Inactive

NOTICE OF INTENT TO SOLE SOURCE Mar Cor Millennium HX RO Unit Service and Support Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to ide... NOTICE OF INTENT TO SOLE SOURCE Mar Cor Millennium HX RO Unit Service and Support 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 license and technical support services. This requirement is defined primary by existing hardware already in use at the Clarksburg VA Medical Center. BACKGROUND Furnish all parts, material, travel/shipping to and from for Mar Cor Millennium HX RO Unit Service and Support. Mar Cor/Evoqua has proprietary rights to their equipment listed in the scope. The ability to perform software upgrades and provide priority scheduling for the proprietary equipment is required. The government is contemplating a base + 4 option periods Firm Fixed Price contract to satisfy this requirement and meet the needs of the Clarksburg VA Medical Center. SCOPE Statement of work (SOW) for maintenance, repair, and support services of Mar Cor Millennium HX Reverse Osmosis Units EE25450 and EE28409 located at the Louis A. Johnson VA Medical Center in Clarksburg, West Virginia. Service/support includes travel, labor, and materials necessary to provide preventive maintenance, repair and software and remote support. The Louis A. Johnson VA Medical Center is located at the following address: 1 Medical Center Drive Clarksburg, WV 26301-4199 Phone: (304) 623-3461 DESCRIPTIONS/SPECIFICATIONS 1. Scope. The services to be provided by the contractor under this agreement shall consist of furnishing all parts, labor, and transportation to provide preventive maintenance and repair services, remote and telephone support for the equipment. Contractor will replace or repair any parts which prove defective during the term of this agreement, but Contractor will have no obligation to repair or replace parts which fail due to (i) external causes, including, without limitation, accident, vandalism, natural disaster, acts-of-God, power failure, or electric power surges; (ii) abuse, misuse, or neglect or use of unauthorized third party consumables and accessories; (iii) usage not in accordance with product instructions; or (iv) servicing or repair not authorized by Contractor. 2. Hours of coverage: a. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO). The Biomedical Supervisor shall serve as the Contracting Officer s Representative (COR). b. Work will only be performed outside the normal hours of coverage with the approval of the Contracting Officer. A request by the Contracting Officer s Representative for overtime work will be provided to the Contracting Officer. The request will include a quote from the contractor describing services to be provided, parts, and the contractor s current normal or overtime labor and hourly travel rates (if applicable). c. Work performed outside the normal hours of coverage at the request of the contractor will be considered service during normal hours of coverage. Federal Holidays observed by the VAMC are: New Year s Day Labor Day Martin Luther King Day Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 3. Services to be provided: a. Telephone Assistance: Telephone assistance will be provided twenty-four (24) hours per day, seven (7) days per week for diagnosing and resolving equipment and software issues. E-mail, web-page and fax support may be considered as alternative and acceptable methods when applicable and/or necessary for b. Clinical/Applications Support: Clinical/Applications telephone support shall be provided to clinical laboratory users of the equipment. This will allow the equipment users to obtain from the vendor assistance in clinical operational procedures that are not addressed through service support options. c. Software Licensing/Proprietary Software. The contractor will have access to operating system software necessary for the operation of the equipment. The contractor shall also have access to all diagnostic software necessary to troubleshoot, repair, or restore the equipment to original operating condition. Qualified contractors must have access to proprietary software and the capability to renew existing VA software licenses for software used on the equipment of this Statement of Work. The contractor is required to obtain the necessary VA permissions for remote access through VA network boundaries for the purpose of remote system diagnosis and repair. d. Parts. The contractor shall furnish and replace parts to meet uptime requirements. 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 with no exceptions. The contractor shall use new or re-built parts. Used parts, those removed from other systems, shall not be installed without approval by the COR. e. Repair. The contractor will perform repairs to the equipment when telephone, remote support or similar electronic methods to repair the equipment are not successful. Repair methods can be the dispatch of a qualified field service engineer to perform on-site repairs or depot repairs for items that can be returned to a depot. Any and all repairs, whether on-site or depot, are to be performed in such a manner as to return the equipment to service in a timely and satisfactory manner. Inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. f. Preventive Maintenance. Four (4) preventive maintenance inspections will be provided during the contract period; the scheduling of preventive maintenance inspections will be coordinated between the contractor and Biomedical Engineering. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers technical performance specifications. Maintenance will include, but is not restricted to: 1) Cleaning of the equipment including the exterior and internal components, etc. 2) Reviewing operating system diagnostics to ensure that the system is operating within specifications. 3) Calibration, lubrication, adjusting, and/or testing of components according to OEM specifications. 4) Installing and maintaining all recommended software and hardware updates. 5) Inspecting electrical wiring and cabling for wear and fraying. 6) Replacement of components as part of the preventive maintenance protocol recommended by the Original Equipment Manufacturer (OEM). 7) System operational tests to verify that the equipment operates in accordance with OEM specifications. It is the sole responsibility of the contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the contractor that a preventive maintenance inspection is due to be performed. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user, COR and the contractor must all agree to the recurring time set for the preventive maintenance inspections. Note: To ensure proper equipment history documentation, the contractor will forward the preventive maintenance schedule and procedures to Biomedical Engineering once it is set. g. Scheduling Arrangements: 1) Routine service calls are ones which, in the estimation of the VA, are necessary to diagnose and repair equipment problems, but can be performed within normal working hours. Response time of the contractor for routine service calls will be no more than) hours after being officially notified. Routine service calls outside normal working hours will result in the contractor responding within no more than twenty-four (24) hours commencing the next available working day. 2) Emergency service calls are ones which, in the estimation of the VA, require the immediate response of the contractor. Response time of the contractor for emergency service calls made during normal working hours will be four (4) hours after being officially notified. Emergency service calls made outside normal working hours will result in a response time of the contractor within four (4) hours after being officially notified. 3) The term Response time of the contractor indicates the physical presence of a fully qualified field service engineer arriving on station within the specified time frame. 4) Official notification for the need of service will be considered given at the time a message is left with the mechanism the contractor has in place to inform their employees of the VA s needs. Response time will commence once the notification is given. h. Documentation. Contractor will provide individual written service reports which describe services performed on the equipment in sufficient detail to be acceptable to the surveyors of The Joint Commission. The following information must be provided in each service report: 1) Date of service 2) Summary of problem and action taken 3) Parts replaced 4) Labor hours 5) Travel time 6) Equipment serviced (description, equipment ID #, serial number, etc.) 7) Purchase order number (if necessary and/or available) Note: This report must be approved and signed by Biomedical Engineering personnel. A copy of each report will be left with Biomedical Engineering. In the event that Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138) the next available working day. Additionally, the contractor may provide the VA with an electronic service report. Electronic reports will be sent to the COR via electronic mail. i. Test Equipment Calibration Certificates. Contractor shall provide current calibration certificates for all test equipment which the contractor s field service engineers use in performing maintenance and repair on the equipment covered under this service agreement. Certificates shall be provided to the VA prior to any service being performed by the contractor s field service engineers. Calibrations shall be performed in accordance with applicable standards, such as ISO/IEC 17025 and shall be traceable to the National Institute of Standards and Technology. Calibration certificates shall indicate that the contractor s test equipment has been serviced by an accredited test equipment calibration service company and verifies that each device meets applicable industry specifications. 4. Section C: Descriptions/Specifications The date of calibration and certification and date of re-inspection for each device and the name, address, and telephone number of the calibration service company shall be indicated on the certificate. 5. Qualifications. Contractors shall be engaged full time in the maintenance and repair of the equipment listed. Contractor shall have access to complete service manuals, necessary software, and a complete parts inventory. 6. Competency of Personnel Servicing Equipment: a. The Contractor shall have an established business, with an office and full-time staff. The staff includes a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE who will serve as the backup. b. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed. c. 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 Louis A. Johnson VAMC. The Contracting Officer (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 the Contracting Officer s Representative (COR) specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on VAMC equipment. d. Subcontractor will not be used under this contract unless authorized and approved by the COR. 7. Designation of ADPAC. The VA has designated an Automated Data Processing Application Coordinator (ADPAC) to serve as the liaison between the contractor and VA clinical applications of the equipment, software, and accessories covered under this service agreement. The VA ADPAC shall have access to the contractor s field support telephone number for assistance with support issues that are not equipment malfunctions. These situations can involve software changes that are required in order for the VA to maximize efficient use of the equipment. Examples of this type of support are changes to the format of reports or software functions of the equipment. Other issues that may require remote or telephone support are software malfunctions that cause a disruption in the operation of the equipment and which can be corrected with remote service through approved VA and vendor network connections. 8. Personal Protective Equipment. If applicable, the contractor s field service engineers shall use appropriate Personal Protective Equipment (PPE) if required for the type of work to be performed. The VA shall not provide PPE to the contractor s employees. 9. Test Equipment and Device Calibration Certificates. The contractor shall provide the proper test equipment, devices, and tools in accordance with industry standards to perform the requested services on the equipment identified in Section 2. Contractor shall provide current calibration or preventive maintenance certificates for any and all test equipment and devices used to service VA medical equipment. 10. Infection Control Requirements. If applicable, the contractor s field service engineers will observe all Universal Precautions (UP) in patient care areas and avoid UP-identified areas until such time as Universal Precautions are no longer in effect. 11. Reporting Requirements. The contractor s field service engineer shall report to the Biomedical Engineering Department located in Building 1, Basement, Room 146B, prior to performing service on the equipment to notify Biomedical Engineering of their arrival on station and to receive a contractor s identification (ID) badge. No work shall be performed until this check-in is complete. The field service engineer will be escorted to VA Police Service where they will be assigned a Contractor s badge. At this time, the FSE will be required to surrender to VA Police Service his/her driver s license or other government-issued photo ID prior to receiving the badge. Once the badge is returned to VA Police service he/she will have their driver s license or other government-issued photo ID returned to their possession. 12. Invoices. To receive timely payment, the bidder shall send the invoice for the services provided to the Government to the Austin Payment Center at the following fax number: (512) 460-5540 Contractor can contact the Austin Payment Center at the Customer Vendor # 1-877-853-9791 with questions. Additionally, the bidder will provide the COR with either an electronic or paper copy of the invoice. The invoice can be mailed to the following address: Louis A. Johnson VAHS 1 Medical Center Drive Clarksburg, WV 26301-4199 Attention: Biomedical Engineering 13. Terms and Conditions: a. Removal of parts and materials. The contractor s field service representatives will not dispose of, ship, or transport any parts or materials removed from the equipment under contract without the permission of Biomedical Engineering. This includes damaged or defective parts that were replaced as part of the service call or parts replaced as part of a preventive maintenance inspection. Biomedical Engineering will inspect the parts and ensure that they do not contain any VA Personally Identifiable Information. b. Electronic Storage Media. Under no circumstances will the contractor s field service engineers be allowed to ship or transport any electronic media (for example, hard drives) removed from the equipment under contract. Upon completion of service, the field service engineer will deliver to Biomedical Engineering any electronic media removed from the equipment. Biomedical Engineering will then deliver the media device to the VA s Information Security Officer (ISO) of the VA s Office of Information and Technology (VA OI&T) for proper destruction per VA OI&T regulations. c. User Responsibility. Contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. d. Instructional Meeting. An instructional meeting will be conducted on the first visit to the site during the contract period between the COR, Pharmacy Service representatives and Contractor s representatives to discuss policies and expectations. e. Exclusions: Service does not include electrical work external to the equipment. Service does not include support for software added by the VA for security or other software necessary for VA operations. The VA will provide the necessary means for the protection and security of any and all patient data. PLACE OF PERFORMANCE Clarksburg VA Medical Center 1 Medical Center Drive Clarksburg, VA 26301 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 Any contractor that feels they can complete the required work listed below must supply tracy.dotson@va.gov an authorized distributor letter with their response to this notice of intent to sole source. If the authorized letter is not sent the response will be discarded. Responses must be submitted by 3:00 PM (EDT) September 22, 2023. Responses to the information requested above may be submitted via email to tracy.dotson@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.