– Environmental Control Units

Version 5 6/8/2018

Contents

1. Purpose & Scope The purpose of this requirement is to deliver LV30A as part of the initial outfitting of the newly constructed Rocky Mountain Regional VA Medical Center (RMRVAMC) Replacement Facility located at 1700 N. Wheeling Street, Aurora, CO 80045. This procurement is to fulfill the need for both tablet and PC based Environmental Control Units (ECUs) in the Spinal Cord Injury (SCI) unit. The Contractor shall deliver and install all items listed in section 2, and all items must meet all salient characteristics defined in section 2.

The Contractor shall furnish all personnel, supplies, and equipment required for delivery and installation.

2. Technical Requirements

2.1 General Technical Requirements

2.1.1 All equipment and software proposed shall meet VA Directive 6551, VA Directive 6550, VA 6500 Handbook requirements NIST 140.2.

2.2 JSN: U5099.X – Environmental Control Unit, Tablet Based ECU– QTY (4)

2.2.1 General Characteristics

Basis of Design: Convergence Concepts MM128 Tablet ECU Unit or equal Basic Description: Specialized tablets for patients with less mobility

2.2.2 Specifications/ Salient Characteristics

2.2.2.1 Control options – Infrared and Z-Wave

2.2.2.2 Allows user inputs via

· Touch

· Voice

· Switch scanning

· Head tracking

2.2.2.3 Minimal 8 GB memory hard-drive

2.2.2.4 Minimal 250 GB solid state hard drive

2.2.2.5 Minimum 2 USB ports

2.2.2.6 Dimensions: minimal 11” W x 8” minimal 2.5” D

2.2.2.7 System must include minimal of:

· Bed Control and identified integrations

· Nurse Call Integration with Rauland

· Speakerphone

· Control of Lamp

· Integration with the eVideon patient interactive education system, IPTV

2.2.2.8 Tablet shall be have the capability to be dual mounted on a swing arm with the Evideon IPTV system

2.2.2.9 All items must be secured in place

2.3 JSN: U5099.Y – Environmental Control Unit, Desktop Based ECU – QTY (2)

2.3.1 General Characteristics

Basis of Design: Convergence Concepts Desktop ECU Unit or equal Basic Description: Specialized desktops for use by patients with less mobility

2.3.2 Specifications/ Salient Characteristics

2.3.2.1 Windows 10 Desktop computer

2.3.2.2 Dragon professional software must be installed

2.3.2.3 Necessary Dimensions: 15.6”W x 13.1” H x 3.8”D

2.3.2.4 Minimal 8 GB of memory

2.3.2.5 Minimal 250 GB hard drive

2.3.2.6 System must include minimal of:

· Bed Control and identified integrations

· Nurse Call Integration with Rauland

· Speakerphone

· Control of Lamp

· Integration with the eVideon patient interactive education system, IPTV

2.3.2.7 Control options – Infrared and Z-Wave

2.3.2.8 Allows user inputs via

· Touch

· Voice

· Switch scanning

· Head tracking

2.3.2.9 Monitor shall be have the capability to be dual mounted on a swing arm with the Evideon IPTV system

2.3.2.10 All items must be secured in place

3. PROJECT REQUIREMENTS

3.1 Provide a single point of contact for the implementation of this project.

3.2 On-site attendance for one business day for project kick-off meeting with the Client and our engineering staff.

3.3 Develop a project plan in accordance with site Master Schedule so not to affect any other deployments and or the opening of the Denver VA new replacement hospital.

3.4 Confirm and communicate the hardware delivery and implementation schedule.

3.5 Manage implementation and associated risk.

3.6 Contractor’s senior supervisor shall be on-site during equipment/software installation phase.

3.7 Schedule startup of all new equipment.

3.8 The Contractor’s project manager shall communicate any issues and notify the appropriate resources for resolution.

3.9 The Contractor shall provide an implementation plan and schedule an implementation meeting within two weeks from order shipment. The Contractor shall identify specific deployment tasks and milestones in the implementation plan.

3.10 The Contractor shall provide and maintain an accurate, detailed Inventory List of the Contractor installed equipment and software including serial numbers, Equipment Entry (EE) Tag numbers, version release, and licenses.

4. COORDINATION

4.1 The Contractor shall coordinate delivery, staging areas, installation, site safety requirements, and parking with the On-site Point of Contact (POC). The On-Site Point of Contact will be designated after contract award.

4.2 The Contractor shall participate in a pre-delivery meeting to determine delivery and installation dates.

4.3 The Contractor shall verify delivery date three business days prior to scheduled delivery.

5. DELIVERY

5.1 Delivery Timeframe: TBD by Martek point of contact.

5.2 Acquisition of the above items is part of the initial outfitting and activation of the new VA medical center constructed in Aurora, CO. Since outfitting is still occurring, delivery dates are approximate and will be coordinated with the successful contractor after award (see 2.6.2.6– Coordination).

5.3 The Contractor shall contact the On-Site Point of Contact to schedule a pre-kickoff meeting that will be conducted within 15 days after contract award for verification for scheduling a kickoff and pole planning meeting to determine delivery and installation dates. The Contractor may be required to adjust the delivery date from the date specified in the contract award document. A government-requested delivery delay up to 90 days after the delivery date specified in the contract award shall be at no additional cost to the government.

5.4 The Awardee Contractor may be required to adjust the delivery date from the date specified in the contract award document, due to situations beyond the Governments control. The Government has the right to adjust the contract award delivery date for up to 90 days at no cost to the Government.

5.5 Delivery Location: Contractor shall deliver all equipment to the Eastern Colorado Health Care System, Loading Dock, 1700 N. Wheeling Street, Aurora, CO 80045

5.6 Delivery Times: The loading dock accepts deliveries between 7 am and 3:30 pm Mountain Time. The loading dock is a federally owned/operated location and will not accept deliveries on federal holidays.

5.7 Delivery Markings: Contractor shall deliver items in manufacturer's original sealed containers with manufacturer’s name marked thereon. Deliveries shall be marked with the PO and contract number.

5.8 Delivery and Installation will be coordinated through the On-Site Point of Contact (POC). POC for delivery and install is as followed: TBD

6. INSTALLATION

6.1 The Contractor is required to provide all tools, labor and materials to complete assembly and installation of the items detailed in JSN: U5099.X and JSN:U5099.Y.

6.2 Installation/Configuration shall commence upon day of delivery. All work shall be completed between 8:00 a.m. and 4:30 p.m. MST. Monday through Friday, excluding all Federal holidays (https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay).

6.3 The Contractor shall remove all related shipping debris and cleanup any materials and tools associated with delivery and installation of the specified items. Contractor shall remove all packaging from the hospital premises. The contractor is responsible of disposing of any and all trash related to the items specified in section 2. This may include scheduling a dumpster drop-off. Contractor shall coordinate with the dock master for dumpster drop-off.

6.4 The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect (refer to Section 10 below).

7. Training

7.1 The contractor shall provide two separate on-site training sessions (a total of 10 hours of training split up at the clinical staff’s discretion) for 10 clinicians and 2 technical biomedical engineering staff at the time requested and determined by the VA training team.

8. SITE CONDITIONS

8.1 Delivery may occur while the construction contractor is still working on the facility.

8.2 Delivery and installation personnel must comply with all site safety requirements. The Contractor shall confirm site safety requirements with the On-Site Point of Contact when coordinating delivery and installation.

8.3 There shall be no smoking, eating, or drinking inside the construction site at any time.

9. OPERATIONS & MAINTENANCE

9.1 Maintenance, support, all services will begin after the installation and testing is completed and accepted by the VA site. Maintenance and support will be provided throughout the option year periods, if exercised by the Government. Contractor shall provide price for each option year, up to 4 years, of the Maintenance Service Contract.

9.2 The Contractor shall provide 24 hour per day user (ECHCS Guest) technical and clinical support.

9.3 Maintenance shall be scheduled during off peak hours, after 8PM Mountain Standard Time Monday-Friday, or 7:30am-4PM Saturday.

9.4 The Contractor shall provide 24 hour day technical support through a call center for VHA Medical center staff.

9.5 The Contractor shall provide on-site support when required by the VA within 24 hours.

9.6 The Contractor shall provide a 3 hour response time for trouble tickets entered through the technical support call center.

9.7 OPERATION AND MAINTENANCE MANUALS

9.7.1 Deliver compilation of all manufacturer recommended maintenance schedule and operation materials packaged in a binder(s) to On-Site Point of Contact upon completion of installation.

9.8 WARRANTY

9.8.1 The contractor shall provide all manufacturer(s) warranties on all parts and labor at the time of delivery.

9.8.2 The warranties shall include all travel and shipping costs associated with any warranty repair

10. INSPECTION AND ACCEPTANCE

10.1 The Contractor shall conduct a joint walk-through inspection with the On-Site Point of Contact upon completion of installation.

10.2 In the event deficiencies are identified, the Contractor shall provide date when the identified deficiencies will be addressed if not addressed on the date of installation.

10.3 The Contractor shall conduct a joint walk-through inspection with the On-Site Point of Contact after addressing all deficiencies.

10.4 All deficiencies identified during joint inspections shall be fixed by the Contractor prior to government acceptance of the item.

10.5 Disputes shall be resolved by the Contracting Officer.

11. PROTECTION OF PROPERTY

11.1 Contractor shall protect all items from damage during delivery and installation. The Contractor shall take precaution against damage to the building(s), grounds, and furnishings.

11.2 Contractor shall be responsible for providing adequate floor and wall protection to minimize damage to the facility during delivery/installation. It is recommended that all material handling equipment have rubber wheels to minimize potential damage to floors.

11.3 Contractor shall perform an inspection of the building(s) and grounds with the On-Site Point of Contact prior to commencing work. The Contractor shall be responsible for repairing or replacing any items that require a simple repair, components, building(s), or grounds damaged due to negligence and/or actions taken by the Contractor or its employees. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and On-Site Point of Contact is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

11.4 The Contractor shall be responsible for their own work tools and equipment during delivery/installation.

12. SECURITY REQUIREMENTS

12.1 To be discussed with point of contact. If installation takes more than two days, a badging process will be required. For short term (between 48 hours and 6 months), two forms of official photo ID and a 30-minute training are required. Badging forms to be filled out by contractor after award.

(vii) Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at:

Eastern Colorado VA Health Care System 1700 N. Wheeling St Aurora, CO 80045

(viii) 52.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturer’s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Contractor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be 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 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 discovery of such items.

(d) Descriptive literature must be provided IAW FAR 52.214-21 for item(s) which are considered to be equal to or better than the requirements listed.

(e) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(f) State if quoted items are available and priced through contractors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(g) Contractors socioeconomic status must be verified in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/. Unverified contractors will be considered non-responsive.

(h) Contractors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the contractor making such contact may be excluded from award considerations.

(i) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(j) All information shall be confined to the appropriate file. The contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Any award made resulting from this solicitation will be made based on the best overall quote that is determined to be the best overall value to the Government, considering (I) Technical Capability and (II) price.

(k) Respondents to this announcement shall submit their quote on Contractors Letterhead in accordance with FAR 52.212-1. Submission of quote shall include the following volumes: (I) Technical Capability (II) Price.

Volume I - Technical Capability

Under no circumstances shall any pricing be included in the Technical Capability. The contractor shall submit a Technical Capability narrative which shall address in detail how the offeror proposes to accomplish each requirement with all documents necessary to validate the technical requirements are met (or exceeded). Responding companies shall include any relevant information (specifications, cut sheets, brochures, capability statement, etc.) confirming their ability to supply the products and services outlined in this request.

Volume II – Price

Complete the Price Schedule of Supplies/Services of this solicitation, with proposed contract line item prices inserted in appropriate spaces and detail/itemize the pricing or add additional line items, if applicable. For services quoted, include labor categories, labor rates, and number of hours by task.

The Government requires contractors to quote unit prices and total prices that are two (2) decimal places. The unit price multiplied by unit quantity must equal the total price for that line item.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) Any award resulting from this solicitation will be made based on the best overall quote that is determined to be the overall best value to the government. Pursuant to FAR 52.212-2, the criteria for evaluation is: (1) Technical Capability, (2) Price.

Technical Capability – The Government will evaluate quotes on the basis of whether or not the provided quote meets the technical capability specified in the Statement of Work. Technical Capability shall consist of meeting or exceeding the requirements in the Statement of Work.

Price – The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability requirements of the statement of work shall not be selected regardless of price.

Options (if requested); The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s)

(b) All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. Consequently, contractors are highly encouraged to quote their best non-price and pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all contractors submitting a quote, if it is determined advantageous to the Government to do so. If these communications take place, the Government is not obligated to communicate with every contractor (note that FAR Part 15 procedures do not apply; therefore, formal discussions are not applicable). All contractors will be treated fairly and impartially. A contractor may be eliminated from consideration without further communication if its non-price and/or pricing quotes are not among those contractors considered most advantageous to the Government based on a best value determination.

(c) All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the Technical Capability of the lowest priced quote only. If the lowest priced Offeror’s Technical Capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors’ Technical Capability. If the lowest priced Offeror’s Technical Capability is determined to not meet the requirement, then the Government may review the Technical Capability next lowest priced quote, and so forth and so on, until the Government reaches a quote that is determined to meet the Technical Capability requirements.

(d) Quotes that merely restate the requirement or state that the requirement shall be met, without providing supporting rationale, are not sufficient. Contractors are cautioned that the award may not necessarily be made to the contractor quoting the lowest price, or to the contractor with the most highly technical quote. Award may be made to other than the lowest priced quote, if the Government determines that a price premium is warranted due to the merits of one or more of the non-price factors.

(End of Addendum to 52.212-2)

(x) Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items, with the offer.

(xi) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition

(xii) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

(xiii) Additional contract requirements or terms and conditions:

52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

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

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)

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):

http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following FAR provisions are to be incorporated by reference:

The following VAAR provisions are to be incorporated by reference:

(xiv) The Defense Priorities and Allocations System (DPAS) does not apply.

(xv) Date and Time offers are due to (overton.spence@va.gov) by 9:00am MST, 20 August 2018.

(xvi) Name and email of the individual to contact for information regarding the solicitation:

(Overton Spence) (overton.spence@va.gov)