SPECIAL NOTICE
J -- Intent to Sole Source Preventive Maintenance and Repairs to Alcon Centurion Phacoemulsification Devices
- Notice Date
- 9/2/2021 8:54:42 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
- ZIP Code
- 76006
- Solicitation Number
- 36C25721Q1363
- Archive Date
- 10/17/2021
- Point of Contact
- Shannon Hodgson, Contract Specialist, Phone: 202-669-5683
- E-Mail Address
-
shannon.hodgson@va.gov
(shannon.hodgson@va.gov)
- Awardee
- null
- Description
- INTENT TO SOLE SOURCE The Department of Veterans Affairs, Network Contracting Office 17 (NCO17) intends to sole source a contract for comprehensive coverage including the preventive maintenance and repair of two Alcon Vision Centurion Phacoemulsification Devices at the El Paso VA Medical Center, 5001 N. Piedras, El Paso, TX 79930. All work is to be completed in accordance with statement of work and schedule. This sole source contract will be solicited and negotiated with, Alcon Vision, LLC, 6201 South Freeway, Fort Worth, Texas 76134, under the authority of FAR 6.302-1 Only One Source. The North American Industry Classification System (NAICS) code for this procurement is 811219-Diagnostic Imaging Equipment Repair and Maintenance Services. The Small Business Administration (SBA) size standard is $22.0 Million. Interested vendors that can meet this requirement, should identify their interest and capability, and respond to this notice by 09/07/2021 by 2:00 PM CST. Interested vendors must send a capability statement no more than one page in length; to include Company Name, Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular requirement, website and GSA Contract number (if applicable) and/or other VA Medical Center past contract information. No solicitation will be made available. This is not a request for quotations. All information shall be provided at no cost or obligation to the Government. Responses must be sent via email to Contract Specialist, shannon.hodgson@va.gov. If no responses are received, Contracting will proceed with the sole source negotiation with Alcon Vision, LLC. STATEMENT OF WORK SECTION C - DESCRIPTION/SPECIFICATIONS FOR SERVICE OF MEDICAL EQUIPMENT El Paso VAMC is requesting service/maintenance of 2 Alcon Centurion systems. The services requested would allow the Surgery department to facilitate patient care more efficiently without the possibility of turning away or referring patients out due to broken/faulty equipment. The service s needed is to include all items listed under the Advance Care support. I. EQUIPMENT IDENTIFICATION: NAME/DESCRIPTION OF EQUIPMENT Centurion Phaco Device MANUFACTURER Alcon SERIAL NUMBER - 2001652101X EQUIPMENT I.D. NUMBER 33216 SITE ID: N/a LOCATION Operating room(s) (mobile) NAME/DESCRIPTION OF EQUIPMENT Centurion Phaco Device MANUFACTURER Alcon SERIAL NUMBER 2001652901X EQUIPMENT I.D. NUMBER 33217 SITE ID: N/a LOCATION Operating room(s) (mobile) II. DEFINITIONS/ACRONYMS: Biomedical Engineer - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status. Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR. OEM Original Equipment Manufacturer VA - Department of Veterans Affairs ELPVAHCS El Paso VA Health Care System III. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications. Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act. Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required. IV. HOURS OF COVERAGE: Vendor shall provide telephone support 24 hours a day, 7 days a week. Vendor shall provide unscheduled maintenance Mondays - Fridays, 8:00 AM-6:00 PM local site time for Alcon, Mondays - excluding Federal Holidays. Vendor shall provide planned maintenance scheduled at a mutually agreeable time Mondays - Fridays, 8:00 AM-6:00 PM local site time for Alcon, excluding Federal Holidays. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage. Federal Holidays observed by the ELPVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day V. UNSCHEDULED MAINTENANCE (Repair Service): Contractor shall maintain the equipment in accordance with Alcon and OEM recommended frequencies and hardware specifications as set forth in the service manuals. Vendor shall make reasonable efforts provide on-site support within twenty-four hours, during covered days, upon notification by Customer. The CO or COR has the authority to approve/request a service call from the Contractor. B. Coverage includes on-site support (4-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance. C. Contractor shall provide telephone support per Section C, IV, Hours of Coverage. D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards. E. The COR shall be informed personally or in writing of the equipment status prior to the Contractor leaving the work site. F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit. VI. SCHEDULED MAINTENANCE: The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. 4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Inspecting and replacing, where indicated, all mechanical components. 7. Returning the equipment to the operating condition. 8. Providing documentation of services performed. VII. PARTS: The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. Pulse Oximetry sensors shall be limited to one direct exchange at no cost per contract year. The Contractor shall also list any additional excluded parts under the service contract. Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS. VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The ELPVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. IX. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Description of problem reported by COR. E. Identification of equipment serviced. F. Itemized description of service performed, with parts and part numbers. G. Itemized costs of any approved billable parts and services, if applicable. X. REPORTING REQUIREMENTS: The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR shall be sent to the COR after the work for review. Contact Information: ELPVAHCS Biomedical Contact Person(s): Chief Biomedical Engineering or designee. Location (Building/Room Number): Building 1 Rooms A100 Telephone Number & Extension(s): 915-564-7099 Fax: 915-564-7807 XI. ADDITIONAL CHARGES: Additional charges shall be approved by the COR before service is started. There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) 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 scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. XII. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Section I, ""as is"" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. XIV. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Contractor shall have an established business with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who shall serve as the backup. B. ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed an OEM certified training program for the equipment identified in Part I of this section. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing any ELPVAHCS equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the ELPVAHCS equipment. D. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XV. TEST EQUIPMENT: The Contractor shall provide the ELPVAHCS, upon request, a copy of the current calibration certification of all test equipment which is to be used by the Contractor on ELPVAHCS's equipment when requested by the ELPVAHCS. Test equipment calibration shall be traceable to a national standard. The Contractor shall present any removable media (i.e. USB or DVD/CD device) required for performing the work to Biomed to be scanned with an anti-virus program running current virus definitions. XVI. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification at all times while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XVII. CONTRACT TIME PERIOD: Contract enactment shall be from October 1, 2021 to September 30, 2022. for the base year on the Alcon System outlined. Contract has the option of four (4) one (1) year extensions. XVIII. QUALITY ASSURANCE SURVEILANCE PLAN (QASP): COR shall use surveillance methods listed below in the administration of this QASP. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) COR shall periodically review major aspects of the SOW to include response time, quality of services provided, and equipment uptime. COR shall utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections shall be unscheduled, as required.) COR shall routinely inspect service records supplied by vendor with using service to ensure quality of service and positive customer interaction. COR shall periodically monitor interaction of vendor with using service to ensure services are provided timely, efficiently, and meet the customer s needs. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.) COR shall routinely engage customers in discussions regarding services rendered, and ensure that all communications from the vendor are professional. COR shall review customer complaints regarding system maintenance, downtime, and general communication with vendor, to ensure vendor is aware of any situations where a high-quality of service may have been compromised.
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- SN06120375-F 20210904/210902230127 (samdaily.us)
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