36C26319Q0434 Otometrics Audiology Service at MVAHCS & CBOCS
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C26319Q0434
Posted Date:
4/10/2019
Original Response Date:
4/19/2019
Current Response Date:
4/19/2019
Product or Service Code:
J065
Set Aside (SDVOSB/VOSB):
Small Business
NAICS Code:
811219
Contracting Office Address
Department of Veteran Affairs
NCO 23, Black Hills Services Team
113 Comanche Road
Fort Meade, SD 57741-1002
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular.
The associated North American Industrial Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $20.5 Million.
The Department of Veterans Affairs, VAMC Minneapolis, One Veterans Drive, Minneapolis, MN 55417-2309 is seeking to purchase a Service Maintenance Agreement on Otometrics Audiology Equipment.
All interested companies shall provide quotations for the following:
Project Title
Audiology Equipment Full Service Maintenance Agreement
Objective
MVAHCS is seeking a base year and four option years full Service Maintenance Agreement on the Otometrics Audiology Equipment at MVAHCS and CBOCS.
Background
Audiology equipment is used to measure a patient s hearing to diagnose and treat hearing or balance problems.
Salient Characteristics
Equipment list:
Description/Model
Location
Quantity
Cal of Madsen Astera Audiometers
Minneapolis
9
Cal of GN Otometrics 100's Tympanometers
Minneapolis
9
Cal of Aurical Hit Box
Minneapolis
2
Cal of Aurcal Free Fit
Minneapolis
10
Cal of AuDx Pros
Minneapolis
3
Cal of Eclipse ABR
Minneapolis
1
Soundroom Certification
Minneapolis
9
Cal of Madsen Astera
Ramsey
3
Cal of GN Otometrics 100 Tympanometer
Ramsey
3
Cal of AuDx Pro
Ramsey
1
Cal of Aurical Free Fit
Ramsey
3
Soundroom Certification
Ramsey
3
Cal of Madsen Astera
Maplewood
2
Cal of Audx Pro
Maplewood
1
Cal of GN Otometrics 100 Tympanometer
Maplewood
2
Cal of Aurical Free Fit
Maplewood
2
Soundroom Certification
Maplewood
2
Cal of Madsen Astera
Fort Snelling
3
Cal of GN Otometrics 100 Tympanometer
Fort Snelling
3
Cal of Capella OAE's
Fort Snelling
3
Soundroom Certification
Fort Snelling
3
Cal of Madsen Astera
Superior
2
Cal of GN Otometrics 100 Tympanometer
Superior
2
Cal of Aurical Free Fit
Superior
2
Cal of AuDx Pro
Superior
1
Cal of Xeta
Superior
1
Soundroom Certification
Superior
2
Preventive Maintenance
All
69
Service Call
All
5
Vendor shall provide:
All labor, travel, expenses and OEM parts for recommended preventive maintenance and necessary repairs.
On-site emergency repair service during normal business hours if needed, provided within 48 hours of requested service.
Service reports to MVAHCS HTM personnel for each service visit.
Service loaners if equipment is not available for clinical use due to service related issue, until the issue has been fully resolved.
Advance scheduled preventive service visits to coordinate with MVAHCS and CBOC personnel availability.
Trained and qualified service technicians to work on the equipment they are dispatched to diagnose, repair and/or perform maintenance service on.
Security Requirements
VA Directive 6500.6, Appendix C, Paragraphs 3.a, 5.h, 6.a, 7.a, 7.d, 9, Appendix D.
Work shall be performed during normal working hours, 7:00 AM 5:00 PM CST Monday through Friday, except federal holidays, unless otherwise specified.
Place of Performance
The selected contractor shall provide the service and parts to MVAHCS, One Veterans Drive, Minneapolis, MN 55417.
Equipment Changes
Items may be deleted from the equipment list if replaced or "in excess" during the period of this contract at the discretion of the COR. The Government reserves the right delete existing items upon the approval of the COR. The equipment list shall be updated with the existing items that are taken out of service shall be deleted upon contract renewal and upon request.
Invoicing and Pricing
Detailed invoices will be submitted with each repair made by the contractor. Invoices must include purchase order number, contract number, period of service covered/dates, and cost at a minimum. Pricing shall be competitive market value and sanity checked periodically.
Disinfecting Instructions
The contractor shall provide training instructions, procedures, and documentation necessary to properly and safely disinfect the equipment and accessories between patient uses.
Past Performance and References
The contractor shall supply no fewer than 3 reference sites that are currently using the repair services identified in the proposal. Each reference shall include at least 2 points of contact detailing full name, title, and phone number. VA reference sites are preferred.
Warranty
The contractor shall provide repaired equipment with a 90-day warranty. The warranty period shall not begin until after MVAHCS authorized personnel have accepted the products delivery, installation, and functionality. In addition, the contractor shall indicate availability and cost of extended OEM parts warranty options.
Operator and Service Manuals
MVAHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and OEM parts lists, which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request. Any charges for OEM parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it s agreed upon price unless specifically stated in writing otherwise.
Order of Precedence
All work described and provided by the contractor, shall be performed in accordance with this Statement of Work and Addendum applicable. The VA-provided SOW shall become effective on the date the contractor receives a signed Purchase Order. The contractor shall be bound by any conflicting terms that may appear in any contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope.
Evaluation Factors
All proposals received will be evaluated based on the following criteria:
Meeting the specifications defined in this SOW
Past Performance
Pricing
Standardization
Warranty
The delivery/task order period of performance is 5/1/2019 to 4/30/2020.
Place of Performance
Address:
Department of Veteran Affairs
VAMC Minneapolis
One Veterans Drive
Minneapolis, MN
Postal Code:
55417-2309
Country:
UNITED STATES
Award shall be made to the quoter based on the offer that provides the lowest priced quote to the Government and can meet the servicing requirements outlined in the attached SOW, considering technical capability, past performance, and price.
The government will evaluate information based on the following evaluation criteria: FAR Part 12 - Acquisition of Commercial Items and Part 13 - Simplified Acquisition Procedures. The Government intends to base award determination on the offer that provides the lowest priced quote to the Government and can meet the servicing requirements outlined in the attached SOW.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items
FAR 52.212-3, Offerors Representations and Certifications Commercial Items
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Failure to complete the registration will result in elimination from consideration for award.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders
All quoters shall submit the following: Quotes must be received no later than 11:00 AM MST Friday, April 19, 2019. The anticipated date of award will be approximately May 1, 2019. It is the responsibility of the offeror to ensure their quote is received in its entirety by the POC listed below prior to the solicitation closing date and time.
Quotes will only be accepted by email. All quotations must be sent in .pdf, or .docx format only to Stephen Holly, Contract Specialist @ stephen.holly@va.gov. Include the following in your subject line: Quotations submitted in response to 36C26319Q0434.
This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:
[quoter shall list exception(s) and rationale for the exception(s).]
Submission shall be received not later than 1:00 AM MST Friday, April 19, 2019. Quotes will only be accepted by email. All quotations must be sent in .pdf, or .docx format only to Stephen Holly, Contract Specialist @ stephen.holly@va.gov. Include the following in your subject line: Quotations submitted in response to 36C26319Q0434. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed offers, quotes, or bids will not be accepted.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Stephen Holly, @ stephen.holly@va.gov no later than 2:00 PM. MST on Tuesday, April 15, 2019. Questions will not be addressed via telephone.
Point of Contact
Stephen Holly | U.S. Department of Veterans Affairs
Contract Specialist | Network Contracting Office 23 (NCO 23)
113 Comanche Road, Fort Meade, SD 57741 | office: (605) 720-6896 | Fax: 605-720-7051
Stephen Holly
stephen.holly@va.gov
