Inactive
Notice ID:36C24620Q0553
SOURCES SOUGHT: The Department of Veterans Affairs, Durham VAMC Network Contracting Office (NCO6) is conducting Market Research through this source sought notice to help determine the availability of ...
SOURCES SOUGHT: The Department of Veterans Affairs, Durham VAMC Network Contracting Office (NCO6) is conducting Market Research through this source sought notice to help determine the availability of qualified Businesses, registered under NAICS code 339950, capable of providing High-Quality, Poster Presentations POA Printing and signs that meet the following specifications: Provide quality Posters for Research Developments. Item # Description/Part Number* Qty 1 Fabric Posters 36" x 48" 50 2 Paper Posters 36" x 48" 50 3 Fabric Posters 41.5" x 72" 18 4 Paper Posters 41.5" x 72" 18 5 Fabric Posters 41.5" x 96" 10 6 Paper Posters 41.5" x 96" 10 All respondents shall indicate the following: Whether or not they are small business manufacturers of the products they wish to offer, or Whether or not they are distributors of a small business manufacturer. Failure to provide the above information may result in the potential offeror being considered incapable of meeting the VA s needs If the contractor can provide the above items, the contractor shall provide a letter from the manufacturer stating they are an authorized distributor/licenser of their products. Failure to submit an authorized distributor letter shall result in the product(s) potentially offered to be considered grey market and shall not be considered technically acceptable. If the contractor can provide the above product and services, please indicate in your response that the above requirements can be met and provide a brochure of its product. The capability statements received from this market research are for planning purposes only and will assist the Government in planning its acquisition strategy. This is strictly market research and the Government will not entertain questions concerning this market research. The Government will not assume any costs incurred by the contractor in the preparation of responses. All responses shall be submitted in writing no later than May 8th, at 1300 PM EST to the attention of Dennis A. Ross, VA Medical Center, 27 Averill Avenue, Hampton, VA 23667. E-mail address: Dennis.Ross2@va.gov Please title the subject line for all responses as: Sources Sought High-Quality, Poster Presentation PAO Printing: 36C24620Q0553 Locations where deliveries are needed: Durham VA Medical Center (Public Affairs) PAO OFFICE STATEMENT OF WORK Vendor Contract for High-Quality, Poster Presentations Veterans Affairs Durham VA Healthcare System 508 Fulton Street Durham, NC 27705 I. Background The Durham VA Health Care System (DVAHCS) has grown to more than 11 sites of care, Five Centers for Excellence, 4 Research departments, and has expanded the number of FTEE staff to approximately 3,500, not counting WOCs and Trainees in Medicine Service and Research Services. The DVAHCS has academic affiliation agreements with Duke University Healthcare System, University of North Carolina Healthcare, and other local teaching health care organizations to train health care providers, research fellows, medical residents, medical trainees/interns, and nurses. The four research services (General Medical Research, HSR&D, GRECC and MIRECC) are located within DVAHCS and perform research investigations (studies) on how to treat diseases, conditions, and the use of emerging medical technology. All of which directly impacts our Veterans by finding new methods to improve their health outcomes, their quality of life, and provide access to high-quality healthcare, Palliative and/or Hospice Care. Medical Media supports the needs of research and health care professionals by providing high-quality, large-format posters required for scientific, medical research and health care conferences. These conferences are where studies and work are showcased to funding organizations and peers (for additional scientific peer-review) and to share health care knowledge within health care and research communities. Fellows, residents, trainees/interns and nurses participate in this process by attending these conferences and by, creating the presentations while collaborating with their mentors, preceptors, other researchers and health care professionals both in the VA system and in the world health care community. Funding organizations attend these conferences, review the presentations, and determine which studies to fund so the work can continue, expand, or meet an outcome. These presentations play a tangible role in the life of our Veterans and their families in that the funding for these studies translates directly into funds used by both the VISN 6 and DVAHCS to pay for staff, equipment and materials needed in the ongoing research, clinical trials and the general treatment of conditions, disease, healthcare outcomes, improve quality of life, access, and delivery to our Veterans. The need for high-quality, professional poster presentations has been fulfilled since 1963 by Medical Media on-site at the DVAHCS. Now we have arrived at the point where we must consider outsourcing this work to a qualified vendor so that we can meet DVAHCS other needs. Public Affairs has researched and found a vendor who already supplies these same high-quality presentation products to Duke University Medical Center. Duke is one of our major educational affiliates. Since our vendor also provides this service locally to Duke, this means this vendor is acutely aware of the quality, detail, and attention to scientific levels required by these conferences. This vendor is already in the VA s contractor system as an authorized vendor in SAMS and has a DUNS. II. Objectives The Durham VAHCS currently owns one 54 HP 315 latex ink large-format poster printer used primarily for in-house products to support the communications needs of the entire DVAHCS. We -sized from two printers to one so we can no longer meet the needs of the Conference posters. This contract is to establish a service agreement between DVAHCS and the professional poster printing services by a local vendor. A local vendor is required in order to: Be timely due to nature of the short-turnaround requests made by our researchers, fellows, residents, interns and nurses and the specialty needs of these medical fields. To ensure the staff who request these services are authorized to use them - affiliated staff must have a 3/8 s appointment to the DVAHCS in order to use this service. III. Scope, Tasks, or Requirements The general scope of the work the contractor will be performing is high-quality large format poster printing, mounting, banners and re-positional stickie posters in accordance with the size and media requirements specified by each requestor. These requirements are based on parameters required for each poster presentation as issued by each conference venue which differ based on space, number of presenters and display type required by the organizers for each event. There is not a one-size-fits-all mandate as some conferences are hele in either/or both US and international locations. Size information shall be provided by the requestor prior to printing. The burden of proofing the content also shall lie with the requestor prior to printing. If there is any question, the requestor and vendor should contact the Public Affairs Office point of contact (POC) immediately for clarification. It is easier to contact the POC than to track different healthcare providers down within DVAHCS clinics, offices or at their affiliated locations to answer these types of questions. If the contractor needs to make a substitution of services and/or materials, the contractor must obtain the consent of the requestor and/or the POC who oversees this contract. The DVAHCS location site will not incur hourly charges unless service is performed outside normal working hours and must be approved in advance by the DVAHCS. If the contract determines that quality is unacceptable, the contractor will, at no additional cost, promptly reprint and deliver/or ship a replacement to the DVAHCS Public Affairs Office. IV. Delivery Schedule The contractor will receive the poster files electronically via files sent to them by the requestor. The vendor will then produce the final printed poster within a one-week turnaround time and will deliver, courier, or ship the finished product to DVAHCS, Public Affairs Office in Bldg. 23, Room NG044 at DVAMC. The POC or delegate shall perform a quality control check prior to signing and accepting delivery. This is a quality-control measure required to ensure the products continually meet the high-quality standards set forth in this contact. The PAO POC will notify the requestor where to pick up their posters. V. Place of Performance Finished products will be delivered, couriered or shipped to DVAHCS Public Affairs Office, 508 Fulton Street, Durham, NC 27703, Bldg. 23, Room NG044. Work will be performed at the Contractors Location then Delivered to DVAHCS Public Affairs Office listed above. VI. Period of Performance The period of performance will be effective from March 1, 2020 to September 30, 2020 with an option for four one-year renewal periods. The contractor will not perform any services after September 30th, of each year until the Contracting Officer authorizes such services in writing. The Period of Performance is estimated to be: BASE YEAR (5/1/2020 to 09/30/2020) Option Year 1 (10/1/2020 to 09/30/2021) Option Year 2 (10/1/2021 to 09/30/2022) Option Year 3 (10/1/2022 to 09/30/2023) Option Year 4 (10/1/2023 to 09/30/2024) VII. Services Not Covered A. Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer to be within the overall scope of the contract, work shall be added by a modification to the contract. B. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement. VIII. Federal Holidays Observed by the VA New Year's Day 1 January Labor Day 1st Mon. in Sept M L King's Birthday 3rd Mon. in Jan Columbus Day 2nd Mon. in Oct President's Day 3rd Mon. in Feb Veterans Day 11 November Memorial Day Last Mon. in May Thanksgiving Day 4th Thurs. in Nov Independence Day 4th of July Christmas Day 25 December Also included would be any other day specifically declared by the President of the United States to be a National Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.
