J065--Sakura Finetek Tissue Processor PM/CM and Repair Services- Greater Los Angeles VA Healthcare System

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% Small Business. 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. This is a firm-fixed price contract. 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 to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on the Sakura Tissue Processing System at The Greater Los Angeles VA Medical Center. The Sakura Tissue Processing System is used to prepare human tissue in paraffin. The system is used to stain and prepare tissue specimens for histological studies. Period of Performance: Base Year, followed by four, one-year options. Estimated start date: 07/01/2024 General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below: EE# Serial Number Equipment PM Frequency 161867 60301244-0215 Tissue-Tek VIP 6 Annual 161508 60301137-0614 Tissue-Tek VIP 6 Annual 161869 61301092-0115 Tissue-Tek Prisma 6130 Annual 161870 65000331-1214 Tissue-Tek Glas g2 Annual 161510 61301038-0814 Tissue-Tek Prisma 6130 Annual 190637 65000304-0614 Tissue-Tek Glas g2 Annual 161509 51013006-0714 Tissue-Tek TEC 5 Annual 190638 51022961-0614 Tissue-Tek TEC 5 Annual N/A 51013681-0218 Tissue-Tek TEC 5 Annual 190639 51023617-0218 Tissue-Tek TEC 5 Annual Table 1: Equipment included as part of this requirement Preventive maintenance and Inspection (PMI) Preventive Maintenance shall be performed annually in February. The Contractor shall perform all manufacturer recommended PMI duties regarding what is specified in the vendor s service manual. The Contractor shall perform PMI in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contract may request a copy of the JC standards from the Program Point of Contact PPOC. The Contractor shall provide all PMI-related replacement parts at no cost to the Government. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The PMI will be scheduled a minimum of five business days in advance with the Program Point of Contact (PPOC). The Contractor shall provide a detailed service report to the PPOC within 10 business days of PMI maintenance. See section 14 for report details . Corrective Maintenance / Repair Services: The Contractor shall conduct corrective maintenance/repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission. The Contractor may request a copy of the JC standards from the PPOC. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support by replying to request within 24 hours and providing support on-site as needed within 7 days. The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. The Contractor shall provide a detailed service report to the PPOC within 10 business days of corrective maintenance. Replacement Parts: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture 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 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, 7:00 am 5:00 pm, excluding National holidays. Telephone support services are available at no additional cost to the Government. 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 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. Any call back for service request for the same type of malfunction shall be at no charge to the Government. Intervening Service Call: When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the PPOC or 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 field service report (FSR) electronically to the PPOC within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. 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. The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract. Reporting Procedures: Program Point of contact (PPOC): TBD 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 log book 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. ***PRICE/COST SCHEDULE*** Base Year Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301244-0215 1 YR 0002 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301137-0614 1 YR 0003 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301092-0115 1 YR 0004 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000331-1214 1 YR 0005 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301038-0814 1 YR 0006 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000304-0614 1 YR 0007 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013006-0714 1 YR 0008 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51022961-0614 1 YR 0009 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013681-0218 1 YR 0010 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51023617-0218 1 YR 0011 Emergency Repairs, Costs in relation to finding 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- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301244-0215 1 YR 1002 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301137-0614 1 YR 1003 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301092-0115 1 YR 1004 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000331-1214 1 YR 1005 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301038-0814 1 YR 1006 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000304-0614 1 YR 1007 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013006-0714 1 YR 1008 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51022961-0614 1 YR 1009 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013681-0218 1 YR 1010 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51023617-0218 1 YR 1011 Emergency Repairs, Costs in relation to finding 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- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301244-0215 1 YR 2002 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301137-0614 1 YR 2003 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301092-0115 1 YR 2004 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000331-1214 1 YR 2005 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301038-0814 1 YR 2006 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000304-0614 1 YR 2007 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013006-0714 1 YR 2008 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51022961-0614 1 YR 2009 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013681-0218 1 YR 2010 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51023617-0218 1 YR 2011 Emergency Repairs, Costs in relation to finding 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- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301244-0215 1 YR 3002 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301137-0614 1 YR 3003 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301092-0115 1 YR 3004 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000331-1214 1 YR 3005 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301038-0814 1 YR 3006 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000304-0614 1 YR 3007 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013006-0714 1 YR 3008 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51022961-0614 1 YR 3009 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013681-0218 1 YR 3010 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51023617-0218 1 YR 3011 Emergency Repairs, Costs in relation to finding 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- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301244-0215 1 YR 4002 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek VIP 6, Floor Tissue Processor SN: 60301137-0614 1 YR 4003 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301092-0115 1 YR 4004 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000331-1214 1 YR 4005 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Prisma 6130 SN: 61301038-0814 1 YR 4006 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek Glas g2 SN: 65000304-0614 1 YR 4007 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013006-0714 1 YR 4008 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51022961-0614 1 YR 4009 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51013681-0218 1 YR 4010 Preventative/Corrective Maintenance, Inspection and Repair- Tissue-Tek TEC 5 SN: 51023617-0218 1 YR 4011 Emergency Repairs, Costs in relation to finding from inspections. 1 JB 0.00 0.00 Grand Total Amount **Please use the 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 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 52.212-5, 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)(5), (9), (12), (18)(i), (26)(i), (29), (30), (31), (33), (34)(i), (36), (39), (40), (48), (55), (62), (c), (1), (2), (3), (7), (8). VAAR 852.203-70 Commercial Advertising (May 2018). 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. Service Contract Act Wage Determination #: 2015-5613 Rev. 26, Dated May 1, 2024. 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 Cost Schedule, Technical Capability, and Past Performance. This contract/purchase order will consist of an estimated base plus four option year period of performance: 07/01/2024 06/30/2029. 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 June 10, 2024, 1400 PST at jennell.christofaro@va.gov only. Subject line shall include INQUIRY TO RFQ 36C26224Q1280 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 June 17, 2024, 1400 PST at jennell.christofaro@va.gov only. Subject line shall include RESPONSE TO RFQ 36C26224Q1280 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