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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 07, 2013 FBO #4366
DOCUMENT

J -- PM REPAIRS HILL-ROM BEDS - Justification and Approval (J&A)

Notice Date

11/5/2013
 

Notice Type

Justification and Approval (J&A)
 

NAICS

423450 — Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office - 8;Tres Rios Bldg;27 Gonzalez Giusti Ave, Suite 600;Guaynabo PR 00968
 

ZIP Code

00968
 

Solicitation Number

VA24813R2053
 

Archive Date

11/6/2013
 

Point of Contact

JOSE SIERRA-COLON
 

E-Mail Address

jose.sierra-colon@va.gov
(Jose.Sierra-Colon@va.gov)
 

Small Business Set-Aside

N/A
 

Award Number

VA248-14-C-0022
 

Award Date

11/1/2013
 

Description

DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1.Contracting Activity: Department of Veterans Affairs, VISN 8, VA Caribbean Healthcare System, San Juan, Puerto Rico. "Justification for Other Than Full and Open Competition". Beds Service Contract under purchase request 672-13-1-569-0001. 2.Nature and/or Description of the Action Being Processed: This is a request for other than full and open competition in order to provide necessary services of repair and preventive maintenance on all VA Caribbean Healthcare System's Hill-Rom beds of the Nursing Service, SPS (Sterile Processing Service). A new service contract is hereby requested and the contract type planned is a Firm-Fixed price. 3.Description of Supplies/Services Required to Meet the Agency's Needs: Services support at the VA Caribbean Healthcare System facilities are between regular duty hours from Monday to Friday between 07:30 hours to 16:00 hours to provide maintenance repair, parts and labor to assure a minimum level of a stock of beds available at all times. The minimum of ready to use beds (repaired beds) in stock will be as follows: 15 Care Assist regular beds 2Bariatric Beds 1Total Care Sport Upon maintaining above levels of beds on a serviceable status; in the event any repairs are required, the Contracting Officer Representative (COR) shall contact the contractor via phone.. VA Caribbean Healthcare System will have a minimum availability of common spare parts that according to their past performance "over one (1) year repairs past historical replacement" are the most common parts that will represent a problem for the beds and are most commonly replaced. Any replacement part/spare parts that are needed that such price goes over $700.00 will be purchased by the VA Caribbean Healthcare System. Replacement parts are as follows according to the repairs performed during the last year: Description Item Number Price Hillow Column Care Assist AG16113MF$1,053.00 Handle Siderail 71085 $9.00 Siderail Cable Care Assist 141806 $97.00 HI/LOW motor Tri Flex CUUX $895.00 Caster R00108A $176.00 Caregiver Control RH 71535$420.00 Caregiver Control LH 71538$420.00 Control Box Care Assist 71460$767.00 The estimated value is $252,544.34, the quantity of beds that will be included in this contract are as follows: Quantity Model Trade Mark Bed Type 247 Units Care Assist Beds Hill-RomRegular 7 Units Triflex II Bed Hill-RomBariatric 44 Units Total Care Hill-Rom Intensive Care Total of Beds: 298 units The estimated periods of performance will be for three (3) years after the notice to proceed which will cover a base period of twelve (12) months and two (2) additional option years of twelve (12) months each year. 4.Statutory Authority Permitting Other than Full and Open Competition: (X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; 5.Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Hospital Equipment Sales & Services is a small business company with sole representation and authorized dealer of Hill Rom as an authorized Master distributor to sell and service government accounts in Puerto Rico. The Hill-Rom beds are considered specialized equipment; the preventive maintenance and repairs can be conducted only by the manufacturer or their Authorized Distributors due to their electronic features and certification requirements. In addition, their past performance training and expertise over the last years as the company that has provided service and repair of all beds at the VA Caribbean Healthcare System, has proven their capabilities and service to perform this contract. Having a contract in place with this vendor, will permit that preventive maintenance be conducted promptly and shall minimize the need for recurring repairs providing cost benefits to the Facility rather than issuing emergency requests when the need arises, as done in the past. This contract will also reduce the downtime for repairs. Accordingly, Hospital Equipment Sales & Services is the only firm capable of providing the supplies and services described in Section III above without the Veteran's Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. 6.Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Hospital Equipment Sales & Services is the sole represented of Hill Rom in Puerto Rico, "see attached memo". Therefore, no additional offers were solicited from other potential sources. ? 7.Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The anticipated price to the Government is based on a yearly cost analysis during the past months. The total dollar amount of purchase orders to Hospital Equipment for bed service's repairs has been for $65,010.00. The total amount in labor cost has been $6,125.00. The total cost in spare parts has been $58,885 ($44,226 has been paid in new motors (each motor cost $1,053*) remaining; $14,659 was other spare parts). Motors are the most expensive and most common part that requires replacement. Total Cost value for the year $80,074.00 VA Caribbean Healthcare System will pay any spare part that is priced over $700.00. Every month, some type of service repair is needed to ensure beds are working properly and safely for our VACHS' patients. 8.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Hospital Equipment Sales & Services is the exclusive Hill-Rom master distributor and dealer in Puerto Rico; only source capable and trained to provide service to Hill-Rom Total Care Assist and Tri-Flex, and Bariatric beds. Other companies that provide repairs and service to patient beds which may be small business available in Puerto Rico, are not authorized, trained nor certified to work on Hill-Rom beds. This puts in jeopardy and warranty or parts that may be needed. 9.Any Other Facts Supporting the Use of Other than Full and Open Competition: Their past performance over the last five (5) years as the company that provided service and repair of all beds at the VA Caribbean Healthcare System, has proven their capabilities and service to perform this contract. These beds are costly and complex; they need specialized care for inspection, cleaning, adjusting, repairing and calibration of all components necessary. 10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: See Section VI above. 11.A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: No additional actions have been taken based on the rationale provided above. 12.Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name: German Mojica CruzDate Title: SPS Assistant Chief Facility: VA Caribbean Healthcare System 13.Approvals in accordance with FAR 6.304 a.Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name Date Title SUPERVISORY CONTRACT SPECIALIST Facility 672-San Juan-NCO 8 b.NCM/PCM (Required $3K and above): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Name:Date Network Contract Manager VISN/PCA X Title Facility
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SJVAMC672/SJVAMC672/VA24813R2053/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA248-14-C-0022 VA248-14-C-0022_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1077084&FileName=VA248-14-C-0022-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1077084&FileName=VA248-14-C-0022-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03228453-W 20131107/131106001210-66af395d39d4afbffba7dd6bf23e45da (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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