COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C24920Q0219
Posted Date:
05/08/2020
Current Response Date:
05/15/2020 @ 2PM CST
Product or Service Code:
6640
Set Aside:
Small Business
NAICS Code:
334516
Contracting Office Address
Network Contracting Office 9
ATTN: Jennifer Harper
Department of Veterans Affairs
1639 Medical Center Parkway
Suite 400
Murfreesboro, TN 37129

Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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.

This solicitation is a (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-05 / 3-30-2020.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334516, with a small business size standard of 1,000 employees.

The Network Contracting Office 9 is seeking to purchase two Sakura 6040 Tissue Tek VIP 6 AI Vacuum Infiltration Processor machines.

This is a BRAND NAME OR EQUAL requirement for the Tennessee Valley Healthcare System (TVHS) VA Medical Center to procure two Sakura 6040 Tissue Tek VIP 6 AI Vacuum Infiltration Processor machines.

SCHEDULE:

Line Item
Description
Quantity
Unit Price
Total Price
1
SAKURA 6040 Tissue Tek VIP 6 AI Vacuum Infiltration Processor

2

SALIENT CHARACTERISTICS (EQUAL BRAND/MODEL ITEM MUST HAVE THE FOLLOWING FEATURES):

Program Memory Software must store fifty user-defined processing programs.
Ten Mixing Modes: For each processing step, the user must be able to select between 10 different mixing modes: Slow, Fast, Continuous, 3 continuous options, 3 use-defined programs and off.
Valve System Must consist of 1 gate valve and 1 rotary valve to reduce valve cycling.
Separate Retort Fluid In and Out Ports Reagent must be pumped in from the top of the
retort and drained from the bottom.
Working Surface The surface of the instrument must have a chemically resistant, flat area large enough to hold at least one Basket Transport Tray.
User-Defined Reagent Usage Limits: For each station, the user must be able to define
usage limits in terms of number of cassettes or number of runs. The software must
monitor usage and the user must be automatically notified when one or more limits are
reached.
Password Protection: One Administrator Password and one User Password must be available to restrict access to features and functions User-Selectable Capacity. The user must be able to adjust the reagent volumes to handle between 1 and 150 Cassettes and 151 and 300 cassettes.
Paraffin Stations: 4 removable paraffin stations with user- selectable volumes of 2.7L and 3.7L must be provided.
Automatic Paraffin Degassing: Paraffin degassing must be automatic during processing.
User-Defined Cleaning Cycles: Up to three user-defined cleaning cycles must be
available with selection of the number of cycles for each cleaning station.
On-board Mixing of Bulk Reagents: Reagent from the two bulk reservoirs must be able
to be mixed on-board in either a 2:1 or 1:2 ratio automatically using the ultrasonic level
sensors in the retort.
Paraffin Waste Station: A paraffin waste station must be included to collect discarded paraffin.
Warm Water Flush Procedure: Up to five stations can be selected for the Warm Water Flush Procedure.
Reagent Volumes: Reagent volumes must be no more than 2.7L for up to 150 cassettes and no more than 3.7L for up to 300 cassettes.
External, Metered Drain and Fill Capability: For all stations except paraffin, the user must be able to drain or refill completely or partially the reagent containers without having to measure the volumes.
Optional Rinsing of Tubing and Retort: The user should be able to rinse the retort and the tubing using either cleaning alcohol from Station#17 or an external alcohol source using the
External Drain and Fill Port.
Pump-Out Cycle with Reduced Carryover: At the end of the pump-out cycle, the instrument must blow air into the tubing to avoid carryover.
Automatic Bottle Connection Check: If selected by the user, the system will verify each
bottle connection before a run is started.
Secure Paraffin Container Connection: The paraffin container must be designed to ensure a secure connection when the door is closed.
Automatic Reagent Rotation During Run: The user must be able to program automatic
reagent rotation for at least two reagents linked to the bulk reservoirs and the paraffin
during processing or on demand.
Fast and Easy Access to Retort: During a delayed start, the user must be able to
open the retort within 15 seconds and access cassettes without having to reprogram the
system.
User-Defined Alarm Volume and Tone: User must be able to select a tone for each of the 4 alarm sounds the determine the volume.
Ultrasonic Sensor Technology: Four ultrasonic sensors must be used to accurately monitor fluid levels without maintenance required.
Screen Saver Mode: After 10 minutes of the last keystroke, the display must revert to a screen saver mode to prolong the useful life of the display.

BASIS FOR AWARD:
1. FOB Destination shipping charges MUST be included in the quote for delivery to TVHS VA Medical Center, TN 37212
2.   All offers, and responses must be submitted electronically
3.   Brand Name or equal.
4.  Requesting Service will review submitted quotes as Technical experts to determine if
technically acceptable.
5.  Quotes will not be accepted after deadline.
6. At this time frame, no extension on closing date.
7. Also your quote must list your DUNS number, CAGE code, and Federal TIN with Company name, POC, lead time and phone number. If you need to obtain or renew a DUNS number or CAGE code, please visit www.sam.gov. Lack of registration in the SAM database will make an offeror ineligible for award.

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 VA Medical Centers. No remanufactures or gray market items will be acceptable.

QUOTE FORMAT AND EVALUATION CRITERIA

Offerors shall complete the above pricing schedule. Not completing the pricing will result in unsuccessful quote. Price will be evaluated based on the best value to the government.
The Government intends to award a contract resulting from the RFQ. Award will be made on the basis of the lowest evaluated price of a quote meeting the acceptability standards for non-cost factors and deemed to be responsible. Non-cost factors such as terms of product warranty and lead time will be considered when making a best value determination.

Quotes shall be submitted via e-mail.
All vendors must be registered and complete all entries in the System for Award Management (SAM) in order to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM/
Vendors shall provide a minimum quote acceptance period of 90 days after RFQ closing for offers
Award:
The offeror s initial quote should contain the offeror s best terms from a price standpoint. Offerors are cautioned to submit sufficient information and, in the format, specified in the quote instructions. Offerors may be contacted to resolve minor or clerical errors and the Contracting Officer reserves the right to award without further conversations.

SHIPMENT OF HARDWARE:
Inspection: Destination
Acceptance: Destination
Free on Board (FOB): Destination
Ship To:
POC: Shannon Skillern
Shannon.Skillern@va.gov
615-873-7589

Address: TVHS VA Medical Center
1310 24th Avenue South
Nashville, TN 37212

DEADLINE AND DELIVERABLES:
Offers must be submitted NLT 15 May 2020 by 2:00PM (CST). Any questions/Requests for Information (RFI s) must be submitted in writing to Jennifer.Harper2@va.gov NLT 13 May 2020 by 1:00PM (CST). Please provide a quote assuming a Firm Fixed Price contract. Award is made in the aggregate, all or none and must include shipping.
POINT(S) OF CONTACT:

VA Contract Specialist:
Name: Jennifer Harper
Address: Department of Veterans Affairs
NCO 9 Network Contracting Office
1639 Medical Center Parkway
Suite 400
Murfreesboro, TN 37129
Voice: 615-225-5619
Email: Jennifer.Harper2@va.gov

CLAUSES/PROVISION:

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/

FAR Number
Title
Date

52.204-13
52.204-18
SYSTEM FOR AWARD MANAGEMENT MAINTENANCE
COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE
OCT 2018
JUL 2016
52.212-4
CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS
OCT 2018
52.212-5

CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUES OR EXECUTIVE ORDERS
MAR 2020

52-232-40
PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS

DEC 2013

52.219-6 Notice of Total Small Business Set-Aside (MAR 2020)
 (a) Definition. Small business concern, as used in this clause, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the size standards in this solicitation.
(b) Applicability. This clause applies only to-
           (1) Contracts that have been totally set aside for small business concerns; and
           (2) Orders set aside for small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).
    (c) General.
 (1) Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns shall be considered nonresponsive and will be rejected.
(2) Any award resulting from this solicitation will be made to a small business concern.
 
(End of clause)

852.212-70  Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020)
(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.
_X__ 852.203-70, Commercial Advertising.   ___ 852.209-70, Organizational Conflicts of Interest.   _X__ 852.211-70, Equipment Operation and Maintenance Manuals.   ___ 852.214-71, Restrictions on Alternate Item(s).   ___ 852.214-72, Alternate Item(s). [Note: this is a fillable clause.]   ___ 852.214-73, Alternate Packaging and Packing.   ___ 852.214-74, Marking of Bid Samples.   ___ 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors.   ___ 852.215-71, Evaluation Factor Commitments.   ___ 852.216-71, Economic Price Adjustment of Contract Price(s) Based on a Price Index.   ___ 852.216-72, Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index.   ___ 852.216-73, Economic Price Adjustment State Nursing Home Care for Veterans.   ___ 852.216-74, Economic Price Adjustment Medicaid Labor Rates.   ___ 852.216-75, Economic Price Adjustment Fuel Surcharge.   ___ 852.219-9, VA Small Business Subcontracting Plan Minimum Requirements.   ___ 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.   ___ 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside.   ___ 852.222-70, Contract Work Hours and Safety Standards Nursing Home Care for Veterans.   ___ 852.228-70, Bond Premium Adjustment.   ___ 852.228-71, Indemnification and Insurance.   ___ 852.228-72, Assisting Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses in Obtaining Bonds.   _X__ 852.232-72, Electronic Submission of Payment Requests.   ___ 852.233-70, Protest Content/Alternative Dispute Resolution.   ___ 852.233-71, Alternate Protest Procedure.   ___ 852.237-70, Indemnification and Medical Liability Insurance.   _X__ 852.246-71,Rejected Goods.   ___ 852.246-72, Frozen Processed Foods.   ___ 852.246-73, Noncompliance with Packaging, Packing, and/or Marking Requirements.   ___ 852.270-1, Representatives of Contracting Officers.   ___ 852.271-72, Time Spent by Counselee in Counseling Process.   ___ 852.271-73, Use and Publication of Counseling Results.   ___ 852.271-74, Inspection.   ___ 852.271-75, Extension of Contract Period.   ___ 852.273-70, Late Offers.   ___ 852.273-71, Alternative Negotiation Techniques.   ___ 852.273-72, Alternative Evaluation.   ___ 852.273-73, Evaluation Health-Care Resources.   ___ 852.273-74, Award without Exchanges.
(b) All requests for quotations, solicitations, and contracts for commercial item services to be provided to beneficiaries must include the following clause:
___ 852.237-74, Nondiscrimination in Service Delivery.
(End of Clause)
852.212-71  Gray Market Items (APR 2020)
(a) No gray market or remanufactured items will be acceptable. 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 equipment only for VA medical facilities.
(b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.
(End of Clause)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/

FAR Number

Title
Date

52.204-7
SYSTEM FOR AWARD MANAGEMENT
OCT 2018
52.204-16

52.211-6
COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING
BRAND NAME OR EQUAL
JULY 2016

AUG 1999
52.212-1
INSTRUCTIONS TO OFFERORS
OCT 2018
52.212-2
EVALUATION-COMMERCIAL ITEMS
OCT 2014