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Page 3 of 3 Sources Sought Notice: Pneumatic Tube System Maintenance Location: Ralph H. Johnson VAMC, Charleston, SC DESCRIPTION: This is a source sought to determine the availability of potential sou... Page 3 of 3 Sources Sought Notice: Pneumatic Tube System Maintenance Location: Ralph H. Johnson VAMC, Charleston, SC DESCRIPTION: This is a source sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SPECIFIED REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a source sought synopsis only. Questions should be submitted to the Contract Specialist, Lesley Kitchen via email Lesley.kitchen@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB)), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business) relative to NAICS 811219 other electronic and precision Equipment repair and maintenance . Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought synopsis, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this source sought announcement. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. SPECIFIED REQUIREMENT: Network Contracting Office 7, Charleston, SC is seeking sources for a potential contractor to provide the following items/service: *** PLEASE SEE ATTACHED STATEMENT OF WORK*** REQUESTED INFORMATION: (1) STATEMENT OF CAPABILITY: Submit a brief description, five (5) pages or less that demonstrates how your company has the supervision, facilities, labor, technology and experience to provide the items/services required. Include past experience in providing these items to the VA, other Government (Federal or State) agency, or for a private facility. Include a letter from the Manufacturer stating your company is an authorized reseller, distributor, installer, and/or repairer of the requested items/services. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a VIP certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. If the requirement is available on your GSA, FSS or GWAC schedule include the schedule number and associated SINs. Responses must be emailed to Lesley.kitchen@va.gov no later than 10:00AM EDT on Oct 10, 2019. Your response should include both the STATEMENT OF CAPABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "36C24721Q0011 Pneumatic Tube System Maintenance in the subject line of your email. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. See attached document: Pneumatic Tube System SOW. STATEMENT OF WORK: FULL PREVENTIVE MAINTENANCE OF PEVCO PNEUMATIC TUBE DELIVERY SYSTEM MAINTENANCE SERVICE AGREEMENT COVERAGE Vendor shall provide the following: Preventative Maintenance: Vendor shall provide full preventive maintenance service on the Pevco Pneumatic Tube System equipment to include 13 stations, 10 diverters and 2 blowers when requested by the Ralph H. Johnson VA Medical Center Healthcare Technology Management Service (RHJVAMC HTM) and unlimited phone support for VA Biomedical Engineering under contract period from October 01, 2020 to September 30, 2020, with 4 additional option years through September 30, 2025. Two (2) preventive maintenance visits per twelve (12) month term for each Unit will be provided during the term of this agreement. The initial preventive maintenance will be coordinated with each individual hospital site. All units at the hospital site requiring a PM under the terms of this agreement will be scheduled to be completed on the same visit. The PM includes functional check of the entire unit in conjunction with accessories, and a full diagnostic check. Replacement Parts and Additional Charges. Service that Pevco furnishes at the customer s request in addition to those specified in this contract will be charged to the customer and invoiced at Volcano Corporation s applicable rates. Vendor shall supply, at the expense of RHJVAMC, necessary parts, provided replacement of the parts is required because of normal wear and tear or otherwise deemed necessary by vendor and RHJVAMC HTM. All Parts will be new, standard parts, or used, reworked or refurbished parts that comply with applicable performance and reliability specifications. Terms of the service agreement include: 3. Exclusions. Preventive Maintenance service does not include: 1. Disposable items, including but not limited to catheters and/or wires. 2. Software upgrades and revisions. 3. Damage to the system due to negligence or misuse. Additionally, such damage can void this warranty. 4. Labor and material will be charged at Volcano Corporation applicable rates for any of the following: a) Malfunction or damage due to improper use of equipment as outlined in the Operators Manual. b) Malfunction or damage due to unauthorized modification or repair of the system. Additionally, such repair or modification could compromise the safety and reliability of the equipment and shall void the warranty. c) Malfunction or damage due to unauthorized equipment interfaces. Additionally, such repair or modification could compromise the safety and reliability of the equipment and shall also void the warranty. d) Any malfunction or damage due to accident, misuse, or neglect. 4. Inspection. Customer agrees that Volcano Corporation may inspect the equipment before the commencement date of this agreement. Any deficiencies discovered which are not otherwise covered by Volcano Corporation s sales warranty, will be corrected and billed to the customer at Volcano Corporation s applicable rates. 5. Access to Equipment. Volcano Corporation or Volcano Corporation s authorized representatives shall have full and free access to the equipment to perform maintenance service. The Volcano Corporation Service Representative will charge for time waiting for equipment availability after a sixty (60) minute wait beyond the scheduled time. 6. Warranty. Repairs made during the term of this agreement are warranted for the period remaining on and under the conditions of this agreement or for ninety (90) days, whichever is longer. Specialty Items: If it is determined by both RHJVAMC HTM and the Vendor that the IVUS systems need repair or replacement parts beyond the scope of this contract, the RHJVAMC HTM and the Vendor shall generate a separate agreement for the Vendor to perform the necessary repairs according to these updated terms. Available Philips software upgrades and revisions will be considered under new contract terms if the current system fails or becomes unsupported by the Vendor during the performance period. Field change orders shall be considered for contract revisions if-and-when they arise. INFORMATION SECURITY: a. Reference VA Interconnection Security Agreement National Site to Site VPN Connection between the Department of Veterans Affairs and Philips Healthcare, dated September 18, 2012 and the Department of Veterans Affairs and Philips Healthcare Interconnections Security Agreement/Memorandum of Understanding (ISA/MOU), dated October 6, 2012. REMOTE ACCESS: Vendor must comply with all VA Office of Information and Technology security requirements. Vendor must contact RHJVAMC HTM before accessing the system remotely. REPORTING: For repairs or services that will be performed during normal working hours, the Contractor s repairman must report to the Biomedical Engineering Section, G200 or by telephone at 843-789-7396, and while on station an identification badge shall be worn at all times. During the repair process, once the problem is identified, the vendor shall notify VA Biomedical Engineering before replacement parts are installed. After all work is completed, the Contractor s repairman must again report to the Biomedical Engineering Section and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable. NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above. PERFORMANCE: The Contractor must respond to service calls within one (1) hour of notification. Competent personnel who are experienced and qualified to work on the specific equipment must perform all work. All work performed shall be accomplished in accordance with the manufacturer s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, etc., required to keep the equipment in operating condition. Contractor s maintenance of the equipment must satisfy all requirements as set forth by NFPA and JCAHO. HOURS OF WORK: This contract is a full-service contract to include all necessary service calls, five (5) days per week, between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding Federal Holidays. ADDITIONAL SERVICES: The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work; corrections and repair work in the equipment log. AUTHORIZED SERVICES: Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained. DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criteria upon thirty (30) days written notice to the Contractor with payment to be prorated. SUBCONTRACTING: Due to the complexity of the services required herein, subcontracting will not be permitted. TEST EQUIPMENT: RHJVAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within. PERFORMANCE CONFERENCE: If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award. SPECIAL CONTRACT REQUIREMENTS: Vendor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment. CONTRACTOR SUBMITTALS: Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility s JCAHO accreditation and must be received before any invoice can be certified for payment. SERVICE CONTRACTS: Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed: OBSOLETE MACHINES: Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor. ORDERS: The Contractor s repairman will report to the office of the Contracting Officer s Technical Representative (COTR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COTR and any changes must receive concurrence of the Contracting Officer and/or the COTR. TYPE OF CONTRACT The RHJVAMC anticipates award of a FIRM FIXED PRICE contract based on the contents of this solicitation. SECURITY REQUIREMENTS The C&A requirements do not apply and a Security Accreditation Package is not required.