J065--Full Service and Maintenance contract on Laser Equipment Items
This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "... This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by Network Contracting Office 2 (NCO 2) for the purpose of collecting information on full-service and maintenance agreement for laser equipment for the NY Harbor Healthcare System Manhattan Campus, 423 E 23 Street New York, NY 10010. The VA is seeking to provide for this requirement as of 09/15/2022 to establish a new service. The NAICS code identified for this requirement is 811210 Electronic and Precision Equipment Repair and Maintenance. The requirement is detailed in the Statement of Work section of this document. (e) Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to leia.labruna@va.gov by Friday, August 18, 2023 by 10:00AM EST. - Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the package, this may result in the contractor not being considered in the Government s Procurement Strategy. - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. - Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP, as well as for any intended subcontractors. - Contractor shall provide 2 to 3 instances of experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs. - Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded. - Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. STATEMENT OF WORK 1. INTRODUCTION: The New York Harbor Healthcare System, Margaret Cochran Corbin campus is seeking a full-services and maintenance contract on Laser equipment located at the Manhattan campus. The laser equipment items are at the Manhattan campus in the Surgical Operating Room, Dermatology, Eye Clinic, and Dental Departments. This will be a base year plus four (4) one year option renewals. Anticipated base period of 9/15/2023-9/14/2024 followed by four (4) subsequent one-year option periods. 2. SPECIFICATION: Contractor shall furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, etc., for complete On-Site Maintenance Service or Repair as specified below in accordance with the terms, conditions, schedule of this agreement and Original Equipment Manufacturer (OEM) specifications. Repair services will be provided at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed by a manufacturer trained technician. Contractor will follow manufacturer's recommendations for PM repair, calibration. Technical Requirement: The contractor technicians shall be qualified to provide maintenance and/or repair on the laser equipment items from the following manufacturers: Candela Corp, Olympus America, Iridex, and Phoromedex. All parts used during repair shall be OEM approved or approved by the Contractor Officer Representative (COR). 3. LASER EQUIPMENT ITEMS: The following equipment below to be serviced/maintained includes: Company Name Model Serial Number Quantity Response CANDELA CORP GENTLEMAX PRO 9914-90000000 1 Third Party allowed OLYMPUS AMERICA INC EMPOWER H35 (65) LHT12910718 1 Third Party are allowed IRIDEX CORPORATION CYCLO G6 IQI93054C 1 Trained 3rd party certified allowed Photomedex (surgical laser tech) LASERPRO CTH 2007-0401 1 Third Party are allowed CANDELA CORP VBEAM PERFECTA 9914-0300-1246 1 Third Party allowed 4. PLACE OF PERFORMANCE: Department of Veterans Affairs New York Harbor Healthcare System Margaret Cochran Corbin (Manhattan) Campus 423 E 23 Street New York, NY 10010 5. HOUR OF COVERAGE: Normal business hours of coverage are [Monday through Friday], [8:00am -4:30pm], excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR. Preventive maintenance will be performed [Monthly]. Preventive maintenance is to be performed outside normal business hours, including Saturday and Sunday. Work performed outside the normal hours of coverage will include service time and exclude parts and travel time as they are included in Section 9 (iii). Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Federal Holidays: New Year Eve, Martin Luther King, President Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Note: Hardware/software 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 COR). 6. SCHEDULED MAINTENANCE: Contractor shall perform Preventive Maintenance (PM) service to ensure that the laser equipment listed in Section 4 is performed in accordance with Section 3, (Specification) and Section 8 (Conformance Standards). Contractor shall make thorough technical inspections of the equipment covered in Section 3. Within ten (10) days after the award of the contract, contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the Contracting Officer Representative (COR). Contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include but shall not be limited to the following: Monthly PM service. Cleaning of equipment if applicable. Reviewing operating system software diagnostics to ensure that system is operating to the manufacturer s specifications. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Test and replacing faulty and worn parts and/or parts which are likely to become faulty fail or become worn. Adjusting and calibrating as necessary. Inspecting electrical wiring and cables for wear and fraying. Inspecting all mechanical components including, but not limited to patient restraints and support devices, chains, belts, bearing and tracks, interlocks, clutches, motors, mechanical integrity, safety, and performance Performing Electrical Safety Inspections, which should include line cord ground wire resistance and leakage as specified in the Section 8 Conformance Standards. Returning the equipment to the operating condition defined in Section 8 (Conformance Standards). PM services shall be performed in accordance with, and during the hours defined in Section 4. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. PM must be completed according to OEM required frequency as stated in the service/operational user manual. The contractor is responsible for having their own service/operational user manual. All parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. Upon completion of the preventive maintenance and electrical safety inspection, the FSE must clearly labeled with a sticker stating the date last PM was completed and the due date of next PM, as well as name of technician that performed said PM. If there are no company inspection stickers, labels will be provided to the FSE when reporting (signing-in) to Biomedical Engineering. The FSE must fill-in label sections for: date inspection, date next due, and initials of FSE. 7. REPAIRS Contractor shall maintain the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor, unlimited technical phone support, equipment, tools, materials, repair service, shipping charges and all peripherals. Software updates and parts for service in accordance with the terms, conditions, and schedule of this agreement. The contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, rectify recalls, replacing parts and maintaining the equipment, including all intervening calls necessary between regular services calibrations. Only the CO, COR or designated alternate has the authority to approve/ request a service call from the contractor. Response Time: In the event that an equipment needs service/repair, the Contractor s FSE must respond with a phone call to the COR and his/her designee within [one (1) hour] after receipt of telephoned notification [24 hours per day]. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) to identify and help eliminate any problems within [four (4) hours] after receipt of notification or completion of phone support and will proceed progressively to completion without undue delay. Except when outside hours of coverage are authorized by the COR. Technical service personnel are required to sign in and out of engineering service, (Manhattan Campus 14 West end of the wing). Repair Up-Time: From the time when the FSE commences the on-site unscheduled maintenance, the repairs/service must be completed within are 24 hours (24 hours/day). 8. PARTS: Contractor shall furnish and replace parts to meet the repair up-time requirements as stated in Section 10(iii)(iv), Response time and Repair Up-time. If parts cannot be furnished by this time, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from of completion installation of the component. 9. SERVICE MANUAL: The VA shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. Contractor shall obtain, have on file, and make available to its 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.
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