S02 36C25923Q0651 - Combined Synopsis Solicitation - Disinfection Robot - 36C259-23-AP-2780.docx

Request for Quote (RFQ) #: 36C25923Q0574 Disinfection Robot

(i) This is a combined synopsis/solicitation for commercial items prepared 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. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 3:00pm MST, 09/15/2023 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to Luther.Dickens@va.gov no later than 3:00pm MST, 09/19/2023.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ), and the solicitation number is 36C25923Q0574. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04 effective June 2nd, 2023.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 339112 with a small business size standard of 1,000 Employees. This solicitation is a 100% set-aside for Small Business Set-Aside.

(v) List of Line Items:

Anticipated delivery date is required:

(vi) Description of Requirements for the items to be acquired:

The Fort Harrison VA Medical Center is requesting the purchase of three (3) Disinfection Robot.

This device is a portable, fully automated surface and air decontamination device which is used extensively in healthcare facilities across the country as an adjunct to usual cleaning and disinfection to eliminate microorganisms to include bacteria and viruses and possess certain unique characteristics which are required, yet not available on competing devices.

Salient Characteristics:

1. The equipment required must be able to automatically calculate the required cycle time to provide a microorganism lethal, sporicidal (C. diff) dosage of UVC to hard, non-porous room surfaces in both direct line of sight of the device as well as surfaces that are not in direct line of sight of the device (in shadows).

2. The device must be able to compensate for room size, shape, and contents to deliver the precise dosage of UVC energy required to disinfect to exposed surfaces within a room in a single cycle.

3. The system shall include UVC sensors capable of 3600 UVC dose measurement throughout the room. Sensors shall be permanently mounted within the device.

4. System shall have an onboard system of recording dosage delivered during a cycle and subsequently making this and other data related to the disinfection cycle including room, operator, run time, etc., without having to connect to hospital Wi-Fi.

5. The device must include safety mechanisms which cause the device to power down automatically in the event of inadvertent room entry by operator or other personnel.

6. System operation shall be validated by independent third-party clinical studies acceptable to the government. The government will make the final determination as to technical acceptability based upon local needs.

(vii) Delivery and acceptance are to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at ATTN: Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636

(viii) 52.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(e) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(f) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(g) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(h) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments, or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(i) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(j) Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; (II) Price; and (III) Delivery.

Volume I – Technical capability or quality of the item offered to meet Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the products, including products from the manufacturer submitted, meets, or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by make or model number.

Volume II – Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: List of Line Items

Volume III –Delivery The Government will evaluate delivery and select the quote/offer whose delivery time is most advantageous to the Government in terms of delivery. The Government may consider award to other the lowest priced quote/offeror if it’s in the best interest of the Government.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items applies to this acquisition

ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

(b) The following factors shall be used to evaluate quotations:

Factor 1. Technical Capability Factor 2. Price Factor 3. Delivery

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Factor 1. Technical Capability: Technical capability or quality of the item offered to meet Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the products, including products by the manufacturer submitted, meets, or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by make or model number.

Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement, as stated in Factor 1, shall not be selected regardless of price.

Factor 3. Delivery: The Government will evaluate delivery and select the quote/offer whose delivery time is most advantageous to the Government in terms of delivery. The Government may consider award to other the lowest priced quote/offeror if it’s in the best interest of the Government.

(End of Addendum to 52.212-2)

52.212-3, Offeror Representations and Certifications – Commercial Items, applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission.

(x) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition

(xi) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JUL 2020) applies to this acquisition

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference:

(xii) Additional contract requirements or terms and conditions:

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020)

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference:

(xiii) Additional contract requirements or terms and conditions:

52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following FAR provisions are to be incorporated by reference:

FAR 52.219-6 - Notice of Total Small Business Set-Aside

The following VAAR provisions are to be incorporated by reference:

(xiv) The Defense Priorities and Allocations System (DPAS) does not apply.

(xv) Date and Time offers are due to Luther.Dickens@va.gov by 3:00pm MST, 09/19/2023.

(xvi) Name and email of the individual to contact for information regarding the solicitation:

Luther Dickens Luther.Dickens@va.gov

Attachment:

Statement of Work Certificate of Compliance

Statement of Work

The Disinfection Robot is a portable, fully automated surface and air decontamination device which is used extensively in healthcare facilities across the country as an adjunct to usual cleaning and disinfection to eliminate microorganisms to include bacteria and viruses and possesses certain unique characteristics which are required, yet not available on competing devices.

Single position, single cycle operation.

Once positioned in an unoccupied space, it is activated by remote control. It automatically adjusts to the dynamics of a room and the quantity and position of equipment therein. Upon activation, the device delivers a specific dose of ultraviolet-C energy to all exposed surfaces within the room and will not power down until its onboard sensors confirm that the specified dose of UVC has been delivered. All of this is accomplished from a single position and in a single cycle.

Competitive offerings either require multiple emitters placed throughout the room or require re-positioning every few minutes to disinfect all areas within the room. Doing so is time consuming, labor intense, and places the operator at risk when having to re-enter a room that has not already been completely decontaminated for the purpose of re-positioning the equipment without proper PPE. The critically shortage of PPE does not allow for multiple donning of same to disinfect a single room.

Automated UVC dosing with confirmation.

Immediately validates that the UVC dosage required to eliminate microorganisms of concern has been delivered to hard, non-porous surfaces within the room and generates a report indicating same which is available immediately to supervisory personnel. UVC dosing via competitive devices is non-existent or totally dependent upon the human element which is unacceptable.

Established Clinical Efficacy in elimination of SARS-CoV-2.

System shall have documented efficacy in elimination of actual SARS-CoV-2 virus (no surrogates) from all surfaces within a room from a single position and in a single cycle including those in direct line of sight and in shadows.

While the above represent the most important requirements of the desired equipment, the following characteristics are necessary as well.

1. The equipment required must be able to automatically calculate the required cycle time to provide a microorganism lethal, sporicidal (C. diff) dosage of UVC to hard, non-porous room surfaces in both direct line of sight of the device as well as surfaces that are not in direct line of sight of the device (in shadows).

2. The device must be able to compensate for room size, shape, and contents to deliver the precise dosage of UVC energy required to disinfect to exposed surfaces within a room in a single cycle.

3. The system shall include UVC sensors capable of 3600 UVC dose measurement throughout the room. Sensors shall be permanently mounted within the device.

4. System shall have an onboard system of recording dosage delivered during a cycle and subsequently making this and other data related to the disinfection cycle including room, operator, run time, etc., without having to connect to hospital Wi-Fi.

5. The device must include safety mechanisms which cause the device to power down automatically in the event of inadvertent room entry by operator or other personnel.

6. System operation shall be validated by independent third-party clinical studies acceptable to the government. The government will make the final determination as to technical acceptability based upon local needs.