36C26224Q0592.pdf

Combined Synopsis/Solicitation Notice

SUBJECT Philips V60 Ventilator PMI/CM and Repair Services- Greater Los Angeles VA Healthcare System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE 85723

SOLICITATION NUMBER 36C26224Q0592

RESPONSE DATE/TIME/ZONE 03-04-2024 14:00 MOUNTAIN TIME, DENVER, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE J065

NAICS CODE 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 22 - Network Contracting

3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT Contract Specialist Jennell Christofaro jennell.christofaro@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

Greater Los Angeles VA Healthcare System

GLA

11301 Wilshire Blvd.

Los Angeles CA

POSTAL CODE 90073

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS jennell.christofaro@va.gov EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02, effective 12/22/2023.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 Million.

The FSC/PSC is J065.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work.

Price and Other Factors: See Attachment 2, FAR 52.212-2 “Evaluation”

STATEMENT OF WORK

1. SCOPE: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance Repair services on the Philips V60 ventilators at the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. The Philips V60 ventilators is used to provide treatment in the respiratory department by moving air in and out of the patient lungs.

2. GENERAL REQUIREMENT: All work shall be in accordance with manufacturer’s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below:

EE# Serial Number Equipment PM Frequency 155015 100109434 Philips V60 Ventilators Annual 155016 100110191 Philips V60 Ventilators Annual 155017 100109966 Philips V60 Ventilators Annual 155018 100110188 Philips V60 Ventilators Annual 155019 100109973 Philips V60 Ventilators Annual 155020 100110121 Philips V60 Ventilators Annual

Table 1: Equipment included as part of this requirement

3. PREVENTIVE MAINTENANCE AND INSPECTION (PMI)

3.1. The Contractor shall perform all manufacturer recommended PMI duties, including but not limited to:

Maintenance checks according to manual by manufacturer Test procedures

3.2. The Contractor shall perform PMI in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contractor may request a copy of the JC standards from the Program POC.

3.3. The Contractor shall provide all PMI-related replacement parts at no cost to the Government.

3.4. The Contractor shall provide all travel and transportation expenses at no cost to the Government.

3.5. The PMI will be scheduled a minimum of five business days in advance with the Programing

Point of Contact (PPOC) (The Biomedical Engineering Department (XXX) XXX-XXXX ext.

XXXX).

3.6. The Contractor shall provide a detailed service report (see section 14 of SOW) to the PPOC within 10 business days of PMI maintenance.

3.7. PMI will be scheduled through Sep-Oct-Nov of each year of the contract.

4. CORRECTIVE MAINTENANCE / REPAIR SERVICES:

5.1 The Contractor shall conduct corrective maintenance/repair services as required by the

Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contractor may request a copy of the JC standards from the Program POC.

5.2 The Contractor shall provide all travel and transportation expenses at no cost to the Government.

5.3 The Contractor shall provide phone technical support.

5.4 The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government.

5.5 The Contractor shall provide a detailed service report (see section 14 of this SOW) to the

Program POC within 10 business days of corrective maintenance.

5. REPLACEMENT PARTS:

5.1. Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment (FAR Clause 52.211-5 (Aug 2000)). All major components and parts furnished shall carry the manufacturer’s standard commercial warranty.

5.2. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of Program POC.

5.3. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract.

5.4. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required.

6. ESTIMATED PERIOD OF PERFORMANCE:

Base Year, followed by four, one-year options: March 18, 2024 – March 17, 2029.

7. PARTICIPATING FACILITY:

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

11301 Wilshire Blvd

Los Angeles, CA 90073

8. HOURS OF WORK:

8.1. This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am –5:00 pm, excluding National holidays.

8.2. Telephone support services are available at no additional cost to the Government.

8.3. Any service performed during other than normal work hours must have prior approval and coordinated with the Program POC or CO.

NATIONAL HOLIDAY:

New Year’s Day January 01 Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February Memorial Day Last Monday in May

Juneteenth June 19 Independence Day July 04

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11

Thanksgiving Day Fourth Thursday in November Christmas Day December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S.

Government Agencies, and any day specifically declared by the President of the United States of America.

9. OVERTIME & HOLIDAY PAY:

9.1. Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

9.2. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for “availability” or “on-call” services unless otherwise provided herein.

10. QUALIFICATION:

Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer’s PMI/ repair procedures. “Fully qualified” is defined as factory-trained or equivalent and experienced to work on the equipment assigned.

11. SERVICE:

11.1.Service shall include OEM software updates needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition.

11.2.Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the Program POC.

Any call back for service request for the same type of malfunction shall be at no charge to the Government.

12. INTERVENING SERVICE CALL:

12.1.When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the Program POC or the Contracting Officer (CO).

12.2.These repairs shall be verbally directed to the Contractor’s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices.

12.3.Contractor shall provide a quote to the PPOC for all emergency repairs in relation to findings from inspections; no emergency repair work shall be conducted without an approved contract modification from the Contracting Officer.

13. ADDITIONAL REQUIREMENT:

13.1.Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract.

13.2.Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual.

13.3.Contractor will maintain all manufactures manual necessary to perform maintenance.

14. SUBMISSION OF REPORTS:

14.1.The Contractor shall submit a complete field service report (FSR) electronically to the Program POC within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician’s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition.

Program Point of Contact:

15. GENERAL INFORMATION

15.1.CONTRACTOR’S PROGRAM MANAGER: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s program manager shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

Contractor Point of Contact:

15.2 CONTRACTOR EMPLOYEES:

15.2.1 The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public.

15.2.2 The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract.

15.3 REPORTING PROCEDURES:

Name:

Address: 11301 Wilshire Blvd Los Angeles, CA 90073

Phone No.:

Fax No.:

Email:

Name:

Address:

Phone No.:

Fax No.:

Email:

15.3.1.For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg. 500, Room 0261 and sign-

in. In addition to signing-in, the Contractor personnel shall identify him/herself to the Program POC before proceeding to the job site.

15.3.2.For services to be performed outside normal working hours, the Contractor shall obtain a visitor’s badge from the security guard assigned at the main entrance of West Los Angeles VA Medical Center (Address 11301 Wilshire Blvd Los Angeles, CA 90073 Building 500) prior to signing the after-hours logbook located outside the Biomedical Engineering Department, Bldg. 500, and proceeding to Room 0261.

15.3.3. Prior to leaving the facility the Contractor shall communicate status of equipment to the Program POC, sign out at the same location that they signed in and return the visitor’s badge.

15.4. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations.

15.3 SMOKING:

VAGLAHS is a smoke free facility. This includes the use of vape, electronic cigarettes and tobacco products.

**PRICE/ COST SCHEDULE**

ITEM

DESCRIPTION OF SUPPLIES/

SERVICES

QUANTITY UNIT UNIT PRICE AMOUNT

0001 Preventative/ Corrective Maintenance, Inspection and Repair Service for Philips V60 Ventilators (6). (Listed in SOW) Contract Period: Base

1.00 YR

0002 Emergency Repair Costs (In relation to findings from inspections).

Contract Period: Base

1.00 JB

$0 $0

1001 Preventative/ Corrective Maintenance, Inspection and Repair Service for Philips V60 Ventilators (6). (Listed in SOW) Contract Period: Option 1

1.00 YR

1002 Emergency Repair Costs (In relation to findings from inspections).

1.00 JB

$0 $0

Contract Period: Option 1 2001 Preventative/ Corrective

Maintenance, Inspection and Repair Service for Philips V60 Ventilators (6). (Listed in SOW) Contract Period: Option 2

1.00 YR

2002 Emergency Repair Costs (In relation to findings from inspections).

Contract Period: Option 2

1.00 JB

$0 $0

3001 Preventative/ Corrective Maintenance, Inspection and Repair Service for Philips V60 Ventilators (6). (Listed in SOW) Contract Period: Option 3

3002 Emergency Repair Costs (In relation

Contract Period: Option 3

1.00 JB

$0 $0

4001 Preventative/ Corrective Maintenance, Inspection and Repair Service for Philips V60 Ventilators (6). (Listed in SOW) Contract Period: Option 4

4002 Emergency Repair Costs (In relation

Contract Period: Option 4

1.00 JB

$0 $0

TOTAL

**Please use the format above for pricing**

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

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 Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Dec 2022)

ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders

– Commercial Products and Commercial Services” (Mar 2023)

The following subparagraphs of FAR 52.212-5 are applicable: (b)(9), (18), (26)(i), (29), (30), (31), (33), (34), (36), (39), (48), (52)(i), (55), (62), (c), (1), (2), (3), (7), (8).

VAAR 852.203-70 “Commercial Advertising” (May 2018).

VAAR 852.219-73 “VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-

Owned Small Businesses” (JAN 2023) VAAR 852.219-75 “VA Notice of Limitations on Subcontracting – Certification of Compliance for Services and Construction.” (JAN 2023) (DEVIATION) VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018).

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

Service Contract Act Wage Determination #: 2015-5613 Rev. 25

All quoters shall be submitted in accordance with FAR 52.212-1, “Instructions to Offerors-Commercial Products and Commercial Services”. (SEP 2023)

All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Jennell Christofaro at Jennell.christofaro@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors to be considered are Cost, Schedule, Technical Capability, and Past Performance. This contract/purchase order will consist of a base period of performance: 03/18/2024 – 03/17/2029.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the Statement of Work.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

All RFQ questions shall be received not later than February 26, 2024, 1400 MST at jennell.christofaro@va.gov only. Subject line shall include “INQUIRY TO RFQ 36C26224Q0592” for consideration. All answers to inquiries received by due date and time will be addressed through an amendment. No further inquiries will be addressed after due date.

Submission of your RFQ response offer shall be received not later than March 4, 2024, 1400 MST at jennell.christofaro@va.gov only. Subject line shall include “RESPONSE TO RFQ 36C26224Q0592” for consideration.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Contract Specialist Jennell Christofaro Jennell.christofaro@va.gov

Attachment One: FAR 52.212-1 ADDENDUM Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB Attachment Four: VAR 852.219-75 SDVOSB Certification

(End of Provision)