Federal contract opportunity VA25913R0445 for medical laboratories at VA Rocky Mountain Consolidated Contracting Center Department of Veterans Affairs.
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA-259-13-R-0445 and is hereby issued as a Request for Proposal (RFP). The VISN 19 Rocky Mountain Acquisition Center, NCO 19, 4100 E Mississippi Ave. Glendale, Colorado 80246, on behalf of the VA Eastern Colorado Health Care System, Denver, Co 80220, , has a requirement for the following services: A base period of one year and four 1-year possible options for Bacterial Testing for the Renal Dialysis Unit. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-64 effective January 18, 2013. The North American Industry Classification System (NAICS) code is 621511-Medical Laboratories and the Small Business Size Standard is $13.5 million. This procurement will be a 100% Small Business Set-Aside. Women owned, service disabled veteran owned, veteran owned and small disadvantaged businesses are strongly encouraged to submit quotes. The Government intends to issue a firm fixed price contract or multiple awards to the responsible Offeror's whose proposal technically acceptable conforms to the solicitation. Only technically acceptable offers will be considered. The Government intends to evaluate offers and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items. Provide a price quote for each of the following CLINS and total price (fill in the blanks). PRICING FOR: SCHEDULE FOR BACTERIAL TESTING BASE YEAR : TBD at time of award CLIN# DESCRIPTION OF SERVICES EST. QUANTITY UNIT UNIT COST TOTAL COST 0001 DIALYSATE Test 240 Each 0002 DDS Water Test 240 Each 0003 DDS Source Test 240 Each 0004 Water 240 Each Base Year Total: OPTION YEAR 1 : TBD at time of award CLIN# DESCRIPTION OF SERVICES EST. QUANTITY UNIT UNIT COST TOTAL COST 1001 DIALYSATE Test 240 Each 1002 DDS Water Test 240 Each 1003 DDS Source Test 240 Each 1004 Water 240 Each Option Year 1 Total: OPTION YEAR 2: TBD at time of award CLIN# DESCRIPTION OF SERVICES EST. QUANTITY UNIT UNIT COST TOTAL COST 2001 DIALYSATE Test 240 Each 2002 DDS Water Test 240 Each 2003 DDS Source Test 240 Each 2004 Water 240 Each Option Year 2 Total: OPTION YEAR 3 : TBD at time of award CLIN# DESCRIPTION OF SERVICES EST. QUANTITY UNIT UNIT COST TOTAL COST 3001 DIALYSATE Test 240 Each 3002 DDS Water Test 240 Each 3003 DDS Source Test 240 Each 3004 Water 240 Each Option Year 3 Total: OPTION YEAR 4 : TBD at time of award CLIN# DESCRIPTION OF SERVICES EST. QUANTITY UNIT UNIT COST TOTAL COST 4001 DIALYSATE Test 240 Each 4002 DDS Water Test 240 Each 4003 DDS Source Test 240 Each 4004 Water 240 Each Option Year 4 Total: STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Water Testing for Renal Dialysis at Denver VA Medical Center Dialysis Unit, Denver, CO 80220. 2. Scope of Work: The contractor shall provide the essential supplies necessary for the preparation and transportation of all water specimens from the Denver VA Medical Center Dialysis Unit to be tested by the laboratory. The laboratory will deliver the supplies yearly to the Dialysis Unit of the Renal Section in the Department of Medicine at the Department of Veterans Affairs, Eastern Colorado Healthcare System (ECHCS), 1055 Clermont Street, Denver, CO 80220. 3. Background: The VA is required to monitor water and dislysate used in the Renal Dialysis Unit. The purpose of this testing is to avoid potential contamination of the water system which could result in the infection of every patient on dialysis. The water system is specialized, but it is used in the dialysis machines which access patient's circulatory systems in order to accomplish dialysis. A contamination of the water system would be catastrophic and infect those patients resulting in serious morbidity. The following is a requirement of the Joint Commission: AAMI (Association for the Advancement of Medical Instrumentation) RD-52 states that dialysate be tested for bacteria monthly. The level of bacteria that should be met is the same as that of the water system. Also, the EPA, APHA and AWWA set standards for dental unit water lines. 4. Performance Period: The period of performance will be one base year and four (4) one-year option years. The base year period of performance will begin upon contract award. Base year: TBD at time of award, option years follow base award. Base Year: TBD at time of award Option Year 1: TBD at time of award Option Year 2: TBD at time of award Option Year 3: TBD at time of award Option Year 4: TBD at time of award 5. Type of Contract: The Government intends to award a Firm-Fixed-Price contract, in accordance with FAR Subpart 16.202-2. 6. Hours of Coverage: Normal hours of coverage are Monday through Friday from 7:00 a.m. to 7:00 p.m., excluding the federal holidays listed as follows: Federal Holidays: New Year's Day Dr. Martin Luther King Jr's Birthday Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day Any other day specifically declared a National Holiday by the President of the United States When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a post award meeting or has advised the contractor that a post award meeting is waived. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 1. The service shall include the Contractor providing laboratory testing to monitor water and dialysate in accordance with industry accepted procedures applicable to such laboratory services and pursuant to manufacturer standards. 2. Multiple samples may be taken at one time which will constitute a batch. Batch size may vary from month to month, with 70-80 samples per month (35-40 samples every other week) being the average. 3. VA personnel will arrange for transportation of the refrigerated samples to the Contractor. 4. The Contractor shall perform all bacterial water tests under this Contract in accordance with industry accepted procedures applicable to such laboratory services and pursuant to manufacturer, standards, which include: Dialysate, DDS Water, DDS Source, and Water. 5. The Contractor shall conduct testing for total bacteria count (CFU). 6. The required medium the Contractor will use is TGEA, Reasoner's agar #2, or another media that will provide equivalent results. 7. Plates must be incubated at 17-23 degrees C for 7 days. 8. When a positive test is encountered, the Contractor shall contact the point of contact immediately at the VA so a STAT sample can be taken and delivered to the Contractor for immediate re-test for confirmation of the positive test result. 9. Normal test results shall be reported to the VA within 48 hours of results. D. GOVERNMENT RESPONSIBILITIES 1. VA personnel will take samples of the water and dialysate periodically throughout the month and will refrigerate the samples immediately. 2. VA personnel will be responsible for shipping/sending the samples to the laboratory. GOVERNMENT PRIMARY POINTS OF CONTACT (POC's): Submit offers or any questions to the primary POC Ronnie R. Jones 303-603-3254 or email: Ronnie.Jones@va.gov and Ian.Boettcher@va.gov DEADLINES: Submit questions and offers to the primary POC. All questions or requests for information must be in writing and are due by COB on March 22, 2013. It is acceptable to submit proposals by email NLT March 27, 2013 @ 4:00 P.M. MST. OTHER PERTINENT SUBMISSION INFORMATION: The proposal must list the Company name, address, DUNS number, CAGE code, Federal TIN, and point of contact to include phone number and email address. If you need to obtain or renew a DUNS number or CAGE code, please visit www.SAM.gov. Also, in order to be eligible for the award the company must be registered in SAM. Please send RFP to: Ronnie.Jones@va.gov and Ian.Boettcher@va.gov PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil): The provision at 52.212-1 Instructions to offerors- Commercial applies to this acquisition 52.212-2 Evaluation-Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, technical, past performance and price considered. The following factors shall be used to evaluate offers: BASIS OF AWARD: 1) The government intends to issue a firm fixed price contract or multiple awards to the responsible Offeror whose proposal conforms to the solicitation evaluation factors. EVALUATION FACTORS FOR AWARD: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the Offer that meets the technical aspects of the solicitation. Competing offeror's technical aspects will be evaluated as significantly more important than past performance and price considerations. The lowest price proposal may not necessarily be selected; likewise, the proposal receiving the highest technical rating may not necessarily be selected. Offerors who propose to perform the work for an unrealistically low price will not be considered for award. Where applicable, the techniques and procedures described under FAR 15.404-1 will be the primary means of assessing proposal reasonableness. An offeror's proposal shall represent the offeror's best efforts to respond to the solicitation. By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. All such offers shall be treated equally except for their prices and performance records. Failure to meet a requirement may result in an offer being determined technically unacceptable.Offeror's must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows: A. Technical: Technical can be measured by the offeror's ability to perform requirements to meet technical, specifications, contract terms and conditions, and all local, state, and federal regulations as related to performing projects. B. Past Performance Confidence Assessment: 1) Past Performance, the offeror shall provide relevant performance information on all offerors based on (1) the past and present references provided by the offeror and (2) data independently obtained from other government and commercial sources as well as questionnaires. Relevant performance includes performance of efforts involving contracting support that is similar or greater in scope, magnitude and complexity than the effort described in this solicitation. Past Performance that does not meet the recency requirement, will be excluded from evaluation. 2) Past performance will address areas pertaining to the following attributes to which an assessment will be made: 3) Quality: The quality of work can be measured by how well the offeror conformed to or met contract requirements, specifications and standards of good workmanship (e.g. commonly accepted technical professional, environmental, or safety and health standards.) . TABLE 1- PERFORMANCE CONFIDENCE ASSESSMENTS Rating Description SUBSTANTIAL CONFIDENCE Based on the offeror's performance record, the government has a high expectation that the offeror will successfully perform the required effort. SATISFACTORY CONFIDENCE Based on the offeror's performance record, the government has an expectation that the offeror will successfully perform the required effort. LIMITED CONFIDENCE Based on the offeror's performance record, the government has a low expectation that the offeror will successfully perform the required effort. NO CONFIDENCE Based on the offeror's performance record, the government has no expectation that the offeror will be able to successfully perform the required effort. UNKNOWN CONFIDENCE No performance record is identifiable or the offeror's performance record is so sparse that no confidence assessment rating can be reasonably assigned. 4) Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will be considered as highly as past performance information for the principal offeror. Offeror's with no relevant past or present performance history shall receive the rating ?Unknown Confidence, meaning the rating is treated neither favorably nor unfavorably. 5) In evaluating past performance, the Government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this RFP. For each effort evaluated, a relevancy determination of the offeror's present and past performance, including joint ventures, subcontractors and/or teaming partners, will be made. In determining relevancy for individual contracts, consideration will be given to the effort, or portion of the effort, being proposed by the offeror, teaming partner, or subcontractor whose contract is being reviewed and evaluated. Relevancy will be assessed for contracts that are most similar to the effort, or portion of the effort, for which that contractor is being proposed, and may contribute to an overall higher relevancy determination for the offeror. The Government is not bound by the offeror's opinion of relevancy. The following relevancy definitions apply: VERY RELEVANT: Past/present performance programs involved essentially the same magnitude of effort and complexities this solicitation requires. RELEVANT: Past/present performance programs involved much of the magnitude of effort and complexities this solicitation requires. SOMEWHAT-RELEVANT: Past/present performance programs involved some of the magnitude of effort and complexities this solicitation requires. NOT RELEVANT: Past/present performance programs did not involve any magnitude of effort and complex. 6) Recent past performance is defined as past performance on contracts within the last three years from the issue date of this solicitation. Past performance for contracts exceeding the timeframe for this definition of recency will be excluded from evaluation. 7) If the lowest priced evaluated offer is judged to have a ?Substantial Confidence? performance rating, that offer represents the best value for the government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers. (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. Offeror to include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items, Offeror must submit a completed copy of this provision with its proposal for the proposal to be considered. See https://orca.bpn.gov/ for online submittal); The clause at 52.212-4, Contract Terms and Conditions--Commercial Items; applies to this acquisition with following addendum: The following FAR clauses apply to this solicitation and are incorporated in full text: 52.217-8- Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 calendar days. (End of Clause) 52.217-9 -- Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 15 calendar days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 calendar days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months. (End of Clause) 52.232-18-Availabilty of Funds (Apr 1984) Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. (End of Clause) 52.232-19- Availability of Funds for the next Fiscal Year (Apr 1984) Funds are not presently available for performance under this contract beyond September 30, 2013. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 each Fiscal Year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) The following FAR clauses apply to this solicitation and are incorporated by reference: 52.216.-18-Ordering (Oct 1995), 52.216-19- Order Limitations (Oct 1995) The following VA Acquisition Regulation (VAAR) clause applies and is incorporated in full text: VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor (End of Clause) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Utah. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (Nov 2012) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Designated agency office has the meaning given in 5 CFR 1315.2(m). (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests. (4) Invoice payment has the meaning given in FAR 32.001. (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following: (1) VA's Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats. (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for: (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. . (End of Addendum to 52.212-4) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items applies to this acquisition, the following clauses apply: FAR 52.204-10 Reporting Executive Compensation & First Tier Subcontracts Awards (FEB 2010), FAR 52.222-3, Convict Labor (JUN 2003), FAR 52.222-19 Child Labor- Cooperation with Authorities and Remedies(MAR 2012), FAR 52.222-26, Equal Opportunity (MAR 2007), FAR 52.222-35, Equal Opportunity for Veterans,(SEP 2010), FAR 52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010), FAR 52.222-37, Employment Reports on Veterans(SEP 2010), Far 52.222-41 Service Contract Act of 1965 (NOV 2007), FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011), FAR 52.232-34 Payment By Electronic Funds Transfer-other than Central Reference,