J078--Maintenance for Gym Equipment

Page 6 of 11 COMBINED SYNOPSIS/SOLICITATION NOTICE 36C26220Q0534 Responses are due by 3:00 pm (PST), March 25, 2020 1.COMBINED SYNOPSIS/SOLICITATION NOTICE: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR -- Part 13 Simplified Acquisition Procedures; and supplemented with additional information included in this notice. This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular 2005-87, dated March 07, 2016. Solicitation 36C26220Q0534 is issued as a Request for Quote (RFQ) and constitutes the only solicitation. The Government intends to award a single Firm-Fixed Price (FFP) award contract. This procurement will be issued as open market, Small Business set aside, NACIS 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. The Government is seeking a vendor who can provide Maintenance for Gym Equipment to the VA Los Angeles Healthcare System. (see enclosed price/cost schedule). Place of Performance: VA Los Angeles Healthcare System, 11301 Wilshire BLVD, Los Angeles CA 90073. Submitting Quote: Offeror(s) shall submit their quote on company letterhead and shall include the name, address, telephone number of the offeror, firm s DUNS#, and total price. Offerors shall have completed FAR Clause 52.212-3 Offerors Representations and Certifications - Commercial Items in Systems for Award Management SAM at www.sam.gov as required by FAR Clause 52.212-3 Offerors Representations and Certifications - Commercial Items. Submit all question(s) to contact@example.gov@va.gov. Ensure to reference solicitation # 36C26220Q0534 within subject line of the email. Quotes must be received by March 25, 2020, 3:00 pm (PST). Email quotes to contact@example.gov. Ensure to reference solicitation # 36C26220Q0534 within subject line of the email. Quote(s)/offer(s) received after the prescribed deadline, shall be considered non-responsive and will not be considered for award. 2. All questions or concerns can be address to Marie Irvin at contact@example.gov. CONTRACTOR MUST BE AUTHORIZED MY MANUFACTURER TO SERVICE SAID EQUIPMENT. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA Select Strength - Cable Crossover Funding/Req. Number: 1 0002 2.00 EA Select Strength - 8000/fit Funding/Req. Number: 1 0003 1.00 EA Hammer Strength - Abdominal Crunch Funding/Req. Number: 1 0004 3.00 EA Optima Series Multi Press Funding/Req. Number: 1 0005 3.00 EA Optima Series Single Exercise Funding/Req. Number: 1 0006 1.00 EA Optima Series Benches & Racks Funding/Req. Number: 1 0007 4.00 EA Cybex Treadmill Funding/Req. Number: 1 0008 2.00 EA Cybex Upright Exercise Bike Funding/Req. Number: 1 0009 2.00 EA Cybex Recumbent Exercise Bike Funding/Req. Number: 1 0010 1.00 EA A-Exercisers Aerobic Funding/Req. Number: 1 0011 1.00 EA Concept 2 Indoor Rower Funding/Req. Number: 1 0012 1.00 EA Integrity Bike Rec Base Funding/Req. Number: 1 0013 1.00 EA Integrity TR Base Funding/Req. Number: 1 0014 1.00 EA Cybex Elliptical Funding/Req. Number: 1 GRAND TOTAL $ 6. Statement of Work BACKGROUND The Department of Veterans Affairs Greater Los Angeles Healthcare System (VAGLAHS) has a requirement for employee gym equipment preventative maintenance contract to support good efficient safe operation of equipment used by VAGLAHS employees. A preventative maintenance contract will include services for the West Los Angeles VA Medical Center located at 11301 Wilshire Blvd. Los Angeles, CA 90073 and the VA Los Angeles Ambulatory Care Center located at 351 E. Temple St. Los Angeles, CA 90012. GENERAL REQUIREMENTS The vendor will be required to perform regularly scheduled maintenance inspections (hereafter referred to as PM s) twice per year for each site which will include inspecting, lubricating, cleaning, and making ordinary adjustments to various Life Fitness strength and cardio exercise equipment. Upon the VA s request, the vendor will also provide unlimited intervening maintenance and/or repairs to include parts and labor. QUALIFICATIONS Contractor personnel performing maintenance and repair services shall be fully trained, competent, and professional technicians. For the purposes of this contract, fully trained is defined as factory-trained (or equivalent) to perform maintenance on Life Fitness strength and cardio exercise equipment. NON-ACCEPTANCE OF CONTRACT PROVIDERS. The Contractor shall ensure that all contract providers have met the qualifying criteria. Ultimately, the decision to accept or reject Contractor personnel rests with the VA. Non- acceptance of contract Providers does not relieve the Contractor from satisfying and fulfilling the contract requirements. STANDARD OF CONDUCT. The Government reserves the right to refuse acceptance of contract Providers whose personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by patients or staff members to designated Government Representatives. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. Page 7 of 11 Complaints concerning contract personnel s conduct with Government employees or patients will be dealt with by the Contractor and the COR. The Contracting Officer is the final authority on validating complaints. In the event that contract personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer. The refusal of acceptance of contract Providers services does not relieve the Contractor from satisfying and fulfilling the contract requirements. CONFLICT OF INTEREST The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs, unless such person seeks and receives approval in accordance with the Department of Veterans Affairs regulations. Nor shall the Contractor employ any person who, as a member, would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the contract agreement negotiations or terms of the contract. In any such case, Department of Veterans Affairs (VA) must review the matter and give its approval in accordance with agency ethics rules. CONTRACTOR LIAISON The Contractor shall designate one (1) employee who shall be responsible for the performance of the work under the resulting contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of the contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison: Phone: Fax: QUALITY ASSURANCE AND PERFORMANCE MONITORING Contract Providers will be held to the same standard as VA personnel through quality assurance and performance monitoring to ensure compliance under the resulting purchase agreement. The COR will utilize the Contractor Performance Assessment Reporting System (CPARS) to assist in performance monitoring and be responsible for verifying compliance with the terms and conditions of the contract. The COR will forward the summary evaluation of the Contractor performance to the Contracting Officer once performance ends. Page 8 of 11 EVIDENCE OF INSURANCE COVERAGE Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General and Professional Liability as well as Workers Compensation) has been obtained and such policy shall state, This policy may not be changed or cancelled without written notice to the VA Contracting Officer, VA Network Contracting Office 22, 10444 Corporate Dr., Ste. K, Redlands, CA 92374. Said policy must bear an appropriate loss payable clause to the United States as its interest may appear. Such evidence of insurance will not be waived. NATIONAL HOLIDAYS Listed below are the ten (10) national holidays. New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the holidays falls on a Sunday, the following Monday will be observed as a 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 of America as a national holiday. BILLING FOR SERVICES. The Contractor is responsible for submitting billing for services. INVOICE AND PAYMENT Payment is to be made in arrears. Contractor shall submit invoices to: http://www.ob10.com. Invoices submitted for payment shall be reviewed for accuracy and shall be subject to approval by the Government prior to remittance of payment. Page 9 of 11 Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor within three (3) business days to the Government. The invoice MUST be include the following information: Name and address of Contractor Invoice number and date Contract No. & Obligation No Contractor s tax ID number Date services were provided Description of services provided Unit price billed for each line item contained in the contract Total extended amount due for billing Description of services Payment for services rendered by the Contractor shall be made upon receipt of a proper invoice. When inadequate invoices are received (those lacking any of the essential items listed above), the vendor will be notified in writing within 7 calendar days of receipt of such bills that these bills cannot be processed for payment until a proper invoice is submitted (Prompt Payment Act Public Law 97-177). The itemized invoice shall be verified for certification of the services rendered. The COR shall certify the Contractor s invoice for payment of services rendered. SAFETY AND FIRE PREVENTION All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the VAGLAHS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. FIRE ALARM TRIP CHARGES A minimum fee of $2,500.00 will be assessed against any outstanding invoices or collected from the Contractor when Contractor or sub-Contractor personnel trip a fire alarm due to negligence, fault, or failure to properly coordinate response to the false alarm, disruption of Medical Center operations, false alarm response, and any fines imposed, by the Fire Department, and any other costs incurred by the Medical Center as a result of the false alarm. The amount of the penalty will be adjusted if local and/or administrative costs change. IDENTIFICATION BADGES All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented. PARKING POLICY It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances SMOKING POLICY Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas. CONTRACT ADMINISTRATION The Contractor shall communicate and coordinate with the Contracting Officer and/or the COR on all matters pertaining to administration of the resulting purchase agreement. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of the resulting purchase agreement. 4. Please note that if VA s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA s Vendor Information Pages (VIP) site https://www.vip.vetbiz.va.gov, can provide the services, VA will set aside the underlying solicitation per 38 U.S.C. - 8127. 5. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. 6. The Non-Manufacturer Rule (NMR) in accordance with 13 CFR - 121.406, September 4, 2019 applies to this acquisition. a) For small business set-asides other than construction or service contracts the prime contractor that s supplying products to the government is required to cover at least 50 percent of the cost of manufacturing those products. The non-manufacturer rule is an exception to that requirement. The rule allows a small business to supply products it did not manufacture as long as those products come from another small business. b) A manufacturer is defined as a business that, with its own facilities, performs primary activities in transforming inorganic or organic substances, including the assembly of parts and components, into the end product being acquired. In other words, a manufacturer makes or produces products. Businesses may qualify as a non-manufacturer if it meets the following criteria: Does not exceed 500 employees Is primarily engaged in the retail or wholesale trade and normally sells the type of products being supplied Will supply the end products of a small business manufacturer or processor made in the United States, or obtains a waiver of such requirement See Title 13 Part 121.406 of the Code of Federal Regulations (CFR) for detailed information about the non-manufacturer rule. CLAUSES FAR Number Title Date 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS FEB 2012 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS ALTERNATE II (JUL 2012) AUG 2012 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT JUL 2013 52.252-2 CLAUSES INCORPORATED BY REFERENCE FEB 1998 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2012 852.237-70 CONTRACTOR RESPONSIBILITIES APR 1984 PROVISIONS 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS APR 2014 52.212-2 EVALUATION--COMMERCIAL ITEMS OCT 2014 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS NOV 2014