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Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide nu... Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide nuclear medicine camera maintenance. This requirement is defined primary by existing hardware already in use at the Hershel Woody Williams VA Medical Center. BACKGROUND Furnish all parts, material, travel/shipping to provide nuclear medicine camera maintenance. SCOPE 1. INTRODUCTION AND SCOPE OF WORK: The Hershel Woody Williams VA Medical Center, located in Huntington, WV, has 2 nuclear medicine cameras. This contract is to provide preventive maintenance and repairs to the cameras and viewing station. This contract is for a one year base period, with four option years. 2. EQUIPMENT TO BE COVERED: Siemens Symbia S Nuclear medicine camera SN 1187 Siemens Symbia S Nuclear Medicine camera SN 2018 Siemens E. Soft doctor s review station 3. REQUIREMENTS: For all equipment as listed above. Unlimited visits for emergency repairs as well as associated costs. Two Preventive Maintenance (PM) and calibration visits (October and April) Calibration and repair services to include: 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. Maintenance shall include the following: Unlimited visits for emergency repairs All costs associated with emergency repairs (including travel, parts, 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. 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 Used parts, those removed from another piece of equipment, shall not be installed without approval by the COR. 4. REPORTING: 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 5. OTHER INFORMATION Hours of operation Normal Business hours coverage (8:00AM- 4:00PM), 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 Juneteenth Day 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. C. 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. 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. 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. 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. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log in during normal working hours of 8:00 a.m. to 4:3=00 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. 5. 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. c. PAYMENT: Invoices will be paid in arrears on a monthly basis upon receipt of service reports. 6. 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 of work performance under the terms and conditions of the contract. (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 Engineering service, building 2 in front of vendor parking at the top of the ramp, while on VA property, if not escorted during entire visit by an Engr Svc employee. f. Contractors are not permitted to smoke or vape on Medical Center property. PLACE OF PERFORMANCE Hershel Woody Williams VA Medical Center 1540 Spring Valley Drive Huntington, WV 25704 TRAVEL N/A CLASSIFICATION/SECURITY Unclassified. Security clearance is not required. GOVERNMENT FURNISHED PROPERTY None. INTERESTED & CAPABLE RESPONSES: NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number Capability statement Responses must be submitted by 3:00 PM (EDT) August 17, 2022. Responses to the information requested above may be submitted via email to tracy.kute@va.gov. This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.