United States - J--Sources Sought 36C24919Q0257 Lexington VA Health Care System Service Contract Ultrasound

Description

Added: Jun 14, 2019 1:52 pm

Sources Sought 36C24919Q0257

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources (small and other than small) to perform a potential requirement.

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

NAICS code: 811219 and SBA Sized Standard is $ $20.5M. PSC J065

NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/.

Statement of Work:

Period of Performance:

Base Year: 10/1/2019-9/30/2020

Option Year 1: 10/1/2020-9/30/2021

Option Year 2: 10/1/2021-9/30/2022

Option Year 3: 10/1/2022-9/30/2023

Option Year 4: 10/1/2023-9/30/2024

1. Equipment

Equipment to be serviced/maintained includes:

Description EE S/N or Site ID Location

Hitachi Pro-sound F75 endoscopy ultrasound 84131 U7F0701_205G0016 A412-01-CDD

2. Equipment is located at:

1101 Veterans Drive, Lexington, KY 40502.

3. Scope of Services

a. Yearly on-site preventative maintenance inspection

b. Unlimited unscheduled service visits, including all replacement parts, labor, travel, and shipping charges

c. Unlimited applications phone support

d. Includes loaner equipment

e. Includes software revisions/enhancements/upgrades at no additional charge

All charges for parts, services, manuals, tools, or software required to successfully complete scheduled and unscheduled services are included within this contract. The Medical Center shall not provide any parts, manuals, tools, or software to the Contractor, and all equipment documentation, including operator and service manuals, parts lists, and schematics shall be readily provided to the Contracting Officer (CO) upon request.

All replacement parts furnished shall be new original equipment manufacturer (OEM). The Contractor shall not modify the system to facilitate replacement parts which are not identical to the part being replaced, unless such modification was developed, approved, and released by the OEM. Any used or replaced parts shall remain the property of this Medical Center unless released to the Contractor by the Contracting Officer s Representative (COR).

4. Any charges outside the scope of this contract must be approved by the COR prior to performing service.

5. Conformance Standards and Condition of Equipment

The Contractor shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99 and OSHA. This includes performance standards and specifications used when the equipment was procured and any upgrades/updates thereafter. Test equipment shall be within manufacturer specifications and calibrated at required intervals. Calibrations shall be traceable to a national standard. Any test equipment calibration certificates shall be provided to the CO and COR upon request.

The Contractor accepts responsibility for the equipment described above in as is condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR in writing of the existence or the development of any defects in or repairs required to the above equipment which the Contractor considers out of scope under the terms of this contract. The Contractor shall furnish the CO and COR with a written cost estimate of the necessary repairs.

6. Hours of Coverage

Normal hours of coverage are Monday-Friday, 8:00am to 5:00pm (EST), excluding national holidays recognized by the Department of Veterans Affairs. All services will be performed during normal hours of coverage unless requested and approved by the COR. Observed holidays include:

New Year s Day Labor Day

Martin Luther King Day Columbus Day

President s Day Veterans Drive

Memorial Day Thanksgiving Day

Independence Day Christmas Day

Work performed outside the normal hours of coverage at the request of the COR will be billed at the Contractor s applicable rate. Work performance outside the normal hours of coverage at the request of the Contractor will be considered normal hours. There shall be no additional charge for time spent on-site during or after normal hours of coverage awaiting the arrival of additional FSE, finishing any maintenance services, and/or delivery of parts.

7. Scheduled Maintenance

All preventative maintenance (PM) services shall be completed in accordance with Manufacturer s requirements and recommendations. A PM inspection shall include, at a minimum, the following:

a. Cleaning and calibration of equipment

b. Review of operating system and software application diagnostics and correction

c. Remedial maintenance and lubrication

d. Inspection and testing of all system components, hardware, electrical wiring and cables, and peripherals

e. Replacement of all worn and fault components, hardware, electrical wiring and cables and peripherals, including any of the above which are likely to become worn, faulty, or fail

f. Returning the equipment to Manufacturer operational condition, as defined in Conformance Standards.

g. Providing electronic documentation of all services performed to the end user, COR, and Biomedical Engineering

8. Unscheduled Maintenance

All repair services shall be completed in accordance with Manufacturer s requirements and recommendations, as well as the Conformance Standards. The Contractor shall provide full service of diagnosis and remediation to maintain the equipment in operational condition. Repair services may consist of troubleshooting, replacing failed components, calibration, cleaning, adjustments, and in situations of severe malfunctions that cannot be repaired, replacement of the unit. All services performed shall be electronically documented and provided to the end user, COR, and Biomedical Engineering.

The Contractor shall provide a response to a service request within (1) hour of notification. If on-site service is necessary, the field service engineer (FSE) shall be on-site within 24 hours after notification.

The Contractor must show satisfactory evidence to the VA that efforts and manpower are progressing to troubleshoot failure and identify a solution in a timely manner. If the Contractor fails to meet the on-site response time to begin performing work, or if downtime exceeds 16 consecutive hours after on-site arrival by the FSE, the VA reserves the right to obtain repair services from another source at the Contractor s expense. The decision to exercise the alternative repair will reside exclusively with the CO.

9. Sign-In and Documentation:

During normal hours of coverage, the Contractor, shall enter their signature on the sign-in sheet and receive a temporary ID badge in the Engineering Office, Room D232, second floor of the Main Building. Upon departure, the Contractor shall sign-out on the same sheet, return the ID badge, and leave any hard-copy documentation in D234. During non-normal hours, the Contractor shall sign-in with the Police Service, C101 Main Building, upon arrival and departure. The ID badge must always be displayed while on the premises of the Medical Center. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the Police Service. The Medical Center will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed. Procedures used for PM inspections shall be submitted with each report. The Contractor shall, at a minimum, thoroughly record the following items:

a. Name of Contractor

b. Name of FSE who performed the service

c. Date and time during which services were rendered

d. VA PO#(s) associated with the services

e. Description of problem reported

f. Identification of equipment to be serviced, including model number, serial number, and any other identifying information

g. Itemized description of services performed (including costs of items to be billed)

h. Total cost to be billed

i. Signatures of FSE and VA employee who witnessed service

10. Competency of Personnel Service Equipment

The Contractor shall have an established business with a full-time staff, including a fully qualified FSE and backup fully qualified FSE. Fully qualified is based upon training and field experience. All personnel servicing equipment under this contract must have been factory trained by the OEM and have completed a minimum of (2) years of field work. The FSEs shall be authorized by the Contractor and OEM to perform services on the above equipment. Training documentation and related certifications shall be provided to the CO and COR upon request. The CO and COR reserve the right to reject any personnel and refuse them permission to work on the above equipment.

11. Security and Privacy of VA Sensitive Information

The C&A requirements do not apply, and a Security Accreditation Package is not required.

All media (hard drives, DVD s, Floppies, etc.) that contains sensitive data must be surrendered to the Medical Center (Biomedical Engineering) and may not leave VA property. All Contractor-owned media (USB drives, DVD s, CD s, Floppy disk) that is to be inserted into a medical device must be scanned by Biomedical Engineering prior to being placed in the medical device.

11. Information Sought

Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide the service as described above (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.

Please e-mail your response with the above information to Michael.Brown1305@va.gov

with the subject line "Sources Sought Notice # 36C24919Q0257 by 10:30 CST on June 28, 2019. Any questions should be emailed to Michael.Brown@va.gov.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Opportunity closing date

28 June 2019

Value of contract

to be confirmed