Inactive 8(a) Sole Source (FAR 19.8)

Combined Synopsis-Solicitation for Commercial Items VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20 Descrip... Combined Synopsis-Solicitation for Commercial Items VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20 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; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2022-05, 3-07-2022. This solicitation is sole source requirement. The associated North American Industrial Classification System (NAICS) code for this procurement is 334516 with a small business size standard of 1,000. The FSC/PSC is 6640. The Overton Brooks VA Medical Center is seeking a source to provide all reagents related stains, antibodies, and consumables for quality diagnostic staining of processed patient tissues. This procurement will result in Brand Name Sole Source, new Delivery Order with four, 12 month options for quality-stained slides used in evaluation and interpretation for Histology in Pathology and Laboratory Services. This will be a firm fixed price contract. See attached Statement of Work All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually. 3500 EA 1001 Opt Yr 1: Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually. 3500 EA 2001 Opt Yr 2: Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually. 3500 EA 3001 Opt Yr 3: Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually. 3500 EA 4001 Opt Yr 4: Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually. 3500 EA See Attachment 1 Statement of Work (SOW) Delivery shall be provided as requested. Place of Performance/Place of Delivery Address: 510 E Stoner Shreveport, LA Postal Code: 71101 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 FAR 52.212-3, Offerors Representations and Certifications Commercial Items www.sam.gov registration is required to be complete at time of submission of response.] 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 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders The following subparagraphs of FAR 52.212-5 are applicable: All quoters shall submit the following: Price Proposal All quotes shall be sent to the Shannon.west1@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Lowest Price Technically Acceptable (LPTA) The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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 of your response shall be received not later than September 22, 2022 at 4:00 PM CST to Shannon.west1@va.gov hand delivery will not be accepted. 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 Point of Contact listed below. Point of Contact SHANNON L. WEST, CONTRACT SPECIALIST Shannon.west1@va.gov THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT. STATEMENT OF WORK Contract Title. Reagents, Related Stains, Antibodies, and Consumables for the Leica Bond III, Leica CM 1860 UV Cryostat, and Peloris II tissue processor. Background. The purpose of this contract is to provide all reagents, related stains, antibodies, and consumables for quality diagnostic staining of processed patient tissues. All consumables will be delivered to Overton Brooks VA Medical Center, 510 E. Stoner Ave, Shreveport, LA 71101. The above items are necessary to produce quality-stained slides which are evaluated by pathologists and aid in making patient diagnosis. This is a current process and should not be interrupted for the Histology section of the Pathology and Laboratory Medicine Service. Scope. The Contractor shall supply the reagents and reagent kits when requested by the facility. The Overton Brooks VA Medical Center Histopathology Laboratory is staffed 16 hours per day, 5 days per week and shall have STAT capabilities for certain testing, as well as, routine testing capabilities 7 days per week. SALIENT CHARACTERISTICS Immunohistochemistry Instrument The awarded vendor shall supply all the necessary consumables and ready to use (RTU) reagents to perform quality immunohistochemistry, in-situ hybridization, fluorescent in-situ hybridization and immunofluorescence studies on the Leica Bond III instrument. The detection kits shall continue to contain all the necessary reagents needed to demonstrate the appropriate reaction (ex: counterstains, bluing reagents, etc.) with no others to purchase, excluding bulk reagents, primary antibodies and in-situ probes. Immunohistochemistry Reagents Primary staining reagents shall be prepackaged, ready-to-use and barcoded in the vendor dispenser for quick use and comprehensive quality control. The vendor shall not set minimum purchase or use requirements for any consumables needed for successful IHC, FISH or ISH testing on the Leica Bond III. The instrument shall offer capability to use 3rd party antibodies in a barcoded reagent dispenser for quick use and comprehensive quality control. The instrument shall use a technology that allows a capillary action or similar action to ensure complete slide coverage to reduce the likelihood of the tissue sections washing off the slide and diagnostic material loss. ESTIMATED QUANTITIES Based on historical data taken from our current immunohistochemical Product Usage Report for FY 2021 we performed approximately 3500 immunohistochemical stain protocols. Overton Brooks VAMC Pathology and Laboratory Medicine Service attempts to be as accurate as possible when providing estimates of quantities that will be used, however, actual quantities required may vary from quantities as listed. Specific Tasks. All consumables must continue to meet manufacturers and VA specifications. The Contractor shall furnish all requested consumables required for operation of the supplies and equipment. CUSTOMER SERVICE A company representative shall visit the Overton Brooks VAMC no less than once every two months to review account, provide product information, answer questions, provide customer service, handle any defective merchandise, and take care of any other issues that might arise. Also, there shall be 24 hours / 7 days per week / 365 days per year phone support available for technical support. If resolution cannot be obtained by phone support, then a service technician shall be dispatched to the facility no more than 24 hours later to correct the issue. SERVICE AND MAINTENANCE All products offered to Overton Brooks VAMC, Pathology and Laboratory Medicine Service shall be new and not refurbished and be of the same consistent high quality as would be offered to the general commercial public in the United States. The products made available for use on the instrument provided by the vendor shall have no less than a two-year expiration date from the time of order until the time of expiration. PRODUCT SUBSTITUTION No product substitutions will be accepted without the prior approval of the Overton Brooks VA Medical Center s Pathology and Laboratory Service and the Contracting Officer. Any substitutions of product shall have the written approval of the VAMC Pathology & Laboratory Service and the Contracting Officer or his/her designee. ORDERING PROCEDURES Orders will be made on an as needed basis determined by Overton Brooks VA Medical Center s Pathology and Laboratory personnel. The order shall be invoiced for payment no more than 30 days after the purchased date. INVOICE AND PAYMENT Contractor shall invoice the Overton Brooks VA Medical Center in arrears only after acceptance of all Deliverables identified in this Statement of Work. Invoice shall be properly prepared and sent to the VA Financial Service Center at: P.O. Box 149971. Austin, Texas 78714-8971. The invoice shall be properly prepared in accordance with FAR 52.212-4, contain sufficient details, and at a minimum, include the following details: (1) IFCAP Obligation Number (2) Contract Number (3) Description of the supply/service rendered (4) Billing period/date when the supply/services were rendered and (5) Invoice number and date Payments will be made in accordance with the Prompt Payment Act out of the Government annual appropriated funds obligated in an order which will be issued after the contract is awarded. Note: Invoices that are not in compliance with the aforementioned requirements under this paragraph will be rejected for payments and required to be resubmitted. DELIVERY All reagents shall be delivered to: Overton Brooks VA Medical Center Attn: Warehouse 510 E. Stoner Ave Shreveport, LA 71101 All deliveries shall be accompanied by a delivery ticket or sales slip which shall contain: vendor s name, purchase order number, date of order, date of delivery, itemized list of products furnished including product description and quantity shipped. Shipping terms: Prepaid and add; FOB Distribution CHANGES / MODIFICATIONS If any product awarded under this requirement requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the following steps will immediately be taken by the Contractor or manufacturer: Notify the Contracting Officer, in writing, by the most expeditious manner possible. Provide two copies of the notification which shall include, but not be limited to the following: Complete item description and/or identification, order numbers from customers, and the contract number assigned as a result of an award on this Statement of Work. Reasons for modifications, removal or recall. Necessary instructions for return for credit, replacement or corrective action. Provide the above information to all agencies and VA Facilities who purchased the product. The Contracting Officer shall be provided a copy of the notification in ii. above, and a list of all agencies and/or VA facilities notified. Contractor shall be responsible for any costs associated with the above. Changes in the terms and conditions of this contract may be made only by written agreement of Overton Brooks VA Medical Center Pathology and Laboratory Service. Any and all modifications for changes in the prices, terms or conditions of this contract, shall be prepared for signature by the VA Contracting Officer. RECALLED AND DEFECTIVE PRODUCTS The Contractor shall immediately notify the Contracting Officer of any recalls of product or other important product safety issues. The Contractor shall replace and/or reimburse recalled/defective products at no cost to the Government. The Contractor shall be liable for the costs of processing recalls, i.e., administrative and clinical services to replace recalled/defective products. SITE CONDITIONS There shall be no smoking, eating, or drinking inside the Laboratory at any time. Business Hours: All work and delivery shall take place during clinical hours (Monday through Friday, 8:00 am to 4:30 pm (CST) excluding weekends and federal holidays). FEDERAL HOLIDAYS ARE: New Year s Day; Martin Luther King Jr. s Birthday; President s Day, Memorial Day, Juneteenth, Independence Day; Veteran s Day; Labor Day; Columbus Day; Thanksgiving Day, and Christmas Day. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the US government agencies. Use of Cell Phones: The use of cellular phones is permitted within certain areas of the medical center. All contractors are required to ask either the Contracting Officer (CO) or the Contracting Officer s Representative (COR) if there is doubt in the usage of cellular phones. Smoke Free Facility: The Overton Brooks VA Medical Center is a smoke free facility. Smoking is prohibited inside any building and on the facility grounds. Violators shall be removed from the premises permanently. PROTECTION OF PROPERTY Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor. EQUIPMENT MANUALS The Contractor shall furnish User Manual and reference guides for the specified equipment. OPERATOR TRAINING The purpose of this contract is for establishing a means to secure the necessary consumables for continued patient sample processing for an accurate diagnosis without excessive delay using our current instruments. There are no new instruments or processes that require staff training. Security Requirements. The contractor shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. No background investigation is required. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). No GFE/GFI shall be provided to the contractor. Other Pertinent Information or Special Considerations. The vendor shall have the proprietary access codes associated with the requested instrumentation needed to perform service and maintenance on the administrator level. Identification of Possible Follow-on Work. No know issues. Identification of Potential Conflicts of Interest (COI). A determination has been made that COIs do not exist nor is there a potential for COIs prior to execution of this contract. MSDS, Hazardous Materials and Waste Analysis. The contractor is required to provide a list identifying any hazardous materials defined as Hazardous under the latest version of Federal Standard No. 313 that may be provided as a part of this contract. Material Safety Data Sheets (MSDS) shall be submitted for all products. Contractor will provide a complete chemical analysis of waste, to include Mercury, sodium azides, carcinogens, reproductive toxins, acute toxins and all other waste that may be considered ignitable, corrosive, reactive or toxic. Contractor will also be required to provide additional subsequent waste analysis studies in the case of any new test or new test formation introductions. Documentation of all analysis will be provided to the VA Contracting Officer for review by the VISN 16 Green Environmental Management Systems (GEMS) Coordinator prior to contract award or introduction of new product after award. Risk Control. All employees, contractors, and visitors are required to abide by local infection control procedures. To aid in the prevention of the spread of COVID and other communicable diseases, everyone is required to wear a surgical mask upon entry to the facility and maintain wear of mask until exiting the facility. Place of Performance. The system will continue to be used in the Pathology & Laboratory Medicine Service at the Overton Brooks VA Medical Center (OBVAMC) 510 E. Stoner Ave, Shreveport, LA 71101. Period of Performance. The agreement will be reviewed annually by Overton Brooks VA Medical Center Contracting Office at minimum of sixty days prior to the anniversary date. Base Year: Date of Award through March 31, 2023 Option Year 1: April 1, 2023 through March 31, 2024* Option Year 2: April 1, 2024 through March 31, 2025* Option Year 3: April 1, 2025 through March 31, 2026* Option Year 4: April 1, 2026 through March 31, 2027* *Denotes: Exercisable at the discretion of the Government and availability of funds. Cost / Price Schedule. *Cost per slide is subject to a 5% increase annually. Base Year Date of Award through March 31, 2023 CLIN No. Description Est. Qty Unit Unit Cost Est. Total Price 0001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually 3500 EA Total Estimated Cost Option Year 1 April 1, 2023 through March 31, 2024 CLIN No. Description Est. Qty Unit Unit Cost Est. Total Price 1001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually 3500 EA Total Estimated Cost Option Year 2 April 1, 2024 through March 31, 2025 CLIN No. Description Est. Qty Unit Unit Cost Est. Total Price 2001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually 3500 EA Total Estimated Cost Option Year 3 April 1, 2025 through March 31, 2026 CLIN No. Description Est. Qty Unit Unit Cost Est. Total Price 3001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually 3500 EA Total Estimated Cost Option Year 4 April 1, 2026 through March 31, 2027 CLIN No. Description Est. Qty Unit Unit Cost Est. Total Price 4001 Cost per slide which includes related stains, antibodies, and consumables. Estimated annual volume will be 3500 slides annually 3500 EA Total Estimated Cost Equipment Delivery Schedule / Installation. N/A