6515--AMA Surgical SVC EyeCubed

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25721Q1274 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular. SET-ASIDE: This requirement is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set-aside. In order to be eligible for award an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids. NAICS Code: 339113 and Size Standard is 1,250. Introduction: The Government intends to award a firm fixed price contract based on this solicitation. Description of Services: Eye Clinic Ultrasound Place(s) of Performance: Amarillo VA Medical Center Optometry Clinic 6010 Amarillo Blvd Bldg 1, Floor 4 West Amarillo, TX 79106 Type of Contract: A Firm Fixed Price Period of Performance: 45 Days ARO EVALUATIONS: Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance with FAR 13.106-2 Evaluation of Quotes. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR 13.106-2(b)(3) Comparative Evaluation. 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 Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory. The Government will issue a contract to the responsible offeror whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government shall award a contract resulting from this solicitation. The following factors shall be used to evaluate offers: Vendor is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB). Vendor must be registered in SAM with applicable NAICS code by the close of solicitation. Technical Approach: The Government will evaluate how the offeror s approach meets the requirements in accordance with the solicitation and Statement of Work and indicates a thorough approach and understanding of the requirements. -Vendor must provide a Letter of Authorization: A letter of authorization is required from the Original Equipment Manufacturer (OEM) stating that contractor is an authorized distributor/reseller of the offered items. -If quoting other than brand name, the contractor shall provide the items spelled out in clause 52.211-6, Brand Name or Equal. Delivery: 45 Days ARO Price: Price will be evaluated independently of the non-price factors. STATEMENT OF WORK PURPOSE: The purpose is to procure a brand name or equal Ellex Eye Cube and peripheral accessories for the Amarillo VA Medical Center. GOVERNMENT FURNISHED RESOURCES: Information Sources. Agency personnel shall be available for technical exchanges. Documentation: Packing list shall include lot numbers, serial numbers and expiration dates of all delivered products and equipment. SECURITY REQUIREMENTS: In reference to VHA Handbook 6500.6 Appendix A, Blocks 6 and 7, the equipment included in this contract does not capture and process ePHI over the hospital network. In reference to VHA Handbook 6500.6 Appendix A, Block 6, the equipment (or service) included in this contract does not involve connection of IT devices to a VA network. Therefore, C&A, SAP, & the following from App C do not apply. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract. During install, training, warranty repair and/or maintenance provided by the contractor, they may have physical administrative access to the equipment included in this contract that capture and process ePHI. If warranty repair is done off-site, all hard drives or other data storage devices will be removed or purged of data, prior to release to contractor. Privacy and HIPAA Focused Training Web-Based (WBT): VA Course No. VA10203 is the official privacy training for VA employees, contractors, and volunteers who have access to protected health information (PHI) in the performance of their official duties or have access to VA systems (e.g. CPRS or VistA Web). All contracted employees will complete this training prior to being granted access to the subject equipment, or to the data therein. The training is available on the VA TMS website at: https:// www.tms.va.gov. Contractor will provide evidence of training to the COR, if requested. The Contractor personnel must follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. The Contractor must obtain all necessary licenses and/or permits required to perform the work, except for software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor must take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 15 of 15 Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 4 of 15 PLACE OF PERFORMANCE/ DELIVERY: The contractor shall provide the following for shipment and delivery of equipment: Timely submission of deliverables are essential to successful completing this requirement. Schedules for deliverables are specified below. WARRANTY: The contractor shall provide the standard 24 month warranty; with an option to purchase an extended warranty of 3-5 years that will cover all parts, labor, supplies, travel costs, and user support at no additional cost to the Government. INSPECTION AND ACCEPTANCE: Only the Contracting Officer (CO) and the Point of Contact (POC) has the authority to inspect, accept or reject all deliverables. All rejected deliverables will be corrected at the contractor s expense with no additional cost to the government The contractor shall provide a complete set of unabridged operator manuals, service manuals, electronic schematics, troubleshooting guides, and parts lists for each piece of equipment which is part of the system procured by the Medical Center. The contractor shall provide a complete set of manufacturer s cleaning guidelines/instruction for each system component that is used. PLACE OF PERFORMANCE/ DELIVERY: On-site delivery team to perform unpacking, uncrating, and removal of packing material, setup and inside delivery to location specified by Point of Contact or delegate. The Contractor shall Install the procurement/item to: Amarillo VA Medical Center Optometry Clinic 6010 Amarillo Blvd. Bldg.1, Floor 4 West Amarillo, TX 79106 HOURS OF OPERATIONS: Delivery shall be scheduled from 7:30 am - 4:00 p.m., Monday through Friday, excluding Federal Holidays. There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday must be observed as a holiday. Similarly, if one falls on a Sunday, then Monday must be observed as a holiday. The other six are set by a day of the week and month: Martin Luther Kings Birthday Third Monday in January Washington s Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Mandatory Check in/out and Removable of Media Scanning: For any services performed on-site the Contractor must, upon arrival at the AMAVAMC, report to the Facility POC to check in before proceeding to the any department and before performing any services. Prior to leaving the medical center, the Contractor must check out with the POC. This check in and check out is mandatory. Upon check in the Contractor must ensure that any removable media is scanned by the Biomedical Engineering Section prior to connecting to any AMAVAMC network, device or system. The Contractor must provide any removable media to Biomedical Engineering staff to perform malware/virus scan checks. The Government will not perform any virus or malware removal on the Contractor s removable media. The Contractor shall be responsible for assessing the Medical Center for all requirement cabling and other equipment needed for installation. The contractor will re-connect the new unit to the existing utilities and perform the start-up check to ensure proper function. The Contractor will consult and coordinate with the in-house engineering group to gain access to restricted areas. All installation plans will be reviewed and signed off on by the project POC and engineering representative. POINTS OF CONTACT: Anastasia Bowen, Administrative Officer (112) Surgical Service Thomas E. Creek VA Medical Center 6010 Amarillo Blvd West Amarillo, TX 79106 O: +1 (555) 000-0000 ext. 4592 C: +1 (555) 000-0000 E: contact@example.gov Stacy Readnour Surgical Program Specialist (112) Surgical Service 6010 Amarillo Blvd. West Amarillo, Texas 79106 O: +1 (555) 000-0000 ext. 7203 E: contact@example.gov Operating Constraints: All installation and implementation work must be completed during regular business hours from 7:30 am - 4:00 p.m., Monday through Friday, excluding Federal Holidays. Amarillo VA Medical Center has discretion to defer/hold any installations if locations are not accessible for the installation process. Specific Tasks: The Contractor must perform the following: The Contractor must attend a Project Kickoff Meeting where the project must be discussed in detail. The meeting will be conducted by conference call and coordinated by the POC within seven (7) days after the contract award. Clinical, Surgical, and Bio-med Staff training is required onsite which will be coordinated by the POC within seven (7) days after the contract award. Salient Characteristics: SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE: Our new Ophthalmologist Surgeon is working on a new eye care program that will benefit our Veterans. This equipment will assist in providing superior care to our Veterans. Ultrasonography s unique imaging capability makes it a critically important diagnostic tool in ophthalmology. High-resolution ultrasound provides the additional benefit that patients can better understand their condition. This is the standard of care outside the VA and with essential features as; Customized Configuration- Customized configuration of A-Scan and B-Scan modes meets needs for both the posterior and anterior segments. 40 MHz UBM B-Scan- mode delivers accurate measurement and evaluation of the iris, angle, and ciliary body, including sulcus-to-sulcus (ICL sizing) and IOL haptic placement. Biometry A-Scan- delivers ultra-precise axial length measurement with faster, easier image acquisition in real-time movie mode. 10 MHz Posterior B-Scan- mode produces the subtlest vitreous echoes, offering unparalleled distinction between the retina, choroid and sclera, as well as the vitreo retinal junction. Standardized Diagnostic A-Scan- enables precision tissue differentiation. Advanced Movie Technology- Also captures movies of up to 20 seconds in duration. Review movies frame-by-frame to reveal greater detail or play them back in full movie mode. High Speed Imaging for Real Time Display- Image acquisition rate of up to 25 frames per second. This speed creates a real time view of detailed ocular activity, including blood cell movement and membrane behavior. Must Meet Electrical Requirement: 100-120v- 50/60 Hz, 4.0A DVD Burner Integre Proscan - Green-Red Table - Total Access Wheelchair Accessible Mobile Accessory - LIO Keeler Lens - Volk Super Quad 160 Digital Imaging and Communications In Medicine Software Service/Schematics Manual Service/Schematics Manual Flat Screen Monitor Keyboard, Mouse And/Or Touch Pad Double Footswitch Dust Cover Operator s Manual Thorough On-Site Complete In-Service Training (Provided At Time Of Installation Standard Manufacturer s Warranty Peripheral Items To Ensure A Fully Functional System A - Biometry A-Scan Probe Only B - 10 Mhz Posterior Segment Probe Only D - Diagnostic A-Mode Probe Only 40mhz UBM Wide Field Anterior Segment Probe Only Must be FDA Approved Class 2 Medical Device RME must be able to be reprocessed (cleaned mechanically or by hand) utilizing facility approved enzymatic detergents and lubricant s when necessary, Steam Sterilization at typical 270-272 degree for no more than 4 minutes of exposure or hydrogen peroxide sterilization validated only by ASP Sterrad NX. QUOTE/OFFER SHOULD BE BROKEN DOWN AS FOLLOWS: ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA __________________ __________________ Brand Name or Equal: Ellex EyeCubed V4 Console 0002 1.00 EA __________________ __________________ Brand Name or Equal: Ellex A - Biometry A-Scan Probe 0003 1.00 EA __________________ __________________ Brand Name or Equal: Ellex B - 10 MHz Posterior Segment Probe 0004 1.00 EA __________________ __________________ Brand Name or Equal: Ellex D - Diagnostic A-Mode Probe 0005 1.00 EA __________________ Brand Name or Equal: Ellex U - 40MHz UBM Wide Field Anterior Segment __________________ 0006 1.00 EA __________________ Brand Name or Equal: Ellex DICOM - Digital Imaging and Communications in Medicine Software __________________ 0007 1.00 EA __________________ Brand Name or Equal: Ellex EyeCubed Ultrasound SI Cart __________________ 0008 1.0 EA __________________ Brand Name or Equal: Ellex Service/Schematics Manual __________________ 0009 1.0 JB __________________ Installation and Training __________________ 0010 3.0 YR __________________ Optional Extended Warranty up to 3 additional years after standard warranty __________________ GRAND TOTAL __________________ DELIVERY SCHEDULE ITEM NUMBER QUANTITY DELIVERY DATE 0001-0010 SHIP TO: Department of Veterans Affairs Amarillo VA Medical Center Optometry Clinic 6010 Amarillo Blvd Bldg1 Floor4 West Amaillo, TX 79106 USA ALL 45 Days ARO MARK FOR: Anastasia Bowen +1 (555) 000-0000 ext. 4592 contact@example.gov The following clauses and provisions apply to this solicitation: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. Contract Clauses: 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (OCT 2018) 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018) 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (AUG 2020) 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013) 52.217-6 OPTION FOR INCREASED QUANTITY (MAR 1989) The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 180 days. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree. (End of Clause) VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020) 852.203 70, Commercial Advertising. 852.246 71, Rejected Goods. VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) 52.232-33, PAYMENT BY ELECTRONIC FUNDS TRANSFER-SYSTEM FOR AWARD MANAGEMENT (OCT 2013) 52.232-36 PAYMENT BY THIRD PARTY (MAY 2014) VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) VAAR 852.212-71 GRAY MARKET ITEMS (APR 2020) VAAR 852.212-72 GRAY MARKET AND COUNTERFEIT ITEMS (MAR 2020) VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERICAL ITEMS (JAN 2021) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (MAR 2020) 52.219-28, Post Award Small Business Program Representation (NOV 2020) 52.219-33, Nonmanufacturer Rule (MAR 2020) 52.222 19, Child Labor Cooperation with Authorities and Remedies (JUL 2020) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222 26, Equal Opportunity (SEP 2016) 52.222 36, Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-50, Combating Trafficking in Persons (OCT 2020) 52.223 18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-1, Buy American Supplies (JAN 2021) Solicitation Provisions: 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018) 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020) 52.211-6 BRAND NAME OR EQUAL (AUG 1999) 52.214-21 DESCRIPTIVE LITERATURE (APR 2002) 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (FEB 2021) (JUL 2020) (DEVIATION) VAAR 852.273-70 Late Offers SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered. Quotes must be received no later than Thursday August 12th 2021, 4:00 pm CST. Email your quote to contact@example.gov. The subject line should specify 36C25721Q1274 Eye Clinic Ultrasound. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. End of Document