Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Sole Source (FAR 19.14)

OBJECTIVE: The West Texas VA Health Care System (WTVAHCS) has a requirement to purchase four eye surgery stretcher systems. This requirement is in support of a brand name or equal requirement. See FAR... OBJECTIVE: The West Texas VA Health Care System (WTVAHCS) has a requirement to purchase four eye surgery stretcher systems. This requirement is in support of a brand name or equal requirement. See FAR Clause 52.211-6 Brand Name or Equal (AUG 1999) for additional information. The eye surgery stretcher procedure chairs are used by health care professionals to safely maneuver patients during surgical procedures. Table 1 Package Items Summary Item Number Item Description Quantity ESC2EYEST ESC2 SURGICAL CHAIR 4 HSA078600 FULL U WRIST REST 4 HSA080013 ESC2 SHOULDER SUPPORTS (PAIR) 4 SCOPE OF WORK: Delivery and set up of (4) Eye Surgery Stretcher Systems for Surgical Service, 300 W. Veterans Blvd., Big Spring, Texas 79720. Delivery activities shall consist of the following: Set-up. All preparation necessarily required to ready the (4) Eye Surgery Stretcher Systems for operation (set-up and training). Post installation inspection. COR will verify that required specifications are met and testing will be performed as necessary to meet VA and vendor requirements. SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled delivery will be provided only during Contractor s normal working hour s local site time. Upon acceptance of this contract, the Contractor shall immediately contact the COR Sara Marlow at 432-263-7361 extension 7020, to schedule mutually agreeable delivery times. PLACE OF DELIVERY: West Texas VA Health Care System 300 Veterans Blvd Big Spring, TX 79720 POINT OF CONTACT: (Primary) Sara Marlow, COR (432) 263-7361 ext 7020 Sara.marlow@va.gov (Secondary) Angela Cruz, RN, OR/DPU (432) 263-7361 ext 7346 Angela.cruz@va.gov SALIENT CHARACTERISTICS OF STRETCHER SYSTEMS: Equipment features: (4) ESC2 SURGICAL CHAIR Width 32 in/81cm Length 83 in/211 cm Height minimum 20 in/51 cm Height maximum 40 in/102 cm Patient surface width 26 in/66 cm Patient surface length minimum 75 in/191 cm Patient surface length maximum 83 in/211 cm Side rail length 18.5 in/47 cm Side rail height 10.25 in/27 cm Caster Diameter 5 in/13 cm Multi-density sectional pad (dura-gel insert, urethane cover): 3 in/8 cm Trendelenburg: 15 degrees Seat tilt: 0 15 degrees Backrest range: 0 85 Dual Power: 110 240 volts Product weight: 265 lb./120 kg Weight Capacity 600 lbs./272 kg Shipping weight: 315 lbs./143 kg Included Accessories: Insert and Memory Foam Topper Telescoping IV Pole Patient Safety Strap Utility bag hook (4) ASSY, FULL U WRIST REST (4) ESC2 SHOULDER SUPPORTS (PAIR) **FREIGHT IS INCLUDED FOR: DOCK TO DOCK SERVICES ONLY** ASSEMBLY AND INSTALLATION REQUIREMENTS: The vendor is required to manage and coordinate installation at WTVAHCS with the VA Primary POC. On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 7am to 4:30pm Central Standard Time, Monday through Friday, excluding Federal Holidays. Federal Holidays observed by WTVAHCS are: New Year s Day Martin Luther King, Jr. (day of observance) Washington s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials. Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product. The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and WTVAHCS. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. TRAINING: The vendor shall coordinate through the VA Primary POC to provide a hands-on training session to staff selected by the VA. Training shall be completed within 45 days after final installation of equipment. The vendor will record the training and provide an electronic copy of the training to the VA Primary POC for VA to use to train additional personal at a future date. In addition, the vendor shall provide additional training documents to the VA Primary POC for training additional persons at a future date. CLEAN UP AND DISPOSAL: There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials. SECURITY AND PRIVACY: Vendor will not have access to information deemed to be VA sensitive information . The certification and accreditation (C&A) does not apply. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. This system does not contain Patient Health Information (PHI) and Individually Identifiable Information (III). No VA data will leave the VA Facility. If a hard drive or any other electronic storage device needs to be replaced, the device will be given to the ISO. After destruction of the data by degaussing, the device may be returned to the vendor for inventory control if so requested. The repair of this system will be supervised by a VA employee in BioMed to assure data does not leave the facility. The COR is responsible to assure that no VA data leaves the facility, and an employee supervises repair. RECORDS MANAGER: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [email, fac, etc.] or state of completions [draft, final, etc.] No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation of unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S. C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the Agency records schedules. Contractor is required to obtain the contracting officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive ad proprietary information. DOCUMENTATION: Contractor will provide the COR with individual written reports which describe the maintenance and repair service performed on the equipment under warranty in sufficient detail so as to be acceptable by field inspectors of the Joint Commission and other inspecting bodies. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. The service report will be signed by the contractor s service technician, and by designated WTVAHCS personnel. The Contractor warrants that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor. Warranty items that expire during the contract period will be added to the contract as appropriate. STANDARD WARRANTY: The products shall be covered by vendor s standard warranty terms and provisions, provided, however that the warranty coverage shall be no less than the following: The Vendor shall provide a warranty certificate/form stating the warranty period, terms, and information required to initiate the warranty. The warranty period set forth therein shall run for one year following the first day of use at WTVAHCS; The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph. WORKER REQUIREMENTS AND ACCESS: Contractor employees will need to get access badges from the VA Police Service located on the ground floor, main facility prior to conducting business, installation, or training functions. Contractors are required to abide by all facility requirements in regards to screening and masking requirements.