36C25924Q0300_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Fort Harrison VA Medical Center, MT

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Stephanie Cahill Stephanie.Cahill@va.gov (303)712-5841 *Email preferred

PLACE OF PERFORMANCE

3687 Veterans Dr.

Fort Harrison MT

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quote (RFQ) #:

Brand Name Only - Stryker Video System Lease and Services

(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 3:00pm MST, June 10th, 2024 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 stephanie.cahill@va.gov no later than 2:00pm MST, June 12th, 2024.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ) and the solicitation number is 36C25924Q0300. 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) 2024-05 effective April 22, 2024.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 339112 with a small business size standard of 1,000 employees. This solicitation is a 100% unrestricted.

(v) List of Line Items;

**Brand Name Stryker Equipment Only**

Base Year (6/14/2024 – 6/13/2025)

Option Year #1 (6/14/2025 – 6/13/2026)

Option Year #2 (6/14/2026 – 6/13/2027)

Option Year #3 (6/14/2027 – 6/13/2028)

Option Year #4 (6/14/2028 – 6/13/2029)

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

Salient Characteristics:

a. Minimum Clinical Performance Requirements include 4k video.

b. Must allow for digital image capture, print in 4K or HD, and transfer into CPRS (electronic health record).

c. Capture device must meet VA standard on HIPAA protection with transfer of images.

d. Must be compatible with Windows 10.

e. Camera head must have provider control on the field and at the nurse’s station.

f. Must have one-step preset routing per surgeon preference and configurable routing per OR.

g. FDA approved.

h. Must allow for laparoscopic, arthroscopic, hysteroscopic and other endoscopic procedures with light source, heated, humidified, and smoke evacuation insufflation, camera box, laparoscopes.

i. Light source must adjust automatically for continued visualization during surgical procedure.

j. Any repair work must meet Stryker specifications.

k. Equipment must be compatible with VA owned arthroscopic shavers (Ref# 375704500).

l. USA version / power plug with cable.

m. Provides Professional Installation and On-Site Training.

n. Must have repair and replace for all items on lease with a 24-hour turnaround time.

o. Pnuemoclear insufflator must be compatible with current stock of tube sets (ref# 0620050350).

p. Capture device must be compatible with the current integration system.

Labor and Material Requirements:

a. Equipment will be repaired to fully functional condition as soon as possible. In general, all repairs should be completed within 1-3 business days for minor repairs and 3-6 business days for major repairs.

b. All repairs will be performed by authorized service personnel at an authorized service center.

c. All parts must meet or exceed Original Equipment Manufacturer (OEM) factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the Contractor becomes property of the Contractor.

d. Completed repairs will be verified by the ordering Contract Officer and/or designated personnel described in each contract modification prior to acceptance.

e. All equipment being repaired will be transported in appropriate protective containers or packaging, clearly labeled with the Contractor's name, address, equipment model and serial identification numbers, and Purchase Order (PO) number.

f. After each repair, the Contractor will provide a written service report indicating the dates of service (including date received at the repair facility and date returned to the Government), the model, serial number, and barcode/lD number of the equipment serviced, the name of the service representative, the hours worked, description of the reported problem, and the services performed, and parts replaced.

g. All repairs will be tracked by the Contractor and tracking/repair information shall be made available to VA Fort Harrison upon request.

h. All reprocessing of endoscopic equipment shall be in accordance with FDA guidance "Reprocessing Medical Devices in Health Care Settings: Validation Methods and Labeling" issued March 17, 2015.

i. This contract assures full repair coverage with no cap for all contracted equipment, including accidental damage coverage at no extra charge.

Specific Tasks:

The requirement is for the contractor to provide repair/service as follows:

a. The contractor will provide the customer with pre-paid and pre-printed next-day freight mailing containers to send equipment in for repair service, when requested.

b. When requested, the contractor will provide loaners (that are the same type of equipment or superior) with shipping at no cost to the Government within 2 business days of notification.

c. Loaned equipment shall remain at the VA FORT HARRISON facility until repaired scope has been returned and repair has been validated/accepted.

d. All services for this requirement must meet the Original Equipment Manufacturer (OEM) current performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), LifeSafety Code (LSC).

e. Ensure that only FULLY Qualified field engineers and technicians who have gone through Original Equipment Manufacturer (OEM) or comparable third-party service schools perform the equipment repair.

f. The contractor will make repairs to the extent necessary to ensure a functional system that will efficiently serve its intended purpose.

g. The contractor shall notify the Contracting Officer of any repairs required that are not on the approved price list on their FSS before commencing repairs. The Contracting Officer will take the necessary action for completion of repair, if deemed necessary.

h. The contractor shall provide online repair tracking and history.

i. When requested, the contractor will provide Periodic and on-demand training and support.

Qualifications:

a. The Contractor must have an established business with an office and full time staff to include a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and experience in the field.

1) For training, the FSE(s) has successfully completed a formalized training program of the equipment identified.

2) For field experience, the FSE(s) has a minimum of two years of experience with respect to scheduled and unscheduled preventive and remedial maintenance of flexible endoscopic instruments.

b. The Contractor shall provide the ordering Contracting Officer with reprocessing instructions upon request.

c. The Contractor shall determine and guarantee the qualification of all Subcontractors used.

Warranty:

a. The Contractor shall provide repaired equipment with a I20 (minimum) day warranty. The manufacturer's factory-trained service personnel shall perform repair and maintenance during the warranty period. The warranty period shall not begin until after authorized personnel have accepted the products delivery, installation, and functionality. In addition, Contractor shall indicate availability and cost of extended parts warranty options.

Technical Documentation:

a. VA FORT HARRISON personnel shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts Lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contact and it's agreed upon price unless specifically stated in writing otherwise.

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

Fort Harrison VA Medical Center 3687 Veterans Dr., Fort Harrison, MT 59636

(viii) 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition

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

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

(f) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(g) Offerors 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 offeror making such contact may be excluded from award considerations.

(h) 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.

(i) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(j) Submission of quote shall include the following volumes: (I) Price

Volume I - Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items applies to this acquisition

ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

(b) The following factors shall be used to evaluate quotations:

Factor 1. Price

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Factor 1. Price: The Government will evaluate the price by adding the total of all line item prices, including all options. 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 or quality of the item offered to the Government requirement shall not be selected regardless of price.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. <This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs),and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).>

(End of Addendum to 52.212-2)

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

(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 (JUL 2020) applies to this acquisition

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

(xiii) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) [use when options are included] The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 Option to Extend the Term of the Contract (MAR 2000) [use when options are included]

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; 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 six months five years.

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020)

852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.

http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar

The following FAR provisions are to be incorporated by reference:

The following VAAR provisions are to be incorporated by reference:

None

The following FAR clauses are incorporated by reference:

The following VAAR clauses 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 Stephanie.cahill@va.gov by 2:00pm MST, June 12th, 2024.

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

Stephanie Cahill Stephanie.Cahill@va.gov

Combined Synopsis/Solicitation Notice