J065--Candela VBeam Perfecta Preventative and Corrective Maintenance at the Greater Los Angeles VA Healthcare System

Combined Synopsis-Solicitation for Commercial Products and Commercial Services 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 2025-02, effective 01/03/2025. This solicitation is set-aside for 100% Small Business (SBA). This is a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210 Electronic and Precision Equipment Repair and Maintenance with a small business size standard of $34.0 Million. The FSC/PSC is J065 Maintenance, Repair, and Rebuilding of Equipment- Medical, Dental, and Veterinary Equipment and Supplies The award will be made to the response most advantageous to the Government and best meets the requirement described in the statement of work. Price and Other Factors: See Attachment 2, FAR 52.212-2 Evaluation . STATEMENT OF WORK CONTRACT TITLE: Candela VBeam Perfecta Preventative Maintenance and Corrective Maintenance BACKROUND / SCOPE: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses, and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on the selected Government-Owned Candela VBeam Perfecta unit at the participating facility listed herein at the Greater Los Angeles VA Healthcare System. Candela Laser Model# VBeam Perfecta S/N 9914-0300-1115 EE# 129137 Bldg. 500 ROOM 1672 Dermatology It is the intent of the Government to enter into a single award contract for PMI services on the Candela VBeam Perfecta equipment in accordance with the terms and conditions contained herein. The contract period shall be for one (1) base year with the government having the option to exercise four (4) - one-year options. GENERAL REQUIREMENT: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, replacement of defective parts, etc. The above shall be performed as necessary as required to keep each equipment in optimal working condition. PARTICIPATING FACILITY: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd. Los Angeles, CA 90073 HOURS OF WORK: This contract is a full-service contract to include dispatch and technical support five (5) days per week, Monday through Friday, 8:30AM-5:00PM local time excluding National Holidays. On-site service shall be included five (5) days per week, Monday through Friday, 8:30AM- 5:00PM local time, excluding National Holidays. On-Call Emergency Telephone Support Service should be included weeknights after 5:00PM ET, National Holidays, and weekends. Any service performed during other than normal work hours must have prior approval and coordinated with the POC and CO. 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 Juneteenth June 19 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 Eve December 24 Christmas Day December 25 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. INTERVENING SERVICE CALL: When repairs are needed between regular scheduled PMI, such repairs are rendered as directed only by the POC or the Contracting Officer (CO). These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices. When intervening service is required, Contractor shall respond within 24 hours and be on-site within 48 hours. Any alternate, on-site response time will require approval from the POC or site designee. OVERTIME & HOLIDAY PAY: Any overtime and/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. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. QUALIFICATION: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacture s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent* and experienced to work on the equipment assigned. CONTRACTOR SPECIFIC TASKS: Preventive Maintenance: Contractor shall conduct preventive maintenance inspections (PMI). On-site PMI shall be performed once per calendar year by a manufacturer-certified vendor in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of The Joint Commission. The Contractor may request a copy of The Joint Commission standards from the POC. PMI must be scheduled at least three (3) days in advance with the POC. The contractor shall provide all necessary labor, travel expenses, and parts at no expense to the government. The Contractor shall provide performance related equipment enhancements and updates that can be installed in the field to the equipment listed above. The Contractor shall provide service reports to the POC to note all service, repair, and maintenance activities. The report must be legible and signed by the POC after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets the manufacturer s specifications. The report at a minimum must contain company name, service technician s name, contact telephone number, date of service, detailed description of all services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment. Corrective Maintenance: Contractor shall conduct Corrective maintenance or repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of The Joint Commission. The Contractor may request a copy of The Joint Commission standards from the POC. The Contractor shall respond within 24 hours of notification of needed service and repairs. If on-site repair is required, the Contractor shall be on-site within 48 hours of response to customer, unless otherwise specified by the customer. Contractor shall provide all necessary labor, travel expenses, and parts at no expense to the Government. The Contractor shall provide service reports to the POC to note all service, repair, and maintenance activities. The report must be legible and signed by the POC after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets the manufacturer s specifications. The report at a minimum must contain company name, service technician s name, contact telephone number, date of service, detailed description of all services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment. PARTS: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturers standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of POC. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. Contractor will provide replacement parts within 1 business day of notification from POC or CO. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and /or supplies necessary to complete the work as required. REPORTING: The Contractor shall submit a complete field service report (FSR) electronically to the POC within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. GENERAL INFORMATION: CONTRACTOR S PROGRAM MANAGER: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of 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 matters relating to daily operations of this contract. CONTRACTOR EMPLOYEES: The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public. Both the check-in and check-out procedures for all VA stations are mandatory and shall be strictly enforced. PARKING: It is the responsibility of Contractor personnel to park only in designated parking areas. Not every VISN 22 facility to be serviced under this contract will have on-site parking available for contractor personnel. The Contractor shall make alternate arrangements for its personnel to park off- site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations. Smoking: Smoking is prohibited on VA property, items to include: Cigarettes, Cigars. Pipes, any other combustion of tobacco, or non-Federal Drug Administration (FDA) approved electronic nicotine delivery systems (ENDS), electronic/e-cigarettes, vape pens, or e-cigars. SECURITY: The C&A requirement do not apply, and the Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA Internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. INVOICING & PAYMENT: INVOICING & PAYMENT: The Contractor shall submit a monthly invoice that will be paid in arears. The Contractor shall submit in arrears a properly completed itemized invoice in Commercial Items via Tungsten Network: http://www.tungsten-network.com/customer-campaigns/veterans-affairs/ No advance payments shall be authorized. Payment shall be made monthly for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. DELIVERY SCHEDULE: Base plus Four (4) Option Years to follow. 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 interested companies shall provide quotations for the following: **PRICE/COST SCHEDULE BASE YEAR Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 VBeam Perfecta Preventative/ Corrective Maintenance Serial #9914-0300-1115, Model # 129137 1 JB Option Year One (1) Line Item Description Quantity Unit of Measure Unit Price Total Price 1001 VBeam Perfecta Preventative/ Corrective Maintenance Serial #9914-0300-1115, Model # 129137 1 JB Option Year Two (2) Line Item Description Quantity Unit of Measure Unit Price Total Price 2001 VBeam Perfecta Preventative/ Corrective Maintenance Serial #9914-0300-1115, Model # 129137 1 JB Option Year Three (3) Line Item Description Quantity Unit of Measure Unit Price Total Price 3001 VBeam Perfecta Preventative/ Corrective Maintenance Serial #9914-0300-1115, Model # 129137 1 JB Option Year Four (4) Line Item Description Quantity Unit of Measure Unit Price Total Price 4001 VBeam Perfecta Preventative/ Corrective Maintenance Serial #9914-0300-1115, Model # 129137 1 JB **Please use the format above for pricing** The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.htm. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) FAR 52.212-3, Offerors Representations and Certifications- Commercial Products and Commercial Services ADDENDUM TO 52.212-1, Instructions to Offerors Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-1, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-20, Predecessor of Offeror (AUG 2020) FAR 52.217-5, Evaluation of Options (JUL 1990) (End of Addendum to 52.212-1) 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 Products and Commercial Services. 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 Products and Commercial Services (Nov 2023) Addendum to FAR 52.212-4, Contract Terms and Conditions- Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71 Administrative Contracting Officer (OCT 2020) (End of Addendum to 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (9), (12), 18(i), (26)(i), (31), (33), (34)(i), (36)(i), (39)(i), (46), (51), (55), (59), (c)(5) All quoters shall submit the following in accordance with FAR 52.212-1, Attachment 1, Instructions to Offerors- Commercial Products and Commercial Services (SEPT 2023) . All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Loan Dho at loan.dho@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. Decision factors to be considered are Technical Capability, Past Performance, and Cost Schedule (See Attachment 2), Addendum to FAR 52.212-2, Evaluation- Commercial Products and Commercial Services . Quote evaluations for technical capability will be based on the following: Capabilities statement: interested offeror can perform the tasks listed in the statement of work; Past Performance: prior experience in maintaining equipment listed in statement of work; Qualifications: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s maintenance and repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. This contract/ purchase order will consist of an estimated base plus four (4) option year period of performance: 03/01/2025 02/28/2030. The award will be made to the response most advantageous to the Government and best meets the requirement described in the Statement of Work. 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. No inquiries will be addressed for this RFQ solicitation 36C26225Q0403. Submission of your response shall be received No Later Than February 14, 2025, at 14:00 Pacific Standard Time at loan.dho@va.gov. Subject Line shall include: RESPONSE TO RFQ 36C26225Q0403 for consideration. 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 CONTRACT SPECIALIST Loan Dho Loan.Dho@va.gov