6515--Sterile Processing Shelves

Active

Contract Opportunity

Combined Synopsis-Solicitation for Commercial Items

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 document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06.

This solicitation is set-aside for: Total Small Business Set Aside

The associated North American Industrial Classification System (NAICS) code for this procurement is 337127, with a small business size standard of 500. The FSC/PSC is 6515.

The Cincinnati VA Medical Center is seeking to replace outdated Hanel Rotomat. Currently there is very little space to efficiently build case carts due to space and the bulkiness of the Hanel Rotomat. While Logistics and SPS has to work in this space it is difficult as both disposables and reusable medical devices are in the same room. There is very little room to stage carts before and after assembly.

All interested companies shall provide quotations for the following:

The sterile shelves will provide a design customized for space to separate both disposables and reusable medical devices. Instituted in the design will allow for a space for staging case carts to assembly for the next day. Within this design all work including delivery of new carts, disposal of old carts, and weekend installation will be completed by the vendor. These carts have customed labeling and specific carts for large to, small, and peel pack items.

The shelves will be used by the Sterile Processing Service (SPS) Staff as well as Logistics and other hospital staff as authorized by SPS management. It will be used to reorganize the Sterile storage for OR adding space and organization. It will also separate disposable and reusable medical device (RMD). The flat shelf option will also increase the sterile storage capacity by 33% due to the shelf option provided. The sterile shelves will also meet the Center for Disease Control s Guideline for Disinfection and Sterilization in Healthcare Facilities, 2008, Updated May 2019 https://www.cdc.gov/infectioncontrol/pdf/guidelines/disinfection-guidelines-H.pdf.
These shelves will support staging, assembly of case carts for surgery, and mobility for staff to occupy the space.
The contractor shall provide equipment described above with the below listed requirements:

Specific Tasks
In order to comply with standards and guidelines, SPS will need sterile shelves to have the following:
Meet Infection Control Standards

Meet OHSA Dust Free Guidelines

Maximize 1,147 SF of space to Store RMD 18 from sprinkler heads

A site visit will be part of the RFQ process

Provide for the following estimated quantities and dimensions

(81) Storage Carts with slider shelves 15 ¾ W x 23 5/8 D x 85 13/16 H with
15 ¾ W x 23 5/8 D stainless-steel flat slide IN/OUT shelves
15 ¾ W x 23 5/8 D stainless steel step slide IN/OUT shelves.
For each Cart

(26) Storage Carts with slider shelves 15 ¾ W x 23 5/8 D x 85 13/16 H with
15 ¾ W x 23 5/8 D x 3 15/16 H fine mesh baskets on sloping sliders,
15 ¾ W x 23 5/8 D x 3 15/16 H baskets, and
15 ¾ W x 23 5/8 D x 7 3/32 H on fully extendable slider.
For each Cart

(3) Storage Carts 33 7/8 x 23 5/8 D x 85 13/16 H with
(2) 33 7/8W x 23 5/8D x 3 15/16H baskets on sloping sliders
(6) 33 7/8W x 23 5/8D x 3 15/16H baskets
(2) 33 7/8W x 23 5/8D x 7 3/32H baskets on fully extendable slider
For each Cart

(1) Storage Cart 56 W x 27 D x 39 3/8 H as a bench upon entering room
(3) 4H baskets
7H basket on fully extendable slider

Need to create a minimum 23 rows with at least 33 apart with a space to stage assembly of case carts for upcoming surgery cases approximately 20 of working space from the OR entrance.

Every Storage Cart to be configured with label Holder per surgical service using carboard and plastic Inserts.

Every basket configured with two dividers and a colored label per surgical service using carboard and plastic inserts.

Existing Storage will need removed on the weekend between Friday and Sunday.

Will handle the delivery and the assembly of the storage unit.


Schedule requirements:

Delivery Date: TBD / ASAP
The vendor will be responsible for:

Scheduling a site visit with the EMS COR, EMS Supervisor, and Engineering POC to assess work site.

Upon contract acceptance, Vendor Representative will schedule a meeting with EMS COR, EMS Supervisor, and other key personnel by contacting the AUS POC via email. There will be no contract modifications without authorization per FAR Part 43 unless deemed necessary by the Contracting Officer at this point.

Schedule a meeting with EMS COR, EMS Supervisor, and Logistics POC to coordinate color coding prior to bay assembly and existing storage removal (if applicable) time and date.

The Vendor Representative will schedule a time for removal of any other existing storage, if applicable, and as stated in signed contract with the EMS COR. The Vendor Representative will adhere to the FAR Part 22 Application of Labor Laws to Government Acquisitions, FAR Part 44 Subcontracting Policies and Procedures, and the U.S. Department of Labor Contract Compliance Guideline.

(If applicable) The worksite area and outside perimeter will need to be free of dirt, dust, and debris following OSHA 1910 before the construction crew leaves for the day. A tacky mat will need to be on the outside perimeter in order to avoid dust, dirt, and debris to spread and contaminate other sterile areas. Tools and other equipment must be wiped down after each shift s use and needs to be replaced if not functioning properly.

(If applicable) Upon completion of removal of extra storage, all debris will be disposed utilizing a covered cart utilizing an assigned path and freight elevator and assigned debris bin in order to comply with CDC s Guidelines for Environment Infection Control in Healthcare Facilities (2003) https://www.cdc.gov/infectioncontrol/guidelines/environmental/background/index.html.
(If applicable) Schedule a walkthrough with the EMS COR, EMS Supervisor, and Engineering POC once the extra storage had been removed for any issues that needs to be addressed or verification to move on with the installation of the sterile storage shelving. Any issues will need to be address and fixed within 24 hours by the Contractors.

Vendor Representative will ensure that materials/supplies/accessories are complete prior to delivery. Vendor Representative will ensure that there s no warped/defective items prior to shipping. The Vendor Representative will schedule a time and date with the Logistics Warehouse POC and EMS COR when the shipment can be received. Any missing/backordered items will be reported to the Logistics Warehouse POC and EMS COR via email with an ETA.

Materials/supplies that is dented/warped/improper fit will need to be replaced by the Vendor. Vendor will provide commercial product according to FAR Part 46.202.

Vendor will inspect and test supplies and services according to FAR Part 46.202-2 and FAR 46.202-3.

Vendor will have materials, supplies, tools, equipment, contract staff and other pertinent licenses and certifications inspected and completed needed prior to start of the project. Any backorder of supplies, materials, tools, and equipment will be addressed and remedied prior to start of the requirement. All OSHA certifications must be completed prior to start of the requirement.

The Contractor will provide all necessary PPE to all contracted staff according to OSHA Standard 1910 Subpart I and VA Directive 7701.

The Contractor will install shelves and racks according to manufacturer s guidelines, FAR Part 22 and OSHA Part 1910 Subpart Q.

After the installation is finished the Contractor is responsible for making sure that the worksite area and outside perimeter is free of dirt, debris, and excess material. All Contractor owned equipment and tools will be removed from the worksite and a final walkthrough will be conducted with the SPS COR, SPS Chief, and Engineering POC for final approval.

The SPS COR will be responsible for:

COR will monitor project from cradle-to-grave per FAR Part 46.

Scheduling a site visit with the Vendor Representative, EMS Supervisor, and Engineering POC to assess work site.
Upon contract acceptance, track contract activities and report if there is a need for any contract modifications to the Contracting Officer via email. There will be no contract modifications without authorization per FAR Part 43 unless deemed necessary by the Contracting Officer at this point.

Schedule a meeting with the Vendor Representative, EMS Supervisor, and Logistics POC to coordinate color coding prior to bay assembly and existing storage removal (if applicable) time and date.

Monitor the Vendor Representative to schedule a time for removal of any other existing storage, if applicable, and as stated in signed contract with the EMS COR. The Vendor Representative will adhere to the FAR Part 22 Application of Labor Laws to Government Acquisitions, FAR Part 44 Subcontracting Policies and Procedures, and the U.S. Department of Labor Contract Compliance Guideline.

(If applicable) Monitor the worksite area and outside perimeter will need to be free of dirt, dust, and debris following OSHA 1910 before the construction crew leaves for the day. A tacky mat will need to be on the outside perimeter in order to avoid dust, dirt, and debris to spread and contaminate other sterile areas. Tools and other equipment must be wiped down after each shift s use and needs to be replaced if not functioning properly.

(If applicable) Monitor Contractor/ removal of extra storage, all debris will be disposed utilizing a covered cart utilizing an assigned path and freight elevator and assigned debris bin in order to comply with CDC s Guidelines for Environment Infection Control in Healthcare Facilities (2003) https://www.cdc.gov/infectioncontrol/guidelines/environmental/background/index.html.

(If applicable) Schedule a walkthrough with the Contractor Supervisor, EMS Supervisor, and Engineering POC once the extra storage had been removed for any issues that needs to be addressed or verification to move on with the installation of the sterile storage shelving. Any issues will need to be address and fixed within 24 hours by the Contractors.

Ensure that Vendor Representative inspected materials/supplies/accessories are complete prior to delivery. Monitor that Vendor Representative schedule a time and date with the Logistics Warehouse POC when the shipment can be received. Any missing/backordered items will be reported to the Logistics Warehouse POC via email with an ETA.
COR is responsible for making sure that all supplies and materials are received by Logistics in the warehouse at the time of delivery according to FAR 46.502.

Monitor all installation activities and address and document any issues/concerns. Report and document any Safety and/or Infection Control Issues and ensure that they are corrected within the Safety and Infection Control guidelines.

Upon installation completion, schedule a walkthrough with SPS Chief, Engineering POC and Contractor Supervisor for any issues/concerns and correct findings within 24-48 hours.
Alternate submissions:

Offerors submitting alternate items must provide technical information sufficient for a lay person to determine acceptability. Information will not be paid for by the government nor returned to the supplying party. The information will be used to determine product acceptability. Lack of sufficient information for our staff to determine product acceptability will result in a negative determination. Any quote will then be found non-responsiveness to the solicitation and the quote will not be considered. New Equipment ONLY; NO remanufactured, used/refurbished, or "gray market" items. All items must be covered by the manufacturer's warranty. No product in development shall be considered. Authorized dealers: Experienced firms only who are authorized dealers will be considered in addition to the original equipment manufacturer. A letter from the manufacturer stating your company is an authorized dealer for the line items must be in possession by the due date and be available for submission, if requested.

Equipment items, and related services will be delivered, as required, to:

Department of Veteran Affairs
Cincinnati VA Medical Center
3200 Vine Street
Cincinnati, OH 45220 2213
USA

Period of Performance

Delivery shall be provided no later than 90 days after receipt of order (ARO).

FOB: Destination

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services
FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders

The following subparagraphs of FAR 52.212-5 are applicable:

52.232-33, Payment by Electronic Funds Transfer System for Award Management (Oct 2018) (31 U.S.C. 3332).

All quotes shall be sent to the Contracting Specialist, Morgan Stein at Morgan.Stein@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors (price, past performance, speed of delivery) resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

The Following Apply for the Need of Buy American Act Compliance for ALL Proposed Equipment:

52.225-1Â Buy American-Supplies
As prescribed in 25.1101(a)(1), insert the following clause:
Buy American-Supplies (Oct 2022)
(a)Â Definitions. As used in this clause
Commercially available off-the-shelf (COTS) item
(1) Means any item of supply (including construction material) that is
(i) A commercial product (as defined in paragraph (1) of the definition of commercial product at Federal Acquisition Regulation (FAR) 2.101);
(ii)Â Sold in substantial quantities in the commercial marketplace; and
(iii)Â Offered to the Government, under a contract or subcontract at any tier, without modification, in the same form in which it is sold in the commercial marketplace; and
(2) Does not include bulk cargo, as defined in 46 U.S.C.40102(4), such as agricultural products and petroleum products.
Component means an article, material, or supply incorporated directly into an end product.
Cost of components means
(1) For components purchased by the Contractor, the acquisition cost, including transportation costs to the place of incorporation into the end product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or
(2) For components manufactured by the Contractor, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (1) of this definition, plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the end product.
Critical component means a component that is mined, produced, or manufactured in the United States and deemed critical to the U.S. supply chain. The list of critical components is at FAR 25.105 .
Domestic end product means
(1) For an end product that does not consist wholly or predominantly of iron or steel or a combination of both-
(i) An unmanufactured end product mined or produced in the United States;
(ii) An end product manufactured in the United States, if-
(A) The cost of its components mined, produced, or manufactured in the United States exceeds 60 percent of the cost of all its components, except that the percentage will be 65 percent for items delivered in calendar years 2024 through 2028 and 75 percent for items delivered starting in calendar year 2029. Components of foreign origin of the same class or kind as those that the agency determines are not mined, produced, or manufactured in sufficient and reasonably available commercial quantities of a satisfactory quality are treated as domestic. Components of unknown origin are treated as foreign. Scrap generated, collected, and prepared for processing in the United States is considered domestic; or
(B) The end product is a COTS item; or
(2) For an end product that consists wholly or predominantly of iron or steel or a combination of both, an end product manufactured in the United States, if the cost of foreign iron and steel constitutes less than 5 percent of the cost of all the components used in the end product. The cost of foreign iron and steel includes but is not limited to the cost of foreign iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the end product and a good faith estimate of the cost of all foreign iron or steel components excluding COTS fasteners. Iron or steel components of unknown origin are treated as foreign. If the end product contains multiple components, the cost of all the materials used in such end product is calculated in accordance with the definition of "cost of components".
End product means those articles, materials, and supplies to be acquired under the contract for public use.
Fastener means a hardware device that mechanically joins or affixes two or more objects together. Examples of fasteners are nuts, bolts, pins, rivets, nails, clips, and screws.
Foreign end product means an end product other than a domestic end product.
Foreign iron and steel means iron or steel products not produced in the United States. Produced in the United States means that all manufacturing processes of the iron or steel must take place in the United States, from the initial melting stage through the application of coatings, except metallurgical processes involving refinement of steel additives. The origin of the elements of the iron or steel is not relevant to the determination of whether it is domestic or foreign.
Predominantly of iron or steel or a combination of both means that the cost of the iron and steel content exceeds 50 percent of the total cost of all its components. The cost of iron and steel is the cost of the iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the product and a good faith estimate of the cost of iron or steel components excluding COTS fasteners.
Steel means an alloy that includes at least 50 percent iron, between 0.02 and 2 percent carbon, and may include other elements.
United States means the 50 States, the District of Columbia, and outlying areas.
(b) 41 U.S.C. chapter 83, Buy American, provides a preference for domestic end products for supplies acquired for use in the United States. In accordance with 41 U.S.C. 1907, the domestic content test of the Buy American statute is waived for an end product that is a COTS item (see 12.505(a)(1)), except that for an end product that consists wholly or predominantly of iron or steel or a combination of both, the domestic content test is applied only to the iron and steel content of the end product, excluding COTS fasteners.
(c) Offerors may obtain from the Contracting Officer a list of foreign articles that the Contracting Officer will treat as domestic for this contract.
(d) The Contractor shall deliver only domestic end products except to the extent that it specified delivery of foreign end products in the provision of the solicitation entitled "Buy American Certificate."
(End of clause)
Alternate I (Oct 2022). As prescribed in 25.1101 (a)(1)(ii) substitute the following sentence for the first sentence of paragraph (1)(ii)(A) of the definition of domestic end product in paragraph (a):
(A) The cost of its components mined, produced, or manufactured in the United States exceeds __ percent of the cost of all its components. [ Contracting officer to insert the percentage. ]
52.225-2Â Buy American Certificate.
As prescribed in 25.1101(a)(2), insert the following provision:
Buy American Certificate (Oct 2022)
(a)Â
(1) The Offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a domestic end product and that each domestic end product listed in paragraph (c) of this provision contains a critical component.
(2) The Offeror shall list as foreign end products those end products manufactured in the United States that do not qualify as domestic end products. For those foreign end products that do not consist wholly or predominantly of iron or steel or a combination of both, the Offeror shall also indicate whether these foreign end products exceed 55 percent domestic content, except for those that are COTS items. If the percentage of the domestic content is unknown, select no .
(3) The Offeror shall separately list the line item numbers of domestic end products that contain a critical component (see FAR 25.105).
(4) The terms commercially available off-the-shelf (COTS) item, critical component, "domestic end product," "end product," and "foreign end product" are defined in the clause of this solicitation entitled "Buy American-Supplies."
(b)Foreign End Products:
Line Item No.
Country of Origin
Exceeds 55% domestic content (yes/no)
______________
_________________
_________________
______________
_________________
_________________
______________
_________________
_________________
(b)[List as necessary]
(c) Domestic end products containing a critical component:
Line Item No. ___
[List as necessary]
(d) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation.
(End of provision)

SITE VISIT
All interested contractor(s) may participate in an in-person site-visit on March 28, 2024, promptly at 10:00 AM Eastern Time, at the Cincinnati VA Medical Center, 3200 Vine St., Cincinnati, OH 45220-2213.

To attend you must contact Morgan.Stein@va.gov no later than 4:30 PM on March 25, 2024 to sign up and obtain additional information to attend. When emailing to attend, please title the subject line with Site Visit March 28, 2024 - Sterile Processing Shelves ; in your request you must include your company name and the names of all who will be in attendance.

Please Note: Any questions from the site visit need to be emailed after the site visit has concluded. There will be no discussions regarding this requirement during this site-visit, or any other time, outside of emailing the designated point of contact indicated in this RFQ.

SUBMISSION OF QUESTIONS
If you have any questions, please email Morgan.Stein@va.gov ensuring the subject line states 36C25024Q0424 - Sterile Processing Shelves - Questions . All questions must be submitted no later than 16:30 PM Eastern Time on April 01, 2024. After that time the question-and-answer phase will end and a list of all questions received will be disseminated to all interested parties with applicable responses.
SUBMISSION OF QUOTATION
Submission of your response shall be received not later than 16:30 PM Eastern Time on April 11, 2024. Please email your submissions to Morgan.Stein@va.gov ensuring the subject line states 36C25024Q0424 - Sterile Processing Shelves .

No phone calls please.

Quoters shall list exception(s) and rationale for the exception(s), if any.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Attachments/Links