675-15-1-2555-0014 sterilizer contract
A. GENERAL
This is a combined synopsis/solicitation for commercial items in accordance with FAR Part 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; request for quotes are being requested and the schedule of supplies is attached. Reference quote number is VA248-15-Q-0309. This solicitation incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2005-77, Nov 13, 2014. Applicable NAICS Code is 811219 and the size standard is 20.5 M. The government anticipates on award of a firm fixed price award as a result of this action using FAR 15.101-2 Lowest Price Technically Acceptable Source Selection Process. The anticipated award date will be no later than January 1, 2015.
The following clauses Federal Acquisition Regulation (FR) provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil or http://www.acquisition.gov .)
" FAR 52.202-1 Definitions (Jul 2004)
" FAR 52.203-5 Covenant Against Contingent Fees (May 2014)
" FAR 52.203-6 Restrictions on subcontractors Sales to the Government (Sep 2006)
" FAR 52.203-7 Anti-Kickback Procedures (May 2014)
" FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employee of Whistleblower Rights (Apr 2014)
" FAR 52.204-4 Printed or Copied Double Sided on Postconsumer Fiber Content Paper (May 2011)
" FAR 52.204-6 Data Universal Numbering System (Jul 2013)
" FAR 52.204-7 System for Award Management (July 2013)
" FAR 52.204-8 Annual Representations and Certifications (May 2014),
" FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)
" FAR 52.212-1 (Instructions to Offerors - Commercial Items (Apr 2014)
" FAR 52.212-2 (Evaluation - Commercial Items (Jan 1999)
" FAR 52.212-3 (Offeror Representations and Certifications -- Commercial Items (May 2014)
" FAR 52.212-4 (Contract Terms and Conditions -- Commercial Items (May 2014),
" FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (Jul 2014)
" FAR 52.222-3 Convict Labor (June 2003)
" FAR 52.213-2 Invoices (Apr 1984)
" FAR 52.216-24 Limitation of Government Liability (APR 1984)
" FAR 52.216-25 Contract Definitization (Oct 2010)
" FAR 52.217-5 Evaluation of Options (Jul 1990)
" FAR 52.217-8 Option to Extend Services (Nov 1999)
" FAR 52.217-9 Option to Extend the Term of Contract (Mar 2000)
" FAR 52.222-17 Non-displacement of Qualified Workers (May 2014)
" FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008)
" FAR 52.222-21 Prohibition of Segregated Facilities (Feb 1999)
" FAR 52.222-50 Combating Trafficking in Persons (FEB 2009)
" FAR 52.222-26 Equal Opportunity (Mar 2007)
" FAR 52.222-35 Equal Opportunity for Veterans (Jul 2014)
" FAR 52.222-36 Affirmative Action for Workers with Disabilities (Jul 2014),
" FAR 52.222-37 Employment Reports on Veterans, (Jul 2014)
" FAR 52.222-41 Service Contract Act of 1965 (May 2014)
" FAR 52.225-1 Buy American Act--Supplies (Feb 2009)
" FAR 52.225-13 Restrictions on Certain Foreign Purchases (Jun 2008)
" FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Jul 2013)
" FAR 52.233-2 Service Protest (Sep 2006)
" FAR 52.233-3 Protest After Award (Aug 1996)
" FAR 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004)
" FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)
" FAR 52.224-1Privacy Act Notification (Apr 1984)
" FAR 52.224-2 Privacy Act (Apr 1984)
" FAR 52.225-3 Buy American Act (Jun 2009)
" FAR 52.223-18, Encouraging Contractor Policy to Ban Text Messaging while Driving (Aug 2011) FAR 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications (Dec 2012)
" FAR 52.232-1 Payments (Apr 1984)
" FAR 52.233-2 Service of Protest (Sep 2006)
" FAR 52.237-1 Site Visit (Apr 1984)
" FAR 52-243-7 Notification of Changes (Apr 1984)
" FAR 52.244-6 Subcontracts for Commercial Items (Jul 2014)
" FAR 52.245-1 Government Property (Apr 2012),
" FAR 52.246-20 Warranty of Services (May 2001)
" FAR 52.249-1 Termination for Convenience of the Government (Fixed-Price) (Short Form) (Apr 1984),
" FAR 52.249-2 Termination for Convenience of the Government (Fixed-Price) (Apr 2012)
" VAAR 852.233-71 (Alternate Protest Procedure (Jan 1998)
" VAAR 852.237-70 Contractor Responsibilities (Apr 1984)
" VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008)
" VAAR 852.271-75 Extension of Contract Period (Apr 1984)
" VAAR 852.273.74 Award without exchanges (Jan 2003)
" VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim-October 2008)
All requests must be in writing and received by the Orlando VA Medical Center Contracting Office by 1600 hours (4:00pm) Day Light Saving Time, December 15, 2014. No telephonic request for information will be entertained. The Deadline for questions is November 24, 2014. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website (http://fedbizopps.cos.com/). The email address for all questions to this combined Synopsis/Solicitation is marie.smith4@va.gov.
B. PROPOSAL SUBMISSION REQUIREMENTS:
OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN 52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS, BY THE SOLICITATION CLOSING DATE.
DUNS NUMBER: In accordance with FAR 52.204-6, offeror must provide their Data Universal Numbering Systems (DUNS) number here:
DUNS# ___ ___- ___ ___ ___ - ___ ___ ___ ___
If the DUNS number is unknown, offerors may request a number from DUN & Bradstreet, free of charge by calling 800-333-0505. [See FAR 52.212-1 Instructionsb& (j) Data Universal Numbering System]
ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
AMENDMENT NO DATE
______________________________ _____________
______________________________ _____________
______________________________ _____________
SYSTEM FOR AWARDS MANAGEMENT (SAM): Federal Acquisition Regulations require all contractors conducting business with the Government to be registered in the System for Awards Management (SAM) Government-wide online database for the provision of basic information relative to contract awards [reference FAR Clause 52.212-4, paragraph (t)].
You may accomplish these registrations online at the following web site:
SAM- https://www.sam.gov/portal/public/SAM/
Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that their registration is CURRENT in SAM prior to submitting their offer.
Proposal and price quote shall be submitted on December 15, 2014 by 1600 hours Eastern Daylight Savings Time to the attention of:
Marie E. Smith
Orlando VA MEDICAL CENTER
Contracting Division (90C)
5201 Raymond Street
Orlando, Fl 32803-8208
Via electronic transmission to marie.smith4@va.gov
Evaluation - Commercial Items
Evaluation for award shall be Lowest-Price Technically Acceptable. The government will award a contract resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government when considering price, and capability. The Government reserves the right to award the contract based on initial offers received, without discussions or negotiations of such offers. Therefore, it is important that each offer fully address the requirements stated in this combined solicitation. Evaluation factors are as follows:
1. Price: (Lowest Price Technically Acceptable)
2. Technical Factors: The technical proposal shall address each of the following technical factors, performance plan, and schedule. The technical proposal must separately address each element in narrative format
A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
C. SCOPE OF WORK
1. Title of Project: Sterilizer maintenance.
2. Scope of Work: Contractor shall provide all management, supervision, personnel, services, and tools, to include all parts (except for consumable and expendable parts), labor, travel and unlimited service calls for complete maintenance of equipment so that equipment meets or exceeds the manufacturer's original performance specifications. Equipment is located at the 5201 Raymond Street, Orlando Florida 3280, Lake Nona Hospital 13800 Veterans Way, Orlando Fl 32827 and the Viera OPC at 2900 Veterans Way, Viera Florida, 32940.
3. Background: The Orlando VA Medical Center has a requirement to maintain all sterilizers equipment located at the above sites. These sterilizers support the surgical needs of the Orlando VA Medical Center.
4. Performance Period: Under a firm-fixed-price order, performance period for the base period shall become effective January 1, 2015, and continue through December 31, 2015 with four (4) additional one-year option periods. All option periods, if exercised by the government, will be effective beginning January 1st and continue through December 31th of each year. Please note that that exercising of any option period is at the sole discretion of the Government.
5. Type of Contract: This will be a firm fixed price contract.
6. General Requirements: The contractor shall provide services to maintain inspect and repair the following sterilizers:
ITEM PART MODEL S.N CLINIC LOCATION LOCATION
Washer Disinfector Getinge Model 8666 SEV0422182 Sterile Prep Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Sterile Prep Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Sterile Prep Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Sterile Prep Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Sterile Prep Viera
Washer Sybron/Castle, Model 7600 D983767 Sterile Prep Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Sterile Prep Viera
Sterilizer Getinge, Model: 633HC 10H00536 Sterile Prep Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Sterile Prep Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Sterile Prep Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 OR Suite Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 OR Suite Viera
Boiler Sybron/Castle, Model ES160 N716510298 Sterile Prep Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 SPD Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Sterile Prep Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 SPD Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 SPD Viera
STERILIZER RO UNIT, WATER TREATMENT, DIALYSIS SYSTEM Siemens Industrial NOW MAR COR Dialysis Lake Nona
STERILIZER, STEAM, CABINET Belimed, 509VS1 Single Door 286 Surgery Lake Nona
STERILIZER, STEAM, RECESSED Belimed, 606VS2 285 SPD Lake Nona
STERILIZER, STEAM, RECESSED Belimed 612VS1 285 SPD Lake Nona
STERILIZER, HYDROGEN PEROXIDE J&J Sterrad 100NX 285 SPD Lake Nona
The sterilizers for the Lake Nona Hospital will not be covered under this contract until they are installed and the Warranty time has elapsed.
7. Response Time: Contractor shall respond by phone within two (2) hours of initial service call. Service Representative shall be on site within twenty-four (24) working hours and will restore the equipment to full performance within seventy-two (72) hours.
8. Scheduled Maintenance: The contractor shall complete Four (4) Preventive Maintenance (PM) Inspections to be conducted each year, during the month of October/November/December, January, April and July of each year.
Biomedical Engineering shall schedule the specific date with Contractor at least two (2) weeks in advance of the proposed inspection date.
PM shall consist of complete cleaning, calibrating, electrical and mechanical checks including oiling/lubricating any mechanical parts, adjusting, replacing parts, etc. (without additional cost to the Government), and maintaining the equipment to ensure patient safety in accordance with Joint Commission (JC), and National Fire Protection Association (NFPA) requirements.
All deficiencies will be noted and corrected to be in compliance with manufacturer's specifications.
9. Unscheduled Maintenance: The contractor shall maintain equipment and ensure equipment functions in conformance with manufacturer's specifications.
The Contractor will provide repair service, which consists of complete cleaning, calibrating, electrical and mechanical checks including oiling/lubricating any mechanical parts, adjusting, replacing parts, etc. (without additional cost to the Government), and maintaining the equipment to ensure patient safety in accordance with JC and NFPA requirements.
All deficiencies will be noted and corrected to be in compliance with manufacturer's specifications.
An emergency service call can serve as a scheduled preventive maintenance inspection provided report is made that complete maintenance inspection was conducted.
10. Documentation/Reporting Requirements: At the conclusion of each inspection/service, a service ticket shall be submitted to Biomedical Engineering for signature. The ticket shall indicate the elements of the inspection performed, findings, parts replaced, and recommendations (if any). This may be submitted in the form of a checklist or a regular service slip, provided the requested information is supplied.
In addition to documenting preventive maintenance on the service slip, a sticker shall be placed on each piece of equipment receiving preventive maintenance. The sticker will have the technicians' signature that performed the preventive maintenance and date of service.
11. Contractor Responsibility: The Contractor assumes full responsibility for and shall indemnify the government for any and all loss or damage of whatsoever kind and nature for any and all government property, including any equipment, supplies, accessories, or parts furnished, while in Contractors' custody and care for storage, repairs, or services to be performed under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of the Contractor, any Subcontractor, or any employee, agent or representative of Contractor or Subcontractor.
Hold harmless and indemnification agreement: Contractor shall save and hold harmless and indemnify the government against any and all liability, claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss, or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of contractor, any subcontractor, or any employee, agent or representative of contractor or subcontractor.
Damage to government property from causes other than contractor's negligence: Nothing in the above paragraphs shall be considered to preclude the government from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any less or destruction of or damage to property in the custody and care of the contractor where such loss, destruction of, or damage to property in the custody and care of the contractor where such loss, destruction of, or damage is to government right to recover against third parties for any loss, destruction of or damage to government property, and upon the request of the contracting officer shall, at the government's expense furnish to the government all reasonable and cooperation including assistance in the prosecution of suit and the execution of instruments of in favor of obtaining recovery.
Laws & Ordinances: the Contractor shall comply with all laws, ordinances, and regulations (federal, state, county, city or otherwise) covering work of this character and shall include all costs, if any, of such compliance in the price quoted in this offer.
Workman's Compensation: the Contractor agrees to maintain workman's compensation insurance as may be required by law covering its employees who performed the services. A copy of this insurance shall be provided to the VA Contracting Officer upon notification of acceptance of offer.
12. Competency of Personnel Servicing Equipment: Contractor shall have an established business, with an office and full time staff. The staff includes "fully qualified" Service Representatives capable of performing the requirements of this contract within the response time(s) indicated.
Fully Qualified is based upon training and on experience in the field. For training, the Service Representatives successfully have completed a formalized training program, for the equipment identified herein. Certifications and/or training records may be requested prior to award.
13. Invoices: Invoices shall be submitted quarterly, in arrears and must include, at a minimum, the following information: Contract Number, Purchase Order Number, and Date of Service, Items serviced, including Manufacturer, Serial and Model Numbers. If a preventive maintenance inspection is scheduled within a billing period and no documentation of performance is on record with Biomedical Engineering, it may cause delay in payment. Invoices shall be submitted to the address listed on the purchase order.
14. Service Manuals: The VAMC shall not provide service manuals to the Contractor. The Contractor shall obtain or have on file, and make available to Service Representative all operational and technical documentation (i.e., operational/service manuals, schematics, parts list, etc.), which are necessary to meet performance requirements of this contract.
15. Condition of Equipment: Contractor accepts responsibility for the equipment described herein in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.
16. Contractor Requirements: The contractor shall identify, by name, the key management and technical personnel who will work under this contract no later than 10 working days after contract is awarded. If a key person becomes unavailable, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer (CO) and Contracting Officer Representative (COR).
The contractor shall submit a resume of qualifications for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty.
17. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
18. Uniform , Parking and Courtesy:
a. Contractor personnel shall wear attire or uniforms identifying the individual and company, and are as neat and clean as practical in the accomplishment of their work.
Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct.
b. It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from the VA Police and Security Service. The VA facilities will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstance.
c. Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be grounds for denying the employee further access to the VA premises
19. Safety Requirements:
a. Contractor shall take such safety precautions as the COR determines reasonable necessary to protect the lives and health of all personnel on VA property.
b. Contractor shall use only established roads or drives in the performance of this contract, and shall be responsible for any damages or VA traffic violations.
c. All work shall be conducted in a safe manner and in compliance with all applicable safety-related technical rules and regulations. The Contractor shall comply with OSHA regulations for all work performed to ensure safety and protection. If the Contractor fails or refuses to promptly comply with safety requirements, the CO will issue an order stopping all or part of the work until satisfactory corrective action has been taken. The Contractor shall be responsible for the safety of work activities and shall be fully liable for all damages resulting from deficiencies in these activities.
20. National Holidays: National holidays observed by the Federal Government:
New Year's Day I January
Martin Luther King's Birthday Third Monday in January
President's Day Third Monday in February
Memorial Day Last Monday in May
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 will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the 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.
21. Contracting Officer Representative (COR)
a. A COR acceptance letter will be sent to you once the contract is awarded - the COR assigned to this contract is Douglas Kohns.
b. Performance of work under this contract shall be subject to the technical direction of the COR identified above, or a representative designated in writing. The term "technical direction" includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the PWS are accomplished satisfactorily. Technical direction MUST be within the scope of the PWS. The COR DO NOT have authority to issue technical direction that:
i. Constitutes a change of assignment or additional work outside the specification(s)/work statement
ii. Constitutes a change as defined in the clause entitled "Changes"; in.
iii. In any manner cause an increase or decrease in the contract price, or the time required for contract performance;
iv. Changes any of the terms, conditions, or specification(s)/work statement of the contract;
v. Interferes with the Contract's right to perform under the terms and conditions of the contract;
vi. Directs, supervises or otherwise controls the actions of the Contractor's employees.
c. Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five work days, with a copy to the CO. This direction cannot be an addition to the scope of the contract.
d. The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. IF, in the opinion of the Contractor, any direction of the COR, or his/her designee, falls within the limitations in (B) above, the contractor shall immediately notify the CO no later than the beginning of the next Government work day.
e. Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes".
22. Contractor Management: The Contractor shall provide a Contract Manager and perform continual management of the functional areas contained in this PWS. The Contract Manger shall conduct overall management coordination and shall be the central Point of Contact (POC) with the Government for performance of all work under the PWS. The Contractor shall submit to the COR, in writing upon award, the name, title, office and mobile telephone numbers of the Contract Manager. A Contractor employee shall be designated to act for the Contract Manager when work is being performed in the Contract Manager's absence.
23. Contractor Responsiveness: The Contractor shall ensure the COR has current emergency contact numbers for cases where services pertaining to the execution of this PWS needs to be addressed at other than normal Contract work hours or immediately. A personal answering service is permitted at other than normal Contract workdays and work hours for receipt of COR emergency response work requirements, provided that the Contract Manager or designee responds to all calls within 8 hours after notification of the call by the answering machine and/or service. If that's after hours, then the Contractor should respond at the beginning of the next business day. The Contract Manager and any individuals designated to act in that capacity shall have full authority to contractually bind the Contractor for prompt action on matters pertaining to the execution of the PWS.
24. Key Personnel:
a. Key personnel are defined as the Contract Manager, and designated alternates. The Contractor shall be required to provide the resume of key personnel at the time of proposal submission.
b. Any changes to the working status of key personnel shall be submitted to the CO for approval within 14 working days prior to the change.
25. Employee Qualifications and Certifications: The Contractor shall ensure that only qualified personnel with the required current/proper certified training is dispatched to work on equipment. If any unqualified contractor personnel is dispatched to work on the equipment and the equipment fails, the contractor will be liable for that equipment and will be held liable for damages.
26. Conduct of Personnel: The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this PWS or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this PWS any person whose employment would result in a conflict of interest with the Government's standards of conduct.
27. Personnel Removal: The COR may require the Contractor to remove any employee performing requirements under this PSW for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action is in the best interest of the Government.
Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this PWS.
28. Alcohol and Illegal Drug Use: Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this PWS. The Contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For purposes of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the methods by which employees will be determined to be under the influence of alcohol or illegal drugs.
Smoking is not permitted within or around the VA Facility grounds, except in designated areas.
29. Vehicle condition and Markings: All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the COR. Contractor vehicles will be clearly marked so as to be distinguished from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the PWS.
30. Health Insurance Portability and Accountability (HIPPA): To be eligible for contract award, the Contractor shall be in compliance with HIPPA. A Business Associate Agreement (BAA) shall be executed if determined applicable.
31. Confidentiality: The Contractor's personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request.
32. Contractor Furnished Property/Supplies: The Contractor shall furnish at his/her own expense, all labor, materials, supplies, equipment, supervision, etc., which may be necessary or appropriate in the performance of this contract. The Contractor shall be responsible for ensuring all equipment, tolls, supplies, etc., utilized in the performance of this contract meet or exceed all applicable Federal, State, County, City, or other appropriate agency safety requirements, and ensure all employees have full working knowledge of these requirements. Should the contract require it, the successful Offeror shall provide a Material Safety Data Sheet (MSDS) for all applicable supplies under in the performance of this contract, within sever (7) business days of award notice.
33. Wage Determination: If this contract is subject to any wage determinations as set forth by the Department of Labor, the applicable wage determination is attached.
34. Non-Personal Services Status: Award of this contract will result in a contractual arrangement only and shall not be construed as a personnel appointment with the VA. The services shall not constitute an employer/employee relationship. Payments to the Contractor shall be based on the provision of an end product or the accomplishment of a specific task. The Contractor will not be subject to Government supervision, but its efforts will be monitored for quality assurance.
35. Post Award Conference: The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived. In addition to the kick off meeting, the Contracting Officer will issue a Notice to precede order signed by the contracting officer and the contractor.
36. Reviews: The Contracting Officer or designee is authorized to review by on-site survey, review of records, or by any other reasonable manner, the quality of services rendered under this contract. All records shall be subject to review by the CO or other designated representatives of the VA. Payments will be denied when such service does not support the charges or if the service is deemed not necessary or inappropriate. Such determinations shall be made by the CO or COR, whichever is appropriate.
37. Contract Award and Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes 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 will be made in the contract price to cover any increase in costs incurred as a result thereof.
No contract will be awarded nor payment made to any individual or entity that appears on the Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities, or any other Government sponsored list that identifies Contractors as being ineligible for contract award(s).
38. Employee Identification: The Contractor, at his/her own expense, shall provide all employees with a Contractor Identification (ill) Card, prior to performing work under this contract. Contractor employees are required to display this card at all times when performing under this contract. The Contractor's employee shall sign each card issued. Employees released from service by the Contractor shall have their card collected by the Contractor. All cards shall contain an expiration date and photograph of the employee. All cards shall be destroyed upon termination of the contract. The contractor's on-site supervisor shall ensure that all employees carry and display their card when on duty, and are prepared to present them upon request. The Contracting Officer's Technical Representative (COR) shall periodically verify cards of contract employees match their personal identification.
39. Contractor Personnel: The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract
D. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):
Commercial Services Contract: STERILIZER MAINTENANCE
1. PURPOSE: This QASP is a Government developed document used to ensure that the Government receives quality services, and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.
2. SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.
3. ROLES AND RESPONSIBILITIES:
Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.
Contracting Officer's Representative (COR) - an individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority' rests solely with the CO.
Quality Assurance Evaluator (QAE) - an individual designated by the requiring, activity to assist the COR and provide technical oversight of the Contractor's performance. The QAE's primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed. Reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the QAE will report the unacceptable performance to the COR. The QAE is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.
4. METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.
Periodic Assessment of Services - for services that occur over a number of months, the COR will evaluate Contractor performance on a quarterly basis and upon completion of services. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.
Customer Feedback - Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.
5. SURVEILLANCE PROCEDURES:
The COR/QAE will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.
If at any time the COR/QAE receives indicators (e.g.. valid customer complaints or notes Performance Standards are not being met) that the Contractor's performance is less than acceptable, the COR/QAE will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR/QAE will perform more frequent evaluations.
The COR/QAE will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.
The COR/QAE will re-examine services that are found deficient. Failure to complete corrective actions will be reported immediately to the CO for further action.
Upon satisfactory completion of the work, the COR/QAE will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.
6. SURVEILLANCE STANDARD:
The Performance Standard set forth in the SOW and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.
7. QUALITY ASSURANCE SURVEILLANCE FILE. The COR/QAE file should contain:
a. Copy of the COR appointment letter from the CO, any changes to that letter, and any termination letters
b. Training Certifications for COR
c. Copy of the contract and all contract modifications
d. Copy of the applicable Quality Assurance Surveillance Plan (QASP)
e. Copy of the contractor's Quality Control Plan (QCP)
f. All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract
g. Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor
h. Surveillance schedules
i. Surveillance Checklists
j. Records of all inspections performed and the results
k. Customer Feedback
l. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance;
m. Documentation pertaining to acceptance of services, reports or data
8. RECORDS: All records will be retained for the life of this contract. The COR/QAE will forward these records to the CO upon completion of the contract/order.
9. CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.
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E: SCHEDULE:
CLIN 1: BASE: JANUARY 1, 2015 - DECEMBER 31, 2015
PRICING
ITEM PART MODEL S.N LOCATION Monthly Yearly
Washer Disinfector Getinge Model 8666 SEV0422182 Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Viera
Washer Sybron/Castle, Model 7600 D983767 Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Viera
Sterilizer Getinge, Model: 633HC 10H00536 Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 Viera
Boiler Sybron/Castle, Model ES160 N716510298 Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 Viera
Sub Total: Monthly ________________ Year: ________________?
CLIN 2: OPTION1: JANUARY 1, 2016 - DECEMBER 31 2016
PRICING
ITEM PART MODEL S.N LOCATION Monthly Yearly
Washer Disinfector Getinge Model 8666 SEV0422182 Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Viera
Washer Sybron/Castle, Model 7600 D983767 Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Viera
Sterilizer Getinge, Model: 633HC 10H00536 Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 Viera
Boiler Sybron/Castle, Model ES160 N716510298 Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 Viera
Sub Total: Monthly ________________ Year: ________________
?
CLIN III: OPTION II: JANUARY 1, 2017 - DECEMBER 31, 2017
PRICING
ITEM PART MODEL S.N LOCATION Monthly Yearly
Washer Disinfector Getinge Model 8666 SEV0422182 Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Viera
Washer Sybron/Castle, Model 7600 D983767 Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Viera
Sterilizer Getinge, Model: 633HC 10H00536 Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 Viera
Boiler Sybron/Castle, Model ES160 N716510298 Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 Viera
Sub Total: Monthly ________________ Year: ________________?
CLIN IV: OPTION III: JANUARY 1, 2018 - DECEMBER 31, 2018
PRICING
ITEM PART MODEL S.N LOCATION Monthly Yearly
Washer Disinfector Getinge Model 8666 SEV0422182 Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Viera
Washer Sybron/Castle, Model 7600 D983767 Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Viera
Sterilizer Getinge, Model: 633HC 10H00536 Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 Viera
Boiler Sybron/Castle, Model ES160 N716510298 Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 Viera
STERILIZER RO UNIT, WATER TREATMENT, DIALYSIS SYSTEM Siemens Industrial NOW MAR COR Dialysis Lake Nona
STERILIZER, STEAM, CABINET Belimed, 509VS1 Single Door 286 Surgery Lake Nona
STERILIZER, STEAM, RECESSED Belimed, 606VS2 285 SPD Lake Nona
STERILIZER, STEAM, RECESSED Belimed 612VS1 285 SPD Lake Nona
STERILIZER, HYDROGEN PEROXIDE J&J Sterrad 100NX 285 SPD Lake Nona
Sub Total: Monthly ________________ Year: ________________?
CLIN V: OPTION IV: JANUARY 1, 2019 - DECEMBER 31, 2019
PRICING
ITEM PART MODEL S.N LOCATION Monthly Yearly
Washer Disinfector Getinge Model 8666 SEV0422182 Orlando
Washer Disinfector Getinge Model 8666 SEV0422173 Orlando
Sterilizer Getinge, Model: 883HC 07L08209 Orlando
Sterilizer Getinge, Model: 883HC 06A06635 Orlando
Washer Disinfector Sybron/Castle Model 4656 702775 Viera
Washer Sybron/Castle, Model 7600 D983767 Viera
Sterilizer Sybron/Castle, Model: 133 99a59711 Viera
Sterilizer Getinge, Model: 633HC 10H00536 Viera
Sterilizer Sybron/Castle, Model: 133 98m59680 Viera
Ultra Sonic Cleaner Sybron/Castle, Model: 24154uw ks2415uw0098 Viera
Boiler
Boiler Sybron/Castle Model: CAS30 GC30596Z98 Viera
Boiler Sybron/Castle Model: CAS30 GC30600Z98 Viera
Boiler Sybron/Castle, Model ES160 N716510298 Viera
HS-4800PT WATT RO Filter System Model: D0924061 260R01003 Viera
Washer Disinfector Sybron/Castle Model 8668 W50018510 Viera
Sterilizer Sybron/Castle, Model: 633 10H00536 Viera
Steam Generator Sybron/Castle Model CAS-45 GC-32938-V10 Viera
STERILIZER RO UNIT, WATER TREATMENT, DIALYSIS SYSTEM Siemens Industrial NOW MAR COR Dialysis Lake Nona
STERILIZER, STEAM, CABINET Belimed, 509VS1 Single Door 286 Surgery Lake Nona
STERILIZER, STEAM, RECESSED Belimed, 606VS2 285 SPD Lake Nona
STERILIZER, STEAM, RECESSED Belimed 612VS1 285 SPD Lake Nona
STERILIZER, HYDROGEN PEROXIDE J&J Sterrad 100NX 285 SPD Lake Nona
Sub Total: Monthly ________________ Year: ________________
GRAND TOTAL BASE PLUS ALL OPTIONS: ________________________
Marie E Smith
Contracting Officer
407-646-4013
marie.smith4@va.gov
