Exchange of the Karl Storz Flexible Rhino-Laryngoscope
Department of the Army, U.S. Army Medical Command | Published January 28, 2016 - Deadline January 28, 2016
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.
This is solicitation W91YU0-16-T-0098, under GFEB PR 0010816716 and is issued as a Request for Quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-85
The associated North American Industrial Classification System (NAICS) code for this procurement is 811219 (Other Electronic and Precision Equipment Repair and Maintenance ) Size standard is $20.5M
This RFQ is being issued as Firm Fixed Price, UNRESTRICTED.
All responsible sources may submit a quotation which shall be considered by the agency. These items/supplies are for use at Madigan Army Medical Center (MAMC), Tacoma, WA
All responsible Contractors shall provide an offer for the following. Brand Name or Equal Contractor will need to provide a complete breakdown on the contents under each CLIN.
CLIN 0001 Exchange of the Karl Storz Flexible Rhino-Laryngoscope , 3.5MMx30CM 70 degree Angle of View Endoscopes, Part number R11101RP2 qty: 7 Unit issue: EA, in accordance with the attached Performance Work Statement.
• Equipment must meet the proper functioning under the Original Equipment Manufacturer (OEM) standard specifications• MUST be direct exchange of the existing equipment.
EVALUATION OF FACTORS:
Award will be made based on Lowest Price Technical Acceptable Only (LPTA).The evaluated price will be the total price of the quote,
Technical Factors are more important than Price. Price must be determined to be fair and reasonable.
The following provisions will be included in the established solicitation, 52.212-1 Instructions to Offerors-Commercial Items; Addendum to 52.212-1 Instructions to Vendors (LOCAL PROVISION 5004); 52.212-2 Evaluation-Commercial Items; Addendum to 52.212-2 Evaluation Criteria; 52.212-3 Offerors Representations and Certifications- Commercial Items. Offerors must complete FAR 52.212-3 Offerors Representations and Certifications- Commercial Items or do so on-line at http://orca.bpn.gov.
The following FAR clauses apply to this acquisition, 52.204-7 Central Vendor Registration. 52.212-1 Instructions to Offerors- Commercial Item, 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Deviation Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, 52.217-9 Option to Extend the term of the Contract, 52.219-28 Post Award Small Business Program Representation, 52.232-18 Availability of Funds, 52.232-36 Payment by Third Party; 52.232-39 Unenforceability of Unauthorized obligation; 52.232.40 providing Accelerated payments to Small Business Subcontractors; ,52.252-2 , Addendum to 52.212-1 (Local Provision 5004), The following Addendum to FAR 52.212-4(c) (Local Clause 5003)will also be included in the award, UNILATERAL CHANGES 1. The Contracting Officer may unilaterally reduce and/or de-obligate any quantities not supplied/performed at the end of the Unilateral Modifications; The Government may make unilateral modifications considered administrative in nature.
Clauses Incorporated by Reference. 52.211-6 Brand Name or Equal, 52.219-6 Notice of Total SB Set-side, 52.219-28 Post Award SB Program Representation, 52.222-3, Convict Labor, 52.222-19 Child Labor Cooperation With Authorities And Remedies, 52.222-21, Prohibition of Segregated Facilities 52-222-26, Equal Opportunity, 52.222-35 Equal Opportunity for Special Disabled Veterans, 52.222-36, Affirmative Action for Workers with Disabilities, 52.222-37 Employment Reports on Special disabled Veterans, Veterans of the Vietnam Era, and Other eligible Veterans, 52.222-50 Combat Trafficking in Persons,52.222-54 Employment Eligibility Verification, 52.223-3, Hazardous Material Identification and Material Safety Data.'52.233-3 Protest After Award; 52.233-4 applicable Laws for Breach of Contract Claim (Oct 2004);52.225-13 Restriction on Certain Foreign Purchases, 52.228-5 Insurance -Work on Government Installation, 52.236-9 Protection of Existing Vegetation, Structure, Equipment, Utilities, and Improvement.
The following DFARS clauses apply,252.203-7000 Requirements Relating to Compensation of former DOD Officials (Sep 2011); 252-203-7002 Requirement to Inform Employees of Whistleblower Rights (Sep 2013);252.204-7003 Control of Government Personnel Work Products (Apr 1992); 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting;
252.212-7001 Deviation, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items; 252.225-7001, Buy American Act and Balance of Payments Program, 252.225-7048 Export Controlled Items ; 252.232-7003, Electronic Submission of Payment Requests,252.244-7000 Subcontracts for Commercial Items and Commercial Components (DOD Contracts)(Jun 2012); 252.247-7023, Transportation of Supplies by Sea 252.247-7023 with Alt III; 252.232-7010 Levies on Contract Payments, 252.211-7003 Item Identification and Valuation.
The full text version of FAR provisions and clauses may be accessed electronically at www.arnet.gov/far
All vendors will be required to submit invoicing through the Wide Area Work Flow electronic invoicing (WAWF).
Potential contractors must be registered in the System for Award Management (SAM) to be eligible for award. The SAM internet web site is http://www.sam/gov
Place of Delivery:Madigan Army Medical CenterBldg 9040 Fitzsimmons DriveTacoma, WA 98431-5000
ALL QUESTIONS SHALL BE SUBMITTED VIA EMAIL.
PERFORMANCE WORK STATEMENTMadigan Army Medical CenterTacoma, WA 98433
Madigan Army Medical Center, Tacoma WA, has a requirement for a One for One onsite EXCHANGE service contract for Karl Storz Flexible Rhino-Laryngoscopes full l service on-site maintenance contract. Contractor shall furnish all parts, labor, equipment, materials, travel, and transportation to perform all scheduled and unscheduled exchange maintenance for the equipment listed below.
One for One onsite EXCHANGE service contract for the period: 1 Feb 2016 thru 31 Jan 2017 for the Karl Storz Flexible Rhino-Laryngoscopes and their associated components located at Madigan Army Medical Center in Tacoma, Washington 98431.
Nomenclature Part No. QTYKarl Storz Flexible Rhino-Laryngoscopes R11101RP2 7
1. SCOPE OF WORK
The Contractor shall provide one for one EXCHANGE services on the Flexible Rhino-Laryngoscope, 3.5MMx30CM 70 degree Angle of View Endoscopes as described herein to ensure that optimum operation and efficiency of this equipment is maintained, and that proper functioning of the equipment conforms to the Original Equipment Manufacturer (OEM) standard specifications. Contractor shall have knowledge of, furnish and install all OEM sponsored modifications at no additional charge. This includes all the OEM published Equipment Changed Orders (ECO) and Fielded Change Orders (FCO). Mandatory modifications include equipment upgrades or enhancements to equipment design, and changes necessary for operator and patient safety. Manufacturer sponsored modifications are made as hardware/software updates/ corrections becoming available from the manufacturer. In addition, the Government may request the Contractor to install said OEM sponsored modification in the event that the Government obtained knowledge of ECO or FCO before the contractor. Contractor will make all ECO and FCO modifications in a timely manner, but in no case shall it exceed sixty (60) calendar days after ECO or FCO is announced by the OEM. All such modifications shall be made so as not to interfere with the Government's operation. If such modification is not possible during normal duty hours, the Contractor will do the modifications outside of normal duty hours (overtime) at no additional cost to the Government.
1.1 The Contractor shall have a plan for service coverage if less than two (2) personnel are trained on the equipment. The plan shall describe and ensure the Government is not without service support for more than one day (i.e. coverage during technician illnesses, vacations and or strikes).
1.2 The Contractor shall obtain the most current legal editions of the Original Equipment Manufacturer (OEM) literature or approved copies.
1.3 The Contractor shall furnish and install only OEM repair parts and OEM recommended substitutions as required, ensuring proper and safe operations of this equipment.
2. CONTRACTOR POINT OF CONTACT: The Contractor shall provide a single point of contact (POC) for any maintenance service and repair that is required:
NAME: Shane CarmodyTITLE: Contract Specialist
3. CONTRACTOR FURNISHED EQUIPMENT/MATERIALS: The Contractor shall provide any technical manuals, special tools, supplies, parts or test equipment that are required for the servicing of the Flexible Rhino-laryngoscope, 3.5MMx30CM 70 degree Angle of View Scopes. The Government shall not be responsible for any damages or loss of the Contractor's equipment, materials, personal belongings, or those of the Contractor's employees, due to fire, theft, accidents or other causes..4. MAINTENANCE SERVICE: The Contractor shall keep the Flexible Rhino-laryngoscope, 3.5MMx30CM 70 degree Angle of View Scopes, in good operating condition, meeting all published equipment requirements and standard specification listed by the OEM.
4.1 Preventive Maintenance (PM): Two (2) periodic PM services shall be performed annually. PM services shall include scheduled maintenance, inspections, replacement of defective and worn parts, and testing service in accordance with OEM specifications. Services during the time frame will include one (1) electrical safety current leakage test to determine the amount of electrical current electrical leakage to the case of the unit. All services performed will be documented and indicated on the service report. The service reports will be given to the POC for verification of contractors performance and approval of payment. 4.2 Corrective Maintenance:
a. The Contractor shall provide unlimited on-call maintenance services during standard hours of operation, 0700 - 1700 PST, Monday through Friday, excluding federal holidays, when notified by the Government Point of Contact (POC) of equipment malfunction. Minimum standard response time is established as no later than the following workday after notification of equipment malfunction. During each service call, the Contractor shall take all steps to restore the equipment to proper operating conditions and replace components and parts determined by the Contractor's technician to be defective.
b. All EXCHANGES shall be completed in a minimum amount of time, but not to exceed two (2) working days. All maintenance actions that exceed two (2) working days shall be reported to the POC and the Contractor's technician shall provide a report that includes as a minimum the explanation for any maintenance delays and the estimated time to complete the repair.
5. LOCATION OF MAINTENANCE AND REPAIR SERVICES
5.1 On-site EXCHANGES are to be accomplished at Madigan Army Medical Center (MAMC), whenever possible. If work to be performed is too complex, or inappropriate to perform on-site, such work may be performed at local or factory repairs facilities with prior concurrence between the Chief, CEB. All preparation to necessitate such a move, packing, transportation, and reinstallation, shall be performed by the Contractor at no additional cost to the Government.
5.2 If the equipment is removed from the hospital for EXCHANGE, the Contractor shall make a record of the fact and furnish a report to the POC before removing the equipment with the following information as a minimum:
a. Date of removalb. Make, model, serial number, and Medical Materiel Control Number (MMCN)c. Reason(s) for removald. Contract number
6. REPLACEMENT PARTS
6.1 All parts, labor and travel to perform maintenance service and repairs (preventive or corrective) shall be included in the offered price, including (i.e., software updates, etc., that could affect price). Parts requiring replacement to maintain the equipment in accordance with manufacturer's specifications and applicable regulations are to be replaced on a manufacturer'' rebuilt or new part basis. Installation of government-furnished parts and part(s) furnished by the Contractor shall be installed by the Contractor.6.2 The Contractor shall maintain an adequate inventory of repair parts to service Flexible Rhino-laryngoscope, 3.5MMx30CM 70 degree Angle of View Scopes. Inventory of available parts shall be readily available and be verifiable by the Government if so desired at any time. The Contractor shall ensure a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frame established. 6.3 Repair parts used in the performance of this contract shall be new or reconditioned, however Government approved reconditioned repair parts shall be the only reconditioned repair parts allowed.6.4 Defective or worn parts which have been replaced with the Contractor furnished parts shall become the property of the Contractor. Replacement parts once placed in a system or sub-system becomes the property of the Government.6.5 The Contractor shall replace all worn, failed or doubtful components and parts at no further cost or charge to the Government. Replacement parts shall be of like or current design to minimize system depreciation and obsolescence. Where statistical data of the manufacturer indicated the failure point is approaching for any component, such component may be repaired or replaced in advance to prevent a system failure.6.6 Maintenance actions shall not be delayed by more than 24 hours due to the delivery of a repair part or item. All parts shall be of first-rate quality and shall meet OEM specifications.
7.1 The Contractor shall with the concurrence of the Contracting Officer or its representative, at no additional cost to the Government:
a. Make modifications to improve the operation or reliability of the equipment;b. Implement any modification in circuitry or otherwise upgrade the equipment/system to effect current configuration to ensure optimum performance;c. Make manufacturer recommended engineering changes that have been issued since MHS's acquisition of listed equipment or its components.d. Provide all OEM and/or Food and Drug Administration (FDA) mandated software corrections and upgrades.e. Provide the Chief, CEB, a complete copy of the schematics if there are any changes to the configuration or circuitry of the equipment or components as a result of modifications.
7.2 NOTE: No individual, including the POC, has the authority to approve modifications or changes that would result in an increase or decrease in the awarded contract price. This authority is vested with the Contracting Officer only, and will not be delegated. If a question as to whether the application of an equipment modification or change would result in a change to the contract price, the Contractor shall not commence work without the prior approval of the Contracting Officer.
8. ACCESS and General Protection/Security Policy and Procedures. The contractor and all associated subcontractors employees shall comply with applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by the government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall comply with all personal identity verification requirements as directed by DoD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. Upon receipt of the awarded contract, the Contractor's technician is responsible for reporting to the following locations:
8.1 Fort Lewis - Main Gate, I-5 exit 122
Vehicle pass and parking briefing (Required documents: Valid Driver's license, vehicle registration and proof of insurance)
8.1.2 Madigan Army Medical Center
22.214.171.124 Clinical Engineering Branch (CEB): Upon entering or departing the Medical Center, the Contractor's technician shall physically sign in and sign out with the CEB Service Desk, Building 9040A, Room G-16-4, during standard hours of operation 0700 and 1700, Monday through Friday, excluding federal holidays.
126.96.36.199.2 Provost Marshal Office: MAMC Medical Mall, 2nd Floor, Room 2-56-40, Tuesdays 1300 - 1600 hours or Fridays 0900 - 1130 hours to obtain Vendor/Contractor photo ID Badge.
9. OPERATION SECURITY (OPSEC) TRAINING. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training. All contractors entering MHS must have a copy of their OPSEC Training certificate or be able to obtain a copy upon request.
10. IWATCH TRAINING. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the typed of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 10 calendar days of new employees commencing performance with the results reported to the COR NLT 40 calendar days after contract award.
11. CONTRACTORS REQUIRING COMMOM ACCESS CARD (CAC) Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.
12. CONTRACTORS NOT REQUIRING COMMON ACCESS CARD (CAC) BUT REQUIRE ACCESS TO A DOD FACILITY OR INSTALLATION. The contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-111) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or at OCONUS locations, in accordance with the status of forces agreements and other theater regulations.
13. SERVICE REPORTS: The Contractor shall provide the CEB a detailed itemized Service Report of all services performed and parts replaced upon completion of each repair or service. Report shall be delivered to the CEB Service Desk when signing out of the CEB. Services completed after standard hours, shall be faxed to CEB at (253) 968-1048. Minimum details for inclusion:
a. Make, model, serial number, and Medical Materiel Control Number (MMCN)b. Malfunction and repairs performedc. Time in hours for repair(s) and technician's hourly rated. Part number and price of parts replacede. Annotate either scheduled or emergency repairf. Contractor's name and contract numberg. Name of technician performing repair (full printed and signed name)
14.1 The Contractor is not responsible for maintenance service and repairs, or replacement parts, resulting from the fault or negligence of government personnel or acts of God.
14.2 The Contractor is not required to provide repair service between the hours of 1700 hours and 0700 hours weekday or on weekends and federal holidays. The Contractor may provide services during these times, with prior approval of the Contracting Officer Representative, at no additional cost to the Government. If additional costs are required for work outside normal working hours, a modification to the contract must be completed prior to commencing work.
Invoices shall be submitted via 2-in-1 method through Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) formerly WAWF. Payment will be made in arrears [ x] Monthly upon exchange of equipment.  Quarterly [ ] Semi-Annually [ ] Annually15.1 The Government shall inspect all scheduled preventative and corrective maintenance, includingreports resulting from the preventive and corrective maintenance. On-call corrective maintenanceinspections will be performed periodically, as deemed necessary by the Contracting OfficerRepresentative.
16. CONTRACTOR PERFORMANCE EVALUATIONS
a. In compliance with FAR Subpart 42.15, Contractor Performance Information, an evaluation of contractor performance will be conducted at contract completion. Interim performance evaluations will be conducted at least annually for contracts with a period of performance, including options, exceeding one year. As a minimum, the evaluation shall include the information in FAR 42.1501 "General".b. Each completed evaluation will be provided to the contractor. The contractor will have a minimum of 30 calendar days to submit comments, rebut statements, or add additional information.c. Disagreements between the parties regarding the evaluation will be handled in accordance with FAR 42.1503 (b).d. Copies of the evaluation, contractor response, and review comments, if any, may be retained for up to three years after contract completion as part of the evaluation file.e. Past performance information will be shared, as requested, with Government source selection officials to support award decisions and may be maintained in the government databases available to other Government personnel.
a. Outcome. The contractor shall provide Madigan Army Medical Center with on-site full service maintenance services of the Flexible Rhino-laryngoscope, 3.5MMx30CM 70 degree Angle of View Scopes.
b. Standards. The standard of performance for the listed measures is 100% conformance to contract requirements.
c. How measured. Clinical Engineering Branch (CEB) personnel will monitor contractorperformance by verifying service report documents upon completion of each repair or service.
17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)17.1. The purpose of this QASP is to provide a planned process for surveilling the contractor's actual performance and comparing that performance against the contractual requirements to determine conformity in accordance with the Performance Work Statement (PWS). The policy of the Government for contractor quality control and Government quality assurance and applicable definitions are provided in the Federal Acquisition Regulations (FAR) in Part 46 Quality Assurance. The Government has the right to change or modify this quality assurance surveillance plan and methods at its discretion.
17.2 Surveillance Methods: The Contractor's performance will be monitored by the Contracting Officer's Representative in conjunction with input from the customer (s). Completed delivery of services will be verified with the PWS prior to making any payment approvals. Incomplete or delayed performance will be forwarded to the Contracting Officer.
17.3 Remedy: Should unacceptable performance occur, the government will document the Contractor's past performance, issue cure notices or may terminate the contract by default.
18. CONTRACTOR MANPOWER REPORTING
ACCOUNTING FOR CONTRACT SERVICES-The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil The required information includes the following: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractor); (6) Estimated direct labor dollars paid this reporting period (including sub-contractor); (7) Total payments (including sub-contractor); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (10) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language, and, (12) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. This cost will be reflected on a separate line item and can be invoiced upon completion of the report.
Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.
The contractor shall notify the Government Point of Contact (POC) by the 5th working day of November whether or not they have completed this report. If the POC is unavailable, the contractor will notify the Contracting Officer.
The following information is provided for the Contractor's use in completing the above report:
Predominant Federal Service Code: J065
Unit Identification Code for the Army Requiring Activity: W0Q1AA
CMR ITEM REQUIREMENTS: 1. Contracting Office / Contracting Officer, Contracting Officer Tech. Rep Western Region Contracting Office, MEDCOM /
2. Contract Number W91YU0-16-X-XX3. Beginning/Ending Dates covered 4. Contractor Name, Address, Phone Number, email, & POC 5. Estimated Direct Labor Hours (including sub-contractors) 6. Estimated direct labor dollars paid this reporting period (including sub-contractor 7. Total Payments (including sub-contractor) 8. Federal Service Code J0659. Army's Organizational UIC W0Q1AA10. Location of Work 9843111. Deployment/Contingency None12. Number of Contractor/Sub-contractor Employees deployed in theater None