6515--Source Sought Notice - Supply - Audio Booth Black Hills HCS - Hot Springs

This is a PRE-SOLICITATION SOURCES SOUGHT NOTICE only. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Responses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Veteran Owned and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice. The North American Industry Classification System (NAICS) code for this requirement is 334510, Electromedical and Electrotherapeutic Apparatus Manufacturing, with an SBA Small Business Size Standard of 1,250 employees. 1. Please identify any of your firm s existing contract vehicles (e.g., GSA federal supply schedules) which provide similar services as those described in the Statement of Work (attached). 2. Please provide all social-economic categories of your firm (e.g., SDVOSB, VOSB, WOSB, Large Business, 8a, etc.) as well as your firm s SAM Unique Entity ID number (replaces DUNS number) and Government Contract POC. *If applicable, VAAR 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses.* *If applicable, VAAR 852.212-71 Gray Market Items, will apply to the potential solicitation.* All questions and responses must be submitted via email, no phone calls will be accepted. Please note Hot Springs Audio Booth in the subject line of your response. See attached draft Statement of Work for details of the requirement. Statement of Work [Title] Introduction The VA Black Hills has a requirement to purchase an with an authorized vendor to supply and deliver the item(s) identified in Table 1 below. This requirement is in support of a brand name or equal requirement. See FAR Clause 52.211-6 Brand Name or Equal (AUG 1999) for additional information. See attachments for salient characteristics. This requirement is in support of the end-of-life replacement. Item(s) are to be delivered to the location specified in section 2.4.1. Table 1 Package Items Summary Item Number NOMENCLATURE Quantity CL-123 Audio Booth 1 General Conditions Site Address The address of the VA Black Hills is below listed below. Additional information on delivery is located in section 2.4. VA Black Hills Medical Center Hot Springs 500 North Fifth Street Hot Springs, SD 57747-1480 Delivery Schedule Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed in Table 2 below. Table 2 Anticipated Building Outfitting Schedule Building Name ITEMS-COORDINATION Acronym Est. Delivery Start Date Est. Delivery End Date Hot Springs Bldg. 12 Audio booth VABHHCS-HS 01/15/2023 03/14/2024 Schedule and Order Management The awardees actual delivery dates will be confirmed by VA upon award. Post-award the vendor will coordinate delivery prior to beginning any work (see section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the VA POC. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification. Delivery and Receiving Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Logistics POC Wesley Walker (Office); +1 (555) 000-0000 or Emily Apland (Office) +1 (555) 000-0000 prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company. Vendor responsible for conducting a site visit to verify logistics and loading dock access/egress. VA Black Hills Health Care System VA Black Hills Medical Center Hot Springs 500 North Fifth Street Hot Springs, SD 57747-1480 Delivery shall be freight on board (FOB) Destination. The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor. The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1600 (i.e.: 8:00am to 4:00pm Mountain Time), Monday through Friday, and excluding Federal Holidays. Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials. Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product. 2.4.7 Delivery and Installation includes: Offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment and removing all trash, setting up the equipment according to the manufacturers specification and testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite. See Sections 2.8, 2.9, & 2.10 below Use of Warehouse-Not applicable direct delivery to the new facility If the vendor requires the use of the Government s activation contractor s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery. The vendor shall communicate through the VA POC any required coordination requirements. Clean Up and Disposal There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials. Deliverables The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required. The vendor shall provide a completed VA Form 6550 with submittal documents for any and all item(s) that may connect to the VA network and medical devices that store sensitive patient information. 2.7.3 Network Required if Checked X-Manufacturer Certified Installation Required if Checked -BMET Training Required if Checked X-End User Training Required if Checked Assembly and Installation [ is is not] required. The vendor is required to manage and coordinate installation at VABHHCS with the VA POC. Installation and assembly shall take place during normal business hours which are defined as: 0800 to 1600 (i.e.: 8:00am to 4:00pm Mountain Time), Monday through Friday, and excluding Federal Holidays. The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor. The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and VABHHCS. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. Training [ is is not required] The vendor shall coordinate through the VA POC to provide a hands-on training session to staff selected by the VA. Training shall be completed within 45 days after final installation of equipment. The vendor will record the training and provide an electronic copy of the training to the VA POC for VA to use to train additional personal at a future date. In addition, the vendor shall provide additional training documents to the VA POC for training additional persons at a future date. If checked in Section 2.7.3 the vendor is to provide training to the onsite and/or regional BioMed Representative working for the VA. All documents related to the installation, maintenance, and warranty information is to be turned over to the BioMed representative(s) once training is completed. Standard Warranty The products shall be covered by vendor s standard warranty terms and provisions. Vendors to provide their standard warranty information in their proposals. It should be noted however that the warranty coverage shall be no less than 1 YEAR per VA policy. The vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor. The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph. Use of Premises If during the performance of this contract, work will be carried out on VABHHCS premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VABHHCS operations and the operations of other contractors on the premises. The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor (GC) prior to and during delivery and installation activities. The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests). 2.11.4 The vendors shall abide by all rules and regulations set forth by the CDC & the VABHHCS due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the GLA campus grounds. Training, Security, and NARA Requirements: Training: All contractors on-site shall complete required training. Each contractor is required to print, review, and sign the attached TMS 20939 document. Contract owner/supervisor must send signed TMS 20939 documents to the contract POC, Wesley Walker, contact@example.gov Salient Characteristics Eckel CL-123 LP2 Prime -or- Equivalent SQUARE OR RECTANGLE SHAPED DOUBLE WALLED SOUNDPROOF ROOM TO FIT IN A SPACE APPROX. 13 8 X19 9 . ROOM FOR A DESK AND CHAIR. DOUBLE DOOR FOR PATIENT SIDE. SINGLE DOOR FOR EXAMINER SIDE. DOUBLE GLAZED ACOUSTIC WINDOWS. FAN EXHAUST & FAN INLET RECESSED CEILING SILENCERS. 6" OR 8" HVAC COLLAR TO ALLOW A FAN. BALANCED SYSTEM ANYWHERE BETWEEN 80 TO 120 CFM. STANDARD JACK PANEL C/W TWELVE 1/4" PHONE JACKS, TWO USB PORTS & ONE 1 3/4" PASS-THRU WITH GROMMET. RAMP FOR WHEELCHAIR ACCESS. REQUIRED: APPROX. 3 SPRINKLER ACCESS HOLES. CARPET OR CARPET TILE SUPPLIED. EMPTY UTILITY BOX WITH PULL WIRES. WARRANTY INCLUDED BOOTH TO PASS ANSI STANDARDS FOR HEARING TESTING ENCLOSURES.