Instrument Sharpening
1. This is a combined synopsis/solicitation for Instrument Sharpening, as prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. A firm-fixed price purchase order is anticipated. FAR 13, Simplified Acquisition Procedures will be used.
2. The solicitation number is 36C26020Q0017 and is issued as a request for quotation (RFQ).
3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.
4. This solicitation is set aside 100% for Service-Disabled Veteran-Owned Small Businesses and the associated NAICS 811219 code has a small business size standard of $20.5 Million. The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov). The Government is seeking a contract to acquire Medical Equipment Maintenance. This solicitation is seeking to fulfill the statement of work.
5. Line Items:
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Mobile Instrument Sharpening Base Year
1.00
YR
__________________
__________________
1001
Mobile Instrument Sharpening Option Year 1
1.00
YR
__________________
__________________
2001
Mobile Instrument Sharpening Option Year 2
1.00
YR
__________________
__________________
3001
Mobile Instrument Sharpening Option Year 3
1.00 YR
__________________
__________________
4001
Mobile Instrument Sharpening Option Year 4
1.00 YR
__________________
__________________
GRAND TOTAL
__________________
6. Statement of work:
STATEMENT OF WORK
1. General
Equipment Maintenance and Repair of Surgical/Dental instruments and equipment.
2. Background.
The Veterans Affairs (VA) Spokane Healthcare System, Spokane, WA requires quarterly instrument and equipment sharpening, repair, and modification on surgical and dental instruments and procedure case carts.
3. Scope.
The contractor shall provide all equipment, materials, and labor for the quarterly instrument sharpening and repair for surgical, podiatry, Clinics, CBOCs, and Dental Instruments kept in the care of the Mann-GrandstaffVAMC.
4. Specific Tasks.
4.1 Task 1- Onsite Instrument Maintenance and Repair
The contractor shall perform onsite sharpening on scissors, nail clippers, osteotomes, chisels, bone cutting forceps, curettes, wire and pin cutters, rongeurs, elevators. The Contractor shall restore inserts on needle holders, check instruments to ensure they are in good working order, have no cracks, and perform deep surface cleaning. The Government estimates the number of instruments to be sharpened or repaired each quarter to be 1500. The agreement does not include maintenance or repair of items such as flexible or rigid scopes, dental handpieces, or other items that the original manufacturer either prohibits the sale of original equipment manufacturer parts, or that cleaning, and sterilization validations are considered invalid by the device manufacturer after third party repair. This does not represent a set number of repair opportunities over the duration of this agreement as services will be rendered on an as needed basis.
4.1 Task 2 Scheduling of Instrument Maintenance and Repair
The Contractor shall coordinate with the Contracting Officer Representative (COR) to schedule periods of performance. Contact will be made not less than 1 week prior to date/ time request. The Contractor will be escorted by the COR when picking up and return instruments after repair. The contractor shall perform all work on-site and return the instruments on the same day. Parking will be permitted in the Contractor Vehicle parking only.
4.1 Task 3 Off Site Instrument Maintenance and Repair
In the event that an instrument item is found to be defective beyond the capabilities of the mobile service, or in the event an instrument requires repair or sharpening and cannot wait until the quarterly service period, it may become necessary for the government to ship items via a route to be determined to the Contractor for service or repair.
The Contractor will be responsible for all shipping or freight charges incurred during transit. Contractor will diagnose the defective item and coordinate with the COR within 3 business day of receipt. At that time the Contractor will provide the COR with a description of the defect, repair options, and repair cost, as well as an estimated time of repair. COR will determine whether to continue or return item without repair. All items will be returned to the VA. Under no circumstances will the Contractor retain VA property.
4.2 Task 4 Summary of Completed Instrument Maintenance and Repair
The Contractor shall provide within 3 business days a summary of any work completed. This summary should include a description of items serviced, service completed, as well as service price. This Summary should also include a list of any defective instruments with defects listed for future reference.
Deliverables: Summary of Completed Instrument Maintenance and Repair
5. Performance Monitoring
The Spokane VAMC Medical Supply Technicians assigned to the Sterile Processing Service will evaluate the instruments upon return. Items must be in a clean state and in a proper working condition. 100% of all instruments returned must be in an acceptable working condition. Any item that is not able to be repaired should have a written statement as to why the repair could not be made and COR should be notified.
6. Security Requirements
Background Investigation and Special Agreement Checks
All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Not Applicable
The Contactor will not have access to VA sensitive information.
They will always be escorted by SPS during their visits.
7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
The Contractor will not have access to any Government-Furnished Equipment. All equipment and supplies used under the terms of this contract will be the responsibility of the Contractor.
8. Other Pertinent Information or Special Considerations.
The contractor shall have the capabilities to maintain and repair delicate and micro instrumentation. This instrumentation may include such items as Ophthalmic, ENT, and Vascular equipment.
a. Identification of Possible Follow-on Work.
There is no Identified Possible Follow-on Work.
b. Identification of Potential Conflicts of Interest (COI).
The requesting entities have identified no Potential Conflicts of Interest.
c. Identification of Non-Disclosure Requirements.
The Contractor will not have access to any VA sensitive information. Non-Disclosure does not apply.
d. Packaging, Packing and Shipping Instructions.
In the event that an instrument item is found to be defective beyond the capabilities of the mobile service, or in the event an instrument requires repair or sharpening and cannot wait until the quarterly service period, it may become necessary for the government to ship items to the Contractor for service or repair.
e. Inspection and Acceptance Criteria.
The COR on this contract will inspect a pre-designated 10% of all instruments serviced/ repaired under this contract. SPS staff will inspect 100% of instruments serviced using trade tools designed for the testing of surgical instrumentation. Any instruments found to be of unacceptable quality will be documented in writing and returned to the contractor for repair. The Contractor will not bill for items that have not been repaired to acceptable order.
9. Risk Control
There are no risk factors associated with this agreement.
10. Place of Performance.
Mobile Instrument repair will be performed at the Spokane VAMC. The Contractor will be authorized to park on VA property to perform this service in the Contractor Vehicle. The Contractor shall perform all work on-site and return the instruments on the same day, unless 5.2 section 3 applies. If the requested workload takes more than one day, all instrumentation will be returned to Sterile Processing by 1700 each day of service. Travel expenses will be at the expense of the Contractor.
11. Period of Performance.
This agreement will be a Base +4 Option Year Agreement effective November 7, 2019 November 6, 2020 with each Option Year ending November 6 of that Calendar Year.
BASE 11/07/2019 11/06/2020
OY 1 11/07/2020 11/06/2021
OY2 11/07/2021 11/06/2022
OY3 11/07/2022 11/06/2023
OY4 11/07/2023 11/06/2024
12. Delivery Schedule.
SOW Task#
Deliverable Title
Format
Number
Calendar Days After CO Start
5.2.4
Summary of Instrument Maintenance and Repair
Contractor Determined Format
One Emailed Copy and One Hardcopy
3 Days After Completed Work
* Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be
Emailed.
7. Delivery:
See Statement of Work (SOW) for Period of Performance (POP), and location of work.
8. The provision at 52.212-1, Instructions to Offerors Commercial items (DEVIATION 20018-O0018), applies to this acquisition:
9. The provision at 52.212-2, Evaluation Commercial Items, applies to this acquisition. The following factors shall be used to evaluate offers:
Technical Must Meet or exceed SOW
Price
10. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer if has not been completed on SAM.gov.
11. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and the following clauses are added as addenda:
Clauses:
52.204-13 System for Award Management Maintenance
52.204-18 Commercial and Government Entity Code Maintenance
52.211-73 Brand Name or Equal. (JAN 2008)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors
852.203-70 Commercial Advertising (JAN 2008)
852.219-10 VA Notice of Total SDVOSB Set-Aside
852.232-72 Electronic Submission of Payment Requests
12. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and the following additional FAR clauses cited in the clause are applicable to the acquisition:
52.219-28 Post Award Small Business Program Representation (JUL 2013)
52.222-3 Convict Labor (June 2003) (E.O. 11755).
52.222-19 Child Labor--Cooperation with Authorities and Remedies (JAN 2018) (E.O. 13126)
52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)
52.222-50 Combating Trafficking in Persons (Jan 2019)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (MAY 2014)
52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008)
52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct
2018) (31 U.S.C. 3332).
13. There are no additional contract requirements, terms or conditions.
14. The Defense Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE.
15. Quotes must be emailed to jared.zinsmeister@va.gov and received no later than 3pm PST on 10/22/2019. Quotes may be submitted on this document or the vendor s own form.
No late quotations will be accepted.
16. For information regarding the solicitation, please contact Jared Zinsmeister at jared.zinsmeister@va.gov
Jared Zinsmeister
jared.zinsmeister@va.gov
