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Contract Opportunity

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ) # 246-24-Q-0063. Submit only emailed quotes for this RFQ. This solicitation is a 100% SMALL BUSINESS SET ASIDE. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06. The associated NAICS code is 811210.

This RFQ contains SIX (6) Line Item per year:

BASE YEAR: 02/29/24 - 02/28/25

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL

01 PM-GE OPTIMA DEFINIUM 646- CLINTON SU 1 EA

02 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

03 PM- WIRESLESS DETECTOR- CLINTON 1 EA

04 PM- GE OPTIMA 646HD- EL RENO SU 1 EA

05 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

06 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

GRAND TOTAL:

OPTION YEAR 1: 03/01/25 - 02/28/26

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL

01 PM – GE OPTIMA DEFINIUM 646- CLINTON SU 1 EA

02 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

03 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

04 PM- GE OPTIMA 646HD- EL RENO SU 1 EA

05 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

06 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

GRAND TOTAL:

OPTION YEAR 2: 03/01/26 - 02/28/27

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL

01 PM – GE OPTIMA DEFINIUM 646- CLINTON SU 1 EA

02 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

03 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

04 PM- GE OPTIMA 646HD- EL RENO SU 1 EA

05 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

06 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

GRAND TOTAL:

OPTION YEAR 3: 03/01/27 - 02/29/28

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL

01 PM – GE OPTIMA DEFINIUM 646- CLINTON SU 1 EA

02 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

03 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

04 PM- GE OPTIMA 646HD- EL RENO SU 1 EA

05 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

06 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

GRAND TOTAL:

OPTION YEAR 4: 03/01/28 - 02/28/29

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL

01 PM – GE OPTIMA DEFINIUM 646- CLINTON SU 1 EA

02 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

03 PM-WIRELESS DETECTOR- CLINTON SU 1 EA

04 PM- GE OPTIMA 646HD- EL RENO SU 1 EA

05 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

06 PM- WIRELESS DETECTOR- EL RENO SU 1 EA

GRAND TOTAL:

PERIOD OF PERFORMANCE:

Base Period 02/29/2024 – 02/28/2025

Option Year One 03/01/2025 – 02/28/2026

Option Year Two 03/01/2026 – 02/28/2027

Option Year Three 03/01/2027 – 02/29/2028

Option Year Four 03/01/2028 – 02/28/2029

Vendor Requirements: SEE ATTACHED STATEMENT OF WORK

Submit Quotes no later than: 02/29/2024 10:00 A.M. CDT to the Following Point of Contact: Ronay Burns, Contract Specialist, via Email: Ronay.Burns@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Lowest Price Technically Acceptable

- Offers shall be an authorized GE representative of reseller.

- Vendor shall only use GE manufacture parts for maintenance and servicing.

To be considered technically acceptable, items must meet the following:

1. The contractor shall provide (1) preventative maintenance inspection along with full x-ray maintenance and repair service for the identified x-ray systems and detectors to their locations that will include all travel, labor and parts on all systems and detectors associated with PM calibration and repairs. Cosmetic repairs, FMI’s, software upgrades and operator in-service training are to be performed during PM calibration services.


2. Provide an in-site on-line diagnostic network with manufacturer engineers for technical and diagnostic support services available all hours at no charge.


3. The contractor’s replacement parts shall be original equipment manufacturer parts.


4. The contractor shall provide technical support by phone from local FE or on-line remote service from manufacturer FE Monday thru Friday 8:00 am to 5:00 pm.

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUMBMIT DESCRIPTITVE LITERATURE SHOWING HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED – INCLUDES SERVICE CONTRACT.

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items (Sep 2023); FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (Nov 2023) (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Nov 2023); FAR 52.212-5 (Dec 2023), Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; FAR 52.203-17, Contractor Employee Whistleblower Rights; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.204-27, Prohibition on a ByteDance Covered Application; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-14, Limitations on Subcontracting; FAR 52.219-16, Liquidated Damages-Subcontracting Plan; FAR 52.219-28, Post Award Small Business Program Rerepresentation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.222-54, Employment Eligibility Verification; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-5, Trade Agreements; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.232-36, Payment by Third Party; FAR 52.247-64, Prederence for Privately Owned U.S-Flag Commercial Vessels. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (Ronay.burns@ihs.gov)

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, UEI number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

Statement of Work (SOW)

Optima XR 646 & 646HD

Radiology Equipment Service Agreement

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU) – Clinton Indian Health Center (CIHC) and El Reno Indian Health Center (EIHC) Indian Health Services (IHS) has a need for preventative maintenance (PM) inspection coverage comprised of mechanical system calibration, maintenance and repair support service in accordance with manufacturer requirements, specifications, guidelines, checklists, revisions and addendum modifications that includes: all parts and labor on GE 646 and 646HD machines and respected detectors; FMI’s, software updates and PM calibration coverage hours; typical one hour phone and same day on-site response- this will be dependent on when the call is placed but technical support by phone from local FE or on-line remote service from manufacturer FE will be available. FE Coverage Weekdays: Mon-Fri, 8Aam-5pm. FE Coverage Weekend: No Coverage Hrs.

1. 
   
   
   
   1. Radiology contractual service support is required to maintain equipment in proper and safe operating condition. This support is required to assure federal compliance to 21 CFR, sub-chapter ”J”, parts 1020.30, 1020.31 and 1020.32; and I H S compliance to Joint commission Environment of Care.
   
   
   
   

1. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

1. 
   
   
   
   1. The contractor shall provide (1) preventative maintenance inspection per year along with full x-ray maintenance and repair service for the identified x-ray systems and detectors to their locations that will include all travel, labor and parts on all systems and detectors associated with PM calibration and repairs. Cosmetic repairs, FMI’s, software upgrades and operator in-service training are to be performed during PM calibration services. Requisitions for replacement parts must be ordered by 7:00 pm CST, day of on-site response, with a next day delivery and warranty on parts supplies/replaced as needed while under contract. Expediting of replacement parts is ONLY permitted by authorization of health facility radiology supervisor, to whom contractual service is presently being provided, and the expedited fixed fee incident will be billed “separately” to the facility radiology department authorizing the expedition.
   
   
   
   

1. 
   
   
   
   1. PM at Clinton will be on the GE Optima Definium 646 and 2 wireless detectors.
   
   
   
   

1. 
   
   
   
   1. PM at El Reno will be on the GE Optima 646 HD and 2 wireless detectors.
   
   
   
   

1. 
   
   
   
   1. Provide a 97% percentile of guaranteed equipment up-time status operating according to manufacturer design specifications.
   
   
   
   

1. 
   
   
   
   1. Provide local FE technical phone support for radiology department at no charge Monday through Friday 8am-5pm.
   
   
   
   

1. 
   
   
   
   1. Provide an in-site on-line diagnostic network with manufacturer engineers for technical and diagnostic support services available all hours at no charge.
   
   
   
   

1. 
   
   
   
   1. Contractor’s replacement parts shall be original equipment manufacturer parts.
   
   
   
   

1. 
   
   
   
   1. System software applications shall be license patented.
   
   
   
   

1. PERIOD OF PERFORMANCE

Base plus an additional four (4) option years

Base year: 02/29/2024- 2/28/2025

Option year 1: 3/01/2025- 2/28/2026

Option year 2: 3/01/2026- 2/28/2027

Option year 3: 3/01/2027- 2/29/2028

Option Year 4: 3/01/2028- 2/28/2029

1. LEVEL OF EFFORT

1. 
   
   
   
   1. The contractor shall provide preventative maintenance and repair in the Clinton Indian Health Center.
   
   
   
   

1. 
   
   
   
   1. The contractor shall perform services compatible with the Clinton Indian Health Center Radiology Department patient schedules and availability.
   
   
   
   

1. 
   
   
   
   1. Training: Training will not be required other than what is stated in this SOW.
   
   
   
   

1. SPECIAL REQUIREMENTS

1. 
   
   
   
   1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.
   
   
   
   

1. 
   
   
   
   1. The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.
   
   
   
   

1. 
   
   
   
   1. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.
   
   
   
   

1. 
   
   
   
   1. 
      
      
      
      1. A VPN connection is a requirement for remote service and support and it is the preferred connection method. If needed, Contractor shall provide Customer with a VPN device and configuration to provide a secure encrypted connection from Contractor’s support network to Customer’s Equipment.
      
      
      
      
   
   
   
   

1. 
   
   
   
   1. The contractor shall not disclose or cause to disseminate any information concerning operations of Clinton Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.
   
   
   
   

1. 
   
   
   
   1. 
      
      
      
      1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.
      
      
      
      
   
   
   
   

1. DELIVERABLES AND REPORTING REQUIREMENTS

1. 
   
   
   
   1. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.
   
   
   
   

1. 
   
   
   
   1. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 5:00 pm, Monday through Friday.
   
   
   
   

1. 
   
   
   
   1. Personnel Qualifications: Stays up to date on all required CE’s, equipment training and advances in technology per manufacturer requirements.
   
   
   
   

1. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

1. 
   
   
   
   1. The Government shall supply no property or services. Facility usage is at the discretion of the Radiology Supervisor as applicable. The vendor shall have a designated chaperone at all times while in the facility.
   
   
   
   

1. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES
   
   
   
   
   1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to:
      
      
      
      1. Providing radiology supervisors and biomedical technicians, with electronic PM service and repair reports per each site visit on all systems covered by this contract.
      
      
      2. After completion of requested or scheduled contracted services, the FE shall provide a briefing of field service visit to the radiology supervisor, biomedical equipment technician or designated persons, prior to site departure.
      
      
      3. The service unit shall provide an ongoing method of monitoring and evaluating services set forth in this contract.
      
      
      
      
   
   
   
   

1. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

1. DELIVERABLES/PERFORMANCE MATRIX

1. 
   
   
   
   1. (A narrative of deliverables to satisfy your request should be provied in section 10.)
   
   
   
   

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable

☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

☐YES ☐NO ☐N/A

Quality Control met and provided when required

☐YES ☐NO ☐N/A

Quality Improvement information provided when required.

☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the Need”.

☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

☐YES ☐NO ☐N/A

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

☐YES ☐NO ☐N/A

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

☐YES ☐NO ☐N/A

Comments:

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________

Attachments/Links