J066--Isensix Equipment Preventative maintenance and corrective repair services - Greater Los Angeles VA Healthcare System

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 2024-02, effective 12/22/2023. This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB). This will be a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, with a small business size standard of $30.0 Million. The FSC/PSC is J066. The award will be made to the quote 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 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 Government Owned Isensix Equipment at the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. Period of Performance: Base year, followed by four, one year options. estimated start date: 01/14/2025 General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, software updates, backup service, data storage, alarm notification service, calibration, remote server monitoring, sensor replacement. Work shall be performed as necessary as required to keep each equipment in optimal working condition. Quantity Description/Product Code 1 Guardian Server all ARMS hardware Control Center 1 ASPR-SMPS-E Server & CC 27 ASPR-AP 20 ASPR-HU 80 ASPR-RE 31 ASPR-RM 2 ASPR-SC 1 ASPR-TMC 1 Physical Guardian Server all Guardian hardware 1 ASPR-LSVR-S no CC 12 ASPR-AP 32 ASPR-HU 32 ASPR-RM 1 Physical Guardian Server 1 ASPR-LSVR-S no CC Preventive maintenance and Inspection (PMI) The Contractor shall perform PMI 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 (JC). The Contract may request a copy of the JC standards from the Program POC. The Contractor shall provide all PMI-related replacement parts at no cost to the Government. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The PMI will be scheduled a minimum of five (5) business days in advance with the Program POC. Annually, the Contractor will provide onsite calibration/verification services for all active sensors in the system. A report for each sensor will be provided to the VA in electronic format along with calibration certificates for meters used during the calibration. Corrective Maintenance / Repair Services: The 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 JC standards from the Program POC. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support Mon-Fri 8:00 am 5:00 pm Central Standard Time (excluding observed holidays) The Contractor shall provide after-hours support for urgent matters that affect the stability of the system. The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. ADDITIONAL SERVICES: Upon request, the Contractor shall provide electronic copies of each Software Update of the System Software, along with the accompanying documentation and release notes. The Contractor will automatically backup data and system configuration daily. These back-ups will be made available in the unlikely event of a catastrophic hardware failure, no Personal Identifiable information is being stored. Data collected during the daily back-up will be stored at the Contractor s site as well as at an offsite location. In the event of an alarm occurrence, the Contractor shall send alarm notifications via cell phone text messaging, pager, and/or e-mail according to the alarm notification procedures defined by the VA. Replacement 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 manufacturer s 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 Program 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. 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 appropriate equipment and/or supplies necessary to complete the work as required. 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 all necessary scheduled service calls five (5) days per week, Monday through Friday, 8:00 am 5:00 pm, excluding National holidays. Telephone support services are available at no additional cost to the Government. Any service performed during other than normal work hours must have prior approval and coordinated with the Program POC or CO. National Holiday: 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 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. 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 manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent and experienced to work on the equipment assigned. Must be able to integrate into the existing Isensix systems. Additional Requirement: Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufactures manual necessary to perform maintenance. Submission of Reports: The Contractor shall submit a complete field service report (FSR) electronically to the COR 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#) of the equipment being worked on, 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. Name: Address: Phone No.: Fax No.: Email: 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. The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance always when performing under this contract. Reporting Procedures: For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg. 500, Room 0261, and sign-in. In addition to signing-in, the Contractor personnel shall identify him/herself to the PPOC before proceeding to the job site. For services to be performed outside normal working hours, the Contractor shall obtain a visitor s badge from the security guard assigned at the facility entrance prior to signing the after-hours logbook located outside the Biomedical Engineering Department, bldg. 500, and proceeding to Room 0261. Prior to leaving the facility the Contractor shall communicate status of equipment to the Program POC, sign out at the same location that they signed in and return the visitor s badge. Parking: It is the responsibility of Contractor personnel to park only in designated parking areas. 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: VAGLAHS is a smoke free facility. This includes the use of vape, electronic cigarettes and tobacco products. ***PRICE/COST SCHEDULE*** Base Year Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Preventative maintenance and inspection (PMI) for Government owned Isensix equipment (listed in SOW) 1 YR 0002 Corrective Maintenance and repair on Government owned Isensix equipment. (listed in SOW) 1 YR Option Year 1 Line Item Description Quantity Unit of Measure Unit Price Total Price 1001 Preventative maintenance and inspection (PMI) for Government owned Isensix equipment (listed in SOW) 1 YR 1002 Corrective Maintenance and repair on Government owned Isensix equipment. (listed in SOW) 1 YR Option Year 2 Line Item Description Quantity Unit of Measure Unit Price Total Price 2001 Preventative maintenance and inspection (PMI) for Government owned Isensix equipment (listed in SOW) 1 YR 2002 Corrective Maintenance and repair on Government owned Isensix equipment. (listed in SOW) 1 YR Option Year 3 Line Item Description Quantity Unit of Measure Unit Price Total Price 3001 Preventative maintenance and inspection (PMI) for Government owned Isensix equipment (listed in SOW) 1 YR 3002 Corrective Maintenance and repair on Government owned Isensix equipment. (listed in SOW) 1 YR Option Year 4 Line Item Description Quantity Unit of Measure Unit Price Total Price 4001 Preventative maintenance and inspection (PMI) for Government owned Isensix equipment (listed in SOW) 1 YR 4002 Corrective Maintenance and repair on Government owned Isensix equipment. (listed in SOW) 1 YR Grand Total ** Please use the format above for pricing** The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 2. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://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 (Dec 2022) ADDENDUM to FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (Mar 2023) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (9), (12), (15), (18)(i), (25), (26)(i), (29), (33), (34)(i), (36)(i), (37), (39)(i), (43), (55), (59), (c), (5). VAAR 852.203-70 Commercial Advertising (May 2018). VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran- Owned Small Businesses (JAN 2023) VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certification of Compliance for Services and Construction. (JAN 2023) (DEVIATION) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018). This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices. All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Kyle Cipra at Kyle.Cipra@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 Cost Schedule, Technical Capability, and Past Performance. This contract/purchase order will consist of an estimated base plus four option year period of performance: 01/14/2025 01/13/2030. The award will be made to the quote 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. There will be no inquiries addressed for this solicitation. Submission of your RFQ response offer shall be received not later than December 17, 2024, 1000 MST at kyle.cipra@va.gov only. Subject line shall include RESPONSE TO RFQ 36C26225Q0149 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 Kyle Cipra Kyle.cipra@va.gov Attachment One: FAR 52.212-1 ADDENDUM Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB Attachment Four: VAR 852.219-75 SDVOSB Certification