Inactive Total Small Business Set-Aside (FAR 19.5)

Request for Quote (RFQ) #: 36C25923Q0979 Pharmacy and Prosthetics Mobility Storage System This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Su... Request for Quote (RFQ) #: 36C25923Q0979 Pharmacy and Prosthetics Mobility Storage System 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 4:00pm ET, 9/25/2023. 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 joseph.wurmstein@va.gov no later than 4:00pm ET, 9/26/2023. 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 36C25923Q0979. 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) 2023-05 effective August 8, 2023. The North American Industrial Classification System (NAICS) code for this procurement is 337214 with a small business size standard of 1100 Employees. This solicitation is a 100% set-aside for small businesses. List of Line Items; Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Prosthetics Closet Heavy Duty Storage System with Accessories 1 EA $ $ 0002 Pharmacy Mechanically Assisted Mobile Storage System 1 EA $ $ 0003 Industrial Design Time Prosthetics Closet 2 EA $ $ 0004 Industrial Design Time Pharmacy 8 EA $ $ 0005 Infection Control Requirements 1 EA $ $ 0006 Installation, delivery, freight, unpacking, packing disposal 56 EA $ $ 0007 Project Management Service 56 EA $ $ 0008 Installation, delivery, freight, unpacking, packing disposal 56 EA $ $ Grand Total $ Description of Requirements for the items to be acquired: STATEMENT OF WORK 1.0 Purpose The Northern Colorado VA Outpatient Based Clinic located at 4575 Byrd Drive, Loveland CO, 80538 requires space saving solution in the Pharmacy and the Prosthetic s Mobility Storage Closet. The purpose of the project outlined in this statement of Work is to provide a mechanically assisted mobile storage system and customizable storage solutions in the Pharmacy and the Prosthetics Mobility Closet. This requirement includes customizable storage, mobile storge for healthcare, industrial design services, project management, furniture professional installation, and maintenance/warranty service per the Contracting Officer Representative. This project requires attention to detail, quality control (QA/QC) and work sequencing is the responsibility of the Contractor. The Contractor shall provide and execute QA/QC and work plan to best accommodate VA requirements for Outpatient setting in a 24/7, 365 day a year operation. This SOW provides the scope and expectations for the Contractor to design and install the storage solution as outlined herein, in the contract, drawings, documents, attachments (including any addendums), specifications, and all regulatory codes. All work shall be planned and scheduled to minimize the installation activity impact on the operation of the Clinic. All work shall be conducted with strict adherence to Cheyenne Healthcare System and Veteran s Health Administration regulations and infection control requirements. All outages and shutdowns shall be closely coordinated with the Contracting Officer Representative (COR) with minimum 2 weeks notice, per the contract requirements. 2.0 Performance Requirements Below is a rough outline of the scope of work and schedule requirements for completion of work. Contract scope occurs in an Outpatient setting which functions under regular business hours (7a 5p) Monday through Friday. The Contractor must provide all resources to complete the scope/tasks such that ALL work is completed Monday through Friday between the hours of 5p through 6:30a/weekends. Work must be neatly, safely, temporarily terminated, and ready for start of business at 7a on the Monday of each week for the duration of the project. This includes Interim Life Safety and Infection Prevention protocols. The contractor must provide and be responsible for the technical assistance, design, development, and generation for final specifications. Storage system installation and delivery to the Northern Colorado VA Outpatient Based Clinic, 4575 Byrd Drive, Loveland, CO 80538 rooms P-100 and S-100 will be required by November 1, 2023. The Government recognized US holidays are: New Year s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The contractor must: Coordinate and provide project management of all products and services to manage, design, order, ship, deliver and install new Storage Shelving from the manufacturer until final acceptance by the Contracting Officer Representative (COR), Lela Gibson, lela.gibson@va.gov, 307-778-7550 x3976. Contractor is required to have on site staff supervisor with OSHA 10 certification. The contractor must meet the safety requirements of OSHA and VA. The contractor is to provide installation schedule and phasing requirements that include design, planning, manufacturing, project management and installation. Contractor must provide floor protection while working in all VA facilities. All material handling equipment must have rubber wheels. Contractor will be held responsible for any damages to VA property and must replace any damage in full. Contractor must provide disposal of any packaging or construction material and must not use the VA facility dumpsters or recycling receptacles. Contractor must prepare and provide as-built shelving drawings in PDF and AutoCAD. Contractor must provide maintenance manuals for all products specified. 3.0 Safety & Training a) Contractor must comply with the requirements of the appended Construction Safety Policy and the Div. 01 Safety Requirement s specification. b) Contractor must ensure a competent person is always on site who has completed OSHA s 10-hour construction safety course per VA directive 2011-036. c) Contractor must submit training records of all such employees for approval before the start of work. 4.0 Security Requirements: a) THE CONTRACTOR SHALL COMPLY WITH AGENCY PERSONAL IDENTITY VERIFICATION PROCEDURES IDENTIFIED IN THE CONTRACT THAT IMPLEMENT HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12), OFFICE OF MANAGEMENT AND BUDGET (OMB) GUIDANCE M-05-24, AND FEDERAL INFORMATION PROCESSING STANDARDS PUBLICATION (FIPS PUB) NUMBER 201. b) THE CONTRACTOR SHALL INSERT THIS CLAUSE IN ALL SUBCONTRACTS WHEN THE SUBCONTRACTOR IS REQUIRED TO HAVE ROUTINE PHYSICAL ACCESS TO A FEDERALLY CONTROLLED FACILITY AND/OR ROUTINE ACCESS TO A FEDERALLY CONTROLLED INFORMATION SYSTEM. c) Every worker must always wear a valid VA ID badge to work on this site. The VA Police will issue day badges to workers who produce valid IDs. Right-to-work documentation will be required for workers who are not US citizens. 5.0 Infection Control Requirements a) All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures. The Contractor is responsible for ensuring compliance with this training requirement. b) Contractor must ensure waste materials are removed in containers with tightly fitting lids or covers that are taped in place and are wet wiped down before removal. c) Contractor must implement the requirements of VAMC s Infection Control Risk Assessment (ICRA). Infection Prevention and/or Safety personnel may monitor dust in the vicinity of the construction work and require the Contractor to take corrective action immediately if the safe levels are exceeded. d) Contractor must install a sticky (dust collection) mat at entrance of contained work area based on facility policy. Sticky mats must be changed routinely and when visibly soiled. e) Contractor must establish and maintain a dust control program as part of the Contractor s infection preventive measures in accordance with the VA requirements. f) All equipment, tools, material, worker s clothing, etc. transported through occupied areas shall be made free from dust and moisture by vacuuming and wipe down prior to entering all existing hospital areas. g) Contractor must vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA (High Efficiency Particulate Accumulator) filtration. Using a HEPA vacuum, contractor must clean inside the barrier and vacuum ceiling tile prior to replacement. Any ceiling access panels opened for investigation beyond sealed areas shall be sealed immediately when unattended. h) Medical Center Infection Control personnel may monitor for micro-organisms associated with construction dust (e.g. aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. i) Contractor must seal doors, to prevent dust mitigation. j) There shall be no standing water during construction. This includes water in equipment drip pans and open containers within the construction areas. All accidental spills must be cleaned up and dried within 12 hours. Contractor must remove and dispose of porous materials that remain damp for more than 72 hours. k) All work will be performed per the Contractor submitted and approved VA schedule, updated on a weekly basis, and the COR shall be notified at least 2 weeks in advance the proposed areas that will undergo installation. All scheduling of areas will be coordinated with the relevant hospital personnel by the COR to minimize impact to normal hospital functions. l) Final Cleanup: 1. Upon completion of project, or as work progresses, contractor must remove all construction debris. 2. Contractor must perform HEPA vacuum cleaning of all surfaces in the construction area. This includes walls, ceilings, cabinets, furniture (built-in or free standing), partitions, flooring, etc. 3. After all work is performed, contractor must clean all work areas per Cheyenne VA hospital standards prior to turning the area over for use by the VA. 6.0 Kickoff Meeting The prime contractor shall participate in a kickoff meeting within ten (10) days of contract award, in person at the Northern Colorado VA Outpatient Clinic, 4575 Byrd Drive, Loveland, CO 80538. Time and date will be determined by VA Point of Contact. 7.0 Product General All finished surfaces must be free of scratches, mars, dents, or blemishes, and withstand staining, and exhibit to flaking, cracking, or loss or adhesion. The shelving system required for Pharmacy P100 must be 17 8 liner feet of customized modular bi-file (two row) mobile storage to maximize storage space. The two rows of storage shelving are to be placed within the same footprint. The front shelf sections must be movable carriages that travel back and forth to allow access the back row of stationary shelving. The shelving System required of the Prosthetics Closet must be 23 2 liner feet of customized heavy-duty shelving to allow for wheelchair storage below. All metal components and assemblies are to be painted with an electrostatically applied Powder Coat paint that is antimicrobial. Basis of Design may be used, but are provided for layout and aesthetic purposes only and do not indicate a preferred manufacturer by the VA. 8.0 Services Design Contract Tasks/Requirements a. The contractor shall attend a minimum of three (1) in-person meeting at the Northern Colorado VA Outpatient Based Clinic, 4575 Byrd Drive, Loveland, Co 80538 to review final award with VA Interior Designer and verify field measurements to make necessary revisions. c. During first meeting the contractor shall provide the Interior Designer with the Auto-Cad drawings to [1/4 1/8 ] scale drawings showing layouts of awarded product. d. The contractor shall allow for three (3) revisions per line item included in design services including updating Auto-Cad Drawings and PDFs as request by VA Interior Designer. e. The contractor must be responsible for taking and applying accurate field measurements to ordered product for verification of correct sizing. Auto-Cad drawings may not be accurate finished dimensions and may not be used in place of field measurements. The Vendor shall be liable for any incorrect field measurements leading to incorrect product order. g. The product must not be placed into production without clearance from the VA COR. h. The contractor must provide final, clean [1/4 1/8 ] scaled drawings of product layout for sign-off prior to scheduling manufacturing. i. The contractor shall track manufacturing schedule and notify VA Interior Designer with updates of estimated completion date by email. j. The contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA Interior Designer a remediation plan within 5 business days. End of Statement of Work Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at Northern Colorado VA Outpatient Based Clinic, 4575 Byrd Drive, Loveland, CO 80538 rooms P-100 and S-100. 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. Any award made as a result of this solicitation will be made on an All or Nothing Basis. 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. (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 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 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) FAR 52.219-14 Limitations on Subcontracting (Oct 2022) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) FAR 52.222-3 Convict Labor (JUN 2003) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26 Equal Opportunity (SEP 2016) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-50 Combating Trafficking in Persons (OCT 2020) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) FAR 52.225-1 Buy American Supplies (JAN 2021) FAR 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (JUL 2020) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) 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) 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 (NOV 2021) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to joseph.wurmstein@va.gov by 4:00pm ET, 9/26/2023. Name and email of the individual to contact for information regarding the solicitation: Joseph Wurmstein joseph.wurmstein@va.gov