Lumenis Service Contract
Solicitation: Lumenis, Inc. VersaPulse PowerSuite 100W
Notice Type: Combined Synopsis/Solicitation
Set-Aside: TIERED EVALUATIONS INCLUDING SMALL BUSINESS CONCERNS
(i) This is a COMBINED SYNOPSIS/SOLICITATION for commercial services/items prepared in accordance with the format in FAR subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and 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.
(ii) Solicitation 36C24718Q0354 is issued as a request for quotation (RFQ) COMBINED SYNOPSIS / SOLICITATION.
(iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2019-01, December 20, 2018. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). Additionally, 52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements Representation (DEVIATION 2015-02) is incorporated into this solicitation.
(iv) This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127.
This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, a tiered evaluation for VOSB concerns, or in the alternative, a set-aside for other small business concerns with HUBZone small business concerns and 8(a) participants having priority.
If award cannot be made, the solicitation will be cancelled, and the requirement resolicited.
The applicable NAICS for this procurement is: 811219 with a size standard of $20.5 million.
Only Department of Veterans Affairs Center for Veterans Enterprise (CVE) Vendor Information Pages (VIP) VetBiz verified SDVOSB/VOSB firms are eligible to submit an offer or receive an award of a VA contract that is set-aside for SDVOSB/VOSB in accordance with VAAR Part 819. A non-verified vendor that submits a bid or proposal will be considered non-responsive and ineligible for award as listing in VIP is not self-correctable as a minor informality as, for example, a listing in SAM. The VIP database will be checked both upon receipt of an offer and prior to award.
(v) If this procurement is for NEW EQUIPMENT then it s for NEW EQUIPMENT ONLY; no remanufactured or "gray market" items. All Equipment must be covered by the manufacturer's warranty.
Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers.B No remanufactures or gray market items will be acceptable.
Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM.B All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract.B Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor toB replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.B
This requirement consists of the following items:
Brand Name-Standardization: Lumenis
VersaPulse PowerSuite 100W (See Attached Schedule)
(vi) Description of requirements for the items to be acquired.
Pricing Information:
1. Pricing should be considered FOB DESTINATION
2. New Equipment only; no remanufactured or "gray market" items
3. All items must be covered by the manufacturer's warranty
4. Offer MUST be good for 30 calendar days after close of solicitation.
OFFER SUBMISSION: Acceptable offer submission is each CLIN listed separately with individual pricing on standard company quote form. Include all requisite supporting documentation identified in this solicitation with your offer.
(vii) Date(s) and place(s) of delivery and acceptance and FOB point.
Delivery Address:
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
1. Delivery: Not required for Services PM contract
2. Shipping: if necessary, FOB DESTINATION
(viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers.
(ix) 52.212-2 Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Offeror that submits the offer that meets all the requirements of the solicitation, is responsive and responsible, and has the lowest cumulative price for all items (inclusive of delivery) and the offer is fair market price will be selected.
The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. For price evaluation purposes, the lowest price technically acceptable offer will be selected for award.
Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission.
OFFER SUBMISSION: Acceptable offer submission is each CLIN listed separately with individual pricing on standard company quote form inclusive of shipping. Include all requisite supporting documentation identified in this solicitation with your offer.
To be considered technically acceptable for award each offeror must provide with their submitted quote/offer:
Documentation that confirms the company/employees are manufacturer authorized resellers/ distributors or service providers of the quoted items.B
Offerors MUST enter exactly what they are quoting (including unit cost, total cost, make, model, manufacturer, part number, and description (salient features detailing the functional, mechanical, performance, and physical characteristics)) in order for the quote to be considered.
Documentation that confirms the company is registered and is the required socio-economic category in the System for Award Management (SAM). Service-Disabled Veteran-Owned Small Business (SDVOSB) or (VOSB) offerors must be verified by the Department of Veterans Affairs Center for Verification and Evaluation (CVE) at the time of submission of proposal. Failure to be verified will result in the offeror s proposal to be deemed non-responsive.
(x) 52.212-3 Offeror Representations and Certifications - Commercial Items- System for Award Management (SAM) located at www.sam.gov will be checked to verify ACTIVE registration status and self-certification for the required socio-economic category.
(xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission.
(xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44.
(xiii) DOL Wage Determination, Service Contract Act (SCA) No. 2015-4427, Revision No. 10, Date of Revision: 12/26/2018 applies to awarded service contract.
(xiv) The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.
(xv) QUOTES/OFFERS: All quotes/offers will be submitted via email to the Contracting Specialist, John M. Norway at john.norway@va.gov no later than 2:00 PM EST on May 31st, 2019. All quotes/offers submitted must include the Solicitation Number and Title in the subject line of the email. Quotes/offers received after this date and time will be not be considered for award.
To obtain clarifications and/or additional information concerning the contract requirements and/or specifications, submit a written Request for Information (RFI) via email to the Contracting Specialist, John M. Norway at john.norway@va.gov . RFIs must be specific and in question format. All RFIs submitted shall include the Solicitation Number 36C24719Q0576 and Title, Contractor Name, City, State, Telephone, Email Address and the RFI question(s).
Questions regarding this solicitation shall be submitted no later than forty-eight (48) hours prior to the posted solicitation closing date and time, unless it is determined to be in the best interest of the Government as deemed by the CO. Telephone requests for information not accepted.
(xvi) Contact information
Contracting Office Address:
Department of Veterans Affairs
Network Contracting Office (NCO) 7
325 Folly Road, Suit 300
Charleston, SC 29412-2507
Primary Point of Contact:
John M. Norway
Contracting Specialist, NCO 7
John.norway@va.gov
STATEMENT OF WORK:
VERSAPULSE POWERSUITE 100 W
BASE + 4 YEAR SERVICE CONTRACT
A. GENERAL GUIDANCE
Scope of Work: Vendor shall provide a full comprehensive service on the VersaPulse PowerSuite 100 W listed below when requested by the Ralph H. Johnson VA Medical Center Healthcare Technology Management Service (RHJVAMC HTM). Phone support for VA Biomedical Engineering will also be provided under contract period specified below. Two preventive maintenance visits per twelve (12) month term for the unit will be provided during the term of this agreement. Travel, labor, and replacement parts for corrective maintenance and repair services will also be provided. The initial preventive maintenance will be coordinated with the hospital site.
Contractor shall provide the following:
Complete maintenance responsibility of the following unit:
Model
S/N
Asset #
VersaPulse PWR Suite 100W
924
1745536
Preventative Maintenance (onsite):
Contractor shall by abide by OEM s recommended preventative maintenance guidelines
Contractor shall provide an electronic report of the preventative maintenance results of each device following completion. Reports shall include the Charleston VAMC asset number and equipment serial number
VA will provide work bench for contractor to perform maintenance; however, contractor must provide his own tools.
Corrective Maintenance (onsite):
Contractor shall provide travel and labor for repair services
Contractor shall provide replacement parts for repair services
Contractor to provide loaner equipment (when necessary)
24x7 Technical Support from OEM
24x7 Emergency clinical support from OEM
2. Locations: The devices are at the main facility of RHJVAMC, the address is as follows:
109 Bee St.
Charleston, SC 29401
B. TERMS OF AGREEMENT
1. Replacement Parts and Additional Charges. Vendor shall supply necessary parts, provided replacement of the parts is required because of normal wear and tear or otherwise deemed necessary by vendor and RHJVAMC HTM. All Parts will be new, standard parts, or used, reworked or refurbished parts that comply with applicable performance and reliability specifications.
2. Inspection. An initial inspection will be conducted to ensure the equipment is in working order prior to any work being performed. Any deficiencies discovered, or conditions listed in the specified exclusions will not be covered under the Service Warranty Policy.
3. Access to Equipment. Contractor s authorized representatives shall have full and free access to the equipment to perform maintenance service. The Contractor s Service Representative will charge for time waiting for equipment availability after a sixty (60) minute wait beyond the scheduled time.
4. Warranty. Repairs made during the term of this agreement are warranted for the period remaining on and under the conditions of this agreement or for ninety (90) days, whichever is longer.
C. GENERAL REQUIREMENTS:
1. The contractor shall provide the COR with a list of contractor employees expected to enter building. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.
2. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must always be worn at or above the waist (facing forward) in the facility. The contractor s employees must return the access badge(s) to the COR or designee when the work is complete.
3. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.
4. RHJVAMC does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance.
D. GOVERNMENT RESPONSIBILITIES:
The Government shall be responsible for making the equipment available to the Contractor during normal
business hours 8:00 am - 5:00 pm, Mon-Fri. If there is a need for work to be done after hours, the Government will make arrangements for the Contractor to have access to the equipment.
E. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:
The contractor shall be required to comply with all security policies/requirements. All security
policies/requirements must be met, and employees cleared prior to the contractor performing work under
this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to
perform work under this contract.
F. INTERFERENCE TO NORMAL FUNCTION:
Contractor may be required to interrupt their work at any time so as not to interfere with the normal
functioning of the facility, including utility services, fire protection systems, and passage of facility
patients, personnel, equipment and carts.
1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.
2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.
G. CONTRACTING REQUIREMENTS
REMOTE ACCESS:
If required, Vendor must comply with all VA Office of Information and Technology security requirements. Vendor must contact RHJVAMC HTM before accessing the system remotely.
REPORTING:
For repairs or services that will be performed during normal working hours, the Contractor s repairman must report to the Biomedical Engineering Section, G200 or by telephone at 843-789-7396, and while on station an identification badge shall always be worn . During the repair process, once the problem is identified, the vendor shall notify VA Biomedical Engineering before replacement parts are installed. After all work is completed, the Contractor s repairman must again report to the Biomedical Engineering Section and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.
NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above.
HOURS OF WORK:
The contractor shall be available during normal business hours of 8:00am 4:30pm Monday Friday excluding Federal Holidays and weekends. If it is deemed necessary that work be done outside of normal business hours due to clinic schedule, the contract will be flexible and decide with HTM staff on a time that does not impact patient care.
ADDITIONAL SERVICES:
The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work; corrections and repair work in the equipment log.
AUTHORIZED SERVICES:
Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.
DISCONTINUANCE OF SERVICE:
The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated.
TEST EQUIPMENT:
RHJVAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.
PERFORMANCE CONFERENCE:
If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award.
SPECIAL CONTRACT REQUIREMENTS:
Vendor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.
CONTRACTOR SUBMITTALS:
Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility s JCAHO accreditation and must be received before any invoice can be certified for payment.
SERVICE CONTRACTS:
Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed:
OBSOLETE MACHINES:
Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor.
ORDERS:
The Contractor s repairman will report to the office of the Contracting Officer s Representative (COR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COR and any changes must receive concurrence of the Contracting Officer and/or the COR.
John.Norway@va.gov
john.norway@va.gov
