R699--Inventory

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.

1.A. Project Title: Physical Inventory

1.B. Description: VA Long Beach Healthcare System is seeking a contractor to perform a physical inventory of all medical equipment at the VA Long Beach Healthcare System. The inventory will include location and identification, data capture, asset tagging and documentation at locations throughout the healthcare system.

1.C. Project Location:

1.C.1. VA Long Beach Healthcare System, 5901 East 7th Street Bldg 165 Long Beach CA 90822

1.C.1. Anaheim Veterans Clinic, 2569 W. Woodland Drive, Anaheim CA 92801

1.C.1. Laguna Hills Veterans Clinic, 23719 Moulton Pkwy, Laguna Hills CA 92653

1.C.1. Santa Ana Veterans Clinic, 1506 Brookhollow Drive, Santa Ana CA 92705

1.C.1. Villages at Cabrillo Veterans Clinic, 2001 River Avenue Bldg 28 Long Beach CA 90806

1.C.1. Santa Fe Springs Veterans Clinic, 10330 Pioneer Blvd, Santa Fe Springs CA 90670

1.D. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26220Q0238.

1.E. Set Aside: This solicitation is 100% set aside for Service-Disabled Veteran Owned Small Businesses IAW Public Law 109-461, 38 USC Section 8127

1.F. Applicable NAICS code: 561990, All Other Support Services

1.G. Small Business Size Standard: $12 Million

1.H. Type of Contract: Firm Fixed Price

1.I. Period of Performance: 120 days from award

1.J. Wage Determination: SCA Wage Determination No. WD 2015-5614, revision 14

2. Scope of Work. Veterans Affairs Long Beach Healthcare System (VALBHS) requires a contractor to perform a physical inventory of all medical equipment at the VA Long Beach Healthcare System.

2.A. The inventory will include the following equipment asset classes:

Biomed Testing Equipment and Service Laptops

Carts and Cabinets (biological safety cabinets, fume hoods, etc.)

Computers-on-Wheels (including the cart)

Exam & Procedure Tables, Beds, Chairs, and Stretchers/Gurneys

Health & Fitness Equipment

Lab Equipment

RO Water Systems (hemodialysis and lab)

Lasers

Therapeutic/Diagnostic Equipment

Physiological Monitors

Telemetry Transmitters

Parameter Modules

Eye Equipment

Sterilization/Disinfecting Equipment

Ventilators

Nurse Call System (Nurse s station desk phone)

Autonome Environmental Control Units (ECU s) Building 150 only

Patient Lifts (portable and ceiling mounted)

Biomed-managed physical servers, switches, and Uninterruptible Power Supplies (UPS s) (as identified by Biomed staff)

Pumps (e.g., Suction Pumps, Feeding Pumps, Infusion Pumps)

Patient Scales

Pharmacy equipment (ScriptPro equipment, Omnicell cabinets, etc.)

Glucometers and handheld blood analyzers

Ear wash stations

Imaging and Radiology Equipment

Scopes (Note: Contractor will not remove scopes from sterile packaging or touch contaminated scopes)

2.B. Controlled or moveable assets will also be inventoried and individually tagged. Controlled Assets are defined as serialized items that cost less than the inventory threshold but are typically inventoried. Controlled assets include, but are not limited to the following asset classes:

Information Technology:

Desktop (PC s)

Laptops

Tablets

Monitors

Laser Printers

Supporting Network Hardware

Barcode scanners

2.C. Assets excluded (out of scope) include:

Non-medical equipment (unless specifically identified above)

Thermometers

Manual Blood Pressure Cuffs

VPS Check-in kiosks

Computers and Monitors with EE Tags specifying EIL# 780-789, except Computers-on-Wheels

Hand tools

Assets stored in boxes or packaging

2.D. Specific Tasks

2.D.1. Data Capture. The following data will be captured for each inventoried item:

Asset Tag Number (i.e. EE#)

Equipment Description

Facility/Location

o Building Number

o Room Number

Manufacturer

Model Number

Model Name

Equipment Category

Serial number (if available)

Biomed inspection tag (if applicable)

o Last date of inspection

o Next inspection due date

Parent-Child Relationship (associated computers, monitors, printers, etc.)

Equipment Networked (Y/N) if identifiable by LAN cable or antenna.

Port # to which equipment is connected (if equipment is networked and Port # is visibly identified)

2.D.1.A. The contractor will make every attempt to capture the serial number for each serialized item. The contractor personnel will not risk interfering with component operation. No components will be unplugged, removed from racks, etc., in order to gain access to the serial number.

2.D.2. Communication. The contractor will contact the COR immediately to resolve any issues. If the issue is not pressing, the contractor Project Manager will communicate with the COR on a daily basis and present the COR with a status to include completed/inventoried locations and/or departments as well as any issues that may require resolution.

2.D.3. Asset Tagging.

2.D.3.A. The contractor will scan existing property tags and capture descriptive data pertaining to each asset. If the contractor identifies an asset that meets the project scope but does not have a property tag affixed, the contractor will apply a property tag (provided by the contractor) as a placeholder (with a unique identifier and tracked on the inventory spreadsheet) until VA Long Beach can generate an EE# tag (example below) assigned to the asset. VA Long Beach will then apply the EE Tag to the item at a later date.

2.D.3.B. Tags will be placed in standardized locations that allow for ease of future rescans, but not interfere with proper operation of equipment. It must be noted that tag placement is not always possible for every item (i.e. flexible endoscopes, etc.). The following describes the typical tag placement protocol:

Tag all items, where tag placement is possible, without interfering with operation.

If an identification tab is present on equipment, the contractor will place property tag on the identification tab.

If tag placement is not possible (i.e., a tag may interfere with equipment operation, or the item is not conducive for a tag to be applied), the contractor will inventory the item without an actual property tag being placed on the item. A system generated asset number is assigned to the item and all descriptive data pertaining to the item is collected.

2.D.4. Data Reconciliation

2.D.4.A. Upon completion of the inventory, the data will be reviewed for any possible anomalies such as duplicate or missing data. This data will then be used for post processing and report generation.

2.D.4.B. The contractor will perform a data reconciliation, where the physical inventory data is reconciled against VA Long Beach s current clinical equipment inventory listing. Data Reconciliation is an automated process where items are matched by a unique identifier. The first step is to match items by an existing asset tag number (if applicable). The second matching criteria used will be the item s serial number.

2.D.4.C. The contractor will utilize the VA-MDNS Guidance List (Attachment A) to match the Manufacturer-Model pairing to Equipment Category, in order to align with VA naming standards for medical equipment.

2.D.5. Documentation

2.D.5.A. Upon completion of the project, VA Long Beach will be provided with the following:

Inventory data in electronic spreadsheet format or flat file format.

The following reconciliation reports derived from a data reconciliation of physical

inventory to current VA Long Beach asset list:

Matched Items: physically inventoried assets that match directly to items on the current VA Long Beach asset list.

Unmatched ledger Items: items on the current VA Long Beach asset list that were not located during the physical inventory.

Unmatched Physical Items: items identified during the physical inventory that are not identified on the current VA Long Beach asset list.

2.E. Contractor Qualifications: Contractor must submit proof of having at least 5 years of experience in conducting physical inventory of medical equipment in a healthcare setting to be considered for award. Failure to submit documentation of competencies in the following areas will be considered a non-responsive bid and contractor will not be considered for award.

2.F. Changes. The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

2.G. Parking. It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances.

2.H. Identification Badges: All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented.

2.I. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.

2.J. Normal Working Hours. Contractor will shall be performing services between the hours of 7:30 AM through 4:00 PM Monday through Friday, with exceptions to National Holidays.

2.I.1. Any overtime or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

2.I.2. The Contractor is not required to provide service on the following U.S. Government holidays nor shall the Contractor be paid for these days:

2.I.3. National Holidays:

New Year s Day January 01

Martin Luther King s Birthday Third Monday in January

President s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 04

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

2.I.4. 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.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-02, dated 12/23/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 1.

3.A. FAR 52.212-1, Instructions to Offerors Commercial Items

3.B. FAR 52.212-2, Evaluation Commercial Items

3.C. FAR 52.212-4, Contract Terms and Conditions Commercial Items

3.D. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders Commercial Items

3.E. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside

3.F. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance

3.G. FAR 52.233-2, Service of Protest

3.H. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution

3.I. VAAR 852.233-71, Alternative Protest Procedure

4. Key solicitation milestones are:

4.A. A site survey will be conducted at 9am on Thursday, January 16, 2020. Participants will meet at the tables outside of the Wellness center (North side of Bldg 2/South side of Bldg 5). Please email peter.kim33@va.gov to indicate that you are participating in the site survey.

4.B. Submit any questions regarding this procurement via email to peter.kim33@va.gov no later than 10am Wednesday, January 22, 2020. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephonic questions will not be accepted or returned. RFI responses will be responded to as necessary in amendment format which will be posted on www.fbo.gov.

4.C. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 2 via email no later than 10am Thursday January 30, 2020 to peter.kim33@va.gov. Ensure the following are completed and/or included in the quote packet:

4.C.1. Vendor Information

4.C.2. Acknowledgement of amendments

4.C.3. Concurrence/non-concurrence with solicitation terms, conditions, and provisions

4.C.4. Schedule of services

4.C.5. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items