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 2024-02, effective 12/22/2023. 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, with a small business size standard of $34.0 Million. The FSC/PSC is J065. The award will be made to the quote 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 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 necessary to provide preventive and corrective maintenance and inspection on selected Government-owned Shimadzu equipment (referenced in Attachment 5 VA Shimadzu Equipment List), located at the VA Greater Los Angeles Healthcare System. General Requirement: The Contractor shall maintain and operate a dedicated team of technical support personnel that are available via telephone. Technical support calls shall be unlimited under this contract. The Contractor shall respond on-site within 48 hours if issue cannot be resolved through telephone support. On-site response calls shall be unlimited under this contract. Any associated labor and travel expenses for all service calls shall be included at no additional cost to the government. All software updates will be provided at no cost when they become available from the manufacturer to ensure the system operates at peak performance with the most up-to-date software. Performance verification is required at the conclusion of every corrective service call. This verification procedure may include performance testing for accuracy and precision of the instrument. The facility of work is considered to be a radiation area. Instruments are located in an area with radiation exposure of up to 10MR/per hour. Preventive maintenance and Inspection (PMI) The Contractor shall provide on-site preventive maintenance and system inspections as recommended by vendor requirements to maintain recommended factory specifications of the Shimadzu equipment. This PMI shall include but not be limited to inspection/replacement of seals and O-rings, cleaning cooling fans, running diagnostic protocols, calibrations, and changing pump oil. PMI are to be scheduled 3 business days in advance with the Program Point of Contact (PPOC). Software Maintenance Service The Contractor shall provide technical support for all listed software applications in addition to the hardware support. Software updates that the government is entitled to shall be applied by the Contractor at no additional cost. Software issues that require intervention will be addressed in the same manner as hardware issues including on-site response if necessary. Conformance Standards: All work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published editions of National Fire Protection Association (NFPA)-99, Food and Drug Administration (FDA), Occupational Safety and Health Administration (OSHA), The Joint Commission (TJC), and other applicable national standards. Replacement Parts: Parts and materials associated with PMI and intervening service calls are to be included as required to bring the devices to manufacturer specifications. Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture (OEM) and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of PPOC. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. Participating Facility: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd Los Angeles, CA 90073 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. PERIOD OF PERFORMANCE Base Year, followed by four, one-year options. Estimated start date: 06/25/2025 Hours of Work: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 8:00 am 5:00 pm, excluding National holidays. Any service performed during other than normal work hours must have prior approval and coordinated with the PPOC or CO. National Holiday: 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. Overtime & holiday Pay: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. Qualification: 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 PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent* and experienced to work on the equipment assigned. Service: Service shall include software updates (if applicable) needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the PPOC. Intervening Service Call: When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the PPOC and the Contracting Officer (CO). These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices. Additional Requirement: Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufactures manual necessary to perform maintenance. Submission of Reports: The Contractor shall submit a complete service report electronically to the PPOC within 14 days of the work being completed. All service reports submitted to any of the VA stations shall, at a minimum, contain a detailed description of any services or repairs performed for each item of equipment. The report shall also include a list of replacement parts, when applicable, safety checks, performance data, and the date, along with any Contractor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the using service and PPOC, any unsafe condition concerning this medical equipment or signs of misuse or neglect. Service Technician shall document the field service report all findings of problems and their correction, including all performance verification. The service report must be legible and signed by the PPOC, after the Service Technician has demonstrated to the PPOC and the equipment user that the equipment is in proper operating condition and meets manufacturer s specifications. General Information Contractor s Program Manager: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of 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 matters relating to daily operations of this contract. Name: Address: Phone No.: Fax No.: Email: Contractor Employees: The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public. Reporting Procedures: For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg. 500, Room 0261 and sign-in. In addition to signing-in, the Contractor personnel shall identify him/herself to the PPOC before proceeding to the job site. For services to be performed outside normal working hours, the Contractor shall obtain a visitor s badge from the security guard assigned at the facility entrance prior to signing the after-hours logbook located outside the Biomedical Engineering Department, Bldg. 500, and proceeding to Room 0261. Prior to leaving the facility the Contractor shall communicate status of equipment to the PPOC, sign out at the same location that they signed in and return the visitor s badge. Parking: It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations Smoking: VAGLAHS is a smoke free facility. This includes the use of vape, electronic cigarettes and tobacco products. Invoicing & Payment: The Contractor shall submit a monthly invoice. The Contractor shall submit in arrears a properly completed itemized invoice via Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veterans-affairs/ No advance payments shall be authorized. Payment shall be made monthly for services provided during the billing month in arrears. 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. ***PRICE/COST SCHEDULE*** Base Year Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Preventative/Corrective Maintenance, Inspection and Repair Services- Government Owned Shimadzu Equipment (Listed in Attachment 5). 1 YR 0002 Emergency Repair Costs (In relation to findings from inspections). 1 JB 0.00 0.00 Option Year 1 Line Item Description Quantity Unit of Measure Unit Price Total Price 1001 Preventative/Corrective Maintenance, Inspection and Repair Services- Government Owned Shimadzu Equipment (Listed in Attachment 5). 1 YR 1002 Emergency Repair Costs (In relation to findings from inspections). 1 JB 0.00 0.00 Option Year 2 Line Item Description Quantity Unit of Measure Unit Price Total Price 2001 Preventative/Corrective Maintenance, Inspection and Repair Services- Government Owned Shimadzu Equipment (Listed in Attachment 5). 1 YR 2002 Emergency Repair Costs (In relation to findings from inspections). 1 JB 0.00 0.00 Option Year 3 Line Item Description Quantity Unit of Measure Unit Price Total Price 3001 Preventative/Corrective Maintenance, Inspection and Repair Services- Government Owned Shimadzu Equipment (Listed in Attachment 5). 1 YR 3002 Emergency Repair Costs (In relation to findings from inspections). 1 JB 0.00 0.00 Option Year 4 Line Item Description Quantity Unit of Measure Unit Price Total Price 4001 Preventative/Corrective Maintenance, Inspection and Repair Services- Government Owned Shimadzu Equipment (Listed in Attachment 5). 1 YR 4002 Emergency Repair Costs (In relation to findings from inspections). 1 JB 0.00 0.00 **Please use the price/cost schedule format above for pricing** 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 (Dec 2022) 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) VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certification of Compliance for Services and Construction. (JAN 2023) (DEVIATION) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices. 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 (Mar 2023) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (9), (12), (18)(i), (25), (26)(i), (29), (31), (33), (36)(i), (39)(i), (40), (46), (51), (55), (59), (63) (c), (5). All quoters shall be submitted in accordance with FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services . (SEP 2023) All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Jennell Christofaro at Jennell.christofaro@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 Experience, Past Performance, Cost Schedule. 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 option year period of performance: 06/25/2025 06/24/2030. The award will be made to the quote 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. All RFQ questions shall be received not later than April 28, 2025, 1200 PST at jennell.christofaro@va.gov only. Subject line shall include INQUIRY TO RFQ 36C26225Q0761 for consideration. All answers to inquiries received by due date and time will be addressed through an amendment. No further inquiries will be addressed after due date. Submission of your RFQ response offer shall be received not later than May 05, 2025, 1200 PST at jennell.christofaro@va.gov only. Subject line shall include RESPONSE TO RFQ 36C26225Q0761 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 Jennell Christofaro Jennell.christofaro@va.gov Attachment One: FAR 52.212-1 ADDENDUM Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: VAAR 852.219-73 Notice of Total Set-Aside for Certified SDVOSB Attachment Four: VAR 852.219-75 SDVOSB Certification Attachment Five: VA Shimadzu Equipment List
