Inactive

The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Ann Arbor VA Medical Center in Ann Arbor, Michigan, is conducting market research throu... The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Ann Arbor VA Medical Center in Ann Arbor, Michigan, is conducting market research through this sources sought notice to seek sources that can provide preventative maintenance on the following pathology and laboratory equipment: BD PrepStainTM, BD PrepMate Automated AccessoryTM, and Vortexer. The services will be performed at VA Ann Arbor Healthcare System located in Ann Arbor, Michigan. The Statement of Work has been attached for reference. The North American Industry Classification System (NAICS) Code for this acquisition is 811219. The small business size standard is $22 million. The contracting office is contemplating a one (1) year award with service estimated from June 9, 2020 to June 8, 2021. Pursuant to FAR Part 10, Market Research, the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists and to determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Parts 6 and 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. SAM: Interested parties should register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. VA VENDOR INFORMATION PAGE (VetBiz): Interested Service-Disabled Veteran-Owned Small Business and Veteran-Owned Small Businesses should be registered in the VA Vendor Information Page (VetBiz) https://www.vip.vetbiz.gov/. Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to katherine.gibney@va.gov. The subject line must read 36C250-20-Q-0596, Ann Arbor PrepStain PM. Responses must be submitted no later than Thursday, May 14, 2020, at 11:00am, Eastern Time with the following information/documentation: Name of Company, Address and DUNS Number. Point of Contact and Phone Number. Business Size applicable to the NAICS Code: Service-Disabled Veteran Owned Small Business Concern; the status will be verified VA Vendor Information Page. Veteran Owned Small Business Concern; the status will be verified VA Vendor Information Page. HuBZone Small Business Concern; if claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA. Small Business Concern; Large Business Concern If you believe another NAICS is more suitable for these services, please include the code. Is there any reason you would not be interested in responding to a solicitation? What are the reasons and why? Please provide a short narrative on technical capability and interest in providing the requested services. Do you have a GSA contract to perform these services? If so, please provide the contract number and contract end date. Do you have any questions/comments that may otherwise assist us? Would you be performing as Prime, or would you subcontract the services? Complete responses to this notice will assist the VA in determining any potential set-aside for the requirement. Not providing all information requested in response to this notice may result in the VA being unable to determine a vendor potentially capable of satisfying the requirement and, subsequently, if the rule of two criteria is not met, a specific set-aside category may not be decided by the Contracting Officer. Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Contracting Opportunities through beta.SAM.gov. It is the potential offeror's responsibility to monitor Contracting Opportunities for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation. STATEMENT OF WORK PREVENTATIVE MAINTENANCE ON PATHOLOGY AND LABORATORY EQUIPMENT SCOPE OF WORK: The Contractor shall provide all equipment and software to complete the Annual Preventative Maintenance on the BD PrepStainTM Slide Processor, BD PrepMate Automated AccessoryTM, and Vortexer units. These units are located with the Anatomic Pathology Department at the Ann Arbor Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105 under the Pathology and Laboratory Medicine Service. This work shall be performed in strict accordance with all schedules, statement of work, specifications, terms, conditions and provisions of this contract. PERIOD OF PERFORMANCE: The period of performance is one (1) year from June 9, 2020 to June 8, 2021. LOCATION AND HOURS: All work will be performed at the Ann Arbor Medical Center, 2215 Fuller Road, Ann Arbor, Michigan 48105. Hours of Work for preventive maintenance are defined as Monday through Friday from 8 a.m. to 5 p.m., excluding federal holidays, or as otherwise arranged with the Contracting Officer Representative (COR). The following federal legal holidays are observed by this facility*: New Year s Day 1 January Martin Luther King s birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December Any day deemed a holiday by the President TBD *Any holidays falling on Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following Monday Work performed outside of normal working hours of coverage at the request of the Contracting Officer or COR shall be billed separately. CONFORMANCE STANDARDS: All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. DOCUMENTATION/REPORTS: The Contractor shall submit a legible field service report which shall include detailed descriptions of the services performed, including identification of parts that need replaced and the estimated price for the service call to do the replacement. The report shall also document if each unit passes or fails preventative maintenance. Any additional repairs not covered as part of the preventive maintenance performed must be approved by the Contracting Officer prior to conducting the repairs; these repairs will be billed separately. PHYSICAL REPORTING REQUIREMENTS: Dennis Balow will be the Biomedical Technician to contact for scheduling (734)845-3720. The following steps are required to be taken for each scheduled activity: The Contractor shall report to the Biomedical Engineering Shop (Building 1, Room BB30) to log in during normal working hours. This check-in is mandatory. Upon completion of a scheduled maintenance check, the Contractor shall document services rendered on a legible field service report (see paragraph 5.0. above). The Contractor must check-in with the Supervisor of Pathology to review the preventative maintenance results verbally after completing the inspection. The Contractor shall check out at the Biomedical Engineering Shop and submit the field service report to the Biomedical Technician during normal working hours, or email Dennis.Balow@va.gov and Jennifer.Rumfield@va.gov a copy of the final field service report within 24 hours of completion of the service. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Representative must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. EQUIPMENT TO BE SERVICED: System Units for June Preventative Maintenance Unit Name Serial Asset Room Location BD PrepStainTM USPS200157 EE43188 C320-1E BD PrepMateTM 2345 EE43233 C320-1E Vortexer A190722007 MX2025381 C320-1C REQUIRED PROCEDURES: The Contractor must perform below Preventative Maintenance Procedures for the BD PrepMateTM: Cleaning and Lubrication Vertical rails for pipette assembly cleaned and lubricated? Horizontal and vertical sliders cleaned and lubricated? Motor shafts lubricated (w/Flourocaborn Gel)? Test Cycle successfully performed? The Contractor must perform below Preventative Maintenance for the BD PrepStainTM Slide Processor: Initial Cleaning Cleanup procedure was performed. Utilities program was run Instrument was primed without liquids and system is now empty Each syringe pump was manually moved down 2000 steps Knurled thumb screw was removed (and set aside to be reinstalled later) and each 5 ml syringe was discarded. Instrument was powered down and unplugged from its power source? Are Shock-Watch and Tip N Tell stickers on packaging activated? Instrument Disassembly and Cleaning Top and Rear panels were removed? Note: Do not dsturb the X-Flag! Tube looming was removed and set aside for later? Cable ties from the quad manifold were removed and discarded (if applicable)? Quad Manifold tubing and reagent intake tubing were removed and discarded? Quad bundle tubing was removed from the quad manifold and discarded? 6 Smart Valve and Multiport valve were removed and discarded? Tubing from the top of the Syringe valves were removed and discarded? DiTi Assembly (including the Diti Cone) was removed? DiTi Assembly parts were cleaned and set aside? The Grip Tip Sleeve (blue band) was removed and discarded? ALID cable was removed and discarded? Quad Spring Cover was removed and set aside (for re-installation)? Quad Springs were removed and discarded? DiTi Pipette Tubing and Support Tubing were removed and discarded? Waste Station Tubing was removed and discarded? Schuco Pump Only Pump Felt Silencer and overflow Bottle/Lid were removed? Check here if Schuco Pump not used Exterior of instrument and all accessories were wiped clean (with lint-free wipes)? XRails, Z-Rod, Z Guide Rails, Z Drives Rails, and Y Rails were wiped clean? Instrument Lubrication A thin layer of lubricant was applied to X Rail and Y-Rail after cleaning? A thin layer of lubricant was applied to Quad Slide exterior? Syringe lubrication was applied to the exposed syringe worm drive? Parts Replacement New Reagent Intake Tubing was installed to the Reagent Caps? Reagent Tubing was attached to the right side of each Syringe Valve? Vacuum Manifold Tubing was installed to the Quad Bundle? New Quad Springs were installed? Original Quad Spring Cover was replaced? Left Tubing Assembly was installed from the Syringe Valves to the Quad Manifold for Alcohol, Hematoxylin, and EA/OG? DiTi Support Tubing was installed through the tube looming into the Quad Engagement Key and through the Z-Rod? Z Rod was installed? NOTE: Install from the bottom with the rack teeth facing left. New Smart Valve was installed? Smart Valve Tubing Assembly was installed from the Syringe for Water to the bottom of the Smart Valve (input)? Left Tubing Assembly was installed from the Smart Valve to the DiTi? Right Tubing Assembly was installed from the Smart Valve to the Quad Manifold? DiTi Dispense Tubing was installed through the DiTi Support Tubing? Soft Quad Tubing was installed from the Quad Manifold Valves to the appropriate Quad Bundle? Tubing on the Quad Manifold was tied with Cable Ties? DiTi Assembly was slid over the tubing? DiTi Tubing was trimmed and inspected for tears, irregular edges, and kinks? New Grip Tip Sleeve and DiTi Cone were installed properly and attached securely to the DiTi tubing? NOTE: Only rotate the White Ejector Sleeve, notthe DiTi Cone. Insulator Block is seated securely against the Insulator Block Post? DiTi Gasket checked for interference with Ejector Sleeve? ALID Cable and grommet were connected to the Insulator Block? hich DiTi is installed? DiTi 1.1 DiTi 1.2 hich DiTi was replaced? DiTi 1.1 DiTi 1.2 All Quad Staining Bundles were inspected for scratches and wear? (Replace if necessary.) The total number of racks evaluated: _______________ The total number of racks repaired: _______________ The total number of racks replaced: _______________ Quad is perpendicular to the Slide Racks in the Z direction? (If not, adjust accordingly.) Clearance checked between the end of the vacuum tip and slide area of the slide rack? Pipette Bundles touch the Slide Rack when the Quad is lowered? Pipette Bundles are perpendicular to the slide rack in the X and Y directions? Quad is parallel to the Y-axis? (Adjust Tip Holder accordingly.) Pipette Bundles are aligned with the four holes on the Slide Racks? Spiral Tubing Loom Support Wrap was replaced? Work Level Platform was performed? Rack 1 Position 9 _______________ Rack 3 Position 4 _______________ Rack 4 Position 1 _______________ Syringe Installment New 5ml syringes were inspected and syringe pumps were lowered properly? The top of the syringes were screwed onto the valves and secured properly? NOTE: Do not over-tighten the thumbscrew Alignment DiTi Z-Max _______________ Slide Rack 1: Position 1 X-Pos _______________ Slide Rack 1: Position 3 X-Pos _______________ Slide Rack 1: Quad Z Height _______________ Slide Rack 2: Position 1 X-Pos _______________ Slide Rack 2: Position 3 X-Pos _______________ Slide Rack 2: Quad Z Height _______________ Slide Rack 3: Position 1 X-Pos _______________ Slide Rack 3: Position 3 X-Pos _______________ Slide Rack 3: Quad Z Height _______________ Slide Rack 4: Position 1 X-Pos _______________ Slide Rack 4: Position 3 X-Pos _______________ Slide Rack 4: Quad Z Height _______________ Top Panel was attached? _______________ NOTE: Do not hit the X-Flag on the instrument! DI Working Reagent and Reagent Bottles were cleaned or replaced? System was filled with DI Water using the System Cleanup Program and visually inspected for leaks in the system (from the tubing connections on the valve/syringe assembly)? Syringe Pump Cycle Count was recorded (Tecan US-II Only) Water Syringe Pump _______________ Water Syringe Pump Replaced? Alcohol Syringe Pump _______________ Alcohol Syringe Pump Replaced? Hematoxylin Syringe Pump _______________ Hematoxylin Syringe Pump Replaced? EA / OG Syringe Pump _______________ EA / OG Syringe Pump Replaced? Centrifuge Maintenance Centrifuge buckets were removed from the rotor supporting lugs? Hettich Only: Dates on the buckets have not passed their expiration? Expiration Date _______________ Check here if Hettich not used: Interior and exterior surfaces on the centrifuge were cleaned using lint-free wipes and a disinfectant solution? Centrifuge grease was applied to the buckets trunnion points? Screws are tightly in place and have been inspected? All parts have been inspected for cracks (i.e., lid, motor cover, power cord)? All functioning parts are working properly (i.e., buttons, knob, control panel, auto lid latch system, motor)? Rotor has been removed and re-greased (if applicable) and reassembled appropriately? Hettich 380 Model Only: Does the Hettich 380 Centrifuge have black shocks or white springs? Black White If black shocks, did the FSE replace with white springs? Lid gas springs are working properly (lid should not begin to close on its own)? White Springs were replaced with White Springs? Check here is Hettich not used: Centrifuge buckets were replaced and the lid has been closed? Programs 1-4 have been run for verification? Schuco Pump Vacuum Pump Maintenance Maintenance was performed on the Schuco Pump? 8.2 Vacuum System integrity was verified? Verified pump pressure is 8-10 inHG? Check here if Schuco Pump not used: KNF Vacuum Pump: Vacuum Maintenance Optimal pressure has been verified? KNF Pump was replaced? KNF Pump was repaired? Pressure setting was set properly? Check here if KNF Pump not use d: Diagnostic Tests 10.1 Rack Data settings have been verified? 10.2 A Run with Water test for GYN Software was performed? Do DiTi tips remain in liquid throughout mixing cycle? _______ Do DiTi tips seal against the centrifuge tube bottom? _______ Is liquid delivered to correct slide? _______ Is liquid dispensed to center of Settling Chamber? _______ Is liquid dispensed to the same level in all Settling Chambers? _______ Is air gap at the end of disposable tip maintained during transfer of sample from tube to chamber and on return path to eject tip? _______ If system fails any of the above, repeat procedure. Procedure repeated, if yes document in Comments section. Yes No A Run with Sample test for GYN Software was performed? Do DiTi tips remain in liquid throughout mixing cycle? _______ Do DiTi tips seal against the centrifuge tube bottom? _______ Is liquid delivered to correct slide? _______ Is liquid dispensed to center of Settling Chamber? _______ Is liquid dispensed to the same level in all Settling Chambers? _______ Is air gap at the end of disposable tip maintained during transfer of sample from tube to chamber and on return path to eject tip? _______ If system fails any of the above, repeat procedure. Procedure repeated, if yes document in Comments section. A Run with Water test for Non-GYN Software was performed? Do DiTi tips remain in liquid throughout mixing cycle? _______ Do DiTi tips seal against the centrifuge tube bottom? _______ Is liquid delivered to correct slide? _______ Is liquid dispensed to center of Settling Chamber? _______ Is liquid dispensed to the same level in all Settling Chambers? _______ Is air gap at the end of disposable tip maintained during transfer of sample from tube to chamber and on return path to eject tip? _______ If system fails any of the above, repeat procedure. Procedure repeated, if yes document in Comments section. A Run with Sample test for Non-GYN Software was performed? Do DiTi tips remain in liquid throughout mixing cycle? _______ Do DiTi tips seal against the centrifuge tube bottom? _______ Is liquid delivered to correct slide? _______ Is liquid dispensed to center of Settling Chamber? _______ Is liquid dispensed to the same level in all Settling Chambers? _______ Is air gap at the end of disposable tip maintained during transfer of sample from tube to chamber and on return path to eject tip? _______ If system fails any of the above, repeat procedure. Procedure repeated, if yes document in Comments section. Rack Data was copied to a 3.5 labeled double density disk? GYN Rack Data was copied from disk to working directory (if applicable)? Random X/Y/Z Test A Random X/Y/Z Test was performed (1,350 moves)? Number of init errors in X? ___________ Number of init errors in Y? ___________ Number of init errors in Z? ___________ Note: Specification for number of init errors = 0 Steps lost in last init in X? ___________ Steps lost in last init in Y? ___________ Steps lost in last init in Z? ___________ Note: Specification for steps lost in last init 3 Max error steps in X? ___________ Max error steps in Y? ___________ Max error steps in Z? ___________ Specification for Max error steps 3 Number of moves in X? ___________ Number of moves in Y? ___________ Number of moves in Z? ___________ Note: Specification for number of moves = 1350 DiTi Tip Handling Test Yes No N/A DiTi Test - Tip Handling Test was performed in GYN (96 tips)? 12.2 Number of Tips Tested (Spec. 96): ___________ Number of Tip pick-up errors (Spec. = 0): ___________ Number of crashes (Spec. = 0): ___________ Number of alarms triggered (Spec. = 0): ___________ Max pick-up gap (Spec. 6): ___________ Max drop ref (Spec. 6): ___________ All Tip Handling Test meet(s) specifications: Yes No Fluidics and Aspiration Verification Water dispensed from correct Pipette Bundle? ___________ Alcohol dispensed from correct Pipette Bundle? ___________ Hematoxylin dispensed from correct Pipette Bundle? ___________ EA/OG dispensed from correct Pipette Bundle? ___________ Fluid is aspirated from all 4 quad bundles when bundles are lowered? ___________ Slide Evaluation Instrument was validated for Slide Evaluation? Do most low-power (10x) fields have 25 or more epithelial cells? Evaluate slides 1 - 48 Are cells evenly dispersed across cellular field? Evaluate slides Slide 1-48 Are empty spots microscopically visible in cellular field? Evaluate slides 1- 48 Does stain vary from field to field across slide? Evaluate slides 1-48 Cytologist/Pathologist has screen slides for cellularity and stain quality.