Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 17, 2014 FBO #4618
DOCUMENT

J -- Full Service Contract For Leica Cover Slipper (EE# 71779 CV5030-TS5015, S/N 3936) and Leica Bond-Max (EE# 70952, S/N M212369) Slide Stainer - Attachment

Notice Date

7/15/2014
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24914Q0717
 

Response Due

7/22/2014
 

Archive Date

8/21/2014
 

Point of Contact

Victoria Rone
 

Small Business Set-Aside

Total Small Business
 

Description

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 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. This is a Total Small Business Set-Aside requirement only qualified offers may submit bids. Solicitation VA-249-14-Q-0717 is issued as a Request for Quotation (RFQ) and constitutes the only solicitation, a written solicitation will not be issued. NAICS Code is 811219 and size standard is $19M. Any firm that does not meet the capability and size standard under this NAICS code should not submit a response to this notice. Contract Type: The government anticipates awarding Firm Fixed Price base period of (12) months, plus three (3), twelve (12) month option year contract. Award will be made to the lowest price quote which conforms to the requirements within this solicitation. In order to be considered for a government award, the firm must be registered in SAM @ www.sam.gov. Description of Services: This requirement is for the VAMC Lexington. The Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee intends to issue a firm fixed priced base and three (3) option year contract. The contractor shall provide labor, parts, travel, expertise, and preventative maintenance and otherwise do all things necessary for or incidental to the performance of services for the Leica CV5030-TS5015 and the Leica Bond Max Slide Stainer. Quote Submission: Contractor shall submit their quote on company letterhead and shall include unit price, total, unit qty and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. All prospective bidders must include appropriate references which must include all applicable company information. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. The offeror should provide past performance evidence. Past performance will be evaluated on an "acceptable" or "unacceptable" basis using the ratings in the table below based on the answers to the above capabilities questionnaire. The past performance evaluation results is an assessment of the offeror's probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror's record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements. Past performance information may be obtained through other sources known to the VA and the Federal Government. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability "unknown" shall be considered "acceptable." NOTE: The offeror shall submit documentation from Leica stating that they are a part of Leica's network of field service engineers and Exclusive Regional Dealers (ERD) that are strategically located throughout the United States in order to support Leica's Biosystems Division (BSD) customer base. Training certificates and documents shall be submitted with quotes illustrating that offerors meet the highly trained service engineers standards offered through LEICA, are factory certified, FDA compliant to repair and provide preventative maintenance service on Leica's BSD equipment, and have access to the latest service information and support. All quotes received without this documentation will not be considered. Service performed by any non-authorized provider will void the instrument warranty All questions regarding this solicitation must be submitted to the Contract Specialist in writing by e-mail to Victoria.Rone3@va.gov no later than 12:00 PM CST, July 17, 2014. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Amendments to this Solicitation: Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on that website (www.fbo.gov). Quotes must be received July 22, 2014 by 4:30 PM CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA-249-14-Q-0717 - Service Contract- LEICA-VAMC Lexington and quotes should be broken down as such: Base Year10-01-2014 - 09-30-2015$ Option Year 1: 10-01-2015 - 09-30-2016$ Option Year 2: 10-01-2016 - 09-30-2017$ Option Year 3: 10-01-2017 - 09-30-2018$ Total For Base & Option Years$ Solicitation document and incorporated FAR and VAAR provisions and clauses apply to this acquisition: 52.204-7, Central Contractor Registration - title is now System for Award Management [SAM]. 52.212-1, Instructions to Offerors-Commercial 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items 52.217-8, Option to Extend Services 52.217-9 Option to Extend the Term of the Contract 52.219-6, Notice of Total Small Business Set-Aside 52.233-3, Protest after Award 52.222-3, Convict Labor 52.232-19, Availability of Funds for the Next Fiscal Year 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration 52.232-39, Unenforceability of Unauthorized Obligations 852.203-70, Commercial Advertising 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 852.270-1, Representatives of Contracting Officers 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (es). 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). Full text can be obtained at www.arnnet.gov. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. STATEMENT OF WORK 1.SCOPE OF WORK: The contractor shall provide labor, parts, travel, expertise, and preventative maintenance and otherwise do all things necessary for or incidental to the performance of services for the equipment listed within the Statement of Work to ensure dependable and reliable equipment operation. 2.EQUIPMENT: Leica CV5030-TS5015Serial No: 3936Equipment No: 11502715 BOND-MAX Slide StainerSerial No: M212369Equipment No. 11459493 3.DEFINITIONS/ACRONYMS: "Biomedical Engineering - Supervisor or designee, Room D-232 CDD, telephone # (859)233-4511 x4337. "CO - Contracting Officer "COR - Contracting Officer Technical Representative "PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. "FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. "ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract. "Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. "Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. "NFPA -National Fire Protection Association "VAMC - Department of Veterans Affairs Medical Center 4.CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99, OSHA, and CAP. This includes performance standards and specifications used when the Leica CV5030-TS5015 and the Leica Bond Max Slide Stainer were procured and any upgrades/updates thereafter. 5.REQUIREMENTS: A.UNSCHEDULED MAINTENANCE: 1.Contractor shall maintain the equipment listed within the Statement of Work in accordance with the Conformance Standards Section. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, (without additional cost to the Government), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished by the contractor. 2.The CO, COR or designated alternate has the authority to approve/request a service call from the contractor. 3.Response Time: Contractor's FSE will make best effort to respond with a phone call to the COR and his/her designee within two (2) hour after receipt of telephoned notification Monday - Friday, 8:00am -5:00pm. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within forty (40) hours after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:00am to 5:00pm, a forty (40) hour response means if a call is placed at 3:45pm on Monday, August 10th, the FSE must start on-site service before 3:45pm Monday, August 17th, except when outside hours of coverage is authorized by the COR. B.SCHEDULED MAINTENANCE: All PM services will be completed annually by the FSE are to include: 1.Cleaning of equipment. 2.Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. 3.Calibrating and lubricating the equipment. 4.Performing remedial maintenance of non-emergent nature. 5.Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 6.Measuring and adjusting and calibrating as necessary for optimal image quality. 7.Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 8.Inspecting and replacing where indicated, all mechanical components including, but not limited to: patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance as applicable. 9.Returning the equipment to the operating condition defined in Paragraph III, Conformance Standards. 10.Providing documentation of services performed. 11.Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it's agreed upon price, unless specifically stated in writing otherwise. 6.PARTS: "The contractor shall furnish and replace parts to meet the uptime requirements. "The contractor access to unique and/or high mortality replacement parts. "All parts supplied shall be compatible with existing equipment. "Parts are included at no cost. "The contractor shall use new or re-built parts. "Parts and Supplies provided under this contract shall be guaranteed to be equal in all respects, including performance, interchangeability, durability and quality to the OEM parts when new or as presently recommended by the manufacturer. "Used parts shall not be installed without approval by the COR. "Consumables and accessories are not covered by this contract. 7.SERVICE MANUALS: The VAMC 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, (such as: operational and service manuals, schematics, and parts list), 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 CO upon request. 8.DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each ESR must at a minimum document the following data legibly and in complete detail: a.Name of contractor. b.Name of FSE who performed services. c.Contractor service ESR number/log number. d.Date, time, (starting and ending), for service call. e.VA PO#(s) covering the call, if outside normal working hours. f.Description of Problem Reported by COR/User. g.Identification of Equipment to be serviced: h.INV. ID# Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturer's identification #s. i.Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part #s) and Materials and Circuit location of problem/corrective action. j.Total cost to be billed. k.Signatures: l.FSE performing services described. m.VA Employee who witnessed service described. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS PERFORMED! 9. REPORTING REQUIREMENTS: Cooper Drive Sign-In Procedures: All service representatives, during administrative hours, shall enter their signature on the sign-in sheet and obtain a temporary ID badge in the Engineering Office, Room D232 second floor of the Main Building. During non-administrative hours, the service representative would sign in with police service located in in the main lobby upon arrival and departure. 10.REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. 11.CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described within the Statement of Work in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. 12. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: a.Each respondent must have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. b."Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Schedule. For field experience, the FSE(s) has to have a minimum of two (2) years of experience with respect to scheduled and unscheduled preventive and remedial maintenance, on the Leica CV5030-TS5015 and the Leica Bond Max Slide Stainer. c.The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model of the equipment covered by this contract. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or the COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. d.If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed changes in subcontractor(s) to the CO for approval/disapproval. 12. TEST EQUIPMENT: Test equipment calibration shall be traceable to a national standard. This certification shall also be provided on a periodic basis when requested by the VAMC. 13. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS: The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. I4. HOURS OF COVERAGE: a.Normal hours of coverage are Monday through Friday from 8:00am to 5:00pm, excluding national holidays recognized by the Department of Veterans Affairs. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR. b.Work performed outside the normal hours of coverage at the request of the COR will be billed at the price listed in the Schedule. Billing will include service time plus one (1) hour for travel time, and exclude parts as they are covered by the contract. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. c.Hardware/software update/upgrade installations will be done during regular business hours. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday. HOLIDAYDATE New Year's Day Jan 1 Martin Luther King's Birthday3rd Monday in Jan President's Day3rd Monday in Feb Memorial DayLast Monday in May Independence DayJuly 4 Labor Day1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in Nov Christmas DayDec 25 14.SAFETY The contractor/vendor shall at all times, ensure that all work provided complies with all local, State, and Federal rules and regulations pertaining to work place safety. The contractor shall take all proper safety and health precautions to protect the work, the workers, the public and the property. 15.TRAVEL: The Contractor is responsible for all of their travel, accommodations, meals, per diem, rental cars, etc. 16.PERIOD OF PERFORMANCE: This a firm-fixed price contract with 1 (one) base year and 3 (three) option years to renew. 17.PLACE OF PERFORMANCE: VA Medical Center Lexington, Cooper Drive Division, 1101 Veterans Drive, Lexington, KY 40502. 18.SECURITY/PRIVACY OF VA SENSITIVE INFORMATION: All personnel servicing this equipment must comply with VA Handbook 6500.6 (Contract Security) as it pertains to medical equipment. a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. Complete annual training for VA Security/Privacy and provide copy of certificate of course completion to either the COR or the CO. See VA Handbook 6500.6. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. NOTE: The Contractor employees shall not be considered government employees for any purpose under this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24914Q0717/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-14-Q-0717 VA249-14-Q-0717.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1499639&FileName=VA249-14-Q-0717-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1499639&FileName=VA249-14-Q-0717-000.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;VA Medical Center Lexington;Cooper Division;1101 Veterans Drive;Lexington, Kentucky

Zip Code: 40502
 

Record

SN03424991-W 20140717/140716021505-2750a0d51a4bcec1ecf9397dcf767080 (fbodaily.com)
 

Source

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

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