Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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 2023-05 September 22, 2023. This solicitation is set-aside for small business. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $47 Million. The FSC/PSC is J065. The Network Contracting Office 1, at 200 Springs Rd, Bedford, MA 01730 is seeking to obtain preventative maintenance, testing, and repair of hospital equipment and accessories for VA Northeast Consortia (VISN 1,2,4 and 5). All interested companies shall provide quotations for the following: Services GS GENERAL BIOMED EQUIPMENT Hourly Labor Rate $XXX.XX* GS ANESTHESIA Hourly Labor Rate $XXX.XX* GS VENTILATORS Hourly Labor Rate $XXX.XX* *Parts are procured by VA- Vendor Technician to notify what parts are needed Scope of Work: VA Northeast Consortia (VISN 1,2,4 and 5) are seeking a partner to provide preventative maintenance, testing, and repair of hospital equipment and accessories. Vendor Hourly Rates for Technician Services Vendor shall provide hourly rates for the following categories of technician services. (Should include any travel and accommodations in the hourly rate) GS GENERAL BIOMED EQUIPMENT Hourly Labor Rate $XXX.XX* GS ANESTHESIA Hourly Labor Rate $XXX.XX* GS VENTILATORS Hourly Labor Rate $XXX.XX* *Parts are procured by VA- Vendor Technician to notify what parts are needed Estimated Labor Hours Per Year GS GENERAL BIOMED EQUIPMENT Estimated Hours Year One: 5406 labor hours. GS ANESTHESIA Estimated Hours Year One: 390 labor hours. GS VENTILATORS Estimated Hours Year One: 175 labor hours. GS GENERAL BIOMED EQUIPMENT Estimated Hours Years Two Five (2-5): 1420 labor hours. GS ANESTHESIA Estimated Hours Years Two Five (2-5): 390 labor hours. GS VENTILATORS Estimated Hours Years Two Five (2-5): 175 labor hours. Supplemental Biomedical Technician Services Overview Preventative Maintenance: Vendor will ensure PM services supports VA Northeast Consortia s VISN and Facility MEMPs in preparation for TJC or other regulatory inspection surveys. Therefore; vendor will ensure all scheduled services are completed prior to the 15th of the selected month. Vendor PM Services shall include: Performance inspection Routinely schedule service to improve compliance. Ensuring all equipment is maintained and, if needed, repaired to industry-leading quality standards Documentation of all maintenance, repair, and other requested services Reporting for compliance with regulatory agencies and accreditation programs Our definition of PM refers to a procedure ensuring proper equipment operation and calibration. This procedure includes inspection for mechanical defects, cleaning of interior fans and filters, performance verification of operator controls and adjustments; calibration verification per OEM s specifications; inspection for ground integrity and current leakage; and documentation of all results. OEM s specifications are used as a source document for all PMs. Vendor s test equipment (TMDE) is on a calibration cycle and test equipment used, and its expiration date is annotated on our work orders. As an added layer to ensure test equipment is within calibration, vendor Biomedical Equipment Technicians (BMETs) are required to list test equipment used on all services. BMETs will be unable to close work orders or generate a Field Service Report if test equipment is past its certification date. Corrective Maintenance: Equipment repairs will be facilitated to ensure equipment availability, provide an optimum level of equipment performance and to extend the useful life of the equipment. When repairs are required to correct equipment malfunctions, vendor BMETs provide the following: Performance analysis Problem identification Identification of elements contributing to poor performance Decision-making regarding problem correction in the most pertinent, timely and cost-effective manner Performance testing Reporting Work Order (WO) Process Vendor's Work Order (WO) Process involves a series of Five (5) Steps: (1) Initiate WO; (2) Confirm WO; (3) Schedule WO; (4) Accomplish WO; and (5) Close Out. Initiate WO: VA Clinical Engineering Division will initiate the work order by calling the vendor district office. Vendor will only commit to WOs from the Clinical Engineering Division designated representative. Confirm WO: Vendor will confirm receipt of VA Work request and work with the Clinical Engineering Division to schedule the work. Schedule WO: When scheduling a WO, vendor will work with Local CE point of contact and take into consideration the description of work (Responsiveness), type of equipment, and resources available (Qualifications). Accomplish WO: Vendor s BMETs will report in person to the Clinical Engineering Division s designated representative prior to commencing services during normal duty operating hours. While on site for maintenance, vendors BMETs will be equipped with the appropriate test equipment based on the maintenance and repair requested. Close-Out: Upon completion of services, vendor will provide an Field Service Report to the Clinical Engineering Division, which details information regarding the cause of the equipment malfunction and corrective action taken. In the event all information is not available to the contractor when services are performed, the initial service report will include all available information. Vendor will provide the balance of the required information no later than (48) hours after services are completed. Place of Performance: Vendor shall furnish services within VISN 1 locations: Edith Nourse Rogers Memorial Veterans Hospital (Bedford VA) (Bedford, MA) Manchester VA Medical Center (Manchester, NH) Providence VA Medical Center (Providence, RI) VA Boston Healthcare System, Brockton Campus (Brockton, MA) VA Boston Healthcare System, Jamaica Plain Campus (Jamaica Plain, MA) VA Boston Healthcare System, West Roxbury Campus (West Roxbury, MA) VA Central Western Massachusetts Healthcare System (Leeds, MA) VA Connecticut Healthcare System, Newington Campus (Newington, CT) VA Connecticut Healthcare System, West Haven Campus (West Haven, CT) VA Maine Healthcare System - Togus (Augusta, ME) White River Junction VA Medical Center (White River Junction, VT) Vendor shall furnish services within VISN 2 locations: Albany VA Medical Center (Albany, NY) Bronx VA Medical Center (Bronx, NY) Finger Lakes Healthcare System (Finger Lakes, NY) VA New Jersey (East Orange, NJ) Syracuse VA Medical Center (Syracuse, NY) Northport VA Medical Center (Northport, NY) Hudson Valley VA Medical Center (Hudson Valley, NY) VA Western New York (Buffalo, NY) VA New York Harbor (Brooklyn, NY) VA New York Harbor (New York, NY) Vendor shall furnish services within VISN 4 locations: Altoona VA Medical Center (Altoona, PA) Butler VA Medical Center (Butler, PA) Coatesville VA Medical Center (Coatesville, PA) Erie VA Medical Center (Erie, PA) Lebanon VA Medical Center (Lebanon, PA) Philadelphia VA Medical Center (Philadelphia, PA) Pittsburgh VA Medical Center (Pittsburgh, PA) Wilkes Barre VA Medical Center (Wilkes Barre, PA) Wilmington VA Medical Center (Wilmington, DE) Vendor shall furnish services within VISN 5 locations: Baltimore/Perry Point VA Medical Center (Baltimore, MD) Beckley VA Medical Center (Beckley, WV) Clarksburg VA Medical Center (Clarksburg, WV) Hershel Woody Williams VA Medical Center (Huntington, WV) Martinsburg VA Medical Center (Martinsburg, WV) Washington DC VA Medical Center (Washington, DC) Attachment A is a spreadsheet that outlines examples of VANEC equipment types and manufacturer/models. Vendor Technician Requirements Ability to provide BMETs who are degreed, certified, and/or factory trained. Each BMET must go through a series of extensive training on BMET Level 1 3 medical equipment. All technicians are required to have a minimum of a two-year associate degree in an Applied Science or equivalent military training. Field Service Technicians (FST s) are required to have a minimum of three years experience. Biomedical Equipment Technicians (BMET s) have minimum experience requirements of zero to five years depending on their classification. The following outlines some of the requirements for the staff performing these preventive and corrective maintenance activities at VANEC facilities: Prior work experience in hospital setting or with customer service preferred. Demonstrated competency to perform operational verification procedures, preventive maintenance, and repair service on various equipment. Staff to provide copy of the procedure they are utilizing for Preventative maintenance prior to beginning work. Vendor training certificates shall be provided at VA request. Understanding of regulatory agencies requirements. Familiar with the setup and application of test equipment (electrical safety analyzer, digital multi-meter, patient simulator, etc.). Able to read, analyze and interpret technical literature, schematics, and drawings. Basic understanding of industry regulatory requirement and ISO standards preferred. Ability to work flexible hours, including evenings, weekends, and holidays, as well as emergency off-hours as required. Categories/Equipment Type AMALGAMATORS ANALYZERS, PHYSIOLOGIC, MIDDLE EAR, IMPEDANCE TYMP ANALYZERS, PHYSIOLOGIC, PULMONARY FUNCTION ANALYZERS, PHYSIOLOGIC, VISUAL FUNCTION ANESTHESIA UNIT VAPORIZERS ANESTHESIA UNITS ASPIRATORS AUDIOMETERS AUTOMATION SYSTEMS, MEDICATION DISPENSING AUTOMATION SYSTEMS, MEDICATION DISPENSING BEDS, ELECTRIC BEDS, HYDRAULIC BEDS, MECHANICAL BLADDER SCANNER CARTS-(BCMA Type) CATARACT EXTRACTION UNITS, PHACOEMULSIFICATION CENTRIFUGES CENTRIFUGES, BLOOD BANK CHAIRS, EXAM/TREATMENT, DENTISTRY CHAIRS, EXAM/TREATMENT, OPHTHALMOLOGY CHAIRS, EXAM/TREATMENT, OTORHINOLARYNGOLOGY CIRCULATORY ASSIST UNITS, PERIPHERAL COMPRESSION DEFIBRILLATORS DENTAL DELIVERY UNITS ELECTROCARDIOGRAPHS ELECTROENCEPHALOGRAPHS ELECTROMYOGRAPHS ELECTROSURGICAL UNITS EXERCISERS EXERCISERS, CONTINUOUS PASSIVE MOTION HEMODIALYSIS UNITS HUMIDIFIERS INFUSION PUMPS INFUSION PUMPS, AMBULATORY INFUSION PUMPS, MULTICHANNEL INFUSION PUMPS, PCA INFUSION PUMPS, SYRINGE INJECTORS, CONTRAST MEDIA LIFTS, MORTUARY LIFTS, PATIENT TRANSFER LIFTS, PATIENT TRANSFER, OVERHEAD TRACK LIFTS, WHEELCHAIR MONITORING SYSTEMS, PHYSIOLOGIC, CARDIAC ELECTROPH MONITORING SYSTEMS, PHYSIOLOGIC, STRESS EXERCISE MONITORS, CENTRAL STATION MONITORS, PHYSIOLOGIC, VITAL SIGNS MONITORS, TELEMETRIC MONITORS, TELEMETRIC, RECEIVER MONITORS, TELEMETRIC, TRANSMITTER OXYGEN CONCENTRATORS PATIENT TRANSFER AIDS PHYSIOLOGIC MONITOR MODULE HOUSINGS PHYSIOLOGIC MONITOR MODULES PHYSIOLOGIC MONITOR MODULES, ANESTHETIC GAS PHYSIOLOGIC MONITOR MODULES, CARDIAC OUTPUT PHYSIOLOGIC MONITOR MODULES, ELECTROENCEPHALOGRAPH PHYSIOLOGIC MONITOR MODULES, EXHALED CARBON DIOXID PHYSIOLOGIC MONITOR MODULES, MULTIPARAMETER PHYSIOLOGIC MONITOR MODULES, NONINVASIVE BLOOD PRE PHYSIOLOGIC MONITOR MODULES, PULSE OXIMETRY PHYSIOLOGIC MONITOR MODULES, TEMPERATURE PUMPS, ENTERAL FEEDING SCALES, PATIENT SCANNING SYSTEMS, LASER, OPTICAL TOMOGRAPHY SLIT LAMP SPHYGMOMANOMETERS STRETCHER/CHAIRS, PORTABLE STRETCHERS STRETCHERS, BATH/SHOWER TABLES, AUTOPSY TABLES, EXAM/TREATMENT TABLES, EXAM/TREATMENT, ADJUSTABLE TABLES, EXAM/TREATMENT, FIXED TABLES, OPERATING THERMOMETERS, ELECTRONIC, LABORATORY THERMOMETERS, ELECTRONIC, PATIENT THYROID UPTAKE SYSTEM TISSUE PROCESSORS TOURNIQUETS TRACTION UNITS TREADMILLS ULTRASONIC UNITS, DIAGNOSTIC URODYNAMIC MEASUREMENT SYSTEMS VENTILATORS VENTILATORS, INTENSIVE CARE, NEONATAL/PEDIATRIC VENTILATORS, TRANSPORT WARMING UNITS, BLOOD/INTRAVENOUS SOLUTION WARMING UNITS, GEL WARMING UNITS, MULTIPURPOSE WARMING/COOLING UNITS, PATIENT WASHERS, CELL WATER PURIFICATION SYSTEMS The contract period of performance is 10/8/2023 10/7/2028. 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 Items FAR 52.212-3, Offerors Representations and Certifications Commercial Items 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 Items. 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 Items Dec 2022 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Sep 2023 All quoters shall submit the following: Quotation, Technical Capabilities Statement. All quotes shall be sent to the POC at [email protected]. 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. Addendum to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: Technical Quality Price Veterans Involvement Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Price: The Government will evaluate the price by adding the total of all line item prices. The Total Evaluated Price will be that sum.