S02 36C26225Q1023_1.docx

SUBJECT*

GE Anesthesia Preventative Maintenance - VA Loma Linda Healthcare System

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Specialist Koby Thiel Koby.Thiel@va.gov (520)-792-1450 Ext 1-6273

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

NCO 22 - Network Contracting

3601 S. 6th Avenue

Tucson AZ

COUNTRY

ADDITIONAL INFORMATION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04.

This solicitation is being competed as Full and Open Competition.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 Million.

The FSC/PSC is J065.

The VA Loma Linda Healthcare System located at 11201 Benton St, Loma Linda, CA, 92357, is seeking to purchase the following services.

All interested companies shall provide quotations for the following:

1. Purpose:

The Loma Linda VA Health Care System (LLVAHCS) located at 11201 Benton Street, Loma Linda, CA 92357 requires a service agreement to provide preventive and repair maintenance on its GE Healthcare anesthesia units, respiratory gas modules and Aladin2 cassettes full Service – Assure point Vaporizer Efficacy as outlined in equipment listing.

2. Required Services:

The contractor shall ensure equipment functions in conformance with the latest published edition of the applicable General Electric “Manufacturer’s Performance standards/specifications” and provide software system updates and upgrades. The contractor shall provide the following services in accordance with the latest published edition of the applicable General Electric “Manufacturer’s Performance standards/specifications”:

A. Routine and scheduled preventive maintenance, repairs and services outside the normal preventative maintenance services on all listed equipment according to manufacturer recommendations.

B. Original equipment manufacturer parts and labor. No grey matter or refurbished parts shall be used.

C. Provide all software updates and upgrades.

D. Provide technical support via phone.

E. Provide clinical applications support via phone.

F. Respond to calls within 30 minutes.

G. Provide on-site services within 8 business hours after being dispatched.

H. Shall not replace the equipment listed in paragraph 11 with another without contacting the Agency for approval.

I. The Contractor may provide a loaner unit if available for extended periods of service.

J. Shall verify the equipment was serviced is fully functional before sending it back to the Agency.

K. Shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see Deliverables Section 3.

L. All service technicians shall be GE Healthcare trained and certified to perform any repairs and maintenance services on the Loma Linda VA Medical Center equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award.

M. Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer.

N. Payment: Payment shall be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice shall include the correct payment address.

O. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.

P. This contract shall provide for the addition and removal of equipment as needed by the Loma Linda VA Healthcare system.

Q. Technicians shall have Original Equipment Manufacturer (OEM) training.

3. Deliverables:

Filed Service Reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections.

Reports shall contain the following information:

A. Date(s) and time period of service.

B. Complete description of equipment serviced including model number and serial number.

C. Complete description of equipment services performed including upgrades, updates and software changes made.

D. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

E. A statement of the complaint that initiated the service call.

F. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

4. Security:

A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract.

C. Services provided under this contract do not involve equipment that stores, generates, transmits or exchanges sensitive data. Therefore, the following privacy considerations from Appendix C apply.

D. The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5. Performance Monitoring:

The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

6. Over and Above Repairs/Emergency Maintenance:

A. Contractor and Biomedical Engineering shall maintain the equipment in accordance with equipment Required Services Section 2.

B. Contractor shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.

C. Telephone Response Time: Contractor 's FSE or Technical Support shall respond by telephone to Biomedical Engineering within four (4) hours after receipt of telephone notification during normal duty 7:00am-4:00pm local time Monday through Friday.

D. For emergency services or repairs outside the normal preventative maintenance, if quote pricing is within the COR’s Government Purchase Card (GPC) threshold, the COR will authorize payment.

E. For emergencies over the COR’s Government Purchase Card (GPC), only the Contracting Officer (CO) is authorized to approve contract modifications.

F. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work.

G. The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as needed for payment.

H. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

I. Any work to be performed, which is not covered by this SOW, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed.

7. Guarantee:

The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

8. Place of Performance:

Delivery of services shall be coordinated through the Biomedical Engineering located at:

Loma Linda VA Health Care System 11201 Benton Street.

Loma Linda, CA 92357

9. Hours of Coverage:

A. Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm local time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.

B. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed.

NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

C. Federal Holidays observed are:

Federal Holidays

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

10. Equipment Inventory Listing to be Supported:

11. Contractor Personnel Contractor’s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Contractor’s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

12. Contractor Qualifications & Other Responsibilities Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor’s employee for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

13. Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

ALL SUBMISSIONS SHALL INCLUDE:

· Proof of OEM Training for Technicians.

· Documentation displaying the ability to purchase OEM certified parts.

· An example of all reports and deliverables described in the Statement of Work above.

· All offers are to send pricing with using the pricing chart below.

Services

GRAND TOTAL

The purchase period of performance is 8-1-2025 – 7-31-2030.

This will purchase order will use F.O.B. Destination.

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

3. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services”

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” The following subparagraphs of FAR 52.212-5 are applicable:

(b)(1), (4), (5), (9), (12), (16), (20), (26), (31), (38), (39), (40), (55), (c)(5).

All quotes shall be sent to the Contracting Specialist, Koby.Thiel@va.gov by 7-24-2025 at 8:00 AM PDT. All questions are to also be directed to Koby Thiel by 7-16-2025 at 8:00 AM PDT.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options shall be evaluated at time of award.

The following are the decision factors: Price, Past Performance, Responsibility.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

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