Combined Synopsis Solicitation Preventative Maintenance on Filtrine ChillerVA Medical Center, Boston MA (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.(ii) The solicitation number is 36C24118Q0252 and the solicitation is issued asa request for quotation (RFQ).(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.(iv) This requirement is being issued as Service Disabled Veteran Owned Small Business set aside. The associated NAICS code is 811310 Commercial and IndustrialMachinery and Equipment (except Automotive and Electronic) Repair and Maintenance and small business size standard is $7.5 million.(v) The Government intends to award a firm-fixed price award for Filtrine Chiller Preventative Maintenance Service at the VAMC Boston, MA Jamaica Plain. Please see the attached Statement of Work (SOW) for full requirement details. Pleasecomplete the Price Schedule below and submit with the quote submission.
Item #DescriptionQtyUnitPriceAmount0001SERVICE AGREEMENT TO INCLUDE; PARTS AND LABOR AND 3 PREVENTATIVE MAINTENANCE SERVICES TO MAINTAIN THE FILTRINE SOC-1000G-122A-WP-QCP-1 CHILLER LOCATED AT THE VA MEDICAL CENTER JAMAICA PLAIN, BOSTON MA FACILITY S/N: 4080/08Period of Performance: Base Year - 04/19/2018 04/18/20191YR
0002SERVICE AGREEMENT TO INCLUDE; PARTS AND LABOR AND 3 PREVENTATIVE MAINTENANCE SERVICES TO MAINTAIN THE FILTRINE SOC-1000G-122A-WP-QCP-1 CHILLER LOCATED AT THE VA MEDICAL CENTER JAMAICA PLAIN, BOSTON MA FACILITY S/N: 4080/08Period of Performance: Option Year One - 04/19/2019 04/18/20201YR0003SERVICE AGREEMENT TO INCLUDE; PARTS AND LABOR AND 3 PREVENTATIVE MAINTENANCE SERVICES TO MAINTAIN THE FILTRINE SOC-1000G-122A-WP-QCP-1 CHILLER LOCATED AT THE VA MEDICAL CENTER JAMAICA PLAIN, BOSTON MA FACILITY S/N: 4080/08Period of Performance: Option Year Two - 04/19/2020-04/18/20211YR
0004SERVICE AGREEMENT TO INCLUDE; PARTS AND LABOR AND 3 PREVENTATIVE MAINTENANCE SERVICES TO MAINTAIN THE FILTRINE SOC-1000G-122A-WP-QCP-1 CHILLER LOCATED AT THE VA MEDICAL CENTER JAMAICA PLAIN, BOSTON MA FACILITY S/N: 4080/08Period of Performance: Option Year Three - 04/19/2021 04/18/20221YR
0005SERVICE AGREEMENT TO INCLUDE; PARTS AND LABOR AND 3 PREVENTATIVE MAINTENANCE SERVICES TO MAINTAIN THE FILTRINE SOC-1000G-122A-WP-QCP-1 CHILLER LOCATED AT THE VA MEDICAL CENTER JAMAICA PLAIN, BOSTON MA FACILITY S/N: 4080/08Period of Performance: Option Year Four - 04/19/2022 04/18/20231YR
(vi) The Contractor shall provide all personnel, equipment, supplies, tools andmaterials necessary to complete Preventative Maintenance services on Filtrine Chiller at the Boston VAMC, Jamaica Plain MA in accordance with the attached Statement of Work.(vii) The Place of Performance is the VA Medical Center, 150 South Huntington Ave, Boston, MA 02301. The Period of Performance is 04/19/2018-04/18/2019 with four option years.(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008).(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.Submission of Quotes and Evaluation Process:(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Quotes received after the due date and time shall not be considered.(2) Quoters shall submit their quotes electronically via email to Krisanne.email@example.com(3) Questions: Questions shall be submitted to the Contracting Specialist in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 03/28/2018 at 12:00 PM EST. Questions received after this date andtime may not be answered. Questions shall be answered in a formal amendment tothe solicitation so all interested parties can see the answers.(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.Evaluation Process:Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory.The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered.The following factors shall be used to evaluate offers:1. Price: (Follow these instructions): Quoter shall complete the above Price Schedule, with quoters proposed contract line item prices inserted in appropriate spaces.Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.2. Technical: The quote shall be evaluated to determine if the organizationhas the experience and capabilities to provide the requested services in accordance with the SOW in a timely efficient.a. Contractor shall demonstrate their ability to work on the existing Filtrine Chiller by submitting training certificates indicating that the contractor employees who will work at the VAMC site are factory trained.b. Contractor shall provide written documentation to demonstrate experience providing service and preventative maintenance for the Filtrine Chiller.c. Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusettes.3. Past Performance: Provide (3) references of work, similar in scope and sizewith the requirement detailed in the Statement of Work. References must include contact information; brief description of the work completed, and contract # (if relevant). Please utilize Attachment Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources including PPIRS.A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the specified expiration time, the Government may accept an quote (or partof an quote), whether or not there are negotiations after its receipt, unless awritten notice of withdrawal is received before award.ht to obtain information for use in the evaluation of past performance from any and all sources.Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). The Government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of effort, and adding that amount to the base and other option years to arrive at the total.(x) 52.212-3 Offeror Representations and Certifications-Commercial Items (JAN 2017). Ensure your representations and certifications are complete in the Systemfor Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications-Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that theyare registered in SAM prior to submitting their quotation.(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014); 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011); 52.228-5 Insurance-Work on a Government Installation (JAN 1997); CL-120Supplemental Insurance Requirements; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013), 852.203-70 Commercial Advertising (JAN 2008) 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 specifiedin 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 hereundershall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days of contract expiration. (End of Clause)52.217-9 -- Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 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.(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 Years and 6 Months. (End of Clause) 52.252-2 Clauses Incorporated by Reference (FEB 1998)This contract incorporates one or more clauses 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 electronicallyat this/these address(es): http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)
LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes VAAR 852.219-10. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) mayrequire access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreementto ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosedor other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)(a) Definitions. As used in this clause-(1) Contract financing payment has the meaning given in FAR 32.001.(2) Designated agency office has the meaning given in 5 CFR 1315.2(m).(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests.(4) Invoice payment has the meaning given in FAR 32.001.(5) Payment request means any request for contract financing payment or invoicepayment submitted by the contractor under this contract.(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchasespaid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:(1) VA s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats.(d) Invoice requirements. Invoices shall comply with FAR 32.905.(e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submitpayment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for:(1) Awards made to foreign vendors for work performed outside the United States;(2) Classified contracts or purchases when electronic submission and processingof payment requests could compromise the safeguarding of classified or privacy information;(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.(End of clause)852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shalltake all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of thiscontract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of [ ]. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shallnot be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6; 52.204-10; 52.209-6, 52.219-27; 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35; 52.222-36, 52.222-37; 52.222-40; 52.222-50, 52.222-60; 52.223-11; 52.223-18, 52.223-20; 52.225-13, 52.232-33, 552.222-17; 2.222-41, 52.222-42, 52.222-43; 52.222-55; 52.222-62;(xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned ratingare not applicable to this requirement. RFQ responses are due 03/09/2018 at 10:00 AM EST. RFQ responses must be submitted via email to: Krisanne.Rivera@va.gov. Hand deliveries shall not be accepted.The POC of this solicitation is Krisanne Dernago (Krisanne.Rivera@va.gov)FILTRINE CHILLER STATEMENT OF WORKVendor to provide parts, labor, and travel and three (3) PMs on the Filtrine chiller located in the Radiation Therapy Service at the JP campus of the VA BostonHealthcare system. The chiller is part of the CT in radiation therapy. If the chiller malfunctions for any reason the CT stops working.SystemsFILTRINE chiller #SOC-1000G-122A-WP-QCP-1 SN: 4080/08(1) Summary: This service contract shall include parts, labor, 3 preventive maintenance checks on the Filtrine chiller. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor.(2) Hours of Coverage: Contract hours shall be 8:30 AM to 5:00 PM Monday through Friday (excluding Federal holidays), except where after hours emergency repair coverage is authorized.(3) Response Time: Contractor shall provide phone call back by a qualified technician within one hour of service request and on-site response by a qualified technician within one working day of original request for service or at a later time specified by Biomedical Engineering. Contractor shall report to Biomedical Engineering upon arrival.(4) Qualification of Vendor: Vendor shall provide documentation of substantialexperience working on the identified make and model instrument. This documentation shall specifically include individuals who will work on the systems. Contracting Officer reserves the right to request factory training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility.(5) Specifications of Work: Contractor shall follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable. Replacement software will include all site-specific adaptation present in originally delivered software.(6) Guaranteed Uptime: A guaranteed uptime of 95% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions.(7) Updates: Vendor shall provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract.(8) Documentation Requirements: Service field reports shall be provided at thetime of the service call and must be signed by contracting officer s facility POC and filed with the Biomedical Engineering department. Summary (or duplicate copies) of field service reports must be included with the invoices. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor.(9) Services and parts not covered by contract: Contracting Officer s authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed underthe terms of the contract.
SET-ASIDE: Total Small Business