Amendment 7, Extend Due Date, Chang SOW and Change RFQ-23-PHX-29 1. Change RFQ-23-PHX-29 for Price Schedule submssion, see attachment Amendment 7 RFQ-23-PHX-29 PIMC Ultrasound. 2. Change Price Schedule to add transducers, see attachment Amendment 7 Attachment E - Price Schedule. 3. Extend offer due date to August 18, 2023 and time remains the same. Amendment 6, Questions 1. During our on-site meeting we discussed the power issues they may have. We all decided that the UPS component would be taken out of the RFP. It is still there. With our ultrasound, we have a battery back-up and power conditioner on board and don’t require the external UPS. It was supposed to be eliminated from the RFP? a. We will update scope as follows: If the ultrasound units are designed with UPS and power conditioners built in the ultrasound units, then no additional external units are required. If the ultrasound units are not designed with UPS or power conditioners then the contractor will need to install fixed UPS and power conditioners for the three Radiology units. External UPS and power conditioners is not required for the Women’s Clinic (OB/GYN) department. 2. The OB need they’ve identified seems odd. They say in the word document that they want 3D endo-cavity transducers, but the model they identified, 9EC4 are 2D transducers. In the original main body request they have the 9VE4 which is 3D. Should that be what is quoted? a. The Women’s Clinic ultrasound unit will need one 3D OB ultrasound transducer, one 3D transabdominal transducer and one 3D transvaginal transducer. 3. Also, there are no trans-abdominal transducers requested for the OB need. Is this an oversight or should there be 3D OB trans-abdominal transducers? a. The Women’s Clinic ultrasound unit will need one 3D OB trans abdominal transducer. See attachment Amendment 6 Attachment A - Scope of Work Ultrasound Amendment 5: Change Quanitty, Revise SOW and Price Schedule. The purpose of the amendment is chagne quanity for ultrasound from 5-Each to 4-Each. See attachment Amendment 5 Attachment A - Scope of Work Ultrasound and Amendment 5 Attachment E - Price Schedule. All other provisions shall remain unchagned. Amendment 4: Extend Offer Due Date The purpose of this amendment is to extend Offer Due Date to 08/11/2023 and the time shall remain unchanged. Amendment 3: Grey Market Prevention Languag e a. Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for IHS Hospitals and/or Medical Centers. No remanufactures or gray market items will be acceptable. b. Vendor shall be an OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services contracts for maintenance of applicable equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the supplies, equipment and/or services contracts for maintenance of equipment shall be in accordance with the OEM terms and conditions. c. The delivery of gray market items to the IHS in the fulfillment of an order/award constitutes a breach of contract. Accordingly, IHS reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at IHS’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to an IHS hospital and/or medical facility upon discovery of such items Amendment 2: Answer questions and provide responses. 1. Is it possible to extend the due date of this solicitation by 3 weeks in order for us to pull the images required?, We have extended Due Date to August 8, 2023 at 4:00 PM MST (AZ Time), see Attachment 2 Questions – Responses and RFQ-23-PHX-29-PIMC Ultrasound Amend-2. 2. Where should the CD of the images be sent? Location, Address, Room#, Name of Individual To Receive CD. Indian Health Service, 40 North Central Avenue, Ste-507, Phoenix, AZ 85004, Attention: Donovan Conley, 602-364-5174,
[email protected] 3. Can you confirm that both a UPS and surge protector are required for the Ultrasound solicitation? Yes, both are required to protect the units. 4. As a follow up to question 3, surge protectors are typically permanently installed in procedure rooms and are not mobile. How many rooms require surge protection/UPS’s, and what are those room numbers? Radiology Dept - There are two rooms on the 3rd floor used for ultrasound. 1 room will hold one unit and the 2nd room is larger to hold 2 units on opposite ends. These three units stay in the room and will only be moved in emergency ED cases (rare events). The other two units will not need UPS or surge protector. These two units can have their UPS and surge protector removed from the solicitation. (Medical Surgical and Women’s Clinic) 5. Do you have any Trade-in systems and if you have Trade-ins, please provide the Serial Number and List of Transducers. N o trade ins. 6. Under C. Image Quality. The List of Images is very specific. Due to patient confidentiality much of this information can not be provided with the images or as part of a response to your solicitation. We are recommending that instead of the Image Requirement, Vendors have the opportunity to have a Side-By-Side Demonstration at the facility for over-scanning patients or scanning models in order for PAIHS to get the best understanding of image quality for your patient population. We are not allowing Side by Side Demonstration for this solicitation. PIMC will require the images on a CD in DICOM format for viewing on a BARCO screen. Due to the population size of PIMC patients, the product submitted must demonstrate its ability to see anatomy in patients ranging from 300 lbs to 400 lbs. 7. Request a 3 week extension. We have extended Due Date to August 8, 2023 at 4:00 PM MST (AZ Time). 8. Change quantity from 3-Each to 5-Each, see Attachment A -Scope of Work Ultrasound Amend-2. Amendment 1: The purpose of this amendment 1 is to chagne Paragraph (ix) Addendum to FAR 52.212-2, Evaluation - Commerical Item (Oct 2014), TECHNICAL EVALUATION FACTORS: C Imange Quality to, see attachment RFP-23-PHX-29 PIMC Ultrasound Amend-1. A. Image Quality Image quality that demonstrates clear images, with satisfactory axial, lateral, contrast, and temporal resolution. Images are to be acquired by the product being offered in this solicitation. and All images must be submitted with 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. All other provisions shall remain unchanged. Brand Name or Equal New Siemens Acuson Sequoia Ultrasound, Delivery, Installation, Training, and Service Agreement Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) Place of Performance: Phoenix Indian Medical Center (PIMC), Phoenix, 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-23-PHX-29 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 2023-04, Effective 06/02/2023. (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 New Siemens Acuson Sequoia Ultrasound, Delivery, Installation, Training, and Service Agreement. (vii) Delivery and acceptance terms for this contract award is FOB Destination. Delivery Addresses: Phoenix Indian Medical Center, 4212 North 16th Street, Bldg-9, Phoenix, AZ 85016, Attention: Brian Numkena Delivery is 90 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 consist of three (3) separate electronic volumes: Electronic Volume I – Technical Proposal, Electronic Volume II – Price Proposal, and 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 July 18, 2023 at 4:00 PM MST (AZ Time). No questions will be taken after July 18, 2023 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 July 18, 2023 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 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 Ultrasound, Paragraph A, Sub-Paragraph I.A, Ultrasound Unit. 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. Contractor may offer a site visit for PIMC Technologist to operate and take patient demo exams, observed by PIMC Radiologist. Site visit will consist of 3 hours or less and must be within 40 miles of PIMC. d. Contractor may offer a site visit for PIMC Radiologist to view images on DICOM imaging monitors at the site of the demonstration. 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 Infant/Neonate Studies Pyloric Stenosis Positive study 75% ICA stenosis Adult Studies (cont’d) Lower extremity arteries Normal 200 lbs Lower extremity arteries Normal 400 lbs Lower extremity arteries >75% stenosis 200 lbs Lower extremity arteries >75% stenosis 400 lbs Lower ext deep venous system Normal 200 lbs Lower ext deep venous system Normal 400 lbs Lower ext deep venous system DVT 200 lbs Lower ext deep venous system DVT 400 lbs Upper ext. deep venous system DVT Portal vein Hepatopedal flow 200 lbs Portal vein Hepatofugal flow 200 lbs Portal vein Thrombosis 200 lbs Portal vein Hepatopedal flow 400 lbs Portal vein Hepatofugal flow 400 lbs Portal vein Thrombosis 400 lbs Chest Demonstrate pleural fluid 200 lbs Pelvis Transabdominal & Endovag Include ovaries, with vascular evaluation 200 lbs Pelvis Transabdominal & Endovag Include ovaries, with vascular evaluation 400 lbs Pelvis Transabdominal & Endovag IUCD in good position 200 lbs Pelvis Transabdominal & Endovag IUCD in good position 400 lbs Breast Cyst Breast Cancer – mass with shadowing Thyroid Multinodular goiter 18 Transducer Thyroid Malignant mass 12 Transducer Thyroid Multinodular goiter 18 Transducer Thyroid Malignant mass 12 Transducer Scrotum w/ vascular eval Testicular mass 18 Transducer Scrotum w/ vascular eval Testicular mass 12 Transducer Scrotum w/ vascular eval Torsion OB 5-6 weeks EGA 200 lbs OB 5-6 weeks EGA 400 lbs OB 11-12 weeks EGA 200 lbs OB 11-12 weeks EGA 400 lbs OB 20 weeks showing all fetal anatomy 200 lbs OB 20 weeks showing all fetal anatomy 400 lbs Shoulder Normal Shoulder Supraspinatus full-thickness tear Elbow Normal Wrist Normal Wrist Carpal tunnel syndrome Hip Normal Knee Normal Ankle Normal 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 48 hours of the service call. (2) 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 in a private practice and/or hospital for at least the minimum years in the specialty of their field (see Attachment A, B, C). 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. 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 (Oct 2018), with its offer. FAR.217-5 Evaluation of Options (Jul 1990) FAR 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 (Oct 2018) 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 service (monthly) of all 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 Numkena,
[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 (Jun 2023), see attachment Clauses and Administrative Data. (xiii) Additional attachment for this commercial solicitation and Site Visit. Attachments, 61-Pages: 1. Scope of Work Ultrasound, 3-pages 2. Attachment A – Scope of Work Ultrasound. 5-pages 3. Attachment B – Performance Work Statement PMs and Repair Services. 6-pages 4. Attachment C – VistA Imaging DICOM Modality Interface August 2022, 28-pages 5. Attachment D – ISA DEA Template, To be completed after award, 8-pages 6. Attachment E – Price Schedule, 1-page 7. Attachment F – Clause and Administration Data, 7-pages 8. Attachment G – 2023 Tax Exemption Letter, 3-pages (xiv) n/a (xv) Proposals are due by 4:00 PM MST on July 18, 2023. Email the proposal volumes to
[email protected]. Questions are due before July 18, 2023 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 PIMC 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].