RFQLINAC.docx

The Uniformed Services University of the Health Sciences (USU) is the Nation's federal health sciences university and is committed to excellence in military medicine and public health during peace and war. We provide the Nation with health professionals dedicated to career service in the Department of Defense and the United States Public Health Service and with scientists who serve the common good. We serve the uniformed services and the Nation as an outstanding academic health sciences center with a worldwide perspective for education, research, service, and consultation; we are unique in relating these activities to military medicine, disaster medicine, and military medical readiness. USU is located in Bethesda, MD on the grounds of the Naval Support Activity Bethesda.

Additional information regarding USU can be found on our website: www.usuhs.mil.

USU has a requirement for maintenance on the Elekta Infinity Linear Accelerator System for a base year, to include a base period of one (1) year with four one (1) year option periods.

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is a request for quotes (RFQ) for commercial items in accordance with the procedures of FAR Part 12 – Acquisition of Commercial Items and FAR Part 13 – Simplified Acquisition Procedures, to include FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items. This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-94 (January 19, 2017) and Defense Federal Acquisition Regulation Supplement (DFARS) (December 22, 2016).

In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications by the close date of the solicitation.

Offerors interested in responding to this requirement must provide a quote for the requested services outlined in the statement of work. A single firm fixed-priced (FFP) purchase order will be awarded.

Statement of Work

1. Maintenance must be provided by engineers, who are specially trained and have the latest technical information and critical software updates available.

2. The service contract must have at least 98% uptime guarantee.

3. The contract must include a provision of direct phone line support and remote Internet support with a direct connection of the engineers to the linac computer systems at AFRRI.

4. Must presume the ability of the service engineer to remotely connect, upon our call, to the linac system at the level that will provide Internet access to all the machine parameters with a possibility not only to examine, but also to change them immediately

5. Have a system which will allow the linac to automatically inform the service team via Internet of its malfunctions that have actually already occurred or are likely to occur in the future

6. The contract must provide automatic remote notifications of Elekta about system failures and recommended pre-emptive actions before problems occur.

7. The contract must presume onsite response time not longer than 4 business hours.

8. Only genuine spare parts provided directly by Elekta must be used (refurbished parts provided by Elekta are acceptable).

9. The spare part response time must not be longer than 48 hours.

10. The contract must cover all hardware systems of linac, including Treatment Suite Control System, iViewGT, XVI Imaging, Agility, Precise Table, Desktop Pro Mk3 and APEX.

11. The contract must include Physics support (phone/remote).

12. The contract must presume supply of technical information, including information on current and pending software updates and upgrades, upcoming events and training opportunities and important service announcements.

13. The contract must include access to Elekta support portal Support Plus.

14. The contract must specifically cover possible replacements of the thyratron, Agility camera, magnetron, electron gun, iViewGT and XVI detector panels, x-ray tube for XVI and ionization chambers.

15. The contract must include regular preventive maintenance according to Elekta’s OEM schedule.

RapidGate (Base Access) - Commander, Navy Installations Command (CNIC), has established the Navy Commercial Access Control System (NCACS), a standardized process for granting unescorted access privileges to vendors, contractors, suppliers, and service providers not otherwise entitled to the issuance of a Common Access Card (CAC) who seek access to and can provide justification to enter Navy installations and facilities. Visiting vendors may obtain daily passes directly from the individual Navy installations by submitting identification credentials for verification and undergoing a criminal screening/background check. Alternatively, if the vendor so chooses, it may voluntarily elect to obtain long-term credentials through enrollment, registration, background vetting, screening, issuance of credentials, and electronic validation of credentials at the vendor’s own cost through a designated independent contractor NCACS service provider (RAPIDGate). Credentials will be issued every 5 years and access privileges will be reviewed and renewed on an annual basis. The costs incurred to obtain Navy installation access of any kind are not reimbursable, and the price(s) paid to obtain long term NCACS credentials will not be approved as a direct cost of this contract.

Further information regarding RAPIDGate can be found at:

www.rapidgate.com

Questions regarding the RAPIDGate Program should be submitted to info@rapidgate.com with the subject line: RAPIDGate Program

DoD-wide Contractor Manpower Reporting Requirements:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for USU via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October for the period of performance of the preceding fiscal year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.”

Evaluation

The government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The government will conduct a trade-off between price and non-price factors. The Government is not required to award to the lowest priced offeror or the highest technically rated offeror.

The government reserves the right to award without discussions.

Offerors responding to this RFQ, must submit quotes in accordance with the page limitations listed for each evaluation factor. Offerors who submit quotes in excess of the page limitations listed for each evaluation factor, may not be considered for award.

Quote organization:

Font Size: 11 Minimum Font Type: Calibri, Times New Roman and/or any other “similar” font type

Evaluation Factors (listed in order of importance):

· Technical Approach - Offerors are required to submit their technical approach to meeting the requirements outlined in the statement of work. Offerors must display a clear understanding of the requirements. Quotes submitted by offerors who fail to demonstrate a clear understanding of the requirement may not be considered further.

Quotes submitted by offerors that include the following statement, or similar, without any supporting information, may be determined to not have a clear understanding of the requirement and may not be considered:

“The offeror understands the requirements and the submitted quote has met all stated objectives.”

Maximum Number of Pages: 11 PAGES

· Corporate Experience: Offerors are required to provide a narrative of their corporate experience in maintaining an Elekta Infinity Linear Accelerator System.

Maximum Number of Pages: 5 PAGES

· Past Performance: The Government shall evaluate the offeror’s present and past performance on similar tasks completed within the past three years. Offerors must provide a minimum of two (2) customer references or CPARS reports for similar work performed. The Government reserves the right to select which reference(s) to contact. The following must be provided for each listed reference:

a. Name of client and address

b. Name of current point of contact including telephone number , e-mail address and title

c. Contract number

d. Contract value

e. Contract period of performance

f. A clear description of the supplies/services provided

USU may request additional information at any time.

Offerors will have an opportunity to address any adverse past performance history. Offerors who do not have any past performance history will not be rated favorably or unfavorably, but will instead receive a Neutral/Unknown rating for past performance. Offerors must clearly state in their quote if they do not have at least two (2) past performance references. Failure to provide this information may render an offeror’s quote non-responsive and may not be considered for award.

A strong history of relevant past performance may be more advantageous to the Government than a less relevant record of favorable performance. Offerors may provide past performance information for subcontractors and must provide the same level of detail as outlined above; however past performance information for the prime will be considered more important to the Government. The Government reserves the right to use data provided by the offeror and data provided by alternative sources in conducting its assessment of past performance history.

Maximum Number of Pages: 2 PAGES

· Price: Offerors must include all applicable costs including option year pricing (Example: replacement parts, travel, labor, etc.) in their quote. The total quoted price for all applicable costs will be the evaluated price.

No Page Limitation

Offerors must submit the following with their quote, if not completed in SAM registration:

· Completed copy of provision 52.209-2 (unless certified in SAM.gov)

· Completed copy of provision 52.222-48

See attached list for applicable provisions and clauses for this requirement.

Deadlines:

Questions/clarifications regarding this solicitation must be submitted via email to stephen.enokida@usuhs.edu by 2/9/2017. Any question received after 2/9/2017 will not be answered. Questions will not be answered over the phone or submitted by any other means. All questions will be answered in an amendment to the solicitation posted on or around 2/10/2017.

Quote packages are due by Noon 10 AM Eastern Local Time on 2/17/2017. Quotes must be submitted via email to stephen.enokida@usuhs.edu. Quotes will not be accepted by any other means. Late quotes will not be considered. Offerors will receive an email confirmation that they quote was received and whether it was on time or late within two (2) business days.

Quote packages should include a cover sheet that provides the following information:

· Company Name

· Point of Contact, to include email and phone number

· DUNS Number

· Statement that includes acknowledgement of latest amendment number (if applicable). Failure to acknowledge the most recent amendment number, may render an offeror’s quote non-responsive.

· Statement if Visa is an acceptable form of payment, without a fee