SOURCES SOUGHT
J -- Service for Audiology Equipment in West TX VA Clinics
- Notice Date
- 11/16/2023 6:30:12 AM
- Notice Type
- Sources Sought
- NAICS
- 811210
—
- Contracting Office
- 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
- ZIP Code
- 76006
- Solicitation Number
- 36C25724Q0064
- Response Due
- 10/23/2023 8:00:00 AM
- Archive Date
- 11/26/2023
- Point of Contact
- Marzetta Austin, Contract Specialist, Phone: 210-694-6341
- E-Mail Address
-
marzetta.austin@va.gov
(marzetta.austin@va.gov)
- Awardee
- null
- Description
- THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). This notice is for informational and planning purposes only and is a market research tool to determine the availability and adequacy of potential business sources prior to determining the method of acquisition. The West Texas VA Health Care System is not obligated to and will not pay for any information received from potential sources as a result of response to this Special Notice. The information provided herein is subject to change and in no way binds the West Texas VA Health Care System to solicit for or award a competitive contract. Unless otherwise stated herein, no solicitation regarding this announcement is available. Requests for the same will be disregarded. STATEMENT OF WORK SERVICE FOR AUDIOLOGY EQUIPMENT The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service and software support on-site for the equipment and systems listed below for the West Texas VA Health Care System (WTVAHCS). SERVICE/WORK TO BE PERFORMED: The contractor will provide service equivalent to the Preferred Coverage/Performance Protection Plan. The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM trained on all equipment included in agreement. Toll free support. Unlimited service calls with on-site response within 24-48 hours (Monday to Friday 8:00 AM to 5:00 PM). All parts covered (excluding consumables) with next day delivery. Travel and labor included. Designated Response time 48 hours unless otherwise agreed upon by COR or designee Response: All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts will arrive at the WTVAHCS within the designated response time. The service representative may contact VA staff by phone before arrival at the WTVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering. EQUIPMENT: Abilene Community Based Outpatient Clinic, 3850 Ridgemont, Abilene, TX 79606 GSI Grason-Stadler, Audiostar, Audiometer, serial # GS0103164 GSI Grason Stadler, Tempstar Pro, Tympanometer, serial # GS0101024 AudioScan, Verifit 2, Hearing Aid Tester, serial # C3472 AudioScan,Verifit 2, Hearing Aid Tester, serial # C3470 Permian Basin Community Based Outpatient Clinic, 8050 E Hwy 191, Odessa, TX 79762 GSI Grason-Stadler, Audiostar Pro, Audiometer, serial # GS0102621 GSI Grason-Stadler, Tempstar Pro, Typanometer, serial # GS0100992 Audioscan, Verifit 2, Hearing Aid Tester, serial # C3471 San Angelo Community Based Outpatient Clinic, 4240 Southwest Blvd, San Angelo, TX 76905 Madsen, Astera, Audiometer, serial # 427375 Madsen, Zodiac, Tympanometer, serial # 1918153 Aurical, Hearing Aid Fitter, serial # 427614 Aurical, Hit Box, Coupler Based Fitting, serial # 426635 Hobbs Community Based Outpatient Clinic, 1601 N. Turner, Hobbs, NM 88240 Madsen, Astera, Audiometer, serial # 432681 Madsen, Zodiac, Tympanometer, serial # 2010481 Aurical, Hearing Aid Fitter, serial # 426452 Aurical, Hit Box, Coupler Based Fitter, serial # 426680 West Texas VA Health Care System, 300 Veterans Blvd, Big Spring, TX 79720, GSI Grason-Stadler, Audiostar Pro, Audiometer, serial # GS0103169 GSI Grason-Stadler, Tempstar Pro, Audiometer, serial # GS0103166 GSI Grason-Stadler, Tympstar Pro, Tympanometer, serial # GS0101475 GSI Grason-Stadler, Tympstar Pro, Tympanometer, serial # GS0101030 GSI Grason-Stadler, Corti, Acoustic Screener, serial # GI1008243 Audioscan, Verifit 2, Hearing Aid Tester, serial # C3473 Audioscan, Verifit 2, Hearing Aid Tester, serial # C5763 PERFORMANCE: Hours: Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Preventive maintenance will be scheduled with a contact person as assigned by the Contracting Officer s Representative (COR), Point of Contact (POC) or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by COR or designee. The Biomedical Engineering Manager can be contacted at 432 263-7361 Ext 7258, Ext. 7659 or ext. 5056 All contractor personnel (without exception) must report to the Police Services, Bld 1 to sign in and receive a contractor identification badge before any work is performed and return to the same location to sign out and turn-in said badge along with the documented service report (as described in section 5, DOCUMENTATION) for the service performed. Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at WTVAHCS Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. All shipping for parts will be included in the cost of the contract. DOCUMENTATION: Service reports will be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information: Date(s) and time period of service. Complete description of equipment serviced including model number and serial number. Complete description of equipment services performed including upgrades, updates and software changes made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair. REMOVAL OF EQUIPMENT: Whenever possible, all repairs and preventive maintenance will be performed at the WTVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor. VA property may not be removed from the WTVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment. GOVERNMENT REPAIRS: Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above). GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days. CONTACT INFORMATION: COR: Scott Deerfield Biomedical Engineer (432) 263-7361 ext. 7258 Email: scott.deerfield@va.gov INFORMATION SYSTEM OFFICE, INFORMATION PROTECTION: The contractor will not have access to VA Desktop computers. Privacy Officer: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. RECORDS MANAGEMENT A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: includes VA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VA contract. may include deliverables and documentation associated with deliverables. C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20 Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. FACILITY ACCESS REQUIREMENTS AND PARKING: Upon arrival at the WTVAHCS Main Campus, Contractor employees shall sign in with the VA Police (Main Lobby, bldg. 1). VA Police will issue a temporary access badge once the Contractor presents a valid, Contractor issued identification badge that includes the employee s name and passport-style photo. The Contractor must safeguard the temporary badge and immediately report any lost, stolen, or destroyed badges to the Police and the Chief of Biomedical Engineering. Contractor employees shall sign out with the Chief of Biomedical Engineering or (designee). The Contractor's FSEs shall always wear visible identification issued by the WTVAHCS Police while on the premises of the WTVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The WTVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the WTVAHCS. 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. While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. Contractors are required to abide by all facility requirements in regards to screening and masking requirements. Responsible sources having relevant experience may submit their statement of interest and capabilities, including business size classification to this notice via email to the Contracting Specialist, marzetta.austin@va.gov. Responses shall be emailed with 36C25724Q0064 in the subject line by 10:00 A.M. Central, 23 October 2023. Facsimile or Telephonic responses will not be accepted.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/b9adc307ed4241f58898bddea23137b7/view)
- Place of Performance
- Address: West Texas VA Health Care System 300 W Veterans Blvd, Big Spring, TX 79720, USA
- Zip Code: 79720
- Country: USA
- Zip Code: 79720
- Record
- SN06888211-F 20231118/231116230049 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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