Inactive Total Small Business Set-Aside (FAR 19.5)

Page 1 of Page 1 of 1 Page 1 of Request for Quote (RFQ) #: 36C25919Q0256 Radiation Monitoring Badges Base Year with Four Option Years This is a combined synopsis/solicitation for commercial items prep... Page 1 of Page 1 of 1 Page 1 of Request for Quote (RFQ) #: 36C25919Q0256 Radiation Monitoring Badges Base Year with Four Option Years This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 12:00pm MST 10 April 2019 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. ** Quotes are to be provided to mindie.dixon@va.gov no later than 2:30pm 12 April 2019. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25919Q0094. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-101 effective September 26, 2018. The North American Industrial Classification System (NAICS) code for this procurement is 339112 with a small business size standard of 1,000. This solicitation is a 100% set-aside for SMALL BUSINESS. List of Line Items; The VA estimates a requirement of 200 devices monthly which shall not exceed 12,500 devices annually. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12,500 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Base 0002 1.00 EA __________________ _ _________________ Annual Report Base 1001 12,500 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Option Year 1 1002 1.00 EA __________________ __________________ Annual Report Option Year 1 2001 12,500 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Option Year 2 2002 1.00 EA __________________ __________________ Annual Report Option Year 2 3001 12,500 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Option Year 3 3002 1.00 EA __________________ __________________ Annual Report Option Year 3 4001 12,500 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Option Year 4 4002 1EA __________________ __________________ Annual Report Option Year 4 5001 6,250 EA __________________ __________________ OSL Dosimeter, Ring Dosimeter, Fetal Monitoring or Equivalent and Required Reporting As per the Statement of Work Option to Extend IAW FAR 52.217-8 5002 1.00 EA __________________ __________________ Annual Report Option to Extend IAW FAR 52.217-8 GRAND TOTAL __________________ Description of Requirements for the items to be acquired (salient characteristics); It is expected that the contractor shall provide occupational radiation monitoring including dose reports for the Oklahoma City Veterans Affairs Medical Center. The contractor shall be accredited by NVLAP (National Voluntary Laboratory Accreditation Program) and DOELAP (Department of Energy Laboratory Accreditation Program). The contractor shall provide full-service technical support, analytical, and client support for occupational dose monitoring. The dosimetry service shall provide the Oklahoma City VAMC with diagnostic evaluation and reporting, including direct computer access via the internet to the database for exposure reports, shipment tracking and account maintenance transactions. The contractor shall provide notification of radiation overexposure within 24 hours of findings. The contractor shall keep complete historical records for all dosimeters processed; this includes comprehensive radiation exposure reports, including NRC Form 5, ALARA, and fetal dose reports. All reports shall be provided as a hardcopy and/or electronically to the Oklahoma City VAMC. The VA estimates a requirement of 200 devices monthly which shall not exceed 12,500 devices annually. Dosimeter: The contractor shall provide the Oklahoma City VA Medical Center with OSL (optically stimulated luminescence) dosimeters or equivalent, control dosimeters, and TLD rings for personnel monitoring. The dosimeters shall be provided to the Oklahoma City VA Medical Center monthly. The Oklahoma City VA Medical Center will return the dosimeters to the contractor for analysis. OSL Dosimeters or equivalent The OSL dosimeter or equivalent shall measure x, gamma and beta radiation for the whole body and extremities. The OSL dosimeter or equivalent shall be sealed inside a tamperproof plastic blister pack to eliminate possible mishandling, light leakage or lost detection elements. The OSL dosimeter or equivalent shall be unaffected by heat moisture and pressure. The OSL dosimeter or equivalent shall come in individually wrapped pouches with a card containing worker information. The dosimeters shall be divided into department groupings with series name and or code indicated on each dosimeter. The wear period for a dosimeter is one month. Ring Dosimeters (TLD) The ring dosimeter shall measure exposure due to x, beta and gamma radiation with TL (thermoluminescent) technology. The TLD shall be encapsulated inside an identification cover, so the identity of the chip and the wearer is always maintained. The rings shall be able to be worn in dry or wet working conditions and cold sterilized without compromising the integrity of the dosimeter. The rings shall come in 3 or more sizes; small, medium and large. The edges of the ring shall be smooth so they are able to be worn inside surgical gloves. The dosimeters shall be divided into department groupings with series name and/or code indicated on each dosimeter. The wear period for a dosimeter is one month. Control Dosimeters Control dosimeters shall be included in each shipment at no additional cost to record in-transit and storage exposure. NRC Form 5: The contractor shall provide a detailed dose history for the year at the Oklahoma City VAMC. This report shall satisfy the requirements by NRC (Nuclear Regulatory Commission). This report shall include all the information as required by the NRC. Reports shall be generated annually after close of a calendar year or quarterly with current data up to the last wear period (month) reported. Fetal Monitoring The contractor shall be responsible for fetal dose monitoring. The contractor shall supply the Oklahoma City VA Medical center with a whole-body dosimeter and a fetal dosimeter for the expectant mother. The monthly dose report shall list the estimated dose from conception to declaration, rolling exposure history by month for both mother and child, and accumulated fetal totals for the gestation period. ALARA Notification: The contractor shall notify the Oklahoma City VAMC by phone and/or fax within 24 hours of findings when an individual s dose exceeds: 20% of the regulatory limits (e.g. deep, lens of eye, shallow, etc.) for any given wear period 50% of regulatory limits year to date Levels set by the Oklahoma City VAMC. Dose Exposure Reports: Reports shall cover each wear period (monthly) and include cumulative totals. The reports shall comply with NRC (Nuclear Regulatory Commission), OSHA (Occupational Safety and Health Administration), and DOE (Department of Energy) regulations. Dose equivalents arising from exposure to photons (x or gamma rays) shall have deep, lens of the eye and shallow value reported. Beta exposures shall be reported as a shallow dose equivalent. Dose reports shall be given to the VAMC on a monthly and yearly basis. The reports shall include the following: participant number, name, ID number, dosimeter, use, rad type, rad quality, inception date, serial number, dose equivalent (mrem) for: monthly wear period, quarter to date, year to date, lifetime to date. Each period shall have the following categories; DDE (deep dose equivalent), LDE (lens dose equivalent), and SDE (shallow dose equivalent). The reports shall also include VA facility information, account number, received date, and reported date. METER (Multiple Employer Total Exposure Report) The contractor shall supply a monthly report that list individuals who have activity in other dose monitoring accounts during the calendar year. Each individual exposure shall be summed up across all facilities to help compare totals with regulatory limits. This report shall satisfy the information required for the NCR s requirement that occupational exposures be controlled within limits for all sources of on the job exposure. Analysis The contractor shall perform a full regulatory compliant analysis of all dosimeters and rings. OSL dosimeters, the detector shall have the ability to be re-stimulated numerous times to confirm the accuracy of a radiation does measurement. A full reanalysis shall be performed for every dose more than 500 mrem. Imaging to identify static, dynamic or contaminated conditions shall be automatically performed for all beta and low-energy photon measurements yielding a dose more than 500 mrem. Reanalysis of doses at less than 500 mrem shall be performed if requested by the OKC VAMC. The contractor shall have the ability to differentiate between static and dynamic exposure. TLD Ring dosimeters, shall measure x, beta and gamma radiation with a lithium fluoride chip. Accurate determination of exposure shall be supported by calibrations using a phantom. Rings shall be scanned to identify and track each ring from receipt to report. The process shall be overseen by knowledgeable technicians. The glow curve of the readout that permits a more conclusive evaluation of radiation exposure shall be retrieved and analyzed before the exposure report is generated if any anomaly appears. Delivery: The Oklahoma City VAMC order cutoff date, for all orders, shall be the fifteenth (15th) day of every preceding month for the following month s requirement. The contractor shall deliver the monthly requirement no later than the first (1st) day of every month throughout the entirety of the contract. (example Order cutoff date is the fifteenth (15th) day of March. Order delivery date will be no later than the first (1st) day of April). The contractor shall provide an additional fifteen (15) temporary badges and three (3) temporary rings with each order. Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at Department of Veterans Affairs Oklahoma City VA Health Care System E. 13th Street Oklahoma City, OK 73104 52.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Offerors providing an or equal product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation. To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must Meet the salient physical, functional, or performance characteristic specified in this solicitation; Clearly identify the item by- Brand name, if any and Make or model number, Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification. The contracting officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation (Determine Sections E-K and beyond as appropriate) Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Technical Capability (II) Price Option 2 Used when requirement has a Statement of Work, simple delivery, simple installation Volume I - Technical Capability Technical Capability - The offeror shall provide a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work. Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. ( End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: This is FAR Part 13 acquisition utilizing Lowest Price Technically Acceptable (LPTA) procedures. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate offers: Technical Capability The Government will evaluate quotes on the basis of whether or not the offeror provided a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work. Technical Capability shall consist of meeting the technical requirements of the Statement of Work. Price The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet the technical capability requirements of the Statement of Work shall not be selected regardless of price. (b) Options. 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). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (d) All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the Technical Capability of the lowest priced quote only. If the lowest priced Offeror s Technical Capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors Technical Capability. If the lowest priced Offeror s Technical Capability is determined to not meet the requirement, then the Government may review the Technical Capability next lowest priced quote, and so on, until the Government reaches a quote that is determined to meet the Technical Capability requirements. (End of Addendum to 52.212-2) Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer. 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.203-6 Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402) FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note) FAR 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) FAR 52.219-8 Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3)); FAR 52.219-28 Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2)) FAR 52.222-3 Convict Labor (June 2003) (E.O. 11755) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126) FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26 Equal Opportunity (SEP 2016) (E.O. 11246) FAR 52.222-35 Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793) FAR 52.222-37 Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) FAR 52.222-50 Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.225 5 Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note) FAR 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) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332) 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (xiii) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years and six (6) months. Additional contract requirements or terms and conditions: 52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ The following FAR clauses are incorporated by reference: FAR Number Title Date 52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING JUL 2016 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTOR DEC 2013 The following VAAR clauses are to be incorporated by reference: 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) The following FAR provisions are to be incorporated by reference: The following VAAR provisions are to be incorporated by reference: The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to mindie.dixon@va.gov no later than 2:30pm MST 12 April 2019. Name and email of the individual to contact for information regarding the solicitation: Mindie Dixon 303 - 712 - 5798