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Sources Sought Notice Sources Sought Notice DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response... Sources Sought Notice Sources Sought Notice DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Modular Ramps - Western States Network Consortium (WSNC) medical facilities Page 1 of Radiation dosimetry - Western States Network Consortium (WSNC) medical facilities 1 Page 1 of This is a request for information for market research purposes only to determine the availability of potential businesses with capabilities to provide the modular ramps and installation described below. Potential offerors are invited to provide feedback via e-mail to Jayme Defae at Jayme.Defae@VA.Gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses due by 25 April 2022 at 1500. The intention is to procure a one-year bridge contract, but this research may also be used for the five-year indefinite delivery indefinite quantity contract. Potential contractors shall provide, at a minimum, the following information to Jayme Defae at Jayme.Defae@VA.Gov. 1) Company name, address, and point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 339113 Surgical Appliance and Supplies Manufacturing. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than 750 employees. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service-Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) Are you a manufacturer of modular ramps? 4) If not a manufacturer, are you an authorized distributor? 5) If awarded, this requirement would encompass the Western United States. The Western States Network covers Veterans Integrated Services Networks (VISN) from VISN 17 through VISN 22. (Reference attachment B included in this Sources Sought.) a. With the above area of service in mind, what areas can your company cover? b. How long after award will it take for your company to start work? We are looking at the time it takes to have staffing and ramps in place to start performing work. (Ramp-up time.) c. What areas will your company be able to cover after ramp-up time. 8) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for these sources sought is not expected to be a Request for Quotations, Request for Proposals, or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. The DRAFT SOW as follows: Thank you for your participation. B.1 DESCRIPTION OF AGREEMENT Under this agreement, the IDIQ holder shall provide, install, and conduct repairs to Modular Ramps. The VHA provides ramps for Veterans homes as a part of the Prosthetics Clinical Management Program. The products and services required involve the installation and delivery of modular ramp systems to the Veteran beneficiary s place of residence to accommodate access/egress issues at Veterans residences. All VHA facilities within the WSNC (see Attachment B) are authorized to order any item listed on the Attachment A Price/Cost Schedule. No items may be ordered off the IDIQ unless they are listed on the Price/Cost Schedule. Additionally, related items may be added without further competition to the Price/Cost Schedule with the award of a Modification by the administering Contracting Officer (CO). The administering CO is the only VHA employee authorized to Modify the IDIQ. Attachment B provides a list of current WSNC facilities. The list provided is for reference only. Any VHA facility located within the VISNs identified may place an order off this IDIQ. B.2 OBLIGATION OF FUNDS This IDIQ does not obligate any funds. The Government is only obligated to the extent of authorized Task Orders (TO) issued under this IDIQ. B.3 PRICE/COST SCHEDULE The Contractor shall provide pricing for each orderable item on the Price/Cost Schedule spreadsheet (Attachment A). All prices are FOB Destination and inclusive of all service costs associated with the delivery and installation. B.4 TERM OF IDIQ This IDIQ is effective from the date of award for a period of 5 years. An annual review will be conducted by the CO to determine if it is in the best interest of the Government to continue with performance of this IDIQ. B.5 Authorized Users All properly warranted COs in the WSNC area are authorized to place orders under this IDIQ. Government Purchase Cards may be used to place orders under this IDIQ. The Contractor shall not accept or perform any order that does not contain a TO number. For purposes of this agreement, both COs and Government Purchase Card holders will be referred to collectively as COs. B.6 ORDERING TOs will be placed against this IDIQ using secured Email Messages, Electronic Data Interchange (EDI), secured FAX Internet portal, paper, or oral communications from authorized users. The Terms and conditions included in this IDIQ apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this IDIQ and the Contractor's invoice, the provisions of this IDIQ will take precedence, unless TO variation has been otherwise authorized by the IDIQ. B.7 PURCHASE LIMITATIONS Individual TOs may not exceed $60,000 each. The Price Ceiling is $14,500,000 over the life of the short-term bridge contract. The Price Ceiling is $99,000,000 over the life of the IDIQ. B.8 STATEMENT OF WORK (SOW) GENERAL The Contractor shall provide all related efforts and items to supply modular ramps for Veterans as directed by ordering WSNC facilities. This SOW describes the services and supplies required of the Contractor and the VA work conditions relevant to the performance of this service. RAMP SPECIFICATIONS All ramp systems shall be of lightweight construction, durable, with a non-slip, skid-resistant surface, rust free, easily installed, and removed, compact, and recyclable. Regulatory Guidelines All ramp systems shall be installed in accordance with all applicable Federal, State, Local codes, and VHA authorizations and guidelines. While Americans with Disabilities Act (ADA) compliance is not required for residential properties, this agreement does require that submitted ramp designs will comply with ADA guidelines to the maximum extent practicable. If property restrictions prohibit strict adherence to ADA ramp guidelines, the Contractor shall communicate with the ordering official before further action will be taken. Material Guidelines Ramp systems shall comply with the following specifications: All aluminum construction, solid ramp surface with extruded ribbed nonslip surface. b. Standard Ramps must be 36 wide and bariatric ramps must be 48 wide. c. Handrail gripping surfaces with a circular cross section shall have an outside diameter of 0.95 (24mm) minimum and 1.55 (39 mm) maximum. They must have a smooth, continuous gripping surface (rail junctions). Ramp handrails shall extend horizontally above the landing for 12 (305mm) minimum beyond the top and bottom of ramp runs. Extensions shall return to a wall, guard, or the landing surface, or shall be continuous to the handrail of adjacent ramp run. d. Minimum level 5 x5 landing surface at the door. Depending on the length of the ramp system, it may be necessary to position a landing midway of the configuration. e. Contractor shall provide at a minimum a 3-year warranty for parts and installation. f. Ramps shall land on a hard level surface (a minimum of 5 x5 ). Hard level surfaces include walkways, driveways, patio areas, concrete, gravel, blacktop, pavers, or another solid surface. Grass or dirt surfaces are not acceptable landing points. g. Resting platforms at 30 of continuous ramping. h. Must have a ratio of incline 4.8 degrees / 1:12 degree slope. Considerations for grade change must be made and noted on drawings. i. All components shall not contain exposed sharp edges. j. The base footings shall be sufficient size to adhere to pavers (if applicable). k. The Contractor shall provide the paver stones (if required). l. The Contractor shall provide hurricane tie-downs in areas where hurricanes are possible. m. Equipment Recalls: upon notification of equipment recalls, the Contractor shall take the necessary corrective actions and inform the relevant ordering official or their designated COR (if applicable) in writing of all actions taken within ten (10) calendar days. ORDERING PROCESS The process of providing modular ramps requires several steps to ensure an acceptable level of quality. To provide Veterans with the portable modular ramp systems required, the process shall be as follows: 1. Assessment Request: an authorized will request that a site assessment be performed. This request will include the following: a. Date of request b. Name of requesting authorized user c. Telephone number and email of authorized user d. Requesting facility name and station number e. Veteran s last name and other ordering facility-designated identification code f. Veteran s complete address g. Veteran s phone number and alternate number if available h. Proposed location of ramp (if known) i. Additional notes or information as necessary j. The property owner signature on the final layout/recommendation The Contractor shall acknowledge receipt for all assessments by fax or secured email within two (2) hours of initial notification during normal business hours (8:00am through 4:30pm) of the receiving office s time zone. Assessment requests received after 2:31pm shall be acknowledged immediately the next business day. Service response time is calculated from the time the Contractor is notified of an individual requirement for services until the Contractor completes all activities at the Veteran s place of residence (delivery and set-up, customer education/instructions, and clean-up). The authorized user is responsible to pay the Assessment Fee (listed in the Price-Cost Schedule). 2. Site Assessment: the procedures for scheduling, conducting, and reporting the site assessments shall be as follows. a. After receiving a request for site assessment, the Contractor shall notify the Veteran beneficiary or caregiver (hereafter both referred to as beneficiary) in advance to arrange a mutually agreed upon time for an appointment to conduct the site assessment at the designated location between the hours of 7:00 am and 7:00 pm. b. All communication with the beneficiary will be in accordance with section 6. of this SOW. c. A date and time will be set with a four (4) hour window and Contractor shall indicate either a morning or afternoon arrival. The Contractor shall provide a local or toll-free phone number to the beneficiary if they have any questions or need to change the appointment schedule. d. All customary and usual means of contact will be used to communicate with the beneficiary. If the arrival for the scheduled evaluation is delayed (or anticipated to be delayed) beyond the four (4) hour window, the Contractor shall contact the beneficiary and notify them of the delay or need to reschedule, as well as the authorized user that ordered the assessment. e. Upon arrival for the scheduled appointment, the Contractor shall meet with the beneficiary to determine the most appropriate location for the ramp, considering space requirements, topography, parking, utilities, property lines, convenience of use and impact on others living at that location. The assessor shall also determine if any additional considerations are needed in the design to accommodate Bariatric Veterans. If the beneficiary is not at home when the Contractor arrives for the mutually agreed upon assessment, the Contractor shall notify the authorized user (or their designee) within 24 hours. This is to ensure that the Contractor is not held to the required three (3) business days requirement (see paragraph i). f. Once an appropriate location has been mutually determined as suitable by the assessor and the beneficiary, the assessor will take the required measurements and sketch the area being assessed. Any obstacles, landscaping, or other factors that will affect the placement of the ramp will be noted on the evaluation sketch. A digital picture will then be taken of the proposed location from a minimum of three (3) angles to show the entrance and the surrounding area where the proposed ramp will be located. g. The assessor shall then explain to the beneficiary the type of ramp configuration proposed based on the initial assessment to determine if there are any concerns or objections to the proposed location. If the beneficiary states no concerns at this time, the assessor shall obtain the Veteran s signature approval of the proposed configuration. There may be instances where the Veteran s property needs to be moved or removed prior to the installation of the ramp system. In these cases, all conversations and relating information shall be documented by the Contractor and submitted with the assessment. The Contractor shall notify the authorized user (or their designee) by telephone upon discovery of safety or environmental hazards that shall prevent the Contractor from installing the ramp system until the hazards have been corrected. The authorized user (or their designee) shall work with the Veteran to abate the condition preventing the installation of the ramp system. h. In the event the beneficiary and assessor do not agree on the proposed ramp location, the assessor shall contact the authorized user (or their designee) for further instructions. The assessor shall also notify the authorized user (or their designee) if it is determined that the beneficiary s residence is not conducive to a modular ramp and warrants a vertical porch lift. i. The Contractor shall complete and submit an assessment of the proposed site of installation within three (3) business days starting from the next working day after receipt of request from the authorized user. j. The assessment shall include site pictures taken at a minimum of three (3) angles, drawing(s) showing existing conditions and layout of proposed ramp, an itemized quote of supplies and services needed for the proposed ramp installation, and the Veteran s signature acknowledging approval. The Contractor shall note on the assessment and contact the authorized user (or their designee) of the requirement for a permit or if authorization from a Homeowners Association (HOA) is necessary. k. Pricing for a ramp system on the quote shall be itemized based on a per section price to include shipping and installation fees in accordance with the Schedule of Items. 1. Permit Fees are payable at the actual price of the permit. Contractor shall submit a copy of the permit and receipt with the invoice to effect reimbursement. 2. A Permit Administrative Fee is a flat fee to be assessed when a permit is required. This fee shall include all the associated time and effort needed to obtain the permit. l. The authorized user shall notify the Contractor in the event a ramp installation will not be done after the assessment has been completed. 3. Task Order: Once the authorized CO has accepted the Contractor s quote, a TO for the equipment and installation will be faxed or emailed to the Contractor. The Contractor shall acknowledge receipt of the TO. Under no circumstances shall the Contractor begin production, shipping, or installation of any part of the ramp order without having a valid, signed order from an authorized user of this IDIQ. 4. Ramp Installation: a. The Contractor shall schedule with the beneficiary a mutually agreed upon date and time to perform the installation of the approved ramping system. The appointment will be set, and the installation performed within ten (10) calendar days after receipt of the order from the authorized user. The Contractor shall not deliver any material required for installation to the Veteran s property prior to the actual installation appointment. b. The Contractor shall install the ramp at the predetermined location at the beneficiary's home per the approved quote and specifications. Requests for additional work to be completed that do not fall within the scope of the approved ramp installation order shall not be discussed with the beneficiary but instead referred to the authorized user that placed the order for their consideration. c. The ramp shall be installed in accordance with all Federal, State, Local, and VA authorization design guidelines for ramps, including slope, width, and handrails. No additional ramp components or parts will be installed without prior authorization from the authorized user. d. The Contractor shall be responsible for site preparation and cleanup for ramp installation only as stated on the site assessment and approved by the authorized user. e. Once the ramp system installation is complete, the Contractor shall communicate, both written and verbally, with the beneficiary the safety and maintenance features of the ramp system. The Contractor shall ensure the beneficiary signs a statement acknowledging receipt of education on the ramp s safety features, education on the proper care of equipment, and a certification statement that all work was completed to the beneficiary s satisfaction. f. Digital pictures shall be taken of the installed ramp system from a minimum of three (3) angles showing the entrance, the complete system, and the grade area. g. Upon completion, the installation information (including the digital photos, signed statements, education provided, and a copy of the invoice) shall be sent to the authorized user (or their designee) within 3 business days. h. The Contractor shall ensure installers are certified and trained for the installation and maintenance of their ramping system and conform to the standards and service parameters contained in the SOW. i. For the protection of patient health information (PHI), the Contractor and any subcontractors performing work under the order shall be required to comply with a Business Associate Agreement (BAA) established with the Contractor and the VHA. j. In the event installation is done when there is snow ground cover, the Contractor shall return within six (6) months or after snow thaw (whichever is earlier) to determine if any adjustments are necessary for safety concerns and make them. k. When installation work has begun and site conditions are discovered to differ from site assessment conditions to prevent the installation in the safe, logical, and cost-effective manner previously planned, the Contractor shall notify the authorized user no later than the next business day. The Contractor shall not discuss alternatives with the beneficiary if the ramp system cannot be installed. The authorized user (or their designee) shall work with the beneficiary to abate the condition preventing the installation of the ramp system. l. Once installed, the ramp becomes the property of the Veteran. 5. During Installation Communications/Follow-Up: Authorized users (or their designees) shall be able to speak with the installer during installation, if contacted by the beneficiary. 6. Notification and Communication: The Contractor shall refrain from discussing decisions to repair or replace equipment or any services not specifically delineated in the approved order with the beneficiary. Any concerns raised by the beneficiary outside the scope of the order shall be addressed to the authorized user or resolution. a. The Contractor shall schedule an appointment at least one (1) business day prior to the appointment. b. If the Contractor is unable to contact the beneficiary within a two (2) day period, or if the Veteran repeatedly fails to meet appointments, the Contractor shall contact the authorized user (or their designee) for assistance. c. The Contractor shall use usual and customary means to make contact. Physical visitation to the Veteran s home is not required to meet this requirement. d. Refusal of Service all Veterans have the right to refuse service. In the event a Veteran refuses service or orders the equipment to be removed from the home, the Contractor shall comply with the Veteran s request only after receiving approval from the authorized user. The Contractor shall provide a written report, which includes the Veterans signature, on the visit form indicating refusal. The Contractor shall report the specifics of the refusal to the authorized user (or their designee) in writing, within one (1) business day. e. Contractor shall inform beneficiary that a three (3) day grace period will be given for any changes or adjustment to the ramping system due to a beneficiary concern. Adjustments will be made at no charge, but any additional materials required will be quoted to authorized CO or approval prior to installation. i. Obtaining permits and HOA approvals is an excusable delay for the installation process, which will begin immediately the first business day after receipt of the permit or HOA approval. REPORTS 1. Incident Report: All accidents, malfunctions, injuries, or deaths associated with the provision, delivery, and use of the ramp shall be reported to the authorized user (or their designee), the administering CO of the IDIQ, and equipment manufacturer (if applicable), within one (1) hour of the event. A written report shall follow within 48 hours of the incident. 2. Personnel Report: A listing of all personnel (both Contractor employees and subcontracted employees) who will interact with the beneficiary to include the date of their most recent background investigation/screening, performing services under this agreement shall be submitted to the administering CO at the start of this agreement and the ordering authorized user upon request. If any Contractor employee is terminated, the Contractor shall notify the ordering authorized user within 2 business days from the change. 3. Customer Satisfaction Report: The Contractor shall provide and collect upon completion of ramp installation a customer satisfaction survey to beneficiaries. The report shall include identifiers noting the VISN and ordering facility. A copy of survey results shall be submitted to the authorized user (or their designee) after completion of each ramp installation. Additionally, the Contractor shall submit quarterly reports summarizing the survey results. Both types of reports shall be sent via encrypted email, hand-carried courier, or fax. The quarterly report is due by the 5th working day after the conclusion of each quarter. The reporting quarters are as follows: October 1st through December 31st, January 1st through March 31st, April 1st through June 30th, and July 1st through September 30th. Working Conditions 1. Performance and Conduct: A high degree of professionalism and understanding shall be demonstrated when contact with the beneficiary is made by the Contractor. Contractor s employees are expected to be discreet, tactful, and demonstrate concern, compassion, and patience. Some patients have physical disabilities or chronic illnesses that influence their behavior and lifestyle. Any verbal or physical abuse or unprofessional behavior or conduct toward a patient and/or caregiver shall not be tolerated. The authorized user reserves the right to request the removal of any employee from performance of services under this agreement if their behavior and/or level of services provided are not in strict accordance with agreement requirements. 2. Employee Identification: All Contractor employees shall wear identification badges when providing services at a Veteran s place of residence. Prior to entering a Veteran s place of residence, Contractor employees shall present a photo identification badge to the beneficiary and verbally identify themselves. The badge shall include the company s name, employee s name, and employee s picture. Only Contractor s employees or their subcontractor s employees that have been identified in writing to the authorized user shall be allowed to provide services at a Veteran s place of residence. 3. Site Visits: Periodic, unscheduled visits to assess completed projects may be made by the authorized user (or their designee) to monitor the Contractor's performance. Any latent defects noted shall be relayed to the Contractor for corrective action. 4. Contractor Personnel Security Requirements: All Contractor employees who have access to Personally Identifiable Information (PII) shall be the subject of a background investigation and must receive a favorable adjudication from the appropriate VA and law enforcement offices prior to beginning performance under this agreement. All Contractor employees providing ordered services shall perform a fingerprint check prior to performing any assessment and/or installations at a Veteran s place of residence. This requirement is applicable to subcontractor personnel requiring the same access. a. Position Sensitivity The position sensitivity has been designated as Low Risk. b. Background Investigation The level of background investigation commensurate with the required level of access is either a Special Agreement Check or National Agency Check with Written Inquiries. c. Contractor Responsibilities 1. The Contractor shall prescreen all personnel performing services under this agreement to ensure they maintain U.S. citizenship and are able to read, write, speak, and understand the English language. 2. When notified of an unfavorable determination of their employee(s) by the Government, the Contractor shall withdraw the employee from consideration for working under this agreement. 3. Failure to comply with the Contractor personnel security requirements may result in termination of this agreement for default. d. Government Responsibilities 1. The administering CO, the authorized user, or their designated representative(s) will provide the necessary forms to the Contractor after receiving a list of the Contractor s employees names and addresses. 2. Upon receipt, the VA security personnel will review the completed forms for accuracy and forward the forms to the Office of Personnel Management (OPM) to conduct the background investigation. 3. The VA security personnel will notify the administering CO or authorized user (or their designee) and the Contractor of the adjudication results of the background investigations received from OMB. 4. Upon being notified about a favorable determination, the authorized user may issue a notice to proceed to the Contractor. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contracto...