Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

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 a BRAND NAME OR EQUAL (IAW THE SALIENT CHARACTERISTICS) RFQ for Service-Disabled Veteran Owned Small businesses. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01 effective December 30, 2022.
The associated North American Industrial Classification System (NAICS) code for this procurement is 3332812 Metal Coating, Engraving (except Jewelry and Silverware), and Allied Services to Manufacturers with a small business size standard of 600 employees.
The FSC/PSC is 6515 | Medical Surgical Instruments, Equipment, and Supplies
The Birmingham VA Medical Center is seeking to purchase a CensiMark Surgical Instrument Laser Marking System or Equal System.

All interested companies shall provide quotes for the following Brand Name or Equal items:

ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Laser marking Equipment
LOCAL STOCK NUMBER: CT0206
1.00
EA
__________________
__________________

0002
Training Base Services Package 1-WEEK ONSITE TRAINING & SETUP
115.00
EA
__________________
__________________

0003
INSTALLATION

1.00
EA
__________________
__________________


GRAND TOTAL


Salient characteristics for the Laser Marking System below;
Features:
Protective Housing
Contains the laser light and ensures no direct beam or scattered beam escapes the system.
Safety Interlocks (redundant)
These interlocks engage when the protective housing is opened; thereby, automatically suttering off power to the laser and placing an optical shutter in front of the laser beam.
Emergency Stop Control
A fail safe control switch to shut off the laser in an emergency.
Key Control
Keys switch which enables the laser to be used and mitigates unwanted usage of the system.
Laser Emission Indicated
Light which indicates when the laser is beam is operating.
Laser Safe Viewing Window
Made with laser safe acrylic (O.D.7+ 1064nm), this material gives the user te ability to safely view the operation of the laser through the viewing window.
Beam Attenuator (Laser Shutter)
When actuated, it will block the laser beam s path, and if the shutter mechanism fails, it fails in a safe state (i.e., blocks the laser beam).

STATEMENT OF WORK (SOW)
GENERAL INFORMATION

Title of Project: Birmingham Veterans Affairs SPD CensiMark Laser Unit

Objective: To procure and fulfill necessary Laser Unit which will conform to standardization of equipment based on the mandated track flow of instruments.

Scope of Work: The procurement of this equipment is intended to provide a flexible portfolio of instrument tracking options using CensiTrac, a highly advanced, web-based, customer-friendly platform. The solutions ensure instruments, trays, and mobile equipment are accurately tracked through robust inventory controls and management. This SOW shows the relationship between Censis, highlighting the responsibilities of both teams. The project initiates with a project opportunity and client engagement, then leads to the finalization and execution of a contract to implement CensiTrac already in place in the facility. This includes all planning, execution, and training for staff. Upon receiving the final purchase order, Censis Technologies/Selected Vendor will assign a project manager to act as the single point of contact in all matters involving the implementation. The project management functions follow the framework of the company s process and methodology for conducting implementations. Censis/Selected Vendor will ensure it has adequate resources for accomplishing all phases of the project, including the training of personnel.

GENERAL REQUIREMENTS

The Government and the Contractor understand and agree that the services to be delivered under this contract by the Contractor to the Government are non-personal services and the parties recognize and agree that no employer-employee relationships exist or will exist under the contract between the Government and the Contractor s employees.

Hours of Work: This contract is a full-service contract to include all necessary support calls and services. The period of performance for the implementation of a CensiMark /or Equal Laser unit is generally between 90-120 days from receipt of the purchase order. All work will be scheduled to complete within this timeframe. Any modifications or extensions will be agreed upon between Censis and the Birmingham VA Medical Center and may result in additional fees.

Place of Performance: Censis / Selected Vendor will perform the software setup work at its headquarters. The equipment setup and training will be conducted at the Birmingham VA Medical Center.

Design quality and capabilities: Censis Technologies Fiber Laser is a Class 1 desktop laser system for marking instruments. It features a powered Z-axis with auto focus, scanning galvo head, and simplified red dot focal system. This fully contained unit is ready to mark inventory out of the box. Whether marking stainless, titanium, aluminum or other substrates, this system will accommodate. The easy-to-use software interface comes with presets for marking the various materials commonly used. Censis provides a full turnkey solution and works to tailor a package that meets specific need.

Design considerations for new equipment: mandated and works with system already in place.

Project Management and Execution: Censis/Selected Vendor will be responsible for performing tasks throughout various stages of this project. The following is an overview of these tasks which will result in the successful completion of this project:

Lead a kick-off meeting with Sterile Processing Department Manager and Birmingham VA Medical Center Office of Information & Technology Department. The assigned project manager will provide an overview of the implementation methodology.

Work with staff to gather and refine requirements and scope of the project.

Create and present a detailed project plan including a schedule.

Track the ordering of hardware.

Ship hardware

Configure computer for laser unit control.

Install laser unit and workstation computer, in accordance with all facility safety requirements.

Provide training on operation of the laser unit, marking, and commissioning of instruments into CensiTrac.

Project Planning: Upon receipt of awarded contract, the Birmingham VA Medical Center Customer and Contractor s Project Manager will review and confirm the timeline for delivery and installation, including reviewing the requirements for site readiness, delivery logistics, storage availability, and complete the Ship and Install Date Confirmation Form. The Vendor will present a project closure report (PowerPoint) to client for review and approval. Vendor will present a project training checklist showing that all training tasks have been completed.

Installation-Implementation: Contractor Project Specialist and Service Technician will validate Mechanical installation and provide staff for up to 32 hours of training during agreed upon time periods. Once the training is completed, Vendor will provide a report/presentation for review and approval; the project sponsor will either sign off on the project or reply to vendor, in writing, advising what tasks must still be accomplished.

CONTRACTING OFFICER'S REPRESENTATIVE (COR)

No Government personnel, other than the Contracting Officer (CO), have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification.

Agency Contact: The Contracting Officer s Representative (COR) for this contract will be TBD.

CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated.

Task One: The contractor shall provide a detailed work plan and briefing for the Birmingham VA Medical Center project team, which presents the contractor's plan for completing the task order. The contractor's plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the task order.

The contractor will deliver and install the system. The contractor will offer customer service support regarding any issues or concerns with the equipment.

The contractor will conduct training for the utilization and troubleshooting in the Sterile Processing Department and end-users area for the Sterile Processing Service (SPS) staff and selected staff from the service lines, Office of Information and Technology, and Biomed staff.

Deliverable One: The life expectancy of this equipment, barring accidental misuse or abuse, would sustain the Sterile Processing department and staff for many years, and the importance of this equipment is to expand and improve the quality of services provided to Veterans. No PHI/PII will be stored on the device or provided to the contractor.

Task Two: Provide Technical support that is available.

Provide repair service and repair parts/spare parts, as needed.

Provide maintenance as a service creates, designs, implements, and/or integrates customized changes to software that solve one or more problems and is not included with the price of the software. Software maintenance as a service includes person-to-person communications regardless of the medium used to communicate telephone support, online technical support, customized support, and/or technical expertise which are charged commercially.

SCHEDULE FOR DELIVERABLES

The shipment of deliverables will occur when equipment is ready. Delivery should be made No Later Than 60 days after award of the contract. The contractor should be able to install the equipment within 3 4 weeks after the contract is awarded.

A copy of a packing slip with purchase order number will be furnished at the time the order is delivered.

Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

WARRANTY

Standard manufacturer warranty

CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

REPORTING REQUIREMENTS

Services Performed: For services that will be performed during normal working hours, the contractor must report to the front Entrance (wearing a face covering that covers the nose and the mouth) of Building 135 to get temperature read and COVID -19 survey questions completed. The contractor will be met by a staff member and escorted to the Sterile Processing Service Department. While on station a face mask shall be worn at all times. After all work is completed, the contactor must report to Associate Chief Nurse, Operations to provide a complete report of services performed. Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted for processing.

Remote Access: If remote access is required, the contractor must comply with all VA Office of Information and Technology security requirements. The contractor shall follow through on all requirements to utilize a National Site-to-Site VPN or individual contractor VPN accounts. Failure to maintain this access by the contractor may result in termination of the contract.

TRAVEL

If there is any anticipated travel, the cost will be incurred by the contractor.

GOVERNMENT RESPONSIBILITIES [If applicable]

The Birmingham VA Medical Center will provide procedural guides, reference materials, and program documentation, as needed.

CONTRACTOR EXPERIENCE REQUIREMENTS

The government will determine on a stated requirements basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated.

If a key person becomes unavailable to complete the stated requirement, the proposed substitutions of key personnel shall be made only as approved directed by the CO and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein.

The contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

The contractor must inform the VHA COR and Project Manager/Task Manager (if applicable) when personnel are removed from the contract for any reason.

If a key person becomes unavailable to complete the stated requirement, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager (if applicable).

CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

SECURITY AND CONTINGENCY PLAN

The contractor shall provide a contingency plan in writing to the agency prior to the award of the contract for agency review which details how the contractor shall deal with unplanned events such as vehicle breakdowns, communication, transfer of materials, vehicle security, breach of security of documents, etc.

QUALITY ASSURANCE

The VA may request, at any time, a quality assurance monitor related to security and customer service to ensure all agency regulations and scope of work is being met and is acceptable to the agency.

The contractor shall adhere to the VA policies and applicable to include guidelines designed to protect sensitive and confidential information from being disclosed to unauthorized parties and adhere to the Privacy Act and the HIPPA Privacy Rules and regulations. Examples of sensitive information include but are not limited to: Individually identifiable medical, benefits, and personnel information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance.

PROCEDURES FOR ACCESS

Access requirements to VA information systems by contractors and contractor personnel shall meet or exceed those requirements established for personnel as described in VHA directives. A written and signed request for user access by VHA management, or designee(s), constitutes management approval (sponsorship) to initiate a request for access to any sensitive automated information system. Access shall be granted to non-VA users only if the purpose for access meets criteria of the Privacy Act and VA Confidentiality Regulations and Transfer.

Any of the contractor s personnel shall be required to sign-in before starting work under this contract and abide by the VA Computer Access Security Agreement and Confidentiality Agreement.

ADHERENCE TO INFORMACTION, SECURITY, PRIVACY, AND RECORDS REQUIRMENTS

Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity s option, VA information gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law and specifically permitted by Covered Entity.

As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all VA information has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all VA information retained will be safeguarded to prevent unauthorized Uses or Disclosures.

Prior to termination or completion of this contract, contractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

SALIENT CHARACTERSITICS

Minimum Salient Characteristics

Electronic tracking instrument management system and data management system for reusable medical devices/equipment requiring sterilization. To include proprietary labeling, scanning technology, and application software, increasing patient safety, and managing high-value equipment inventories.

Inventory Control:

Individual marked instruments are visible and traceable throughout Birmingham VA Medical Center.

Administration Tools:

Standard and custom management reporting.

Summaries and details for inventory, maintenance, utilization, location, etc.
Place of Performance/Place of Delivery
Name:
Birmingham VA Medical Center
Address:
700 South 19th Street
Birmingham, AL 35233-1927

End of Statement of Work

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 52.211-6 Brand Name or Equal (AUG 1999)
FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (NOV 2021)
FAR 52.212-3 Offeror Representations and Certifications Commercial Products and Commercial Services (MAY 2002)
FAR 52.212-2 Evaluation Commercial Products and Commercial Services (NOV 2021)

Offers must complete annual representation and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with paragraph (j) of the provision is appliable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.204-13 System for Award Management Maintenance (OCT 2018)
FAR 52.212-4 Contract Terms and Conditions Commercial Items (NOV 2021)
VAAR 852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020)
VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)
VAAR 852.212-71 Gray Market and Counterfeit Items (FEB 2023)

The following subparagraphs of VAAR 852.203-70 are applicable:

852.203-70, Commercial Advertising
852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)
852.232-72 Electronic Submission of Payment Requests (NOV 2018)
852.246-71 Rejected Goods (OCT 2018)

FAR 52.212-5 Contract Terms and Conditions 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 subparagraphs of FAR 52.212-5 are applicable:
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020)
52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021)
52.219-6 Notice of Total Small Business Set-Aside (NOV 2020)
52.219-28 Post Award Small Business Program Representation (NOV 2020)
52.219-33 Nonmanufacturer Rule (SEP 2021)
52.222-3 Convict Labor (JUN 2003)
52.222-19 Child Labor--Cooperation with Authorities and Remedies (DEC 2022)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (SEP 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020)
52.222-50 Combating Trafficking in Persons (OCT 2020)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020)
52.225-1, Buy American--Supplies (OCT 2022)
52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)
52.222-35, Equal Opportunity for Veterans (JUN 2020)
52.232-33 Payment by Electronic Funds Transfer System for Award Management [OCT 2018]
All offerors shall submit the following:
BASIS FOR AWARD:
The Government will select the quote that is the lowest price technically acceptable that represents the best benefit to the Government at a price determined to be fair and reasonable. Responses should contain your best, terms and conditions.

Once the Government determines there is a contractor(s) that can provide equipment that meet(s) the requirements of the salient characteristics stated in this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited equipment and service to address any remaining issues. Quotes/offerors that do not provide an adequate description of how the product meets or exceeds the requested item(s) will not be considered for award. This is not applicable to offerors that are quoting EXACT MATCH items.

Questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer Darius Crane at darius.crane@va.gov. Please ensure you title subject line of your emailed queries with the solicitation number and name for ease of identity i.e. 36C24723Q0430_1 LASER MARKING SYSTEM Questions must be submitted NO LATER THAN May 4, 2023 @ 08:00 A.M. EST. No phone calls shall be accepted.

Submission of your response shall be received not later than May 11, 2023 @ 09:00 A.M. EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All offers shall be emailed to the Contracting Officer Darius Crane at darius.crane@va.gov no later than the date and time listed. Please ensure you title subject line of your emailed quote with the solicitation number and name for ease of identity i.e. 36C24723Q0430_1 LASER MARKING SYSTEM .

Attachments/Links

Download All Attachments/Links