Inactive

2 SUBJECT: Steris Equipment Repair & Services DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposa... 2 SUBJECT: Steris Equipment Repair & Services DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Steris Equipment Repair & Services for the Huntington, WV VA Medical Centers. The government anticipates awarding one Firm Fixed Price contract that will provide the support services listed within the below attachment. OBJECTIVE: See attachment. RESPONSE INSTRUCTIONS: Name and Address of Company Any small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Craig Armagost at craig.armagost@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to craig.armagost@va.gov no later than 13:00 (1:00 PM) EST on 8/18/2021. ATTACHMENT: Hershel Woody Williams VA Medical Center 1540 Spring Valley Drive Huntington, WV 25704 STATEMENT OF WORK INTRODUCTION AND SCOPE OF WORK: Furnish all parts, material, travel/shipping to and from for a comprehensive (full service) preventive and repairs contract. Contract to be awarded as base plus option for four (4) additional years. Total contract not to exceed five (5) years. EQUIPMENT FOR SERVICES & MAINTENANCE: Steris 120 Cart Washer s/n 635016001, Reliance Model Locate BB102 Caviwave Ultrasonic Console s/n0911C1257 Locate BB106 Caviwave Ultrasonic Console s/n0811C1255 Locate BB106 Steris 16 Cent Vac SD s/n 030561003 Locate #6 BB106 Steris 48 Platform Prevac s/n 03310810 Locate #5 BB106 Steris 48 Platform Prevac s/n 012430603 Locate #4 BB106 Steris 48 Platform Prevac s/n 03171216 Locate #3 BB106 SterisVision Washer/Disinfector s/n 3604412015 Locate #2 BB106 Steris Synergy Washer/Disinfector s/n 3618418015, Reliance Vision Model Locate #1 BB106- Steris Scientific 24x36x48 Prevac Sterilizer s/n010039610 Locate Research 204 Steris 400 Lab Glassware Washer s/n 3632796001 Locate Research 204 Steris Scientific 20x20x38 Sterilizer s/n013249601 Locate Research B16 Steris 1000 Feeder Bottle Filler s/n 3634796002 Locate Research B08 - Steris 3500 Cage& Bottle Washer s/n3633196007 Locate Research B08 Steris 4600 Cage & Rack Washer s/n 3633196008 Locate Research B08 Basic Motorized Conveyor s/n 3617014002 Locate BB106 (with the following parts): Module SCS-BM s/n362215021 Locate BB102 Module SCS-M-FI s/n3622215023 Locate BB102 - Module SCS-BM s/n3622215020 Locate BB102 - Module SCS-M-FI s/n3622215016 Locate BB102 - Module SCS-LE s/n3622215011 Locate BB102 - Module SCS-M-FO s/n3622215024 Locate BB106 - Module SCS-2W-LE s/n3622215018 Locate BB106 Module SCS-SE-LG s/n3622215014 Locate BB106 - Module SCS-SE-LG s/n3622215019 Locate BB106 - Module SCS-M-FO s/n3622215017 Locate BB106 Module SCS-2W-LE s/n3622215012 Locate BB106 - Module SCS-SE s/n3622215013 Locate BB106 - Module SCS-B s/n3622215009 Locate BB106 - Module SCS-BM s/n3622215015 Locate BB106 - Module SCS-2W s/n362215010 Locate BB106 - REQUIREMENTS: Service Calls for emergency repairs as well as all associated costs with emergency repair to include travel, parts, and labor. Two PMs/calibrations annually during the months agreed on by the COR. Telephone technical support M-F 8am-12am (EST), and 10am-3pm (EST) on Saturday. a. SCHEDULED MAINTENANCE: The Contractor shall perform Semi-Annual PM/Calibration and repair services to ensure that equipment listed in the schedule performs in accordance with paragraph 3, 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 annual calibration and or repair. The Vendor Service Report shall include an itemized list of the procedures performed, including electrical safety. Calibration and repair services shall include, but need not be limited to, the following: b. MAINTENANCE SHALL INCLUDE THE FOLLOWING: Unlimited visits for emergency repair All costs associated with emergency repair (includes travel, parts, and labor) Priority scheduling of requests for service Telephone technical support Onsite 1-business day response time for repairs, if required Repair services shall include the replacement of any defective parts and shall be performed in accordance with, and during the hours defined in, the schedule established herein. Any charges services, manuals, tools, or software required to successfully completed are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. b. Hours of coverage (7:00AM- 7:00PM), Monday through Friday, excluding holidays is required. All maintenance will be performed during normal hours of coverage unless requested or approved by the COR or his designee. Federal Holidays observed by the VAMC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day c. UNSCHEDULED MAINTENANCE (Emergency Repair Service) (1) Contractor shall maintain the equipment in accordance with paragraph 3, 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 Contracting Officer has the authority to approve/request a service call from the Contractor when purchase orders are approved for unscheduled equipment repair outside the normal business hours covered by this contract. d. PARTS: The Contractor shall furnish and replace parts to maintain the equipment covered by the contract. The Contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except operating supplies. The Contractor shall use new or rebuilt parts. Used parts, those removed from another piece of equipment, shall not be installed without approval by the COR. All used or rebuilt parts must be specifically approved by the Contracting Officer or COR. e. 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. f. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in paragraph 1, 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. g. 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. (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. h. 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. i. 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 and provide the location and listing of the service data manuals, by name and/or the menu. REFERENCES: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The listed equipment shall be maintained in accordance with the manufacturer's standards and/or specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications. DELIVERY: Unlimited visits for emergency repairs as well as all associated costs with emergency repair to include travel, parts, and labor. Two PMs/calibrations annually during the months specified at a time mutually agreeable with the COR. Telephone technical support M-F 8am-12am (EST), and 10am-3pm (EST) on Saturday. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log in during normal working hours of 7:00 a.m. to 4:30 p.m., Monday through Friday. 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. PERFORMANCE PERIOD: One (1) year base with four (4) one-year option years Base Year: October 1, 2021 September 30, 2022 Option Year 1: October 1, 2022 September 30, 2023 Option Year 2: October 1, 2023 September 30, 2024 Option Year 3: October 1, 2024 September 30, 2025 Option Year 4: October 1, 2025 September 30, 2026 PROGRESS AND COMPLIANCE: a. ALL engineering service reports 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. b. 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. 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. REMOVAL OF EQUIPMENT FROM VAMC HUNTINGTON PREMISES: The contractor shall obtain written approval from the Contracting Officer/COR prior to removal of equipment from VAMC property. The contractor shall be responsible for any damage or loss of equipment while in their possession, During the time period in which an item is removed, the contractor shall provide a compatible replacement item until such time the VAMC item is repaired and returned. VAMC will not incur any additional charges for any reason as a result of removal. Any digital storage device needs to be removed and given to the COR before equipment can be removed from VAMC property. PROTECTION FROM DAMAGE: The contractor shall provide all labor, materials, and equipment necessary to protect personnel, furnishings, equipment and buildings from damage. The contractor shall remove and replace moveable items if necessary and shall replace or repair any item equal to its original construction and finish if damaged due to work performed under this contract. SAFETY REQUIREMENTS: The contractor shall take safety precautions necessary to protect the lives and health of the occupants of the building. As a minimum, the contractor shall perform work in a safe manor, to include protection from exposure to blood, body fluids, infectious materials, radiation, chemicals and other hazards. At times, the contractor shall be required to wear personal protective equipment (PPE) while performing services under the contract. PPE may include gloves, masks, gowns, eye protection, or other devices. Any questions concerning the appropriate/necessary use of PPE shall be referred to the VA personnel in charge of the area where work is being performed. Compliance with VAMC and OSHA regulations in mandatory. SECURITY REQUIREMENTS: Unclassified-Security clearance is not required. RECORDS MANAGEMENT The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. NOTES AND OTHER INFORMATION: a. 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. Note: Any additional charges claimed must be approved by the COR before the service is completed! b. Security Issues: There are no known security issues with this Statement of Work. c. DEFINITIONS/ACRONYMS: (1) Biomedical Engineering - Supervisor or designee. (2) CO - Contracting Officer (3) COR - Contracting Officer's Technical Representative (4) FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance corrective and/or preventive) services on the VAMC premises. (5) ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence shall be sent to tyler.bloemer@va.gov (6) Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR (7)Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. (8) NFPA - National Fire Protection Association. (9) VAMC - Department of Veterans Affairs Medical Center (10) VAH - Department of Veterans Affairs Hospital d. Contractors are responsible for finding their own parking. Contractors can park in Vendor Parking behind the main hospital, when space is available. Contractors may park temporarily to sign in and drop off tools and supplies if vendor parking is full. e. Contractors are required to obtain Temporary ID Badge from Engr Svc, Bldg 2 in front of vendor parking at the top of the ramp, while on VA property, if not escorted during entire visit by an Engineering Service employee.