J049--M&R OF GOVERNMENT OWNED SCOPES - Base year plus 4- POP: 8/26/24 - 8/25/29

Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 03/15/2023 Revision: 01 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, 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. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05. This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB), IAW VAAR 819.7007 VA veteran-owned small business set-aside procedures. VAAR Subpart 819.70, the Veterans First Contracting Program. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34 Million. The FSC/PSC is J049. The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000, is seeking to purchase M&R of Government Owned Scopes. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 MAINTENANCE OF GOVERNMENT OWNED SCOPES FOR VA LOMA LINDA HCS 1 YR 1001 MAINTENANCE OF GOVERNMENT OWNED SCOPES FOR VA LOMA LINDA HCS 1 YR 2001 MAINTENANCE OF GOVERNMENT OWNED SCOPES FOR VA LOMA LINDA HCS 1 YR 3001 MAINTENANCE OF GOVERNMENT OWNED SCOPES FOR VA LOMA LINDA HCS 1 YR 4001 MAINTENANCE OF GOVERNMENT OWNED SCOPES FOR VA LOMA LINDA HCS 1 YR STATEMENT OF WORK/ SPECIFICATIONS DESCRIPTION OF WORK: The Contractor shall furnish all labor, transportation, materials, tools, supplies and spare parts to perform repair of scopes on an as needed basis. Equipment included are but not limited to the following: Rigid endoscopes, Flexible Endoscopes, GI Video Endoscopes, GI Specialty Scopes, Medical Bronchoscopes, Cytoscopes, Ultrasound Probes, Laryngoscopes, Rhino Laryngoscopes, NasoLaryngoscopes, Rhino-Laryngofiberscope, Ureterorenoscopes, Light Sources, Hand Pieces, Video Processors, Surgical Endoscopes, Surgical Bronchoscopes, Surgical Fiberscope, Surgical Laparoscopes, Surgical Specialty Scopes, Surgical Cameras, Surgical Specialty Cameras, Surgical Telescopes, Urology Fiberscope, Urology Specialty Scopes, Ultrasound Probes for the VA Loma Linda Healthcare System (VALLHS). Manufacturers include, but are not limited to: Olympus, ABC Lab, Pentax, Verathon, Aleet Commercial, Terumo, Maquet Medical, Siemens, Karl Stortz, Intuitive surgical, Bryan Corp, Richard Wolf GMBH, Stryker, Smith and Nephew, Given Imaging, Gyrus, Olympus, Siemens, and Conmed. SCOPE: In the context of this contract, Equipment refers to any patient critical instrumentation that is used in surgical or endoscopic procedures. Equipment as used herein includes the following: Rigid endoscopes Powered surgical hand pieces and related instrumentation (pneumatic and electrical) Endoscopic cameras and related equipment Specialty surgical instrumentation including phacoemulsification hand pieces (Phacos), harmonic scalpel hand pieces, laparoscopic instruments Flexible endoscope Ultrasound Probes CONTRACTOR RESPONSIBILITIES: The Contractor shall service and repair a variety of Equipment as detailed above as ordered by the Contracting Officers Representative (COR) participating facility of the VA. The Contractor shall furnish all labor, transportation, materials, tools, supplies and spare parts required to perform service and repairs on a variety of Equipment . Contractor shall complete all repairs/service within the time specified below: Minor Repairs 24 through 72 hours Major Repairs 2 days through 5 days Extreme Damage 3 days of more Contractor shall notify the COR if repair/service cannot be completed within the time specified above and of all cases where extreme damage has been found. Contractor shall utilize only parts of original manufacturer design and specifications or equal thereto. Used parts are prohibited. Contractor shall ensure the equipment that is being repaired/ serviced shall have a tag placed on the equipment for identification purposes with the information provided by the COR. COR of the facility shall initiate an order for repairs/services. COR shall provide written documentation to the Contractor as to the defect of the equipment and the following equipment information: VA Healthcare System Facility Name Location of equipment to be repaired (room and/or building number) Type of equipment Make of equipment Model number of equipment Serial number of equipment Purchase order number Description of service or repairs that may be needed COR name, address and phone number Contractor shall inspect the equipment and determine the needed repairs/services. Prior to any repairs/service being performed and/or price/cost exceeding the terms of this contract. Contractor shall obtain verbal or written approval from the COR. Verbal and/or electronic approval from the COR shall be documented with the date and time by the Contractor. Upon approval from the COR, Contractor shall proceed with the repair/service of the equipment. Contractor shall determine and assign the appropriate service technician to perform services, repairs, upgrades, modifications and/or maintenance and inform the COR. Contractor shall pick up at no cost and deliver FOB destination to the ordering facility, equipment to be repaired/serviced. Each shipment shall be properly packaged and be accompanied by an itemized shipping list and equipment information. VA facility ordering repair/service shall not be responsible to check/verify the status of the equipment being repaired/ serviced. Contractor upon receipt of the equipment for repair/service shall immediately report to the COR its inability to repair/service the equipment received Contractor shall provide the COR an electronic copy of the field service report after every PM or repair within 7 calendar days. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse in regard to this medical equipment. Invoicing and Shipping Documentation: Contractor shall provide a delivery ticket or invoice with the repaired/ service equipment, and shall contain the following minimum information: Name of Contractor Contract number Date of service Purchase order number Itemized list of service or repairs Quantity, unit price and extension of each item, less applicable discounts Date of delivery or shipment Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained. Contractor shall be engaged full-time in the maintenance and repair of the equipment listed in Section I. Contractor shall have access to complete service manuals, access to software diagnostic keys, and Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work. PLACE OF PERFORMANCE: The contractor shall provide services at the government facilities located below: Facility Name Address VALLHS 11201 Benton St., Loma Linda, CA 92357 WORKING HOURS: All scheduled pickup and delivery shall be accomplished during working hours generally between 7:30AM and 4:00PM Monday through Friday, National Holidays excluded, unless other arrangements have been made by the ordering COR with the Contractor. Contractor must check-in with the COR if coming on-site. All service/repairs will be performed during stipulated hours of coverage unless requested or approved by the COR. GOVERNMENT HOLIDAYS: The Vendor is not required to provide service on the following National holidays, not shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government: New Year s Day 1 January Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day June 19 Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States. OVERTIME AND HOLIDAYS: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. LOANER SCOPES IF REQUESTED: When requested by the COR, contractor shall ship and deliver, at no additional cost, loaner scopes within 48 hours of written notification to the Contractor. REPORTING: Services shall be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department for all the facilities identified in the solicitation, to arrange all services. In addition to signing in, Contractor personnel shall identify himself to the COR before proceeding to the job site. This check in is mandatory. After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the Biomedical Engineering Dept. As a minimum, this report must be containing a detailed description of any service performed and any recommendations necessary to meet regulations. WARRANTY: Contractor shall provide a warranty for ninety (90) days after acceptance for repaired equipment. TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to have the appropriate equipment and/or supplies necessary to complete the work. SUPPORT: The contractor shall pick up the Scope on-site within 1 business day, excluding weekends and federal holidays, during normal government business hours. Name: _________________________________________________________ Telephone No: ____________________________Fax No: _____________________ Email: ________________________________________________ CHANGES: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs as a result thereof. ORDERING ACTIVITIES AND OFFICERS: The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or COR acting within the limits of his/her authority. CONTRACTOR S RESPONSIBILITIES: The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage Contractor shall comply with all VA safety standards, and manufacturer s/industry standards. PERSONNEL QUALIFICATIONS/EXPERIENCE CRITERIA: Contractor personnel shall be fully qualified, trained and experienced to perform repairs on the various Scopes. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Worker s Compensation Health Examinations Income Tax Withholding, and Social Security Payments The Contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Contractor personnel shall not be considered VA employees for any purpose. BADGES AND PARKING: All Contractor personnel are required to wear identification (I. D.) badges issued by the VA Police Station during the entire time they are on the VA facility grounds. All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Name of personnel, and photo. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the individual VA Healthcare System Police Station. VA shall not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance. INVOICE: The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction. Time period being invoiced for Description of services Unit Cost Billed Extended amount due Invoice number, and date Contract and obligation number Place of Performance/Place of Delivery Address: Department of Veterans Affairs, VA Loma Linda Healthcare System (VALLHCS) Jerry L. Pettis VA Medical Center (VAMC) 11201 Benton Street Loma Linda, CA Postal Code: 92357-1000 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services Addendum to FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) FAR 52.204-7, System for Award Management (OCT 2018) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.217-5, Evaluation of Options (JUL 1990) VAAR 852.239-75, Information and Communication Technology Accessibility Notice (FEB 2023) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders Representation and Disclosures (DEC 2023) FAR 52.212-2, Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) 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 Products and Commercial Services. 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 Products and Commercial Services (NOV 2023) ADDENDUM to FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) FAR 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) VAAR 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN2023)(Deviation) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (MAY 2024) The following subparagraphs of FAR 52.212-5 are applicable: subparagraph (b)(5), (9), (11), (12), (25), (26), (31), (33), (34), (36), (39), (46), (51), (55), (59), (c)(1), (7), and (8). All invoices from the contractor shall be submitted electronically in accordance with VAAR clause 852.232-72, Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network, located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices. All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers. All quotes shall be sent to the Network Contracting Office (NCO 22), at marie.conforto@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. 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. Options will be evaluated at time of award. The following are the decision factors: Price, and past performance, with price more important. Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of questions shall be received no later than Thursday, 09/12/2024, 16:00 PDT at marie.conforto@va.gov only. Subject line shall include QUESTIONS TO RFQ 36C26224Q1821. Submissions shall include your quote, using the attached schedule, as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW. Submissions not meeting all requirements of the SOW will be considered ineligible for award . Submission of your response shall be received not later than Thursday, 09/12/2024, 4:00 PDT at marie.conforto@va.gov only. Subject line shall include 36C26224Q1821 Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Marie Conforto Contract Specialist marie.conforto@va.gov