Amendment 8: Cancel RFP-24-PHX-03 The purpose of this amendment is to provide notice that Cibecue Health Center has requested to cancel this procurement. Amendment 7: Room Measurements The purpose of this amendment to provide measurement to Room-143-Control and Room-142-X-Ray, see attachment Amendment-7 Measurements. Amendment 6: Extend Offer Due Date The purpose of this amendment is to extend Offer Due Date from June 28, 2024 to July 5, 2024 and the time shall remain the same. Amendment 5: Questions on Image Delivery Question#1: Are the images due at your location on the same date and time as the RFQ response. June 28, 4:00pm MST?? Answer: Submit images as requested on Amendment 4 on June 28, 4:00 PM MST/PDT. Question# 2: General Electric has run into issues burning the images to CD and they are asking if Contracting will allow their images to be sent via a link to a box folder. Answer: Images will be submitted as a CD or DVD. We are not accepting via a link to a box folder. Amendment 4: Address to Send Technical C. Image Quality Indian Health Service 40 North Central Avenue, Suite #507 Phoenix, AZ 85083 Attention: Donovan Conley, 602-364-5174,
[email protected] Phoenix Area Office, Division of Acquisition Management. Amendment 3: Question Question: A significant cost savings could be realized if surface mounted raceways/conduits will be allowed as presently exist in current X-ray room. Answer: We have no issues with utilizing the current infrastructure so long as it is verified that it will support the new unit. Amendment 2: Extend Offer Due Date This amendment is to chagne Date Offers Due from June 10, 2024 to June 28, 2024 and the time shall remain the same. All other provisions shall remain unchagned. .Amendment 1: Question and Answer Question: It appears that a stitching stand is being requested. Should stitching be included in our proposal? Answer: Cibecue Health Center will not need stitching. Brand Name or Equal New General Electric Definium XR/f, Delivery, Installation, Training, Testing, Set-Up, Removal of Existing Equipment, Trade-In and Service Agreement. Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) Place of Performance: Cibecue Health Center, Cibecue, AZ (i) This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in subpart 12.6 and FAR 15.1 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. The Government will award a firm-fixed price contract resulting from this combined synopsis/solicitation, to the responsible offeror whose offer is conforming to the “Brand Name or Equal” synopsis/solicitation where best value is expected when utilizing Trade-Off procedures in accordance with FAR 15.101-1. (ii) Solicitation number is #RFP-24-PHX-03 and is issued as a Request for Proposals (RFP). (iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-04, Effective 05/01/2024. (iv) This requirement is restricted to Indian Economic Enterprises Small Business (ISBEE)/Native Owned Small Busiess (NOSB) and the associated NAICS Code is 334517 with size standard of 1,200 employees. (v) The Contract Line Items (CLINs) are listed on Price Schedule. Offers shall enter all prices for all the CLINS on the Price Schedule. Not providing prices for all CLINS items shall make your offer non-responsive to the solicitation. FAR 52.211-6, Brand Name or Equal - All items must comply and must have the alike salient characteristics of the items stated below, to include technical documentation to support products being offered as equal items. See Attachment A - Price Schedule. (vi) The Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) intends to procure for Brand Name or Equal General Electric Definium XR/f, Delivery, Installation, Training, Testing, Set-Up, Removal of Existing Equipment, Trade-In and Service Agreement. This procurement is for NEW Equipment ONLY; no remanufactured or "gray market" items. Vendor shall be an Original Equipment Manufacturer (OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All, warranty and service associated with the equipment shall be in accordance with the OEM terms and conditions. All Equipment must be covered by the manufacturer's warranty. The quote MUST include a copy of the authorized distributor letter from the manufacturer to verify that the vendor is an authorized distributor of the products being quoted. (vii) Delivery and acceptance terms for this contract award is FOB Destination. Delivery Addresses: Cibecue Health Center, 2 West 3rd Street, Cibecue, AZ, Attention: Brian Campbell Delivery is 120 days or sooner After Receipt of Order. (viii) Addendum to FAR 52.212-1, Instructions to Offerors – Commercial Items (Oct 2018). 1. Adherence to Instructions: The offeror must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. The offerors proposal shall provide three (3) separate electronic volumes: 1. Electronic Volume I – Technical Proposal, 2. Electronic Volume II – Price Proposal, and 3. Electronic Volume III – Past Performance Information. Offers, including all required documents, must be submitted to the Contact Specialist, Donovan Conley, to
[email protected]. Documents must be prepared and labeled according to the format below or offers may be deemed NONRESPONSIVE per section, “6. Proposal – General Information (Proposal Format Submission)”. Please reference section “ADDENDUM to FAR 52.212-2 - Evaluations - Commercial Items” for additional information about Evaluation factors for this solicitation. Documents must be properly executed and submitted not later than the close of business of the offer due date which is June 10, 2024 at 4:00 PM MST (AZ Time). No questions will be taken after June 7, 2024 12:00 PM MST (AZ Time). Only electronic offers will be emailed to
[email protected]. Any submission of offers after the closing date of the June 10, 2024 at 4:01 PM MST (AZ Time) will not be accepted for consideration. 2. Exceptions to Terms and Conditions: Offerors must clearly identify any exception to solicitation terms and conditions and provide accompanying rationale. 3. Registration in System For Award Management (SAM): In order to be eligible for contract award offerors must be registered in SAM at https://www.sam.gov. Contractor shall submit a full complete PDF copy from SAM.gov showing registration. 4. Proposal – General Information (Proposal Format Submission): a. The offer shall consist of three (3) separate electronic volumes: • Electronic Volume I – Technical Proposal • Electronic Volume II – Price Proposal • Electronic Volume III - Past Performance Information b. Documents must be fully responsive to and consistent with the following. • Solicitation requirements • Page formatting. Incorrectly formatted pages and excess pages will not be read or evaluated, and will be removed from the proposal. c. Electronic Copy: • Must be in Adobe (.pdf), Microsoft Word version 2013 for Volume 1 and 3. Volume 2 shall be in Excel 2013 or earlier format. d. Evaluation Criteria: See provision ADDENDUM to FAR 52.212-2 – Evaluations - Commercial Items in Paragraph (ix). 5. Electronic Volume I – Technical Proposal: A. Technically Acceptable B. Product Performance C. Image Quality D. Service E Training 6. Electronic Volume II – Price Proposal: The price proposal shall be specific, complete in every detail, and separate from the technical and past performance proposal. Complete and submit pages 1, and Attachment A Price Schedule with Electronic Volume II – Price Proposal. Contractor shall state in their proposal that the quote shall remain effective for 120 calendar days after close of solicitation. 7. Electronic Volume III – Past Performance Information: Offerors are required to furnish one to three current, or recently completed Federal, State, local government, or private contracts under which you have provided the same or similar services required in this solicitation within the last five (5) years. Provide contact name, date of performance, and point of contact, telephone number, fax number and e-mail address. Past performance will be reviewed to assure that the offeror has relevant and successful performance history. Contractor shall notify all references that have been provided to the IHS for their solicitation and respond within 1 business day of email or telephone contact by the Service Unit. Past Performance reference format: Contract Business Name:______________________________________________ Contract Address:___________________________________________________ Contract COR/POC Name, Email, and Phone Number:_______________________ Contract Number/Contract Award Date:___________________________________ Contract Description:__________________________________________________ Contract Cost including Options: _________________________________________ Comments:__________________________________________________________ (ix) Addendum to FAR 52.212-2, Evaluation – Commercial Item (Oct 2014). METHOD OF AWARD: Award will be made on a firm fixed price basis and will be based on all the factors as shown above. The Government intends to make an award based on initial offers, without discussions. As such, Contractors are encouraged to submit their best proposal as their initial offer. While the Government intends to award based on initial offers, the Government reserves the right to open discussions with all Contractors within the competitive range should the Contracting Officer make a determination that discussion would be in the best interest of the Government. The contract will be awarded to the offeror that presents the best value to the government. Technical and past performance when combined are greater in importance than price. The evaluation process shall proceed as follows: Initially, all technical proposals submitted by offerors will be evaluated. The past performance information provided will be validated by contacting the offeror’s submitted information. The price proposal will be evaluated to determine a fair and reasonable price. An award shall be made to the offeror whose proposal represents the best overall value to the Government. The following factors shall be used to evaluate offers: TECHNICAL EVALUATION FACTORS: A. Technically Acceptable Each offeror will be evaluated on product offered using the following Salient Characteristics on Attachment A – Scope of Work, Digital Radiography Unit, Paragraph J. Contractor is to submit supporting specification documents with proposal. B. Product Performance a. The product should have a reliability of 98% or higher uptime, submit documents. b. Contractor is to submit supporting documents with quote on product performance. C. Image Quality Image quality that demonstrates clear images, metal artifact reduction, dose reduction, spatial resolution. Images are to be acquired by the product being offered in this solicitation. Study Description Criteria ## See Studies under Attachment Combined Synopsis Solicitation RFQ-24-PHX-03 All images must be submitted with dose amount, patient weight, age, and sex. Images are to be submitted on a CD in DICOM format with quote. Images are to be normal common everyday results from equipment being proposed. Images are not to be enhanced beyond the normal common usage of the machine. D. Service Each offeror will be evaluated on the service plan using the standards as follows. The Government will focus on the emergency/nonemergency repair and preventive maintenance plan offered. (1) Contractor maintains Monday through Friday, 8 am to 4 pm response to service calls and contractor responds within 1 to 4 hours of the initial service call and contractor has repaired equipment on site within hours of the service call. (2) Remote technical support must be available 24/7 to solve service calls (3) Contactors detailed document on Preventive Maintenance and Emergency Repair/Nonemergency Repair services for equipment. 1. Contractor detailed Quality Control Program (QCP). 2. Contractors ability to respond to an Emergency Repair/Nonemergency repair request. Contractor is to submit service plan documents with quote. E. Training Each offeror will be evaluated on the training plan using the standards as follows. The Government will focus on the training plan offered. a. Equipment training should include as a minimum: application training, warmup procedures, emergency shutdown procedures, any proprietary QA/QC testing procedures, and system administrative configuration procedures; b. Radiology Information System Package (RPMS) and PACS and/or as needed for advanced follow-up training as a minimum: Equipment training should include: DICOM (MDWL, Store, Query/Retrieve, and Print) functionality training, application training, any proprietary QA/QC testing in digital environment, and system administrative configuration procedures; c. Each facet of the contractor’s training program (described below): i. Staff training prior to installation of the equipment. ii. Availability of contractor’s educational staff to answer questions during the training process and after clinical implementation. iii. Quality of contractor’s staff training material; this includes written, visual, digital, and on-line training and refresher programs. The on-line programs must interface with our facility’s existing on-line staff education and competency documentation program. Contractor quote is to submit training plan information with offer. Rating System Standards and Definitions: The definitions below reflect the Government assessment of solicitation compliance and the expected results on the offeror's proposed approach. The rating focus on strengths and weaknesses of the Contractor’s technical proposal based on the Technical Ratings below: TECHNICAL RATINGS Rating Description Exceptional - Contractors response meets all contract requirements for evaluation factor and exceeds many to the Governments Benefit. Very Good - Contractors response meets contract requirements for evaluation factor and exceeds some to the Governments Benefit. Satisfactory - Contractors response meets contract requirements for evaluation factor. Marginal*- Contractors response does not meet some of the contract requirements for the evaluation factor. Response reflects a serious deficiency to meet the government’s requirements which may or may not be correctable Unacceptable - Contractors response does not meet any of the contract requirements for the evaluation factor. Response reflects serious deficiency to meet the government’s requirements which are not correctable. *Marginal: A rating of marginal will be considered as Unacceptable and will not be considered for award. PAST PERFORMANCE EVALUATION FACTORS: A. Contractor should have experience as stated in Attachment A, B, C: Statement of Work in a private practice and/or hospital for at least the minimum years in the specialty of their field (see Attachment A, B, C: Statement of Work for minimum years). The lack of experience at an Indian Health Service, Service Unit should not discourage a potential Contractor from submitting an offer. Past performance evaluation will consider reliability of past performance information, source of information, and the relevance of information. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating. B. Offeror shall submit at least two or more similar or same scope of contracts with government agencies and private industry in terms of quality of work, compliance with performance schedules, provision of qualified persons to client both at time of award and to replacement of Contractor persons. In addition PPIRS and FAPIIS data may be used for evaluations. The following adjectival rating system will be used by the Government to determine the overall past performance rating of each proposal: Past Performance Rating Rating Description Very Low Risk - Offer's past performance record provides essentially no doubt that the offeror will successfully perform the required effort. Low Risk - Offer's past performance record provides little doubt that the offeror will successfully perform the required effort. Moderate Risk - Offer's past performance record, although satisfactory, provides some doubt that the offeror will successfully perform the required effort. High Risk - Offeror's past performance record provides substantial doubt that the offeror will successfully perform the required effort. Neutral/Unknown Risk - The offer has no relevant past performance record. A thorough search was unable to identify any past performance information. PRICE: Cost/price will be evaluated for reasonableness. The price must represent what a prudent person would pay when consideration is given to prices in the market. An award shall be made to the offeror whose proposal represents the best overall value to the Government. The price proposal shall be specific, complete in every detail, and separate from the technical proposal. The price proposal shall be submitted on enclosed pages of Price Schedule, Schedule of Supplies/Service and shall contain all information relative to cost and pricing. (Also submit pricing information as indicated in Attachment F Price Schedule). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if a later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. The Government may exercise its right to award without discussions. Contractor shall state in their proposal that the quote shall remain effective for 120 calendar days after close of solicitation. (x) Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items (Feb 2024), with its offer. FAR 52.217-5 Evaluation of Options (Jul 1990) FAR 52.216-1 Type of Contract (Apr 1984), The Government contemplates award of a Firm-Fixed Price award resulting from this solicitation. (xi) FAR 52.212-4 Contract Terms and Conditions – Commercial Items (Nov 2023) applies to this acquisition. Addendum to FAR 52.212-4 (g) Invoices. 1. Invoices: Invoices shall be submitted in ARREARS: a. Quarterly [ ] b. Semi-Annually [ ] c. Other [X] After shipment of equipment CLINS and performance (monthly) of all service CLINS. 2. Invoicing Instructions: Invoicing will be completed electronically at www.ipp.gov or any successor site. Note: The IPP Helpdesk is
[email protected] HHSAR Clause 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022) (a) Definitions. As used in this clause -- Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘Content of Invoices’ and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. (END OF CLAUSE) Contracting Officer Representatives (COR): Brian Campbell,
[email protected] Technical Point of Contact (TPOC): TBD Contractor Administrator: Donovan Conley,
[email protected] (xii) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -Commercial Items (Feb 2024), see attachment Clauses and Administrative Data. (xiii) Additional attachment for this commercial solicitation and Site Visit. Attachments: 1. Attachment A – Scope of Work Radiographic Room Cibecue Health Center 2. Attachment B – Performance Work Statement PM and Repair Services 3. Attachment C – VistA Imaging DICOM Modality Interface August 2022 4. Attachment D – ISA DEA Template, To be completed after award. 5. Attachment E – Radiology Floor Plan 6. Attachment F – Price Schedule 7. Attachment G – Clause and Administration Data 8. Attachment H – 2024 AZ Tax Exemption Letter FAR 52.237-1 Site Visit (Apr 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. a. The Contractor shall perform a preliminary inspection and assessment of facility. An organized site visit is scheduled at — Cibecue Health Center 2 West 3rd Street (Radiology Department) Cibecue, AZ 85911 on Thursday May 23, 2024 10:00 AM MST (Arizona Time). b. Participants shall coordinate their site visits with the Contract Specialist, Donovan Conley at 602-364-5174,
[email protected]. We will provide more information on the Site Visit meeting location by May 20, 2024. Due to the disruption of facilities and scheduling of staff, only one site visit shall be allowed per the date stated above. (xiv) n/a (xv) Proposals are due by 4:00 PM MST on June 10, 2024. Email the proposal volumes to
[email protected]. Questions are due before June 7, 2024 at 12:00 PM MST. Offeror must confirm IHS receipt of their proposal. You are reminded that representatives from your company SHALL NOT contact any Cibecue Health Center employees to discuss this RFP during this RFP solicitation process. All questions and concerns regarding this RFP shall be directed to the Donovan Conley at
[email protected] or Jeremy Steel at
[email protected]. (xvi) Contract Administrator is Donovan Conley, Contracting Specialist,
[email protected].