J--Preventative Maintenance 3M Seri-VA Gas Sterilizer and Gas Abator

Department of Veterans Affairs (VA) Network Contracting Office 6 (NCO 6) intends to award a sole source; firm fixed price contract, for preventative maintenance and repair service on the 3M Steri-Vac gas sterilizer and as Abator located at the Salisbury VAMC in NC. Under the authority of FAR 6.302-1 the order must be issued on a sole-source basis in the interest of economy and efficiency because of current warranty on existing equipment. The award is to be made to 3M Company, Saint Paul MN, 55144-1001 NACIS: 811219/ SIZE STANDARD: $20.5M Statement of work Services shall be performed in accordance with terms, conditions, in this statement of work and be in compliance with all manufacturer technical specifications and maintain the original equipment warranty. The service agreement covers both planned and corrective maintenance. All management, tools, equipment, supplies, and labor necessary to ensure planned and corrective maintenance for the 3M sterilizer and gas Abator. All Field Service Engineers (FSE) performing under this contract must be experienced in the service and repair of 3M Healthcare devices used in tertiary health care facilities. TECHNICAL REQUIREMENTS: VENDORS ARE FACTORY TRAINED PERSONEL UNLIMITED INTERIM CALLS DURING NORMAL BUSINESS HOURS DURING CONTRACT YEAR PROVIDE ONE SERVICE CALL DURING NORMAL BUSINESS HOURS ON-SITE PREVENTIVE MAINTENANCE BASED ON THE SPECIFIC NEEDS OF EQUIPMENT CLEANING, ADJUSTMENT & REPLACEMENT OF COMPONENTS AS NEEDED TO MAINTAIN EQUIPMENT IN PROPER OPERATING CONDITION EQUIPMENT LIST: STERILIZER MODEL 5XL; S/N 720528 STERILIZER MODEL 5XL; S/N 720529 ABATOR; S/N 300227 TB & OSHA REQUIREMENTS: The Contractor shall comply with the Federal/California OSHA Blood borne Pathogens Standard. The Contractor shall: a) Have methods by which all employees are educated as to risks associated with blood borne pathogens. b) Have policies and procedures which reduce the risk of employee exposure to blood borne pathogens. c) Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens. d) Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract. B.5 SPECIAL CONTRACT REQUIREMENTS 1.0 KEY PERSONNEL Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance. 2.0 WORK HOURS The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below. The following terms have the following meanings: MONDAY THRU FRIDAY 9AM TO 5 PM, NORMAL BUSINESS HOURS, NO WEEKENDS (2) Federal Holidays: The 10 holidays observed by the Federal Government are: New Year s Day Martin Luther King s Day President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. 3.0 FSS RFQ INTRODUCTORY LANGUAGE The terms and conditions of the contractor's FSS contract (including any contract modifications) apply to all Blanket Purchase Agreements (BPA) and task or delivery orders issued under the contract as a result of this RFQ. When a lower price has been established, or when the delivery terms, FOB terms, or ordering requirements have been modified by the BPA or task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the FSS contract. Any unique terms and conditions of a BPA or order issued under the contract that are not a part of the applicable FSS contract will govern. In the event of an inconsistency between the terms and conditions of a BPA or task/delivery order and the Contractor's FSS terms, other than those identified above, the terms of the FSS contract will take precedence. 4.0 BILLING AND PAYMENT Invoices shall be submitted monthly, in arrears, and shall include at a minimum: Date of invoice, Contract Number, Purchase Order Number, Vendor Name, Invoice Number CLIN & Date of service. All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. The contractor shall submit payment requests in electronic form via VA s Electronic Invoice Presentment & Payment System. See Web site at http://www.fsc.va.gov/einvoice.asp 5.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) (a) FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15. (b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action. (c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public. (d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site. (e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, No Comment in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment. Your response is due within 30 calendar days after receipt of the CPAR. (f) The following guidelines apply concerning your use of the past performance evaluation: (1) Protect the evaluation as source selection information. After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions. (2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control. (3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes. (g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period. (h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed. 6.0 CONTRACT ADMINISTRATION Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. This notice of intent to sole source is not a request for competitive quotes. However, interested parties may identify their interest and capability to respond to this requirement no later than 10am, December 27 2016, EST time. Interested parties must submit all technical information required to make a determination that the proposed units meet or exceed the specifications of the above referenced unit. A determination by the Government not to compete this proposed contract, based on responses to this notice, is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. System for Award management (SAM): Rule requires a firm to be registered in the SAM Registration Database (SAM) and ORCA (www.bpn.gov) prior to award of any contract and agreements. Firms must register on a one-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM go to: https://www.sam.gov/portal/public/SAM. If you have any questions, please contact Contract Specialist via email [email protected].