Small Business Set-aside - Service Agreement for Zeiss Optometry Equipment for Clinton and El Reno IHS

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice.  This announcement constitutes the only solicitation; quotations are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ) # 246-24-Q-0066.  Submit only written quotes for this RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03. This solicitation is a 100% Small Business set-aside. The associated NAICS code is 811210 with a Small Business Standard size of $34M.

PERIOD OF PERFORMANCE:        BASE YEAR: 04/01/2024 – 03/31/2025

                                                                OPTION YEAR 1: 04/01/2025 – 03/31/2026

                                                                OPTION YEAR 2: 04/01/2026 – 03/31/2027

                                                                OPTION YEAR 3: 04/01/2027 – 03/31/2028

Vendor Requirements:   SEE ATTACHED STATEMENT OF WORK

Submit Quotes no later than: 03/13/2024 11:00 a.m. CST  to the Following Point of Contact (only): Krishna Harriman, Purchasing Agent, via Email: krishna.harriman@ihs.gov.

Evaluation:  FAR 52.212-2 Evaluation – Commercial Products and Commercial Services (NOV 2021):

(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

To be considered technically acceptable, offers/item must meet the following:

• Complete Service Agreement shall include:
  • Preventative Maintenance according to the manufacturer’s guidelines (often once a year), by prior arrangement or in accordance with the maintenance schedule. Including wear and tear parts check according to manufacturer’s guidelines during system inspection and calibration.
  • Technical phone support for technical and application issues and Service hotline with Zeiss personnel incase of an emergency or other issues with Zeiss system.
  • Corrective maintenance to include repair (labor time) to correct an equipment in case of malfunction.
  • Remote Service involving the use of encrypted internet connection to perform activities such as identifying souces of malfunctions, remote support, software updates, etc.
  • Spare parts of instruments are exchanged in order to restore the complete functionality of the device. For this purpose, original Zeiss spare parts are used only.
• Vendor shall provide a signed and dated proprietary letter from manufacturer to provide services on Cirrus 5000 and HFA3 860.
• Personnel qualifications
• Past Performance pertaining to services on Zeiss Cirrus 5000 and HFA3 860 equipment.
• Price for current and out years.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) 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.

(End of provision)

VENDORS SHALL SUBMIT THE FOLLOWING:

*COMPLETED PRICE SCHEDULE – MUST BE COMPLETED FOR CURRENT AND OUT YEARS.

*COMPLETE SERVICE AGREEMENT DETAILS.

*SIGNED AND DATED PROPRIETARY LETTER FROM MANUFACTURER.

*PERSONNEL CERTIFICATION(S)

*3 PAST PERFORMANCE REFERENCES.

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUBMIT DESCRIPTITVE LITERATURE SHOWING HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below.  Terms and conditions other than those stated will not be accepted.  The above pricing is all inclusive. 

PROVISIONS:  The following FAR & HHSAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023); FAR 52.212-3, Offeror Representations and Certifications-Commerical Products and Commercial Services (FEB 2024); FAR 52.222-22, Previous Contract and Compliance Reports (FEB 1999); FAR 52.222-52 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Certification (MAY 2014); HHSAR 352.239-73, Electronic Information and Technology Accessibility Notice (DEC 2015).

 (the offeror should include a completed copy of these provisions with their quote).

CLAUSES:  The following FAR & HHSAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023); FAR 52.212-5 (FEB 2024), Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Products and Commercial Services (to include the following clauses sited):  

FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023); FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020); FAR 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023); FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021); FAR 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020); FAR 52.219-28, Post Award Small Business Program Rerepresentation (FEB 2024); FAR 52.222-3, Convict Labor (Jun 2003); FAR 52.222-21, Prohibition of Segregated Facilities (Apr 2015); FAR 52.222-26, Equal Opportunity (SEP 2016); FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020); FAR 52.222-50, Combating Trafficking in Persons (Nov 2021); FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving (Jun 2020); FAR 52.223-20, Aerosols (Jun 2016); FAR 52.224-3 Privacy Training (Jan 2017); FAR 52.225-13, Restriction on Certain Foreign Purchases (Feb 2021); FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management (Oct 2018); FAR 52.239-1 Privacy or Security Safeguards (Aug 1996); FAR 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (May 2014); FAR 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements (May 2014); FAR 52.217-8 Option to Extend Services (NOV 1999); FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000); HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (DEC 2015), HHSAR 352.223-70, Safety and Health (DEC 2015); HHSAR 352.224-70, Privacy Act (DEC 2015); HHSAR 352.224-71, Confidential Information (DEC 2015); HHSAR 352.232-71, Electronic submission of payment requests (FEB 2022); HHSAR 352.237-75, Key Personnel (DEC 2015);

  The above Provisions and Clauses may be obtained via internet at https://www.acquisition.gov/browse/index/far

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (krishna.harriman@ihs.gov) 

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award.  Please submit the following information with each quote: Vendor Name, Cage Code, UEI number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability.  Failure to provide sufficient technical detail may result in rejection of your quote.