Sol. HT940623R0012_LaserMaintenance.docx

COMBINED SYNOPSIS/SOLICITATION

HT940623R0012

Medical Laser Preventive and Corrective Maintenance Naval Medical Center Portsmouth, VA (NMCP)

This is a combined synopsis/solicitation for commercial services prepared in accordance with FAR 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice and FAR 13, Simplified Acquisition Procedures. This announcement constitutes the only solicitation; quotes are being requested and a solicitation will be issued through SAM.gov. The solicitation is issued as a request for quote (RFQ) and the solicitation number is HT940623R0012. The NAICS code is 811210 – Electronic and Precision Equipment Repair and Maintenance with a Small Business Size Standard of $34 million. The PSC is J065 - Maint/Repair/Rebuild Of Equipment- Medical, Dental, And Veterinary Equipment And Supplies.

All qualified vendors are encouraged to submit a quotation. It is the contractor’s responsibility to be familiar with the applicable FAR and DFARS clauses and provisions. The FAR and DFARS clauses may be accessed in full text at this address: https://www.acquisition.gov/browse/index/far. Provisions and clauses in effect through Federal Acquisition Circular 2023-04 (published 02 June 2023) are incorporated.

This is a total small business set aside. Defense Health Agency (DHA) requests responses from qualified small business sources capable of providing Medical Laser Preventive and Corrective Maintenance in accordance with the performance work statement (PWS). The scope of the requirement is listed in the Performance Work Statement (PWS). This Request for Quote (RFQ) is on behalf of the Naval Medical Center Portsmouth (NMCP). The solicitation will result in one (1) firm fixed price contract.

The estimated period of performances is outlined below:

INSTRUCTIONS TO QUOTERS:

a) POINT OF CONTACT (POC):

Proposal shall be sent via e-mail to the POC for this requirement, POC: Christine Russman, Contract Specialist E-MAIL: christine.l.russman.civ@health.mil

The Offeror is responsible for ensuring receipt by the POC.

b) QUESTION AND ANSWERS: All questions shall be addressed in writing and submitted electronically to Ms. Christine Russman at christine.l.russman.civ@health.mil and Mr. Nicholas Dankanich at nicholas.j.dankanich.civ@health.mil . Questions shall be submitted no later than 2:00pm Eastern Standard Time; 4 August 2023.

c) PROPOSAL DUE DATE: No Later Than 10:00am Eastern Standard Time; 22 August 2023.

d) ELECTRONIC SUBMISSIONS: Quote information shall be electronically submitted to the POC listed above. Proposal content shall be no smaller than Times New Roman font 12 pitch; Exhibits, graphics, charts, captions, etc., shall be no smaller than Times New Roman font 10 pitch. Your submission as a minimum, shall show –

1. Coversheet (Solicitation # HT940623R0012)

2. Table of Contents

3. Signatory official/contractor POCs

4. System for Award Management (SAM) Registration. The offeror must be registered in SAM, in accordance with FAR 52.204-7. The offeror shall verify its SAM record is current, accurate, complete, and applicable to this solicitation as of the date of the offer and is incorporated in the offer by reference.

5. Technical Capability - maximum eight (8) page limit - technical description of the items/services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.

6. Past Performance Project Summary Sheet (Exhibit 1) and corresponding Past Performance Questionnaire (Exhibit 2) and/or Contract Performance Assessment Reports

7. Pricing Sheet (Exhibit 3) and any discount terms (if applicable)

8. Complete and submit the following:

a. FAR 52.204-17

b. FAR 52.204-20

c. FAR 52.204-24

d. FAR 52.204-26

e. FAR 52.209-2

f. FAR 52.209-5

g. FAR 52.209-11

h. FAR 52.212-3 Alt I

i. FAR 52.222-22

j. FAR 52.222-25

k. FAR 52.223-22

l. FAR 52.229-11

m. FARS 252.204-7016

n. DFARS 252.204-7017

NOTE: Offeror’s quote must include a statement that the pricing shall remain valid for a minimum of 90 calendar days from the date of submission.

Files shall not contain classified data. The use of hyperlinks in proposals is prohibited.

Factor 1: Technical Capability

The Offeror MUST provide a written technical approach which effectively demonstrates the Offeror’s clear understanding of all the tasks and how the approach is likely to yield the required results set forth in the performance work statement (PWS). The Offeror’s proposal response shall demonstrate the Offeror's understanding of tasks to be performed, as well as the basic functional approach and methodology that will be utilized in accomplishing any resultant award. Proposal MUST be clear, coherent, and prepared in sufficient detail for effective evaluation of the Offeror’s proposal against the evaluation criteria. The Government will evaluate only one (1) proposal from the prime Offeror and maximum page limit for Technical Capability is eight (8) pages.

The Government will not accept alternative proposals. Pages MUST be numbered consecutively throughout the document and not by sections.

Factor 2: Past Performance

Offerors shall submit a Project Summary Sheet (PSS), Exhibit 1. The PSS requires the offeror to identify contract/task orders that will be evaluated in accordance with the evaluation criteria identified herein. References cited shall be for work performed with the Federal Government and/or commercial customers that demonstrate recent and relevant past performance.

If a PSS is not included, the offeror may not be considered for award. Ideally, the Government will receive not more than three (3) PPQs or CPARS reports that correspond to the contract/task orders identified on the PSS; however, the Government understands that offerors may ask customers to complete more than three (3) PPQs to ensure that three (3) are received by the response time. If the Government receives more than three (3) PPQs or the Offeror includes more than three PPQs or CPARS reports in its proposal, the Government will only consider the first three (3) contract/task orders identified on the PSS (considered the order of preference). The PSS is set-up to allow three (3) contract/task orders to be cited, but it can be edited by the offeror to identify more task orders. The PSS shall identify no more than one Point of Contact (POC) and if more than one POC is provided, only the first POC will be considered. The Government may contact the POCs listed on the PSS. POCs must be either Government personnel (civil service or military) or employees of private sector clients for whom you have provided services. Information provided by or for POCs who work directly for your company, or indirectly (i.e., in a prime/subcontractor or mentor/protégé relationship, etc.), will be determined not relevant.

If a task order is identified on the PSS and a corresponding PPQ or CPARS report is not received, the Government will not make an attempt to evaluate the task order; however, the Government may use information already in its possession to evaluate the task order. In this situation, because performance is limited to no more than three (3) relevant task orders, the Government will only consider the first three (3) task orders identified on the PSS. If a PPQ or CPARS report is received for a task order not identified on the PSS, it may not be further considered.

Recent is defined as within the last three (3) years. Contracts/Task Orders cited must be current or have ended not more than three (3) years prior to the closing date of the solicitation. If the contract performance ended more than three (3) years prior to the closing date of the solicitation it will be determined to not be recent and not evaluated further. Relevant is defined as work similar to complexity and magnitude of the work described in the Performance Work Statement related to this solicitation.

A Past Performance Questionnaire (PPQ), Exhibit 2, shall be submitted for each contract/task order identified on the PSS, Exhibit 1. Contracts/task orders cited shall be for the prime, i.e., subcontractor performance shall not be submitted. The offeror shall complete the sections noted as “to be completed by the Offeror” prior to sending the PPQ to Government agencies requesting past performance information on applicable contract/task orders. PPQs cannot be completed by current or previous teaming partners. PPQs may be submitted by the offeror as part of the proposal submission or submitted directly to the Government by the POC identified on the PPQ. If the PPQ is received from the offeror, the PPQ must contain an electronic signature (either a verified electronic signature or a scanned copy of the original signature) from the POC that completed the PPQ. Contract Performance Assessment Reporting System (CPARS) reports may also be submitted in lieu of PPQs as long as they were completed no more than three years prior to the closing date of this solicitation. For the purposes of this solicitation, the completion date of the CPARS report will be the date the Assessing Official signs the report. If a completed PPQ or CPARS report does not contain enough information to make a relevancy determination, the past performance reference cited may be determined to be not relevant and not evaluated.

NOTE: It is the responsibility of the offeror to track and ensure the completion/submission of the PPQs by the proposal due date. The Government may not accept incomplete or late PPQs. If available, an electronic copy of the completed PPQ(s) shall be submitted with the proposal submission (Do not refer Government personnel to a previous PPQ without enclosing a copy).

The Government may also consider information obtained through other sources. Past performance information will be utilized to determine the quality of the offeror’s past performance as it relates to the probability of success of the required effort.

If the offeror does not possess relevant past performance, the offeror shall submit a statement affirming that it does not possess relevant Past Performance.

Factor 3: Price

The Offeror’s proposed price will be evaluated/analyzed separately from Technical Capability. Pricing shall be submitted in the Excel workbook provided with the solicitation (Exhibit 3). Offerors shall enter pricing in the highlighted cells only. The offeror shall complete all pricing required in the electronic workbook.

The completed file shall be submitted in the proposal. Please note that any reformatting of the pricing workbook may cause the offeror's proposal to no longer be considered. The price quote shall remain valid for a minimum of 90 days from the date of submission.

Price will be evaluated in accordance with FAR 12.209 and 13.106-3 for fair and reasonableness in terms of:

- Pricing is proposed based on level of effort within the solicitation

- Pricing is proposed for all CLINs

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

Other instructions:

Offeror MUST fill out and submit all applicable FAR and DFARS clauses and provisions.

ADDENDUM TO FAR 52.212-2

EVALUATION CRITERIA

**Addendum to FAR 52.212-2, Evaluation—Commercial Products and Commercial Services (Nov 2021) **

(a) The Government will award one contract resulting from this solicitation to the offeror whose proposal, conforming to the solicitation, offers the best value to the Government, when technical capability, past performance, and price are considered. Past performance is more important than price. The Contracting Officer has broad discretion in determining which awardee shall receive a contract and reserves the right to pay a premium for past performance benefiting the Government. The following factors shall be used to evaluate the offer:

Order of Importance:

(i) Technical Capability

(ii) Past Performance

(iii) Price

Basis for Award: Award of this requirement will be made on a best value basis, technical capability, past performance, and price considered. The Government intends to award without discussions. The Government reserves the right to hold discussions if deemed necessary. The Offeror MUST provide their best complete proposal upon initial submission.

The Government evaluator(s) will not assume that the Offeror possess any capability or knowledge unless it is specified in the proposal. If Technical Capability received an individual rating of “unacceptable” the collective overall rating will also be “unacceptable.” Only a proposal receiving an overall rating of “acceptable” will be further considered for award. If Offeror receives a Past Performance Confidence Rating of “Limited Confidence” or “No Confidence” the offer will not be further considered for award.

Factor 1: Technical Capability Technical Capability will be evaluated to the degree to which Offeror demonstrates overall ability to perform the services and their understanding of the requirements set forth in the performance work statement (PWS).

Factor 2: Past

Performance Past Performance Evaluation Methodology. Past Performance evaluation considers each offeror’s demonstrated recent and relevant record of performance in supplying products and services that meet this contract’s requirements. There are three aspects to the past performance evaluation: recency, relevancy, and quality (including general trends in contractor performance and source of information). Past performance will be based on the PPQs or CPARS reports. Remaining offerors will be assigned an overall Performance Confidence Assessment (PCA), see below, which is based on an integrated assessment of the offeror’s relevant past performance. The resulting PCA represents an overall evaluation of offeror performance. Offerors without a record of relevant past performance or for whom information on past performance is so sparse that no meaningful confidence assessment rating can be reasonably assigned will not be evaluated favorably or unfavorably on past performance and, as a result, will receive a "Neutral Confidence" rating for the Past Performance factor.

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

Recency: The first aspect to be evaluated is recency. To be considered recent, the offeror’s past performance references must have been completed not more than 3 years prior to the posting of this combined synopses/solicitation. Past performance will be assigned a value of Recent or Not Recent. If an offeror’s past performance reference has been assigned a value of Not Recent, it will not be further evaluated.

Relevancy: The second aspect to be evaluated is relevancy. To be considered relevant, the offeror’s past performance references must be for maintenance and support services for Steris Corp sterilization systems. Past performance will be assigned a value of Relevant or Not Relevant. If an offeror’s past performance reference has been assigned a value of Not Relevant, it will not be further evaluated.

Quality of Performance: The third aspect to be evaluated is the overall quality of the offeror’s past performance. For each relevant contract/task order reviewed, the performance quality of the work performed will be assessed using the PPQ, CPARS report and/or contact with the POC listed on the PPQ to obtain information regarding past performance as it relates to providing the services required under this solicitation. During this evaluation, information will be collected regarding the level of performance provided for each past performance reference. The Government is not restricted from evaluating and considering other relevant past performance information in its possession, to include, but not limited to, CPARS, Federal Awardee Performance and Integrity Information System (FAPIIS), or other databases; interviews with Program Managers, Contracting Officers, and commercial sources and/or non-Government sources. Based on the offeror’s recent/relevant past performance record, the Government will assign an overall Performance Confidence Assessment rating as described in the below table.

PERFORMANCE CONFIDENCE ASSESSMENTS

In the case of offerors for which there is no information on past contract performance or where past contract performance information is not available, the offeror may not be evaluated favorably or unfavorably on the factor of past contract performance. In this case, the offeror’s past performance is unknown and assigned a performance confidence rating of “Neutral.”

Factor 3: Price Price will be evaluated/analyzed separately from Technical Capability. Price will be evaluated in accordance with FAR 12.209 and 13.106-3 for fair and reasonableness in terms of:

- pricing is proposed based on level of effort within the solicitation

- pricing is proposed for all CLINs

A. Completeness. The Government will evaluate if Exhibit 3 is complete, and all required pricing has been submitted. This includes all required pricing for the base period and all option periods. In the event that any of the pricing is incomplete, the Contracting Officer may exclude the offeror’s proposal from further evaluation.

B. Reasonableness. The degree to which the proposed prices (base period and option periods) compare to the prices a reasonably prudent person would expect to incur for the same or similar services.

An offeror with pricing that is determined to be questionable for reasonableness (for any period of performance) may not be further considered for award.

EXHIBITS

EXHIBIT TABLE OF CONTENTS

Exhibit 1 Project Summary Sheet Exhibit 2 Past Performance Questionnaire Exhibit 3 Pricing Sheet

Exhibit 1 – Project Summary Sheet

Provide the following information for up to 3 past performance references for which the offeror has performed as either a Prime Contractor or a subcontractor. References cited shall be for work performed with the Federal Government and/or commercial customers that demonstrate recent and relevant past performance. If the offeror does not possess relevant past performance, the offeror shall submit a statement affirming that it does not possess relevant Past Performance.

If the past performance reference is for a task order, provide BOTH the contract number and the task order number. Do not provide a base contract number for which more than one task order exists; past performance references for which only a base contract number has been provided will not be further evaluated.

Contractors may not reformat this PSS.

PPQ #1:

Offeror Name:

Contract Number:

Task Order Number (if applicable):

PPQ #2:

Offeror Name:

Contract Number:

Task Order Number (if applicable):

PPQ #3:

Offeror Name:

Contract Number:

Task Order Number (if applicable):

Exhibit 2 – Past Performance Questionnaire

The Defense Health Agency (DHA) Southeastern Contracting Division (SEM-CD) is conducting an acquisition for the services noted below. The offeror has identified you as a reference to validate past performance.

Solicitation HT940623R0012 is for non-personal services; maintenance support and original equipment manufacturer (OEM) repair/replacement parts, and on-site support for designated Government-owned Laser Systems in support of the Naval Medical Center Portsmouth located in Portsmouth, VA.

Please complete the following questionnaire to assist our evaluation of the offeror’s past performance and return via email no later than 10:00 am Eastern Time on Friday, 22 August 2023 via email to christine.l.russman.civ@health.mil. Please reference “Solicitation HT940623R0012” in the subject of the email.

RESPONDENT INFORMATION (to be completed by the Offeror):

Contracting Activity/Customer:

Point of Contact (POC):

Title of POC:

Telephone:

Email:

CONTRACT INFORMATION (to be completed by the Offeror):

Contract Number:

Task Order Number (if applicable):

Performance Period: (Base plus any options):

Description of Requirement

All information from here down shall be completed by the Reference POC. The Reference POC shall also verify the information completed by the Offeror and make any necessary corrections before signing this form.

Please refer to the following assessment definitions to assess the Offeror’s performance in each of the areas listed in this questionnaire:

(E) Exceptional - The Offeror’s performance meets contractual requirements and exceeds many (requirements) to the Government’s benefit. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Offeror were highly effective.

(V) Very Good - The Offeror’s performance meets contractual requirements and exceeds some (requirements) to the Government’s benefit. The contractual performance was accomplished with some minor problems for which corrective actions taken by the Offeror were effective.

(S) Satisfactory - The Offeror’s performance meets contractual requirements. The contractual performance contained some minor problems for which corrective actions taken by the Offeror appear or were resolved satisfactorily.

(M) Marginal - Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the Offeror has not yet identified corrective actions or the Offeror’s proposed actions appear only marginally effective or were not fully implemented.

(U) Unsatisfactory - Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the Offeror’s corrective actions appear or were ineffective.

(N) Not Applicable – Unable to assess the area.

CPARS “Quality of Service” Rating Area

Assess the achieved product performance relative to performance parameters required by the contract/order (i.e.., submission of qualified candidates, waivers, patient/departmental complaints)

If other than “Satisfactory,” explain how the performance exceeds or does not meet contractual requirements:

CPARS “Schedule” Rating Area

Assess the achieved product performance relative to performance parameters required by the contract/order(ie., submission of qualified candidates, waivers, patient/departmental complaints)

If other than “Satisfactory,” explain how the performance exceeds or does not meet contractual requirements:

CPARS “Management” Rating area

Assess the integration and coordination of all activity needed to execute the contract/order, specifically timeliness, completeness and quality of problem identification, corrective action plans, customer satisfaction

If other than “Satisfactory,” explain how the performance exceeds or does not meet contractual requirements:

CPARS “Management” Rating area

Assess compliance with all terms and conditions in the contract/order relating to applicable regulations and codes. (i.e.., AQL requirements as outlined in the QASP)

If other than “Satisfactory,” explain how the performance exceeds or does not meet contractual requirements:

Would you award this firm another contract:

If you answered “No” provide an explanation:

Was the contract terminated for default or cause:

If you answered “Yes” provide an explanation:

Additional Comments:

Signature (Digital/Pen and Ink): _________________________________________ Date: ________________

Print Name: ________________________________________

Title: ______________________________________________

Telephone: _________________________________________

Thank you for your participation in providing a detailed and accurate history of past performance for this offeror.

Exhibit 3 – Pricing Sheet

PRICING SHEET (Solicitation HT940623R0012)

BASE PERIOD

Period of Performance: 01 October 2023 through 30 September 2024

OPTION PERIOD 1

Period of Performance: 01 October 2024 through 30 September 2025

OPTION PERIOD 2

Period of Performance: 01 October 2025 through 30 September 2026

OPTION PERIOD 3

Period of Performance: 01 October 2026 through 30 September 2027

OPTION PERIOD 4

Period of Performance: 01 October 2027 through 30 September 2028

Signature / Date

Title

Organization

Department of Defense Defense Health Agency Performance Work Statement

Medical Laser Preventive and Corrective Maintenance Naval Medical Center, Portsmouth VA

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide maintenance support and original equipment manufacturer (OEM) repair/replacement parts, and on-site support for designated Government-owned laser units.

1.2 Description of services/introduction: Specific laser units, will be identified in the Equipment List (Part 5, Attachment 1). The contractor shall provide preventive and corrective maintenance services for all equipment listed in Part 5, Attachment 1, unless otherwise stated. The Contractor shall maintain the equipment within the original equipment manufacturer’s (OEM) specifications, in accordance with all United States (US), State, and Local laws and regulations, instructions, and Joint Commission requirements. All Joint Commission requirements are specified in the Comprehensive Accreditation Manual for Hospitals (CAMH), readily available at www.jointcommission.org. When product recalls or upgrades are necessary to maintain the equipment in service within the original manufacturer’s specifications, the Contractor shall provide all associated hardware and software updates/upgrades. The Contractor shall not have access to protected health information (PHI) in order to provide the services described herein. As defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services, the contractor shall perform to the standards in this PWS.

1.3 Background: The Contractor shall be qualified / authorized by the OEM (IE: Certified Agent of the OEM) in the repair of all equipment listed within this contract. Certification of the OEM must be current (within 2 years) at all times prior to contract award and throughout contract period. Contractor and its employees shall maintain qualifications throughout entire contract period. In the event that a sub-contractor is used for this requirement, the sub-contractor must be a Certified Agent of the OEM. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM as being trained / qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. Additionally, contractor must have ready access to parts inventory of OEM replacement parts.

To support mission operations, these systems must be maintained by a knowledgeable and trained Biomedical Equipment Technician. Furthermore, new original equipment manufacturer (OEM) parts must be readily available for each and every repair. NMC Portsmouth requires this contracted support and provided OEM parts, so as to prevent unforeseen downtime, to avoid unnecessary costs, and to inhibit patient impact.

1.4 Objectives: Equipment listed in this contract will be certified to meet the original equipment manufacturer’s (OEM) specifications.

1.5 Scope: Maintenance shall include unlimited 24 hours a day, 7 days a week (24x7) telephone support, regularly scheduled preventive maintenance, inspections, calibrations, corrective maintenance tasks, and unlimited emergency responses. Coverage shall be included for all systems listed in Part 5, Attachment 1, subsystem components, assemblies, corresponding integrated boilers, and water savers (i.e., Contractor is responsible for total maintenance of entire system). The Contractor shall maintain the system such that it meets Defense Health Agency (DHA) Cybersecurity requirements. All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. The Contractor shall provide all labor, materials, travel, personnel, supervision, freight, and OEM non-refurbished parts for the scheduled (preventive) and unscheduled (corrective) maintenance for all equipment identified in Part 5, Attachment 1. The equipment list, see Part 5, Attachment 1, shall fluctuate over time, as hardware and software eclipse useful life and as new equipment comes off warranty. Any changes to the equipment list, see Part 5, Attachment 1, will be executed through a contract modification.

1.6 Period of Performance (PoP): Maintenance, support, and OEM parts shall be provided for a one (1) year base period from 01 October 2023 through 30 September 2024 with four (4) one-year option periods to extend services through 30 September 2028

1.7 Administrative specifications:

1.7.1 Place of performance: The work shall be performed at Naval Medical Center, Portsmouth (NMCP), located at 620 John Paul Jones Circle, Portsmouth, VA 23708.

1.7.2 Recognized Federal holidays: On site services not required on Federal Holidays.

Federal Holidays are identified online at the following site: https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work- schedules-and-pay.

1.7.3 Hours of operation: The contractor shall provide scheduled and unscheduled support/service coverage between the hours of 0800 and 1700, Monday through Friday, excluding Federal Government holidays when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: N/A

1.8 Contractor travel: N/A

1.9 Other Direct Costs (ODC): N/A

1.10 Quality

1.10.1 Quality Control (QC): N/A

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). Located in Section 5. This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available). See Part 7 Section 7.1.1.

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: Reserved.

1.11.5 Lock combinations: Reserved.

1.12 Key personnel (Contractor): N/A

1.13 Data rights: Reserved.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): Reserved.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings: N/A The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 Reserved

1.16.2 Reserved

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. A warranted representative of the federal government who has the express authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The CO is the only person authorized to approve changes to any terms, conditions, or requirements of the contract.

2.1.4 Contracting Officer’s Representative (COR): A Government individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO responsible for the inspection, evaluation, and acceptance of products and services provided in accordance with the terms and conditions of the contract. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.1.7 Calibration. This activity should be the procedures for the mechanical adjustments of the device to ensure consistent, standardized performance or output as per the original equipment manufacturer recommendations.

2.1.8 Corrective Maintenance: Repair, adjustment, calibration, software manipulation and upgrades or other action taken to return a piece of equipment to original manufacturers specifications following a failure, damage, or other incident that causes the product to no longer perform within the original specifications.

2.1.9 Defense Medical Logistics Standard Support (DMLSS). The automated procurement, maintenance, and supply system utilized to document various material management functions within the command, and throughout the Department of Defense.

2.1.10 Field Service Report (FSR). Documentation completed by Contractor personnel to officially record all instances of contracted troubleshooting, work, and services conducted on equipment. Specifics on required reporting details can be seen in Section 5.10.2.

2.1.11 Inspections. The activity of doing functional testing and safety inspections of a medical device at regular intervals to ensure that the equipment is safe for use in accordance with manufacturer’s recommended procedures.

2.1.12 ISO 9001. The ISO 9000 series is a set of five individual, but related, international standards on quality management and assurance. These standards were developed to effectively document the quality system elements to be implemented in order to maintain an efficient quality system in a company. ISO 9001 is the most comprehensive standard covering design, manufacturing, installation, and servicing systems.

2.1.13 Original Equipment Manufacturer (OEM). The company which has created a specific model of product/device.

2.1.14 Preventive Maintenance: Preventive maintenance is used to describe those periodic and “as required” services necessary to maintain equipment in an operating condition which minimizes corrective maintenance, including but not limited to calibration, adjustment, lubrication, updating software for security, safety or system functionality issues, as well as that testing required to maintain a safe environment of care which includes electrical safety testing, output testing, replacement of batteries and other shelf life components on a scheduled basis (which becomes corrective maintenance if the component fails due to lack of preventive maintenance).

2.1.15 Uptime: Uptime is defined as that time, during the clinical areas’ normal business hours, when the equipment is available for clinical use without restrictions to the quality of the results, and without safety hazards to the staff or visitors.

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc. – N/A

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☐ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

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.

The Government will operate the systems in accordance with the instruction manual(s) provided by the OEM.

The Government shall not be responsible, in any way, for damage to the Contractor’s supplies, material, equipment, or to Contractor’s employees’ personal belongings brought onto the site. The Government will not provide storage space for the Contractor’s equipment.

3.2 Facilities: The Government:

☒ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below: N/A

3.3 Utilities: The Government:

☒ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below: N/A

3.4 Equipment: The Government:

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below: N/A

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below: N/A

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☐ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Contractor Furnished Services required in support of this contract/task orders. These Services are described below:

The Contractor shall furnish all supplies, materials, repair or replacement parts, tools, equipment software upgrading and labor necessary to efficiently and satisfactorily perform the requirements of this contract.

The Contractor shall be responsible for the repair/replacement of damaged Government-owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor’s expense and shall be inspected to the satisfaction of the COR.

The Contractor shall protect all facilities from damage caused by the Contractor and shall repair, at no additional cost to the Government, all damages caused by the Contractor’s activities. During performance of services, Contractor shall keep NMCP safe, neat, clean, and orderly. Contractor shall be responsible for all means, methods, techniques, sequences, and procedures of the services. Contractor employees shall demonstrate appropriate behavior and dress at all times.

4.2 General: The contractor shall furnish all supplies, equipment, facilities, and services required to perform work listed under Section 5 of this PWS.

4.3 Secret Facility Clearance: N/A

4.4 Materials: The use of Contractor provided two-way radios and cell phones for communication between personnel shall be approved by the Base Communications activity and may not be used in designated areas…