SPECIAL NOTICE
J -- Boston Scientific Pulse Lasers Preventative Maintenance base and four option year
- Notice Date
- 3/31/2022 2:04:57 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
- ZIP Code
- 37129
- Solicitation Number
- 36C24922Q0275
- Archive Date
- 04/30/2022
- Point of Contact
- Christina Lawrence, Contract Specialist, Phone: 615-225-3426
- E-Mail Address
-
Christina.Lawrence2@va.gov
(Christina.Lawrence2@va.gov)
- Awardee
- null
- Description
- NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs intends to issue sole-source firm-fixed priced award for base and four option years to Boston Scientific Corporation, 300 Boston Scientific Way Marlborough, MA 01752-1291. A sole source procurement will be issued to Boston Scientific Corporation because they are the only vendor capable of fully performing the service. Due to the proprietary & specialized nature of the work it must be conducted by personnel with a high level of training & qualifications to meet the FDA Guideline. This procurement is being conducted in accordance with FAR Part 13.106-1(b)(1)(i) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. The NAICS code is 811219 and has a size standard of $22 Million for this procurement. NOTE: Respondent must be registered in SAM.gov. Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. STATEMENT OF WORK Boston Scientific Lasers TVHS, VA Nashville 1. INTRODUCTION AND SCOPE OF WORK: Contractor shall perform emergency repairs, 2 preventive maintenance services per device and shall provide parts, labor, travel and laser tubes during the fiscal year period of May 1 through April 30 to the Pulse lasers as specified. The contracted service shall ensure that the equipment functions in conformance with the latest published edition of NFPA 99 and all Original Manufacturer Specifications (OEM). The equipment shall be maintained in accordance with the manufacturer s standards/specifications in accordance with FDA. PERIOD OF PERFORMANCE: Base Year: 5/1/2022 to 4/30/2023 Option Year 1: 5/1/2023 to 4/30/2024 Option Year 2: 5/1/2024 to 4/30/2025 Option Year 3: 5/1/2025 to 4/30/2026 Option Year 4: 5/1/2026 to 4/30/2027 2. EQUIPMENT IDENTIFICATION: A. NAME/DESCRIPTION OF EQUIPMENT - LASER MODEL PULSE 100H HOLMIUM LASER SERIAL NUMBER GA-1008944:120 LOCATION Operating Room, Nashville Campus VA EE# 144765 END USER# 700018376, CUSTOMER# 0010001140 B. NAME/DESCRIPTION OF EQUIPMENT - LASER MODEL VPPS30 VERSAPULSE POWERSUITE SERIAL NUMBER VPPS30:2880 LOCATION OR Room G25, Nashville Campus VA EE# 61740 END USER# 7000186, CUSTOMER# 0010001140 3. REQUIREMENTS: a. VENDOR MINIMUM REQUIREMENT: Vendor is required to have at least one primary employee and one back-up employee on their staff that has a current Original Equipment Manufacturer Training Certification on the covered equipment. Vendor must provide copies of their employee s OEM Training Certificates with their formal bid offer on the Service Contract. Vendor must be able to provide Next Business Day On-Site support by their own staff, as needed throughout the entire length of the Contract. The contracted service shall ensure that the equipment functions in conformance with FDA Requirements and the latest published edition of NFPA 99. The equipment shall be maintained in accordance with the manufacturer s standards/specifications. ALL repairs, including repair parts, preventive maintenance parts, laser tubes, labor and travel except consumables are covered under this contract. Preventive Maintenance (PM) inspections shall be scheduled Semi-Annually. Provide National Institute of Standards and Technology (NIST) Traceable Calibration details of any instrumentation used for repair or calibration. Certificates of calibrations must be available and provided within 2 business days when requested by the VA. b. SCHEDULED MAINTENANCE: The Contractor shall perform 2 Preventive Maintenance (PM) services, semi-annual PM, in accordance with all Original Equipment Manufacturer Specifications (OEM) to ensure that equipment listed in the schedule performs in accordance with paragraph III, References. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. 3. Calibrating and lubricating the equipment. 4. Performing maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 6. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 8. Returning the equipment to the operating condition defined in paragraph III, References. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device is applicable. c. OPERATIONAL UPTIME REQUIREMENTS: Equipment covered by this contract shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in paragraph d., HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. (Normal work hours are 8:00M - 5:00 PM, Monday through Friday, excluding national holidays). Operational Up-time will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. d. HOURS OF COVERAGE: (1) Normal hours of coverage are Monday through Friday from 8:00AM to 5:00PM, excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR or his designee. (2) Work performed outside the normal hours of coverage at the request of the COR will be billed at the price listed in this contract. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). (3) Federal Holidays observed by the VAMC are: New Years' Day, Labor Day, Martin Luther King Day, Presidents' Day, Juneteenth, Independence Day, Memorial Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day. e. UNSCHEDULED MAINTENANCE (Emergency Repair Service) (1) Contractor shall maintain the equipment in accordance with paragraph III, References. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished, with the exception of operating supplies such as paper, disks, etc. (2) The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. (3) Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 7 business days after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:30 am to 5:00 pm, a [2] hour response means, if a call is placed at [4:45 pm, Monday August 10th], the FSE must start on-site service before [9:45 am, Tuesday, August 11th], except when outside hours of coverage is authorized by the COR. f. PARTS: The Contractor shall furnish and replace parts to meet up-time requirements. The Contractor has ready access to unique and/or high mortality replacement parts. The contract shall include all parts including laser tubes. Contractor shall maintain a sufficient stock of all parts meeting or exceeding the original manufacturer's design and specification needed for repair and maintenance of the equipment or be able to secure needed parts within one calendar day. VA reserves the right to inspect the contractor's facility to confirm the parts are locally available. All necessary replacement parts to complete PM or corrective maintenance services shall be included as part of this service and maintenance contract, including laser tubes. g. 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. h. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in an ""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. i. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: (1) Each respondent must have an established business, with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who will serve as the backup. (2) ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment in the Toshiba Special Procedures Room. (3) The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. (4) If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. j. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. k. SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all FSE s 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. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 4. REFERENCES: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The above equipment shall be maintained in accordance with the manufacturer's standards/specifications. 5. DELIVERY: a. Preventive Maintenance inspection/repair procedures shall be semi-annually in accordance with the manufacturer's specifications. b. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COR for an ""authorization signature"". If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed. VA Biomedical Contact Person(s): Wade Sidley Location (Building/Room Number): Building 1, Room E-01 VA Biomedical Contact Person(s): Elizabeth Byers Location: Building 5, Room G27C, Murfreesboro Campus Contractor -- Provide telephone number(s) to call for your Service Department: __________________________________________________________ Provide name(s) of authorized contact person(s): ___________________________________________________________ 6. PROGRESS AND COMPLIANCE: a. OPERATIONAL UPTIME REQUIREMENTS: The Toshiba Special Procedures Room covered by this contract shall be operable and available for use 96% of the normal operating hours of the equipment as detailed in paragraph 2d., HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. (Normal work hours are 8:30M - 5:00PM, Monday through Friday, excluding national holidays). Operational Up-time will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. b. DOCUMENTATION/REPORTS : The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer s specifications. Such documentation shall meet the guidelines as set forth in paragraph 3, References. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: (1) Name of contractor. (2) Name of FSE who performed services. (3) Contractor service ESR number/log number. (4) Date, time (starting and ending), equipment downtime, and hours on-site for the service call. (5) VA purchase order numbers(s) covering the call if outside normal working hours. (6) Description of problem reported by COR (If applicable). (7) Identification of the equipment to be serviced: Inventory ID number Manufacturer s name Device name Model number Serial Number Any other manufacturer s identification numbers (8) Itemized Description of Service Performed (including Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. (9) Total Cost to be billed (If Applicable --i.e., part(s) not covered or service rendered after normal hours of coverage). (10) Signatures: (a) FSE performing services described. (b) VA Employee who witnessed service described. c. PAYMENT: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports. 7. EXCLUDED SERVICES: Contractor shall not be obligated to provide services under this Agreement for: a. Damage to or destruction of instrument(s) covered where such damage or destruction is: (1) A result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any Act of God including but not limited to lightning, windstorm, hail, flood, earthquake, or (2) Caused by the VAMC misuse or abuse of such instrument; b. Decontamination due to spillage; c. Interpretation of data; d. Installation of unauthorized field modifications; e. Accessories not listed nor included in agreement. 8. NOTES AND OTHER INFORMATION: a. ADDITIONAL TERMS AND CONDITIONS: If the service vendor maintains that the problem is with the reagents, calibrators, operator error, or controls, the burden of proof is on the vendor. If the equipment, however, is found to be at fault, the vendor is required to pay for all tests sent out during the dispute period b. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. Any additional charges claimed must be approved by the COR before the service is completed! c. DEFINITIONS/ACRONYMS: (1) Biomedical Engineering - Supervisor or designee (2) CO - Contracting Officer (3) COR - Contracting Officer's Representative (4) 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. (5) FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. (6) ESR Vendor Provided Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the Contract. (7) Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. (8) Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. (9) NFPA - National Fire Protection Association (10) CDRH - Center for Devices and Radiological Health (11) VAMC - Department of Veterans Affairs Medical Center (12) VAH - Department of Veterans Affairs Hospital c. There are no known security issues with this Statement of Work. d. Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only. e. Contractors required to obtain Temporary ID Badge from Engr Svc, Bldg 6 Murfreesboro or Room D73 Nashville, while on VA property if not escorted during entire visit by an Engineering Service employee. Other important considerations: Cite any other information that is necessary for potential respondents to understand the nature of the potential requirement or proposed acquisition. Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (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. This notice of intent is not a request for competitive quotes. However, interested parties may identify their interest and capability to respond to the requirement and submit quotations with the subject line ""Special Notice # 36C24922Q0275 by 10:00 a.m. CST on 04/13/2022 to: Christina.Lawrence2@va.gov. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. 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).
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