J065--Romell - Reviewed & Ready New Base+4 MAGVENTURE FULL SERVICE CONTRACT (VA-25-00035112)
The VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with MagVenture for Transcranial Magnetic Stimulations system repair and service of critical imaging. The Magve... The VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with MagVenture for Transcranial Magnetic Stimulations system repair and service of critical imaging. The Magventure s MagPro system, MagPro X100 Magpro R30 and is already in place at the facility. MagVenture Inc. is the creator and proprietary vendor of this equipment and software. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus (4) four option year contract. The NAICS Code is 811210. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 5:00PM (CST) 04/04/2025. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated however, determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the Magventure, Inc. Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Romell.Parrott@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK Hines Magventure Service Contract SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventive maintenance and emergency (unscheduled) repair of the Magventure MagPro equipment located at 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 Edward Hines, Jr. Hospital and all local badging procedures should be followed. CONTRACT PERIOD: Contract period shall be one year plus four (4) option years to be exercised at the discretion of the Government. The base period shall occur from April 1, 2025 through March 31, 2026. 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. Bidders must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. Bidders must be able to provide 24-hour response time to urgently repair critical imaging equipment. 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 will 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 electronically provided to the Hines VA Contracting Officer s Representative (COR) or designee within five (5) business days of each episode of scheduled or emergency maintenance. Repair: All maintenance shall be performed on-site during normal VA business hours, 8:00am to 5:00pm Local Time (Central), Monday thru Friday, excluding Federal Holidays. If work must be performed outside of normal business hours ( over-time work), the contractor must obtain prior approval from the COR. If such work is at the cost of VA, a purchase order number must be obtained by the contractor prior to performing any over-time work. Contractor shall not be expected to perform service of the following Federal Holidays: New Year's Day Martin Luther King, Jr. Day Presidents Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any other day specifically declared by the President of the United States to be a Federal Holiday. 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 is observed as a Federal Holiday by United States Government agencies. A technical maintenance representative shall respond by telephone to the VA within 30 minutes of a service call from the VA. The contractor shall arrive on-site for repair within four (4) hours of a service call being placed 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. All parts, software, components, materials, etc. necessary for service shall be included in the monthly contract cost. Service shall include all available software updates. Preventive Maintenance: 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. All exceptions to the PM schedule shall be arranges and approved in advance with the COR. Contractor will furnish any required PM kits needed to perform Preventive Maintenance. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, at a minimum, the following: Cleaning of equipment Reviewing operating system software diagnostics to ensure that the system shall be operating to the manufacturer's specifications Providing any available software updates to ensure systems shall be running the latest software version Calibrating and lubricating the equipment Performing remedial maintenance of non-emergent nature Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying Inspecting, and replacing where indicated, coils, and all other mechanical components in order to maintain integrity, safety, and performance of the equipment Returning the equipment to the operating condition as defined by the OEM Providing documentation of services performed All required parts, services, manuals, tools or software needed to successfully perform Preventive Maintenance shall be provided by the Contractor at no additional cost to the VA, unless otherwise, specifically stated in writing. Documentation: A documentation package acceptable for Joint Commission purposes will be maintained by the contractor and made available to the Hines VA Hospital. Required features include, at a minimum: 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 COR and a representative from the facility where work was performed. Any and all work performed on a particular date Preventive Maintenance The contractor will perform PM according to manufacturer s specifications. The contractor will have written procedures to be followed and documented evidence that each piece of equipment has been inspected according to those procedures. Operational Uptime Requirements: The equipment listed in Table 1 shall be operable and available for use 97% of the normal operating hours of the equipment as detailed below. Downtime shall be computed from notification of problem during normal work hours. Scheduled maintenance shall be excluded from downtime. Normal work hours shall be from 8:00am to 5:00pm, Monday thru Friday, excluding Federal holidays. Operational Uptime shall be computed during a month-long time period. Repeated failure to meet this requirement can subject the Contractor to DEFAULT action. 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 the local Healthcare Technology Management department prior to beginning any work at a facility. Identification: The Contractor's FSE s shall always wear visible identification while on the premises of Hines VA and follow all local visitor badging policies. Security: Contractor must check in at the Hines PIV Badging office (or police desk if outside normal hours) to obtain a contractor badge before entering the work site. All mobile media (i.e. flash drives, CD/DVD disks, etc.) that shall be required to complete the repairs or updates on the equipment listed in Table 1 must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. If the Contractor must connect a Contractor-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. Contractor remote access to monitor system performance must be approved by and coordinated with Hines Information Security Officer, in conjunction with Healthcare Technology Management. All required documentation must be completed by contractor prior to remote access being granted. All information security policies apply. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. TERMS AND CONDITIONS: User Responsibility: The contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. Exclusions: Service does not include electrical work external to the equipment. Inspection of Equipment: Potential offerors have the opportunity to make an appointment to inspect the equipment listed in Attachment 1 before submitting offers. Coordinate any visits beforehand with the COR and local Healthcare Technology Management department. Duration: This contract will be a base year with four option years included. Payments: Monthly in arrears. Attachment 1: EQUIPMENT LIST EE # Manufacturer Model Serial Number Location Effective Date 136935 MAGVENTURE INC MAGPRO X100 SN: 1380 4034-228 4/1/2025 136936 MAGVENTURE INC MAGPRO R30 SN: 2849 4012-228 4/1/2025
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Data sourced from SAM.gov.
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