SOLICITATION NOTICE
Z -- Dental vacuum
- Notice Date
- 9/19/2022 1:18:05 PM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 236220
— Commercial and Institutional Building Construction
- Contracting Office
- 246-NETWORK CONTRACTING OFFICE 6 (36C246) HAMPTON VA 23667 USA
- ZIP Code
- 23667
- Solicitation Number
- 36C24622Q1205
- Response Due
- 9/22/2022 10:00:00 AM
- Archive Date
- 10/07/2022
- Point of Contact
- Gordon E Burns, Contracting Officer, Phone: 757-251-4333
- E-Mail Address
-
Gordon.Burns@va.gov
(Gordon.Burns@va.gov)
- Awardee
- null
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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 2022-04 (eff. 01/30/2022). The Network Contracting Office (NCO) 6 Regional Procurement Office (RPO) EAST intends to award a small business firm-fixed price contract for installation of a Dental Vacuum System. The associated North American Industrial Classification System (NAICS) code for this procurement is 236220, Commercial & Institutional building Construction, business size 39.5Mil. Statement of Work The Richmond VA Medical is seeking a qualified contractor to supply and install a Dental Vacuum system. This work is to be completed in the 2022 fiscal year. All interested companies shall provide quotations for the following: Requested item: Installations of a Dental Vacuum System Scope. The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to install a new duplex dental vacuum system. Specific Tasks. Listed in bullet form the specific items required from the contractor, such as parts, labor, coverage hours, response times, guaranteed up time requirements, ETC. Removal of all old equipment. Motors, tanks, electrical wiring. Install new duplex vacuum system tanks, motors, VFD drives wiring. Install all controls and corresponding wiring. Install new piping and exhaust pipe. DEFINITIONS/ACRONYMS: A. Engineering - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's Representative D. PM - Preventive Maintenance Services, which are periodic in nature and are, required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. E. FSE - Field Service Engineer, a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the RICHMOND VAMC premises. F. ESR - Vendor Engineering Service Report, a documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COR signature; indicates COR accepts work status as stated in ESR. RICHMOND VAMC Hunter Holmes McGuire VA Medical Center, located in Richmond, VA J. OEM Original Equipment Manufacture. K. QASP - Quality Assurance Surveillance Plan MAINTENANCE CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA 99) and 70 (NFPA 70), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Richmond VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. HOURS OF SERVICE: A. Normal hours of service are Monday through Friday 8am to 5pm, service to be provided at additional times as requested by the COR. A minimum of 24 hours notice will be provided. Requested service time is the hour expected and explicitly explained by RICVAMC representatives, by telephone or electronic mail. Electronic mail will be the primary method of communication. Service will be performed during normal hours of coverage unless requested or approved by COR. B. Federal Holidays observed by the VAMC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day SERVICE MANUALS/TOOLS/EQUIPMENT The RICHMOND VAMC shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall provide all tools, test equipment, service manuals, and/or service diagnostic software. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, diagnostic software, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the RICHMOND VAMC Engineering copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the RICHMOND VAMC Biomedical Engineering copies of the latest version(s) of all technical documentation and licensing agreements, which shall include operational and service manuals, schematics, diagnostic software, and parts lists. RICHMOND VAMC Engineering shall have access to the same operation, service, and documentation as the OEM's FSE. Contractor shall provide to the RICHMOND VAMC Biomedical Engineering OEM Service Bulletins for the equipment listed in Part I. DOCUMENTATION/REPORTS:, At the completion of each service call (scheduled or unscheduled), Contractor/FSE shall provide a detailed Engineering Service Report (ESR). The ESR shall, at a minimum, document the following information legibly and in complete detail: Name of contractor and contract number. Name of the FSE performing services. Contractor Service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. Identification of equipment to be serviced: I.D. number, Manufacturer's name, device name, model number, serial number, and any other Manufacturer's identification numbers. Description of problem reported by Biomedical Engineering. Signatures: FSE performing services described. Authorized VA Employee who witnessed service described. Any additional charges claimed must be approved by Engineering before service has commenced. REPORTING REQUIREMENTS: Contractor shall be required to report to Engineering to check in. This check in is mandatory. The FSE shall check out with Engineering and submit the ESR(s) to Engineering. All ESR shall be submitted to Engineering for an ""acceptance signature"". If Biomedical is unavailable, a signed, authorized copy of the ESR will be sent to Engineering. VA Engineering Contact Person(s): COR or Dane Friedman by phone at 804-675-5951 or in Location (Room Number/Building): 2K-137. The contractor shall provide the COR telephone number(s) to contact the Service Department or FSE. PAYMENTS AND ADDITIONAL CHARGES BILLING: The contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract. Payments will only be made for actual services rendered. The contractor shall submit the invoice and all supporting documentation monthly in arrears covering the services performed under this contract. Electronic Invoice Submission: In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Service Center (VAFSC). VASFC has partnered with OB10 e-Invoicing network for submission of all electronic invoices to the VA. OB10 electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with OB10 by submitting an email to VA.Registration@ob10.com or calling 1-877-752-0900 (Option 2) for enrollment. Subsequent changes or corrections shall be submitted by separate invoice and associated forms as outlined. The invoices must include: Invoice Date Contract Number and 1358 Order Number Name and Address of Contractor REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts CONDITION OF EQUIPMENT: Contractor shall accepts responsibility for the equipment described in Part I in ""as is"" condition. Failure to inspect the equipment prior to contract award will not relieve Contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Part I. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed in Part I unless otherwise approved by the COR and CO. The FSE shall be authorized by Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSE. Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSE for each make and model Contractor services at the RICHMOND VAMC. The CO may authenticate the training requirements, request training certificates or credentials from Contractor at any time for any personnel who are servicing or installing any RICHMOND VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the RICHMOND VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. TEST EQUIPMENT: Prior to commencement of work on this contract, Contractor shall provide the RICHMOND VAMC with a copy of the current calibration certification of all test equipment to be used by the Contractor on RICHMOND VAMC equipment. This certification shall also be provided on a periodic basis when requested by the RICHMOND VAMC. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: Contractor FSE shall wear visible identification at all times while on the premises of the RICHMOND VAMC. It is the responsibility of Contractor FSE to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The RICHMOND VAMC will not invalidate or make reimbursement for parking violations of Contractor s FSE under any conditions. Smoking is prohibited inside any buildings at the RICHMOND VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. INSURANCE: Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence unless otherwise approved by the CO and COR. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000 unless otherwise approved by the CO and COR. EQUIPMENT MODIFICATIONS/UPGRADES/UPDATES: Equipment modifications are divided into two kinds; 1) Normal functional improvements that assure that the equipment is operating at the peak of performance and 2) Enhancing improvements are optional improvements that change the equipment s original design to allow for supplementary or additional functions. Normal functional improvements shall be provided at no cost to VA within six (6) months after each version is released. Installation shall be done at no additional cost to the government during normal working hours, unless requested by the COR. Enhancing improvements are optional to VA. If the COR has determined that VA requires such enhancing improvements, it shall be considered outside of the scope of this contract and processed as a separate procurement. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR must receive notice at least five (5) full business days in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training. Performance Monitoring The vendor will submit service documentation to the COR for proof of work completed. The COR will inspect the work to ensure that the vendor is meeting the standards of the contract and the Quality Assurance Surveillance Plan (QASP). Place of Performance. Hunter Holmes McGuire VAMC 1202 Broad Rock Blvd. Richmond, VA 23249 FOB Point: Destination IAW FAR 52.252-1/52.252-2 and VAAR 852.1, the following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR) clauses and provisions are applicable to this acquisition and are available for view at: https://www.acquisition.gov/content/regulations The following solicitation provision apply to this acquisition: 52.212-1 Instructions to Offerors- Commercial Items (JUN 2021) Addendum to 52.212-1 Instructions to Offerors-Commercial Items (JUN 2020) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-24 Representation Regarding Certain Telecom and Video surveillance Services or Equipment (NOV 2021) 52.212-2 Evaluation-Commercial Items (NOV 2021) (a) VA will compare quotes and select the product/service that represents the best benefit to the Government to fulfill the requirement based on the judgment of the contracting officer and VA users. (a) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation and will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price, delivery, and completeness of spreadsheet submission. 52.212-3 Offeror Representations and Certifications Commercial Items (NOV 2021) 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 Items. If paragraph (j) of the provision is applicable, a written submission is required. (End of Provision) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (NOV 2021) applies to this acquisition. Addendum to FAR clause 52.212-4, Contract Terms and Conditions Commercial Items (Jan 2017): FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JUL 2021 DEVIATION) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-13 System for Award Management (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.211-,6 Brand Name or Equal (AUG 1999) 52.212-3 Offerors Representations and Certifications Commercial Items (FEB 2021) 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020)) 52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (OCT 2021) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business (NOV 2021) 852.211-72 Technical Industry Standards (NOV 2018) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) 852.203 70 Commercial Advertising. 852.232 72 Electronic Submission of Payment Requests. 852.270 1 Representatives of Contracting Officers 852.219-78 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (SEP 2021) (DEVIATION) 852.242-71 Administrative Contracting Officer (OCT 2020) 852.247-73 Packing for Domestic Shipment (OCT 2018) BASIS FOR AWARD: 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. The following are the decision factors: Price, delivery, and completeness of spreadsheet submission. The award will be made to the response most advantageous to the Government. All quoters shall submit the following: The best technical and price terms quote; The name, address, and telephone number of the quoter; A technical description of the item being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; Price and any discount terms; Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for a minimum of 30 calendar days from the date specified for receipt of offers; Authorized distributor letter or other documents from the OEM or by an intermediary distributor authorized by the OEM Award will be based upon the lowest priced technically acceptable quote. 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. Submission of your response shall be received no later than 1300 on September 22, 2022. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All quotes shall be sent to the Contracting Officer Gordon Burns at gordon.burns@va.gov. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer.
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