36C79118R0006-001.docx

36C79118R0006

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1

, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C79118R0006 2/28/2018 Joseph Kohles 3/30/2018 3:59 p.m. MDT Department of Veterans Affairs Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden CO 80401-5621 X 811219 $20.5 Million N/A X Department of Veterans Affairs Denver Logistics Center (003B6D) 555 Corporate Circle Golden CO 80401-5621 Department of Veterans Affairs Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden CO 80401-5621

TO BE SHOWN ON INDIVIDUAL DELIVERY

ORDERS

HEARING AID REPAIRS AND PARTS AND ACCESSORIES

SEE SCHEDULE OF ITEMS FOR DETAILS

$0.00 X Kip Sheppard Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

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

B.1 ABBREVIATIONS AND DEFINITIONS

As used through this document, the following abbreviations, words or terms are used as defined.

Abbreviations

Definitions All-Make Repair Source: A repair source that is able to repair multiple types of devices outside of its own manufacturing.

ANSI. American National Standards Institute. For the purpose of this contract, it relates to processes used or methodologies used to match electro-acoustic testing to manufacturer specifications and/or programmed parameters of a hearing device.

Charging Case. For the purpose of this contract, a charging case is any device used in the recharging of a hearing device that utilizes a rechargeable battery.

Choice Clinic. A private practice clinic authorized by the VA to submit purchase orders for repair without requiring it to be submitted by a VA clinic.

Commercial Warranty. Any warranty (new or repair) not purchased through the DLC. The DLC track all commercial warranties on registered hearing devices with notification.

Complete Hearing Aid. A complete hearing aid includes the receiver, microphone, and circuit (or comparable technology) with the exception of loaner RIC hearing aids where the replacement receiver would be selected at the time of re-fitting. Additionally, CROS/BiCROS systems would require the transmitter, receiver and hearing device and/or CROS/BiCROS sets with the same serial numbers on the transmitter and receiver to be considered a complete hearing aid.

Custom Reshell. The repair or reshell of a damaged custom shell/earmold on RIC aid types when only the custom shell/earmold requires repair, and the receiver is fully integrated into the custom shell/earmold making the device unable to be configured as an open fit.

Delivery Order for Hearing Aid Repair. The purchase order paper form submitted by the DLC for authorization of a hearing device repair on a loaner hearing device.

EDI. Electronic Data Interchange. As used in the solicitation/contract, means a technique for electronically transferring and storing formatted information between computers utilizing established and published formats and codes, as authorized by the applicable Federal Information Processing Standards.

Earmold Service. The servicing of an earmold received with a hearing device for repair service.

Fully Integrated Custom Shell/Earmold. Receiver is integrated into a custom shell/earmold and can only be replaced by the repair source.

Hearing Aid Accessory. For the purpose of this contract, a hearing aid accessory is defined as any item that is not included in the direct manufacture or assembly of the hearing aid, but is necessary to enhance the use and care of the hearing aid device and is propriety to makes and models of devices manufactured by the vendor. If it does not fit under this condition exactly, vendors will use a logical, commercial, industry-standard assessment to determine if the item is intuitively considered a hearing aid accessory. If the item in question still does not fit in any of the above definitions, the contracting officer reserves the right to accept or reject proposed item as a hearing aid accessory.

Hearing Aid Part.. For the purpose of this contract, a hearing aid part is any component used in the direct manufacture or assembly of the hearing aid and is propriety to makes and models of devices manufactured by the vendor. If it does not fit under this condition exactly, vendors will use a logical, commercial, industry-standard assessment to determine if the item is intuitively considered a hearing aid part. If the item in question still does not fit in any of the above definitions, the contracting officer reserves the right to accept or reject proposed item as a hearing aid part.

Hearing Aid Service Request Form. The purchase order paper form submitted by a VA clinic or the DLC for authorization of a hearing device repair.

Loaner Hearing Device. Non-Custom device sent in for repair by the DLC or a VA clinic and not associated with a patient.

MIH. Microphone-in-the-Helix. A type of ITE hearing aid in which the receiver is in the canal and the microphone is located in the helix of the pinna.

No Warranty. All expressed warranty periods have expired.

Obsolete Circuit. Circuits, components/parts deemed not replaceable because the technology no longer exists or components/parts are no longer available in the commercial market.

Purchase Order. A document that details the repair that the VA agrees to purchase from a contractor. Under this contract, this may be referred to as a Hearing Aid Service Request Form or a Delivery Order for Hearing Aid Repair. Restoring a hearing device to original or modified specifications in a like new condition.

Post OEM. A repair source that is able to repair multiple types of devices outside of its own manufacturing. (Same as All Make Repair Source)

RIC. Receiver-in-the-canal. Any hearing aid where the receiver is located in the ear canal and the remaining chassis is located behind the pinna.

Service Warranty. The warranty provided by a contractor after repair under this contract that guarantees the hearing device for a period of 180 calendar days from the ship date on the invoice.

Ship To. For the purpose of this contract, all “ship to” addresses for VA repairs will be solely to the Government authorized facility stated on the purchase order to include Choice vendors, without exception. Shipments shall not be sent directly to patients.

Unrepairable. A hearing device that can no longer be repaired due to age, missing and obsolete components, or where substitute comparable components are unavailable and original specifications are unattainable will be returned to the authorizing facility stated on the purchase order. For unrepairable earmolds, the earmold will be also be returned to the authorizing facility stated on the purchase order.

VA Clinic. A clinic that is part of the Veterans Health Administration of the VA.

B.2 ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.3 DUN AND BRADSTREET NUMBER

Offeror must provide Dun and Bradstreet Number:

Offeror must provide Tax Identification Number: _________________________________

B.4 INSTRUCTIONS ON PRICING

(a) Estimated quantities for flat fee repair charges are based on average annual total quantities and thus reflect quantities to multiple vendors. Procurement historical background for the parts/accessories is not available.

(b) Pricing should be completed in the format below using the following explanations:

(1) Unit price is offeror’s proposed pricing.

(2) Customer User Fee (CUF) is 4% of the proposed pricing. See Section B.21 CUSTOMER USER FEE

(3) Net price is Unit Price plus CUF. (Refer to Section B.21.)

(4) Total Price is Unit Price times the estimated annual quantity.

B.5 CONTRACT ADMINISTRATION DATA

(a) Contract Administration: All contract administration matters will be handled by the following individuals:

(1) CONTRACTOR:

(2) GOVERNMENT:

Contracting Officer 36C791 Department of Veterans Affairs Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden CO 80401-5621

(b) CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

(c) INVOICES: Invoices shall be submitted in arrears:

(1) Quarterly []

(2) Semi-Annually []

(d) GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

To be shown on individual delivery orders

B.6 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for HubZone Small Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.7 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

B.8 SUBCONTRACTING PLAN--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing the contractor's compliance with the plan, including reviewing the contractor's accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting plan.

36C79118R0006

B.9 PRICE/COST SCHEDULE

Estimated quantities stated for each Contract Line Item Number (CLIN) are total estimates for all makes and models of that hearing aid type, and are the combined estimates for all contracts awarded. It is included for price comparison purposes only. Offeror must specify on the Attachment 1 which makes and models of each hearing aid type they will repair.

Note: The Government reserves the right to add additional categories to the various Groups due to technology advancement within the duration of the contract, option years and six month extension.

ITEM INFORMATION

CLIN 1 Description

Flat fee repair charge for FM Receiver (FR) model. (Refer to Section B.7, SOW for details.)

CLIN 2 Description

Flat fee repair charge for FM Transmitter (FT) model. (Refer to Section B.7, SOW for details.)

CLIN 3 Description

Flat fee repair charge for in-the-ear aid (ITE) type hearing aid model. (Refer to Section B.7, SOW for details.)

CLIN 4 Description

Flat fee repair charge for over-ear aid (OE). (Refer to Section B.7, SOW for details.)

CLIN 5 Description

Flat fee repair charge for receiver-in-the-ear-aid (RIC). (Refer to Section B.7, SOW for details.)

CLIN 6 Description

Flat fee repair charge for remote (RM). (Refer to Section B.7, SOW for details.)

CLIN 7 Description

Flat fee repair charge for wireless adapter (WA). (Refer to Section B.7, SOW for details.)

CLIN 8 Description

Flat fee repair charge for wireless receiver (WR). (Refer to Section B.7, SOW for details.)

CLIN 9 Description

Flat fee repair charge for wireless transmitters. (Refer to Section B.7, SOW for details.)

CLIN 10 Description

Flat fee repair charge for Post OEM FM Receiver (FR) model. (Refer to Section B.7, SOW for details.)

CLIN 11 Description

Flat fee repair charge for Post OEM FM Transmitter (FT) model. (Refer to Section B.7, SOW for details.)

CLIN 12 Description

Flat fee repair charge for Post OEM In-the-Ear aid (ITE) type hearing aid model. (Refer to Section B.7, SOW for details.)

CLIN 13 Description

Flat fee repair charge for Post OEM Over-Ear Aid (OE) type hearing aid model. (Refer to Section B.7, SOW for details.)

CLIN 14 Description

Flat fee repair charge for Post OEM Receiver-in-the-Ear-Aid (RIC) type hearing aid model. (Refer to Section B.7, SOW for details.)

CLIN 15 Description

Flat fee repair charge for Post OEM Wireless Adapter (WA) model. (Refer to Section B.7, SOW for details.)

CLIN 16 Description

Hearing Aid Parts and Accessories. Refer to Section B.1, Definitions, for items that may be included, and complete Attachment 2, Parts and Accessories List for pricing. Attachment 3, Parts and Accessories Text File, must be submitted prior to contract award. All Parts and Accessories submitted may not be placed on contract, and all items on contract may not be purchased by the DLC.

B.10 PERFORMANCE WORK STATEMENT

(a) Facilities completing repairs must be at a minimum ISO 9001:2015 and/or ISO 13485:2016 certified. If the contracting facility is not ISO 9001:2015 and/or ISO 13485:2016 registered at the time of proposal submission, the contractor shall provide evidence that the facility will be compliant on the date of contract award.

(b) Upon receipt of hearing devices, the contractor assumes the risk of, and shall be responsible for, loss or damage to all enclosed items which are listed on the repair order. The contractor shall bear the responsibility to replace those items that are lost or damaged from the acceptance of the items at the contractor’s repair facility to the delivery of the items as the FOB destination. The contractor shall complete the repair and ship it to the location listed on the repair order within ten business days.

(c) Flat fee repair charges shall include parts and accessories required to restore single specific aids (or hearing aids purchased as a system [i.e. CROS/BiCROS] regardless of whether the system is serialized with the same number or different serial numbers), remote controls, or wireless devices to proper operation. It is the expectation of the government that a device sent to the original manufacturer will be repaired to original manufacture specifications. For all-make repairs it is expected that the device will be returned with the same configuration as it was received. All serialized devices that are listed under B.9, Schedule of Items, must be accompanied by a purchase order. If a purchase order is not received then the device will be returned unrepaired to the requestor, or the contractor can contact Denver Logistics Center (DLC) at dalc.adj@va.gov for direction. Repairs shall include, where applicable:

(1) The replacement of defective receivers, microphones, cords and other defective repairable components [i.e. power supplies, clothing clips, antennas, or other applicable items].

(2) Repairs that require receiver and/or microphone replacement will use new replacements. A hearing aid submitted for repair must include the receiver, microphone, and circuit (or comparable technology) in order to be considered a complete hearing aid with the exception of loaner RIC hearing aids where the replacement receiver would be selected at the time of re-fitting. NOTE: RIC receiver only repairs are not allowed on out of new-aid warranty devices.

(3) CROS/BiCROS systems would require the transmitter, receiver and hearing device and/or CROS/BiCROS sets with the same serial numbers on the transmitter and receiver to be considered a complete hearing aid.

(4) Loaner hearing devices sent in for repair by the DLC or a VA clinic are not associated with a patient. A loaner RIC hearing aid may not include a receiver, but is still considered a complete hearing aid for this purpose only.

(5) Earmold services are required for out of new warranty hearing aids or wireless devices which include an earmold, whether or not the receiver in RIC aids are fully integrated. Earmold service shall include the thorough cleaning of the earmold (including the removal of wax, debris, excess glue, and residual tubing), checking for damage, patching or cementing damaged areas, buffing the earmold body, and replacing old tubing, adaptors, waxguard retainers or grommets, as necessary. The contractor shall ensure that these items are attached securely to the earmold and attached to the hearing aid. If the tubing is designed to be attached without glue it will be replaced with the same or equivalent technology. Tubing, adaptors, and grommets must be the same or equivalent to that received, to include acoustical value and length of tubing. If the earmold is determined to be unrepairable, this will be recorded on the invoice and the contractor will take one of the following actions.

(i) For conventional BTE hearing aids that cannot be configured as an open fit, the repaired aid will be returned with the unrepaired earmold.

(ii) For open fit BTE or RIC hearing aids, the contractor will replace the damaged earmold with a temporary, disposable earmold, dome, or comply tip that will make the hearing aid usable by the veteran until a new earmold can be obtained. The temporary fitting should be acoustically similar to the damaged earmold.

(iii) For RIC hearing aids in which the receiver is fully integrated into the custom shell or earmold, the flat fee repair will include custom reshell, if necessary.

(6) The replacement of a soft coat, soft shell, telecoil, autocoil, hypoallergenic shell, flex canal, retention wing, screw set volume control, volume control, or wax guard to the hearing aid as necessary for proper operation with all internal and external componentry.

(d) Flat fee repair charges will be for the types of items listed in the section B.9, Schedule of Items. Devices with different serial numbers will have their own individual service request form (purchase order, see Attachment 10) with flat fee charge, unless the devices are identified as part of a system or a serialized accessory item. These types of items include:

(1) In-the-ear (ITE) type hearing aids (to include microphone-in-helix (MIH) models).

(2) Behind-the-Ear (BTE) (also known as Over-the-ear (OE)) type hearing aids.

(3) Eyeglass (EG) type hearing aids. Repairs to eyeglass type hearing aids shall be made to the hearing aid portion only. Contractors shall be required to repair the component of a damaged eyeglass front that contains a part of the total hearing aid circuitry and any recased temples will be bent to match temples received.

(4) On-the-body (OB) type hearing aids (to include all items received such as cords, receivers, headbands, and other associated items).

(5) Receiver-in-the-canal (RIC) hearing aids.

(6) Hearing aid remote (RM) controls (to include all items received with a remote control, such as cases, clothing clips, power supplies, lanyards, or antennas, or other applicable items).

(7) Wireless receivers (WR) (including but not limited to AM/FM, Bluetooth, 3.5 GHz, or other comparable technology).

(8) Wireless transmitters (WT) (including but not limited to AM/FM, Bluetooth, 3.5 GHz, or other comparable technology).

(9) Wireless adaptors (WA) which must be interfaced with hearing aids to operate and are designed to allow hearing aids to receive wireless signals.

(10) Hearing aid parts and accessories. Those items defined in section B.1 as either used in the direct manufacture of a hearing aid or used to enhance the use and care of the hearing aid. Rechargeable device chargers may also be sent with the device(s) listed on the purchase order. When a rechargeable device charger is received the charger may be repaired/replaced without a separate purchase order or the requestor of the repair would be contacted so that a new charger can be ordered, when applicable.

(e) Replacement parts shall be selected so the repaired device will approximate, as closely as possible, the performance and color characteristics of the aid when new. Replacements will acoustically match the original items. These items will be clean and free of removable stains and will be in new condition if replaced by original manufacturer, or if it was repaired by an all-make vendor it shall be returned in like new condition. A custom re-shell is included in the flat fee repair charge if the receiver is integrated into the custom shell/earmold and the receiver needs to be replaced or the shell is damaged.

(f) The contractor will perform quality assurance checks on repaired hearing devices and reset physical controls or programming to the settings as received. For all-make repair sources, it is the expectation of the government that the contractor will have the ability to acquire and maintain the most current fitting software for all manufacturers’ makes and models that are supported in order to maintain patient settings. If pairing of remote controls or wireless devices being repaired or replaced is indicated, the pairing must occur prior to the return of the devices that were received together. The contractor must also include an ANSI S3.22-2009 (or newer) or comparable electro-acoustic test, at full-on gain or reference test position, with the repaired devices.

(1) Devices received by the contractor together must be returned together, including ancillary items received. The original device or replaced parts should not be returned with the repair.

(2) If an incomplete device is received, the device will be returned unrepaired to the requestor and the DLC will be contacted for cancellation at dalc.adj@va.gov.

(3) If a device is deemed unrepairable due to age, missing and obsolete components, or where substitute comparable components are unavailable and original specifications are unattainable, the device (and any associated earmold) will be returned unrepaired to the requestor and the DLC will be contacted for cancellation at dalc.adj@va.gov.

(g) The results of the quality assurance checks should be documented and a paper copy included with the device(s). The included identifiers shall be as follows:

(1) Last name and last 4 of social security number as received on purchase order.

(2) Make, model, and serial number of device(s).

(3) Repair action taken or not taken.

(4) Annotate if unable to reset the programmed settings or if remote controls or wireless devices were not paired to corresponding hearing aid(s). It is the expectation of the government that patient settings are maintained whenever possible. If the patient settings cannot be maintained, the preference is that the device will be set to the audiometric data on file. Current audiometric data can be obtained by contacting dalc.adj@va.gov or dalc.lab@va.gov.

(5) When the serial number of a device is changed because of a correction or incidental to a repair, both the new and old serial numbers will be documented. The contractor shall also notify the DLC at dalc.adj@va.gov of serial number changes that have occurred during the previous month due to out-of-warranty and service warranty repairs no later than the fifth business day of each subsequent month. This notification will provide the old and new serial numbers and the reason for change. The point of contact is the Hearing Aid Repair Program Coordinator at (303) 215-5226 or dalc.adj@va.gov. Negative notifications are required when there are no actions to report. This notification should be submitted in a text file, either comma or “^” delimited, annotating “R” for repair or “C” for correction, using the following format:

Format: PO#^Old Serial Number^New Serial Number^Reason for Change

(h) When purchase orders are received and corrections are necessary, these corrections must be requested via e-mail to dalc.adj@va.gov prior to the repair being accomplished. The clinic may also be required to be notified. The government will not be responsible for work accomplished without proper documentation or EDI transmission, which includes the following information:

PO# Make Model Serial # Nature of Request

(i) Delinquent repairs (those not meeting the delivery schedule in Paragraph B.23(b)(3) below) will be identified and communicated to the contractor on a monthly basis. The contractor must respond to dalc.adj@va.gov within 5 business days as to the status of the delinquent repair orders.

(j) Repaired hearing devices must meet the following performance standards:

(1) Visual Inspection:

(i) Aid and earmold (if applicable) are of the correct material, of the correct color, free of damage, cleaned, and buffed.

(ii) Battery contacts are clean and adjusted to insure they make contact.

(iii) All items are returned configured as received (earhook, waxguard, domes, etc.).

(iv) Controls are returned to settings as received.

(v) Receiver/earmold tubes are cut to the correct length and are in new condition.

(vi) Receiver/earmold tubes are secured with glue or other appropriate mechanism.

(vii) Earmold is reattached to the hearing aid. If the earmold cannot be serviced then the device should be configured (acoustically similar) so that it is still useable to the Veteran (i.e. dome appropriate for their hearing loss, comply tip, etc.).

(viii) All components and accessories sent in with the device and listed on the repair order are returned and are in new or like new condition.

(ix) The serial number is a permanent part of the device, as required by FDA labeling requirements.

(2) Listening Inspection:

(i) Device successfully powers on.

(ii) Volume control works through the full range.

(iii) There is no case noise or internal oscillation.

(iv) There is no intermittency.

(v) The telephone coil operates correctly.

(vi) Distortion levels are within manufacturer’s specifications.

(vii) If there is a remote or wireless device, it operates the programs or changes the volume as applicable.

(3) Testing

(i) The aid passes the ANSI test, including but not limited to S3.22-2009 or newer or comparable electro-acoustic test.

(ii) The device has the correct battery drain.

(iii) Equivalent Input Noise (EIN) is within standards (below 30dB).

(4) Rechargeable Devices

(i) Rechargeable devices have an adequate charge from the vendor so that the device can be tested without requiring an initial charge.

(ii) If a rechargeable device charger was sent in then it should be returned. If the charger did not require repair or was repairable/replaceable, it will be in working order. If the charger was unrepairable/unreplaceable, the VA has been notified.

(5) Documentation Included with Repaired Device

(i) Last name and last 4 of social security number as received on purchase order.

(ii) Make, model, and serial number of device.

(iii) Repair action taken or not taken.

(iv) Annotation of programmed settings (patient, audiometric, full gain, etc.)

(v) Indication of a serial number change (old and new serial numbers).

(6) Shipments

(i) Does not include advertising, cross-selling literature, or free gifts other than items that can be used by a Veteran in the maintenance of the device.

(ii) Outside of shipping container/package will not contain any patient information.

(iii) Outside of shipping container has been identified as containing hearing devices rather than parts and accessories.

(k) Any repaired hearing aid, which upon visual inspection, listening inspection, or testing fails to meet performance standards shall be returned to the contractor for correction at no expense to the Government. The unsatisfactory repairs will be recorded in the Quality Assurance Surveillance Plan (QASP) report for each monthly reporting period. Upon receipt of the report, the contractor will respond to any and all outstanding items within five (5) business days. Responses will be sent to the DLC at dalc.adj@va.gov. The government will make every effort to inform the contractor of repeated discrepancies as soon as possible, in addition to the monthly reporting. Failure to keep unsatisfactory repairs to less than 0.5% each monthly reporting period may result in option years not being exercised and negative past performance reported in the Contractor Performance Assessment Reporting System (CPARS).

(l) Shipments with repaired hearing aids will not include advertising, cross-selling literature, or free gifts other than items that can be used by a Veteran in the maintenance of the device (e.g. cleaning tools). Related instructional or educational material may be included. The outside of the shipping container/package will not contain any patient information (e.g., name or last 4 numbers of the social security number), and will be identified as containing hearing devices rather than parts and accessories. It is the government’s preference that all shipments to DLC be sent in bulk with a manifest enclosed and a matching electronic manifest sent to dalc.adj@va.gov at the time of shipment. The contractor shall provide postage paid shipping labels to any user of this contract. The contractor will be responsible for any additional charges that might be incurred due to their carrier. The contractor will supply labels for devices that use lithium-ion batteries, when applicable, conforming to current rules and regulations governing the shipment of such items.

B.11 BACKGROUND

The Department of Veterans Affairs has identified Hearing Aid Repairs as candidate items for standardization . The purpose of standardization is to obtain user uniformity and quality service/products at lower than current contract and open-market prices.

B.12 PURPOSE AND OBJECTIVE

The purpose of this schedule defines the requirements for the Hearing Aid Repair Program managed by the Department of Veterans Affairs (VA) Denver Logistics Center (DLC). It includes repairs, parts and accessories, ordering, invoicing, shipping, and electronic data interchange (EDI) requirements. The objective is to award multiple contracts to afford competition and cover the needs of the Government. This objective is to ensure availability and consistency of services/products for nationwide usage.

B.13 SCOPE OF CONTRACT

(a) This solicitation will result in multiple performance-based, firm-fixed price, indefinite delivery, indefinite quantity contracts for the period of June 1, 2018 or effective date, whichever is later, through May 31, 2019, with four (4) one-year options and one possible 6 month extension to be exercised at VA DLC discretion.

(1) Base – June 1, 2018 through May 31, 2019

(2) Option I – June 1, 2019 through May 31, 2020

(3) Option II – June 1, 2020 through May 31, 2021

(4) Option III – June 1, 2021 through May 31, 2022

(5) Option IV – June 1, 2022 through May 31, 2023

(6) 6 Month Extension – June 1, 2023 through November 30, 2023

(b) Services or articles will be ordered from time to time in such quantities as needed to fill agency requirements determined in accordance with current applicable supply procedures. The Contractor will be obligated to deliver all services and/or articles that may be ordered during the term of the contract. There is no expressed or implied guaranteed that the quantities will be ordered regularly. Refer to Section B.25 regarding guaranteed minimum.

B.14 PREFERENCE OF ORDERS

In order to maintain the highest quality of hearing device performance, it is the preference of the VA that the Original Equipment Manufacturer (OEM) repairs their models whenever possible. The OEM has the most experience with their products in addition to the proprietary firmware and software necessary to ensure the hearing device is updated during any repair in order to maintain the highest quality. Additionally, the OEM owns internal quality control data logs of chronic or persistent repair issues that would only be known to the OEM. Access to historical internal quality control data should ensure a shorter repair timeframe which gets the hearing devices back to the Veteran in working order in the timeliest manner. The VA will assign the OEM as the default vendor for all models that were manufactured by that vendor, and are listed on the vendor’s Attachment 1, Models for Repair. When the OEM is no longer able or willing to repair a particular model it will be removed from their Attachment 1. The VA will fairly distribute out-of-warranty hearing device repairs to all-make repair vendors that have included that model on their Attachment 1 based on their past performance records, QASP data, timeliness of repair services, and cost of the repair services.

B.15 CONTRACT USERS

Resultant contracts will be used as a preferred source by VA policy and on a non-mandatory basis by the following activities: Department of Defense (DoD), Indian Health Service (IHS), Health & Human Services (HHS), and Bureau of Prisons (BOP) facilities as a source of supply . Upon mutual agreement between the contractors and Government, other Government agencies (OGAs) may be added to the contract by modification.

B.16 CONTRACT ADMINISTRATION POINT OF CONTACTS

The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect the price, quantity, delivery or terms of the contract. The Contractor shall designate a person to serve as the contract administrator for the contract. The contract administrator is responsible for overall compliance with contract terms and conditions. The contract administrator is also the responsible official for issues concerning the Contractor’s Report of Sales and Customer User Fee (CUF). The Contractor’s designation of representatives to handle certain functions under this contract does not relieve the contract administrator of responsibility for contract compliance. Any changes to the designated individual must be provided to the Contracting Officer, in writing, with the proposed effective date of the change. The following individuals will handle all contract administration issues:

(a) Contractor. Offerors must maintain a letter designating primary or primary/alternate point of contact(s) with contractual authority to be contacted for prompt contract administration. Designation should be on company letterhead with the following information: Name(s); Title(s); Address; Email Address(es); and Phone and Fax Numbers. If multiple individuals are noted, primary and alternate should be identified. This letter will be provided to the individual(s) named in Paragraph B.16(b) below.

(b) Government Agency.

Agency: Department of Veterans Affairs Denver Logistics Center Address: PO Box 25166, Denver, CO 80225 Federal Express Address: 555 Corporate Circle, Golden, CO 80401

B.17 ORDERING PROCEDURES

(a) VA Denver Logistic Center Orders Only.

(1) The DLC or VA Clinic will forward to the Contractor the hearing aid or device in need of repair and an individual repair purchase order for each aid. The purchase order will be in the form of a Delivery Order for Hearing Aid Repair or Hearing Aid Service Request Form similar to Attachment 10. If the order received does not meet the definition of a Complete Hearing Aid, or if an earmold is sent in by itself, the Contractor is to return the order to the initiator of the order except for RIC aids submitted as loaner hearing devices. For original orders received electronically as outlined in Section B.17(2) below, the contractor will still receive one of the paper order forms with the aid; the contractor will have to match the electronic and paper order. An order number will be assigned to each order; the order number will be consistent across paper and electronic formats. Each order shall provide, at a minimum: contractor’s name, contract number, order number, order date, estimated total cost, deliver on or before date, veteran’s information, aid information and description, noted defect(s), item(s) to contractor (if specified), and name and telephone number of person authorizing the repair. Contractor shall be authorized to repair the hearing aid at the estimated total cost listed on the accompanying document for hearing aid repair. The Government anticipates that all individual repair purchase orders will be below the micro-purchase threshold of $3,500. Orders over the micro-purchase threshold will be reviewed and awarded based on best value to the Government Per FAR 16.505(b).

(2) Changes to purchase order including order cancellation. The DLC will send an updated purchase order with all appropriate authorized changes and the corresponding charges. A purchase order submitted using designated electronic processes will be considered an appropriate substitute for this form. For change orders received electronically, the contractor may or may not receive the paper form.

(3) Original manufacturer vs. all-make repair vendors. It is the intent of the Government to utilize the original device manufacturer for repairs to maintain the integrity of the device.