Temp Trak Preventive Maintenance Service at the Cheyenne VA Medical Center and corresponding outlying clinics.
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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation 36C25918R0192 is issued as a request for proposal (RFP). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-06 effective September 10, 2019. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $22.0 million. This solicitation is SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) / VETERAN-OWNED SMALL BUSINESS SET ASIDE. IF OFFEROR IS A GSA SCHEDULE HOLDER, ALL INFORMATION REQUESTED IN THIS NOTICE MUST BE PROVIDED, NOT JUST THE OFFEROR S SCHEDULE NUMBER
The following is a list of the contract line item numbers, quantities and units of measure including options.
CLIN
DESCRIPTION
QTY
UNIT
UNIT COST
TOTAL COST
0001
Annual Temp Trak Preventive Maintenance Base Year: September 30, 2019 through September 29, 2020
1
YR
$__________
$______________
1001
Annual Temp Trak Preventive Maintenance Option Year 1: September 30, 2020 through September 29, 2021
1
YR
$__________
$______________
2001
Annual Temp Trak Preventive Maintenance Option Year 2: September 30, 2021 through September 29, 2022
1
YR
$__________
$______________
3001
Annual Temp Trak Preventive Maintenance Option Year 3: September 30, 2022 through September 29, 2023
1
YR
$__________
$______________
4001
Annual Temp Trak Preventive Maintenance Option Year 4: September 30, 2023 through September 29, 2024
1
YR
$__________
$______________
TOTAL COST, BASE YEAR
PLUS FOUR OPTION YEARS: _________________
STATEMENT OF WORK
Temp Trak Temperature Sensor and Monitoring Systems
Description of Services. The Department of Veterans Affairs has a requirement for maintenance service Temp Trak Temperature Sensor and Monitoring Systems located at the
Cheyenne VA Medical Center, in Cheyenne, Wyoming and the corresponding outlying clinics.
Scope of Work. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, certifications, and other services to provide service and maintenance of the temperature and monitoring system. The contractor shall perform to the standards in accordance with this SOW.
Requirements. Annual on-site visit by a qualified technician with all tools and equipment necessary to perform required maintenance appropriately. Contractor shall provide:
Confirmation proper identification of all hardware within the system.
Provide additional software training.
Provide and replace transmitter batteries reflecting Low Battery Alert.
Provide National Institute of Standards and Technology (NIST) traceable calibration services for 91 sensors, 84 for refrigerators, freezers and warmers, 6 pressure and repeaters, including replacement of NIST traceable probes (air, glycol), implementation of SysCal Process on modified solid simulators and replacement of batteries during service. All calibration certificates are included.
Provide TempTrak hardware warranty is extended to three (3) years and is replaced at no charge (excludes labor) as a result of manufacturer s workmanship.
Provide printed master copy of TempTrak Help Document Reference Guide.
24/7 Help Desk emergency support. (std. I-Care hours are 8am-8pm Eastern, M-F)
All software upgrades and builds upon release.
Unlimited web-based training seminars.
Annual remote access system review/check-up and report.
NIST traceable calibrations will exclude travel and other applicable expenses, include all calibration certificates and battery replacement for all NIST traceable transmitters serviced.
Hours of Coverage. Normal hours of coverage for an on-site visit are Monday Friday from 8:00am to 4:30pm Mountain Time (MT), excluding the federal holidays listed as follows:
Federal Holidays:
New Year s Day
Dr. Martin Luther King Jr s Birthday
Presidents Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Any other day specifically declared a National Holiday by the President of the United States. When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.
Request for weekend, after-hour, and Federal holiday work shall be with a request in writing submitted 14 days beforehand. Submission of a work request doesn t guarantee schedule approval by the government since written approval by the POC is required. Inspections will require a prior 14-day notification submitted to the Point of Contact (POC).
The contractor shall check-in with the Engineering Health Technician, at Facility Management Service, prior to performing any on-site services. When the service is completed, the Health Technician shall document services rendered on a legible Engineering Service Report (ESR). The ESR will then be signed by both the Health Technician and the contractor prior to submitting to the Contracting Officer Representative (COR)/Point of Contact (POC).
The provision at FAR 52.212-1, INSTRUCTION TO OFFERORS -- COMMERCIAL ITEMS (OCT 2018), applies to this acquisition with the following addenda: FAR 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); The Government contemplates award of a FIRM-FIXED PRICE contract resulting from this solicitation.
The provision at FAR 52.212-2, EVALUATION -- COMMERCIAL ITEMS (OCT 2014), The government will award contract to offeror whose proposal is responsive to the solicitation and determined to be the best overall value to the government.
1. Technical:
Offeror shall provide signed letter from original equipment manufacturer authorizing your company to perform service, shall submit with proposal.
Offeror shall show proof of on-site calibration compliant to National Institute of Standards and Technology (ISO)/International Electrotechnical Commission (IEC) standard 17025:2005 traceable through National Institute of Standards and Technology (NIST). shall submit with proposal.
Offeror shall provide all certifications with proposal.
Past Performance: Offeror shall provide three references of organizations in which they have provided the same or similar type of service. References shall include a point of contact, position held by the point of contact, company name, telephone number, mailing address and email address.
Price: Offeror s price shall be evaluated to determine its reasonableness.
Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
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. (End of Provision)
A completed copy of the provision at FAR 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (OCT 2018) shall be submitted with the offer.
The clause at FAR 52.212-4 CONTRACT TERMS AND CONDITIONS -- COMMERCIAL ITEMS (OCT 2018), applies to this acquisition, with the following addenda:
FAR 52.204-13 System for Award Management Maintenance (OCT 2018); FAR 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016);
FAR 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6B months. The Contracting Officer may exercise the option by written notice to the Contractor within thirty (30) days of the expiration date of the current contract period.
For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:
The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract.B The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised.B The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise.B This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. The `specified' rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause.
(End of clause)
FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of Clause)
52.232-19B Availability Of Funds For The Next Fiscal YearB (Apr 1984) Funds are not presently available for performance under this contract beyond September 30th of any fiscal year. The Government s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30th of any fiscal year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause)
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984); FAR 52.237-3 Continuity of Services (JAN 1991); VAAR 852.203-70 Commercial Advertising (MAY 2008); VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2019); VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance Jul 2018)
VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018)
(a) This solicitation includes 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.
(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.
(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.
(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of Clause)
VAAR 852.237-70 Contractor Responsibilities (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Wyoming. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause)
The clause at FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS -- COMMERCIAL ITEMS (AUG 2019) applies to this acquisition including the following clauses: FAR 52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards (OCT 2018);B 52.219-28 Post Award Small Business Program Representation (JUL 2013); FAR 52.222-3 Convict Labor (JUNE 2003); FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015); FAR 52.222-26 Equal Opportunity (SEPT 2016); FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014); FAR 52.222-50 Combating Trafficking in Persons (JAN 2019); FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011); FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008); FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018); 52.222-17 Nondisplacement of Qualified Workers (MAY 2014)
Proposals shall include the solicitation number (36C25918R0192), a technical proposal and references, the proposed unit price, the proposed extended price, any prompt payment discount terms, company name, the company point of contact, address, phone number, fax number, e-mail address, Tax Identification Number, DUNS number, and business size status.
The full text of a solicitation provision or contract clause may be accessed electronically at the address(es) below:
B B B B B B B B B B http://www.acquisition.gov/far/index.html
B B B B B B B B B B http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm
All information has been posted and there are no other documents available. Offers are to be addressed to Francisco Velazquez at the Department of Veterans Affairs, Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center, 6162 South Willow Drive, Suite 300, Greenwood Village, CO 80111 ATTN: Francisco Velazquez, Contracting Specialist at Francisco.velazquez-salazar@va.gov and NCO19Services1@va.gov no later than 9:00 A.M. Mountain Time on Friday, September 20, 2019.
EMAIL OF PROPOSALS AND QUESTIONS IS PREFERRED. PROPOSALS SUBMITTED BY FASCIMILE (FAX MACHINE) WILL NOT BE ACCEPTED.
Any questions regarding this solicitation must be submitted in writing to the Contracting Officer no later than 9:00 A.M. MT, Monday, September 16, 2019.
Francisco Velazquez
Contract Specialist
Contract Specialist
