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SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing a sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to su... SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing a sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for sterilizer maintenance at the Edward Hines Jr VA Hospital, Chicago, IL. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811210 Electronic and Precision Equipment Repair and Maintenance. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below). The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVOSB contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the services listed below are invited to submit a response to this Sources Sought Notice by 9:00 AM Local Time on July 2, 2024. All responses under this Sources Sought Notice must be emailed to Lori.Eastmead@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Tentative requirements: STATEMENT OF WORK Steris Equipment Full Service Maintenance Contract SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide calibration, preventative maintenance, and unlimited emergency on-site corrective maintenance visits to all government-owned equipment at the Edward Hines Jr. VA Hospital as identified on the attached equipment list (Attachment 1). This contract will be a base plus four option years format. There will be no sensitive information involved with this contract. Place of performance is The Edward Hines Jr. VA Hospital, and no access to sensitive information or the VA network is required as part of this service. CONTRACT PERIOD: Contract shall be a base period with four (4) option years to be exercised at the discretion of the Government. QUALIFICATIONS: To be considered eligible for consideration, offerors must have a field service representative that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on. Offerors must be authorized by the OEM to work on the equipment list (Attachment 1). Offerors must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. Offerors must also provide points of contact at three other medical centers with which they are or have been contracted to service equipment of the same or similar models as those listed in Attachment 1 in the last three years. Offerors must be able to provide 24-hour response time to urgently repair the equipment in Attachment 1. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. SERVICES TO BE PROVIDED: General: Contractor shall provide the necessary manpower and supervision to properly execute the maintenance and repair of the equipment listed in Attachment 1. A Field Service Report (FSR) must be generated, and a copy given to the Hines VA Hospital s Contracting Officer s Representative (COR) or designee after each episode of scheduled or emergency maintenance. It is preferred that this FSR be provided electronically if possible. All mobile media (i.e., flash drives, CD/DVD disks, etc.) that are required to complete the repairs on the equipment listed in Attachment 1 must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. If the vendor must connect a vendor-owned laptop to perform the repairs, they must show proof that the laptop has current anti-virus software and that a recent scan shows no infections on the laptop. Repair: All repairs will be performed during normal VA business hours, 8:00am to 6:00pm, Monday thru Friday, except Federal Holidays, which include: New Year's Day Birthday of Martin Luther King, Jr. Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day NOTE: Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as national holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President of the United States to be a federal holiday. If work must be performed outside of normal business hours, the contractor shall obtain prior approval from the Contracting Officer s Representative (COR) or his/her designee. If such work falls on a National Holiday, service shall be paid separate from this contract. These hours shall be charged at the prevailing contractor non-business travel and labor rates. An obligation number shall be obtained prior to commencement of service. Service performed outside of the normal hours of operation at the request of the Contractor field service engineer (FSE) shall be considered service during normal hours of coverage. Work outside of prescribed hours shall be approved by the COR or his/her designee. If the contractor s telephones are not answered by technical personnel, a technical maintenance representative will respond by telephone to the VA within 4 hours of a service call from the VA. The contractor will arrive on-site for repair within 24 hours of placing a service call by the VA. Contractor must furnish all tools and materials (e.g., service manuals, diagnostic software, etc.) required to maintain the equipment in top operating condition. Any software updates with unlimited phone support for the equipment software shall be included. Preventive Maintenance: Contractor shall perform preventative maintenance in accordance with manufacturers specifications. Preventive Maintenance will be performed by the contractor at the intervals that are in accordance with the manufacturer s recommendations, but no less than annually. Contractor will furnish any required materials, manuals, tools, etc. needed to perform Preventive Maintenance. Chamber Cleaning and Steam Testing: Contractor shall provide recurring chamber cleaning and steam testing to ensure proper function of specified equipment. Chamber cleaning shall be performed semi-annually, and steam testing shall be performed annually for specified equipment. Documentation: A documentation package acceptable for Joint Commission purposes will be maintained by the contractor and sent electronically to the COR. Required features include, at a minimum: Date of service Equipment Model Equipment Serial Number Location (Building/Room Number) Service Representative Name Any and all work performed, including parts replaced New Equipment: If new equipment or components are obtained, either through new purchase, upgrade, or replacement of existing equipment, that equipment may be added and the replaced equipment deleted from the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted equipment will be credited in the full amount if deleted before any maintenance or repair has been performed on it. SPECIAL INSTRUCTIONS: Contractor Check-In: The contractor s representative will contact Biomedical Engineering at the Hines VA Hospital. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced; the name of the representative, and the services performed, and parts replaced. The reports will be delivered to the Biomedical Engineering COR via email. Attachment 1: EQUIPMENT LIST Manufacturer Model SERIAL # EE# Location Service Type Steris AMSCO 400 33291322 88680 OR Full including Chamber Cleaning and Steam Quality Test Steris AMSCO 400 33311311 88681 OR Full including Chamber Cleaning and Steam Quality Test Steris AMSCO Evolution 31181703 105712 SPS Full including Chamber Cleaning and Steam Quality Test Steris AMSCO Evolution 31621501 99955 SPS Full including Chamber Cleaning and Steam Quality Test Steris AMSCO Evolution 32521404 96807 SPS Full including Chamber Cleaning and Steam Quality Test Steris V-Pro 33011322 87654 SPS Full Service Steris Vision 3628818039 111006 SPS Full Including Chamber Cleaning and Steam Quality Test Steris SCS Conveyor Module 3624318009 None SPS Full Service Steris SCS Conveyor Module 3624318010 None SPS Full Service Steris SCS Conveyor Module 3624318011 None SPS Full Service Steris SCS Conveyor Module 3624318012 None SPS Full Service Steris SCS Conveyor Module 3615020015 None SPS Full Service Steris SCS Conveyor Module 3615020016 None SPS Full Service Steris SCS Conveyor Module 3615020017 None SPS Full Service Steris SCS Conveyor Module 3615020018 None SPS Full Service Steris Innowave Ultrasonic Washer 09200156313 136903 SPS Full Service Steris Innowave Ultrasonic Washer 09200156320 136902 SPS Full Service Steris Innowave Pro 09222027902 138292 SPS Full Service Steris Innowave Pro 09222027903 138291 SPS Full Service Steris Innowave ECO 04200077314 117300 SPS Full Service Steris Reliance Synergy washer/disinfector 3615320020 125969 SPS Full Service Steris Reliance Synergy washer/disinfector 3615320021 125970 SPS Full Service