H--Butler VA HCC and Mercer CBOC Annual Radiation Safety Survey

36C24419Q0082 Page 10 of 10 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24419Q0082 Posted Date: January 15, 2019 Original Response Date: January 29, 2019 Current Response Date: January 29, 2019 Product or Service Code: H365 Set Aside: Small Business NAICS Code: 541380, Testing Laboratories Contracting Office Address The Department of Veterans Affairs Network Contracting Office 4 135 East 38th Street Erie, PA 16504 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; quotations are being requested, and a written solicitation document will not be issued. The Government reserves the right to make no award from this solicitation. This solicitation is a request for quotations (RFQ). The government anticipates awarding a firm-fixed price purchase order resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101. The associated North American Industrial Classification System (NAICS) code for this procurement is 541380, Testing Laboratories, with a small business size standard of $15.0 Million. This solicitation is a 100% set-aside for Small Businesses. The Department of Veterans Affairs, Network Contracting Office 4, 135 East 38th Street, Erie, PA 16504 is soliciting offers from Small Businesses to provide annual quality assurance and radiation safety survey services for the VA Butler Health Care Center (HCC) and Mercer County CBOC. Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information along with any other documents necessary to support the requirements below. All interested companies shall provide quotations for the following: STATEMENT OF WORK: Annual Radiation Safety Survey 1. INTRODUCTION: The VA Butler Healthcare System intends to award a firm fixed-price contract for the annual quality assurance and radiation safety survey as required by The Joint Commission at the VA locations listed in Section 2 below. Testing shall be performed on diagnostic X-ray units, bone density unit, and dental units. This procurement shall be conducted IAW the Simplified Procedures for Certain Commercial Items at FAR 13.5 and Acquisition of Commercial Items at FAR 12. 2. PERIOD OF PERFORMANCE: Contract performance for a base year and four (4) one-year options as follows: Base Year: July 01, 2019 through June 30, 2020 Option Year 1: July 01, 2020 through June 30, 2021 Option Year 2: July 01, 2021 through June 30, 2022 Option Year 3: July 01, 2022 through June 30, 2023 Option Year 4: July 01, 2023 through June 30, 2024 3. PLACE OF PERFORMANCE: All work is to be performed onsite at the location of the X-ray equipment. Sites include: VA Health Care Center (HCC) 353 North Duffy Road Butler, PA 16001 Mercer CBOC 295 N. Kerrwood Drive Suite 110 Hermitage, PA 16148 4. SCOPE OF WORK: a. Vendor must provide annual radiological survey service to meet annual requirement of Ionizing radiology equipment per Joint Commission Standards, ACR and CFR, and other radiological regulatory agencies. b. Testing of the following equipment will be done at the HCC location: GE Discovery XR656 X-ray Systems, Quantity 2 each 1. Location: Room 1RD009 SN: DE3SS1700067HL 2. Location: Room 1RD013 SN: DE3SS1700047HL GE Optima XR220amx Portable X-ray Unit, Quantity 1 each 1. Location: Room 122-20 SN: SB2201800088WK GE Lunar iDXA Bone Density Unit, Quantity 1 each 1. Location: Room 1RD006 SN: 212096MA Planmeca ProX Intraoral X-ray Units, Quantity 6 each 1. Location: Opt 1&2 SN: IPX021272 2. Location: Opt 3&4 SN: IPX021268 3. Location: Opt 5&6 SN: IPX021273 4. Location: Opt 7 SN: IPX021274 5. Location: Opt 8 SN: IPX019716 6. Location: Pan Room SN: IPX021275 Planmeca ProMax Panoramic X-ray Unit, Quantity 1 each 1. Location: Pan Room SN: TPX360815 c. Testing of the following diagnostic X-ray unit will be done at the Mercer CBOC location: GE Definium 5000 X-ray System Radiography, Quantity 1 each d. Additional pieces of equipment or locations may be added to this contract in the future via contract modification. e. The work must be performed by a Board Certified Radiological Physicist. f. Contractor shall provide all equipment necessary for testing. g. This survey will include examination of equipment for obvious mechanical and electrical problems, proper collimation, correct filtration, proper operation of exposure indicators and switches, and determination of the coefficient of variation of output of each unit. h. Also surveyed are phototimer operation where applicable, accuracy of kVp indication, adequacy of associated imaging characteristics, measurement of timer accuracy, X-ray output as function of kVp and time and ma as measured at a predetermined distance, linearity of ma stations, and compliance with safety requirements. i. The contractor shall coordinate with the Contracting Officer s Representative (COR) to schedule the survey. The survey must be conducted during the week, Monday- Friday, after patient care has ended for the day, which is generally around 3:00pm. j. The report shall be provided to the COR within 14 days of completion of survey in both electronic and printed form (1 printed copy). The report must include a summary page which indicates if each piece of equipment is satisfactory or unsatisfactory. All recommendations and overall summary should be included in detail on the summary page. The report must contain a separate report for each unit specifying the acceptability for: cables, collimation, filtration, technique factors and exposure control, resolution, and timer calibration. The survey report must include results and examination for items indicated in Title 25, Chapter 221, of Pennsylvania Code, (taken from VA and Federal guidelines), dealing with the use of X-rays in the Healing Arts and requirements of various other bodies including The Joint Commission. k. All units must be deemed satisfactory in order to meet The Joint Commission compliance and to fulfill the annual requirement. Any piece of equipment tested that is deemed unsatisfactory shall be retested once corrections have been made and will be done at no additional cost. The Contracting Officer s Representative (COR) will contact the contractor to schedule retesting once corrections have been made. Retesting will continue until the equipment is deemed satisfactory. 5. SECURITY REQUIREMENTS: a. Contract employee will need to sign in at the Police Station upon entering the facility. b. A compliant ID badge must be worn by Contractors at all times while on VA premises. c. The C&A requirements do not apply, and a Security Accreditation Package is not required. d. The acquisition is a service that does NOT involve the storage, generating, transmitting, or exchanging of VA sensitive information. e. The Privacy Officer and Information Security Officer have determined paragraphs #2a, b, e, #3a, c, d, e, f, j, k, #6a, b, #7(all), #9(all) of VA Handbook 6500.6 Appendix C be included in the purchase order. The aforementioned paragraphs are included in Attachment 1. 6. TRAINING REQUIREMENTS: a. Contract employees shall complete VA Privacy and Information Security Awareness and Rules of Behavior and Privacy and HIPAA Focused Training courses prior to the performance of the contract and annually thereafter. b. Training must be completed in VA s TMS system (https://www.tms.va.gov/). c. Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. The COR shall ensure that all contractors are validated in the PIH domain. d. Proof of training completion shall be verified and tracked by the COR. 7. PRICE/COST SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 JB __________________ __________________ Annual quality assurance and radiation safety survey at the VA Butler Healthcare System's VA Health Care Center (HCC) and Mercer CBOC locations to include delivery of report and retesting of equipment deemed unsatisfactory. Contract Period: Base POP Begin: 07-01-2019 POP End: 06-30-2020 1001 1.00 JB __________________ __________________ Annual quality assurance and radiation safety survey at the VA Butler Healthcare System's VA Health Care Center (HCC) and Mercer CBOC locations to include delivery of report and retesting of equipment deemed unsatisfactory. Contract Period: Option 1 POP Begin: 07-01-2020 POP End: 06-30-2021 2001 1.00 JB __________________ __________________ Annual quality assurance and radiation safety survey at the VA Butler Healthcare System's VA Health Care Center (HCC) and Mercer CBOC locations to include delivery of report and retesting of equipment deemed unsatisfactory. Contract Period: Option 2 POP Begin: 07-01-2021 POP End: 06-30-2022 3001 1.00 JB __________________ __________________ Annual quality assurance and radiation safety survey at the VA Butler Healthcare System's VA Health Care Center (HCC) and Mercer CBOC locations to include delivery of report and retesting of equipment deemed unsatisfactory. Contract Period: Option 3 POP Begin: 07-01-2022 POP End: 06-30-2023 4001 1.00 JB __________________ __________________ Annual quality assurance and radiation safety survey at the VA Butler Healthcare System's VA Health Care Center (HCC) and Mercer CBOC locations to include delivery of report and retesting of equipment deemed unsatisfactory. Contract Period: Option 4 POP Begin: 07-01-2023 POP End: 06-30-2024 GRAND TOTAL __________________ 8. EVALUATION OF QUOTATIONS The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance. Specific quote requirements are detailed below in ADDENDUM TO FAR 52.212-1 Instructions to Offerors Commercial Items . Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted in accordance with FAR 13.106-2(b)(3). The Government will compare quotes to one another to select the quote that best benefits the Government by fulfilling the requirement. Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote. Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. 9. CLAUSES AND PROVISIONS The full text of FAR and VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html and http://www.va.gov/oal/library/vaar/index.asp. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) (ADDENDUM TO FAR 52.212-1 Instructions to Offerors Commercial Items ) All offers must include: Solicitation number for this requirement: 36C24419Q0082 Name, address, telephone number, DUNS number of offeror Offeror POC information to include: name, title, telephone number and email. The Offeror shall submit a capability statement demonstrating their technical capability, experience, and ability to meet the full scope of the statement of work. The capability shall include information as to the key personnel and their qualifications to include proof that the Radiological Physicist is Board Certified; a description of experience performing annual radiological survey service to meet annual requirement of Ionizing radiology equipment per Joint Commission Standards, ACR and CFR, and other radiological regulatory agencies, and a sample report as described in the Statement of Work, Section 4.j. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Completed Price Schedule (Section 7. above) to include Unit Price, Total Price, and Grand Total. Failure to provide complete pricing, including pricing for each CLIN, will result in the contractor s package being determined to be incomplete. The Offeror may submit up to three (3) past performance references, including both the reference information and details of the work performance. The Contracting Officer may utilize all available records (e.g. PPIPRS and FAPIIS) as well to evaluate a contractor s past performance. Acknowledgement of any solicitation amendments A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation, may be excluded from consideration. The following provisions are incorporated into 52.212-1 as an addendum to this contract. 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. 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.217-5 Evaluation of Options (52.217-5) 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 15 days. (End of Clause) (Addendum to FAR 52.217-8 OPTION TO EXTEND SERVICES) For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but for no more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. (End of Addendum to FAR 52.217-8) 852.270-1 Representatives of Contracting Officers (JAN 2008) (END OF ADDENDUM TO FAR 52.212-1) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) 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. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) (ADDENDUM TO FAR 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS) Clauses 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. The following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (JUN 2016) 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 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 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 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 five years. (End of Clause) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (MAY 2008) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) 852.219-75 Subcontracting Commitments Monitoring and Compliance (JUL 2018) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-70 Contractor Responsibilities (APR 1984) (END OF ADDENDUM TO FAR 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (OCT 2018) The following subparagraphs of FAR 52.212-5 are applicable: (b)(14)(i), 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) (b)(22) 52.219-28, Post Award Small Business Program Rerepresentation (JUL 2013) (b)(25) 52.222-3, Convict Labor (JUNE 2003) (b)(27) 52.222-21, Prohibition of Segregated Facilities (APR 2015) (b)(28)(i) 52.222-26, Equal Opportunity (SEPT 2016) (b)(30) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (b)(33)(i) 52.222-50, Combating Trafficking in Persons (MAR 2015) (b)(42) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (b)(45)(i), Privacy Training (JAN 2017) (b)(49) 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008) (b)(55) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (c)(2) 52.222-41, Service Contract Labor Standards (AUG 2018) (c)(3) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (c)(4) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (AUG 2018) (c)(8) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) (c)(9) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 10. ADDITIONAL INFORMATION This is an open-market combined synopsis/solicitation for services as defined herein. - The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" The offeror shall list exception(s) and rationale for the exception(s). All quotations shall be sent via email to Stephanie French, Contracting Officer, contact@example.gov Submission shall be received not later than 12:00PM EST on January 29, 2019. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed quotes will be accepted. It is the responsibility of the vendor to ensure the Government s timely receipt of their quote. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, Stephanie French, contact@example.gov no later than 12:00PM EST on January 22, 2019. Contractor shall comply with all applicable wage & hour laws and is responsible for the correct wage titles. The following Wage Determination is applicable and is attached. It can also be obtained online at: https://www.wdol.gov/ Wage Determination No: 2015-4235, Revision No.: 9, Date of revision: 12/26/2018, Counties of: Allegheny, Armstrong, Beaver, Butler, Fayette, Washington, Westmoreland 11. ATTACHMENTS: Attachment 1 - Appendix C Security Language Attachment 2 - Wage Determination - Allegheny and Butler County