Inactive

Page 3 of 3 SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the ... Page 3 of 3 SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this 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 the Vyntus CPX/Flex Plan Service Contract at the Jesse Brown VA Medical Center (JBVAMC. 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. Tentative requirements: STATEMENT OF WORK Vyntus CPX/Flex Plan Service Contract 1. Description of Services The Contractor shall provide all labor, material, tools, travel, management, and equipment necessary to provide services such as upgrades, repair, preventative maintenance and/or replacement equipment for the Pulmonary Function Testing and the Cardiopulmonary Exercise Test equipment at the Jesse Brown VA Medical Center (Jesse Brown VAMC) located at 820 S. Damen Avenue, Chicago, Illinois 60612. This is a Base Plus three (3) Option Year(s) contract. 2. Background The Jesse Brown VA Medical Center in the Pulmonary Function Lab is requesting a service contract for existing equipment that was purchased in September 2016. The contractor shall provide for the continuum of services such as upgrades, repair, preventative maintenance and/or replacement of the diagnostic equipment in the event of malfunction or destroyed parts from the normal wear and tear of use. Due to the highly specialized and technical equipment requiring specialized training and non-substitutable parts required for the existing equipment, only those vendors that specialize with the software and hardware of Jaeger Masterscreen, SentrySuite and Vyntus equipment shall be acceptable for coverage of this equipment. 3. Objectives This service contract shall be utilized for performing preventative maintenance and repair or replacement of malfunctioning equipment or parts. The services and personnel shall be provided by the contractor who have specifically trained field support representatives and in coordination, when needed, by technical support specialists for all repair, updates, and upgrades of Jaeger Master screen, Sentry Suite and Vyntus equipment. The parts required for the repair of this equipment are specifically designed and are not substitutable. The trained field support representatives provided by the company shall minimize the potential of repair delays caused by misdiagnosis of equipment issues and incorrect parts being ordered. The minimization of delays of veteran care due to equipment that is down shall be limited to the time period required for the appropriate acquisition of equipment and its efficient repair by the company s representatives. 4. Scope Service Maintenance Call for Equipment The Contractor shall provide all parts for the year plus labor and travel expenses for one Preventive Maintenance Call (PMC) (if needed to meet factory recommended PM intervals) and up to three on-site service calls per instrument. The Contractor shall provide all applicable software revisions within the purchased version of operating software at no additional charge. Services Maintenance Call for Parts Only Parts Only - Provides for all replacement/exchange service parts and components needed for repairs. Additional features of this contract option include: A) Software Updates - includes revisions to the originally purchased version of Jaeger Masterscreen, SentrySuite or Vyntus Equipment operating software and tutorials at no additional charge. B) Software Upgrades - a) Jaeger or SentrySuite equipment operating software upgrades when they become available, b) Windows Operating software and c) related hardware (computer and printer) if required for compatibility with Vmax software upgrades. C) Peripherals Protection - provides for parts replacements and coverage for the computer, printer, and associated components. D) Preferred Tech Support Assistance Shall have at minimum availability Monday through Friday from 8:00 a.m. to 4:30 p.m. local time (CST). E) Field Service labor Qualified service technicians and technical support personnel shall be provided by the contractor. 5. Requirements The contractor shall fulfill the agreement as indicated to perform all upgrades, repairs, and replacements of equipment on request within a reasonable amount of time as agreed on by the contractor and buyer. All upgrades and repairs shall be performed by the contractor s representative(s) within the agreed upon time frame and in the presence of the Jesse Brown VA Medical Center s Pulmonary Function Lab technicians and/or Bio-Medical engineering representative. 6. Selection Criteria The criteria utilized for the service contract is the selected company s ability to obtain parts and to appropriately replace damaged or malfunctioning equipment. The technical support and/or field service representative shall have completed specialized knowledge and training that was provided by the Original Equipment Manufacturer (OEM), in providing technical support and repair of existing equipment, all aspects of troubleshooting and repair to best provide the upgrades and repairs for the existing equipment. A) The contractor shall have access to access to diagnostic software and original equipment repair parts. B) The contractor shall have access to the OEM server as well as the VA server, with access to be performed only with pre-approval and in conjunction with providing access and monitoring of contractor by appropriate VA employees. 7. Deliverables The contractor shall provide technical support and field service representatives for troubleshooting, preventative maintenance, and repairs of equipment from fully trained employees on request. The contractor shall provide all appropriate parts as covered in the service agreement. On completion of work, the contractor shall provide timely billing of items that buyer is responsible per the service agreement. Any repairs or upgrades that requires technical support access to the server shall only be performed with pre-approval and in conjunction with providing access and monitoring of contractor by appropriate VA employees. 8. Service Scheduled Preventive Maintenance work shall be required in the performance of this contract and shall be performed during the hospital s normal business hours of 8:00 a.m. and 4:30 p.m., local time (CST), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. The contractor shall notify the Contracting Officers Representative (COR) at least 7 calendar days prior to the normal testing/inspection cycle visit and 8 hours prior to any emergency activities. The Jesse Brown VAMC may consider allowing work outside of the above-listed hours of operation at the convenience of the Government. Federal Holidays observed by the Jesse Brown VAMC(s) are: New Years Day Labor Day Martin Luther King, Jr. Birthday Columbus Day Washington s Birthday Inauguration Juneteenth National Independence Day Labor Day Independence Day Veterans Day Memorial Day Thanksgiving Day Christmas Day Columbus Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the COR and shall still be considered normal business hours. If work must be performed outside of mutually agreed normal business hours ( over-time work), the Contractor shall obtain prior approval at least 24 hours from the COR. If such work shall be at the cost of the Jesse Brown VAMC, a separate purchase order number must be obtained by the Contractor prior to performing any over-time work. Work shall be scheduled in such as manner as to allow as little disruption to patient services in all campus buildings affected. 9. Security All contractor representatives shall only be on site during the regular business hours of the Pulmonary Function Lab, Monday through Friday from 8:00 a.m. to 4:30 p.m. local time (Illinois) when management, pulmonary technicians or Bio-Medical department representatives are present and shall have appropriate identification that is easily visible on their person. All technical support that requires contractor access to the equipment server shall always have Management of the lab or a representative from Bio-Medical Engineering department to provide access and monitoring of work. 10. Reporting Requirements The check-in is mandatory at Medical Center, Pulmonary Function Lab, room #2254 at 820 S. Damen Avenue, Chicago, Illinois 60612. When the service is completed, the field support technician (FST) or technical support representatives (TSR) shall document services rendered on a legible Equipment Service Report(s) (ESR). The FST or TSR shall be required to sign out with a representative from the Pulmonary Function Lab and submit the ESR(s) to the COR. ALL ESR s shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature" of approval. Jesse Brown VA Medical Center Phone Number: 312-569-8387 VA Biomedical Contact Person(s): The COR delegation notice shall be provided at time of award. Contractor Contact Personnel Information: The Information shall be produced at time of award. 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 the above Statement of Work and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order 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, or procured through Sole Source Contract. 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 SDVO SBC 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 above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM CST on January 17, 2025. All responses under this Sources Sought Notice must be emailed to della.bond@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.