6685--Environmental Monitoring System

Combined Synopsis-Solicitation for Commercial Items

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5

Original Date: 10/12/17

Revision 04 Date: 06/10/20

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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 2021-06 effective July 12, 2021.

This solicitation is set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 335999, with a small business size standard of 1,250 employees.

The FSC/PSC is 6685.

The Richard L. Roudebush Veterans' Administration Medical Center, 1481 West Tenth Street, Indianapolis, IN 46202 has a requirement to upgrade its Environmental Management System.

All interested companies shall provide quotations for the following:

Supplies

Line Item

Description

Qty

Unit of Measure

Unit Price

Total Price

0001

LoRa Gateway for OS System 915 MHZ , Ethernet , WiFi, and Cellular capable, 5 mile line of sight, with universal power supply

24

EA

0002

Cobalt X2 Transmitter with Touch Enable LCD Screen,

310

EA

0003

Internal Temperature Sensor EMERALD Puck with battery

266

EA

0004

Emerald Module with Battery for External Sensor Puck Only

30

EA

0005

Ext Emerald Puck Temp Sensor (Only) -200 to +50°C Analog -200°C to +50°C Pt100 Temperature Sensor 1.4M Length

30

EA

0006

Dual Digital Temp/Humidity Smart-Sensor

135

EA

0007

CO2.0009 Triple Smart-Sensor for OS System monitoring

4

EA

0008

OceaFog Software 501-1000 Sensors

1

EA

0009

OCEAlert Annual License 501-1000 sensors

1

EA

0010

SV-OS-Installation Installation

435

EA

0011

SV-OS-IQOQ Input Qualification and Operational Qualification IQOQ

435

EA

0012

SV-OS-Hardware Warranty

435

EA

Statement of Work

Objective: The overall purpose of this purchase is to upgrade the environmental monitoring system used at Richard L. Roudebush VA Medical Center. The new system must be able to monitor all necessary applications up to an acceptable standard in accordance with the regulations of each department to include but not limited to pharmacy, blood bank, and nutrition. Furthermore, the system upgrade should improve end-user interactions with management of system components and monitored applications. Full compatibility with existing.

Task: The contractor shall provide all equipment and labor necessary to install and configure a fully functional environmental monitoring system, to Richard L. Roudebush VA Medical Center and its offsite clinics as defined by this Statement of Work (SOW) and provide support and warranty of said system for one year following the date of installation completion. A single contract order shall be awarded for the medical center based on satisfaction of the listed requirements and evaluation factors.

Preference will be given to proposals submitted through a SDVOSB or VOSB.

Requirements: In consideration for the contract award, contractor proposals must fulfill the following requirements set for this SOW:

Specifications The contractor shall provide the amount of necessary equipment and labor listed below for the implementation of the environmental monitoring system:

252 standard temperature sensors

30 ultra-low temperature sensors (measurable at down to -95 °C)

135 temperature-and-humidity sensors

7 differential temperature sensors (or an equivalent of 2 standard temperature sensors each)

4 CO2 sensors (and an equal number of temperature-and-humidity sensors)

An adequate number of transmitters and receivers to connect the sensors completely and thoroughly to the monitoring system and obtain all sensor readings (approximately 12 receivers will be needed for offsite clinics, to be added to the amount needed for the main facility). Floor plans and sensor locations can be provided.

Any required licenses for the sensors and monitoring software, to be renewed through a potential subsequent service contract

Pre-deployment system placement mapping throughout VAMC facility and offsite locations

Installation of the system s hardware and software

Initial calibration and testing of the installed sensors and environmental monitoring system

A 1-Year warranty for all hardware components (sensors, transmitters, receivers, etc.)

Onsite training for operators

Recalibration The contractor must have a recalibration service readily available for the servicing of the proposed environmental monitoring solution, to be implemented on a potential subsequent service contract. Recalibration must be performed on-site by trained contractor personnel, available at least annually, able to calibrate up to NIST standards, and provide calibration certificates for each sensor viable until the following recalibration date.

Safety Compliance The proposed environmental monitoring system shall meet the standards set by VA Directives for the Storage of Vaccines and Medications (VHA Notice 2021-16), alongside all standards set by OIG and TJC. Where necessary, the contractor shall provide NIST-traceable sensors.

Risk Assessment The contractor shall provide all forms and documentation necessary for the system s submission to ERA approval if any necessary part(s) of the proposed solution have not already been approved through ERA (or VIPR). Forms and documentation for the environmental monitoring system can be provided if needed. If the contractor proposes a wi-fi enabled environmental monitoring system, FIPS 140-2 compliance is required, and connection must be approved by the facility s OI&T department.

Evaluation Factors: The following evaluation factors will be used in determining the most suitable contract proposal:

Fulfillment of Requirements:

Provision of specifications listed in SOW

Recalibration service (providing sensor calibration certificates) offered by proposal contractor

Safety compliance with VA Directives, OIG, and TJC

Provision of ERA submission forms and documentation, if necessary

Quality Technical Features (such as):

Customizable equipment thresholds for sensor readings and alerts

Sensor reading displays on transmitters or sensors

Environmental monitoring system application accessible from all computers (i.e., browser-based application)

Ability to suppress system alerts for specific periods of time (in preparation for appliance operations like thawing)

Alerts sent through email, text, etc.

Physical alert mechanisms (such as a connected alarm light)

Sensor readings kept in system for at least 2 years

Auditable and printable reports

Innovative System Connectivity Technologies (including but not limited to):

Alternative and/or proprietary wireless technology such as long-range transmission and ability to scan/change transmission frequencies for less potential interference

Hybrid capable systems (combined hardwired, wireless, and wi-fi sensors)

Specialized multi-purpose sensors (for incubators, liquid nitrogen, etc.)

Multi-sensor transmitters to reduce number of required parts

Cellular backup capabilities

Technical Support Availability

24/7/365 support

Local technician availability

Technical training offered

Warranties offered

Past Performance Evaluations

History of recalls involving any proposed equipment over the past 24 months

History of work projects with government, large, and small businesses relating to the proposed environmental monitoring system

Total Cost of Proposal

Period of Performance: Period of performance shall be 90 days for installation of the equipment.

Place of Performance/Place of Delivery

Richard L. Roudebush VA Medical Center

Address:

1481 West Tenth Street

Indianapolis, IN

Postal Code:

46202

Country:

UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items .

FAR 52.212-5, Evaluation-Simplified Acquisition Procedures .

FAR 52.212-3, Offerors Representations and Certifications Commercial Items

www.sam.gov registration is required to be complete at time of submission of response.

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.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items (Oct 2018).

8

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2021).

All quoters shall submit the following:

Vendor response shall include the following:

(a) company name

(b) address

(c) point of contact

(d) phone, fax, and email of primary point of contact

(e) DUNS number

All responses to this RFQ shall be fixed priced and Freight on Board (FOB) Destination. Documentation that confirms the company are manufacturer authorized resellers/distributors and installers of the quoted items.

All quotes shall be sent, be email only, to christopher.blazejewski@va.gov.

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.

The following are the decision factors: Lowest Price, Technically Acceptable that must fully meet all salient characteristics.

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.

Submission of your response shall be received not later than 4:00 PM EST on January 31, 2022, via email to christopher.blazejewski@va.gov.

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

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact

Chris Blazejewski via email only at christopher.blazejewski@va.gov