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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 22, 2014 FBO #4562
DOCUMENT

R -- VISN EQUIPMENT PLAN - Attachment

Notice Date

5/20/2014
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 308B;Martinsburg WV 25405
 

ZIP Code

25405
 

Solicitation Number

VA24514R0159
 

Response Due

5/28/2014
 

Archive Date

7/27/2014
 

Point of Contact

Department of Veterans Affairs
 

E-Mail Address

Contract
 

Small Business Set-Aside

N/A
 

Description

ISSUE DATE: 20-MAY-14 POSTED DATE: 20-MAY-14 FSC CODE: R- PROF'L, ADMIN, & MGMT SERVICES TITLE: VISN EQUIPMENT PLAN SOL: VA245-14-R-0159 DUE: 05/28/2014 SET ASIDE: SMALL BUSINESS NAICS: 541611 POP STATE: Date of award to completion of job, NTE 1 year AGENCY: Attn: Department of Veterans Affairs, POC: Point of Contact - Linda Smith, Contracting Officer, Email: Linda.Smith6@va.gov DESCRIPTION: This is a combined synopsis/solicitation for commercial items 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; proposals are being requested and a written solicitation will not be issued. This combined synopsis/solicitation is to negotiate a Firm Fixed Price type contract for VISN 5 Equipment Plan in accordance with Request for Proposal/Quote VA245-14-R-0459. Background - Veterans Integrated Services Network (VISN 5) is responsible for providing health care to Veterans in Maryland, the District of Columbia as well as portions of Virginia, West Virginia and Pennsylvania. VISN 5 is comprised of the Maryland Healthcare System (3 sites - Baltimore, Perry Point and Loch Raven), the Washington, DC Medical Center and the Martinsburg Medical Center, all working together to provide efficient, accessible health care to Veterans in their areas. Scope - This contract is to provide the following three facilities in VISN 5 a 10 year capital equipment plan with a review of the equipment planning/maintenance strategy within each Biomedical Engineering Program. Martinsburg VA Medical Center at 510 Butler Ave, Martinsburg, WV-Washington DC VA Medical Center at 50 Irving St. Washington DC-VA Maryland Health Care System (VAMHCS), consisting of: Baltimore VA Medical Center at 10 North Greene Street, Baltimore MD that includes a Community Living & Rehabilitation Center at 3900 Loch Raven Blvd, Baltimore, MD-Perry Point VA Medical Center at Perry Point, MD. Consultative services are requested for four primary areas: Equipment Planning - Life cycle management, replacement strategy for existing inventory of medical equipment - Review of the existing equipment planning/purchasing process - Review of existing maintenance strategy - in-house vs. contract vs. first call - Integration for the equipment planning activities with the construction program. Performance Period: The period of performance is from award to completion. Work at the government site shall not take place on Federal Holidays or weekends unless directed by the Contracting Officer. Type of Contract: Firm Fixed Price Performance Based Contract: This contract requires the application of project management of completing milestones and deliverables on time. General Requirements - For every task, the contractor shall identify in writing all necessary sub tasks (if any), associated costs by task together with associated sub milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed project management plan (PMP). 2. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the COR will complete their review of the draft deliverable. The contractor shall have 7 calendar days to deliver the final deliverable from date of receipt of the government's comments. Specific Tasks/Deliverable Products - The capital equipment plan should contain The equipment plan will include a comprehensive assessment of the existing equipment inventory by clinical service and equipment type to determine average life cycle, replacement dates based on industry knowledge, site prep/construction costs, etc. It should include equipment types such as vital sign monitors, infusion pumps etc. that are optimally purchased as consolidated buys. This ten-year capital equipment plan should also incorporate existing construction timelines and when funding should be requested, planning initiated, etc. Average life cycle costs should be determined based on industry standards. It should take into consideration leased/ cost-per-study or cost-per-test equipment, owned equipment, rentals, etc. Deliverable 1: Equipment plan-A comprehensive listing of equipment priorities for replacement by each medical center and across the VISN that includes a top 10 list of equipment needs at each medical center and across the VISN. - Deliverable 2: Equipment Priorities by Facility and VISN- The equipment planning tool should include scoring criteria to enable prioritization. The tool should also be able to be incorporated in with the construction and IT planning tools that currently exist. Deliverable 3: Scoring Criteria - A review of the existing equipment procurement/planning process and recommendations for improvement at each medical center and across the VISN with standardization in process as much as possible. - Deliverable 4: Recommended equipment planning/procurement process - locally and at VISN - A review of the existing maintenance strategies at each hospital (in-house vs. contract vs. first call) with recommendations for improvement to include cost savings strategies. This should include cost efficiencies not currently realized. Deliverable 5: Recommended maintenance strategies - locally and at VISN - A review of the existing strategic planning and capital planning process timelines and identifying a timeline for the annual equipment planning process. Deliverable 6: Timeline for equipment planning process. Schedule for Deliverables: The contractor shall review the task with the COR to develop a rough level of effort and update tasks on a weekly basis. Daily calls will also be held for updates and obstacles that can impede success. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why, in writing to the COR, including a firm commitment of when the work will be completed. The notice to the COR shall cite the reasons for the delay and impact to the overall project. The COR will then review the facts and issue a response in accordance with applicable regulations. The project will be conducted in the following phases -(Phase I) Validation of Scope & Review Perform a kick off meeting at the VISN-Confirm the scope of work -Review the equipment inventory from each medical center- Establish a timeline for milestones within the confines of this contract -(Phase II) Review Planning Tool -Provide the draft equipment planning tool to the VA for review and mutual concurrence on methodology and data collection associated with the tool -Determine scoring criteria for the assessment tool for concurrence on the methodology and data collection associated with the assessment tool. - Draft plan should focus on the upcoming ten years for equipment needs but highlight the upcoming 3 years. -The equipment planning tool should be capable of integration with the existing IT and construction plan (i.e. the CAMP - Capital Asset Master Plan). -Tool should outline the top ten needs based on scoring criteria provided for varying categories such as equipment over $250,000 and under $250,000. (Phase III) Site Visits and Validation - Provide three proposed dates for a 2 day site visit by the team to tour each of the three medical centers and meet with clinical services to review their clinical needs and strategic direction. -Make all changes necessary to the draft tool based on feedback provided by the VA team. (Phase IV)-Process Validation Review the existing planning/procurement process for equipment -Review the existing maintenance strategy for equipment at each hospital and provide recommendations for improved efficiency at each facility and across the VISN-Provide recommendations for a better integration with the construction, IT and strategic planning cycles-Provide guidance and feedback as the equipment tool is put into operation and make adjustments as necessary. The phases of this project will have the following timelines: Phase I-10 calendar days from the kick-off meeting-Phase II- 45 calendar days from the completion of Phase I -Phase III-30 calendar days from the completion of Phase II-Phase IV-90 calendar days from the completion of Phase III-All presentations at scheduled meetings to the Medical Center leadership will be in PowerPoint format and become part of the final written report. -The final report will be provided in MS Excel and have a MS PowerPoint presentation. The final report will have an executive summary with all recommendations grouped by program and the scoring criteria. Scoring Criteria -The contractor shall provide the COR and/or Designee with weekly written progress reports. These are due to the COR every Friday throughout the project's duration. -The progress report will cover all work completed during the preceding week (prior 5 workdays) and will present the work to be accomplished during the subsequent week. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation. Government Responsibilities -Government will provide all GFI which shall include the existing inventory at each medical center. - Contractor Experience Requirements - Key Personnel-These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COR. -Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced. Requests to substitute personnel shall be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COT and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing. -Key Personnel will consist minimally of a degreed engineer with a minimum of 20 years of industry knowledge as demonstrated by their resume or CV as well as experience developing capital equipment/strategic plans for multiple healthcare systems. They must have experience with multiple CMMS - (Computerized Maintenance Management Systems) and have experience managing clinical engineering departments. -The ideal team make-up will look as follows: Member (Clinical Engineering, Healthcare Engineering, Hospital Experience - 20+years) -Member (Clinical Engineering, Healthcare Engineering 10+years) - if necessary -Evaluation of Contractors- Contractors will be evaluated by a panel of clinical engineering members for technological expertise, communication and project experience. Security -Vendor will not require access to VA Sensitive Information, patient records, or data. Confidentiality and Non-Disclosure - It is agreed that: The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response. -Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. -Government-Furnished Equipment (GFE)/Government Furnished Information (GFI) - No Government Furnished Equipment will be provided. GFI will include an extract of the existing inventory at each medical center within VISN 5.-Place of Performance-The majority of work will be performed remotely. The vendor will need to be able to travel to the VA Capitol Health Care Network (VISN 5) office and the VISN 5 facilities as needed. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items: Item 1. Technical Experience. Item 2. Past Performance. Item 3. Price - Technical Experience and Past Performance when combined are more important than price); FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(10)-(b)(16), (b)(19)(i), (b)(21), (b)(26) (b)(27) (b) (29), FAR 52.232-18 Availability of Funds; FAR 232-10 Availability of Funds for the Next Fiscal; VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. FAR 52. 232-18 is incorporated by reference Submit all price, descriptive literature, technical proposals, Linda Smith, Contracting Officer, Department of Veterans Affairs, 510 Butler Avenue, Building 308B, Martinsburg, WV 25405, or email linda.smith6@va.gov. Emailed proposals are encouraged and faxed proposals will not be accepted. Closing date for receipt of proposals is Thursday, May, 29, 2014 @ 2pm EST.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC613/MaVAMC613/VA24514R0159/listing.html)
 

Document(s)

Attachment
 

File Name: VA245-14-R-0159 VA245-14-R-0159.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1375216&FileName=VA245-14-R-0159-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1375216&FileName=VA245-14-R-0159-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03371414-W 20140522/140520235120-ff2fdc773fb2968032ffe20f53a2df58 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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