Closed 444 days ago

Date published
Closed 455 days ago
Closed 444 days ago
- None

Janine Childs
(585) 297-1460 x72432
United States


(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6 and FAR 13 Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24220Q0815.
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06.
(iv) This procurement is being issued as an unrestricted open market solicitation. The North American Industry Classification System (NAICS) code is 811219, Other Electronic and Precision Equipment Repair and Maintenance, with a small business size standard of $22 Million.
(v) The Contractor shall provide pricing to provide Hill-Rom bed service and maintenance for the Bath VA Medical Center (VAMC). See table below, corresponds with Statement of Work requirements:
Base Year: 7/20/2020 6/30/2021: Hill-Rom bed service and maintenance (includes emergent service)

Option Year One: 7/1/2021 6/30/2022: Hill-Rom bed service and preventative maintenance (includes emergent service)

Option Year Two: 7/1/2022 6/30/2023: Hill-Rom bed service and preventative maintenance (includes emergent service)

Option Year Three: 7/1/2023 6/30/2024: Hill-Rom bed service and preventative maintenance (includes emergent service)

Option Year Four: 7/1/2024 6/30/2025: Hill-Rom bed service and preventative maintenance (includes emergent service)

Total Contact Amount

(vi) Description of requirement: The contractor shall provide all requirements identified in the below Statement of Work (SOW).
This is a requirement for annual preventative maintenance (PM), routine and emergency repairs on 109 Hill-Rom hospital beds located at the Bath VA Medical Center, 76 Veterans Avenue, Bath, NY 14810-0810 from July 20, 2020 June 30, 2021 with the provision of four (4) option years.
Model Number
Number of beds on site

This service agreement shall include the following:
A.2.1 General Repair/Service Requirements
A.2.2 Preventative Maintenance
A.2.4 Emergency Repair
Upon completion of service the contractor shall provide the VA with a written service report to include a no charge invoice summarizing the maintenance of the Hill-Rom beds.
A.2.1 General Repair/Service Requirements
Contractor shall coordinate with the Contracting Officer Representative (COR) to schedule all onsite preventative maintenance services at least one (1) week prior to requested dates. All work shall be performed during normal business hours Monday Friday from 8:00 am 5:00 pm, excluding federal holidays. No work shall be planned on federal holidays. Federal holidays shall be defined as the following dates: New Year s Day, Martin Luther King, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day.
Contractor personnel shall register with VA Police upon arrival to the Bath VAMC and receive a VA issued Contractor ID badge.
The contractor shall then report to the COR prior to the starting of work activities. All work shall be monitored by the COR for completeness per SOW. Upon completion of each on-site visit testing, a formal review by the COR shall satisfy the evaluation of completeness.
All work activities during normal business operations are not to interfere with patient and/or staff. The Medical Center must maintain its operation 24 hours a day 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the service provider s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the safety plan to be used during the work. Location and retrieval of beds due for inspection is the responsibility of the vendor and shall also require a work plan and a schedule defining the duration of the work.
Contractor does not have to be Hill-Rom certified.
Ten (10) replacement mattresses shall be provided by the vendor each year of the contract. Should more than ten (10) replacement mattresses be required within the option period, the mattresses shall be supplied by the VA. All repair and preventative maintenance parts and materials shall be Original Equipment Manufacturer (OEM) and supplied by the vendor.
Non-emergent service calls shall be completed within 48-72 hours of service call.
Contractor shall repair deficiencies identified during the PM and/or scheduled ahead of time with the COR.
The contractor shall test the functionality of the equipment upon completion of repair. The test shall ensure that the damaged parts have been successfully repaired and all functions including, but not limited to, those related to repaired parts, are operational.
The contractor shall make recommendations for changes and improvements, which may be pertinent to meet the scope of work, only to the extent indicated on this agreement. No additional services shall be made without the prior approval of the COR.
A stock of vendor owned common repair parts shall be stored on site for vendor use in the Warehouse, Building 103. A monthly inventory shall be supplied to the COR of what parts are stored on site.
Monthly documentation of all repairs completed, and parts is required.
Minor repairs can be made in the patient s room where the situation allows; however, 99% of beds shall be repaired in the warehouse. Beds are utilized in buildings 76, 78 and 104.
All travel, labor, and parts shall be included in the contract.
A.2.2 Preventative Maintenance
Annual preventative maintenance shall be done as per OEM service recommendations by complying with applicable codes and safety regulations.
Annual maintenance shall consist of the following:
Check overall condition of bed. Examine that the structure and welded assemblies are in good working condition and free of corrosion. Provide necessary paint retouches.
Check mattress surface for wear and cracking, replace if needed.
Replace drive and control batteries every three years per manufacturer guidelines.
Calibrate patient weight scales. Calibrate scale as per manufacture s guidelines.
Repair any problems found and prepare a written report of all maintenance completed.
Beds shall be inspected in the Warehouse, Building 103 (site map attached). Beds in need of repair shall be moved from patient area to the Warehouse by VA staff.
All safety features must be operational after each service repair.
An annual written evaluation of all equipment is also required.
A.2.4 Emergency Repairs
Vendor shall provide telephone response within two (2) hours of emergent service call.
Vendor shall be on-site for emergent repairs within 24 hours of initial call. Completion of repair shall be the same day as coming on-site, or otherwise agreed upon time with COR based on part availability.
(vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance.

FOB Destination:
76 Veterans Ave
Bath, NY 14810
(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following provisions are included as addenda to FAR 52.212-1, and all offers must reference:
Solicitation number for this requirement as 36C24220Q0815
Name, address and telephone number of offeror
Technical capability of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all of the technical evaluation sub-factors. Failure to address all of the sub-factors will result in your package being determined incomplete.
Terms of any express warranty, if applicable
Quality Control Plan
Price. Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractor s package being determined to be incomplete.
Acknowledgement of any solicitation amendments
Past performance information
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation
Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
The following provisions are included as addenda to FAR 52.212-1:
52.204-7 Systems for Award Management (OCT 2018)
52.204-16 Commercial and Government Entity Code Reporting (July 2016)
52.233-2 Service of Protest (SEP 2006)
852.215-72 Notice of Intent to Re-Solicit (OCT 2019)
852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition.
The following are considered Acceptable/Non-Acceptable factors. Failure by the contractor to meet these qualifications or provide evidence of them in their submitted quotation will result in immediate disqualification from award. These factors are non-negotiable and must be addressed in their entirety.
Award shall be made to the contractor whose quotation offers the lowest priced technically acceptable to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:
Factor 1 Technical Capability: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Technical Capability will be determined on the basis of the qualifications of the offeror s capability statement.
Provide a maximum of a 5-page capability statement demonstrating technical Capability to meet all of the requirements of the Statement of Work.
Describe technician qualifications/experience in working on equipment noted within the statement of work.

Factor 2 - Past Performance: Identify at least three references, preferably federal agency contracts, including contract number, dates of performance, points of contact, and telephone numbers, whereby you have provided the same or similar services, of the magnitude described in this solicitation. References will be considered in the evaluation process.
The contractor will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contracting office will also review performance history in CPARS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating.  
Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. 
  (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
Factor 3 Price: Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis. Vendor must provide a cost breakdown for services to be performed and a labor mix for personnel in order for the contracting officer to properly evaluate price reasonableness.
Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. 
  (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(End of Provision)
(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.
(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)
52.204-4 Printed of Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)
52.204-13 System for Award Management Maintenance (OCT 2018)
52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-18 Availability of Funds (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
52.237-2 Protection of Government Buildings, Equipment and Vegetation (APR 1984)
852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) applicable provisions and clauses noted in blue below:
852.203-70 Commercial Advertising (MAY 2018)
852.209-70 Organizational Conflicts of Interest (JAN 2008)
852.232-72 Electronic Submission of Payment Requests (NOV 2018)
852.233-70 Protest Content/Alternate Dispute Resolution (OCT 2018)
852.233-71 Alternate Protest Procedure (OCT 2018)
852.270-1 Representatives of Contracting Officers (JAN 2008)
852.219-75 Subcontracting Commitments Monitoring and Compliance (JUL 2018)
852.237-75 Key Personnel (OCT 2019)
(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2018)
52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)
52.219-28 Post Award Small Business Program Representation (Jul 2013)
52.222-3 Convict Labor (June 2003)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (APR 2015)
52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)
52.222-50 Combating Trafficking in Persons (MAR 2015)
52.222-51 Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018)
(xiii) The Service Contract Act of 1965 does apply to this procurement, unless the offeror certifies their exemption to 52.222-51, Exemption from Application of the Service Contract to Maintenance, Calibration, or Repair of Certain Equipment Requirements (May 2014)
(xiv) N/A
This is an open market combined synopsis/solicitation for the Hill-Rom service and maintenance for the Bath VAMC as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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."
"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:"
The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition.
Submission shall be received no later than 12:00 PM EST, Tuesday, July 7, 2020. The government shall only accept electronic submissions via email, please send all quotations to Janine.Childs@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). RFI s will not be accepted after Wednesday, July 1, 2020 @ 12:00 PM EST.
(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Janine Childs, Contracting Officer; Janine.Childs@va.gov .

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