Attachment 2: Combined Synopsis/Solicitation for Commercial Items VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS BRAND NAME ONLY General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25021Q0062 Posted Date: 10/9/2020 Original Response Date: 11/11/2020 Current Response Date: 11/11/2020 Product or Service Code: 6515 Set Aside (SDVOSB/VOSB): Unrestricted, No Set-Aside NAICS Code: 339112 Contracting Office Address Department of Veterans Affairs, VA Healthcare System 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor, MI 48105 Description This is a brand name only 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 FAC 2021-01. The associated North American Industrial Classification System (NAICS) code for this procurement is 339112, with a small business size standard of 1000 Employees. STATEMENT OF WORK INTRODUCTION/BACKGROUND The VA Ann Arbor Healthcare System (VAAAHS), located at 2215 Fuller Rd., Ann Arbor, MI 48105, has a need for a Contractor to provide 150 Sequential Compression Device (SCD) Systems for lease. These devices are designed to apply intermittent pneumatic compression to increase venous blood flow in at-risk patients in order to help prevent deep vein thrombosis and pulmonary embolism. These devices shall be used as a prescription device for use in a clinical setting or in the Veterans home. PERIOD OF PERFORMANCE Date of award and for an ordering period of 5 years. DELIVERY Contractor shall deliver to the VAAAHS, Patient Care Service, 2215 Fuller Road, Ann Arbor, MI 48105, the specified items to be used by VAAAHS. The Contractor shall furnish and maintain the inventory within ten (10) days of contract award. REQUIREMENTS SCDs shall meet the following requirements: Initial quantity of 150 Kendall 700 Series SCDs ESTIMATED EXPECTED USAGE Expected usage of the SCD is 150 devices per year, with the option to increase or decrease usage depending on the needs of the government. CONTRACTOR RESPONSIBILITIES The contractor shall perform preventative maintenance inspections on devices in accordance with the published preventative maintenance manuals for the equipment during the entire term of the contract. The Contractor shall utilize the Original Equipment Manufacturers (OEM) established procedures and checklists. The maintenance shall be scheduled with the COR according to these guidelines. A copy of the OEM standards and technical manuals shall be provided upon contract commencement to the COR. Also, if any upgraded equipment is replaced a new manual shall be provided by the Contractor. A Field Service Report shall be supplied to the COR at the completion of each preventative maintenance and inspection. The Contractor shall notify the Contracting Officer (CO) 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 CO. The Contractor shall furnish all parts, as necessary, to maintain the equipment covered by this contract during the entire term of this contract. The Contractor has ready access to new standard parts (OEM only). Contractor shall submit a legible Field Service Report which shall include the detailed descriptions of all parts replaced. TRAINING: In-service training to be provided to nurse staff within two (2) weeks of introduction of SCD system at no cost to the VAAAHS. The COR will notify Contractor if any device is in need of repair. The Contractor shall repair the device within five (5) business days. Contractor shall furnish a replacement device if repair is needed to be longer than five (5) business days, the replacement shall be supplied in good working condition. The Contractor shall notify the government within three (3) workdays of any notification by the manufacturer of any removal, recall or modification of equipment under the contract. In the event of any notice of removal, recall, or modification of equipment required under this contract, the contractor shall make available to the government equipment with specifications and features equal to or comparable to the equipment no longer available. HOURS OF WORK Hours of work for preventative maintenance, repairs, and training of employees are defined as Monday through Friday from 7am to 5pm (EST), excluding federal holidays or as otherwise arranged with the Contracting Officer (CO). The ten holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, Presidents 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. REPORTING REQUIREMENTS The Contractor shall be required to report to the Biomedical Engineering Shop (Building 1, Room BB30) 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 log out at the Biomedical Engineering Shop and submit the field service report to the COR for signature, during normal working hours, or leave the service ticket in the box on the Biomedical Engineering Shop door after hours. If the COR is unavailable, a signed authorized copy of the field service report shall be sent to the COR after the work has been completed. TECHNOLOGY ADVANCEMENTS Recognizing that technology is changing rapidly. The government requires that the equipment be upgraded as soon as new technology becomes available. The Contracting Officer shall be notified in writing in advance of any additions or deletions to maintain the integrity of the equipment needs. Recommendation of new pricing to be required and submitted if upgrades are necessary and will be reviewed by the Contracting Officer and incorporated into the contract if deemed necessary for clinical needs. INVOICING Invoice Requirements: Contract shall be registered and submit all invoices via Tungsten (electronic invoicing system). To constitute a proper invoice, the invoice shall include the following information: Name of the Contractor and invoice date. Contract number or other authorization for delivery of proper services. Along with Purchase Order number assigned to procurement. Description, price, and quantity of property and services actually delivered or rendered. Name (where practicable), title, phone number and complete mailing address of responsible official to whom payment is to be sent. The Contractor shall invoice only once monthly in arrears. 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 experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for servicing and maintaining the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. The contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement. This information shall be included in the quoted proposal for providing service. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer 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 Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. 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. All interested companies shall provide quotations for the following with shipping FOB destination. Supplies ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 150.00 EA __________________ __________________ Lease of 150 Kendall 700 Series SCDs; Year 1 1001 150.00 EA __________________ __________________ Lease of 150 Kendall 700 Series SCDs; Year 2 2001 150.00 EA __________________ __________________ Lease of 150 Kendall 700 Series SCDs; Year 3 3001 150.00 EA __________________ __________________ Lease of 150 Kendall 700 Series SCDs; Year 4 4001 150.00 EA __________________ __________________ Lease of 150 Kendall 700 Series SCDs; Year 5 GRAND TOTAL __________________ Place of Performance Address: Ann Arbor VA Medical Center Biomedical Service 2215 Fuller Road Ann Arbor, MI 48105 Award shall be made to the quoter whose quotation is lowest price, technically acceptable. 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 FAR 52.204-7, 52.204-16 FAR 52.212-3, Offerors Representations and Certifications Commercial Items 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 : 52.204-13, 52.204-18, 52.216-18, 52.216-19, 52.216-22, 52.232-18, 52.232-37, 52.232-40, 852.212-71, 852.203-70, 852.232-72, 852.246-71, 852.270-1 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders : 52.204-10, 52.209-6,52.222-3, 52.222-19, 52.222-26, 52.222-36, 52.223-18, 52.225-3, 52.225-13, 52.232-34. All quotes shall be sent to the contract specialist electronically at [email protected] This is an open-market combined synopsis/solicitation for products 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 Wednesday, November 11, 2020 at 4:30 pm EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only emailed quotes will be accepted. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist, Matthew Durden at [email protected] All questions shall be received by Friday, October 30th, 2020, 4:30 pm EST.