Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF AUGUST 24, 2022 SAM #7572
SOURCES SOUGHT

J -- Medical Equipment Maintenance

Notice Date

8/22/2022 10:13:49 AM
 

Notice Type

Sources Sought
 

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

36C24922Q0630
 

Response Due

8/26/2022 8:00:00 AM
 

Archive Date

09/10/2022
 

Point of Contact

robert.belisle1@va.gov, Robert Belisle, Phone: 615-225-6337
 

E-Mail Address

robert.belisle1@va.gov
(robert.belisle1@va.gov)
 

Awardee

null
 

Description

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 to perform a potential requirement. Background: Contractor, shall furnish all necessary travel, labor, materials, tools, documentation, and parts located at the Veterans Affairs Medical Center, 1030 Jefferson Ave., Memphis, TN 38104. Support shall be provided via on-site visits. Contractor must have proven knowledge of all of the database software and hardware components and must demonstrate, to the satisfaction of the VAMC, that he/she is able to meet the requirement as outlined below. Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and sized standard is $22.0M. NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. Please advise of status when replying back to RFI. Project requirements: Anticipated period of performance: 01 October 2022 - 30 September 2023 Other important considerations: See Statement of Work (SOW) 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. Please e-mail your response with the above information to robert.belisle1@va.gov with the subject line ""Sources Sought Notice # 36C249-22-Q-0630 by 10:00 a.m. on (08/26/2022). Any question should be emailed to robert.belisle1@va.gov. Disclaimer and Important Notes. This notice does not obligate the Government to award a agreement 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). Maintenance and Repair of Medical Equipment Statement of Work 4.1 EQUIPMENT IDENTIFICATION Contractor, shall furnish all necessary travel, labor, materials, tools, documentation, and parts located at the Veterans Affairs Medical Center, 1030 Jefferson Ave., Memphis, TN 38104. Support shall be provided via on-site visits. Contractor must have proven knowledge of all of the database software and hardware components and must demonstrate, to the satisfaction of the VAMC, that he/she is able to meet the requirement as outlined below. Equipment to be Maintained and Repaired: Equipment Serial Number Medrad Stelent 204079 Medrad Stelent 207373 Medrad Stelent 202288 Medrad Stelent 31793 Medrad MRXperion 300507 Medrad MRXperion 300523 Medrad Stellent D 39872 Medrad Arterion 203925 ACist CVI EP0023325 Boston Scientific Possis Angio Jet U2729 Boston Scientific Possis Angio Jet U3727 4.2 DEFINITIONS/ACRONYMS A. VAMC - Department of Veterans Affairs Medical Center, 1030 Jefferson Ave., Memphis, TN 38104. B. Biomedical Engineering- Chief, Biomedical Engineer or designated staff (138), telephone number: (901) 577-7300, VAMC room AEG22 C. CO - VAMC Contracting Officer, staff of Acquisition and Materiel Management Service. D. COTR - Contracting Officer's Technical Representative, designated as a Biomedical Engineering Staff Member. E. PM - Preventive Maintenance. 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 or inoperative conditions. F. FSE - Field Service Engineer. A fully qualified individual who is authorized by the contractor to perform maintenance (corrective and preventive) services on the VAMC premises as defined in the terms of this contract. G. ESR - Vendor Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. H. Acceptance Signature - Signature by VAMC employee indicating acceptance of FSE work completion or pending status as stated on ESR. I. Authorization Signature - COTR's signature accepting work as stated on the ESR. 4.3 CONFORMANCE STANDARDS A. Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any updates, as well as following LATEST published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), Memphis VAMC standard operating procedures, and any other Federal, State, and Local regulations mandated. 4.4 HOURS OF COVERAGE A. Normal VAMC working hours are Monday through Friday, 8 a.m. to 5p.m., excluding federal holidays. Federal Holidays observed by the VAMC are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Juneteenth B. All service/repairs shall be performed during normal hours of coverage, with approval of the COTR. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Normal hours of coverage for this contract are: Monday through Friday from 8______ a.m. to __5____ p.m., excluding federal holidays. C. Contractor must provide the COTR with the means to request and receive prompt emergency telephone support from an FSE, within _______1________ hours of the COTR s request. This emergency telephone call back service shall be provided / twenty-four hours a day, seven days a week at no extra charge to the Government. When VA personnel cannot resolve the problem with guidance from the call center, contractor has 4 normal work hours to arrive on-site. 4.5 EQUIPMENT MAINTENANCE A. MAINTENANCE The scope maintenance includes and provides for Government performed shared maintenance with the following provisions: 1. Contractor provides all parts and labor for repair actions 2. Contractor provides all system software and hardware upgrades and updates. The upgrades will be performed at a time mutually agreed upon to provide the least amount of operational downtime. 3. Contractor provides all operating system updates. 4. Contractor provides all diagnostic troubleshooting dongles/keys for in house technicians to have full access to diagnostic menus. 5. Contractor performs all scheduled services and repairs with full provision of parts and travel. 6. Contractor shall perform work on-site where Injectors are located in patient care areas where CT and or Angio/Cardio cases may be performed throughout the facility. B. Documentation For all work performed by the contractor, the contractor shall provide complete and original documentation indicating work performed, referencing the procedures followed, actual values obtained to the COTR at the completion of the service 4.6 PREVENTIVE MAINTENANCE A. The Contractor shall perform PM service to ensure that equipment listed in the schedules performs in accordance with Section 4.3, Conformance Standards. B. The date of PM service must be scheduled by the FSE with the COTR at least a week in advance according to the schedule below. All exceptions to the preventive maintenance schedule and procedure shall be addressed and approved in advance with the COTR. The time and frequency of preventive maintenance shall be based on the latest manufacturer s specifications, and all Conformance Standards listed in Section 4.3, according to hours of use or months in service, and past PM dates. C. Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications and any additional procedures followed by the Contractor. PM services provided by the Contractor must include but are not limited to the following: 1. Performing the manufacturer latest specifications for preventive maintenance on the equipment listed in the schedule of equipment. 2. Performing electrical safety inspections per latest publication of NFPA 99. 3. Cleaning of equipment, lubricating, and calibrating the equipment. 4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. 5. Performing remedial maintenance/repairs of non-emergent nature. 6. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications. 7. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 8. Returning the equipment to the operating condition defined in Section C.3, Conformance Standards. 9. Checking and adjusting alignment as necessary. D. The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual values obtained to the COTR at the completion of the PM service. E. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and its agreed upon price. 4.7 UNSCHEDULED MAINTENANCE AND REPAIR SERVICES A. Contractor shall maintain the equipment in accordance with the specifications listed in the Statement of Work Conformance Standards, by returning failed components of a system to full operational capacity. The Contractor shall provide these repair services, which may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond repair, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Maintenance shall be carried out with the objective of minimizing equipment downtime. B. Contractor must provide prompt emergency telephone support to request service as defined in the section Hours of Coverage. Service calls to the Contractor requesting service are only authorized when they are received from the COTR, CO, or designated equipment users. Outside of the equipment's hours of coverage, emergency on-site services require authorization by the COTR under a separate purchase order. Service responses on calls from unauthorized personnel can result in nonpayment. C. Response Time: Contractor's FSE must respond with a phone call to the COTR _____1_______ hours after receipt of telephoned notification. If the problem can not be corrected by phone or VPN, the FSE shall commence work (on-site physical response) within _______4_______ normal hours of coverage after receipt of notification and shall proceed progressively to completion without undue delay. (For example, if hours of coverage are 8:00 a.m. to 4:30 p.m., Mon. through Fri., a two hour response means, if a call is placed at 4:15 p.m., Monday August 10th, the FSE must start on-site service before 9:45 a.m., Tuesday, August 11th, except when service outside hours of coverage is authorized by appropriate personnel.) 4.8 MAINTENANCE MATERIALS A. The Contractor shall have ready access to all materials needed to maintain equipment to meet the Conformance Standards and shall make them available to its FSEs at no extra cost to the Government. This includes all: manufacturer operator and technical documentation (service manuals, operator manuals, parts list, schematics, etc.), test equipment, tools, diagnostic software, equipment software versions, all replacement parts, and all other materials needed to perform the necessary unscheduled and scheduled maintenance to the equipment. B. PARTS: The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, to minimize downtime and meet equipment uptime requirements. Only new standard parts (manufactured by the maker of the equipment or equal thereto) or factory rebuilt parts shall be furnished by the Contractor used parts, or those removed from the same model of equipment shall not be installed without specific approval by the COTR. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Contractor shall maintain quantity of parts, in such a manner as to be available for shipment within 24 hours of request. C. 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 its FSEs 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. D. TEST EQUIPMENT: the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which are 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. 4.9 EQUIPMENT MODIFICATIONS All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COTR. CO and COTR must receive notice at least one week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional inservice training. 4.10 REMOVAL OF EQUIPMENT Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. 4.11 REPORTING REQUIREMENTS A. The Contractor shall be required to report to the COTR in Biomedical Engineering, Room AWG19, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. This check in is mandatory. At this time FSE will be required to enter the following information into the log: current date, name of FSE, name of Contractor, equipment being serviced, ESR number, and time in and out. B. When service is completed, the FSE shall document services rendered on a properly completed ESR.. The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COTR for an ""authorization signature"". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested on the ESR). C. When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an ESR or verbal description, must be provided to the COTR before 4:00 p.m. D. At times when work is authorized to be done outside normal working hours and Biomedical Engineering is not staffed, FSEs shall be required to log in and out with Security/Police Service at the VAMC entrance and receive proper identification badges. ESRs for these services, both completed and left in progress, will need an acceptance signature and left with the equipment user. E. Any FSEs that work on station must complete the VA Privacy and Information Security Awareness and Rules of Behavior training and VHA Privacy and HIPAA training prior to arriving on station. In order for any contractor to engage in work at VA, he/she is required to ensure all contractors who will be working on the contract complete a mandatory training program titled VA Privacy and Information Security Awareness Training and Rules of Behavior as well as VHA Privacy and HIPAA Training. This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners. He/she must ensure each contract employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/.. Once there, employees should follow the steps to create a profile, launch the mandatory training, and complete the content prior to their next day at VA. Upon completion by all employees, the contractor shall provide their Contracting Officer Representative with each employee s printed certificate of completion from the TMS. This certificate displays the employee s TMS User ID. The COTR shall be contacted if further instructions on completion of this training are needed. 4.12 DOCUMENTATION/REPORTS A. Documentation in the form of ESRs must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by Biomedical Engineering if proper documentation is not provided. B. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and prices (for service outside normal working hours) procedures performed required to maintain the equipment in accordance with the section, Conformance Standards. 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 service call. 5. VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). 6. Description of problem reported by COTR/user (if applicable). 7. Identification of all equipment serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode number, and other identification numbers. 8. Itemized description of service performed, and parts replaced. 9. Results of calibration and/or performance testing. 10. Total cost to be billed if work was not in scope of contract (see paragraph C of this section). C. Any additional charges claimed by the FSE/Contractor must be approved by the COTR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COTR. 4.13 PAYMENTS AND ADDITIONAL CHARGES A. PAYMENTS: Invoices will be paid IN ARREARS on a __Monthly________ basis. The Contractor shall mail the invoices to the attention of Fiscal Service, Accounting Section. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service. B. REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COTR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. C ADDITIONAL CHARGES: There shall 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. 4.14 INITIAL CONTRACTOR INSPECTION AND SUBMITTALS A. All Contractor inspections and submittals must be done within thirty days after this contract has been awarded to the Contractor. B. Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO and COTR shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. C. The Contractor and Government shall perform scheduled preventive maintenance on contracted equipment manufacturer's specifications. Within a thirty-day period after award of the contract, the Contractor shall submit to the COTR, at no cost, a copy of these preventive maintenance procedures that the Contractor and Government will follow. These procedures include a copy of the manufacturer's procedures, which must be followed at a minimum, and any additional preventive maintenance procedures the Contractor will provide. D. The Contractor shall have fully qualified FSE performing all service on the equipment under contract. Within a thirty-day period after the award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each FSE performing work at this VAMC will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). 4.15 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two ""fully qualified"" FSEs who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. B. ""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 schedule of equipment. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) performing preventive maintenance and equipment repairs on the equipment. 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 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 COTR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. D. If subcontractor(s) are used, they must be approved by the CO and COTR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval. 4.16 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE shall abide by all VAMC station policies and requires. The Contractor's FSEs shall wear visible photo identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VAMC Police/Security Service. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited at the VAMC at any location other than the designated smoking areas. 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. 4.17 SPECIAL CONDITIONS _ ___ A. The Contractor shall support all system support and repairs during normal hours of coverage. Telephone support will be provided by the Contractor during normal hours of coverage. The Contractor will provide provision revisions of all software that corrects functional flaws. _ __ B. All system software upgrades will be provided and installed on equipment at no additional cost to the government, within six (6) months after each software version is released. Installation shall be done outside normal working hours, unless requested by the COTR, at no additional cost to the government. 4.18 PERIOD OF PERFORMANCE 01 October 2022 to 30 September 2023
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/8ce95481024b4d1cb7e99317becc41ca/view)
 

Place of Performance

Address: Veterans Affairs Medical Center Memphis VA Hospital 1030 Jefferson Ave, Memphis 38104

Zip Code: 38104
 

Record

SN06437496-F 20220824/220823060747 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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