SPECIAL NOTICE
J -- Checkpoint Monitoring Maintenance Services
- Notice Date
- 12/1/2021 12:28:48 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24222Q0183
- Archive Date
- 01/30/2022
- Point of Contact
- Monique Paltan, Contracting Officer, Phone: (212) 686-7500
- E-Mail Address
-
Monique.Paltan@va.gov
(Monique.Paltan@va.gov)
- Awardee
- null
- Description
- SPECIAL NOTICE Department of Veterans Affairs, New York Harbor Healthcare System, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source to EOI, Inc., for Checkpoint Sensors monitoring, maintenance, calibration and unscheduled Repairs services at the VA Hudson Valley HCS Castlepoint, Montrose and 7 Community Based Outpatient Clinics (CBOC). This Special Notice is issued to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for all monitoring and maintenance of checkpoint sensors. SERVICES REQUIRED: Contractor shall provide checkpoint sensors monitoring including preventative maintenance, inspection, calibration, software upgrade and unscheduled repairs for the Hudson Valley Health Care System 2 campuses and 7 CBOCs. The term of services will be 9 months after award of contract with provision for four (4) Option Years. INTERESTED & CAPABLE RESPONSES: NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please provide all of the following in your response: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number. Please also include the North American Industry Classification System (NAICS) Code for which you propose to provide the service under for verification of your size standard. A Capability Statement which provides detailed, specific information that demonstrates understanding of the tasks required and capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive. Responses must be submitted by 3:00 PM EST, December 8, 2021. Responses to the information requested above may be submitted via e-mail to Monique.Paltan@va.gov. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice may assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted for this notice. STATEMENT OF WORK CHECKPOINT SENSORS MAINTENANCE, CALIBRATION and UNSCHEDULED REPAIRS A. BACKGROUND: Department of Veterans Affairs, Hudson Valley Health Care System is seeking Checkpoint Sensors monitoring, maintenance, software upgrade, calibration and unscheduled Repairs services in order to diminish operational problems, improve communications, increase efficiency within the facility and to improve the quality of services to veterans. Services are for the Hudson Valley Health care System, Montrose, and Castle Point Campuses and its 7 Community Based Outpatient Clinics (CBOC). Contractor shall perform checkpoint sensors monitoring services on all equipment outlined within this Statement of Work (See Checkpoint Sensors List). The contractor will provide timely response to all service calls and emergency repair to minimize equipment downtime. B. SCOPE OF WORK: The contractor shall furnish all labor, travel materials, equipment, tools, supervision, parts and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, software upgrade, calibration, and unscheduled repairs. General: Extended warranty for replacement hardware in exchange for damaged or non-functional units from normal usage. Extended software warranty for all proprietary software components of the system to ensure they perform in substantial compliance with the documentation. Unlimited Software support via telephone, VPN access, or remote web access. The Service Contractor will provide remote network support and continuous monitoring of key server and system performance parameters 24/7. Unlimited user training by phone or remote web support Description of Services: Contractor shall replace annually 444 check point devices (sensors) at both VA FDR Hudson Valley campus laboratories, pharmacy, and other critical locations throughout the hospital and CBOC locations. The attached Equipment List should be used as reference that identify sensors that can be replaced as sensors fail or are considered non-operational. (See attached Checkpoint Sensors List). Contractor shall provide a detailed written report including ISO certificate for sensor testing and calibration on an annual basis. Provide a detailed written report to include ISO certificate for the testing and calibration equipment used to test and calibrate all sensors on an annual basis. Change batteries as required by manufacturer. Provide remote performance analysis and troubleshooting and provide on-going remote support to VA staff in order to resolve issues with sensors. A detailed written service report must be provided with test results (See Documentation requirements in the Special Instructions Section Below) All defective hardware will be exchanged. Defective hardware is defined as damaged or non-functional units from normal usage. Software support will be provided. Automatic software updates will be provided, as available. The system will be continuously monitored 24/7 and will receive Server status messages every 30 minutes. The contractor responds to service calls via telephone within four (4) hours. Contractor must furnish all tools and materials (e.g. service manuals, diagnostic software, etc.) required to maintain the equipment at original equipment manufacturers (OEM) standards. All repairs shall be performed to meet original equipment manufacturers (OEM) standards and specifications. Approval of the Contracting Officer or the COR must be obtained before removing any equipment from the facility to an offsite contractor location. No transportation charges will be allowed for either the Field Service Engineer (FSE) or the equipment to or from the contractor s location. The Contractor will be responsible for loss or damage of equipment. A monthly uptime commitment of 95% must be maintained for all equipment listed. Preventive Maintenance (PM): Sensor probe replacement will be yearly for compliance with National Institute of Standards and Technology (NIST) traceability standards for service lines required to submit to these standards. The Service Contractor will provide replacement snap probes, and will come on site, to replace. Service reports and Certificates of traceability will be provided. New Equipment & Unscheduled Maintenance: Equipment may be added or deleted from the service contract as needed upon modification executed by the Contracting Officer. Probe Exchange for Snap/External Sensors is a one-time only charge in year one in order to exchange non-compliant sensors in the laboratories with new sensors containing reusable snap probes. The non-compliant sensors may not be repurposed in other areas of the facility that require temperature monitoring. Any exchange/replacement will take place during the normal or emergency replacement cycles and the sensor calibration will be confirmed by the service vendor. Special Instructions: Contractor Check-In: Upon arrival, the contractor will check-in with the authorized VA Campus or CBOC attendant to receive an identification sticker, prior to performing service(s) at the Hudson Valley Healthcare System Campuses and/or its associated CBOC s. The contractor shall wear visible identification at all times while on the premises of the all Hudson Valley Healthcare System facilities and associated sites, displaying name and company ID. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced; the name of the representative, and the services performed and parts replaced, and labor hours. A detailed written service report must be provided with test results, specifying all alarm points and locations. Inspections and testing must comply with NIST NFPA OSHA and ISO. Contractor to submit to the COR (3) copies of reports detailing all work performed at Hudson Valley VA within 15 days of the completion of the annual testing and calibration. The reports will be delivered to the Engineering Service at HVHC Montrose Campus Building 16 Room 31. An electronic copy may be emailed to the Engineering Service Point of Contact. The Servicing Contractor will provide monthly documentation, detailing current quantities outlined in the sensor list, including quantity, device name and ID#. An annual report will be provided with the quote annually detailing the above items plus snap probe calibration quantities. Billing: Labor charges for unscheduled repairs will be billed hourly and only for hours worked. Unscheduled Repairs Requirements: Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Vendor shall submit a quote for unscheduled repairs to include parts: Labor Hours: Minimum 2 Hours and Maximum 96 Hours per period of performance. C. REQUIREMENTS: The SOW for this service presumes the contractor will not need to connect to the VA Hudson Valley LAN to execute the maintenance and repairs. The contractor will adhere to all VA and manufacturer regulations, codes, standards, guidelines, and design requirements. Work outside of normal business hours or weekends: All service and preventive maintenance work performed after hours or on weekends requires coordination with the COR. Contractor will require access to the VA network to complete this installation. Contractor will also require network access for support and maintenance. Identification Parking, Smoking, and VA Regulations. The Contractor's Employees shall wear visible identification (PIV Badges) at all times while on the premises of the Franklin D. Roosevelt Hudson Valley VAMC Facility CBOCs. It is the responsibility of the Service Vendor s personnel to park in the appropriate designated parking areas. Information on parking is available from the VA Police Services at the FDR VA Hudson Valley VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Compliance and General Safety Regulations. All Contractor s personnel and Subcontractors performing services for the Government shall comply with all HVHCS Safety Policies and Regulations, Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. The Service Vendor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractor s failure to adhere to these requirements. The Contractor and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this task order. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Task order. D. PLACES OF PERFORMANCE: Services will be for two (2) campuses and seven (7) Community Based Outpatient Clinics (CBOC) listed below. 1. VA MEDICAL CENTER CASTLE POINT CAMPUS 41 Castle Point Road Wappingers Falls, NY 12590 2. VA MEDICAL CENTER FDR MONTROSE CAMPUS 2094 Albany Post Road Montrose, NY 10548 Community Based Outpatient Clinics: 1. CARMEL CBOC 1875 Route 6 Provident Bank (2nd Floor) Carmel, NY 10512 2. GOSHEN CBOC 30 Hatfield Lane Suite 204 Goshen, NY 10924 3. MONTICELLO CBOC 55 Sturgis Road Monticello, NY 12701 4. NEW CITY CBOC 345 North Main Street Upper Level New City, NY 12567 5. PINE PLAINS CBOIC EASTERN DUTCHESS 2881 Church Street Route 199 Pine Plains, NY 12567 6. POUGHKEEPSIE CBOC FREEDOM EXECUTIVE PARK 488 Freedom Plains Road Suite 120 Poughkeepsie, NY 12603 7. PORT JERVICE CBOC 150 Pike Street Pt. Jervis, NY 12771 E. PERIOD OF PERFORMANCE: Contract period of performance will be from 02/01/2022 to 09/30/2022 with provision for four (4) option years. F. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS: VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021) Contractor employees who work in or travel to VHA locations must comply with the following: a. Documentation requirements: 1) If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. 3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or hospital personnel. 4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 4. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.
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