Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JUNE 01, 2023 SAM #7856
SOLICITATION NOTICE

J -- 603-23-2-115-0027

Notice Date

5/30/2023 8:44:44 AM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

811210 —
 

Contracting Office

249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
 

ZIP Code

37129
 

Solicitation Number

36C24923Q0272
 

Response Due

6/30/2023 9:00:00 AM
 

Archive Date

07/30/2023
 

Point of Contact

Diane E Ziegler, Diane Ziegler, Phone: 615-225-6479
 

E-Mail Address

diane.ziegler@va.gov
(diane.ziegler@va.gov)
 

Awardee

null
 

Description

COMBINED SYNOPSIS/SOLICITATION General Information Action Code: Combined Synopsis Solicitation Document Type: Request for Quotations (RFQ) RFQ Number: 36C24923Q0272 Posted Date: June 1, 2023 Response Date: June 30, 2023 @ 11:00AM CT Classification Code: J065 Set Aside: 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside NAICS Code: 811210 Contracting Office Address Network Contracting Office 9 ATTN: Diane Ziegler Department of Veterans Affairs Contracting Office, Suite 400 1639 Medical Center Parkway Murfreesboro, TN 37129 (615) 225-6479 diane.ziegler@va.gov (i) This is a combined synopsis/solicitation for commercial services 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. (ii) This solicitation is issued as a request for quotations (RFQ) # 36C24923Q0272. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-01 VAAR Update 2008-34 and Acq Policy Flash thru 23-06 and 52.212-5 FACs 2023-01 effective 12-30-2022 and Acq Policy Flash 23-06. (iv) This procurement is a 100% Service Disabled Veteran Owned Small Business Set-Aside. The associated North American Industrial Classification System (NAICS) code for this requirement is NAICS Code 811210 Electronic and Precision Equipment Repair and Maintenance ($34 Million) SBA Size Standard. Business size status shall be listed and verified with the US Small Business Administration's ""Veteran Small Business Certification (VETCert)"" at https://veterans.certify.sba.gov , at the time of quote submission and award. (v) This is a service contract to provide Endoscope Repair and Maintenance Services. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. (vi) The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Quoters Commercial Items (Addendum attached) 2. FAR 52.212-2, Evaluation-Simplified Acquisition Procedures 3. FAR 52.212-3, Offerors Representations and Certifications Commercial Items (www.sam.gov registration is required to be complete at time of submission of response) (vii) The following clauses are applicable to this acquisition: FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services and any addenda to the clause. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services and regarding which, if any, of the additional FAR clauses cited in the clause are applicable to this acquisition. (viii) Quotes are due June 30, 2023, by 11:00 AM CT. Quotes shall be submitted via email to: diane.ziegler@va.gov . Quotes received after this date and time will be considered late in accordance with FAR Provision 52.212-1 and will not be evaluated unless the Contracting Officer determines the late quote will be accepted IAW FAR 52.212-1(f)(2)(i)(A-C). Instructions are listed on pages 7-10. Quoters shall review the below Statement of Work (SOW) and provide pricing using the following Price/Cost Schedule. PRICE/COST SCHEDULE Base Year 08/01/2023 through 07/31/2024 CLIN DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 Repair and refurbish medical Rigid and Flexible Endoscopes as detailed in the Statement of Work. 12 MO Option Year 1 08/01/2024 through 07/31/2025 CLIN DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 1001 Repair and refurbish medical Rigid and Flexible Endoscopes as detailed in the Statement of Work. 12 MO Option Year 2 08/01/2025 through 07/31/2026 CLIN DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 2001 Repair and refurbish medical Rigid and Flexible Endoscopes as detailed in the Statement of Work. 12 MO Total Price Base + Options STATEMENT OF WORK (SOW) Endoscope Repair and Maintenance Services SCOPE: The contractor shall provide instrumentation service, repair, parts, labor, shipping and handling for repair and maintenance, such as but not limited to: sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, etching, and replacing parts of various Karl Storz and Olympus individual medical rigid and flexible endoscopic equipment for the Robley Rex Veteran Administration (VA) Medical Center located at 800 Zorn Avenue, Louisville KY 40206. All equipment shall be maintained in proper operating conditions as specified by the Original Equipment Manufacturer (OEM) specifications. CONTRACT PERIOD: The anticipated contract term is 08/01/2023 through 07/31/2024 with 2 (Two) one-year ordering periods. Each ordering period will be renewed at the discretion of the Federal Government. Base year: 08/01/2023 through 07/31/2024 Option One: 08/01/2024 through 07/31/2025 Option Two: 08/01/2025 through 07/31/2026 QUALIFICATIONS: The vendor shall provide parts and services in a capacity that serves in accordance with no less than the following standards: Parts and Services at the repair facility must meet, or exceed the guidelines of the OEM, the Food and Drug Administration (FDA), and other regulating industry standards International Organization for Standardization (ISO) 9001,13485). Other Certifications and standards such as Certified Board for Sterile Processing and Distribution (CBSPD), International Association of Healthcare Central Service Materiel Management (IAHCSMM), and Certified Registered Central Service Technician (CRCST) are also to be considered. Parts and Materials must meet United States Pharmacopeia (USP) Class VI requirements for Medical grade use and be free of Latex, Mercury, Lead, Cadmium, Carcinogens, Polyvinyl Chlorides (PVC), Di(2-ethylhexyl)phthalate (DEHP), Poly Butylene terephthalate s (PBT), Chlorine, and Volatile Organic Compounds (VOCs). Parts and Materials must be compatible for sterilization in Autoclaves, Peroxide Sterilizers, and Medivator® Scope Washers. Technicians shall be trained and certified to complete all repairs in accordance with ISO 13485:2016 and American Society for Quality. Representatives shall be Health Care Industry Representatives (HCIR) certified and certified in Association of periOperative Registered Nurses (AORN) Operating Room (OR) Protocol and Exposure to Blood borne Pathogens. Technical Vendor to provide repair services for: Olympus, Karl Storz flexible and rigid scopes Surgical devices including cameras such as ophthalmic instruments, ultrasound probes, surgical drills, saws, drivers Other common devices that the vendor has capabilities to repair Vendor shall provide repair service not limited to repair and parts replacement in accordance with Original Equipment Manufacturer (OEM) and FDA standards. Vendor shall provide repair parts that meet OEM criteria for quality standards (procuring from OEM distributors or from OEM directly). Vendor shall borescope all scopes prior to and after completion of repairs Vendor shall provide scope loaner program with next day (24 hour) loaner services Vendor shall offer Certified Pre-Owned device Trade-In Program Vendor shall provide computerized tracking system for items serviced, repaired and shipping services Vendor shall provide local representative available within 50 mile radius to customer s service location. Vendor shall provide availability for training, refresher training and opportunity for Continuing Education Units (CEU)s SERVICES TO BE PROVIDED: Evaluation/Estimates for repair services: Equipment shall be picked up by the vendor or sent to the vendor to be evaluated. Evaluations are to be conducted and a quote for repair sent. No charges shall be assessed against the contract during the evaluation. Evaluations shall be conducted timely with a quote for repair sent to Robley Rex within 24 to 48 hours, based on complexity of repair needed. Evaluations shall be conducted at no charge to the government. Evaluations shall include testing to check all major and minor systems, including borescope testing of the inlet channel Quotes shall issue post evaluation detailing all required parts and services required for repair including evaluation test results and recommended corrective actions. If the Equipment is deemed non-repairable, it shall be returned with proper documentation stating evaluation test results and reasoning behind inability to repair. Quotes shall be sent via email to VHALOUHTM@VA.GOV. Work shall not commence post evaluation until proper written authorization has been provided from Robley Rex to commence repair. Repair: Repairs shall be performed in accordance with but is not limited a referenced Repair List Schedule. This scheduled is not an exhausted list of all repairs but all types of repairs shall be covered under contract price schedule. Any modifications to the quoted repairs should be communicated to the VA organization for prior approval, unless the repair is minor or cosmetic in nature. Repairs shall be conducted in manner that meets or exceeds OEM requirements. Repaired equipment shall be returned cleaned in a fashion considered safe to handle . Parts and Materials utilized in the repairs must meet USP Class VI requirements for medical grade use and be free of Latex, Mercury, Lead, Cadmium, Carcinogens, PVC, DEHP, PBT s, Chlorine, and VOC s. Parts and Materials utilized in the repairs must be compatible for sterilization in Autoclaves, Peroxide Sterilizers, and Medivator® Scope Washers. Repair technicians shall be trained and certified to complete all repairs in accordance with ISO 13485:2016 and American Society for Quality. Representatives shall be HCIR certified and certified in AORN OR Protocol and Exposure to Blood borne Pathogens. Documentation detailing the work completed shall be provided with the equipment, to include the identity of the equipment (including make model, serial), work completed (description, and associated pricing code), and any associated dates. Service reports shall be included either in the box with the equipment, handed directly to the technician with the equipment at the time of delivery, and/or emailed to vhalouhtm@va.gov . Billing/Invoicing: Invoicing instruction is provided in the final contracting documentation. Liability for the balance of the contracted purchase falls to the government entity and as such must ensure funding is monitored and maintained to ensure availability to the vendor. If funding is to become unavailable. It is the responsibility of the Contracting Officer s Representative (COR) to notify the vendor prior to the commencement of any further work until either additional funding is approved or work is completely stopped. Modifications: Modifications to the contract must be approved through the COR prior to implementation and approved by the Contracting Officer. Modifications should include the type of modification required, a justification, and a modification date. Requests for a modification to the current contract are not a guarantee the modification will be approved. SPECIAL INSTRUCTIONS: Contractor Check-In: The contractor shall wear visible identification at all times while on the premises of the Robley Rex VA Medical Center, displaying name and company identification. Visits should be coordinated through SYMPLR (Vendor Credentialing & Visitor Management System) Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report to the Biomed Department, indicating the date of service, the model, serial number, and location of equipment serviced; the name of the representative, and the services performed, and parts replaced. The reports shall be included with the serviced equipment or hand delivered with the equipment. An electronic copy may be emailed to the Biomedical Engineering Point of Contact within 72 hours of service(s) being performed at VHALOUHTM@VA.GOV . SECURITY/PRIVACY: Information Security: Information Security protocols do not apply. Equipment related to this contract are not networked and associated data shared between the Government and the Vendor are not considered protected information. Privacy: Information shared between the Government and the vendor at no time relates to Protected Health Information (PHI) or Protected Health Information (PII). Traceability is only related to the device itself. Exclusions: N/A TERMS AND CONDITIONS: User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. Exclusions: N/A VALUE ADDED SERVICES (NOT REQUIRED, DESIRABLE) Education In-services and presentations for all aspects of equipment management and care/handling. All presentations are provided at no-cost and equate to one Continuing Education Units (CEU) credit for professionals in the Central Sterile Department. Customized training is available Proactive Maintenance Inspections Inspections provides a no-cost full evaluation of the Customer s inventory. The Preventative Maintenance Instruction (PMI) increases patient safety, minimizes case delays and cancellations, increases equipment uptime, and increases the useful life of your valuable equipment, helping to avoid costly repairs. Instrument Workload Planner- Web Interface utilizes a measurement tool which monitors repair services performed on your instrument set inventory. It is easily accessed and functions on a real-time schedule to guarantee consistent up-to-date information. The workload planner is used to establish a service interval for all instrument trays in your inventory. This provides a service rotation that is set with clinical input and fits within your budget. It also assists in compliance with Center for Medicaid Services (CMS): Alternative Equipment Maintenance guidelines to reduce the rise of regulatory citations. (End of Statement of Work) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far This requirement is exempt from the Service Contract Labor Standards statute in accordance with FAR 22.1003-4(c)(1)(ii). INSTRUCTIONS TO QUOTERS Submitting your quote: Submit your company s quote by email the address specified on page 1 of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats (8 Megabyte File Size Limitation) and with Subject RFQ 36C24923Q0272 response . Vendors shall submit only one quote. If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable. Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1. We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day. All interested Parties are hereby advised that the Government shall not be responsible for late submissions, wi-fi/server interruptions related to the submission of a quote. It shall be the responsibility of each quoter to confirm receipt of quote with the Contracting Officer at the time of submission or prior to the close of the solicitation. Terms and content of your quote: Quotes must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below. Information to be submitted: The following information is required on your quote: 1. RFQ Number: 36C24923Q0272 2. CONTRACTOR ________________________________________ (Contractor s Name) 3. ADDRESS ________________________________________(Street-City-State-Zip) 4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email) 5. SAM UEI NUMBER ________________________________________ 6. All quotes shall include a statement regarding the terms and conditions herein as follows: ""The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."" OR ""The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"" 7. Provide a statement that your company s Offeror Representations and Certifications are complete in SAM.gov. 8. ACKNOWLEDGMENT OF AMENDMENTS: The quoter acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows: AMENDMENT NO DATE Add rows as needed. The above amendment section must be filled-out in the event that an Amendment(s) is sent to the quoter or posted to www.sam.gov and must be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote. Award will be made to the quote determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible quoters may submit quotes. All quoters must be registered in System for Award Management (SAM) at https://www.sam.gov at time quotes are due to be considered for an award of a federal contract. Registration must be complete and not missing any elements such as representations and certifications. To be eligible for this SDVOSB total set-aside your company s registrations shall include the appropriate NAICS code. The Network Contracting Office 9 intends to award a Blanket Purchase Agreement for Endoscope Repair and Maintenance Service at the Robley Rex VA Medical Center, 800 Zorn Ave. Louisville KY 40206. The base Period of Performance (POP) is 08/01/2023 through 07/31/2024, with 2 (two) 1-year options. All questions regarding this RFQ must be in writing and may be sent by e mail to diane.ziegler@va.gov . VENDOR QUESTIONS: Questions must be received no later than 06/08/2023 @ 11:00am CT. No further questions will be accepted after that date and time. ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 06/15/2023 5:30pm CT. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer by email. To be considered for this award the Contractor must provide the following: TECHNICAL Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work. The government requirements for technical evaluations are as follows Vendor to provide repair services for: Olympus, Karl Storz flexible and rigid scopes Surgical devices including cameras such as ophthalmic instruments, ultrasound probes, surgical drills, saws, drivers Other common devices that the vendor has capabilities to repair Vendor shall provide repair service not limited to repair and parts replacement in accordance with Original Equipment Manufacturer (OEM) and FDA standards. Vendor shall provide repair parts that meet OEM criteria for quality standards (procuring from OEM distributors or from OEM directly). Vendor shall borescope all scopes prior to and after completion of repairs Vendor shall provide scope loaner program with next day (24 hour) loaner services Vendor shall offer Certified Pre-Owned device Trade-In Program Vendor shall provide computerized tracking system for items serviced, repaired and shipping services Vendor shall provide local representative available within 50 mile radius to customer s service location. Vendor shall provide availability for training, refresher training and opportunity for Continuing Education Units (CEU)s Vendor shall be Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) PAST PERFORMANCE Vendors submitting a quote shall be regularly established in the business of providing the services identified in the Statement of Work and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract. Vendors submitting a quote shall provide three (3) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last 3 (three) years. Relevant is defines as work similar in scope of the work described in the Statement of Work. Contract: Start Date of Contract: End Date of Contract: Reference s Name and Phone Number: Type of work performed & product used: PRICE Offerors are requested to complete and return Price/Cost Schedule located on pages 3 of this RFQ. EVALUATION The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered, reference FAR 13.106-2(b)(3). The following factors shall be used to evaluate quotes: Price Technical Past performance Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3. Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quote within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Point of Contact: Diane Ziegler (615) 225-6479 diane.ziegler@va.gov
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/bc7cd73f1ae44ec883baa0b9e837b63a/view)
 

Place of Performance

Address: Robley Rex VAMC 800 Zorn Ave, Louisville 40206

Zip Code: 40206
 

Record

SN06697449-F 20230601/230530230115 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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