CT Scanner Unit, Preventative Maintenance and Repair, and Lease of Mobile CT Trailer
CT Scanner Unit, Preventative Maintenance and Repair, and Lease of Mobile CT Trailer, Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM), Place of Performance: Phoenix Indian Medical Center, Phoenix, AZ
(i) This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in subpart 12.6 and FAR 13.1 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued.
The Government will award a firm-fixed price contract resulting from this combined synopsis/solicitation, to the responsible offeror whose offer is conforming to the "Brand Name or Equal" synopsis/solicitation where best value is expected when utilizing Trade-Off procedures in accordance with FAR 15.101-1.
(ii) Solicitation number is #RFP-19-PHX-03 and is issued as a Request for Proposal (RFP).
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-03, Effective 12 Jun 2019.
(iv) This requirement is restricted to Native Owned Business (Buy Indian) and the associated NAICS Code is 339112 with size standard of 1,000 employees.
(v) The Contract Line Items (CLINs) are listed on Price Schedule. Offers shall enter all prices for all the CLINS on the Price Schedule. Not providing prices for all CLINS items shall make your offer non-responsive to the solicitation.
FAR 52.211-6, Brand Name or Equal - All items must comply and must have the alike salient characteristics of the items stated below, to include technical documentation to support products being offered as equal items.
See Attachment A - Price Schedule.
(vi) The Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) intends to procure for one new "Brand Name or Equal" (Canon, Aquilion Prime SP 30)128 Slice Computer Tomography Scanner Unit and Removal of Existing CT Scanner (Trade-In), Preventative Maintenance and Repair/Non-Emergency Repair Services (Base & Four Option Years), , Temporary Mobile CT Trailer Services (Base-3-Months and 2 3-Month-Options if exercised) in accordance with Attachments A through H from this solicitation.
(vii) Delivery and acceptance terms for this contract award is FOB Destination. Delivery Addresses: Phoenix Indian Medical Center, 4212 North 16th Street, Bldg-9, Phoenix, AZ 85016, Attention: Brian Numkena
Delivery is 120 days or sooner After Receipt of Order.
(viii) Addendum to FAR 52.212-1, Instructions to Offerors - Commercial Items (Oct 2018).
1. Adherence to Instructions: The offeror must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. The offerors proposal shall consist of three (3) separate electronic volumes: Electronic Volume I - Technical Proposal, Electronic Volume II - Price Proposal, and Electronic Volume III - Past Performance Information. Offers, including all required documents, must be submitted to the Contact Specialist, Donovan Conley, to Donovan Conley@ihs.gov. Documents must be prepared and labeled according to the format below or offers may be deemed NONRESPONSIVE per section, "6. Proposal - General Information (Proposal Format Submission)". Please reference section "ADDENDUM to FAR 52.212-2 - Evaluations - Commercial Items" for additional information about Evaluation factors for this solicitation. Documents must be properly executed and submitted not later than the close of business of the offer due date which is August 11, 2019 at 4:00 PM MST (AZ Time). No questions will be taken after August 9, 2019, 12:00 PM MST (AZ Time). Only electronic offers will be emailed to Donovan.Conley@ihs.gov. Any submission of offers after the closing date of the August 11, 2019 at 4:00 PM MST (AZ Time) will not be accepted for consideration.
2. Exceptions to Terms and Conditions: Offerors must clearly identify any exception to solicitation terms and conditions and provide accompanying rationale.
3. Registration in System For Award Management (SAM): In order to be eligible for contract award offerors must be registered in SAM at https://www.sam.gov. Contractor shall submit a full complete PDF copy from SAM.gov showing registration.
4. Proposal - General Information (Proposal Format Submission):
a. The offer shall consist of three (3) separate electronic volumes:
• Electronic Volume I - Technical Proposal
• Electronic Volume II - Price Proposal
• Electronic Volume III - Past Performance Information
b. Documents must be fully responsive to and consistent with the following.
• Solicitation requirements
• Page formatting. Incorrectly formatted pages and excess pages will not be read or evaluated, and will be removed from the proposal.
c. Electronic Copy:
• Must be in Adobe (.pdf), Microsoft Word version 2013 for Volume 1 and 3. Volume 2 shall be in Excel 2013 or earlier format.
d. Evaluation Criteria: See provision ADDENDUM to FAR 52.212-2 - Evaluations - Commercial Items on page 45.
5. Electronic Volume I - Technical Proposal:
A. Technically Acceptable
B. Product Performance
C. Image Quality
D. Service
E Training
6. Electronic Volume II - Price Proposal:
The price proposal shall be specific, complete in every detail, and separate from the technical and past performance proposal. Complete and submit pages 1, and Attachment A Price Schedule with Electronic Volume II - Price Proposal. Contractor shall state in their proposal that the quote shall remain effective for 120 calendar days after close of solicitation.
7. Electronic Volume III - Past Performance Information:
Offerors are required to furnish one to three current, or recently completed Federal, State, local government, or private contracts under which you have provided the same or similar services required in this solicitation within the last five (5) years. Provide contact name, date of performance, and point of contact, telephone number, fax number and e-mail address. Past performance will be reviewed to assure that the offeror has relevant and successful performance history. Contractor shall notify all references that have been provided to the IHS for their solicitation and respond within 1 business day of email or telephone contact by the Service Unit.
Past Performance reference format:
Company Name:___________________________________
Address:__________________________________________
Contact Name:_____________________________________
Contact Telephone No:_______________________________
Contact Fax No:_____________________________________
E-mail Address:_____________________________________
Services Provided:___________________________________
Service Period:______________________________________
Information Comments:_______________________________
(ix) Addendum to FAR 52.212-2, Evaluation - Commercial Item (Oct 2014).
METHOD OF AWARD: Award will be made on a firm fixed price basis and will be based on all the factors as shown above. The Government intends to make an award based on initial offers, without discussions. As such, Contractors are encouraged to submit their best proposal as their initial offer. While the Government intends to award based on initial offers, the Government reserves the right to open discussions with all Contractors within the competitive range should the Contracting Officer make a determination that discussion would be in the best interest of the Government.
The contract will be awarded to the offeror that presents the best value to the government. Technical and past performance when combined are greater in importance than price.
The evaluation process shall proceed as follows:
Initially, all technical proposals submitted by offerors will be evaluated. The past performance information provided will be validated by contacting the offeror's submitted information. The price proposal will be evaluated to determine a fair and reasonable price. An award shall be made to the offeror whose proposal represents the best overall value to the Government.
The following factors shall be used to evaluate offers:
TECHNICAL EVALUATION FACTORS:
A. Technically Acceptable
Each offeror will be evaluated on product offered using the following Salient Characteristics on Attachment B - Scope of Work CT and Injector, Paragraph 1, Sub-Paragraph 1.A, CT Scanner, page-1:
a) CT Slice.
b) Metal Reduction software.
c) Dose Reduction software.
d) 3D Imaging Processing
e) CT Lung Analysis package (measuring and characterizing lung nodules)
f) CT Cardiac Analysis package (analyze the coronary arteries)
g) CT Colon Analysis package (examination of the lumen, including tools for quantitative analysis of suspected polyps)
h) Patient table capacity.
i) Lateral table slide.
j) Storage capacity.
k) X-ray tube.
l) X-ray detector.
m) Gantry.
n) Image Reconstruction
o) Spatial resolution.
p) Operators Console - 3D Reformation
q) Operators Console - Dual
r) Injector: Contrast injector to remotely inject during contrast enhanced CT exams.
s) Injector: Synchronization with scanner and injector protocol.
t) Injector: Pulmonary angiography protocol optimization software.
u) Injector: Dual Flow Injector
v) Injector: Workstation display
Contractor is to submit supporting specification documents with proposal.
B. Product Performance
(1) The product should have a reliability of 98% or higher uptime.
Contractor is to submit supporting documents with quote.
C. Image Quality
Image quality that demonstrates clear images, metal artifact reduction, dose reduction, spatial resolution. Images are to be acquired by the product being offered in this solicitation.
a) Chest PE Study, Male, 30 to 50 years age, 300 lbs to 350 lbs.
b) Temporal Bone Study, Male, 30 to 50 years age, no weight limit.
c) Abdomen and Pelvis Study, Male, 30 to 50 years age, 350 lbs to 400 lbs.
d) Abdomen and Pelvis Study, Female, 30 to 50 years age, 350 lbs to 400 lbs.
e) Extremity with Metal Implant (hip), Male, 30 to 50 years age, 300 lbs to 350 lbs.
f) Extremity with Metal Implant (knee), Male, 30 to 50 years age, 300 lbs to 350 lbs.
g) CT Cervical Spine, Male or Female, 70 to 75 years age, no weight limit.
h) CT Thoracic Spine, Male or Female, 70 to 75 years age, no weight limit.
i) CT Lumbar Spine, Male or Female, 70 to 75 years age, no weight limit.
j) CT Shoulder, Male or Female, 60 to 70 years age, 300 lbs to 350 lbs.
k) Brain with and without IV Contrast, Male or Female, 60 to 70 years age, no weight limit.
l) CT Neck soft tissue with IV Contrast, Male or Female, 30 to 50 year age, 300 lbs to 350 lbs.
All images must be submitted with dose amount, patient weight, age, sex, reconstruction MPRs and PE Study must have oblique coronals. Images are to be submitted on a CD in DICOM format with quote. Images are to be normal common everyday results from CT unit being proposed. Images are not to be enhanced beyond the normal common usage of the machine.
D. Service
Each offeror will be evaluated on the service plan using the standards as follows. The Government will focus on the emergency/nonemergency repair and preventive maintenance plan offered.
(1) Contractor maintains "24/7/365" response to service calls and contractor responds within 1 to 4 hours of the initial service call and contractor has repaired equipment on site within 48 hours of the service call.
(2) Contactors detailed document on Preventive Maintenance and Emergency Repair/Nonemergency Repair services for both Computer Tomography and Injector equipment.
1. Contractor detailed Quality Control Program (QCP).
2. Contractors ability to respond to an emergency repair request at night and weekends.
Contractor is to submit service plan documents with quote.
E. Training
Each offeror will be evaluated on the training plan using the standards as follows. The Government will focus on the training plan offered.
a. Computer Tomography Scanner and Injector training should include as a minimum: application training, emergency shutdown procedures, any proprietary QA/QC testing procedures, and system administrative configuration procedures;
b. Radiology Information System Package (RPMS) and PACS and/or as needed for advanced follow-up training as a minimum: Computer Tomography Scanner and Injector training should include: DICOM (MDWL, Store, Query/Retrieve, and Print) functionality training, application training, any proprietary QA/QC testing in digital environment, and system administrative configuration procedures;
c. Each facet of the contractor's training program (described below):
i. Staff training prior to installation of the equipment.
ii. Availability of contractor's educational staff to answer questions during the training process and after clinical implementation.
iii. Quality of contractor's staff training material; this includes written, visual, digital, and on-line training and refresher programs. The on-line programs must interface with our facility's existing on-line staff education and competency documentation program.
Contractor quote.is to submit training documents with
Rating System Standards and Definitions:
The definitions below reflect the Government assessment of solicitation compliance and the expected results on the offeror's proposed approach. The rating focus on strengths and weaknesses of the Contractor's technical proposal based on the Technical Ratings below:
TECHNICAL RATINGS
Rating - Description
Exceptional - Contractors response meets all contract requirements for evaluation factor and exceeds many to the Governments Benefit.
Very Good - Contractors response meets contract requirements for evaluation factor and exceeds some to the Governments Benefit.
Satisfactory - Contractors response meets contract requirements for evaluation factor.
Marginal* - Contractors response does not meet some of the contract requirements for the evaluation factor. Response reflects a serious deficiency to meet the government's requirements which may or may not be correctable
Unacceptable - Contractors response does not meet any of the contract requirements for the evaluation factor. Response reflects serious deficiency to meet the government's requirements which are not correctable.
*Marginal: A rating of marginal will be considered as Unacceptable and will not be considered for award.
PAST PERFORMANCE EVALUATION FACTORS:
A. Contractor should have experience as stated in Attachment B, C, D, E: Statement of Work in a private practice and/or hospital for at least the minimum years in the specialty of their field (see Attachment B, C, D, E: Statement of Work for minimum years). The lack of experience at an Indian Health Service, Service Unit should not discourage a potential Contractor from submitting an offer. Past performance evaluation will consider reliability of past performance information, source of information, and the relevance of information. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating.
B. Offeror shall submit at least two or more similar or same scope of contracts with government agencies and private industry in terms of quality of work, compliance with performance schedules, provision of qualified persons to client both at time of award and to replacement of Contractor persons. In addition PPIRS and FAPIIS data may be used for evaluations.
The following adjectival rating system will be used by the Government to determine the overall past performance rating of each proposal:
Past Performance Rating
Rating - Description
Very Low Risk - Offer's past performance record provides essentially no doubt that the offeror will successfully perform the required effort.
Low Risk - Offer's past performance record provides little doubt that the offeror will successfully perform the required effort.
Moderate Risk - Offer's past performance record, although satisfactory, provides some doubt that the offeror will successfully perform the required effort.
High Risk - Offeror's past performance record provides substantial doubt that the offeror will successfully perform the required effort.
Neutral/Unknown Risk - The offer has no relevant past performance record. A thorough search was unable to identify any past performance information.
PRICE:
Cost/price will be evaluated for reasonableness. The price must represent what a prudent person would pay when consideration is given to prices in the market. An award shall be made to the offeror whose proposal represents the best overall value to the Government.
The price proposal shall be specific, complete in every detail, and separate from the technical proposal. The price proposal shall be submitted on enclosed pages of SF 1449, Schedule of Supplies/Service and shall contain all information relative to cost and pricing. (Also submit pricing information as indicated in Attachment A Price Schedule).
The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if a later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. The Government may exercise its right to award without discussions.
Contractor shall state in their proposal that the quote shall remain effective for 120 calendar days after close of solicitation.
(x) Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items (Oct 2018), with its offer.
FAR.217-5 Evaluation of Options (Jul 1990)
FAR 216-1 Type of Contract (Apr 1984), The Government contemplates award of a Firm-Fixed Price award resulting from this solicitation.
(xi) FAR 52.212-4 Contract Terms and Conditions - Commercial Items (Oct 2018) applies to this acquisition.
Addendum to FAR 52.212-4 (g) Invoices.
1. Invoices: Invoices shall be submitted in ARREARS:
a. Quarterly [ ]
b. Semi-Annually [ ]
c. Other [X] After shipment and performance (monthly) of all CLINS.
2. Government Invoice Address: All invoices from the contractor shall be submitted electronically.
Invoicing/Billing: Contractor shall establish a recordkeeping system of contractor services provided. Contractor may only bill for purchase of equipment provided to the IHS. At the end of all item shipped, the contractor will submit an invoice for payment.
Invoice Requirements and Supporting Documentation: Supporting documentation and invoices must be submitted after product has been shipped out. Changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a "proper" invoice in accordance with FAR 52.212-4 (g) all invoices must include:
Name and address of Contractor
Invoice Date
Contract Number
Date of Supply Order
CLIN-Number:
Provide Part Number, Description, Unit of Issue, Unit Price, and Total Price
FOB Destination, Shipping Cost Included in Price of Product
Grand Total Price
Electronic Invoicing: All invoices are to be submitted by email to PHXAOAP-Team@ihs.gov.
Phoenix Area Office Indian Health Service
40 N. Central Ave., 2 Renaissance Square
Suite 512, Financial Management Branch
Phoenix, AZ 85044-4424
The contractor shall accept payment for lease or purchase and services rendered under this contract as payment in full. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than the IHS for lease or purchase and services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third parties for services rendered under this contract. This provision shall survive the termination or ending of the contract.
(xii) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -Commercial Items (May 2019), see attachment Clauses and Administrative Data.
(xiii) Additional attachment for this commercial solicitation and Site Visit.
Attachments:
1. Scope of Work CT Project
2. Attachment A - Price Schedule
3. Attachment B - Scope of Work CT Scanner and Injector
4. Attachment C - VistA Imaging DICOM Modality Interface 2.28.19.
5. Attachment D - Scope of Work PM and Repair
6. Attachment E - Scope of Work Temporary Mobile Trailer
7. Attachment F - CT Building Floor Plan
8. Attachment G - CT Mobile Trailer Location
9. Attachment H - Clause and Administration Data
10. Attachment I - 2019 Tax Exemption Letter
FAR 52.237-1 Site Visit (Apr 1984)
Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.
a. The Contractor shall perform a preliminary inspection and assessment of facility. An organized site visit is scheduled at -
Phoenix Indian Medical Center
(Medical Imaging Department)
4212 N. 16th Street
Phoenix, AZ 85016
on July 24, 2019, 10:00 MST Arizona Time.
b. Participants shall coordinate their site visits with the Contract Specialist, Donovan Conley at 602-364-5174, Donovan.Conley@ihs.gov. Due to the disruption of facilities and scheduling of staff, only one site visit shall be allowed per the date stated above.
(xiv) n/a
(xv) Proposals are due by 4:00 PM MST on August 11, 2019. Email the proposal volumes to Donovan.Conley@ihs.gov. Questions are due before August 9, 2019 at 12:00 PM MST. Offeror must confirm IHS receipt of their proposal.
You are reminded that representatives from your company SHALL NOT contact any PIMC employees to discuss this RFP during this RFP process. All questions and concerns regarding this RFP shall be directed to the Contracting Officer
(xvi) Contract Administrator is Donovan Conley, Contracting Specialist, Donvan.Conley@ihs.gov
Donovan Conley, Contract Specialist, Phone 602-364-5174, Fax 602-364-5030, Email donovan.conley@ihs.gov
