Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF NOVEMBER 24, 2022 SAM #7664
SOURCES SOUGHT

J -- THIS IS REQUEST FOR INFORMATION ONLY Preventative Maintenance & Repair for H202 Monitoring VA Pittsburgh Medical Center

Notice Date

11/22/2022 11:15:37 AM
 

Notice Type

Sources Sought
 

NAICS

811210 —
 

Contracting Office

244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
 

ZIP Code

15215
 

Solicitation Number

36C24423Q0170
 

Response Due

11/28/2022 6:00:00 AM
 

Archive Date

12/01/2022
 

Point of Contact

Mr. LaShawn Knight, Contract Specialist, Phone: 240-215-8892 ext. 2199
 

E-Mail Address

lashawn.knight@va.gov
(lashawn.knight@va.gov)
 

Awardee

null
 

Description

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation. The Department of Veterans Affairs (VA), VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified sources capable of meeting the following minimum requirements and salient characteristics below for Full Service and Maintenance of Interscan Continuous Hydrogen Peroxide Monitors Statement of Work GENERAL GUIDANCE Title: Full Service and Maintenance of VA Pittsburgh Medical Center owned Interscan Continuous Hydrogen Peroxide Monitors Scope of Work: The Contractor shall provide quarterly calibration, full service and maintenance of government owned Invacare Hydrogen Peroxide Sensor systems, telephone support and onsite support, in accordance with the requirements stated herein. The facility is located at: VA Pittsburgh Healthcare System University Drive Campus 4100 Allequippa St Pittsburgh, PA 15240 Background: This contract is issued to ensure the continuous reliability of the VA Pittsburgh owned Invacare Hydrogen Peroxide Sensor systems in this SOW. These systems are utilized by various departments in VA Pittsburgh Healthcare System (VAPHS) including SPD and Patient Care Services. These sensors are used by staff to monitor for safe hydrogen peroxide gas levels in sterile environments. The Invacare units require annual maintenance and quarterly calibration. The reliable and accurate operation of this equipment at all times is considered critical to the health of patients. Performance period: Base year plus one option. Type of Contract: Firm-fixed-price. GENERAL REQUIREMENTS This agreement includes all preventive maintenance and corrective maintenance repairs to the following listed equipment for continuous reliability. Equipment to be serviced: Each of the following items are to be serviced in accordance with the specifications, terms and conditions of this contract. EE# Manufacturer Model Serial# Location 336881 INTERSCAN CORPORATION LD09-5.00M 322725 SPD-1-UD Corrective Maintenance: The Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section D Conformance Standards. Service for corrective maintenance will be provided per hours of coverage defined in Section B.1f. Contractor shall provide unlimited telephone technical support, labor, travel and parts, required consumable parts, gases, reference catheters and footswitches and shipment charges, unless specifically excluded. Service calls to the Contractor requesting service are only authorized when they are received from Biomedical Engineering, CO, or designated alternates. Unplanned repairs require remote troubleshooting session prior to Field Service Engineer dispatch. Outside of the Contract s hours of coverage, emergency on-site services require authorization by the Biomedical Engineer. The Biomedical Engineering Staff Member shall initiate these calls. If VA staff other than the Biomedical Engineering Staff Member place calls requesting services, the Contractor shall contact Biomedical Engineering services and verify the request. Service responses on calls from unauthorized personnel can result in nonpayment. The VA Administrative Officer of the Day is an authorized caller and can also be contacted for verification. Uncorrected deficiencies or unfavorable histories of downtime can result in the termination of this contract under the Termination for Default clauses of the Federal Acquisition Regulations. Preventive Maintenance: The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section B.1a performs in accordance with Section D Conformance Standards. Any exceptions to the PM schedule shall be arranged and approved in advance with Biomedical Engineering and provided in writing to the CO. The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual tests and/or evaluation results obtained to Biomedical Engineering at the completion of the PM service. Parts (including required consumable parts, gases, reference catheters and footswitches as well as shipment charges), travel, and labor necessary for PM are provided by awarded contractor at no additional customer cost. Any charges for materials such as lubricants, fluids, cleaning supplies, services, manuals, or tools 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. Preventive maintenance will be provided at a scheduled time and must be scheduled at least one week in advance to minimize the impact to patient scheduling. All exceptions to the preventive maintenance schedule and procedure shall be addressed and approved in advance with Biomedical Engineering. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of Biomedical Engineering or alternate designee if downtime is not considered significant. The Contractor shall immediately, but no later than 24 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. Parts and Software The contract shall include coverage for all parts unless specifically excluded by the contractor. All parts supplied shall be OEM and fully compatible with existing equipment. Used parts (or refurbished), those removed from another system, shall not be installed without approval by the COR. The determination of compatibility is at the discretion of the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR. Software patches and quality updates are included under the terms of this contract and shall be applied in accordance with manufacturer specifications. Remote Service The contractor must be able to provide remote support as needed by phone from 8 am to 6 pm EST Monday to Friday. Personnel with original equipment manufacturer (OEM) equipment training will respond by phone. If situations are responded to by phone and do not resolve the service issue, OEM trained personnel will be required for an on-site visit. If the contractor cannot remediate the issue, the COR or Alternate CO (Alt COR) shall be notified immediately and provided an estimated time for resolution. Hours of Coverage: The contractor will provide all required services within the normal business hours (8:00 AM to 5:00 PM (EST) M-F), excluding holidays. All services shall be performed during these normal hours of coverage unless one of the following conditions exists: The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government. In this condition, the contractor will submit a request to the COR prior to the proposed start of the work, and the request must be approved in writing by the COR before work is begun. The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO. Customer service shall respond to service request calls 24 hours a day, 7 days a week and all holidays. Work performed outside the normal hours of coverage must be preapproved by the CO, COR or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work. Work performed outside the normal hours of coverage at the request of Field Field Service Engineer (FSE)/contractor shall be considered service performed during normal hours of coverage. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts. Note: Any software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays Observed by the VA Healthcare System New Year s Day, Martin Luther King, Jr. Day, President s Day (Washington s birthday), Memorial Day , Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Customer Notification: Contractor shall notify Biomedical Engineering and the Police service when they arrive on site. Contractor will schedule all preventative maintenance with Biomedical Engineering. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s) per Section E. The FSE shall be required to check out with the Biomedical Engineering Department 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 accepted copy of the ESR will be sent to the COR within five business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. DEFINITIONS/ACRONYMS: Biomedical Engineering - Supervisor or designee, Phone Number (412) 360-3780 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 operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Medical Center 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 - VAPHS employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAPHS - Department of Veterans Affairs Pittsburgh Healthcare System. OEM - Original Equipment Manufacturer CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. Documentation will be provided to the COR (or a Biomedical Engineering representative if COR is unavailable) within 5 business days of the service. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. Description of Problem Reported by COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) 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. Total Cost to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. Note: Any additional charges claimed must be approved by the COR before service is started. SCHEDULE FOR DELIVERABLES Draft copies of deliverables shall be provided to Biomedical Engineering staff at VAPHS before the contractor leaves the facility at each visit. If a final copy can be provided at that time then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in this scope of work, in ""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. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must be an authorized distributor of the original equipment manufacturer. This documentation shall be provided if required by COR or Biomedical Engineering. SECURITY REQUIREMENTS If working on-site, contractor will be required to comply with security guidelines. Contractor is required to: Agree to follow VA Pittsburgh Policy LD-073 medical center policy (MCP) Vendor Access. Be registered on the vendor credentialing and visitor management system called Symplr - https://www.symplr.com/. Add VA PITTSBURGH HEALTHCARE SYSTEM UNIVERSITY DRIVE: PITTSBURGH, PA to their territory. Contractor must be greenlighted prior to working on site. Greenlight requires completed information and up to date documentation which includes an up-to-date flu vaccination, Tb test, Covid-19 vaccine, and HIPPA certification at a minimum. The government shall not provide any additional compensation for cost to register Medbrokers staff in Symplr. Vendor shall follow most updated guidelines from the Occupational Safety & Health Administration (OSHA), Center for Disease Control (CDC), and Food & Drug Administration (FDA). Check in with the VA Police and Biomedical Engineering (Ground floor, Room AN305C) each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police. VA ID badge must be worn at all times while on VA premises. Check out with Biomedical Engineering and provide summary of work done. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. INFLUENZA PREVENTION PROGRAM: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192. COVID-19 PRECAUTIONS: Contractors scheduled to go onsite are required to provide COVID negative test not more than 72 hours prior to visitation or provide proof of COVID vaccination. Contractors reporting previous positive COVID test with clearance by medical professional are not required to undergo testing. Upon entering VAPHS, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a hospital-approved procedural mask, to be worn correctly by covering the nose and mouth at all times. PPE will not be provided by VAPHS. All individuals are required to enter through the main entrance for temperature screening. If Contractor s temperature exceeds the designated threshold, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Biomedical Engineering staff and provide a contact for replacement. If you are within 6 of staff for greater than 15 minutes, you are additionally required to wear eye protection. i.e. clinical training etc. If you are required to work in patient care areas, you are additionally required to wear eye protection. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of VAPHS. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHS will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at VAPHS. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS This language is still in draft form. The OI Service Center is reviewing alternative sources for background investigations. The language included in this draft is based on last year s contract. Language must be updated to match App A for signed by ISOs. Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. The following language from VA Handbook 6500.6 is required in this contract: 1. Appendix C: Paragraphs #3a, #5h, #6a, #7a, #7d, #9(all) All Contractors must receive Privacy training annually using one of the following methods: Complete VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain. Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information . Signed training documents must be submitted to the COR. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811210 (size standard of $30.0 million). Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to equal to items to establish capabilities for planning purposes? Please review salient characteristics/statement of need (if applicable) and provide feedback or suggestions. If none, please reply as N/A. Please provide your UEN number. What is the Lead time on the requested items? If there is a Warranty what is the time frame? *** Submissions addressing number (3) should show clear, compelling and convincing*** evidence that all equal to items"" meet all the salient characteristics. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to lashawn.knight@va.gov no later than, 09:00 AM Eastern Standard Time (EST) on November 28, 2022. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Specialist, LaShawn Knight. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the FedBizOpps (FBO) web site for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Specialist at lashawn.knight@va.gov. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/a1dfa6708b8643cd9f6952248a07e376/view)
 

Place of Performance

Address: Department of Veterans Affairs Medical Center VA Pittsburgh Medical Center University Drive Campus 4100 Allequippa St, Pittsburgh 15240

Zip Code: 15240
 

Record

SN06526437-F 20221124/221125065248 (samdaily.us)
 

Source

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

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