Combined Synopsis and Solicitation Template - HT940626QE121.pdf

Combined Synopsis/Solicitation

Synopsis/Solicitation Requirement HT940626QE121 is issued as a Request for Quotation (RFQ). This solicitation for commercial products or commercial services is prepared and solicited in accordance with the Federal Acquisition Regulation (FAR) Overhaul Subpart 12.201-1 supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a separate written solicitation will not be issued.

The Defense Health Agency Contracting Activity (DHACA), Southeastern Healthcare Operations Contracting Division intends to procure a firm-fixed price purchase order for Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Equipment in support of Navy Medicine Readiness and Training Command (NMRTC) Portsmouth, Virginia. Provide all materials, labor and equipment to complete the required task. Additionally, the vendor is to provide any required travel and shipping.

This requirement is under North American Industry Classification System (NAICS) number 811210 - Electronic and Precision Equipment Repair and Maintenance and Product Service Codes (PSC) J065 – Maintenance, Repair, and Rebuilding of Medical, Dental, and Veterinary Equipment and Supplies.

Period of Performance (PoP):

Base Year: 01 October 2026 – 30 September 2027 Option Year I: 01 October 2027 – 30 September 2028 Option Year II: 01 October 2028 – 30 September 2029 Option Year III: 01 October 2029 – 30 September 2030 Option Year IV: 01 October 2030 – 30 September 2031

Competition Approach: Full and Open Competition – Set-Aside for Small Business

Submission of Quote: Prospective contractors are required to follow the instructions and requirements of Addendum to 52.212-1 and Addendum 52.212-2 included in this document.

Questions or Clarifications: All questions are to be submitted via email to the Contract Specialist, Luis Zeno-Pimentel, luis.a.zeno-pimentel.civ@health.mil and Contracting Officer, Melissa Peregrino, melissa.peregrino-white.civ@health.mil with email subject: RFQ HT940626QE121 – Medtronic Fusion Maintenance. The Government may not respond to questions received less than four (4) days prior to the due date and time for receipt of quotations.

Incumbent Contractor: N0018321P0364

Attachments:

Attachment I – Combined Synopsis and Solicitation / Request for Quote (RFQ) Attachment II - Past Performance Questionnaire (PPQ) Form mailto:luis.a.zeno-pimentel.civ@health.mil mailto:melissa.peregrino-white.civ@health.mil

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES.

a. Contract award. The Government intends to evaluate quotes and award a contract without discussions with Contractors. Therefore, the Contractor’s initial quote should contain the Contractor’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all quotes if such action is in the public interest, accept other than the lowest quote, and waive informalities and minor irregularities in quotes received. This solicitation does not commit the Government to pay any costs incurred in the preparation and submission of a quote or for any other costs incurred by any contractor submitting a quote in response to this solicitation.

b. Submission of quotes. Submit signed and dated quotes to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, quotes shall include the following:

Proprietary information shall be clearly marked. Proprietary information submitted in response to this solicitation will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 U.S.C. 423), hereinafter referred to as “the Act”, as implemented in the FAR.

Contractors must be registered in System for Award Management (SAM) in order to be eligible to be awarded a Department of Defense (DoD) contract.

Contractors must provide the information necessary to evaluate the factors contained in provision at Addendum 52.212-2. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of quote details is the sole responsibility of the offeror. Failure to clearly address all submittal requirements, evaluation criteria and information requirements of the RFQ may result in rejection of the offer.

Submission Requirements: Quote shall be submitted in four (4) separate volumes as shown below:

Volume Factor Title Format Page Limitation

I 1 Business Summary PDF 2

II

Technical Capability PDF 15

III 3 PPQ PDF 4 except

CPARS

IV 4 Completed Combined Synopsis and Solicitation / RFQ (include pricing)

PDF varies

Contractors shall not lock, encrypt, copy as an image, password protect or otherwise place barriers to opening files for their quote submissions. If the Government cannot access the electronic version to complete evaluation, the government will consider the quote invalid, and the quote will be deemed ineligible for award.

Incomplete offers may be considered non-responsive and removed from further consideration.

Additionally, to ensure a fair evaluation process, each contractor is permitted to submit only one quote. If a contractor submits more than one original quote, the government may invalidate all submissions from that contractor, who would then be considered ineligible for the contract award.

This policy does not apply to revised quotes requested by the government.

Format. All materials shall be in typeface Times New Roman 12 point (or Arial 12 point) and formatted to print on 8-1/2 x 11” white paper with one-inch margins all around. Tables and illustrations may use reduced font style but not less than 8-point. All material submitted may be single-spaced. Each page must provide identification of the submitting contractor in the header or footer.

The quote shall not contain any extraneous information such as advertisements or marketing information. Elaborated formats, or color presentations are not desired or required. Oral presentations will not be considered for this solicitation competition. The Government does not require any paper quotes and will not accept faxed quote copies.

Specific Instructions by Volume: Contractors shall provide each volume as explained below:

Volume I - Factor 1 Business Summary:

The contractor’s business summary must include the following details:

• Legal entity name and any "doing business as" alias.

• Full address and phone number.

• The address where the work will be performed (if different from your main address).

• CAGE Code and Unique Entity ID.

• GSA contract number(if applicable)

• Verification statement of their representations and certifications in SAM.gov affirming that these representations and certificates are current, complete, and accurate as of the date quotes are due.

• Period for acceptance of quotes. State whether the Contractor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

• Reference the RFQ number.

• Include a statement confirming your agreement with all terms, conditions, and provisions outlined in the solicitation.

• Acknowledgement of all amendments, if any.

• Affirm your company's ability to fulfill the stated requirement.

• Provide the total quoted price.

• The business summary document shall be signed by a company representative who is authorized to obligate the company. This person's contact information must also be included.

Volume II - Factor 2 Technical Capability – Do not include pricing information in this factor document.

Technical Capability Statement Requirements: To demonstrate the ability to meet the requirements of this RFQ, the capability statement must prove the contractor's expertise, qualifications, and authority to provide the required items and services. The submission must address the following areas:

• PWS Compliance and Execution Plan: The contractor must demonstrate a clear understanding of the requirements and detail how they will meet every part of the scope and each specific task in PWS. This section must include an implementation plan and an estimated transition timeframe.

• Proposed Solution Details: The statement must thoroughly describe all proposed items, resources, and methods, including specifications, performance capabilities, delivery schedules, and warranties.

• Equipment Condition: All parts and equipment must be brand new.

Volume III - Factor 3 Past Performance

To demonstrate their experience, contractors must provide up to three (3) examples of relevant work completed within the last three (3) years. If contractors submit more than three

(3) past performance references, the Government will evaluate the first three (3) identified past performance references in the order submitted. These examples must be similar in scope, magnitude, and complexity to the work described in this solicitation. Each example, limited to four pages – except for Contractor Performance Assessment Reports (CPARS), must include: Performance dates; an explanation of the services provided; ratings from the customer; and a valid and reachable point of contact with a phone number and email address. PPQs must not be completed by current or previous teaming partners.

Contractors may use the PPQ Form (Attachment II), Contractor Performance Assessment Reports (CPARS), or another format as long as all the required information is included. If a contractor has no relevant past performance, they must submit a statement to that effect.

Volume IV - Factor 4 Price

Use Attachment I – Combined Synopsis and Solicitation / Request for Quote to prepare and submit the price offer. Contractors shall provide the shipping price included in their quoted firm fixed price to facilitated price evaluation. The contractor may add rows, columns, or spreadsheets to accommodate the required pricing information. Contractors shall provide the necessary details and supporting information to address the solicitation requirements and to allow a complete analysis of each line-item price. All quoted prices must not contain more than two (2) decimal places and shall be Free on Board (FOB) Destination.

c. Submissions, Late submissions, modifications, revisions, and withdrawals of quotes.

a. Contractors are responsible for submitting quotes and any modifications or revisions electronically to the Contract Specialist, Luis Zeno-Pimentel, luis.a.zeno-pimentel.civ@health.mil and Contracting Officer, Melissa Peregrino, melissa.peregrino-white.civ@health.mil before or at 12:00pm Eastern Standard Time (EST) 22 September 2026. All correspondence shall reference RFQ HT940626QE121 – Medtronic Fusion Maintenance in the email subject line and all enclosed documents.

b. Any quote, modification, or revision received after the time specified for receipt of quotes is “late” and will not be considered.

c. Contractors may withdraw their quotes by written notice to the Government received at any time before award.

d. Exceptions/Assumption to TOPR Requirements. Contractors are required to meet all solicitation requirements, such as terms and conditions; representations and certifications; and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. If necessary, contractors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and content of table below.

Solicitation Document

Page/paragraph Requirement/Portion Rationale

PWS, Part X, Pricing Template, Past Performance

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken.

Describe Why the requirement can/will not be met.

(End of provision)

ADDENDUM TO 52.212-2 EVALUATION--COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

a. The Government will award a contract resulting from this solicitation to the responsible contractor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The Government intends to evaluate offers and issue a firm fixed price contract based on the initial offers received, utilizing the procedures found at Federal Acquisition Regulation (FAR) Overhaul Subpart 12.203 supplemented with additional information included in this document.

The Government intends to evaluate quotes and award a contract without discussions with Contractors. However, the Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

Contractors shall include all four (4) volumes listed in Addendum to 52.212-1. Incomplete quotes may be considered non-responsive and removed from further consideration.

BASIS FOR AWARD

This is a Best Value procurement. The Government may elect to award to other than the lowest priced quote where the perceived benefits merit the higher price, and the price is determined fair and reasonable. Conversely, the Government may select a lower-priced quote, and the technical capability is rated as acceptable.

The Government will review quotes to determine if they are complete and compliant with the solicitation requirements. A compliant quote is one that meets all the terms, conditions, and specifications in the solicitation. The contractor shall provide all documents listed and shall comply with all RFQ instructions for the quote to be considered “compliant and complete” with this solicitation. The Government may consider a contractor ineligible for award if any required document was not submitted by the required date and time; it is incomplete (missing items, signatures, etc.), or it does not comply with format requirements.

The following factors shall be used to evaluate quotes:

Factor 1: Business Summary;

Factor 2: Technical Capability;

Factor 3: Past Performance; and Factor 4: Price

Factor 2 is more important than Factor 1 and Factor 3, Factor 3 is more important than factor

1. Evaluation factors other than price when combined are significantly more important than price.

Factor 1 Business Summary: Evaluation of this factor will be for completeness.

Completeness: The business summary will be reviewed to determine the extent to which all the required elements listed in Addendum to 52.212-1 have been addressed. A business summary that fails to address all required elements may be excluded from further consideration.

Factor 2 Technical Capability/Medical Device and Equipment Risk Assessment Form:

Evaluation of this factor is a subjective evaluation of the contractor's understanding/capability/approach, demonstrated resources, and methods to meet all requirements.

The following adjectival ratings/definitions shall be used for the Technical Evaluation Factor. The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses and deficiencies in determining technical ratings. Combined technical/risk evaluations shall utilize the combined technical/risk ratings listed below.

The contractor’s quote will be evaluated to determine whether the proposed capability approach demonstrates a clear and unambiguous understanding and a demonstrated ability to meet the requirements. Failure to demonstrate a clear and unambiguous capability approach to meeting the requirements will result in an “Unacceptable” rating for this factor.

Technical Rating

Description

Acceptable Quote meets requirements and indicates an adequate approach and understanding.

Unacceptable Quote does not meet requirements of the solicitation, and thus contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable.

Factor 3 Past Performance

Past performance is limited to a maximum of three (3) recent and relevant past performance references. Should more than three be submitted, the Government will evaluate only the first three in the order they were provided. Each reference must meet the definition for recency and relevancy (see definitions below). PPQs must not be completed by current or previous teaming partners.

Contractors will be assigned an overall Performance Confidence Assessment (PCA), see below, which is based on an integrated assessment of the Contractor’s relevant and recent past performance.

The resulting PCA represents an overall evaluation of Contractor performance. Contractors without a record of relevant past performance or for whom information on past performance is so sparse that no meaningful confidence assessment rating can be reasonably assigned will not be evaluated favorably or unfavorably on past performance and, as a result, will receive a "Neutral Confidence" rating for the Past Performance factor.

The Government reserves the right to use both information provided from Contractors as well as information obtained from other sources available to the Government, to include, but not limited to, CPARS, Federal Awardee Performance and Integrity Information System (FAPIIS), or other databases; interviews with Program Managers, Contracting Officers, Contracting Officers Representatives, and commercial sources and/or non-Government sources.

Recency Assessment: An assessment of the past performance information contained in the contractor’s submittals will be made to determine if it is recent. The documentation submitted must demonstrate that the contractor is or has been performing within the past three (3) years prior to the closing date of this solicitation.

Relevancy Assessment: An assessment of the past performance information will be made to determine if it is relevant. To be relevant, the submitted documentation must be for efforts that involved similar scope, magnitude of effort, and complexity that the solicitation requires.

The Government will use the following relevancy definitions/ratings when assessing relevant past performance.

Adjectival Rating Description Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Neutral No relevant performance record is available, or the Contractor’s performance record is so sparse that no meaningful relevancy assessment can be reasonably assigned.

Performance Confidence Assessment (PCA): The Government will consider the performance quality of relevant and recent efforts and assign an overall PCA. Those rated neutral for relevancy will receive a neutral confidence PCA. Contractors with experience providing the same services required by this solicitation may weigh more heavily than less relevant, less recent past performance.

The confidence ratings noted in the table below will be used. The performance quality of the work performed will be assessed using the PPQ, CPARS report and/or contact with the POC listed on the submittal to obtain information regarding past performance as it relates to providing the services required under this solicitation. Contractors whose past performance is rated limited, or no confidence will not be evaluated further.

Performance Confidence Assessments

RATING DESCRIPTION

Substantial Confidence

Based on the Contractor’s relevant performance record, the Government has a high expectation that the Contractor will successfully perform the required effort.

Satisfactory Confidence

Based on the Contractor’s relevant performance record, the Government has a reasonable expectation that the Contractor will successfully perform the required effort.

Limited Confidence

Based on the Contractor’s relevant performance record, the Government has a low expectation that the Contractor will successfully perform the required effort.

No Confidence

Based on the Contractor’s relevant performance record, the Government has no expectation that the Contractor will be able to successfully perform the required effort.

Neutral Confidence

No relevant performance record is available, or the Contractor’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The Contractor may not be evaluated favorably or unfavorably on the factor of past performance.

Factor 4 Price: The Government will evaluate price for completeness and whether quoted prices are fair and reasonable. Prices must be entirely compatible with the capability portion of the quote.

Completeness: The Contractor’s pricing sheet will be reviewed to determine the extent to which the quote fulfills the solicitation requirements and whether all the price elements have been addressed.

The Contractor’s proposed price will be evaluated to ensure continuity and traceability of prices to the solicitation requirements. The Government may make a final rating determination based on the quote as submitted without requesting any further information.

Fair and Reasonable: The degree to which the proposed prices, base period and Option periods, compared to the prices, a reasonably prudent person would expect to incur for the same or similar services. The Factor 4 – Price/Attachment II – Pricing Template and any pricing information submitted will be evaluated to identify unusual high-price, inconsistent pricing patterns, and potential misunderstandings of the requirement. Comparison of quoted prices received in response to the solicitation and/or comparison of quoted prices with the Independent Government Estimate and historical prices may be used to determine whether a price is fair and reasonable. A contractor with pricing that reasonableness is determined to be questionable for any period of performance may not be considered for award.

(c) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the Option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

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

(End of provision)

Solicitation/Contract Form Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical

Product Service Code: J065

HT940626QE121

Supplies or Services & Prices or Costs Additional Information/Notes

Equipment & Price List

Base Year: 01 October 2026 - 30 September 2027

ECN MFR Serial

Model Nomenclature MFR Unit Price

Total Price

111147 N00912539 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

125613 N06194903 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

Total Price

Option Year I: 01 October 2027 - 30 September 2028

Model Nomenclature MFR Unit Price

Total Price

111147 N00912539 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

125613 N06194903 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

Total

Option Year II: 01 October 2028 - 30 September 2029

Model Nomenclature MFR Unit Price

Total Price

111147 N00912539 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

125613 N06194903 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

Total

Option Year III: 01 October 2029 - 30 September 2030

Model Nomenclature MFR Unit Price

Total Price

111147 N00912539 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

125613 N06194903 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

Total

Option Year IV: 01 October 2030 - 30 September 2031

Model Nomenclature MFR Unit Price

Total Price

111147 N00912539 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

125613 N06194903 Fusio n

Stereotactic System, Neurological

Medtronic, Inc.

Total

Item Supplies / Services Quantity Unit Unit Price Amount

Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Systems IAW Performance Work Statement.

See Equipment and Price List

Pricing Arrangement: Firm Fixed Price

12 Months

Option Line Item

Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Systems IAW Performance Work Statement.

See Equipment and Price List

Pricing Arrangement: Firm Fixed Price

12 Months

Option Line Item

Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Systems IAW Performance Work Statement.

See Equipment and Price List

Pricing Arrangement: Firm Fixed Price

12 Months

Option Line Item

Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Systems IAW Performance Work Statement.

See Equipment and Price List

Pricing Arrangement: Firm Fixed Price

12 Months

Option Line Item

Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Systems IAW Performance Work Statement.

See Equipment and Price List

Pricing Arrangement: Firm Fixed Price

12 Months

Description/Specifications/Statement of Work

Department of Defense Defense Health Agency Naval Medical Readiness Training Command Portsmouth

Performance Work Statement Medtronic Fusion Stereotactic Neuro Surgical Service Contract

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Medtronic Fusion stereotactic neuro surgical service contract.

1.1.1 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Medtronic Fusion stereotactic neuro surgical Preventative and corrective maintenance as defined in this Performance Work Statement (PWS).

1.1.2 Background: The Mental Health department of Naval Medical Readiness Training Command (NMRTC) Portsmouth in Portsmouth, VA has a requirement for a service and maintenance plan for the Medtronic Fusion stereotactic neuro surgical units and their components.

1.1.3 Scope: Annual preventative maintenance of unit and corrective maintenance of the unit as needed. Services include the use of Original Equipment Manufacturers (OEM) parts. The contractor shall accomplish all preventative maintenance and corrective maintenance of the unit within manufacturer's specifications.

1.1.4 Period of Performance (PoP):

Base Year: 01 October 2026 - 30 September 2027 Option Year I: 01 October 2027 - 30 September 2028 Option Year II: 01 October 2028 - 30 September 2029 Option Year III: 01 October 2029 - 30 September 2030 Option Year IV: 01 October 2030 - 30 September 2031

1.2 Administrative specifications

1.2.1 Place of performance: The work shall be performed at Naval Medical Readiness Training Command Portsmouth, 620 John Paul Jones Circle Portsmouth, VA 23708 Main Operating Room.

1.2.2 Recognized Federal holidays: Is not required to perform services on holidays.

New Year's Day Martin Luther King Jr.'s Birthday President's Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

1.2.3 Hours of operation: The contractor is responsible for conducting business 8:00 A.M. to 4:00 P.M Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.2.4 Emergency Services: N/A

1.3 Contractor Identification

1.3.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1. Service Agreement for Annual Preventative Maintenance and Corrective Maintenance

2.1.1. Preventive maintenance. Shall be performed once a year in accordance with the Original Equipment Manufacturers (OEM) recommendations. The contractor shall be qualified / authorized by the OEM (IE: Certified Agent of the OEM) in the repair of all equipment listed within this contract. Certification of the OEM must be current (within 2 years) at all times prior to contract award and throughout contract period. Contractor and its employees shall maintain qualifications throughout entire contract period. In the event that a sub-contractor is used for this requirement, the sub-contractor must be a Certified Agent of the OEM. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM (original equipment manufacturers) as being trained / qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance.

Additionally, contractor must have ready access to parts inventory of OEM replacement parts.

2.1.2. This contract shall provide annual preventative maintenance services which include on-site corrective repairs and calibration in accordance with the Original Manufacturer's Equipment requirements, if an FSE is in the geographic area. Normal working hour coverage (8:00 A.M. to 4:00 P.M. Monday through Friday excluding Federal holidays); emergency service and routine preventive maintenance services to Department of Defense owned equipment. It shall include all systems, subsystem components, and assemblies, (i.e.: contractor responsible for total maintenance of entire system). All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. Preventative maintenance and corrective repairs, if needed shall be done prior to the

15th of June each fiscal year to all equipment listed under section 2.10 and its subcomponents.

2.1.3 The contractor shall provide to BME a Field Service Report (FSR) within two (2) days after completion of all service performed. The service report shall include, but not be limited to: contract number, equipment description (model, serial number, equipment control number) contractor's log number, detailed description of the service(s) performed, replacement part(s) information (part number, part value, nomenclature, unit price, manufacturer, if not OEM, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended, model and serial numbers, and the name of the FSE performing the service. In the event that agents/sub-contractor's are used in the performance of repairs, said agent shall be identified on the service report by company name and contact information (i.e., telephone number). Additionally contractor will be required to affix a tag on equipment upon the completion of a preventative maintenance inspection. Tag may either be a "sticker" or "hanging tag". As a minimum the tag shall contain: the name of the contractor, technician performing inspection and date of inspection legibly printed. FSR will be emailed to BME distribution email at usn.hampton-roads.nmrtc-portsmouth-va.list.nmcp-dfabiomed@health.mil.

2.1.4 All test equipment used in the performance of this contract must be calibrated (if required / as required by manufacture of test equipment) and shall be in compliance with Joint Commission (JC) Original Equipment Manufacturer (OEM) and Federal Drug Administration (FDA) standards as required.

2.1.5 The contractor shall provide trained, experienced, English speaking personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance. If one is available in the geographic area.

2.1.6 The contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator will be made available to answer technical questions regarding system operations and applications. The contractor points of contact (POC).

Service calls shall be placed 24 hours a day, 7 days a week by calling a vendor supplied toll free response center. Qualified service reps are required to make a "best effort" to call back within 4-hours during normal business hours (8am - 5pm EST Monday - Friday excluding Federal Holidays) to schedule service visit.

2.2 Corrective Maintenance. Normal working hour maintenance coverage will be Monday through Friday, between 8:00 A.M. to 4:30 P.M. A contractor Service Tech shall respond via telephone within 4 hours after receipt of trouble call, and make a best effort to provide on-site service no later than the close of business (4:30 pm) on the next business day. Vendor is to make a best effort to have all equipment operational within 72 hours of initial on-site response. If there is a FSE in the geographic area. If not, a loaner shall be provided and the unit that needs service shall be sent in for depo level maintenance.

2.2.1 In the event that emergency service outside the normal working hours are required by the Government, additional work shall be billable to the Government at published commercial rates, and negotiated and approved by a Contracting Officer prior to services rendered. Government request for corrective maintenance will be placed by BME, to the contractor's POC. Corrective Maintenance shall be completed during the hours specified in the contract.

2.3 Base Access. Vendors and contractors will apply for, and maintain, base access. This can be done at https://dbids-global.dmdc.mil/home/. Vendors and contractors will also complete form SECNAV 5512/1 and submit to BME points of contacts Mr. Benjamin Lee benjamin.c.lee8.civ@health.mil and Mr. Dennis Christin dennis.e.christin.civ@health.mil for processing.

2.3.1 The contractor representative(s) at each site is encouraged to request a pre-maintenance inspection prior to the onset of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award or prior to contract start whichever occurs first. All non-apparent / hidden discrepancies must be identified no later than the first scheduled preventative maintenance. Any claims resulting from hidden defects must be received within 30 days of first scheduled preventative maintenance. Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order. The cost of repairs shall not exceed contractor's normal retail rate for required repairs. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, "good operating condition" means the conditions necessary for the equipment to function as intended without corrective maintenance. The contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor's performance or should have been discovered during normal performance of work under this contract.

2.3.2 The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of contractor supplies, materials, or for the personal belongings brought onto Government property by contractor's personnel.

2.4 Replacement Parts: The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. In the event that replacements parts are required to be shipped. Shipping shall be performed in the fastest reasonable means possible (i.e., next day air) at no additional cost to the Government. All replacement parts shall be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor shall at their expense, replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM. Vendor is not responsible for consumable items. The contractor shall specifically annotate on the final Field Service report the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality. Replacement parts must maintain the integrity of system / equipment certification to include compliance with any UL, AMA, Joint Commission (JC), manufacturer's certifications or any other certifications as they apply.

2.4.1 The contractor shall at their expense, replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM. Vendor is not responsible for consumable items.

2.4.2 Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the contractor. Replaced items shall be properly disposed of at no additional cost to the Government (contractor to pay all "environmental fees" where required).

2.4.3 Contractor's pricing shall be inclusive of all costs including parts, labor, travel and shipping, unless otherwise indicated.

2.4.4 Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the contractor.

2.5 Software: The contractor must include software revisions and updates (field service changes), which are required due to FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Updates shall be performed as soon as possible after release, but no later than the first scheduled Preventative Maintenance Inspection after release. For any updates that have been identified as critical, or required for the proper operation of equipment by the OEM, contractor shall provide installation within 30 days of release regardless of preventative maintenance schedules.

2.6 Removal of Government Property: Whenever the repair of equipment cannot be performed at the Government site as determined by the contractor, the contractor shall notify BME who will make arrangements for the contractor to remove the item to the contractor's designated site. The contractor may be required to sign a Government form accepting responsibility for the Government equipment. The contractor shall provide a detailed description of removed items. For associated items / accessories, contractor to provide a detailed description and quantities of items to be removed. Description to include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items / sub-assemblies / accessories are repaired via "Repair by Replacement" a detailed description of replaced items is to be included upon return of repaired components.

2.6.1 All charges resulting from a contractor determined requirement to transport Government owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the contractor.

2.7 Equipment Modification Upgrades: The contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from BME prior to the contractor installation of any modification, alteration, or upgrades.

2.7.1 The contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM.

2.7.2 The Government shall not alter the system without prior notification to the contractor.

2.7.3 The contractor at no additional cost shall provide software updates to the Government. Installation of updates will be left to the discretion of the Government.

All supplied software is to be warranted current and free of defects such as viruses.

2.8 Service beyond the Scope of the Contract: The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify BME, in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment, which the contractor considers they are not responsible for under the terms of this contract.

2.8.1 At the same time of the notification, the contractor shall furnish BME with written estimate of the cost to make the necessary repairs. Repairs considered by the contracting Officer to be outside the scope of this contract shall not be covered under this contract, but shall be ordered under a separate purchase order.

2.9 Special Qualifications: The Contractor must be an OEM-certified service provider. Contractors must verify that an individual whom they plan to employ or continue to employ in the performance of this contract is authorized to accept employment in the United States. Individuals such as those who have been admitted as permanent residents, granted asylum or refugee status, or admitted in work-related nonimmigrant classifications may have employment authorization as a direct result of their immigration status

2.9.1 When using education/certification in conjunction with labor categories, the COR in coordination with the CO must establish a review process of contractor personnel to ensure labor category requirements are met.

2.10. Equipment List:

ECN MFR Serial # Model Nomenclature MFR 111147 N00912539 Fusion Stereotactic System, Neurological Medtronic, Inc.

125613 N06194903 Fusion Stereotactic System, Neurological Medtronic, Inc.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations: The contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All software licensing, warranty, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

4.0 Points of Contact

4.1 Points of Contact: TBD

Requirements Maintenance Services for Medtronic Fusion Stereotactic Neuro Surgical Service

Product Service Code: J065

Option Line Item

Product Service Code: J065

Option Line Item

Product Service Code: J065

Option Line Item

Product Service Code: J065

Option Line Item

Product Service Code: J065

Packaging and Marking

Inspection and Acceptance Overall Contract Inspection/Acceptance Locations

Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Option Line Item

Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Option Line Item

Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Option Line Item

Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Option Line Item

Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Deliveries or Performance

Line Item Delivery Schedule Quantity Address and POC

Delivery Period From 01 Oct 2026 to 30 Sep 2027

12 Months Service Performance Site DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Period of Performance From 01 Oct 2026 To 30 Sep 2027

Option Line Item

Delivery Period From 01 Oct 2027 to 30 Sep 2028

12 Months Service Performance Site DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Period of Performance From 01 Oct 2027 To 30 Sep 2028

Option Line Item

Delivery Period From 01 Oct 2028 to 30 Sep 2029

12 Months Service Performance Site DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Period of Performance From 01 Oct 2028 To 30 Sep 2029

Option Line Item

Delivery Period From 01 Oct 2029 to 30 Sep 2030

12 Months Service Performance Site DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Period of Performance From 01 Oct 2029 To 30 Sep 2030

Option Line Item

Delivery Period From 01 Oct 2030 to 30 Sep 2031

12 Months Service Performance Site DoDAAC: HT0242 CountryCode: USA

NAV MED CNT PORTSMOUTH VA - MM

ATTN SUPPLY OFFICER BLDG 250, 54 LEWIS MINOR STREET

PORTSMOUTH, VA 23708-2297

UNITED STATES

Period of Performance From 01 Oct 2030

To 30 Sep 2031

Contract Administration Data

VENDOR TO COMPLETE THE FOLLOWING:

Vendor Name:

Vendor Point of Contact:

Vendor Address:

Vendor Phone:

Vendor E-Mail:

UEI:

CAGE:

Vendor to reference Open Market Quote HT940626QE121 on all correspondence relating to this RFQ.

Defense Health Agency Contracting Agency Point of Contact:

Melissa Peregrino E-Mail: melissa.peregrino-white.civ@health.mil (questions via e-mail only)

Payment in Arrears (Check One): ___ Monthly ___ Quarterly ___Semi-Annually ___Annually

Note: Vendor will be required to provide billing electronically via the WAWF Electronic Invoicing Method. For additional information, a review of the following websites may be required:

https://wawf.eb.mil/

PROMPT PAYMENT: For Prompt Payment Act purposes, this contract is:

Subject to the 7-calendar day constructive acceptance period.

Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

DFARS Clauses Incorporated by Reference

Number Title Effective Date

Alternate/ Deviation

Variation Effective Date

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Dec 2018

DFARS Clauses Incorporated by Full Text

252.232-7006 Wide Area WorkFlow Payment Instructions. (Jan 2023)

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) As used in this clause- Definitions.

"Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Electronic invoicing.

Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) To access WAWF, the Contractor shall- WAWF access.

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site WAWF training.

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