Service/544-19-3-045-0271/Lumenis Powersuite and Encore Laser Services/VA-19-00039855 (VA-19-00039855)
Solicitation Number: 36C24719Q0582
Notice Type: Combined Synopsis/Solicitation
Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services/items prepared in accordance with the format in 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) The solicitation number is 36C24719Q0582 and is issued as a COMBINED SYNOPSIS/SOLICITATION (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-52, November 2, 2011. 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.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as a total service disabled veteran owned small business set aside. The North American Industry Classification System (NAICS) code is 339112.
(v) This requirement consists of Preventative Maintenance Service for items shown below.
ITEM NO. DESCRIPTION QUANTITY UNIT ESTIMATED
OR STOCK NO. UNIT COST
-----------------------------------------------------------------------------
SERVICE:
1 PROVIDE FULL MAINTENANCE AND REPAIR
SERVICE FOR THE LUMENIS POWERSUITE AND
ENCORE LASERS.
TWO (2) PREVENTIVE MAINTENANCE CALLS
(1 EVERY SIX MONTHS) AND ALL EMERGENCY
REPAIR CALLS (RESPONSE TIME 2 BUSINESS
DAYS), TO INCLUDE LABOR, TRAVEL, AND
PARTS FOR THE LENGTH OF THE AGREEMENT
ON THE FOLLOWING EQUIPMENT:
ULTRAPLUS DUO GA-2000000, SN#120
LOCATED IN THE OR DEPARTMENT 1 YR
2 PROVIDE FULL MAINTENANCE AND REPAIR
SERVICE, TWO (2) PREVENTIVE
MAINTENANCE CALLS (1 EVERY SIX MONTHS)
AND ALL EMERGENCY RELATED CALLS
(RESPONSE TIME 2 BUSINESS DAYS),
LABOR, TRAVEL, AND PARTS FOR THE
LENGTH OF THE AGREEMENT ON THE
FOLLOWING EQUIPMENT:
VERSA PULSE POWERSUITE 100
S/N#004-62438 LOCATED IN THE OR
DEPARTMENT EE#1021920 1 YR
3 PROVIDE FULL MAINTENANCE AND REPAIR
SERVICE, TWO (2) PREVENTIVE
MAINTENANCE CALLS (1 EVERY SIX MONTHS)
AND ALL EMERGENCY REPAIR CALLS
(RESPONSE TIME 2 BUSINESS DAYS),
LABOR, TRAVEL, AND PARTS FOR THE
LENGTH OF THE AGREEMENT ON THE
FOLLOWING EQUIPMENT:
ULTRAPULSE ENCORE SURGICAL W/UPGRADE,
S/N#012-67225 1 YR
Statement of Work
Preventive Maintenance and Service Coverage for Lumenis Surgical Lasers
REQUIREMENT:
This requirement is for a firm-fixed price service contract for preventative maintenance and repair service coverage for the Lumenis surgical lasers owned by the Dorn VA Medical Center, Columbia, SC utilized by the Operating rooms and surgical care services. Specific models and serial numbers are listed in the performance requirements below.
BACKGROUND:
The WJB Dorn VA Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.
The Operating Room and surgical services for the facility owns and operates several Lumenis-manufactured lasers that will require preventative maintenance and repair service coverage in the event the lasers become inoperable.
PERIOD OF PERFORMANCE:
This is a requirement for semi-annual preventive maintenance services and repair service coverage. This requirement is for Base year and four (4) renewal options. The Period of performance shall be as follows:
BASE YEAR
June 1, 2019 through May 31, 2020
OPTION YEAR 1
June 1, 2020 through May 31, 2021
OPTION YEAR 2
June 1, 2021 through May 31, 2022
OPTION YEAR 3
June 1, 2022 through May 31, 2023
OPTION YEAR 4
June 1, 2023 through May 31, 2024
Work shall be performed during this period during normal business hours of 8:00am - 5:00pm Monday Friday, excluding Federal holidays. If extended hours are required by the contractor they must notify COR/ACOR and the owning department prior to scheduling the work.
PLACE OF PERFORMANCE:
WJB Dorn VA Medical Center
6439 Garners Ferry Road
Columbia, SC 29209
The equipment is located in Building 100 within the Operating Room suite (second floor). Please schedule with COR/ACOR prior to any service visits.
PERFORMANCE REQUIREMENTS:
A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification shall be provided to the Contractor after award.
Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.
Contractor shall provide all personnel, parts, tools, test equipment, service manuals, computer software and necessary upgrades/patches/firmware changes, applications support and schematics necessary to effect repairs and preventive maintenance procedures on the listed equipment during normal working hours, 8:00 AM 5:00 PM EST Monday through Friday except federal holidays. The following equipment shall be covered under this contract:
MODEL
PART NUMBER
SERIAL NUMBER
UltraPulse Duo
GA-2000000
120
UltraPulse Encore Surgical
w/Upgrade
0642-407-01 W/Upg
012-67225
VersaPulse Powersuite 100
0638-803-01
004-62438
The Contractor s service representative (CSR) shall contact the COR/ACOR to schedule an inspection or prior to responding to a service call.
CSR shall acknowledge receipt of a service call within 2 hours and shall arrive on the premises to effect repairs within 24 hours.
CSR shall provide, upon request, suitable loaners for contracted equipment that shall be out of service for more than 48 hours.
Equipment repaired by the CSR or loaned to the Medical Center by the contractor shall be calibrated and safety tested by the CSR before being placed into service.
CSR shall not deviate from this protocol without the prior approval of designated COR.
The contractor s service representative shall present the field service report to a representative of COR/ACOR for an authorized signature, leaving one legible copy for inclusion in the individual equipment s Historical Maintenance Record. Contractor shall also provide COR/ACOR with a legible copy of the calibration reports including numerical values of measurements taken within 5 business days.
Preventive maintenance shall include, but not be limited to the following:
Electrical safety testing
Lubrication
Adjustments
Calibration
Testing and replacement of faulty parts and parts which are likely to fail at no additional charge
Returning the instruments or equipment to the operating conditions specified by the manufacturer, NFPA 99 and VA MP-3 guidelines.
The contractor shall be responsible for providing and applying any and all recommended manufacturer s software updates, upgrades, and patches during the execution of this contract. Timing and device availability shall be coordinated with COR/ACOR.
EXPERIENCE/CERTIFICATION
All work shall be performed by competent, experienced personnel qualified to work on the specified equipment in accordance with good manufacturing practices.
Contractor shall provide factory training certificates/competencies for all technicians assigned to service the specified equipment, in accordance with JCAHO standards. Such certificates/competencies are to be submitted to COR/ACOR within 30 days from date of contract award. Failure to provide required documentation shall result in non-payment of invoices for this service.
Per ISO 9001, contractor shall list all the test equipment that had been used along with the details on the service report during any service associated with the medical equipment to include, but not limited to:
Test equipment name
Equipment Calibration due date
Model
Serial number
Manufacturer
REPORTS:
The Contractor s Service Representative shall present a Field Service Report to the designated COR for an authorized signature, leaving one legible copy for inclusion in the individual Equipment s Historical Maintenance Record.
Contractor shall provide the designated COR with a legible copy of the Calibration Reports including numerical values of measurements taken within five (5) business days.
A copy of the Preventive Maintenance Inspection procedure (including Qualitative and Quantitative tests) used by the Contractor Service Representative for each item listed on the contract, shall be made available upon request.
SAFETY:
Contractor shall ensure all tools and equipment are secured at all times.
Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each work day.
All debris must be removed from the facility upon completion of service each day.
Operation of the equipment for testing, servicing, or any other purpose shall be done only in secured areas designated by the COR/ACOR and away from the general patient population.
Contractor shall ensure proper signage and/or blockage of service area is provided and clearly visible to ensure patient/employee safety is adhered to.
Smoking is not permitted within the facilities at any time. All smoking shall be conducted in designated smoking areas only.
INVOICES:
a. Payment shall be made monthly in arrears, invoices shall be prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:
Invoice Number and Date
Contractor s Name and Address
Accurate Purchase Order Number
Supply or Service provided
Period Supply or Service Provided
Total Amount Due
b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.
c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:
B B B B B B B
Tungsten e-Invoice Setup Information: 1-877-489-6135
Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
FSC e-Invoice Contact Information: 1-877-353-9791
FSC e-invoice email: vafsccshd@va.gov
Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP
TERMINATION FOR CONVENIENCE: In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.
RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:
The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:
Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
The Government Agency owns the rights to all data/records produced as part of this contract.
The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
(vi) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources
(vii) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation.
The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission.
To be considered technically acceptable for award each offeror must provide with their submitted quote/offer:
1. Documentation that confirms the company/employees are manufacturer authorized resellers/ distributors and installers of the quoted items.
2. If you are quoting/offering or equal items, the offeror must submit manufacturer product literature that confirms the item(s) meets all the salient characteristics for the specified items. The salient characteristics for the specified item(s) are contained in the applicable manufacturer s literature. NA
3. If you are quoting/offering or equal items, the offeror must clearly identify the exact make, model, manufacturer and item description for each line item to be considered. Quotes/offerors that do not provide an adequate description of how the equal product meets the salient characteristics will not be considered for award. This is not applicable to offerors that are quoting EXACT MATCH items. NA
4. Documentation that confirms the company is registered and is the required socio-economic category in the System for Award Management (SAM) located at https:// www.sam.gov
SDVOSB s must be registered in VetBizOpps:B https://www.vip.vetbiz.gov/
(viii) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE WRITTEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; if not provided, the offer may not be considered for award. (ix) 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. (x) 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 (xi) n/a (xii) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xiii) n/a
(xiv) QUESTIONS: All questions regarding this solicitation need to be electronically submitted to Michael Giffon, NCO 7 Contract Specialist e-mail michael.giffon@va.gov. The solicitation number must be identified on all submitted questions.
(xv) Site Visit: N/A
(xvi) QUOTES/OFFERS ARE DUE May 30, 2019, at 2:00PM eastern standard time (est). Only electronic offers will be accepted; submit quotation by email to Michael Giffon, NCO 7 Contract Specialist e-mail michael.giffon@va.gov. All offers must include the solicitation number. Quotes/offers received after this date may not be considered for award.
(xvii) Contact information
Contracting Office Address:
Network Contracting Office 7-SAO EAST
Department of Veterans Affairs
325 Folly Road, Ste 300
Charleston, SC 29412
SHIP TO ADDRESS:
WJB Dorn VA Medical Center
6439 Garners Ferry Road
Columbia, SC 29209
ATTN: Derek Elofson
Derek.Elofson@va.gov
(803) 776-4000 x6120
Primary Point of Contact:
Michael Giffon
Michael.giffon@va.gov
843-789-6682
Michael Giffon
Michael.giffon@va.gov
843-789-6682
Michael.Giffon@va.gov
