N6264518R0053_-_Combined_synop_sol_.pdf

N6264518R0053

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 13.501(a)(1), Streamlined Procedures for Commercial Items, as supplemented with additional information included in this notice.

The solicitation number is N6264518R0053 and the NAICS code is 532490, with a small business size of 32.5 million dollars.

The Naval Medical Logistics Command (NMLC) seeks to execute a Firm Fixed Price (FFP) contract. There are no set-aside restrictions for this requirement.

This is a maintenance/repair services requirement for the use of an in house maintained Holmium Laser, Extracorporeal Shockwave Lithotripsy Table, and Green Light Laser for rentals with technician support and consumable laser fibers.

Vendors must be registered with System for Award Management (SAM) to be considered for award. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-97 effective 24 January 2018 and Defense Federal Acquisition Regulation Supplement (DFARS) DPN 20171228 effective 28 December 2017. It is the contractor's responsibility to be familiar with the applicable FAR and DFARS clauses and provisions. The FAR clauses may be accessed in full text at:

http://acquisition.gov/browsefar https://www.acq.osd.mil/dpap/dars/dfarspgi/current/

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 20 Sessions

Greenlight Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement of Work. A session is defined as the length of time it takes to complete the procedure being performed.

Period of Performance: 01 September 2018 - 31 August 2019

FOB: Destination

PSC CD: J065

NET AMT

http://acquisition.gov/browsefar https://www.acq.osd.mil/dpap/dars/dfarspgi/current/

0002 100 Sessions

Holmium Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

0003 15 Sessions

ESWL Service

FFP

To include lease of equipment & technician support in accordance with Statement

0004 10,000 Each

Consumables

FFP

Consumables required for the laser surgery in accordance with Statement of Work.

1001 20 Sessions

OPTION Greenlight Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

Period of Performance: 01 September 2019 - 31 August 2020

1002 100 Sessions

OPTION Holmium Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

1003 15 Sessions

OPTION ESWL Service

FFP

To include lease of equipment & technician support in accordance with Statement

1004 10,000 Each

OPTION Consumables

2001 20 Sessions

OPTION Greenlight Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

Period of Performance: 01 September 2020 - 31 August 2021

2002 100 Sessions

OPTION Holmium Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

2003 15 Sessions

OPTION ESWL Service

FFP

To include lease of equipment & technician support in accordance with Statement

2004 10,000 Each

OPTION Consumables

3001 20 Sessions

OPTION Greenlight Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

Period of Performance: 01 September 2021 - 31 August 2022

3002 100 Sessions

OPTION Holmium Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

3003 15 Sessions

OPTION ESWL Service

FFP

To include lease of equipment & technician support in accordance with Statement

3004 10,000 Each

OPTION Consumables

4001 20 Sessions

OPTION Greenlight Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

Period of Performance: 01 September 2022 - 31 August 2023

4002 100 Sessions

OPTION Holmium Laser Service

FFP

To include lease of equipment & technician support in accordance with Statement

4003 15 Sessions

OPTION ESWL Service

FFP

To include lease of equipment & technician support in accordance with Statement

4004 10,000 Each

OPTION Consumables

ADMINISTRATIVE INFORMATION

The point of contract for administrative concerns at Naval Medical Logistics Command (NMLC), 693 Neiman

Street, Fort Detrick, MO 21702 is Yun Hong, 301-619-8895, yun.p.hong.civ@mail.mil.

CONTRACTOR SUPPORT

NOTICE: NAVY USE OF SUPPORT CONTRACTOR FOR CONTRACT CLOSEOUT FUNCTIONS

Naval Medical Logistics Command uses two private contractors in support of the contract closeout process. Those companies are Contracting Resources Group (CRG) of Federal Hill, MD, doing business under the authority of the

Small Business Administration’s 8(a) program, and the Ability One Program, doing business under the authority of the Javits-Wagner O’Day Act(41 U.S.C. § 47).

The contract closeout process includes activities such as processing deobligation modifications, obtaining contractor and requiring activity concurrence, preparing the DD-Form 1594 (Contract Completion Statement), and preparing closed files for archiving. Support contractors may perform additional administrative duties, including filing and processing simple administrative modifications. Performing these functions require the contractor employees to have access to the contract file. Therefore, information you provide to the Government or information already in the possession of the Government may be viewed by these support contractors in the course of performing contract close-out functions. The information that may be made available to the contractor may include pricing and technical proposals and performance information.

Naval Medical Logistics Command has signed Non-Disclosure Agreements with each support contractor employee and has required both contractors to provide a Conflict of interest Mitigation Plan to ensure these employees are firewalled from all business development activity.

By submission of a quote to this RFP, the offeror and its subcontractors consent to access of their business sensitive/confidential or proprietary data by the Government’s support contractor personnel in order to perform close out services.

STATEMENT OF WORK

Naval Hospital Jacksonville, Florida

UID #: 00232183896

1.0 BACKGROUND

Naval Air Station Jacksonville Florida via Naval Hospital Jacksonville Florida Main Operating Room provides health services to military members (active duty, reservists, family and retirees), many of whom require Urology services utilizing a Holmium or Green Light laser. The Main Operating Room has a requirement for the contractor to provide in house Holmium and Green Light lasers, laser operator and consumables required for the laser surgery.

mailto:yun.p.hong.civ@mail.mil

2.0 SCOPE

This requirement supports the Urology Surgical Service Main Operating Room at Naval Hospital Jacksonville FL.

The scope of this requirement necessitates the contractor to provide lasers, and consumables for rental on a case-by-case basis as outlined in this Statement of Work (SOW). The vendor shall provide comprehensive, on-site, as needed service for the use of an in house maintained holmium laser, and Green Light Laser for rental on a case-by-case basis. Corrective system maintenance coverage shall include response times, as specified in the SOW.

3.0 PERIOD OF PERFORMANCE

The period of performance for this effort is 01 September 2018 - 31 August 2019 plus four (4) one-year options.

Base Year: 01 September 2018- 31 August 2019

Option I: 01 September 2019- 31 August 2020

Option II: 01 September 2020- 31 August 2021

Option III: 01 September 2021- 31 August 2022

Option IV: 01 September 2022- 31 August 2023

4.0 HOURS OF OPERATION

Contractor shall provide onsite, holmium laser, Extracorporeal Shockwave Lithotripsy (ESWL) table and green light laser rentals with consumables. Contractor may be required to deliver the equipment and consumables after hours and on weekends. All scheduled cases shall be booked at least 48 hours in advance and all after hours urgent/emergent cases shall be scheduled as soon as the need is identified with as much notice in advance as possible to facilitate the on call technician’s arrival. The Government shall approve schedule changes in advance.

In the event that visits are to be rescheduled due to emergent reasons, the vendor shall notify the Government as soon as possible. The contractor shall provide services on federal holidays in the case of urgent/emergent cases.

The federal holidays are Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, New Year’s Day, martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day and Labor Day.

5.0 PLACE OF PERFORMANCE

The place of performance will be the Naval Hospital Jacksonville, FL.

6.0 SECURITY CLEARANCE

Work under this contract is unclassified. The contractor shall comply with all applicable DOD security regulations and procedures during the performance of this contract. Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, privacy act data; and government personnel work products, which are obtained or generated in the performance of this contract.

7.0 STATEMENT OF WORK TASKS

Contractor shall supply a 100-watt holmium laser to be maintained in house at Naval Hospital Jacksonville for after-hours use on urgent/emergent cases. The contractor shall supply any additional laser or ESWL rental equipment requested for scheduled cases and be brought in 1 hour prior to the case for BIOMED equipment check prior to use.

The contractor shall supply all necessary laser fibers to support the surgical cases scheduled within this rental contract. The contractor must supply technicians that are full-time employees of the contractor and the technicians must have 24-hour access to NAS Jacksonville base and hospital to support all surgical cases to include after-hours urgent/emergent cases. It is preferred that the contractor service office be within 20 miles of the NAS Naval

Hospital Jacksonville - 2080 Child Street Jacksonville, Florida 32214 to ensure adequate case coverage with desired equipment to support surgical cases and all urgent/emergent case within a 2 hour call window. Contractor shall provide on-site scheduled and corrective service of their medical equipment as needed with a replacement available for any equipment found not repairable onsite to include the 100-watt holmium laser maintained onsite at NAS

Naval Hospital Jacksonville. Contractor shall have size and scale to support all manufacturer surgical services requirements. Contractor completed work documentation shall pass audit requirements from Joint Commission on

Accreditation of Healthcare Organizations (JCAHO) or other governing agencies and will supply upon request a full service history. Contractor shall provide supply management of single inventory database for all clinical equipment, provide Preventative Maintenance tracking, and user error and failure trending as requested by Naval Hospital

Jacksonville’s BIOMED repair department. All equipment maintenance and management processes shall be completed in accordance with the standards of The Joint Commission (TJC).

Contractor shall maintain Quality Department regulatory patrols to stay informed and up-to-date on any regulatory changes that may affect our operations or customer environments. Contractor has the ability to provide on request

Laser Safety in-services by a Joint Action Control Office (JACO) approved subject matter technician.

Upon delivery, the contractor shall be responsible for uncrating the unit/system, transporting it through the facility to the location of intended use for installation, and removing of all trash created in this process. If interim storage is required, the vendor shall make arrangements for the storage. The vendor is also responsible for the initial instrument operational and performance validations.

8.0 MINIMUM REQUIREMENTS

1. The following system features are considered to be the minimum requirements of the Government:

a. Provide a Holmium and Green Light Laser.

b. Lasers must meet the performance characteristics for accuracy and precision.

c. Sufficient safety features to avoid unnecessary exposure.

d. Provide equipment/services/consumables laser fiber with the following technical features:

i. Supplies and consumables must be Food & Drug Administration (FDA) approved and comply with

FDA standards.

ii. Cannot be wireless due to the Defense Health Agency (DHA) Medical Community of interest

(MEDCOI) network restrictions.

2. Provide equipment/services with the following hardware features:

a. Operation, software, hardware and consumables need to be compatible. 100 watt Holmium laser.

Greenlight laser with 20-180W in 10A increment power settings, solid state, frequency doubled, 532nm wavelength and 5mW aiming beam.

b. Certified English speaking laser technician.

c. All service and maintenance must be provided as needed by the contractor to maintain surgical availability.

d. All hardware and software upgrades when available.

3. Maintenance.

a. The vendor shall provide Original Equipment Manufacturer (OEM)-trained, experienced, English-speaking personnel. The vendor shall provide all labor, tools, diagnostic equipment, software, material, supplies, transportation, parts, and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety Testing (ST), and corrective maintenance.

b. The vendor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator shall be made available to answer technical questions regarding system operations and applications.

c. Equipment listed in this contract will be maintained to meet and retain the original equipment manufacturers (OEM’s) specifications/equipment certification.

d. The vendor shall provide maintenance services Monday through Friday from 0730-1700 local time, excluding Federal Government holidays as seen at the following site: https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay. This includes annually required performance maintenance. Customer and Technical support shall be available by phone

24 hours, 7 days a week.

4. Preventive Maintenance Services.

a. Normal Business Hour Maintenance Coverage will be Monday through Friday, from 0730-1700 local time, excluding Federal Government holidays. Vendor shall provide full service preventive maintenance.

b. Preventive maintenance shall be performed in accordance with OEM recommendations.

c. The vendor shall perform PM service checks during the base contract period at the OEM’s recommended intervals. Vendor will also perform PM service checks during each option year at a date and time mutually agreed upon by the vendor and the Government.

d. All test equipment used in the performance of this contract shall be calibrated, as required by the OEM, and shall be in compliance with TJC, OEM, the College of American Pathologist’s (CAP), FDA, and

National Institute of Standards and Technology (NIST) standards.

5. Corrective Maintenance

a. Vendor shall provide on-site corrective maintenance from 0730-1700 Local Time, Monday-Friday, to include unlimited service calls. Telephonic technical support shall be available 24 hours per day, 7 days per week.

b. A vendor service technician shall respond via telephone within two (2) hours after receipt of trouble call and provide on-site service within twenty four (24) hours after receipt of trouble call. Equipment shall be repaired and deemed operational within 48 hours.

c. The Government’s request for corrective maintenance will be placed by Biomedical Engineering

Division (BIOMED) personnel, directly to the vendor or its representatives. Corrective maintenance shall be completed during the hours specified in the contract.

d. The vendor’s response to requests for service may include telephone consultation with the equipment user/operator and a vendor Field Service Engineer (FSE). Telephone consultation shall: 1) provide instruction in determining operator error; 2) determine the most likely cause of the problem; 3) determine if resolution of the problem requires the dispatch of a FSE; and 4) identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

e. The vendor’s quoted annual pricing shall be inclusive of all costs including parts, consumables, labor, travel, and shipping.

f. The Vendor shall have and provide to its representatives its own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation and/or repair of all equipment included in this contract.

6. Training

a. The vendor shall provide on-site laser safety training to all Main Operating Room Staff at the Naval

Hospital Jacksonville bi-annually.

9. GOVERNMENT FURNISHED PROPERTY, MATERIALS AND SERVICES

a. The Government will be responsible for maintaining the proper environment, including utilities and site requirements, necessary for the system to function properly as specified by the OEM.

b. The Government will operate the system in accordance with the instruction manual provided by the OEM.

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

10. VENDOR FURNISHED PROPERTY AND MATERIAL

a. The vendor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the Vendor service technicians and as required for the completion of the services in accordance with this contract.

11. VENDOR REPORT REQUIREMENTS

a. During normal duty hours, vendor FSE personnel shall check-in with the Biomedical Engineering Division

(BIOMED) upon arrival at the Government site and again prior to departure. The vendor FSEs shall personally notify BIOMED personnel of problems that result in the equipment being left disabled upon their departure. If equipment is left disabled, a method of physical use prevention of the disabled equipment shall be implemented, and the disabled equipment shall be locked out with a letter of intent in compliance with OSHA regulation to prevent any patient hazards. After normal duty hours, vendor FSEs shall notify the Officer of the Day Desk and the systems’ operator designated by BIOMED personnel.

b. The vendor shall provide to BIOMED personnel a full service report within two (2) days after completion of all services performed. Each service report shall at a minimum document the following data legibly, in complete detail, and in English:

i. Name of Vendor

ii. Contract Number

iii. Name of field service technician performing service

iv. Vendor log/control number

v. Date, time (beginning and ending), and hours on-site for service call

vi. Description of problem reported by user

vii. Equipment identification factors to include manufacturer, make, model, serial number and Facility Equipment

Control Number (ECN)

viii. Itemized description of service performed to include labor and travel costs, parts used, parts cost, parts number/nomenclature, part new or reconditioned, part manufacturer, and problem/corrective action taken or recommended

ix. Problem resolution or pending action

x. Total billing cost

xi. Signatures:

1. Field Service Technician performing services

2. BMET verifying service rendered

xii. In the event that agents/sub-vendors are used in the performance of repairs, said agent shall be identified on the service report by company name, point of contact, and contact information (i.e. telephone number and email)

12. VENDOR RESPONSIBILITY

a. The vendor shall be responsible for the repair and/or replacement of damaged Government-owned equipment and property, resulting from the negligence of the vendor or its representatives. All such replacement or repair shall be completed at the vendor's expense and shall be inspected to the satisfaction of the Contracting Officer (KO) or his/her appointed representative.

13. REMOVAL OF GOVERNMENT PROPERTY

a. No equipment shall be removed without the approval of the Contracting Officer’s Representative and Materials

Management Department (MMD) of the Medical Treatment Facility (MTF). Property passes for equipment removal shall be obtained by the vendor via the MMD of the MTF. Any failure to obtain such passes, which results in detainment or prosecution of service vendor personnel, is the sole responsibility of the service vendor and their personnel.

b. The vendor shall provide a detailed description of removed items on the vendor’s company letterhead. For associated items/accessories, the vendor shall provide a detailed written description and quantities of items to be removed. Descriptions shall include, at a minimum, the manufacturer’s serial numbers and facility equipment control numbers (ECNs) of all equipment/items removed. In the event that items/sub-assemblies/accessories are

“repaired by replacement”, a detailed description of replaced items is to be included upon return of repaired components.

c. No additional charge shall be allowed for work performed off-site, or any additional time required. All charges resulting from a vendor determined requirement to transport Government-owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the vendor. The vendor shall provide insurance coverage for damage to or loss of equipment while in vendor or service vendor’s custody.

d. In regards to patient information confidentiality and privacy, all vendors and/or service vendors shall not remove equipment containing personally identifiable information or patient health information from the Government site.

The equipment hard disk drive (HDD) shall be removed by MTF personnel prior to equipment removal from the site. Furthermore, equipment removed from the MTF will be prorated from the date of removal for service maintenance fees. If HDD are to be replaced, the HDD in disrepair shall be left at the MTF for disposal.

14. SERVICE BEYOND THE SCOPE OF THE CONTRACT

a. The vendor shall immediately, but not later than 24 consecutive hours after discovery, notify BIOMED in writing of the existence of or the development of any defects in the scheduled equipment, for which the Vendor considers they are not responsible for repairing under the terms of this contract.

b. At the same time of this notification, the vendor shall furnish BIOMED with a 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.

CONTRACT ADMINISTRATION PLAN (CAP)

Non-Personal Services

1. Definitions.

1.1 Alternate Contracting Officer’s Representative (ACOR). In the absence of the Contracting Officer’s

Representative (COR), the Government official appointed in writing by the Contracting Officer who functions as the technical representative of the Contracting Officer for a specific contract, for a specified period of time.

1.2 Bureau of Medicine and Surgery (BUMED). The Department of the Navy command responsible for all Navy medicine healthcare and research initiatives.

1.3 Commanding Officer. The senior Officer that has ultimate responsibility for the operation of the local activity.

1.4 Contracting Officer. The Government official at the Naval Medical Logistics Command with the actual authority to enter into, administer, and/or terminate contracts and make related determinations and findings on the behalf of the Government.

1.5 Contracting Officer’s Representative (COR). The Government official appointed in writing by the Contracting

Officer who functions as the technical representative of the Contracting Officer under the contract. For Indefinite

Delivery and Indefinite Quantity contracts, CORs will be appointed for each task order in addition to an overall contract COR.

1.6 Contractor. The organization identified as the contractor/offeror on the Standard Form 1449 and its employees who are providing services under the contract.

1.7. Defense Contract Audit Agency (DCAA). The Government office responsible for performing all necessary contract audits for the Department of Defense. DCAA also provides accounting and financial advisory services regarding contracts and subcontracts.

1.8 Department Head. The Government official responsible for managing the operation of a distinct organizational division, office, or unit. The Department Head is subordinate to the Commanding Officer of the local activity.

1.9 Local Activity. The activity or other organization that falls under the cognizance of BUMED.

1.10 Reserved.

1.11 Naval Medical Logistics Command (NMLC). The Department of the Navy command responsible for providing contract support for BUMED.

1.12 Research Activity. The Government center, laboratory, or organization responsible for carrying out the research initiatives of BUMED.

1.13 Technical Assistant (TA). The local activity representative who may be appointed by the Commanding Officer

(or designated representative) to provide technical or administrative assistance to the COR. TAs may be assigned to assist and support the COR but shall not be given the authority to provide any technical direction or clarification directly to the Contractor.

2. Responsibilities.

2.1 The Contracting Officer, Acquisition Management Directorate (Code 02), Naval Medical Logistics Command shall:

2.1.1 Perform all required pre-award actions including providing information or answering questions that arise during the solicitation period and as a result of Freedom of Information Act (FOIA) inquiries.

2.1.2 Review the Contract Administration Plan (CAP).

2.1.3 Verify that the individual(s) nominated to act as COR and/or ACOR have had the required training and the necessary experience. If the Contracting Officer determines that a nominee does not meet experience and training requirements, the Contracting Officer will request that the local activity nominate another individual.

2.1.4 Review the CAP prior to incorporation into the solicitation. This review will ensure that all contract administration functions are assigned, suit the specific circumstances of the contract and give due consideration to the type of contract, the place of performance, period of performance, and inspection and acceptance criteria stated in the solicitation/contract.

2.1.5 Include the COR duties contained in this Master CAP in the resultant solicitation/contract. Additional duties will be separately delineated within the contract, as appropriate.

2.1.6 Designate the paying office in the contract.

2.1.7 Appoint the COR and ACOR. COR and ACOR appointments will be completed through the DoD Contracting

Officer’s Representative Tracking (CORT) Tool at: https://wawf.eb.mil.

2.1.8 Perform all contract administration duties of a Contracting Officer. Regular meetings between the Contracting

Officer, the COR or the local activity Commanding Officer (or representative) will be held to discuss the status of and the performance under individual contracts. The format and frequency of these meetings will depend upon the size and complexity of the contract.

NOTE: All parties are specifically reminded that only the Contracting Officer has the authority to modify the terms of the contract. Therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any other person be effective or binding on the Government. When/if, in the opinion of the Contractor, any direction affecting the terms of the contract has been given by the COR or any other person, the Contractor shall promptly notify the Contracting Officer.

2.1.9 Evaluate reports of Contractor non-compliance and take appropriate action within 30 days of receipt. Copies of any correspondence regarding the results of such analyses will be provided to the local activity and the COR simultaneously with the action taken.

2.1.10 Arrange the post-award conference, if required. Invite necessary attendees. Ensure that the requirements of the contract and the COR’s duties are thoroughly discussed and understood. Ensure that all personnel involved understand current DoD Standards of Conduct policies.

2.1.11 Oversee the performance of CORs under the contract. Prompt action will be taken when COR (or alternate) is not performing properly.

2.1.12 Maintain the official contract file including modifications (and all back-up documentation).

2.1.13 Maintain the accuracy of this Master CAP throughout the life of the contract.

2.1.14 Maintain a list of all CORs under their authority. Periodically review the files and performance of these

CORs in accordance with NAVSUPINST 4205.3 (series) and local policies.

2.1.15 Review the existing annual Contractor performance report prior to negotiating (if applicable) any task orders under the contract, extending the contract, or exercising any options under the contract.

2.2. The Commanding Officer of the Local Activity (or designated representative) will:

2.2.1 Establish policy guidance for the performance of services.

2.2.2 Provide overall direction for services at the activity.

2.2.3 Budget and provide funding for the contract.

2.2.4 Nominate (to the Contracting Officer) an individual to be appointed as COR (by name, title, organizational code and telephone number). This individual (augmented by the activity Department Heads) will also be the contract quality assurance monitor and lead technical advisor to the Contracting Officer and will be responsible for the technical interface needed during contract performance. An ACOR can be nominated to act in the absence of the

COR, when needed, or to provide additional expertise. COR and ACOR nominations will be made through the DoD

CORT Tool at: https://wawf.eb.mil. The local activity approval authority for the COR or ACOR nomination may be the nominee’s supervisor.

NOTE: COR duties cannot be delegated. The COR will be accountable for the actions of ACORs.

NOTE: Nomination of a new COR or ACOR as a result of reassignment, termination of employment, etc., will be made in accordance with the procedures outlined herein.

2.2.5 Ensure all individuals nominated as COR or ACOR have the necessary qualifications to satisfactorily perform the required duties and hold a position of responsibility commensurate with the complexity of the contract. All

CORs must complete DAU CLC 106. In addition CORs should complete a Naval Supply System Command

(NAVSUP) or BUMED approved COR training course (or DAU/DoD equivalents) prior to appointment under complex contracts.

2.2.6 Support and supervise the COR in the performance of his/her duties. If the Commanding Officer determines that assigned duties are not being performed in a satisfactory manner, immediate corrective action will be taken

(including the recommendation to replace the COR if required). The Contracting Officer will be promptly notified of all actions taken. The local activity should consider COR performance in rating all individuals assigned COR functions.

2.2.7 Ensure that appropriate timely action is taken on all contract related correspondence received from either the

Contracting Officer or COR. This includes the timely submission (to the Contracting Officer) of any requests for changes to the contract, deviations or waivers. An Independent Government Cost Estimate of the impact on contract price and the availability of additional funding (if required) must accompany all requests for changes to the contract.

The Contractor’s price quote and the rationale for requesting the change will accompany any changes proposed by the Contractor. The Contractor’s price quote serves as a budgetary estimate of the cost impact. The local activity will also provide input as to technical acceptability of proposed contract language changes.

2.2.8 The local activity Commanding Officer may appoint a TA to assist the COR in executing routine contract administration, monitoring and, surveillance duties. The appointment of all TAs must be in writing and must include the TA's responsibilities and limitations. A copy of this appointment letter will be provided to the

Contracting Officer. Before appointment, the local activity will assure that all TAs have the appropriate training and experience. TAs must complete DAU CLC 106 prior to appointment. A sample TA appointment letter is located on the NAVSUP Contracting Knowledge Site (CKS) at:

https://www.navsup.navy.mil/cks/reference_library/acquisition_reference_library/forms

2.3 The Contracting Officer's Representative (COR) will:

2.3.1 Notify the Contracting Officer in writing of any organizational or personnel changes affecting the CAP.

2.3.2 Attend both the pre-proposal and post-award conferences, if held.

2.3.3 Upon receipt of the contract from the Contracting Officer, forward copies of documents to staff having administrative responsibilities for the contract.

2.3.4 Attend periodic meetings (as necessary) among the Contracting Officer, local activity and Contractor to discuss the status of and performance under the contract.

2.3.5 Avoid issuing any instructions that would constitute a change to the contract. The COR and Contractor shall not enter into any understanding, agreement, modification, or change order deviating from the terms of the contract which will be effective or binding on the Government. If in the opinion of the Contractor, an effort outside the scope of the contract is requested, the Contractor shall promptly notify the Contracting Officer in writing. The

Contractor shall not act unless the Contracting Officer has issued a written change to the contract. The COR will include, on all correspondence to the Contractor, a declination of authority statement as follows:

“I have neither the authority nor the intent to change the terms or conditions of this contract. This contract can only be changed by a written modification issued by the Contracting Officer. If you believe that I am requesting an effort outside the scope of this contract, promptly notify the Contracting Officer. Additionally, this shall not be construed as an authorization for new work or additional work not already contained in the contract.”

2.3.6 Perform as the technical interface between the Government and the Contractor for this contract. The COR will provide technical advice or clarification regarding the performance work statement and terms of the contract;

milestones to be met within the general terms of the contract or specific subtasks of the contract. The COR is the point of contact through whom the Contractor can relay technical questions and problems to the Contracting Officer.

The Contractor may also contact the Contracting Officer directly.

2.3.7 Coordinate/facilitate complete and timely approvals for work at Government facilities between the local activity and the Contractor. The COR will inspect the qualifications of each contract employee prior to submission to the local activity if required by the contract.

2.3.8 Monitor Contractor performance and progress under the contract. If potentially inefficient or wasteful methods are being used, the COR will take reasonable and timely action to alert the Contractor and the Contracting

Officer. Furthermore, the COR will promptly advise the Contracting Officer of any observed continuous and/or substantial deficiencies in the Contractor's performance or other noncompliance with the terms and conditions of the contract. Section C or the Performance Work Statement of the contract includes the Quality Assurance Surveillance

Plan to be used by the COR to monitor Contractor performance. Deviation from this surveillance plan is only permitted with the prospective approval of the Contracting Officer.

2.3.9 In accordance with procedures given in this CAP, promptly issue Contract Discrepancy Reports (CDRs)

(Enclosure (1)) to the Contractor to document discrepant performance. The COR will always obtain the Contractor's response/rebuttal to the CDR, evaluate, with the affected Department Head, the acceptability of the response and promptly forward the CDR, Contractor response/rebuttal, and their recommendation to the Contracting Officer.

2.3.10 The COR will recognize that CDRs become official records within the contract file and that they have serious implications for overall contract management and relationships. CDRs will not be the first and only choice for communicating contract issues with the contractor and will be implemented in accordance with the procedures given below within this CAP.

2.3.11 For serious contract performance deficiencies, or when less formal communications fail to resolve minor performance deficiencies, the COR will issue a CDR to the Contractor.

2.3.12 The COR will ensure that all inspection data is attached to the CDR. The Contractor cannot be expected to respond to performance deficiencies that are not clearly and specifically identified. A cover memorandum on the

CDR should specify that the Contractor has three working days, or other appropriate deadline, to respond in writing to the COR. At the time the CDR is issued to the Contractor, the COR will provide a copy of the CDR to the

Contracting Officer.

2.3.13 Upon return of the CDR package from the Contractor, the COR will review the Contractor’s comments and give careful, objective consideration to the facts and mitigating circumstances documented in the response. The

COR will then make a final written determination and recommendation to the Contracting Officer on the acceptability of Contractor performance and note it on the CDR. The COR will state why the Contractor’s response does or does not have merit. The COR will prepare the determination, recommendation, and other statements as appropriate along with actions being requested of the Contracting Officer and as much additional documentation as required to support their conclusions and recommendations.

2.3.14 The COR will provide the above documentation along with actions being requested of the Contracting

Officer and as much additional documentation as required to support their conclusions and recommendations to (1) the Contractor, and (2) the Contracting Officer.

2.3.15 The Contracting Officer will review CDRs and will advise the COR of the need for any further documentation.

2.3.16 Monitor and verify that services are provided in accordance with the performance work statement and terms of the contract. Keep accurate records of Contractor performance and compare these records with the Wide Area

Work Flow (WAWF) invoice submitted by the Contractor. The COR will always use this information as a tool when evaluating Contractor invoices. Monthly Progress Reports will be compared with their corresponding contractor invoices to verify consistency between the two. The COR will review the acceptability of invoices by consideration of the following:

(a) Are there any performance issues?

(b) Are costs appropriate considering current progress of work?

(c) Are required reports up to date?

For cost reimbursement contracts or task orders, the COR’s review of invoices will be documented by completion of a Contractor Invoice Review Form (Enclosure (2)).

2.3.17 Notify the Contracting Officer of questioned costs or issues. As required, assist the Contracting Officer in resolving questioned costs or issues with the contractor.

2.3.18 Accept the services as the official Government representative.

2.3.19 Use appropriate methods for contract surveillance.

2.3.20 Understand contract invoicing requirements. The COR will ensure that all WAWF Invoices are processed in a timely manner so that prompt payment due dates are met. Prior to acceptance of a WAWF invoice, the processing official will obtain approval from the cognizant activity Department Head that the payment request is appropriate.

This can be done by having the activity Department Head sign a DD250 (or provide an e-mail to the contractor) for uploading into WAWF with the invoice. When the WAWF invoice comes up in the WAWF system, the processing official can then see that approval has already been given by the activity Department Head.

2.3.21 Immediately alert the Contracting Officer of any unusual performance problems. If a corrective action plan is approved by the Contracting Officer, the COR will monitor the implementation and effectiveness of that corrective action plan. In uncertain situations, the COR will always seek advice from the Contracting Officer, as prudent, before acting.

2.3.22 Continually monitor the quantity of services provided under each CLIN/SLIN and (if applicable) task order.

Advise the Contracting Officer if it appears that service quantities may be exhausted before the end of the performance period, or if quantities for services have been ordered but will not be received by the end of the performance period.

2.3.23 Perform administrative duties including maintaining files which support the actions performed as a COR.

The COR will respond to all contract correspondence in a timely manner. Contract files will include a conforming copy of the contract, all modifications, a conforming copy of the Contractor’s Technical Proposal, all surveillance reports, each CDR (including the Contractor’s response/rebuttal), any contract-related correspondence, a contract log or COR diary, all telephone conversation and email records, meeting minutes, reports from Government subject matter experts, and Independent Government Cost Estimates.

2.3.24 If applicable, take the necessary steps to ensure that Government property furnished to the Contractor is provided in a timely manner and in proper condition for use. The COR will maintain both inventory and disposition records for all Government furnished property. This inventory/disposition file is coordinated with the Contracting

Officer. The COR will ensure that the Contractor returns all Government furnished property or that Government furnished material has been reasonably consumed in the performance of work.

2.3.25 Read and comply with all applicable Standards of Conduct and Conflict of Interest instructions and procedures including annual financial interest filings.

2.3.26 Ensure that the Contractor receives copies of all regulations and/or directives considered appropriate to the services being provided.

2.3.27 Submit information detailing the Contractor's performance to the Contracting Officer. A statement indicating performance has been satisfactory along with your request to continue performance is required prior to exercising options under the contract. An annual report on the Contractor's performance will be required 30 days after the end of each performance period. A final report will be sent to the Contracting Officer within 60 days after completion of the contract. The final report will contain a conclusive statement describing the Contractor's overall performance and an evaluation on the accountability of Government property furnished to the Contractor. An addendum report may also be required. Format for the report will be in consonance with the Contractor Performance Assessment

Reporting System (CPARS) and is provided at Enclosure (3). If the COR is responsible as the assessing official to complete the CPARS assessment, then that assessment may take the place of the annual report on contractor performance. These reports are to be submitted to the Contracting Officer through the DoD CORT Tool at:

https://wawf.eb.mil.

2.3.28 Perform other duties, particular to the contract, as may be incorporated into the contract document or as required by the Contracting Officer.

2.3.29 Generate monthly COR reports to the Contracting Officer and COR file. The report shall address the status of contractor deliverables. Format for the monthly COR report is provided at Enclosure (4). The report is to be submitted to the Contracting Officer through the DoD CORT Tool at: https://wawf.eb.mil.

2.3.30 The COR and ACOR will self-nominate themselves through the DoD CORT Tool at: https://wawf.eb.mil.

The CORT Tool will also be utilized to assist in the performance of the COR responsibilities.

2.4 Technical Assistant (TA). All requirements for TA duties are reported directly to the COR. At the direction of the COR, the TA will:

2.4.1 Perform surveillance and identify Contractor deficiencies.

2.4.2 Review contract deliverables, recommending acceptance/rejection, and providing the COR with the documentation to support all recommendations.

2.4.3 Assist the COR in the preparation of the final Contractor performance report using the format and procedures prescribed by the Contracting Officer.

2.4.4 Identify Contractor non-compliance with reporting requirements.

2.4.5 Evaluate Contractor proposals, identifying potential problem areas.

2.4.6 Provide to the COR (a) recommendations for revisions or clarifications to the performance work statement and terms of the contract and (b) recommendations for revisions to the CAP.

2.4.7 Provide detailed written reports of any trip, meeting, correspondence, telephone conversation, email or anecdotal conversation after any contact between the TA and the Contractor.

2.5 For cost reimbursement contracts or task orders - the Defense Contract Audit Agency (DCAA) will be responsible for audit verification/provisional approval of invoices and final audit of the contract prior to final payment to the contractor.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Risk Factor Performance Standard

Acceptable

Quality

Level

Monitoring

Method

Positive/Negative

Incentives

Equipment

Function

Equipment is able to successfully function as intended.

95% uptime Random

Inspection

COR will be notified if two or more occurrences of sub-par performance.

Contractor

Response

Time

Contractor will respond

(telephone) to service call within

2 hours.

95% Random

Inspection

COR will be notified if two or more occurrences of sub-par performance.

Corrective

Action

Response

On-site support is provided within one business day of the trouble call, and the issue is resolved to maintain 95% uptime.

95% Random

Inspection

COR will be notified if two or more occurrences of sub-par performance.

Service

Reports

Contractor will provide service reports detailing performed services. Reports will be received complete, on time, and comprehensive.

100% Random

Inspection

COR will be notified if two or more occurrences of sub-par performance.

Preventative

Maintenance

Preventative Maintenance visits will be scheduled and accomplished.

100% Random

Inspection

COR will be notified if two or more occurrences of sub-par performance.

EMCRA

Enterprise-wide Contractor Manpower Reporting Application (ECMRA)

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Naval Hospital Jacksonville via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.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 October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

INSTRUCTIONS TO OFFERORS

This section specifies the format and content that Proposals shall use in this Request for Proposal (RFP). Offerors shall submit a proposal that is legible and comprehensive enough to provide the basis for a sound evaluation by the

Government. Any proposal which does not provide, as a minimum, that which is required in the solicitation may be determined to be substantially incomplete and not warrant any further consideration.

All Offerors shall provide the following company details:

Complete company name and address

Company Point of Contact (POC)

Email

Phone Number

Cage Code

DUNS number https://doncmra.nmci.navy.mil/ https://doncmra.nmci.navy.mil/

Place of Manufacture

Technical

The vendor will be evaluated on their ability to provide service in accordance with Statement of Work.

This includes, but is not limited to, methods of obtaining OEM replacement parts, software updates, and if applicable, root level account credentials for listed equipment.

The vendor will be evaluated on the design, quality, and capabilities of the proposed services and maintenance offerings. This shall include, but is not limited to, standards of workmanship (quality), adherence to contract schedules (timeliness), managed risk, frequency of proposed preventive maintenance, and reasonable and cooperative behavior. Standards of workmanship shall include, but not be limited to, equipment uptime (based on varying risk levels of equipment), response time, and return of equipment to full functionality.

Past Performance

The Government will evaluate the offeror's recent relevant past performance record for (a) Relevancy: how pertinent a recent effort accomplished by the offeror is to the effort to be acquired through the source selection; (b) the functional performance of the proposed or similar services that the offeror has delivered to previous customers, and (c) the quality and timeliness of the technical assistance, software updates/upgrades that the vendor has supplied to its customers.

Offerors shall provide past performance data for all similar contracts for the last 3 years, up to 3 data points, or 3 data points for delivery starting with the most recent contracts for which delivery occurred at least 3 months prior to the closing of this solicitation. The data shall include answers to all of the following:

Organization/Location, Point of Contact (POC) Name & Phone Number, POC email address, Contract

Reference Number, Contract Date, Cost Value of the Contract (rounding to the nearest $5K is acceptable), and a positive or negative answer to the question, “Has the POC agreed to be contacted as a reference?”

The Government reserves the right to utilize other information not provided by the vendor…