Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

The purpose of this Amendment to Solicitation 36C25721Q0297 is to include the: Extended closing date Questions and Answers. The deadline for questions has passed. No additional questions will be accep... The purpose of this Amendment to Solicitation 36C25721Q0297 is to include the: Extended closing date Questions and Answers. The deadline for questions has passed. No additional questions will be accepted Edited Item Information Edited Statement of Work Quotes must be received no later than Friday, February 5, 2021 at 4:30 p.m. CST. Email your quote to rastreva.upshaw@va.gov. The subject line must specify 36C25721Q0297 Lubbock Audiology Booths. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All other terms and conditions of the original solicitation remain the same. LUBBOCK AUDIOLOGY BOOTHS QUESTIONS AND ANSWERS There are some discrepancies in the pricing sheet & Item Description and want to ensure we re quoting the correct thing. Would it be possible to get a copy of the architectural drawing of the space where these suites are being installed? That would help clear up the confusion with the various dimensions provided specifically the booth dimensions don t seem to match up with the room size. A: Attached Line 0004 of the pricing sheet lists QTY (8) Doors for these suites however, there are only 6 doors in the two suites described (1 control room door, 2 exam room doors per suite). Should the QTY of doors be 6? A: Yes, 6 doors. The dimensions of the door in the pricing sheet (40 1/8 X 75 WITH WINDOW 16 x 54 WITH WINDOW) does not match what is in the Equipment Identification section of the SoW (Acoustic doors, 36 clear opening, double magnetic seals with cam-lift hinges). 36 is the standard for all CBOCs as it s fully ADA compliant. Can you please confirm that 36 is the correct width of the door? A: Doors should have a minimum of 3 4 Clear Opening. Window should be minimum 20 x 60 The specs in this booth list what s called an enhancement package i.e. Carpet on walls, wood trim, base molding for floors and ceilings, etc. We ve done this with many booths however, with new cleaning standards associated with Covid-19, it s HIGHLY recommended to avoid. The material on the walls is difficult to clean and most hospitals, VAMCs, and CBOCs have a requirement to wipe down/sterilize the booths between uses. Given the severe Covid-19 environment, we suggest purchasing a standard room that would allow for simple cleaning. Would the VA be open to this? A: Carpet on the floor only. No carpet on the walls or ceiling. We do want the trim to prevent tripping hazards.  Can you please tell me what floor the sound booths will be installed on? A: First Floor Was able to complete a site visit and a few questions/issues were recorded during the inspection. Have the following additional questions: The space provided for the 2 suites is much larger than the request for 2 suites at 14 8 wide. I measured 38 in width (which leaves 8 spare). Should we provide a quote for 2 suites to fill the entire space? Each suite will be about 18 6 in width and 9 0 deep (outside dimensions). A: See updated SOW ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 2.00 EA __________ ___________ CUSTOM SOUND ROOM W/CONTROL AND SOUND 0002 2.00 EA __________ ___________ ADDITIONAL DUPLEX OUTLET 0003 4.00 EA __________ ___________ RECESSED CONDUIT DROP 0004 8.00 EA __________ ___________ FG DOOR (See Updated SOW - EQUIPMENT IDENTIFICATION and Number 3 Questions and Answers) 0005 2.00 EA __________ ___________ INSTALL, SOUND ROOM GRAND TOTAL ____________ STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS Two audiology booths, shipping for the new Lubbock Clinic SCOPE OF WORK: The Amarillo VA Healthcare System is seeking two (2ea) audiology booths for the Lubbock Clinic located at 3510 4th St. Lubbock, TX 79415. Contractor will provide all labor, equipment, materials and tools to deliver and install booths in location provided by VA. Contractor will also field verify all dimensions. All waste and debris generated shall be removed and disposed of by contractor. Booths shall be as detailed below or equivalent. I. EQUIPMENT IDENTIFICATION Two audiology booths with double wall exam test suite and single wall control booth. Construction shall be acoustic wall panel construction consisting of (exterior surface) of min. 14-gauge steel, 3 non-combustible acoustic insulation, and a (Interior surface) min. 22 gauge perforated inner skin. Acoustic low profile isolated floor system with carpet to fit constructed pit. Electrostatic powder coat (zero VOCs) paint finish. Acoustic doors, minimum 3 4 clear opening, double magnetic seals with cam-lift hinges. Control side single out swing door. Exam side double in-swing/out-swing door. Acoustic window for patient observation, minimum 18 by 58 high. Acoustic ventilation silencer system, roof mounted supply and exhaust silencers with duct collars for 6 flex duct connection to building HVAC system. Two duplex outlets beneath exam side window, six outlet A/C strip beneath control side window. Clinical jack panel beneath window containing twelve ¼ gold plated stereo phone jacks, two USB connections, and one 2 diameter cable pass-through. Conduit drops, rough in above exam and control side windows for installation of fire alert devices. Penetration for fire sprinklers. Conduit drop adjacent to window for data/phone cable access. Recessed fluorescent or led lighting. Vertical closure panels to close gaps to booths walls for up to 6 wide airspace. All interior surfaces of room walls shall include fabric upper panels with metal lower panels separated by chair rail. Wall covering material shall have a minimum weight of 31oz/linear yard (48 width0 and minimum thickness of 0.25 . Material shall have a Class A fire and smoke rating. Material shall be installed on panel faces to extend under the joining hardware and influence the acoustical seal of the unit. All edges shall be secure with a natural wood trim at the panel joints, and cove and base molding for floor and ceiling. Door and door frame shall be trimmed with a steel trim frame to match the window trim and color. Acoustical test data shall be submitted from a laboratory accredited by the National Bureau of Standards National Voluntary Laboratory Accreditation Program (NVLAP), which demonstrates that the manufacturer has the capability of manufacturing and install an audiometric suite that meets the following minimum requirements. Center Frequency (HZ) 125 250 500 1000 2000 4000 8000 NIC Double wall Exam Room 40 55 78 87 97 97 89 64 Single wall control room 24 32 43 48 53 58 58 45 A third-party electrical contractor is not required for this particular booth because the booth simply plugs into a 120V, 60Hz outlet for power. Shipping will be included, delivery will be handled by contractor, VA will not supply equipment to unload or move the units. Overall space provided for each booth is 231.5 L x 116 D. Adjacent dropped ceiling to be installed at 9 AFF; a matching panel/shroud may be required to extend booth to ceiling grid. Contractor to field verify all dimensions in order to maximize usage of allotted space. Constructed area dimensions may differ slightly from those shown on drawings. Outside dimension shall be 19 wide by 9 deep by 8 9 high. Control inside dimensions shall be 8 4 wide by 8 4 deep by 7 9 high Exam inside dimensions shall be 7 wide by 8 0 deep by 6 6 high. II. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COTR - Contracting Officer's Representative D. N/A E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AMAVAHCS premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. AVAHCS Thomas E. Creek Amarillo VA Healthcare System M. EPA- Environmental protection agency N. TCEQ- Texas Commission of Environmental Quality. III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. IV. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COTR or his designee. B. Work performed outside the normal hours of coverage at the request of COTR or his designee will be approved with estimate by the CO or COTR. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included in this contract. Work performed outside the normal hours of coverage at the request of FSE or contractor will be considered service during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. D. Federal Holidays observed by the AVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day VI. Repair Work: N/A VII. PARTS The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use new parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed. (The Contractor shall also list any excluded parts in their proposal under the repair contract). VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The AVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the COTR or Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COTR or Engineering two (2) copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. IX. DOCUMENTATION/REPORTS: The documentation (ESR) shall include detailed descriptions of the scheduled maintenance procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section III, Conformance Standards, and the manufacturer's specifications. 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 and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime, and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COTR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable -- i.e., part(s) not covered, or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COTR before service is completed! X. REPORTING REQUIREMENTS: The Contractor shall be required to report to Engineering and Police Services to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Engineering, Police Services and submit the ESR(s) to the COTR or designee. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR or designee for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). Waste manifest documentation will be provided to Engineering Service. Any downtime of more than 4 hours will need to be scheduled in advance with the COTR. XII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XIII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COTR (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 COTR with a written estimate of the cost to make necessary repairs. XIV. CONDITION OF EQUIPMENT: Contractor may contact COTR to schedule site visit to examine equipment, prior to due date of proposal. The Contractor accepts responsibility for the equipment described in, paragraph I., 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. XV. 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 Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment identified in the Section B schedule. 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 the Contractor services at the AVAHCS. 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 AVAHCS equipment. The CO and/or COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the AVAHCS equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. E. All safety procedures shall be utilized per NFPA,NEC or other applicable entities. Contractor shall supply all safety PPE necessary to complete this job. XVI. TEST EQUIPMENT: The Contractor shall provide upon request by COTR or designee, AVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on AVAHCS's equipment. Test equipment calibration shall be traceable to a national standard. Contractor must calibrate and provide certification of the booth after installation. XVII. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification issued by the AVAHCS Police Section while on the premises of the AVAHCS. 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 AVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the AVAHCS. 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. XIX CONTRACT TIME PERIOD: Contract duration will be 60 working days after notification of Award. Any further delays must be presented to and approved by the CO.