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This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for Intuitive da Vinci preventative maintenance. Please... This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for Intuitive da Vinci preventative maintenance. Please see Statement of work for details. This requirement is for the Charlie Norwood VA Medical Center. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to chaz.bowling@va.gov by 9:30 AM EST, June 19, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance (if applicable) Statement of Work Da Vinci XI PM MAINTENANCE CONTRACT FOR THE BASE YEAR PERIOD SEPTEMBER 18, 2020 THROUGH SEPTEMBER 17, 2021 OPTION YEAR 1: 9/18/2021 9/17/2022 OPTION YEAR 2: 9/18/2022 9/17/2023 OPTION YEAR 3: 9/18/2023 9/17/2024 OPTION YEAR 4: 9/18/2024 9/17/2025 1. For All Visits by Contractor: For repairs or services that will be performed during normal working hours, the Contractor (or Representative) shall sign-in at the Biomedical Engineering Section office, Bldg. 801, Room 1B162, telephone (706) 733-0188, ext. 3342. Contractor is required to report to the Police & Security office at the main entrance, sign in, and obtain an ID badge. Contractor must report back to the Biomedical Section and provide a service ticket for all work performed. A representative of the Biomedical Shop must sign the service report before contractor leaves the facility. Failure to follow these procedures may result in delay of payment or nonpayment. For repairs or service required after normal working hours, the Contractor is required to report to the Police & Security office at the main entrance, sign in, and obtain an ID badge. Contractor is required to leave a service ticket under the door of the Biomedical Shop. Both the check-in and check-out procedures defined above are mandatory and will be strictly enforced. Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above. 2. Preventive Maintenance (P.M.): a. The vendor will provide annual preventative maintenance inspection. Annual P.M. inspection is scheduled on the month determined by VA (will be provided to Contractor POCs from the COR). During the P.M. visit, the contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer's factory specifications. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time. b. P.M. procedures used to perform work under this contract are required to be submitted. Two copies of the P.M. procedures used must be presented in writing to the Contracting Officer within 10 days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment. c. During the P.M. visit, the contractor will replace such parts as may be necessary for the satisfactory functioning of the equipment (See item #5 for quality of parts). d. The contractor shall call Engineering Department, Downtown Division, at phone 733-0188, ext. 3342, two (2) days in advance to confirm that the equipment can be serviced at a time that is agreeable to the VA and the contractor. 3. Emergency Service / Corrective Maintenance: a. For each emergency service visit, initiated at the request of the Contracting Officer, the contractor shall furnish all labor, material, shipping and handling, repair parts, (except those cited within Excluded Parts), equipment (not to include operating supplies), Software updates, Technical support, and travel necessary to correct any equipment to operational condition. The contractor shall guarantee that at the conclusion of any emergency maintenance performed that the equipment will meet manufacturer's factory specifications. All scheduled and unscheduled maintenance will be performed by certified Intuitive Surgical Inc. trained technicians. b. After each service call, the contractor will submit a list containing each part installed to the VA Engineering Department office as noted above. c. The contractor is required to provide Engineering Department with any service representative's name, address, and phone number so the VA Medical Center can obtain emergency maintenance service after normal VA working hours. The contractor is responsible for notifying Engineering Department within 24 hours of any changes in the emergency response information. Emergency service coverage will be eight (8) hours a day, five (5) days a week, not including holidays. Any service not covered under this contract must have prior approval of the Contracting Officer before any work is performed. Vendor provides live phone support with Intuitive Technical Support Engineers between 6:00 a.m. 8:00 p.m. (Eastern Time). 24-hour response time on station is required. Response time is defined as time vendor is first notified until time vendor responds. Note: Vendor provides after hours phone support 24/7, 365 days a year. All service shall be performed during normal V.A. working hours of 8:00 a.m. to 4:30 p.m. (deviations must be approved in advance by Contracting Officer). Contract includes software updates. Contract includes Technical Consultation Center phone support. 4. Excluded Services: Contractor shall not be obligated to provide services under this Agreement for: a. Damage to or destruction of instrument(s) covered where such damage or destruction is: (1) A result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any Act of God including but not limited to lightning, windstorm, hail, flood, earthquake, or (2) Caused by the VAMC misuse or abuse of such instrument; b. Decontamination due to spillage; Interpretation of data; Installation of unauthorized field modifications; Accessories excluded in agreement: consumables. 5. Contractor shall maintain a sufficient stock of all parts meeting or exceeding the original manufacturer's design and specification needed for repair and maintenance of the equipment. VA reserves the right to inspect the contractor's facility to confirm the parts are locally available. 6. Security Information: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. 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. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Bio-Medical devices and other equipment or systems containing media (hard drives optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: (1) Vendor must accept the system without the drive; (2) VA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or (3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. (4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; (a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and (b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract. (c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation 7. Equipment to be covered under this contract: Intuitive Surgical, Inc. Da Vinci Xi Surgical System System Number 740553 LOCATION: 3A123-801 Includes all the following equipment: Device Asset # S/N Model Xi ROBOT 2008647 740553 DA VINCI XI VISION CART 2008668 749048 VS4000 XI COMPONENT 2008659 746563 IS4000 XI COMPONENT 2008660 733508 IS4000 8. VA INFORMATION SYSTEM SECURITY/PRIVACY CLAUSE PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: The C&A requirements do not apply and a Security Accreditation Package is not required. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services Minimum Statutory Requirements Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a Requirement to pay liquidated damages in the event of a data breach: 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. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d) INVOICES: Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Total amount due