36C25924Q0405.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting Officer Edward Emerson Edward.Emerson@va.gov 303-712-5820

PLACE OF PERFORMANCE

Eastern Colorado Health Care System

1700 N. Wheeling Street

Aurora CO

ADDITIONAL INFORMATION

DESCRIPTION

Request for Quote (RFQ) #: 36C25924Q0405 Hocoma LokomatPro Maintenance

(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.

** Quotes are to be provided to Edward.Emerson@va.gov no later than 10:00am MT, Wednesday, April 24th .

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 36C25924Q0405. 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) 2023-04 effective June 02, 2023.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 811210 with a small business size standard of $34M.

(v) List of Line Items;

(vi) Description of Requirements for the items to be acquired (insert salient characteristics or Statement of Work);

1.0 REQUIRED SERVICES

The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the equipment listed above (1.2.1). Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

1.1 PREVENTIVE MAINTENANCE

1.1.1 The contractor shall provide preventive maintenance by a OEM certified technician.

1.1.2 The contractor shall provide travel and accommodation of the technician.

1.1.3 The contractor shall exchange all predefined preventive maintenance spare parts according to preventive maintenance report.

1.1.4 The contractor shall perform manufacturer specified safety checks.

1.1.5 The contractor shall provide the latest software and firmware version updates (bugfixes). NOTE: Hardware upgrades can be purchased at an additional charge in the case of non-compatibility between software and hardware.

1.1.6 The contractor shall perform an electrical safety test according to IEC62353.

1.1.7 The contractor shall perform preventive maintenance according to the manufacturer specified interval.

1.1.8 The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive maintenance shall be included in the coverage. The government will not pay for any parts provided during preventive maintenance. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

1.2 CORRECTIVE MAINTENANCE

1.2.1 The contractor shall have a Hocoma certified technician visit for needed corrective maintenance according to corrective maintenance report.

1.2.2 The contractor shall pay for the travel and accommodation costs of the technician.

1.2.3 The contractor shall provide remote support to local technicians over the phone.

1.3 SPARE PARTS

1.3.1 The contractor shall replace worn out or defective spare parts free of charge, with the exception of batteries.

1.4 ANNUAL INSPECTION

1.4.1 The contractor shall perform annual functional and electrical safety tests according to IEC62353 by a Hocoma certified technician according to inspection report.

1.4.2 The contractor shall provide travel and accommodation for the technician.

1.4.3 The contractor shall perform annual inspection that follows manufacturer recommendation. The inspection can be executed during a corrective maintenance visit.

2.0 HOURS OF COVERAGE

2.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States.

2.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

2.3 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts.

3.0 DOCUMENTATION/REPORTS

3.1 Field Service Reports shall be provided to the Agency within two weeks of service for all service activities and shall contain, at a minimum, the following information:

a. Name of contractor and contract number

b. Name of technician who performed services

c. Contractor service job number/log number

d. Date, time (starting and ending), equipment downtime and hours on-site for service call

e. VA purchase order number(s) covering the call if outside normal working hours

f. Description of problems reported by the POC/user (if applicable)

g. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage)

h. Signatures:

· Technicians performing services described

· Authorized VA Employee who witnessed service described

3.2 All field service reports for equipment located at the Eastern Colorado VA Health Care System shall be emailed to VHADENBiomedGroup@med.va.gov. Failure to carry out the above procedures shall be considered as a failure to document and shall constitute a failure to perform.

4.0 SERVICE MANUALS/TOOLS/EQUIPMENT

4.1 The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to their field service engineer (FSE)’s all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request.

5.0 SERVICES BEYOND SCOPE OF CONTRACT

5.1 The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in provided parts/equipment, delays to installation or implementation, or additional required labor/repairs. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

5.2 For any additional equipment or labor that is over and above the Statement of Work, if quote pricing is within the Contracting Officer’s Representative’s (COR)’s Government Purchase Card (GPC) threshold, the COR will decide to approve and authorize payment. For emergency costs over the COR’s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

5.3 Additional services not covered under the scope of this contract shall be approved by the Contracting Officer prior to the contractor initiating any work.

5.4 Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

5.5 The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 2 years from the date of install.

5.6 Any additional charges claimed must be approved by the COR or CO before service is completed.

6.0 COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

6.1 Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified technicians and/or electricians, and/or other certified field service engineers.

6.2 “Fully Qualified” is based on successful completion of training and experience in the field. For training, the service provides shall have successfully completed a formalized training program for the equipment identified in the schedule.

6.3 The technician and/or electricians shall be authorized by the contractor to perform the services. All work shall be performed by fully qualified competent technicians and/or electricians or other field service engineers. The contractor shall provide copies of all certificates for technicians, electricians, and/or field service engineers if necessary. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VAMC equipment.

6.4 Any electrician and/or certified engineer shall provide licenses upon request of the VA.

7.0 SECURITY

7.1 The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

7.2 Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C&A) requirements do not apply, and a security accreditation is not required for this contract.

7.3 Services provided under this contract do not involve equipment that stores, generates, transmits, or exchanges sensitive data.

7.4 The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

8.0 PERFORMANCE MONITORING

8.1 The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

9.0 PLACES OF PERFORMANCE

9.1 Delivery of services shall be coordinated through the Biomedical Engineering located at:

Rocky Mountain Regional VA Medical Center 1700 N Wheeling St.

Aurora, CO 80045

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

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

The Contracting Officer (CO) is the only point of contact for this acquisition. Quotes shall be submitted electronically via email only to Edward.Emerson@va.gov by 10 AM MT on Wednesday, April 24, 2024. The appearance of the quote will not be rated; however, if the reviewers cannot locate information required by the solicitation, the quote may be determined not responsive and will be eliminated from further consideration.

Offeror shall complete the quote in accordance with FAR provision 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES, which is part of this solicitation, and the following additional instructions.

Submission of quote shall include the following volumes: (I) Technical capability; (II) Past performance; and (III) Price

a. Volume I – Past performance - Offeror must provide at least three recent and relevant past performance references (including contract numbers, amount of contract award, point of contact with email address, telephone numbers and other relevant information, and a description of product/work performed under the contract). To be relevant, the effort must be similar in nature of work, size, magnitude, complexity, and scope of this procurement. Recent Relevant past performance is defined as not more than five years from the RFQ release date of this procurement. Verify and include the following up-to-date information for each contract:

b. Volume II – Price - Offeror must complete the pricing schedule provided.

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.

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.

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.

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

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.

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.

(End of Addendum to 52.212-1)

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

ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) 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:

(b) Factor 1. Past performance: The Offeror shall be evaluated on performance of past contracts and how well the identified performance relates to the product/work being procured under the Statement of Work for this procurement.

(c) Factor 2. 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.

(End of Addendum to 52.212-2)

(ix) 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.

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

(xi) 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;

(xii) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) 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)

(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 30 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 5 years and 6 months.

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:

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

(xiv) Date and Time offers are due to Edward.Emerson@va.gov by 10:00am MT, Wednesday, April 24th.

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

Edward Emerson, Edward.Emerson@va.gov

Combined Synopsis/Solicitation Notice