36C26223Q0835.docx

SUBJECT*

VISN 22 Patient Queueing System

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contract Specialist Samuel Han Samuel.Han@va.gov

PLACE OF PERFORMANCE

Veterans Integrated Service Network (VISN) 22

Multiple Locations

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

(ii) The solicitation number 36C26223Q0835 is issued as a Request for Quotation (RFQ) in conjunction with FAR -- Part 13 Simplified Acquisition Procedures and constitutes the only solicitation. The Government intends to award a single, five-year base period, Firm-Fixed Price (FFP) award contract.

(iii) The provisions and clauses in this document are in effect through the Federal Acquisition Circular 2023-02, March 16, 2023.

(iv) This solicitation intends to award a contract through open competition set aside for small businesses associated with NAICS[footnoteRef:0] Code 518210 and is subject to the non-manufacturer rule (see FAR 19.001 and 13 CFR § 121.406). [0: North American Industrial Classification System]

(v) See Attachment A – Schedule of Pricing for a list of line-item numbers, items, quantities, and units of measure and Attachment B – Statement of Work for a listing of Minimum System Requirements (Salient Characteristics) and other requirements. In addition, please see Attachment C – Section 508 Requirements for additional requirements.

(vi) The Department of Veterans Affairs (VA) seeks to make procurement for a Patient Queuing System as a capital purchase with annual service/maintenance, software license, and supplies for the following VISN 22 healthcare systems:

1. VA Greater Los Angeles Healthcare System (VA GLA)

2. VA Long Beach Healthcare System (VA Long Beach)

3. VA San Diego Healthcare System (VA San Diego)

4. VA Loma Linda Healthcare System (VA Loma Linda)

5. VA Phoenix Health Care System (VA Phoenix)

6. VA Southern Arizona Health Care System (VA Tucson)

7. VA Northern Arizona Health Care System (VA Prescott)

8. VA New Mexico Health Care System (VA Albuquerque) Offeror quotations must demonstrate meeting the salient physical, functional, or performance characteristic specified in this solicitation, otherwise it will be considered non-responsive.

The information identified provided is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the requested system that conforms to all requirements.

(vii) Delivery Requirements:

Place of Delivery:

1. VA Greater Los Angeles Healthcare System (VA GLA) 11301 Wilshire Blvd., Los Angeles, CA 90073

2. VA Long Beach Healthcare System (VA Long Beach) 5901 East 7th St., Long Beach CA 90822

3. VA San Diego Healthcare System (VA San Diego) 3350 La Jolla Village Dr., San Diego, CA 92161

4. VA Loma Linda Healthcare System (VA Loma Linda) 11201 Benton St., Loma Linda, CA 92357

5. Phoenix VA Health Care System (VA Phoenix) 650 E Indian School Rd., Phoenix, AZ 85012

6. Southern Arizona VA Health Care System (VA Tucson) 3601 S 6th Ave., Tucson, AZ 85723

7. Northern Arizona VA Health Care System (VA Prescott) 500 Hwy 89N, Prescott, AZ 86313

8. New Mexico VA Health Care System (VA Albuquerque) 1501 San Pedro SE, Albuquerque, NM 87108

Period of Performance:

The period of performance for this contract shall be for a five-year base period.

Delivery Requirements:

The Patient Queuing System shall be delivered to the agreed upon delivery addresses no later than 90 days After Receipt of Order (ARO). Reorders on supplies shall be delivered to the agreed upon addresses no later than 7 days ARO. All shipping shall be inclusive of prices within the schedule and FOB Destination.

(viii) The provision at 52.212-1, INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES, applies to this solicitation.

Addendum:

All offeror quotes for this solicitation must be received electronically through email no later than Monday, April 17th, 2023, 1:00 PM Pacific Time. Ensure to reference solicitation number 36C26223Q0835 within subject line of the email. Any offeror quotes received after the prescribed date/time shall be considered non-responsive and will not be considered for award.

Any questions regarding this solicitation must be received electronically through email no later than Wednesday, April 12th, 2023, 1:00 PM Pacific Time.

Offers shall be sent by email to Samuel Han at Samuel.Han@va.gov. For additional support, contact Daniel Ruiz at Daniel.Ruiz@va.gov.

Offerors shall submit the following via email:

1. Pricing Offerors shall submit a completed Attachment A – Schedule of Pricing. Offerors shall fill out all unlocked fill-ins/tabs of Attachment A conforming to requirements stated by the minimum system requirements provided in Attachment B – Statement of Work and the instructions below. Fields that are to be completed are highlighted in green.

a. Tab “1. PRICING OVERVIEW”:

i. This tab provides a summary overview of total pricing.

ii. Price related information is not to be entered in this tab. Total costs from the following tabs are connected to, and will automatically populate into, this overall pricing table.

b. Tab “2. SITE REQUIREMENTS”:

i. There are no actions to be completed by Offerors in this tab. The purpose of this tab is to provide information regarding site specific requirements only.

c. Tab “3. HARDWARE”:

i. Offerors shall complete columns A – L (highlighted in green) with the proposed hardware information such as kiosk equipment, departmental displays monitors, signage displays, printers, main lobby visual displays, ancillary equipment, etc. necessary for successful performance of the patient queuing system.

ii. Quantities proposed by Offerors in columns E – L shall be sufficient to meet the site requirements as illustrated in Tab 2 and requirements provided in Attachment B – Statement of Work.

iii. These items are considered one-time purchases/occurrences and should not have associated reoccurring costs.

iv. NOTE: Please ensure any existing Example lines are deleted or written over with Offerors proposal.

d. Tab “4. IMPLEMENTATION”:

i. Offerors shall complete columns A – L (highlighted in green) with line-items associated with the implementation services across all VISN 22 healthcare systems necessary for successful performance of the patient queuing system. Items such as, but not limited to, implementation services, integration services, training, LIS professional services, etc. shall be included in this section.

ii. These items are considered one-time purchases/occurrences and should not have associated reoccurring costs.

iii. NOTE: Please ensure any existing Example lines are deleted or written over with Offerors proposal.

e. Tab “5. SOFTWARE LICENSE”:

i. Offerors shall complete columns A – M (highlighted in green) with proposed pricing information regarding software licenses necessary for successful performance of the patient queuing system.

ii. Quantities proposed by Offerors in columns F – M shall be sufficient to meet the site requirement number of users / concurrent users as illustrated in Tab 2.

iii. Offerors shall complete additional lines for each contract term (e.g. Base Year 1, Base Year 2, etc.) as applicable.

iv. NOTE: Please ensure any existing Example lines are deleted or written over with Offerors proposal.

f. Tab “6. SERVICE”:

i. Offerors shall complete columns A – M (highlighted in green) with proposed pricing information regarding service / maintenance.

ii. Offerors shall complete additional lines for each contract term (e.g. Base Year 1, Base Year 2, etc.) as applicable.

iii. NOTE: Please ensure any existing Example lines are deleted or written over with Offerors proposal.

g. Tab “7. OTHER”:

i. Offerors shall complete columns A – M (highlighted in green) with proposed pricing information regarding any additional line-items such as printer paper.

ii. Quantities proposed by Offerors in columns F – M, for items such as printer paper, shall be sufficient to meet the estimated annual patient queuing volumes as illustrated in Tab 2.

iii. Offerors shall complete additional lines for each contract term (e.g. Base Year 1, Base Year 2, etc.) as applicable.

iv. NOTE: Please ensure any existing Example lines are deleted or written over with Offerors proposal.

2. Minimum System Requirements and Additional System Requirements Offerors shall submit a Completed Attachment B – Statement of Work. We recommend that the entire solicitation and statement of work be read completely prior to filling out the solicitation. Fields that are to be completed are highlighted in green.

a. Minimum System Requirements – Section 3 of Attachment B Statement of Work

i. Offeror shall either provide information regarding how their product meets the minimum system requirements in each section or alternatively may state where in the offeror’s overall submission that information can be found.

ii. Offeror shall demonstrate how their product meets the ADA Section 508 requirements as applicable provided in Attachment C.

3. Product Information

a. Please provide informational brochures for all offered equipment. (No more than 10 pages in PDF, MS WORD, or MS PPT format)

b. Please provide supply maintenance protocols and time stated to perform procedures if available. (No more than 10 pages in PDF, MS WORD, or MS PPT format)

c. Please provide detailed description of what is included in the manufacturer’s warranty.

(End of Provision)

(ix) 52.212-2 EVALUATION -- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(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, price and other factors considered. The following factors shall be used to evaluate offers:

Lowest priced quotation that meets all minimum system requirements in Attachment B, Section 3 and Attachment C (and any other stated requirements such as additional delivery requirements) that is both responsive and responsible.

Acceptability of equipment/services shall be established by review of each submitted quotation by the designated evaluator(s) and verification that proposals meet the minimum system requirements included in this solicitation. Submissions to this solicitation must show clear, compelling, and convincing evidence that the offeror’s proposal meets all the minimum system requirements (see Attachments A, B, and C).

(b) Options. 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).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified with a minimum of at least sixty days, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

(x) Must include a completed copy of the provision at 52.212-3 -- Offeror Representations and Certifications -- Commercial Products and Commercial Services, with this solicitation or ensure SAM.gov is updated with current information.

(xi) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Products and Commercial Services, applies to this acquisition.

(xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Products and Commercial Services, applies to this acquisition.

(xiii) The following clauses also apply:

52.217-6 OPTION FOR INCREASED QUANTITY (MAR 1989)

The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within the duration of the contract. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

(End of clause)

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 60 days of contract expiration.

(End of clause)

852.212-72 GRAY MARKET AND COUNTERFEIT ITEMS (MAR 2020)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM or by an intermediary distributor authorized by the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of clause)

852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

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.

(End of clause)

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

(End of clause)

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

(End of provision)

See attached document: Attachment A - Schedule of Pricing.

See attached document: Attachment B - Statement of Work.

See attached document: Attachment C - Section 508 Requirements.

See attached document: Attachment D - VA Handbook 6500.6.