36C26225Q0219.docx

SUBJECT*

Anesthesia Machines PMI SVC VA Greater Los Angeles Healthcare System

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contract Specialist Katharine Robert katharine.robert@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

VA Greater Los Angeles Healthcare System

11301 Wilshire Blvd, Los Angeles CA

ADDITIONAL INFORMATION

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.

This will be a Firm Fixed-Price Contract.

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”

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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 services on selected Anesthesia Units owned by the VA Greater Los Angeles Healthcare System.

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

3. PARTICIPATING FACILITY:

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

11301 Wilshire Blvd.

Los Angeles, CA 90073

4. DELIVERY SCHEDULE

Base Year: January 16, 2025 – January 15, 2026 Option Year 1: January 16, 2026 – January 15, 2027 Option Year 2: January 16, 2027 – January 15, 2028 Option Year 3: January 16, 2028 – January 15, 2029 Option Year 4: January 16, 2029 – January 15, 2030

5. HOURS OF WORK: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 6:30 am – 5:00 pm, excluding National holidays.

Any service performed during other than normal work hours must have prior approval and coordinated with the Program Point of Contact (PPOC) of Contracting Officer (CO).

6. PREVENTIVE MAINTENANCE AND INSPECTION (PMI):

6.1. Contractor shall conduct preventive maintenance inspections (PMI) at the frequency specified by the original equipment manufacturer (OEM).

6.1.1. The PMI shall be completed annually for the following equipment type(s):

6.1.1.1. GE Aisys CS2 Anesthesia Machines

6.1.1.2. GE Avance CS2 Anesthesia Machines

6.1.1.3. GE E-SCAIO Gas Analyzer Modules

6.1.1.4. GE TEC Anesthesia Vaporizers

6.1.2. The PMI shall be completed semi-annually or twice a year for the following equipment type(s):

6.1.2.1. GE Aestiva Anesthesia Machines

6.2. Contractor shall maintain all equipment in accordance with manufacturer specification. This is expected to include, but not limited to the following tasks:

6.2.1. Electrical safety testing.

6.2.2. Verifying function of all alarm systems.

6.2.3. Checking for leaks.

6.2.4. Visual and functional inspection of the Airway Breathing System (ABS), Anesthesia Vaporizers, and Gas Analyzers.

6.2.5. Verify the battery backup is fully functioning, maintaining a charge, and that there is no loss in power to the ventilator when hospital power is removed.

6.2.6. Any parts/modules that fall outside of OEM specifications are calibrated or replaced.

6.2.7. All parts with a limited life are replaced at the interval specified by the OEM.

6.3. All equipment must be maintained in such a condition that will satisfy the requirements of the Joint Commission. The contractor must comply with all manufacturer recommendations for all maintenance tasks as required by the Joint Commission Standards for maintenance of medical equipment without an established alternative maintenance strategy (EC.02.04.01 EP 5). The contractor must also ensure that the apparatus is tested at the final path to patient after any adjustment, modification, or repair. And that before the apparatus is returned to service, each connection is checked to verify proper gas flow and an oxygen analyzer is used to verify oxygen concentration in accordance with the Joint Commission Standards (EC.02.04.03 EP 26). The Contractor may request a copy of the Joint Commission standards from the PPOC.

6.4. Contractor shall provide all PM-related replacement parts, including batteries, at no cost to the government.

6.5. Contractor shall provide all travel and transportation expenses at no cost to the government.

6.6. Contractor shall submit Field Service Report (FSR) to the PPOC within 7 days of the work being completed. The FSR must be legible and signed by the PPOC after the Contractor has demonstrated to the PPOC and the Equipment User that the equipment is in proper operating condition and meets manufacturer’s specifications. Only the original FSR must be submitted to the PPOC. The FSR at a minimum must contain company name, service technician’s name, contact telephone number, date of service, serial number, a detailed description of any services performed on the equipment (model number and location included), 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

7. CORRECTIVE MAINTENANCE / REPAIR SERVICES:

7.1. Contractor shall conduct corrective maintenance or repair services as required by the Government. An agreed upon dollar amount will be obligated for corrective maintenance during the base year and ensuing option years. If a repair or the accumulation of repairs will exceed that dollar amount, prior approval from the Contracting Officer will be required.

7.2. All equipment must be maintained in such a condition that will satisfy the requirements of the Joint Commission. The contractor must comply with all manufacturer recommendations for all maintenance tasks as required by the Joint Commission Standards for maintenance of medical equipment without an established alternative maintenance strategy (EC.02.04.01 EP 5). The contractor must also ensure that the apparatus is tested at the final path to patient after any adjustment, modification, or repair. And that before the apparatus is returned to service, each connection is checked to verify proper gas flow and an oxygen analyzer is used to verify oxygen concentration in accordance with the Joint Commission Standards (EC.02.04.03 EP 26). The Contractor may request a copy of the Joint Commission standards from the PPOC.

7.3. Contractor shall provide all corrective maintenance repair, replacement parts, and corrective maintenance service at a price that is reasonable and consistent with that of the market value.

7.4. Contractor shall provide all travel and transportation expenses at no additional cost to the government.

7.5. Contractor shall submit Field Service Report (FSR) to the PPOC within 7 days of the work being completed. The FSR must be legible and signed by the PPOC after the Contractor has demonstrated to the PPOC and the Equipment User that the equipment is in proper operating condition and meets manufacturer’s specifications. Only the original FSR must be submitted to the PPOC. The FSR at a minimum must contain company name, service technician’s name, contact telephone number, date of service, serial number, a detailed description of any services performed on the equipment (model number and location included), 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

8. NATIONAL HOLIDAY:

9. CONTRACTOR RESPONSIBILITIES

9.1. Contractor shall furnish service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment, parts and/or supplies necessary to complete the work as required. The Contractor shall be familiar and follow all recommendations from the original equipment manufacturer.

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

9.3. Personnel performing maintenance and repair services must be fully qualified, competent, technicians.

10. GENERAL INFORMATION

10.1. REPORTING PROCEDURES:

10.1.1. 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 PPOC before proceeding to the job site.

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

10.2. PARKING:

10.2.1. It is the responsibility of Contractor personnel to park only in designated parking areas.

10.2.2. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities.

10.2.3. Parking information is available from the VA Police & Security Service Office.

10.2.4. 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

11. SMOKING: SMOKING IS PROHIBITED ON VA PROPERTY, ITEMS TO INCLUDE: Cigarettes, Cigars. Pipes, any other combustion of tobacco, or non-Federal Drug Administration (FDA) approved electronic nicotine delivery systems (ENDS), electronic/e-cigarettes, vape pens, or e-cigars.

***PRICE/COST SCHEDULE***

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

GRAND TOTAL BASE + FOUR OPTION YEARS ________________________________________

**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)(4),(5),(9),(12),(18)(i),(25),(26)(i),(29), (31),(33),(34)(i), (35)(i),(36)(i),(37),(39)(i),(40),(51),(55),(59),(c),(1),(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. 27, Dated July 21, 2024.

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, Katharine Robert at katharine.robert@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 an estimated base plus four option year period of performance: 01/16/2025 – 01/15/2030.

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 December 17, 4:00 pm MST at katharine.robert@va.gov only. Subject line shall include “INQUIRY TO RFQ 36C26225Q0219” 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 December 27, 4:00 pm MST at katharine.robert@va.gov only. Subject line shall include “RESPONSE TO RFQ 36C26225Q0219” 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 Katharine Robert Katharine.robert@va.gov

See attached document: Attachment 1 - 52.212-1 ADDENDUM Instructions to Offerors.

See attached document: Attachment 2 - 52.212-2 Evaluation.

See attached document: Attachment 3 - VAAR 852.219-73 Notice of Total SetAside for Certified SDVOSB.

See attached document: Attachment 4 - VAAR 852.219-75 SDVOSB Certification.

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