J046--Maintenance/Service Agreement for Water Deionization Systems

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 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. This is a Request for Quote (RFQ) and the solicitation number is 36C24E23Q0016. The government anticipates awarding a firm-fixed price contract resulting from this combined synopsis/solicitation. This solicitation is issued as Full and Open Competition. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at www.acquisition.gov. STATEMENT OF NEED (SON) CONTRACT DESCRIPTION AND REQUIREMENTS Regional Procurement Office (RPO) East has a requirement for a maintenance/service agreement for 40 Water Deionization Systems for the Veterinary Medical Unit (VMU) at the Atlanta VAMC. A firm-fixed price contract will be awarded for the purchase of the requirement in accordance with all terms, conditions, provisions, specifications and schedule of this solicitation herein. Quotes shall contain the Offeror s best terms for cost/price and technical capabilities of the services. The government reserves the right to award without discussions. 1.1 REQUIREMENT Contract Title: Maintenance/Service Agreement for Water Deionization Systems Background: This is a full maintenance, emergency service and periodic preventive maintenance agreement for the deionization systems. Services shall be performed in accordance with terms, conditions, and specifications contain herein. Equipment is located at the Department of Veterans Affairs Medical Center Atlanta (Medical Research), 1670 Clairmont Road, Decatur, Georgia 30033. Scope: Each site shall be serviced/exchanged on a semi-annual basis. All replacement parts and system components shall be performed by an Authorized Factory Representative. All exchange / replacement parts shall be Approved Factory Replacement parts. Attachment Water Deionization Systems Annual Services for the following locations: Site no. 0602034514 / LAB 5A-137 Site no. 0602034520 / CLINICAL ADD-RM 5A-172 Site no. 0602034521 / CLINICAL ADD-RM 5A-162 Site no. 0602034522 / RESEARCH LAB-RM 5A-160 Site no. 0602034523 / CLINICAL ADD-RM 5A-151 Site no. 0602034524 / CLINICAL ADD RM 4A-103 Site no. 0602034525 / CLINICAL ADD RM 4A-160 Site no. 0602034576 / LAB 5A-133 Site no. 0602034584 / CLINICAL ADDRM 4A-176 Site no. 0602034584 / CLINICAL ADDRM 4A-177 Site no. 0602034585 / CLINICAL ADD-RM 5A-181 Site no. 0602034586 / CLINICAL ADD-RM 5A-153 Site no. 0602034587 / CLINICAL ADD-RM 5A-146 Site no. 0602034588 / CLINICAL ADD-RM 5A-124 Site no. 0602034589 / CLINICAL ADD-RM 4A-182 Site no. 0602034592 / LAB RM 4A-167 Site no. 0602034619 / CLINICAL ADD-RM 5A-169 Annual Water Deionization System services for the following locations: Site no. 0602034620 / CLINICAL ADD-RM 5A-168 Site no. 0602034621 / CLINICAL ADD-RM 5A-127 Site no. 0602034622 / LAB RM 4A-102 Site no. 0602034623 / CLINICAL RESEARCH RM 4A-169 Site no. 0602034641 / CLINICAL ADD RM 5A-113 Site no. 0602034642 / CLINICAL ADD-RM 4A-183 Site no. 0602034643 / LAB 5A-144 Site no. 0602045690 / RM 4A-189 Site no. 0602046482 / RESEARCH SERVICES DIVISION LAB 5A-112 Site no. 0602047803 / RESEARCH SERVICES DIVISION LAB 4A-187 Site no. 0602060214 / RM 5A-161 Site no. 0602061596 / PHAGOCYTE FUNCTION 5A-179 Site no. 0602062271 / RM 5A-175 Site no. 0602065006 / RM 4A-175 Site no. 0602068269 / RM 4A-185 Site no. 0602069105 / RES LAB RM 5A-120 Site no. 0602075159 / LAB 5A-111 RESEARCH SCIENCES Site no. 0602104048 / LAB 5A-139 Site no. 0602068222 / CLINICAL ADDITION RM 5A-183 Site no. 0602034519 / CLINICAL ADD RM-5A-189 Site no. 0602046182 / HISTOPATHOLOGYRM 5A-191 Site no. 0602070419 / LAB 5A-195 Site no. 0602050283 / RESEARCH RM 12C101 Specific Tasks: There are (3) specific tasks Task 1. Provide preventative maintenance and service calls for equipment as follows: Service calls/repairs during normal business hours of 7:00 AM to 4:00 PM (Eastern time zone), Monday through Friday, except on Holidays as recognized by the federal government. Preventive maintenance service calls are scheduled with the COR. Coordination may be done by telephone. Task 2. Contractor shall not be obligated to provide services under this Agreement for: Damage to or destruction of instrument(s) covered where such damage or destruction is: A result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any Act of God including but not limited to lightning, windstorm, hail, flood, earthquake, or caused by the VAMC misuse or abuse of such instrument. Decontamination due to spillage, interpretation of data, installation of unauthorized field modifications, and accessories not listed nor included in agreement. Task 3. For repairs or services that will be performed during normal working hours, the Contractor s repairman must report to the Medical Research Department, Room 5A-106, ext. 206177 to return the contractor access card. After all work is completed, the Contractor s repairman must again report to the Research Department, to submit in writing or email, a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable. The Lead Purchasing Agent/COR or designee must sign the service report before the contractor leaves the facility. Performance Monitoring: The Contractor must respond to service calls with one (1) hour of notification and be on station within twenty-four (24) hours. Competent personnel who are experienced and qualified to work on the specific equipment must be performed all work. All work performed shall be accomplished in accordance with the manufacturer s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. The COR will monitor contract performance by documenting that all tasks are completed to repair equipment and that the associated tasks are completed per the SOW; Monitoring equipment on a regular basis to ensure that all equipment remains operational; Ensuring that appropriate replacement parts are received as by VA. Security Requirements: The vendor will not have access to patient records, data, or VA computer systems. When present for visits, vendor staff will come to the 5th floor clinical addition and pick up the wall phone and dial the COR when in the research area, as dictated by Atlanta VAMC Research Service policies. The C&A requirements do not apply, and a Security Accreditation Package is not required. Vendor shall attain VA (PIV) Identification badges and shall always wear visibly on the person on site. Place of Performance: Each site shall be serviced/exchanged every six months during normal business hours, 8:00am - 4:00pm, Monday through Friday, excluding holidays, at 1670 Clairmont Road, Decatur, GA 30033, according to the delivery schedule. Salient Characteristics: Each water site must be chemically sanitized and regenerated during reprocessing and must maintain a document control system with tank traceability via resin batch numbers located on the tank label. Each Deionization (DI) units must consist of two (2) mixed bed deionizers (0.25-ft ea.). Units systems shall operate at a design flow rate of 1.5-gpm and an inlet pressure no less than 20 psi (but no greater than 80 psi) and the water quality of no less than 10.0 mega/cm resistivity. The Deionizers Inlet and outlet pressures must be monitored by pressure gauges constructed of stainless steel with a 2 ½ dial face. Period of Performance: Base Year plus 2 Option Years The evaluation of quotes and the determination as to the equality of the products shall be the responsibility of the Government and shall be based on information provided by the Offeror. The Government is not responsible for locating or securing any information not provided in the quotation by the Offeror. To ensure that sufficient information is available, the Offeror must furnish, as a part of the quote, all descriptive material necessary for the purchasing activity to determine whether the products meet the salient characteristics of this requirement. Vendors proposing to modify a product to make it conform to the requirements of this announcement shall include a clear description of the proposed modification and clearly mark any descriptive material to show the proposed modification. Offers that do not have descriptive material will not be considered for award. Instructions to the Offeror Basis for award resulting from this RFQ will made to the Best Value Offer that provides a complete package pursuant to the preparation requirements set forth in 52.212-1. FAR 52.212-2 (Evaluation - Commercial Items) will be incorporated in full text into the RFQ and will be evaluated on the following factors. Evaluations will be in accordance with FAR 13 Simplified procedures. Evaluation Factors for Award: Factor 1 - Technical Capabilities All offerors must meet or exceed all requirements and salient features as listed in the Statement of Need. Factor 2 - Past Performance - Past Performance will be based on the most current PPIPRS Report. Factor 3 - Price The following FAR provision and clauses apply to this solicitation and are incorporated by reference. The solicitation document, incorporated provision and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-89, Effective July 2, 2015. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at www.acquistion.gov. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. FAR 52.212-1 Instructions to Offerors Commercial FAR 52.212-2 Evaluation- Commercial Items FAR 52.212-3 Offeror Representations and Certifications FAR 52.212-4 Contract Terms and Conditions FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders Commercial Item FAR 52.219-6 Notice of Total Small Business Set-Aside (Nov 2011) FAR 52.219-8 Utilization of Small Business Concerns (Oct 2014) FAR 52.233-3 Protest After Award (Aug 1996) FAR 52.211-6 Brand Name or Equal FAR 52.233-2 Service of Protest Quotes shall be submitted via email to contact@example.gov and Offerors must reference Solicitation 36C24E23Q0016 in the subject line of the email. No telephone requests for information will be considered. Incomplete packages will be considered nonresponsive. All offers must be received by 11:59 EST, Thursday, November 10, 2022.