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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Produc... This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, in conjunction with FAR -- Part 13 Simplified Acquisition Procedures; and supplemented with additional information included in this notice. This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular 2023-06, dated December 4th, 2023. Solicitation 36C26224Q0295 is issued as a Request for Quote (RFQ) and constitutes the only solicitation. The Government intends to award a single Firm-Fixed Price (FFP) award contract. This procurement will be issued under Full and Open Competition. NAICS Code is 811210. The Government is seeking a contract to acquire Preventive Maintenance and Services for HistoCore Peloris 3 Tissues Processor located in the Pathology and Laboratory department at Southern Arizona. This solicitation is seeking to fulfill the following statement of work: Period of Performance: The period of performance shall be for one (1) base year from date of award plus 4 (1 year) options. STATEMENT OF WORK SERVICE: The contractor will provide comprehensive preventive maintenance and repair service for the equipment and systems listed below for the Southern Arizona VA Health Care System (SAVAHCS). The contractor will perform preventive maintenance inspection on equipment/systems as provided for in the contract agreement. Written preventive maintenance (PM) procedures will be submitted on approval to the Biomedical Engineering section within the first 30 days of the contract period. PMs will be accomplished in accordance with the approved written procedures. The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM certified trained and authorized to work on all equipment included in agreement. Preventive maintenance services must be scheduled within 2-3 weeks from the time of the request of service. Toll free support Technical Phone Support 24x7 Unlimited service calls with on-site or remote response within 48 hours (Monday to Friday 8:00 AM to 6:00 PM). All labor and travel costs are included in service contract. All parts and necessary service kits covered. Extensive preventive maintenance as needed based on usage. This includes a complete system check, test to assure the equipment is functioning according to factory acceptable standards, and replacement of worn parts due to normal use. SERVICE TYPE: PELORIS Silver service package - Includes all repair parts, labor, and travel + 1 PM (Preventative Maintenance) visit per agreement year. EQUIPMENT: Leica HistoCore Peloris 3 Tissue Processor. S/N: 45110812 EE#108908. LOCATION: SAVAHCS (3601 S 6th Ave, Tucson, AZ), Pathology Laboratory, Basement of Building 57. PERFORMANCE: Preventive maintenance will be scheduled with a contact person as assigned by the Point of Contact (POC) or designee. Before doing any work, the service representative will report to Biomedical Engineering to log in and obtain a contractor identification badge, sign a log maintained by Biomedical Engineering and after the work is done, sign out. This log will state the nature of the visit and the time and place of the visit. The Biomedical Engineering Manager can be contacted at (520) 792-1450 ext 6679. The designated response time within 48 hours from the time of the request for service. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio. At the completion of the service call, the service representative will submit a complete service report to Biomedical Engineering, as described in section 6, DOCUMENTATION. DOCUMENTATION: Service reports will be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information: Date(s) and time period of service. Complete description of equipment serviced including model number and serial number. Complete description of equipment services performed including upgrades, updates and software changes made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair. Provided no later than 10 days after work completion. REMOVAL OF EQUIPMENT: Whenever possible, all repairs and preventive maintenance will be performed at the SAVAHCS. When that is not possible, the POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor. VA property may not be removed from the SAVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment. RESPONSE TO SERVICE REQUESTS: The contractor must respond to requests for emergency service in the following manner: A certified service representative adequately equipped with tools, test instruments and repair parts will arrive at the SAVAHCS within the designated response time. The certified service representative will be prepared to begin work immediately to resolve the complaint as expressed by the POC or designee when service was requested. Work needed to resolve the complaint will continue without interruption until the problem is resolved. The certified service representative will come equipped with all the service/technical manuals needed to perform the work. The service representative may contact VA staff by phone before arrival at the SAVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering. GOVERNMENT REPAIRS: Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering. GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days. (End of Statement of Work) Offeror quotations must demonstrate meeting the salient physical, functional, or performance characteristic specified in this solicitation, otherwise it will be considered non-responsive. The technical specifications for this requirement are listed for Brand Name or Equal per FAR 52.211-6. Brand name information is provided in Attachment A. The information identified above is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the services being requested. If providing an equivalent product, offerors shall either provide information regarding how their product meets the specific test requirements. See 52.211-6 for additional information. CONTRACT CLAUSES AND PROVISIONS Provisions 52.212-1, Instructions to Offerors Commercial Products and Commercial Services applicable to this acquisition. Furthermore, Provision 52.212-2 is utilizing the lowest price on an Acceptable/Unacceptable evaluation process. Submitting Quote: Offerors shall submit the following via email: 1. Offerors shall fill out all unlocked fill-ins/tabs (define your fill-ins or tabs) of Attachment A conforming to requirements stated by the salient characteristics and the instructions below. a. Offerors shall complete column K of tabs 1 - 5 or unit prices. b. Offerors shall additionally complete columns F H of tabs 1 - 5 if providing an equivalent product. c. If providing an equivalent product, offerors shall either provide information regarding how their product meets the requirements in the above statement of work in Column I or alternatively may state where in the offeror s overall submission that information can be found. See 52.211-6 for additional information. 2. Offeror shall provide the following Company information to Attachment A tabs 7 in column C: a. Company Name b. Address c. Telephone Number d. Email e. Point of Contact f. Firm s UEI#\ 3. Offeror shall provide verification that their items are not Gray Market such as examples on page below, section Gray Market items. Submit all question(s) to Clift Domen at clift.domen@va.gov no later than Friday, December 8th, 2023, and before 8:00 AM Pacific Standard Time (PST). Ensure to reference solicitation # 36C26224Q0295 within the subject line of the email. Quotes must be received by Wednesday, December 13th, 2023, and before 1:00 PM PST. Email your quote to Clift Domen at clift.domen@va.gov. Ensure to reference solicitation # 36C26224Q0295 within subject line of the email. Quote(s)/offer(s) received after the prescribed deadline, shall be considered non-responsive and will not be considered for award. End of Provision 52.211-6 - Brand Name or Equal (Aug 1999) (a) 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. (b) 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; (2) Clearly identify the item by (i) Brand name, if any; and (ii) Make or model number; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) 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. (c) 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. (d) 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. (End of provision) 52.212-2 - Evaluation Commercial Products and Commercial Services (Nov 2021) (a) 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, price and other factors considered. The following factors shall be used to evaluate offers: Technical acceptability shall be established by review of each submitted quote, attachments, and/or information by the designated technical evaluator/s and verification that any brand name or equal to items" meet all the specific test requirements included in this solicitation. No other rating or quantitative value other than acceptable or unacceptable will be assigned. Once technical acceptability has been established, the Contracting Officer shall award to the lowest 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. (End of provision) 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 60 days of contract expiration. (End of clause) 52.217-9 - Option to Extend the Term of the Contract (Mar 2000) The Government may extend the term of this contract by written notice to the Contractor within 10 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. (End of clause) Gray Market Items 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. Vendor 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 to 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. (End of clause) 52.252-2 - Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses and 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. 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/ FAR 52.204-13, System for Award Management Maintenance. (Oct 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (Aug 2020) FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Nov 2021) FAR 52.212-4, Contract Terms and Conditions -- Commercial Products and Commercial Services. (Nov 2023) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services. (Nov 2023) FAR 52.232-18, Availability of Funds (Apr 1984) FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) FAR 52.233-1, Disputes (May 2014) VAAR 852.203-70, Commercial Advertising (May 2018) VAAR 852.232-72, Electronic Submission of Payments (Nov 2018) (End of Clause) 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 https://www.acquisition.gov/vaar FAR 52.204-7, System for Award Management (Oct 2018) FAR 52.204-16, Commercial and Government Entity Code Reporting (Aug 2020) FAR 52.209-7, Information Regarding Responsibility Matters (Oct 2018) FAR 52.217-5, Evaluation of Options (July 1990) FAR 52.233-2, Service of Protest (Sep 2006) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (Oct 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) (End of Provision)