N065--Dental Chair Install

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Dental Chair Install 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to assemble and install 70 Pelton & Crane dental chairs and 52 chair mounted lights at the main hospital and various outpatient clinics within the VA Greater Los Angeles Healthcare system (VA GLAHS). 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26224Q0816. 1.e. Set Aside: This solicitation is issued as a SDVOSB set aside. 1.f. Applicable NAICS code: 339114, Dental Equipment and Supplies Manufacturing. 1.g. Small

Business Size Standard: 750 employees 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: 180 days 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 24 1.k. Request for Information (RFI) should be submitted via email no later than 2pm PST Monday, March 18th, 2024, to ositadima.ndubizu@va.gov 2. Statement of Work 2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to assemble and install 70 Pelton & Crane dental chairs and 32 chair mounted lights at the main hospital and various outpatient clinics within the VA Greater Los Angeles Healthcare system (VA GLAHS). 2.2. Background. Dental chairs, lights and deliver systems were purchased on a different purchase order. The intent was for the Biomedical Engineering to assemble and install the chairs. After the equipment was purchased, the Biomedical Engineering department has tried to install these devices, but due to a lack of staffing this wasn t feasible. The whole equipment is currently located at the warehouse in Building 297. 2.3. Scope. The vendor will provide all tools, labor and vehicles needed to install and move these dental chairs and lights. The vendor will pick up the equipment at the warehouse in Building 297 and deliver to the various locations specified in the contract. The vendor shall also ensure the old equipment is removed properly and returned to WLA building 297 for proper decommissioning process with VA Staff. Lastly, the vendor shall provide any non-warranty parts that may need to be replaced during the installation and assembly. Any parts before being replaced must be approved by biomed staff. The Biomedical engineering department and Warehouse will provide space for the assembly of these chairs and 120V power outlets. If possible, they will also provide 120PSI air source. EQUIPMENT SPECIFICATIONS Brand Name: Pelton & Crane Description: Dental Chair/Lights/Delivery System TASK SPECIFICATIONS Work shall be performed at VA Greater Los Angeles Healthcare System sites. This will include LAACC, WLA building 500, WLA building 213, SACC, Santa Maria CBOC and Bakersfield CBOC. Contractor shall perform the following: Tasks Assembly 70 chairs will be assembled in the VA Los Angeles Building 297 Warehouse during normal business hours. The VA will designate enough space for assembly of the chairs and temporary storage for approximately eight chairs at one time. It s estimated to be approximately 240 sqft. There shall be 120v power available and, if possible, 120psi air. The chairs will be assembled as well as any delivery system and/or light that will be mounted to the chair, using our tools and equipment. Inspection and any feasible testing will take place at this time to determine if there are any issues with the equipment. If no issues are detected, the chair will be pad wrapped for shipment using contractor s equipment. If issues are detected, they will be documented and shared with the VA POC. If the repair part is covered under warranty, contractor will manage the ordering and replacement. If a part was damaged during the assembly process, contractor will replace the part at no cost to the VA. If a part is non-functioning, not damaged during assembly, and not covered under warranty, details of the issue as well as costs of the replacement parts and labor will be shared with Hau Doan from the VA team. This SOW includes $5,000 for non-warranty replacement parts and labor. Hau Doan will approve, via email, the work and dollar amount for any non-warranty expenditures. Only approved expenditures will be billed. Delivery Contractor will be responsible for picking up the equipment from the building 297 Warehouse and delivering it to the respective sites. Delivery shall be coordinated to allow for installation to take place on Mondays or Tuesdays. Once at the site, contractor will manage the interior delivery from the unload location to the clinic using our moving equipment. Installation Contractor will remove the existing equipment and install the new equipment. Existing equipment will be moved by the contractor, with our moving equipment, and delivered to the VA Los Angeles 297 Warehouse dock. Receipt, internal movement, and storage is the responsibility of the VA personnel. Installation of the new equipment includes connecting it to existing utilities (e.g., air, water, vacuum, electric) but does not include running new utilities (e.g., plumbing, electrical lines, conduit, etc.). Contractor will provide any appropriate fittings to make the connections. Based prior site visits, it is believed existing utilities are in place and at the proper specs (120v, 80-100PSI air pressure, 40-80PSI water pressure). It is the VA s responsibility that the utilities are at the proper specs. This is critical to proper operation of the equipment. Should any deviation arise, Contractor will notify the VA POC. Once installed, the equipment will be tested for functionality. If a feature will not function, it will be documented, and due diligence will be performed to determine the FboNotice cause. If a part was damaged during the installation process, Contractor will replace the part at no cost to the VA. If a warranty part is needed for replacement, Contractor will coordinate the ordering, replacing, and testing for functionality again. If it is out of warranty, the same process for out of warranty parts and service covered in the Assembly section will be followed. Final functional verification at CBOC will be conducted by a biomed VA employee. The VA will then take waterline samples and submit for testing. Should the waterline test fail, Contractor will consult with the VA to help determine the FboNotice cause. It is recommended waterline testing take place on existing chairs prior to the new chair installation. This will help with any troubleshooting should a new chair fail waterline testing. Coordination- Contractor will work with the VA POCs to create an installation plan by site. The current assumption is installation will take place on Mondays or Tuesdays to get waterline testing complete that week. Depending on the VA and staff availability from Contractor, it may be feasible to conduct installations in parallel (e.g., Bakersfield and Santa Maria), which would decrease the overall project duration. After an installation plan is agreed, Contractor will coordinate and report on the installation activities and report progress to the VA POCs. As noted above, progress and any deviations outside of the SOW will be reported by the contractor to the VA POCs. Once the award is made, documentation will be provided showing the work breakdown, responsibilities, and duration estimates. This is a starting point and will likely change based on the VA s inputs, issues that may arise, etc. It will be a living document updated and communicated throughout the process. Both parties will agree to address issues in a timely manner and collaborate to complete the project in a timely manner, without unnecessary delays. VA Greater Los Angeles Healthcare System: Bakersfield VA CBOC 1801 Westwind Dr. Bakersfield, CA 93301-3028 Los Angeles Ambulatory Care Center (LAACC) 351 East Temple St. Los Angeles, CA 90012-3328 Santa Maria VA CBOC 1550 East Main St. Santa Maria, CA 93454-4819 Sepulveda VA Medical Center 16111 Plummer St. Sepulveda, CA 91343-2036 West Los Angeles VA Medical Center (WLA), Building 213 11301 Wilshire Blvd. Los Angeles, CA 90073-1003 West Los Angeles VA Medical Center (WLA), Building 500 11301 Wilshire Blvd. Los Angeles, CA 90073-1003 2.5. Specific Requirements: Your quote evaluation will be based on price and your ability to provide the following: Personnel performing installation and other services on chair must be fully qualified Field Service Engineer (FSE) who has been trained on the specific equipment. Please provide certification with quote. The contractor shall provide information on their capabilities statement that describes its specialized experience providing installation, maintenance and repairs on Pelton & Crane dental chairs and mounted lights of the same model. 2.6. Period of Performance. The period of performance will be 180 days. Working hours will be Monday-Friday from 7am to 4pm. a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 b. If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays. 2.7. Contractor Personnel Background Requirements. a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. b. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. c. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. d. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. Currently, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 2.8. Contractor Employees a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.9. Insurance Coverage a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1, capabilities statement and past performance via email no later than 10am PST Monday, March 25th, 2024, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with UEI number (Company info and quote should be on the Enclosure 1 form) 4.3.b. Acknowledgement of amendments along with your Capabilities Statement and Past Performance 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items 4.3.f. FAR 13.106-2(b)(3), Evaluation of quotations or offers