Inactive Total Small Business Set-Aside (FAR 19.5)

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 11 of 13 Combined Synopsis/Solicitation Notice Page 2 of 2 DESCRIPTION Request for Quote (RFQ) #: 36C259-21-Q-0816 Audi... Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 11 of 13 Combined Synopsis/Solicitation Notice Page 2 of 2 DESCRIPTION Request for Quote (RFQ) #: 36C259-21-Q-0816 Audiometric/ Audio Sound Booth 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 2:00pm MST, September 20, 2021 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 Catherine Kennedy at Catherine.kennedy@va.gov no later than 10:00AM MST, September 23, 2021. 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 36C259-21-Q-0816 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) 2021-06 effective July 12, 2021. The North American Industrial Classification System (NAICS) code for this procurement is 334510 with a small business size standard of 1250 Employees. This solicitation is a 100% set-aside for Small Businesses Price Schedule/Line Items; Line Item Description: ETS-Lindgren or Equal Brand Quantity Unit of Measure Unit Price Total Price 0001 RS-253 Acoustic Systems RS-253 Single Wall Control / Double Wall Exam Modular Test Suite or equal brand 1 EA $ $ 0002 8069 New booth ETS-Lindgren Certified or equal brand installation 1 EA $ $ 0003 8069 Removal and disposal of existing double wall booth (measurements and specs are same as what is being requested) 1 EA $ $ 0004 1020 Sound Room Freight - 13,500# 1 EA $ $ 0005 Sound Room Upgrade to 36" CO doors 1 EA $ $ 0006 Sound Room additional duplex outlets (3), Dimmer switches (2), Recessed conduit data drop on control and exam sides 1 EA $ $ 0007 Sound Room 8x20 windows in doors 1 EA $ $ 0008 Sound Room ***Production MOD*** Use legacy floor system for existing pit (6 5/8") 1 EA $ $ Grand Total $ Description of Requirements for the items to be acquired (see attached Statement of Work which also includes the salient characteristics) Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at: Cheyenne VAMC 2360 E. Pershing Blvd Cheyenne, WY 82001 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition 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 or exceed 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 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 or quality of the item offered to meet the Government requirement; and (II) Price Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the equal products, including equal products of the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number. Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. Delivery Schedule - The offeror shall provide the quoted delivery lead time to the Cheyenne VAMC (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: 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 quotations: Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement, as stated in Factor 1, shall not be selected regardless of price. (End of Addendum to 52.212-2) 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition. 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. Offerors must be registered in SAM at time of offer submission. 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 (JUL 2020) applies to this acquisition FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (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 (JUN 2020) (31 U.S.C. 6101 note) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644) FAR 52.219-8 Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) (15 U.S.C 632(a)(2)) FAR 52.219-33 Nonmanufacturer Rule (MAR 2020) FAR 52.222-3 Convict Labor (JUN 2003) (E.O. 11755) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) (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 (JUN 2020) (38 U.S.C. 4212) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) (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 (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513) FAR 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (JUL 2020) FAR 52.225 5 Trade Agreements (JUL 2020) (DEVIATION) (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 (Oct 2018) (31 U.S.C. 3332) Additional contract requirements or terms and conditions: 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71 Alternate Protest Procedure (OCT 2018) VAAR 852.246-71 Rejected Goods (OCT 2018) 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference: FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.211-6 Brand Name or Equal (AUG 1999) FAR 52.214-21 Descriptive Literature (APR 2002) FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) The following VAAR provisions are to be incorporated by reference: None The following FAR clauses are incorporated by reference: FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) VAAR 852.212-72 Gray Market and Counterfeit Items (MAR 2020) (DEVIATION) VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (Deviation) The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to Catherine Kennedy, email: catherine.kennedy@va.gov by 10:00AM MST, September 23, 2021. Name and email of the individual to contact for information regarding the solicitation: Catherine Kennedy Catherine.kennedy@va.gov 33 Page 1 of Combined Synopsis/Solicitation Notice Page 2 of 13 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT Audiology Sound Booth 1. Scope of Work: Need Audiology Sound Booth for Cheyenne VA Medical Center: Salient Characteristics Also see attached drawing for dimensions and specific measurements of the room and sunken pit Must meet ANSI noise standards Must be double wall on patient size for legal exams Custom size to fit in facility existing room (Acoustic Systems RS-253 Single Wall Control/Double Wall Exam Modular Testing Suite; designed to fit into existing site and be handicapped accessible without lifts or ramps). Must meet exact dimensions on attached specifications sheet so that Sound Booth fits in existing pit/footprint. Must include removal and disposal of existing double wall booth. Must allow two (2) business days between removal and disposal of existing booth and installation and assembly of new booth to allow for electrical and HVAC work to be done. Must be compatible with existing single phase twenty (20) amp hard wired electrical setup 2. Security: 2.1. The contractor shall not connect any storage device into a VHA owned equipment that is connected to the network without prior written approval and after having the device scanned by a VA approved computer with appropriate virus detection software. 2.2. VHA BESS personnel will ensure no patient data is removed from the facility by the vendor by maintaining a physical presence during all work. 3. Equipment: List ETS-Lindgren or equal brand RS-253 Acoustic Systems RS-253 Single Wall Control / Double Wall Exam Modular Test Suite 8069 New booth ETS-Lindgren Certified or equal brand installation 8069 Removal and disposal of existing double wall booth 1020 Sound Room Freight - 13,500# Sound Room Upgrade to 36" CO doors Sound Room additional duplex outlets (3), Dimmer switches (2), Recessed conduit data drop on control and exam sides Sound Room 8x20 windows in doors Sound Room ***Production MOD*** Use legacy floor system for existing pit (6 5/8") 3.2 Dimensions 4. Definitions/Acronyms: 4.1. Cheyenne VAMC 2360 E Pershing Blvd, Cheyenne, WY 82001 4.2. CO Contracting Officer 4.3. COTR Contracting Officer s Technical Representative. 4.4. IAW In Accordance With 4.5. FSE Field Service Engineer. A person who is authorized by the contractor 4.6. 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. 4.7. Acceptance Signature Signature of VA Cheyenne employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. 4.8. Authorization Signature COTR s signature; indicates COTR accepts work status as stated in ESR. 4.9. OSHA Occupational Safety and Health Administration. 4.10. BESS Biomedical Equipment Support Specialist. VA employee responsible vendor coordination of maintenance for VA owned medical equipment. 5. Conformance Standards: 5.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, and manufacturer s service literature. 6. Hours of Coverage: 6.1. The contractor will respond by phone at no additional charge, within the normal business hours (8:00 AM to 5:00 PM (MST) M-F). 6.2. All service shall be performed during these normal hours of coverage unless one of the following conditions exist: 6.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COTR prior to the proposed start of the maintenance and the request is approved by the COTR before work is begun. 6.2.1.1 The COTR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COTR and authorized by the CO. 6.3. Federal holidays observed by VA Cheyenne are: New Years Day Labor Day Martin Luther King Day Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day and any other day specifically designated by the President of the United States. 7. Documentation/Reports: 7.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with performance requirements. 7.2. Any additional charges claimed will be approved by the CO via the COTR before service is completed. 8. Reporting Requirements: 8.1. Upon arrival at VA Cheyenne the contractor shall be required to log in with Biomed. This log in is mandatory as well as wearing the contractor badge issued upon log in. 8.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. 8.3. In those cases when the Biomed office is closed, contractor personnel will log in and/or out via the VA police and after hours service shall be prearranged with the BESS. 9. Services Beyond the Contract Scope: 9.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence of 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. 9.2. Contactor shall furnish the COTR with a written estimate of the cost to make necessary repairs. 10. Condition of Equipment: 10.1. The contractor accepts responsibility for the equipment described in as is condition. 10.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. 11. Test Equipment: 11.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. 12. Identification, Parking, Smoking, and VA Regulations: 12.1. Contractor s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. 12.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. 12.3. Smoking is prohibited inside all VA buildings. 12.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 12.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. 13. Contractor Qualifications: 13.1. Contractor must have full time staff that is fully qualified FSE and a fully qualified FSE who will serve as the backup for the equipment identified in this solicitation. 13.2. 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 this solicitation as required by the manufacturer. 13.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. RS-253 (single/double) OR EQUAL More room on control side.