Inactive Total Small Business Set-Aside (FAR 19.5)

Attachment 2: Combined Synopsis/Solicitation for Commercial Items Template VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revi... Attachment 2: Combined Synopsis/Solicitation for Commercial Items Template VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24220Q0147 Posted Date: 12/13/2019 Original Response Date: 12/23/2019 Current Response Date: 01/08/2020 Product or Service Code: J065 Set Aside (SDVOSB/VOSB): Small Business NAICS Code: 811219 Contracting Office Address NCO 2 20 Madison Ave Ext Albany, NY 12203 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-06. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $22 million. The VA-HVHCS, Montrose and Castle Pint Campuses at 41 Castle Point Road Wappinger Falls, NY 12590 is seeking to purchase histology and laboratory equipment service and maintenance. All interested companies shall provide quotations for the following: Services 1. Title of Project: HVH histology and laboratory equipment service and maintenance contract 2. Background: Biomedical Engineering Service (139) is committed and proudly serves the VA-HVHCS, Montrose & Castle Point Campuses, providing the best possible environment for health care to veterans and the highest standards of service to customers. We are currently seeking a full service and maintenance contract to cover a select amount of histology, pathology, and general laboratory equipment. The contractor shall perform one annual preventative maintenance on each piece of equipment outlined within this statement of work. The contractor will provide timely response to all service calls and emergency repair to minimize equipment downtime. This full service contract is to include all necessary labor, maintenance, tools, equipment, transportation and parts required to perform repair and Preventive Maintenance (PM) on listed equipment. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have access to Original Equipment Manufacturers (OEM) parts, manuals and schematics to perform the service. The service agreement will cover the following government owned equipment: MANUFACTURER DESCRIPTION MODEL SN Leica Microtome RM2255 2759 Leica Microtome RM2255 6394 Leica Coverslipper CV5030 4421 Leica Stainer Autostainer XL 3995 Leica Tissue Processor ASP 300 1472 Leica Tissue Processor ASP6025 0588 Leica Embedding Center EG1150C 8188 Thermo Slide Printer Slide Mate AS SPA10182878 Thermo Slide Printer Slide Mate AS SPA12161400 Thermo Cassette Printer Print Mate PP6251M1807 3. Scope of Work: Contractor shall provide maintenance of the six listed devices, in accordance with OEM guidelines. Contractor shall test the functionality of the equipment upon completion of the annual PM. The annual PM shall ensure that the equipment is functioning within the guidelines of the OEM or the applicable standards (OSHA, ASSE, JCAHO, NEFP, etc). If this is a service call for repair, the contractor shall ensure that damaged parts have been successfully repaired and all functionality including but not limited to those related to the repaired parts are operational. Preventive maintenance: PMs will be scheduled in advance and conducted annually. It is the contractor's responsibility to schedule preventive maintenance as specified. PM procedures subscribed to must follow manufacturer s specifications and must be documented and submitted in writing to biomedical engineering. There are ten (10) total laboratory equipment to be PM on annual basis. Per Leica specifications, preventative maintenance on two (2) Leica Microtome RM2255 shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: inspection of installation site electrical connection on/off switch smoothness of operation of handwheel hand wheel-brake and lock function and display mechanical coarse feed motorized coarse feed trimmings program settings mechanical trimmings steps alignment section thickness potentiometer clamping mechanism of knife holder and knife holder base orientability and clamping mechanism of specimen holder foot switch start/stop and emergency stop function specimen retraction and display displays and LEDs all function connecting cable control panel electrical connections tightness evenness of operation of sectioning motor without jolting zero point setting of sectioning potentiometer max sectioning speed-strokes potentiometer alignment cutting with customer specimen at different settings measurement of feed at different settings measure play spindle and micrometer mechanism coefficient of friction of micrometer mechanism counterbalance handwheel coarse feed function and components drive unit motor suspension cylinder guide Per Leica specifications preventative maintenance on one (1) Leica Coverslipper CV5030 shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: inspection of output station for output magazines output magazines maintenance door cover slip magazine main switch loading bath input door pick and place module dispenser group dispenser rest position control panel loading drawer dispenser needle suction cups cover slip sensor active carbon filter transfer arm Per Leica specifications preventative maintenance on one (1) Leica Autostainer XL shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: inspection of transfer mechanism wash station oven on/stop switch LED indicators Lid reagent container load drawer Load LED and key exit drawer slotted lid exit LED and key container map on fume filter cover drain outlet water inlet power supply main switch power outlet power jumper cables power supply inlet exhaust air duct Per Leica specifications preventative maintenance on one (1) Leica Tissue Processor ASP 300 shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: vacuum and pressure testing inspection of reagent cabinet (door hinges, carbon filter, wheels reagent bottle shelves) reagent bottles (caps and seals, bottle o-rings) rear panel inspection (liquid and air line deposit, air line leaks and wax blockages, air valve/service kit, pressure valve/service kit, vacuum valve/ service kit, condensate valve/service kit, air pump rubber parts) inspect retort (strainer, stirrer, lid seal, lid hinges) Wax bath inspection (lid seal, strainers, lid hinges, air vent way) inspect rotary valve (rotary valve open) Electronics (as necessary upgrade programs, upgrade help files, single board computer) Per Leica specifications preventative maintenance on one (1) Leica Embedding Center EG1150C shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: inspection/test of processor module reagent cabinet cover flap for paraffin baths retort lid left upper door counter area bolt handle for retort unlocking mechanism switch for retort drawer for RTU active carbon filter drip tray paraffin melting station spout for draining paraffin spout for filling with reagents paraffin baths, specimen basket lid for specimen basket castors for moving the instrument cover flap for the active carbon filter paraffin station lid power supply Per Leica specifications preventative maintenance on one (1) Leica Embedding Center EG1150C shall include but not be limited the following inspections/test: Test: Electrical safety test Inspection: Inspection of paraffin reservoir Inspection paraffin dispenser with illumination Inspection mold warmer Inspection cassette bath Inspection refrigeration spot Inspection cold plate Inspection paraffin collecting tray Inspection working area Inspection main switch Inspection fuses Inspection socket for foot pedal Per Thermo specifications preventative maintenance on two (2) Thermo Print Mate shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: main leads fuses touchscreen screen guard collection tray tape Matt side collection spool supply spool tape guide pin print head cleaning Per Thermo specifications preventative maintenance on one (1) Thermo Print Mate shall include but not be limited to the following inspections/test: Test: Electrical safety test Inspection: inspection/test carousel conveyor print drive print mech tape input and solenoid block output drum tape wind on assembly cassette clamp assembly collection system inspection of parameter default values (rack offset, heater to print, hopper, outlet, move cassettes form switch) adjusting print head start position adjusting hopper offsets earth continuity and insulation resistance tests software checks functional test (tape wind on assembly, touch panel, print quality, print misalignment) hopper checks full instrument testing collection system Repair services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed by a technician certified in laboratory and histology equipment. Contractor will follow manufacturer's recommendations for PM, repair, calibration and modifications. Deliverables: Service tags: All equipment receiving routine scheduled service shall be identified by the technician placing an inspection sticker containing the date of service, date of next servicing, and initials of repair technician who serviced the equipment. Service Reports: Contractor shall document all maintenance activities with a detailed report which identifies: equipment model number and serial number, the maintenance performed, findings, testing equipment used, a copy of the test equipment s calibration certificate, condition of equipment and any recommendations for future maintenance or replacement suggestions. Contractor experience requirements key personnel: The Contractor shall be qualified / authorized by the Original Equipment Manufacturer (OEM) in the repair of all equipment listed within this contract. Contractor shall maintain qualifications throughout entire contract period. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM as being trained / qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. 4. Performance Period: The services shall commence within one month of contract award. The estimated period of performance is February 01, 2020 to January 31, 2021 with the provision of four option years. Contractor must be able to provide service and maintenance between the hours of 8:00 am 5 pm Monday Friday. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). 5. Place of Performance: Castle Point Campus, Laboratory and Pathology Bldg. 15, Rm. 040 6. Inspection: If services are required for equipment or a performed task, then an inspection shall be done by the VA Biomedical engineering POC upon completion. The biomedical engineer will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. No invoices will be processed for payment prior to the completion of POC inspection. If the service is routine and/or performance based, then inspections may not occur for every service date but may occur periodically. 7. Changes to statement of work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. The delivery/task order period of performance is 02/01/2020 TO 01/31/2024. Delivery shall be provided as stated in the statement of work section in this document. Place of Performance Address: 41 Castle Point Road Wappingers Falls, NY Postal Code: 12590 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) The solicitation number; The time specified in the solicitation for receipt of offers; The name, address, and telephone number of the offeror; A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; Terms of any express warranty; Price and any discount terms; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); Acknowledgment of Solicitation Amendments; Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. Addendum to FAR 52.212-1: The following FAR and VAAR provisions that are incorporated by reference have the same force and effect as if they were given in full text. Upon request, the contracting officer will make the full text available. Full text can be found at https://www.acquisition.gov/browse/index/far 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.217-5 Evaluation of Options (JUL 1990) 852.209-70 Organizational Conflicts of Interest (JAN 2008) 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016) (DEVIATION) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (End of Addendum to 52.212-1) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (Oct 2018) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (Oct 2018) Addendum to FAR 52.212-4: The following FAR and VAAR Clauses that are incorporated by reference have the same force and effect as if they were given in full text. Upon request, the contracting officer will make the full text available. Full text can be found at https://www.acquisition.gov/browse/index/far 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.219-6 Notice of Total Small Business Set-Aside (DEVIATION 2019-01) 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (MAY 2008) 852.215-71 Evaluation Factor Commitments (SEP 2019) 852.219-75 Subcontracting Commitments Monitoring and Compliance (JUL 2018) (DEVIATION) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.270-1 Representatives of Contracting Officers (JAN 2008) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Oct 2019) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C.644). 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O.11755). 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sept 2016) (E.O.11246). 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212). 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C.793). 52.222-37, Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212). 52.222-50, Combating Trafficking in Persons (Jan 2019) (22 U.S.C. chapter 78 and E.O. 13627). 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O. s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) (31 U.S.C. 3332). (End of Addendum) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition. Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria: Technical capability - Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the SOW. Perform preventative maintenance on Leica and Thermo equipment and cassette printer. Past performance - Contractor must provide three references for contract of similar scope and magnitude to be evaluated. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. Price - The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. This requirement includes options executed under FAR 52.217-8. The government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of efforts, and adding that amount to the base and other option years to arrive at the total. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. All quoters shall submit the following: one redacted copy of technical capability documentation, one unredacted copy of technical capability documentation pricing worksheet (quote), past performance references. All quotation shall be sent to the contract specialist Mariangie Rivera at Mariangie.Rivera@VA.GOV. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than Wednesday 01/08/2020 at 12:00PM EST via email. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Mariangie Rivera at Mariangie.Rivera@VA.GOV. RFI s shall not be accepted after 12:00PM EST. Point of Contact Mariangie Rivera Contract Specialist 518-626-6246 Mariangie.Rivera@VA.GOV