Inactive

INTRODUCTION: 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.... INTRODUCTION: 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; quotes are being requested and a written solicitation 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 2019-02 TIERED EVALUATIONS INCLUDING SMALL BUSINESS CONCERNS: 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. Evaluate the offers, if any, submitted by SDVOSB concerns. If no offers were submitted by SDVOSB concerns, or if none of the offers would result in award at a fair and reasonable price that offers best value to the United States, withdraw the SDVOSB set-aside, document the basis for not making an award within this tier as prescribed in subsection (f) below, and proceed to the set-aside for VOSB concerns. Evaluate the offers, if any, submitted by VOSB concerns. If no offers were submitted by VOSB concerns, or if none of the offers would result in award at a fair and reasonable price that offers best value to the United States, withdraw the VOSB set-aside, document the basis for not making an award within this tier prescribed in subsection (f) below, and proceed to the set-aside for other small business concerns set forth in each subsequent tier. Evaluate the offers, if any, submitted by other small business concerns. If no offers were submitted by other small business concerns, or if none of the offers would result in award at a fair and reasonable price that offers best value to the United States, cancel the solicitation, document in a memorandum for record the basis for cancelation, and resolicit as an unrestricted procurement. The applicable NAICS code is 541511 and the Small Business Size Standard is $27.5M. Responding to this solicitation. Offeror must submit its offer via Email to randall.brown@va.gov NLT 1200pm 31 Jul 2019. Offeror must provide the following information with its offer: Legal entity name, address, DUNS of your company; Information that demonstrates your company s technical capability and experience: Implant tracking Experience: Ability to perform in accordance with the Scope of Work, attached. Compliance with Limitations on Subcontracting: Describe any relationship to the offeror of any personnel who will be providing services under the contract that are not directly employed by the offeror. Provide a copy of offeror s written teaming arrangement or subcontracting plan that explains each party s specific responsibilities/activities regarding the performance of the contract, as well as the duration and terms of the arrangement. Completed Price Schedule. Evaluation-Commercial Items. A single award will be made to the responsible offeror who submits an acceptable offer, as determined by a technical evaluation, and has lowest price for satisfactory completion of all contract requirements. Technical will be rated as Acceptable/Unacceptable . The acceptable offer with the lowest overall price (including option prices) will be deemed the most advantageous to the Government. Past Performance will be rated as Acceptable/Neutral/Unacceptable . Past performance information will be obtained from various data sources (e.g., Past Performance Questionnaires from offeror s references, PPIRS, offeror-provided information). The apparent successful offeror s past performance will be evaluated as part of the Contractor Responsibility Determination to ensure the presence of an acceptable performance record in accordance with FAR 9.104-1. If offeror has no relevant past performance, it will not be evaluated favorably or unfavorably on past performance. No adjectival ratings will be used to evaluate price. Proposed prices will be evaluated for fair and reasonableness using the price analysis techniques listed in FAR 13.106-3. 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). Statement of Work (SOW) INTRODUCTION/BACKGROUND: The Veteran Health Care Administration (VHA), Veterans Service Network (VISN) 5 need to efficiently and accurately track all biological and non-biological implantable items throughout each facility; this includes, but not limited to, managing par levels of inventory stock, reordering at appropriate times, and monitoring usage of products. While doing this, patient information needs to be protected, when logging and tracking implants. We need a web-based system that allows the users to access the system behind the VA firewall, and use the individual s current VistA/CPRS access code and password, which changes every 90 days, gives the highest level of security. The VA needs a system that incorporates a unique barcode labeling feature directly into the system that allows for the most accurate tracking of products. The barcode is generated by the system for each product that is logged in. This allows for tracking individual items with the same lot number that may have been received by the VA facilities on different days. For example, if a recall was required based on shipping dates for a certain lot, the VA would be able to pull that specific item off the shelf or determine which patient it was implanted in. Project Objectives 1. Required Functional Capabilities (Salient Characteristics) The Implant Tracking System shall be able to monitor implant inventory throughout the facility, in real-time, allowing for more accurate stock levels and efficient reordering. The Implant Tracking System shall have the ability to look at cost utilization of implants by surgeons, procedure, implant type, etc. and adjust inventory levels and types accordingly. The Implant Tracking System shall be able to quickly locate stock implants during recalls and determine patients that received those implants. The Implant Tracking System shall be able to offer each area of the hospital its own instance or view. Depending on the area the personnel is assigned to, that person needs to automatically have only the items assigned and stored in that area available to view, log out, and track. This simplifies the logging, tracking, and reporting of implants, and allows the user to complete the required tasks more efficiently if the system shows only the areas relevant to the individual that is logged in. The Implant Tracking System shall be able to use 1D and 2D custom barcode label capabilities 2D barcode promotes easy scanning of implant detail data into other systems. Each item shall be given a unique identifier the moment it is logged into the system. FEDERATED SECURITY The Implant Tracking System shall have the ability to seamlessly integrate their Federated Security or Active Directory integration technology that automatically passes username and password authentication through to their system allowing VA employees to have the username/password that they have for their VA PC logins and they would not need to manage two usernames/passwords with the tracking system. The system shall have been reviewed and approved by the Joint Commission Resources. The system shall have a one-click canned report designed to provide all data required by the Joint Commission s tracer methodology. The system shall offer a Dynamic Reporting Capability that allow users to create, save, and share, reports that access all the data elements. The system shall offer a comprehensive, on-site consulting package that will assure our implant tracking will conform to the Joint Commission Standards and relevant FDA CFR 1270 and 1271 standards. DATA CONVERSION AND IMPLEMENTATION Contractor shall provide data conversion into the application upon submission by facility. Data conversion information to include, but not limited to: physician list, users, inventory data, source facility list, storage locations, and temperature storage requirements. The contractor shall guide our organization through all the steps needed to Go-Live at each facility. Contractor shall provide documents to will assist with implementation. The contractor shall provide milestones for the implementation and training phases. TRAINING The vendor shall provide a minimum of 2 (two) people for 4 (four) days of on-site training including the system administrator, super users, end user training, and assisting on-hand inventory upload. Training shall consist of on-site administrator training within 15 days of facility request. Training shall include instructional training and hands on system training for system administrator, super users, and end users. Inventory uploading, and training will be concurrent with administrative training. Trainers shall work with area specific managers to formulate training schedule while on-site. This will determine the number of sessions and staffing levels in each area at each facility. Training fees shall include all training at each facility within specifications stated above. Additional training shall be available for each option year and shall be invoiced per person, per day. SERVER (Delivery, installation, setup, hosting fees, code modifications, third party licenses) Vendor will work with VISN 5 OIT personnel to setup servers that will be compatible with the system chosen: Data shall be stored on one server location: Server 1 will reside in TBD at VISN 5 Location. Server shall be configured with software application and all third-party licenses necessary for the operation of the software. User Hardware, Labels, and Ribbon Contractor shall barcode scanners which are compatible with VA systems as well as implant tracking system. Contractor shall provide direct thermal-thermal transfer printers 203 dpi, EPL2, ZPL II, USB/Serial/Ethernet Interfaces, Power Cord-US and USB cable included Contractor shall provide labels and corresponding ribbon to be compatible with thermal printer. Labels shall be brand name or equal to Kimdura flood coat brand, 3.5 x 1 inch, with usage to -75F. Ribbon shall also be effective to temperatures to -75F. Site Delivery as follows: Site Scanners Label Printers Labels (2000/roll) Ribbons (case/24) Clarksburg 7 1 2 2 System shall meet VHA Directive 2009-062, Management of Non-Biological Implantable Devices and the memorandum from June 2, 2011, Sub: Inventory Tracking of Non-Biological Implantable Devices (VAIQ 7115784) requiring that all facilities effectively manage NBID using an inventory system. 2.0 Hours of Operations. The services covered by this contract shall be furnished by the contractor as defined herein. Normal hours of operation are Monday through Friday 8:00 am to 4:30 pm. The contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below. Federal Holidays observer by the VAMC are: New Year s Day Labor Day Martin Luther King s Birthday Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Independence Day Christmas 3.0 Property Damage The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 4.0 Place of Performance Louis A, Johnson VA Medical Center 1 Medical Center Drive Clarksburg, WV 26301 5.0 Security Requirements Contractor personnel shall always be escorted within LAJVAMC spaces. 6.0 Personnel: Personnel/Equipment/Supplies/Forms: Contractor shall provide any personal equipment or other personal items in enough quantities to perform their assigned tasks during the delivery and pick-up process. Organizational Relationship: The parties agree that the Contractor shall not be considered VA employees for any purpose. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. 7.0 Invoicing: The invoice shall contain the contractors name, address, and telephone number, name of the type of medical gas, amount of each type of gas delivered, and charge amount for each item delivered. The invoice will provide a breakdown of all services provided for the previous week. The contractor shall not invoice until all required documentation is complete. If the supporting documentation has not been completed before the invoice is received by the COR at the medical center, the invoice shall be considered incomplete and will be returned. The invoice may be resubmitted after completion of all required documentation. However, for computing interest under the prompt payment act, invoice receipt date shall be the date the resubmitted invoice is received by the COR at medical center or at the payment processing center in Austin Texas. 8.0 Payment: All payments made under the contract will be made monthly, in arrears, upon submission of a properly prepared invoice for the services furnished in the previous month. No advance payments will be authorized. Contractor shall contact the Purchasing Agent at medical facility should they not receive payment within 60 calendar days of submission of a proper invoice. Contractor shall submit invoices to the VA payment offices in Austin Texas. Invoices without proper documentation will be returned. Payments under this contract will be made in accordance FAR 52.232-34, Payment by Electronic Funds Transfer Other Than Central Contractor Registration. The Company will provide the appropriate form and account information for electronic transfer. Payments made by the medical center under this contract shall constitute the total cost of services provided by the Company. The Company hereby agrees that in no event shall the Company bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against the beneficiary, the beneficiary s family, private insurer, Medicare or any other entity acting on the beneficiary s behalf, for services provided pursuant to this contract. Billings rendered by the Company to the medical facility for services furnished to VA beneficiary under the terms of this contract shall be billings in full. Abbreviations and Definitions: Contracting Officer (CO): The representative of the Louis A. Johnson VA Medical Center who has the authority to enter into, administer, terminate, modify, approve changes, or otherwise represent and bind the LAJVAMC in all matters arising under or relating to this agreement. Contracting Officer s Representative (COR): Individual(s) who furnishes technical guidance and advice or generally supervises the work performed under the contract. Designations will be in writing and will define the scope and limitation of the representative's authority. 9.0 Clauses and Provisions The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The full text of Veteran Affair Acquisition Regulation (VAAR) provisions or clauses may be accessed electronically at 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 52.212-3, Offerors Representations and Certifications Commercial Items The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2019) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70, Commercial Advertising (MAY 2008) 852.232-72, Electronic Submission of Payment Requests (NOV 2018) The following subparagraphs of FAR 52.212-5(b) 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 52.219-28, Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222 19, Child Labor Cooperation with Authorities and Remedies (JAN 2018) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (APR 2015). 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246). 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793) 52.222-50, Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627). Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67). 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015). 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706). 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. All quoters shall submit the following: One (1) copy of their proposed quote. Quotes shall be quoted to include the following: CLIN Description Qty Unit Price per Unit ($) Total Cost ($) 0001 SURGICAL IMPLANT TRACKING FOR LOUIS A. JOHNSON VA HOPSITAL, CLARKSBURG, WV. 12 MO   All quotations shall be sent electronically to Randall.brown@va.gov This is an open-market combined synopsis/solicitation for Track Core Services for Huntington, WV VAMC 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. Submission shall be received not later than 31 Jul 2019 at 12:00 pm EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). E-mail quotes to randall.brown@va.gov . Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, randall.brown@va.gov Point of Contact Randy Brown Randall.brown@va.gov