Solicitation Number: VA-241-10-RQ-0569 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and 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 VA-241-10-RQ-0569 and is issued as a Request For Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-35, July 14, 2009. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as other than full and open competition in accordance with 6.302-1, only one responsible source, Aethon Corporation. The North American Industry Classification System (NAICS) code is 334111, and the size standard is 1000 employees. (v) This requirement consists of three (3) line items: CLIN (1) Monthly maintenance fee per TUG. (21 TUGS in 6 locations) for a base year and four (4) option years. CLIN (2) DSL service at four (4) locations (West Haven, CT, White River Junction, VT, Providence, RI, and Bedford, MA) for a base year and four (4) option years. CLIN (3) Satellite service for Togus, ME TUGS for a base year and four (4) option years. Base Year: 10/1/10-9/30/11 Option 1: 10/1/11-9/30/12 Option 2: 10/1/12-9/30/13 Option 3: 10/1/13-9/30/14 Option 4: 10/1/14-9/30/15 (vi) The following STATEMENT OF WORK is a detailed description of the requirements for this solicitation: TUG ROBOTIC EQUIPMENT Service and Maintenance. Vendor to provide parts, labor, site visits and an annual calibration service on thirteen (13) TUG Pharmacy and Laboratory dispensing systems and components located at the Togus, West Haven, Providence, White River Junction and Bedford VA’s. . Systems 2 Aethon Tugs – Togus, Me 2 Aethon Tugs – White River Junction, Vt 2 Aethon Tugs – West Haven, CT 5 Aethon Tugs – Bedford, Ma 2 Aethon Tugs – Providence, Ma 8 Aethon Tugs – West Roxbury, Ma 4 Sites DSL service (West Haven, White River Junction, Providence, & Bedford) 1 Site Satellite Service (Togus) (1) Summary: This service contract shall include parts, labor, site visits and an annual calibration on the equipment specified. 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 will be 8:30 AM to 5:30 PM Monday through Friday (excluding Federal holidays), except where after hours emergency repair coverage is authorized. (3) Response Time: Contractor will support a telephone response system for emergency service calls 24 hours per day, seven days per week, and will provide a live response (via phone) within (4) hours when an emergency call is first logged into the response system. (4) Qualification of Vendor: Vendor will provide documentation of substantial experience 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 will 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 will 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 the time of the service call and must be signed by contracting officer’s COTR 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 or Contracting Officer’s COTR 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 under the terms of the contract. (vii) Delivery FOB Destination to VA Medical Centers listed in SOW (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; Sub- Part 13.5 Test Items - This procurement is being conducted under the Sub-Part 13.5 test program where simplified acquisition procedures apply and the conduct of the procurement will be in accordance with Parts 12, 13, or 15 of the FAR or some combination thereof. (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i) Technical capability of the item offered to meet the Government requirement (ii) Price (iii) Past Performance All evaluation factors other than cost or price, when combined, are more important than cost or price (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE FAXED AND WRITEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; FAR 52.217-8 Option to Extend Services; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.232-18, Availability of Funds; VAAR 852.203-70 Commercial Advertising; VAAR 852.237-70, Contractor Responsibilities; VAAR 852.237-76 Electronic Invoice Submission. (xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.219-4, 52.219-8,52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26,52.222.35, 52.222-36,52.222-37, 52.222-39, 52.225-1, 52.222-41, 52.232-34, 52.222-41, 52.222-44 (xiii) Quality Assurance Surveillance Plan shall be included in contract award. Wage determination shall be included in contract award. (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) RESPONSES ARE DUE Monday, September 20, 2010, by 3:30 p.m. eastern standard time (est). (xvi) Electronic offers will be accepted; submit quotation to – Craig Toland, VA Boston Contracting Office, 940 Belmont Street, Brockton, Ma 02301, FAX 774-826-3347, or e-mail
[email protected] (xvii) Contact information Contracting Office Address: Department of Veterans Affairs VA Boston Healthcare System 940 Belmont Street Brockton, Ma 02301