DOCUMENT
J -- Whitley A35 Anaerobic Chamber Maintenance - Attachment
- Notice Date
- 11/9/2018
- Notice Type
- Attachment
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;Great Lakes Acquisition Center (GLAC);115 S 84th Street, Suite 101;Milwaukee WI 53214-1476
- ZIP Code
- 53214-1476
- Solicitation Number
- 36C25219Q0037
- Response Due
- 11/19/2018
- Archive Date
- 2/17/2019
- Point of Contact
- Kevin Adkins
- E-Mail Address
-
4-4544<br
- Small Business Set-Aside
- Total Small Business
- Description
- 36C25219Q0037 Page 13 of 13 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25219Q0037 Posted Date: 11/09/2018 Original Response Date: 11/19/2018 Current Response Date: 11/19/2018 Product or Service Code: J066 Set Aside (SDVOSB/VOSB): Total Small Business NAICS Code: 811219 Contracting Office Address Great Lakes Acquisition Center 1900 East Main Street Danville, IL. 61832-5198 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ), The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-100. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $20.5 Million. The VA Iliana Healthcare System,1900 East Main Street Danville Illinois, is seeking to purchase Whitley A35 Anaerobic Chamber Maintenance to include hood cleaning. All interested companies shall provide quotations for the following: Services Line Item Description Quantity Unit Unit Price Total Price 0001 Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35, VA EE36452, Serial Number A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 1 YR Option Year One 12/01/2019-11/30/2020 1001 Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35, VA EE36452, Serial Number A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 1 YR Option Year Two 12/01/2020-11/30/2021 2001 Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35, VA EE36452, Serial Number A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 1 YR Option Year Three 12/1/2021-11/30/2022 3001 Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35, VA EE36452, Serial Number A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 1 YR Option Year Four 12/01/2022-11/30/2023 4001 Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35, VA EE36452, Serial Number A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 1 YR Services STATEMENT OF WORK 1.BACKGROUND The VA Iliana Health Care System located in Danville, Illinois owns one Sheldon Whitley A35 Anaerobic chamber (SN A0614212) that requires service, repairs, and hood cleaning. 2.SCOPE Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Whitley A35 with EE36452 and SN A0614212 at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832 for the period of December 1, 2018 through November 30, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The service will include cleaning of the hood and software upgrades. 3. CONFORMANCE STANDARDS 1. All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer standards and specifications. 4. HOURS OF WORK Hours of work for preventative maintenance and emergency repairs are defined as Monday through Friday from 8am to 5pm, excluding Federal holidays or as otherwise arranged with the Contracting Officer's Technical Representative (COR) or his/her designee. The 10 holidays observed by the Federal Government are: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. Work performed outside of normal working hours of coverage at the request of the Contracting Officer (CO) or COR shall be billed separately. 5. PREVENTATIVE MAINTENANCE The Contractor shall perform semi-annual (typically March and September) preventative maintenance procedures during the contract year as arranged with the COR. Preventative maintenance procedures shall be in accordance with the published preventative maintenance manuals for equipment listed in the schedule. A Field Service Report shall be supplied to the COR at the completion of each preventative maintenance procedure. The Contractor shall initial its completion on the service report at each preventative maintenance visit. At the completion of the service, the Contractor shall present a service ticket indicating the service(s) performed and the parts that were used. All service tickets shall be delivered to the Program Specialist's office, Facilities Management Service, Building 64, when the contractor returns at the end of the visit to sign out. Copies of all services tickets shall be on file in Facilities Management Service prior to invoice certification for payment. Preventative maintenance procedures shall include, but is not limited to, the following: Cleaning of equipment (not housekeeping) Completing field service updates for operational and reliability engineering change notices Calibrating and lubricating the equipment Performing remedial maintenance of non-emergent nature Testing and replacing faulty and worn non-consumable parts Inspecting/replacing electrical wiring and cables for ware and fraying Inspecting all mechanical components, including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches and motors for mechanical integrity, safety and performance to specifications Returning the equipment to operating condition defined in specifications 1. Replacing any labels, decals or warning tags that are not legible J. Providing documentation of services performed Contractor shall notify the Contracting Officer of the existence or development of any defects in or repairs to the equipment covered under this contract, which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). All exceptions to the Preventative Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. 6. EMERGENCY REPAIR SERVICE Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section. Repair service shall consist of replacing non-consumable parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse. The COR and CO have the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer shall respond with a phone call to the COR within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. 7. PARTS The Contractor shall furnish all non-consumable parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. 8. DOCUMENT ATION/REPORTS The Contractor shall submit a legal field service report, which shall include detailed specifications of the preventative maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed shall be approved by the COR before service was performed. 9. REPORTING REQUIREMENTS The Contractor shall be required to report to the VA Police Service (Bldg. 102) to log in during normal working hours as well as after normal working hours. This check-in is mandatory. VA Police Service will issue a badge that will expire after 12 hours. The Contractor is now cleared to report to the Biomedical Engineering Service, Building 102, Room 108F to log in during normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours, or leave the service ticket at the Police Service after hours. 10. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives shall have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment covered under this contract. Contractor shall take all necessary precautions to protect persons and property from damage during performance of this contract. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois. 11. TEST EQUIPMENT Upon request of the COR or CO, the Contractor shall provide a copy of the current Calibration Certification of all test equipment, which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. 12. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the CO may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or part of the work and hold the Contractor in default. 13. PERFORMANCE REQUIREMENTS Documentation/Reports The Contractor is solely responsible for providing Service and Preventative Maintenance Inspection reports, as defined in the Documentation/Reports Section. Failure to provide the COR with service reports may result in an unacceptable performance evaluation for that quarter. Leaving service reports with a person in the vicinity of the equipment may be performed in addition to the previous stated requirement, but is not to be used as a substitute. Preventative Maintenance If all preventative maintenance inspection(s) are not performed as indicated in the Preventative Maintenance Section, during the scheduled months stated, or as otherwise determined by the COR, may result in an unacceptable performance evaluation for that quarter. Emergency Repair On-Site Physical Response Time The FSE shall commence work as stated in the Emergency Repair Service Section. Required Check In and out The FSE shall check in prior to commencing work and check out when work is complete as indicated in the Reporting Requirements Section. 14. VA INFORMATION CUSTODIAL LANGUAGE a. 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). b. 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 contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 15. Security Requirements The C&A requirements do not apply and a Security Accreditation Package is not required. The delivery/task order period of performance is December 1, 2018-November 30,2019, with an additional Four (4) One (1) Year Options to be exercised at the discretion of the government. Place of Performance Address: VA Iliana healthcare System 1900 East Main Street Danville Illinois Postal Code: 61832-5198 Country: UNITED STATES Award shall be made to the quoter whose quotation offers the lowest-priced offer meeting or exceeding the acceptability standards for non-cost factors. The government will evaluate information based on the following evaluation criteria: DOCUMENTATION OF TECHNICAL ACCEPTABILITY The following Evaluation Factors will be used as the basis for determining Technical Acceptability: FACTOR 1: QUALIFICATIONS OF KEY PERSONNEL To be Technically Acceptable, offerors must demonstrate that they have the personnel who possess the appropriate qualifications and experience to perform the services as identified in the Statement of Work. Offerors shall provide the following information on each proposed contract provider: A. Provide a list of the names Key Personnel to be utilized in the performance of this contract and a description of the particular services to be provided by such personnel. B. Documentation confirming the Contractor personnel s proof of having One (1) Year of experience regarding the requirements of the Statement of Work C. Documentation of personnel having completed a formalized training program for all equipment covered under this contract. FACTOR 2: MANAGEMENT CAPABILITY To be Technically Acceptable, offerors must demonstrate that the firm s management possesses the required knowledge, experience, plans, controls, approach and other capabilities to perform the services as identified in the Statement of Work. Offerors shall provide the following information: A. Describe firm s ability to provide the full range of services as outlined in the statement of work B. Describe firm s knowledge and experience in servicing the equipment identified in the solicitation C. Demonstration that the contractor is an authorized provider for the type of device (s) referenced and has access to OEM certified parts and Supplies. FACTOR 3: PAST PERFORMANCE To be Technically Acceptable, the information reviewed by the Government shall clearly indicate that the offeror possesses the ability to satisfactorily perform the contract. Past Performance evaluations will be conducted using information provided with the offer, information obtained from references, information obtained from the Past Performance Information Retrieval System (PPIRS), the Federal Awardee Performance & Integrity Information System (FAPIIS) and information from any other sources deemed appropriate. When evaluating past performance, the Government may consider the currency and relevancy of the information, the source of the information, the context of the data provided, and the general trends in the contractor s performance. An offeror that has no available relevant past performance history will not be evaluated favorably or unfavorably. Such offerors may submit relevant past performance information regarding: predecessor companies; key personnel who have relevant experience; or subcontractors that will be performing major or critical aspects of this requirement; The Government reserves the right to obtain past performance information from any available source and may contact customers other than those identified by the Offeror when evaluating past performance. Offerors may provide information on problems encountered on the identified contracts and the offeror s corrective actions. The Offeror shall list a minimum of one (1) and a maximum of five (5) most recent completed projects of similar size and scope during the last three (3) calendar years along with Point of Contact (POC) information (Name, Address, Telephone Number, Email Address and Fax Number) of a POC of the owner of those projects or person who represented the owner and would have the most detailed information about the Offeror s performance. PRICE QUOTATION The Price shall include all labor, materials, project management, supplies and supervision. Price will be evaluated by the Contracting Officer for all ordering periods to determine reasonableness and may be evaluated to determine whether the price realistically supports the requirements of the solicitation. If more than one offer is received, the prices from the offers will be entered into an abstract or documented in the Contracting Officer s Award Decision. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items [AUG 2018] FAR 52.212-3, Offerors Representations and Certifications Commercial Items [AUG 2018] 852.215-70 SERVICE DISABLED VETERAN OWNED AND VETERAN OWNED SMALL BUSINESS EVALUATION FACTORS (JUL2016) (DEVAITION) VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014) 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. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items [JAN 2017] 1. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 2. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS CONTRACTORS (DEC 2013) VAAR 852.203-70, Commercial Advertising (Jan 2008) VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009) VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL2018) VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR1984) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders [AUG2018] The following subparagraphs of FAR 52.212-5 are applicable: Subparagraphs (b) (4), (8), (22), (25), (27), (28), (33) (i), (42),(47) (iii) (49), (55) Subparagraph (c) (6) All quoters shall submit the following: one (1) copy of the quote. The quote shall be submitted in two sections, the pricing quote and the technical and past performance Quote. All quotations shall be sent to the Contracting Officer via U.S.P.S regular mail, commercial overnight delivery or hand-delivered. It may also be emailed to Kevin Adkins, Contracting Officer, at kevin.adkins@va.gov. Email Quotations are preferred. Quotations shall be submitted as described below: If submitting via U.S.P.S. regular mail, commercial overnight delivery or hand-delivered, submit the proposal to the following address: Kevin Adkins VA Iliana Healthcare System 1900 East Main Street Building 102 Room 103J Danville, Illinois 61832 This is an open-market combined synopsis/solicitation for Whitley A35 Anaerobic Chamber Maintenance as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 4PM CST November 19,2018 Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Emailed quotes are accepted and preferred. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer Kevin Adkins at kevin.adkins@va.gov Point of Contact Kevin Adkins Contracting Officer 217-554-4544 Office 217-554-3206 Fax kevin.adkins@va.gov
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/36C25219Q0037/listing.html)
- Document(s)
- Attachment
- File Name: 36C25219Q0037 36C25219Q0037_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4675688&FileName=36C25219Q0037-001.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4675688&FileName=36C25219Q0037-001.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- Place of Performance
- Address: VA Iliana Healthcare System;1900 East Main Street;Danville Illinois
- Zip Code: 61832-5198
- Record
- SN05148956-W 20181111/181109230534-4589fcbaddfadf04f09b0346098e1e63 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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