Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02, effective 01/03/2025. This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB). This is a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210- Electronic and Precision Equipment Repair and Maintenance with a small business size standard of $34.0 Million. The FSC/PSC is J065 Maintenance, Repair, and Rebuilding of Equipment- Medical, Dental, and Veterinary Equipment and Supplies. The award will be made to the response most advantageous to the Government and best meets the requirement described in the statement of work. Price and other Factors: See Attachment 2, FAR 52.212-2 Evaluation . STATEMENT OF WORK Contract Title: Conmed Airseal Insufflators Preventative Maintenance Inspection and Corrective Maintenance Service Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on selected Conmed Airseal Insufflators owned by the VA Greater Los Angeles Healthcare System. The Contractor shall perform work in strict accordance with the specifications, statement of work, and all VA local, federal, state, and applicable regulations. General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, replacement of worn and/ or defective parts, etc. The above shall be performed as necessary as required to keep each equipment in optimal working condition. Service will be completed off-site at a facility appropriately equipped to complete the required maintenance in compliance with the specifications set by the Original Equipment Manufacturer (OEM). A loaner unit will be provided during the time that the VA owned system is out for maintenance. Equipment List: Manufacturer Model Quantity Conmed Airseal IFS 2 Participating Facility: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd. Los Angeles, CA 90073 Delivery Schedule Base Year plus four Option Years to follow. Preventive maintenance and Inspection (PMI): Contractor shall conduct preventive maintenance inspections (PMI) and calibration verification at the frequency specified by the original equipment manufacturer (OEM). The PMI shall be completed biennially for all equipment s listed. This service must be completed by authorized and trained service personnel as is spelled out in the Airseal IFU. Service must be completed in accordance with the proprietary manufacturer guidance. The calibration verification will be completed annually for all equipment s listed. This service must be completed by authorized and trained service personnel. The following tasks shall be completed as is consistent with manufacturer guidance: Electrical Safety Test Basic Function Test Pressure Sensor Test Pressure Monitoring Test Maximum Device Pressure Test Gas Flow Rate Test All equipment must be maintained in such a condition that will satisfy the requirements of the Joint Commission. The contractor must comply with all manufacturer recommendations for all maintenance tasks as required by the Joint Commission Standards for maintenance of medical equipment without an established alternative maintenance strategy (EC.02.04.01 EP 5). The Contractor may request a copy of the Joint Commission standards from the POC. Contractor shall provide all PM-related replacement parts, including batteries, at no cost to the government. Contractor shall submit Field Service Report (FSR) to the POC within 7 days of the work being completed. A copy of the FSR should also be enclosed in the return package following maintenance. The FSR must be legible and signed by the POC after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the POC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, serial number, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. Corrective Maintenance / Repair Services: Contractor shall conduct corrective maintenance or repair services as required by the Government. These repairs should be completed at all additional cost to the government. Following any repair, the calibration verification shall be completed as specified in section 6.1.2 of this document. A loaner unit shall be provided during the period that the VA owned equipment is to be sent out for repair. All equipment must be maintained in such a condition that will satisfy the requirements of the Joint Commission. The contractor must comply with all manufacturer recommendations for all maintenance tasks as required by the Joint Commission Standards for maintenance of medical equipment without an established alternative maintenance strategy (EC.02.04.01 EP 5). The Contractor may request a copy of the Joint Commission standards from the POC. Contractor shall provide all PM-related replacement parts, including batteries, at no cost to the government. Contractor shall submit Field Service Report (FSR) to the POC within 7 days of the work being completed. A copy of the FSR should also be enclosed in the return package following maintenance. The FSR must be legible and signed by the POC after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the POC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, serial number, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. Shipment Requirements All loaner equipment and VA owned devices shall be shipped to the following address: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd. Bldg 500 Room 0261 Los Angeles, CA 90073 8.2 Contractor shall ship loaner to VA at no additional cost to the government. Enclosed with the loaner equipment shall be a return label also provided at no additional cost to the government. GENERAL INFORMATION: Work Hours: Contractor shall perform the following work at the VA Los Angeles Healthcare System during normal working hours (i.e., 6:00 a.m. 4:30 p.m.) during normal workday (one day, M-F). Before commencement of work, the Contractor shall confer with the VA Program of Point of Contact and Contracting Office to agree on a sequence of procedures; means of access to premises and building. Work performed outside the normal hours of coverage must be approved by the POC or his/her designee. All time shall be approved in advance by the Program Point of Contact. Allow 5-days for approval of any alternate working hours needed. Federal Holidays New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. SECURITY REQUIREMENTS: The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. CONTRACTOR PERSONNEL Contractor s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). CONTRACTOR QUALIFICATIONS & OTHER RESPONSIBILITIES: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacture s PMI/ repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. License requirements: Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and POC with the final decision being made by the Contracting Officer. IDENTIFICATION, CHECK-IN, PARKING, AND SMOKING REGULATIONS: Identification The vendor's employees shall wear visible identification at all times while on VAGLAHCS premises. Contractor employees shall report to VA Police upon entry to the VAGLAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the PPOC or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VAGLAHCS Police if the VAGLAHCS PPOC or designee is not available. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Contractor personnel may smoke only in designated areas. It is the responsibility of the VISN 22 Healthcare Facilities to provide a safe and healthful environment for employees and patients and to serve as a leader in community health awareness and education. It is in fulfillment of this obligation that the facilities are committed to the establishment of a smoke-free environment. This policy applies to every location in the Healthcare Facilities. There shall be no smoking within 25 feet of all entrances to buildings. Smoking is allowed in all outside areas that are 25 feet away from entrances to buildings unless indicated otherwise. Enclosed patios connected to facility buildings are considered part of the building and as such are non-smoking areas. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAGLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. INSURANCE COVERAGE: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. INVOICING: Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the VAGLAHCS POC all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. All interested companies shall provide quotations for the following: **PRICE/COST SCHEDULE** Base Year Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Airseal IFS Insufflators Preventative Maintenance Inspection and Corrective Maintenance 1 YR Option Year One (1) Line Item Description Quantity Unit of Measure Unit Price Total Price 1001 Airseal IFS Insufflators Preventative Maintenance Inspection and Corrective Maintenance 1 YR Option Year Two (2) Line Item Description Quantity Unit of Measure Unit Price Total Price 2001 Airseal IFS Insufflators Preventative Maintenance Inspection and Corrective Maintenance 1 YR Option Year Three (3) Line Item Description Quantity Unit of Measure Unit Price Total Price 3001 Airseal IFS Insufflators Preventative Maintenance Inspection and Corrective Maintenance 1 YR Option Year Four (4) Line Item Description Quantity Unit of Measure Unit Price Total Price 4001 Airseal IFS Insufflators Preventative Maintenance Inspection and Corrective Maintenance 1 YR ** Please use the format above for pricing** 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 Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services ADDENDUM TO 52.212-1, Instructions to Offerors Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-1, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-20, Predecessor of Offeror (AUG 2020) (End of Addendum to 52.212-1) 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 Products and Commercial Services. 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 Products and Commercial Services (NOV 2023) Addendum to FAR 52.212-4, Contract Terms and Conditions- Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (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 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.219-73, VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71 Administrative Contracting Officer (OCT 2020) (End of Addendum to 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (9), (12), 18(i), (23), (25), (26(i), (39)(i), (51), (55), (59), (c)(5) All quoters shall submit the following in accordance with FAR 52.212-1, Attachment 1, Instructions to Offerors- Commercial Products and Commercial Services (SEP 2023). All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Loan Dho at loan.dho@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors to be considered are Technical Capability, Past Performance, and Cost Schedule (See Attachment 2), Addendum to FAR 52.212-2, Evaluation- Commercial Products and Commercial Services . Quote evaluations for technical capability will be based on the following: Capabilities statement: interested offeror can perform the tasks listed in the statement of work; Past Performance: prior experience in maintaining equipment listed in statement of work; Qualifications: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s maintenance and repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. This contract/ purchase order will consist of an estimated Base plus Four (4) Option Year period of performance: 04/15/2025 04/14/2030. The award will be made to the response most advantageous to the Government and best meets the requirement described in the Statement of Work. Responses should contain your best terms, conditions. 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:" Quoters shall list exception(s) and rationale for the exception(s), if any. Questions should be submitted No later than March 18th, 2025, at 10:00 AM Pacific Standard Time to Loan Dho at loan.dho@va.gov. All responses to questions will be posted via an amendment on SAM.gov on or about March 19th, 2025. Submission of your response shall be received No Later Than March 25th, 2025 at 10:00 AM Pacific Standard Time to Loan Dho at loan.dho@va.gov. Subject Line include: RESPONSE TO RFQ 36C26225Q0581 for consideration. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact CONTRACT SPECIALIST Loan Dho Loan.dho@va.gov
