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; quotations are being requested and a written solicitation will not be issued. The commercial items procedures of FAR Part 12 in conjunction with simplified acquisition procedures of FAR Part 13 will be used. Solicitation# RFQ VA256-15-R-0281 This solicitation is issued as request for Proposal (RFP). Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-77, effective November 13, 2014. NAICS code is 811219, size standard is $20.5 MILLION. All questions pertaining to this solicitation must be submitted by 12:00pm EST January 28, 2015. Send all questions electronically to [email protected]. Only electronic offers will be accepted. Offers must be submitted to [email protected] NO LATER THAN January 30, 2015 by 12:00 PM EST. POC: Anthony Marion, Contracting Officer Phone: 713-794-74028 Email: [email protected] SUMMARY OF REQUIREMENTS: Contractor shall provide preventive maintenance (PM) and support to: " NEXES SP Stain Module, SN 511068 " Benchmark XT Module, SN 713836 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1 Contract Period: Base POP Begin: 02-01-2015 POP End: 09-30-2015 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: NEXES SP Stain Module, SN 511068 LOCATION: Room C-48 8.00 MO __________________ __________________ 2 Contract Period: Base POP Begin: 02-01-2015 POP End: 09-30-2015 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: Benchmark XT Module, SN 713836 LOCATION: Room C-48 8.00 MO __________________ __________________ 1001 Contract Period: Option 1 POP Begin: 10-01-2015 POP End: 09-30-2016 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: NEXES SP Stain Module, SN 511068 LOCATION: Room C-48 12.00 MO __________________ __________________ 1002 Contract Period: Option 1 POP Begin: 10-01-2016 POP End: 09-30-2017 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: Benchmark XT Module, SN 713836 LOCATION: Room C-48 12.00 MO __________________ __________________ 2001 Contract Period: Option 2 POP Begin: 10-01-2016 POP End: 09-30-2017 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: NEXES SP Stain Module, SN 511068 LOCATION: Room C-48 12.00 MO __________________ __________________ 2002 Contract Period: Option 2 POP Begin: 10-01-2017 POP End: 09-30-2018 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: Benchmark XT Module, SN 713836 LOCATION: Room C-48 12.00 MO __________________ __________________ 3001 Contract Period: Option 3 POP Begin: 10-01-2017 POP End: 09-30-2018 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: NEXES SP Stain Module, SN 511068 LOCATION: Room C-48 12.00 MO __________________ __________________ 3002 Contract Period: Option 3 POP Begin: 10-01-2018 POP End: 09-30-2019 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: Benchmark XT Module, SN 713836 LOCATION: Room C-48 12.00 MO __________________ __________________ 4001 Contract Period: Option 4 POP Begin: 10-01-2018 POP End: 09-30-2019 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: NEXES SP Stain Module, SN 511068 LOCATION: Room C-48 12.00 MO __________________ __________________ 4002 Contract Period: Option 4 POP Begin: 10-01-2019 POP End: 09-30-2020 CONTRACTOR SHALL FURNISH ALL LABOR, MATERIALS, TRANSPORTATION, PARTS AND SUPERVISION TO PROVIDE PREVENTATIVE MAINTENANCE AND FULL CORRECTIVE SERVICE OF GOVERNMENT OWNED EQUIPMENT: Benchmark XT Module, SN 713836 LOCATION: Room C-48 12.00 MO __________________ __________________ GRAND TOTAL __________________ STATEMENT OF WORK 1. SCOPE: The G.V. (Sonny) Montgomery Veterans Affairs Medical Center (GVSMVAMC) requires maintenance and support for the Nexes SP Stain and Benchmark XT modules. 2. BACKGROUND: GVSMVAMC has the Nexes SP Stain and Benchmark XT modules. Due to the complex and proprietary nature of the system, a service contract for technical support is required. 3. SUMMARY OF REQUIREMENTS: Contractor shall provide all maintenance support, corrective maintenance repair, emergency phone support, parts, service, transportation, personnel, supervision, and modification due to safety or reliability. Period of Performance: February 1, 2015 through Sept 30, 2015 Definitions: COR: Contracting Officer's Representative GVSMVAMC: G.V. (Sonny) Montgomery Veterans Affairs Medical Center VHA: Veterans Health Administration VA: Department of Veterans Affairs VA Mission: "To fulfill President Lincoln's promise "To care for him who shall have borne the battle, and for his widow, and his orphan" by serving and honoring the men and women who are America's veterans." 4. TASKS: Requirements: Performance: Unlimited on-site support by a field service engineer will be available Monday through Saturday 8am to 8pm. All calls shall be responded to within 24 hours. All work is to be performed by competent personal, experienced, and qualified to work on equipment. All work performed shall be in accordance with manufacturer's instructions. Contractor shall guarantee that all equipment covered by this contract shall be in optimum working condition at the expiration date. Communication Services: Service Call: Unlimited service calls shall be provided between the hours of 8am and 8pm, Monday through Saturday and response time is guaranteed within 24 hours. Preventive maintenance calls should be scheduled with Biomedical Engineering between the hours of 8am and 8pm. Contractor shall provide preventive maintenance within 12 months or at 6,000 slides, whichever comes first. Parts: Costs for all repair and preventive maintenance parts shall be included. Help Desk Support: Unlimited applications troubleshooting and support by an applications specialist shall be available 8am to 8pm Monday through Saturday. Upgrades: Installation of operational modifications and hardware and platform operating software enhancements shall be included and be installed at the next scheduled service visit. Contractor Qualifications: Contractor personnel shall be trained and qualified to work on all components of the microscopes. Contractor personnel shall provide proof of pertinent successful completion of training and/or certification, upon customer inquiry. Hours of Performance: All services shall be performed during normal working hours of coverage from 8:00 am to 8:00 pm as scheduled with the Biomedical Engineering Department. Federal Holidays: The Federal Government observes the following days as holidays. HOLIDAY DATE New Year's Day January 1st * Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th * Labor Day First Monday in September Columbus Day Second Monday in October Veterans' Day November 11th * Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as holidays, the Government observes the following days: " Any other day designated by Federal Statute " Any other day designated by Executive Order " Any other day designated by the President's Proclamation " 5. APPLICABLE DOCUMENTS: " Wage Determination, unless Contractor certifies it is exempt from the Service Contract Act during the Provision of ADPE Services and in accordance with FAR Part 22.1003-4(c)(1) through (3) Administrative Limitations, Variations, Tolerances, and Exemptions 6. QUALITY ASSURANCE PLAN: Performance Objective Standard PERFORMANCE THRESHOLD Method of Surveillance PRS # 1 The contractor shall respond to service calls within 24 hours Contractor responded to all corrective action calls within 24 hours. Zero deviation. Any deviation from this standard could result in poor performance review. Documentation in the form of an email to the COR and Biomedical Engineering Department after each corrective action. 7. INVOICES & METHOD OF PAYMENTS Invoices shall be paid in arrears on a Quarterly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. Contractor shall register and submit invoices electronically via OB10. The website address for registering: WWW.OB10.COM . Notes: On the right side of the screen, click on the (orange button that reads, REGISTER NOW) THE PROMO CODE SO VENDOR DON'T GET CHARGED FOR INVOICES: VAPC7Y18 THE VA's BUYER ID NUMBER: AAA544240062. Help Desk Number: 1-800-353-9791 or email: [email protected] All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, contain sufficient details, and match with the service tickets for the work rendered. a Quarterly Invoices Invoices for fixed quarterly fee shall be properly prepared and sent to the VA Financial Service Center at: P.O. Box 149971. Austin, Texas 78714-8971. These invoices shall be sent in arrears at the beginning of the first month of each quarter following the quarter in which the PM services were rendered and billed for. At a minimum, all invoices shall include the following details: ¢ Description of the services rendered ¢ Billing period in which the services were rendered ¢ Correct purchase order number which will be issued by the Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor. ¢ Invoice number and date Payments will be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which will be issued after the contract is awarded. b Invoices for Repair Services Invoices for repair services shall be properly prepared, contain sufficient details, and include a copy of the repair tickets issued by the repairman who provided the repair services. Invoices for repair services shall be submitted in arrears and sent to the VA Financial Service Center at: P.O. Box 149971. Austin, Texas 78714-8971. EVALUATION AND AWARD An award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. EVALUATION FACTORS: 1. Certified to repair NEXES SP Stain Module and Benchmark XT Module DELIVERABLES: 1. NEXES SP Stain Module and Benchmark XT Module equipment training certification *** Shall be submitted with offer *** CONTRACT CLAUSES/SOLICITATION PROVISIONS The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition. 001AL-11-15-B Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract 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 Agreement" to 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 disclosed or 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 compliance with the subcontracting commitments. FAR 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 electronically at this address: http:www.acquisition.gov/far/index.html FAR CLAUSES 1. FAR 52.212-4 Contract Terms and Conditions - Commercial Items (MAY 2014) Addendum to FAR 52.212-4 - Show FAR clauses followed by VAAR clauses in numeric order. List all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR. 2. 52.217-8 Option to Extend Services (NOV 1999) 3. 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 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 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 five (5) years. (End of Clause) 4. 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) Funds are not presently available for performance under this contract beyond the base year period of performance. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond the base year of period of performance, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) 5. 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 6. 52.237-3 Continuity of Services (JAN 1991) VAAR CLAUSES 7. 852.203-70 Commercial Advertising (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) 8. 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (2009) (a) In an effort to achieve socioeconomic small business goals, depending on the evaluation factors included in the solicitation, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business status and their proposed use of eligible servicedisabled veteran-owned small businesses and veteran-owned small businesses as subcontractors. (b) Eligible service-disabled veteran-owned offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and Veteran-owned Small Business Status evaluation factor. To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). (c) Non-veteran offerors proposing to use service-disabled veteran-owned small businesses or veteran-owned small businesses as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VetBiz.gov VIP database (http://www.vetbiz.gov). (End of Clause) 9. 852.215-71 Evaluation Factor Commitments (DEC 2009) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses or veteran-owned small businesses proposed as subcontractors in accordance with 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more service-disabled veteran-owned small businesses or veteran-owned small businesses for subcontract work of the same or similar value. (End of Clause) 10. 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, email, 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 invoice payment 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. Purchases paid 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 submit payment 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 processing of 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) 11. 852.237-70 Contractor Responsibilities (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take 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 this contract 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 Arkansas. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) FAR 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: http://www.va.gov/oal/library/vaar/index.asp FAR PROVISIONS 12. 52.204-16 Commercial and Government Entity Code Reporting (NOV 2014) 13. 52.204-17 Ownership or Control of Offeror 14. 52.222-48 Exemption From Application Of The Service Contract Labor Standards to Contracts for Maintenance, Calibration, Or Repair Of Certain Equipment -- Certification (May 2014) VAAR PROVISIONS 15. 852.215-70 Service-Disabled Veteran-Owned And Veteran-Owned Small Business Evaluation Factors (DEC 2009) (a) In an effort to achieve socioeconomic small business goals, depending on the evaluation factors included in the solicitation, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business status and their proposed use of eligible service-disabled veteran-owned small businesses and veteran-owned small businesses as subcontractors. (b) Eligible service-disabled veteran-owned offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and Veteran-owned Small Business Status evaluation factor. To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). (c) Non-veteran offerors proposing to use service-disabled veteran-owned small businesses or veteran-owned small businesses as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VetBiz.gov VIP database (http://www.vetbiz.gov). (End of Provision) 16. 852.270-1 Representatives of Contracting Officers (JAN 2008) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the contractor. (End of Provision)

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