36C25924Q0513.docx

SUBJECT*

(554)(Services 1) | B+4 | Mobile Surgical Laser Rental and Technician Service | POP 1 July 2024 - 30 June 2029 (VA-24-00002906)

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO 19) Rocky Mountain Acquisition Center 6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Shanta Harrison Shanta.Harrison@va.gov

(303) 712-5719

PLACE OF PERFORMANCE

VA Medical Center

1700 N. WHEELING ST

Aurora CO

ADDITIONAL INFORMATION

DESCRIPTION

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. This solicitation 36C25924Q0513 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through FY24.07A 04/26/2024, FAC 2024-04 04/01/2024. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 532490, with a small business size standard of $40 million.

THIS REQUIREMENT IS BEING SOLICITED FOR FULL AND OPEN COMPETITION/NO SET-ASIDE.

If offeror is a GSA schedule holder, all information requested in this notice must be provided, not just the offeror’s schedule number.

All information has been posted and there are no other documents available. Offers are to be submitted electronically to the Department of Veterans Affairs, Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center, 6162 South Willow Drive, Suite 300, Greenwood Village, CO 80111 ATTN: Shanta Harrison, Contract Specialist at Shanta.Harrison@va.gov no later than 4:00 p.m. Mountain Time on Monday, June 17, 2024. QUOTES SUBMITTED BY FASCIMILE (FAX MACHINE) WILL NOT BE ACCEPTED. PLEASE INCLUDE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF EMAILS SUBMITTED.

Any questions regarding this solicitation must be submitted in writing to the Contracting Officer no later than 4:00 p.m. MT, Wednesday, June 12, 2024. All responses to questions received will be posted to the Contracting Opportunities website via an amendment.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

Page 1 of Page 1 of

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

B.1.1. Contract Administration: All contract administration matters will be handled by the following individuals:

B.1.1.1. CONTRACTOR:

Department of Veterans Affairs Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center 6162 South Willow Drive, Suite 300 Greenwood Village, CO 80111 Telephone: 303-712-5719

B.1.2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (SAM), or B.1.3. GOVERNMENT INVOICE ADDRESS: Invoices shall be submitted in arrears:

B.1.4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically to the VA Financial Services Center for payment processing, free of charge. For any questions about the e-invoicing program, please contact the FSC at the phone number or email address listed below:

For any questions about the e-invoicing program, please contact the FSC at the phone number or email address listed below:

B.1.5. SAM UNIQUE ID NUMBER:

B.1.6. TAX IDENTIFICATION NUMBER:

B.2 STATEMENT OF WORK - Mobile Surgical Laser Rental and Technician Service

1. ADMINISTRATIVE

1.1. SERVICES TO BE PROVIDED: The Contractor shall provide to the Department of Veterans Affairs, Eastern Colorado Healthcare System, Rocky Mountain Regional, VA Medical Center (VAMC), Operating Rooms all the necessary Surgical Laser equipment, accessories, fibers, labor, and a qualified technologist to enable the clinicians of the Otolaryngology, Urology, Ophthalmology, OB/GYN, Plastics, General Surgery, Neurosurgery, Vascular Surgery, Orthopedic Surgery, Oncology, to perform mobile surgical laser procedures as required.

The Rocky Mountain Regional VAMC expects to allow for “Technology Refresh,” a potential addition of services or an upgrade to services in this contract due to technological advances throughout the period of performance of this contract. New technology must be an evolution of existing technologies under this Mobile Surgical Services contract.

As any new laser technology becomes available, the Contractor shall notify the Contracting Officer’s Representative and Contracting Officer of the availability of a new product and propose a rate schedule for use of the new technology. The RMR VAMC shall evaluate the new technology and will consider a modification to be added to the contract at the Contracting Officer’s sole discretion. A trial of the new equipment shall be arranged at the request of the Contracting Officer and Contracting Officer’s Representative. The Contracting Officer is the only authority capable of approving and incorporating any such in-scope change to the contract through a bilaterally executed contract modification.

The Rocky Mountain Regional VAMC shall reimburse the Contractor in arrears for approved additional costs and expenses associated with new utilizing the new technology, once approved by the Contracting Officer, and incorporated into the contract. Mobile Surgical Services utilizing the new technology can commence following the effective date of the contract modification adding the services.

The Contractor shall be responsible for and subject to all terms and conditions related to documentation and maintenance of all new and existing machines, as prescribed by the Rocky Mountain Regional VAMC and industry standards. The Contractor shall be responsible for providing a competent and trained technician to operate the new machines, and shall provide documentation of training, subject to the requirements of the Subject-matter experts of the Otolaryngology, Urology, Ophthalmology, OB/GYN, Plastics, General Surgery, Neurosurgery, Vascular Surgery, Orthopedic Surgery, and Oncology Department within the RMR VA Medical Center.

1.2. PLACE OF PERFORMANCE:

Rocky Mountain Regional VA Medical Center 1700 N. Wheeling Street Aurora, CO 80045

1.3. PERIOD OF PERFORMANCE:

1.4. TYPE OF CONTRACT: Indefinite Delivery Indefinite Quantity (IDIQ), with Subsequent Firm-Fixed Price (FFP) Task Orders.

1.5. TERM OF SERVICE:

1.5.1. This contract shall be written for a 9-month base period of performance starting performance on 1 July 2024. The contract shall include four (4) 1 year option year terms to be exercised at the discretion of the Government.

1.5.2. This contract is issued subject to the availability of appropriations for fiscal year 2024, and each ensuing fiscal year.

1.5.3. Only the services described in this Performance Work Statement (PWS) or incorporated through a modification by the Contracting Officer shall be provided.

1.6. AUTHORITY: 38 USC 513 General Contracting Authority and Federal Acquisition Regulations (FAR) Parts 12 and 13.

1.7. VA POLICIES AND PROCEDURES:

1.7.1. Center Memorandum 112-4 Laser Safety Program:

1.7.2. Center Memorandum MCP 07B-02 Facility Access:

1.7.3. Privacy Act of 1974:

https://www.justice.gov/sites/default/files/opcl/docs/1974privacyact-2012.pdf

1.7.4. Health Insurance Portability & Accountability Act of 1996 (HIPPA):

https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html

1.7.5. Center Memorandum MCP 118-40 Interventional Services Attire:

1.8. CONTRACT MODIFICATIONS:

1.8.1. No modifications shall be made to this contract unless authorized via signed modification.

1.8.2. The Contracting Officer is the only person authorized to approve/commit any changes or modifications to the requirements of this contract.

1.8.3. The Contractor shall communicate with the Contracting Officer on all matters pertaining to the contract administration.

1.8.4. In the event any change at the direction of any person other than the Contracting Officer has been made will result in the changed to be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1.8.5. The Contractor shall obtain prior authorization from the Contracting Officer for any services required outside the scope of work provided herein.

1.9. CONFLICT OF INTEREST: The Contractor and all technicians are responsible for identifying and communicating to the CO and COR any conflicts of interest at the time of quote and during the entirety of contract performance. At the time of quote, the Contractor and technicians shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or contract technicians who shall provide services. With its quote, the contractor shall provide the names of all contractor employees and family members of contractor employees, who are also employed by the Department of Veterans Affairs. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

1.10. CERTIFICATION OF CITIZENSHIP:

1.10.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under this contract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

1.10.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contracted or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, because of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

1.10.3. If the Contractor or their technician fail to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

1.10.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

1.10.5. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the Offerors response to the RFQ using the subject attachment in Section D of the solicitation document.

1.11. ANNUAL OFFICE OF INSPECTOR GENERAL (OIG): In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

1.11.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed technician(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

1.11.2. By submitting a copy of this search with the proposal, the contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the technician are and/or firm is not listed as of the date the offer/bid was signed.

1.12. NON-PERSONAL HEALTHCARE SERVICES: The parties agree that the Contractor and any employees shall not be considered VA employees for any purpose.

1.13. INHERENT GOVERNMENT FUNCTIONS: Contractor and employees shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance and strategy.

1.14. TORT LIABILITY: The Federal Tort Claims Act does not cover the Contractor or contractor employees. When a Contractor or contractor employee has been identified in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s or contractor employee’s action or non-action shall be the responsibility of the Contractor and/or insurance carrier. Contractor shall notify the VA as soon as possible of any information or formal complaint, allegation, claim, legal action, made in any for by or on behalf of the Government pertaining to the services provided by the Contractor under this contract.

1.15. LIABILITY: In the event of litigation/investigation of a claim of liability or malpractice, the Contractor and/or Contractor’s personnel shall cooperate fully with Government authorities and designated officials in the investigation of the claim or preparation for litigation.

1.16. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY: Contractor shall not have the authority to access VA Systems.

1.17. REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

1.17.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts and contracts that exceeds $150,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

1.17.2. Each Contractor whose contract award is estimated to exceed $150,000 requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

1.17.3. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

1.17.4. Failure for the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

1.18. MANDATORY TRAINING:

1.18.1. All contractor personnel shall successfully complete TMS training titled--VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information.

1.18.2. To self-enroll in TMS you must follow the instructions below:

1.18.2.1. Go to https://www.tms.va.gov/SecureAuth35/

1.18.2.2. Follow the instructions in the User Job Aid—TMS 2.0 Managed Self Enrollment Non-VA VHA Users:

1.18.2.3. Complete Course and provide a copy of the Certificate to both the COR and CO/CS.

1.18.3. The Contractor shall provide all technicians TMS certificate of completion within 2 weeks from the date of award, and annually thereafter.

1.18.4. Failure to complete the mandatory annual training, within the timeframe required, is grounds for suspension or termination of all work on the contract until such time as the training documents are complete and provided.

1.19. CONTRACTOR TRAINING

1.19.1. Laser Safety In-Service Training as required by the facility.

1.19.2. Access to Laser Education Portal that provides ongoing education for medical laser operators.

1.19.3. Access to Online Laser Safety Officer Training.

1.20. PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS

1.20.1. PARKING:

1.20.1.1.1. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. RMRVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

1.20.2. SMOKING:

1.20.2.1.1. Smoking is prohibited inside any buildings and on the RMRVAMC campus. This includes all smoking and tobacco products, including but not limited to:

1.20.2.1.1.1. Cigarettes

1.20.2.1.1.2. Cigars

1.20.2.1.1.3. Pipes

1.20.2.1.1.4. Chewing Tobacco

1.20.2.1.1.5. Any other combustion of tobacco

1.20.2.1.1.6. Electronic nicotine delivery systems (ENDS0, including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

1.20.3. CELLULAR PHONE:

1.20.3.1.1. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

1.20.4. VA REGULATIONS:

1.20.4.1.1. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

1.21. BACKGROUND CHECK

1.21.1. COST:

1.21.1.1. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse the VA within 30 days. The cost of a background investigation is currently $205.00. If a federal background investigation has previously been completed and is able to be reciprocated, the contractor shall reimburse the VA the cost of the background investigation reciprocation, which is currently $32.00. This price is subject to change.

1.21.2. SECURITY PROCESS:

1.21.3. The contractor shall review the packet of information provided by the VA regarding background investigations and submit a complete package (including all technician documents) within 14 business days of award.

1.21.4. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

1.21.5. Failure to comply with the contract or personnel security requirements may result in termination of the contract for default.

1.21.6. The Government, upon award, will provide the contractor with a packet of information regarding the background investigation process and required forms. The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. The contractor will reimburse the VA facility within the required timeframes.

1.22. HOURS OF OPERATION:

1.22.1. VA BUSINESS HOURS: Hospital surgical procedures are performed between 7am and 5pm, Monday through Friday, excluding holidays. Emergent circumstances might require weekend services. Except for Federal Holidays listed below:

1.22.1.1. New Year’s Day

1.22.1.2. Presidents Day

1.22.1.3. Martin Luther King Jr. Day

1.22.1.4. Memorial Day

1.22.1.5. Juneteenth

1.22.1.6. Independence Day

1.22.1.7. Labor Day

1.22.1.8. Columbus Day

1.22.1.9. Veteran’s Day

1.22.1.10. Thanksgiving Day

1.22.1.11. Christmas Day

1.22.1.12. And any other holiday declared by the President of the United States.

1.22.2. Holidays falling on a Sunday will be observed the following Monday.

1.22.3. Unless an emergency, the contractor will not be required to furnish services during off-duty hours.

2. GOVERNMENT RESPONSIBILITIES

2.1. The Government shall:

2.1.1. Provide VA approved attire for wear and access to the operating room.

2.1.2. Government (physician) shall be responsible for directing the laser technician to place the laser in ‘standby’ or ‘ready’ mode and select physician directed panel settings.

2.1.3. Government shall provide a secure location for the Contractor to store their equipment that will remain on-site

2.1.4. Government shall assume no responsibility or liability for the Contractors equipment stored at the VA Medical Center.

2.1.5. Government shall notify the contractor of scheduled procedure requiring laser rental via telephone contact 72-hours prior to the procedure.

2.2. GOVERNMENTFURNISHED EQUIPMENT AND GOVERNMENT FURNISHED INFORMATION

2.2.1. The RMRVAMC certifies that each surgeon designated by the VA to operate the laser is trained and competent in the use of that laser in his or her surgical capacity. The RMRVAMC maintains a facility adequate and suitable for the operation of the laser. RMRVAMC shall perform or cause to be performed all medical services, supervision, diagnosis, and patient care in accordance with all applicable professional standards. Further, each designated surgeon shall protect the laser from injury (including attempted modification) and shall be liable to the contractor for damages occasioned by improper use or handling, carelessness, or neglect of the equipment.

2.3. CONTRACTING RESPONSIBILITIES

Address

Phone Number

Email Address

Address

6162 South Willow Drive, Suite 300 Greenwood Village, CO 80111

2.3.1. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

2.3.2. The Contractor shall communicate with the Contracting Officer on all matters pertaining to the contract administration.

2.3.3. Only the Contracting Officer is authorized to make commitments or issue any modification to include but not limited to:

2.3.3.1. Terms affecting price, or

2.3.3.2. Terms affecting quality or quantity of the performance of this contract.

2.3.4. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government, government employees or patients.

2.3.5. The Contracting Officer is the final authority on validating complaints.

2.3.6. In the event that the Contractor effects any such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

2.3.7. In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan, increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the personnel and/or renegotiation of the contract terms or termination of the contract.

2.4. COR RESPONSIBILITIES

Address

Rocky Mountain Regional VA Medical Center 1700 N. Wheeling Street Aurora, CO 80045

2.4.1. The COR shall be the VA Official representative responsible for verifying technical and contract compliance.

2.4.2. Any incidents of Contractor non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

2.4.3. The COR shall be responsible for monitoring the Contractor performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to:

2.4.3.1. Enter data that may be collected

2.4.4. The COR shall maintain a record-keeping system of services via sign in and sign out sheets. The COR will review this data monthly when invoices are received and verify that invoices for payment by comparing the dates documented in the VA records match those services being billed. Any evidence that of the Contractor’s non-compliance as evidence by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

2.4.5. The COR will review and certify monthly invoices for payment. In the event that the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

2.4.6. The COR shall ensure only the services set forth in this PWS are the services billed and invoiced at the correct amounts.

2.4.7. The COR shall ensure that all contract administration functions will be retained by the VA.

2.5. CONTRACTOR RESPONSIBILITIES

2.5.1. SCOPE OF WORK:

2.5.1.1. Contractor will be liable for damages should patient injury result due to laser malfunction.

2.5.1.2. The Contractor shall make available all the following lasers, supplies, labor, and certified technician available to the RMR VAMC in accordance with a schedule mutually agreed upon by both the RMRVAMC and Contractor.

2.5.1.3. RMRVAMC shall afford the contractor not less than 72 hours telephone notice of the time of the first procedure. The contractor may remove the laser at the conclusion of the last scheduled surgical procedure and place it back to the storage area. RMRVAMC may, in the event of an emergency, cancel a scheduled day by 24 hours advanced telephone notice. As an alternative, RMR may request that the contractor adopt an alternative time or site. Because of RMRVAMC patient commitments, the rights to cancel and to request change may be exercised sparingly.

2.5.1.4. Contractor shall conduct performance tests of the units to ensure that the units are in the highest-level working condition in accordance with the manufacturer’s specifications.

2.5.1.5. Contractor shall maintain all laser equipment in safe and operating condition at all times. The contractor is responsible to ensure that all corrective, preventative and all components of the system will operate at optimum performance to provide the best possible treatment to the patients and minimize downtime.

2.5.1.6. Up to date preventative maintenance and corrective maintenance records for the equipment must be made available to the RMR VAMC Biomedical Engineering Department by the Contractor upon request.

2.5.1.7. Contractor shall bill in accordance with the services in the PWS and coordinating pricing in the Schedule of Supplies and Services.

2.5.1.8. Contractor shall only bill for actual supplies used in each case.

2.5.1.9. Contractor shall provide all labor, materials, supervision, equipment, and services as required in this PWS.

2.5.1.10. The Contractor shall be responsible for completing all reporting requirements established by the contract.

2.5.1.11. Contractor shall be responsible for assuring the accuracy and completeness of all laser use records and other documents as well as the timely submission of each. Laser Use Records shall be completed by the Contractor for each case which utilizes a Laser and provided to the COR and/or any other identified administrative personnel at Rocky Mountain Regional VAMC on the same day services are provided.

2.5.1.12. Contractor shall comply with the contract requirements regarding the appropriate instructions, timetables, and technical assistance as required.

2.5.1.13. Contractor shall ensure that all technicians while on VA property wear a VA Police issued Contractor Badge/ID (re-issued annually).

2.5.1.14. Contractor shall ensure all Contract Technicians familiar and are required to follow all VA policies and procedures.

2.5.1.15. Contractor shall provide all equipment, supplies and a Colorado State certified technician.

2.5.1.16. Contractor will relinquish any associated hard drives utilized with the equipment to the VA Biomedical Engineering Department per VHA Directives. The VA shall not incur any cost for claiming these hard drives.

2.5.1.17. Contractor shall comply with all existing or future mandates regarding vaccination, testing, masking, and use of personal protective equipment.

2.5.2. TECHNICIANS:

2.5.2.1. The contractor technicians shall have completed an Associate in Science in Laser Technology program that included laser physics, laser safety administration, laser delivery systems, laser utilization in surgical procedures and laser treatment modalities. Training of all operators shall be equivalent to the recommendations from ANSI Z136.1 “Safe Use of Lasers” and ANSI Z136.3 “Safe Use of Lasers in Health Care Facilities Standard.”

2.5.2.2. Contractor Technicians shall be responsible for the following on all the types of laser units identified in Paragraph 2.5.3.1:

2.5.2.2.1. Deliver the equipment to Biomedical Engineering when arriving on-site so it can be inspected and inventoried prior to being placed in service in the OR. The vendor must provide Preventative Maintenance and Calibration Documentation at the time of this initial inspection.

2.5.2.2.2. Shall wear Contractor Badge/ID issued by VA Police or check in upon arrival with the VA Police, then with Clinical Engineering (always pre-procedure) and then the COR.

2.5.2.2.3. Setting up the unit.

2.5.2.2.4. Ensure proper handling of delicate lasers and equipment before, during and after procedures.

2.5.2.2.5. Test fire all equipment and inspect supplies prior to leaving Quality Assurance.

2.5.2.2.6. Provide staff with necessary disposables needed in conjunction with the equipment.

2.5.2.2.7. Maintain operational readiness of lasers, instruments, equipment, and supplies at all times.

2.5.2.2.8. Demonstrates competence in the care of all laser instruments, disposables, and equipment that is to include the correct handling/cleaning of instruments pre/post procedure.

2.5.2.2.9. Knowledge and correct use of electrical voltmeter.

2.5.2.2.10. Cleans and disinfects equipment and treatment rooms prior to and after each laser procedure.

2.5.2.2.11. Regularly checks equipment to maintain it is in proper working condition and promptly reports any problems to management.

2.5.2.2.12. Fully understands and adheres to hospital emergency, Laser safety, radiation safety, infection control and other related procedures.

2.5.2.2.13. Maintains an accurate inventory of equipment in possession, as required for services needed.

2.5.2.2.14. Follow instructions and assist the credentialed physician in the operation of the unit.

2.5.2.2.15. Completes and provides a Laser Use Record for each case that utilizes a Laser.

2.5.2.2.16. Technician shall place laser warning signs on access doors, provide and ensure the use of protective eyewear with proper wavelength and optical density for patients, personnel, and any visitor(s) during the laser procedure.

2.5.2.2.17. Technician shall operate the laser control panel and place the laser in standby or ready mode and select the panel settings as directed by the physician.

2.5.2.2.18. Technician shall ensure laser is in the standby mode when not actively being used to reduce the chance of accidental activation.

2.5.2.2.19. Technician shall place the laser in standby mode if laser safety policies are not followed until situation is deemed safe. If needed the technician will inform Operating Room Supervisor for corrective action.

2.5.2.2.20. Technician shall record and submit the following to the OR Nurse after each case:

2.5.2.2.20.1. Start and Stop Laser Time

2.5.2.2.20.2. How much power was used during procedure

2.5.2.2.20.3. Settings used during procedure

2.5.2.2.20.4. Size of fiber used during procedure

2.5.2.2.20.5. Lot number and expiration date of any consumables used during procedure

2.5.3. EQUIPMENT AND SUPPLIES: With respect to each laser, if a Laser is delivered to the VAMC site and is inoperable for 60 minutes or more with the result that the designated physician must postpone the procedure(s) the contractor will forego the charge for that procedure(s).

2.5.3.1. All quantities listed herein are estimated quantities. The Government is not obligated to purchase any specified number of services under this contract but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. Outside of the stated minimums in Clause he Government does not guarantee or imply that any specified number of orders/referrals for services will be placed under this contract.

2.5.3.2. Description of equipment requirements:

Base Period of Performance - 1 June 2024 thru 31 May 2025

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Fiber

Emergency Response / After Hours Fee

Base Period Estimated Total Laser Services and Disposables

Year (1) Period of Performance - 1 June 2025 thru 31 May 2026

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Fiber

Emergency Response / After Hours Fee

Year (1) Period Estimated Total Laser Services and Disposables

Year (2) Period of Performance - 1 June 2026 thru 31 May 2027

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Fiber

Emergency Response / After Hours Fee

Year (2) Period Estimated Total Laser Services and Disposables

Year (3) Period of Performance - 1 June 2027 thru 31 May 2028

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Fiber

Emergency Response / After Hours Fee

Year (3) Period Estimated Total Laser Services and Disposables

Year (4) Period of Performance - 1 June 2028 thru 31 May 2029

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee

Emergency Response / After Hours Fee