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VHAPM Part 813.106 Page 1 of 2 Original Date: 08/30/17 Revision 02 Eff Date: 03/31/2020 SOURCES SOUGHT SYNOPSIS DESCRIPTION: This Sources Sought Synopsis shall be used to determine the availability of... VHAPM Part 813.106 Page 1 of 2 Original Date: 08/30/17 Revision 02 Eff Date: 03/31/2020 SOURCES SOUGHT SYNOPSIS DESCRIPTION: This Sources Sought Synopsis shall be used to determine the availability of potential sources having the skills and capabilities necessary to provide all labor, tools, materials equipment, and supervision necessary to perform the work associated with Leica Biosystems in accordance with the Statement of Work. This requirement minimizes downtime of equipment, ensuring availability of equipment for patient care. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a sources sought synopsis only. Questions should be submitted by email to anthony.mitchell4@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 811219 Other Electronic and precision equipment repair and maintenance, Size standard 20.5 Million. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to anthony.mitchell4@va.gov no later than 5:00 PM CST, July 27, 2021. Your response should include both the STATEMENT OF CAPABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained below. Please place Attention: Leica Slide Stainer , in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CAPABILITY: (1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform the required services as an authorized dealer for Leica Biosystems equipment, in accordance with the Statement of Work below. Include the number of qualified personnel needed to accomplish this service. Specify the distance of your local business from the Gulf Coast VA HealthCare System, 400 Veterans Ave., Biloxi MS 39531 Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility and your availability to deliver and perform services in accordance with the Statement of Work. (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 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 http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: 3. Contract Title: Histology Laboratory Equipment Service. Leica Biosystems to complete preventive and restorative maintenance to ensure device performance meets standards for use. 4. Background: This is a continuing requirement to ensure availability of Histology Laboratory services. These lab services rely on specialized tissue specimen staining performed by Leica equipment items. The stainers are specialized equipment that require field service engineers that are factory trained to perform repair and routine maintenance actions. 5. Scope. The Gulf Coast Veterans Health Care System (GCVHCS) requires the services of Leica Biosystems to complete preventive and restorative maintenance to ensure device performance meets standards for use. Contractor shall provide all tools, labor, transportation, supervision, and parts necessary to provide full maintenance and repair services to include preventive maintenance inspections. This will include telephone and on-site services for technical support. Purpose is to provide uninterrupted availability of the covered devices for the Biloxi VA Histology Laboratory. Service Calls should be fielded/responded to within 1 hour of initial request, a Field Service Engineer (FSE), should arrive onsite within 24 hours of initial service call, and final resolution to occur within 48 hours of initial request. These requirements minimize downtime of equipment, ensuring availability of equipment for patient care. 6. Specifications/Characteristics: Sole Source This device is a precision medical laboratory instrument that is relied upon to make critical diagnostic choices in the healthcare of patients. There is no secondary market for equipment maintenance that can reliably meet the Original Equipment Manufacturer s specifications. Leica Biosystems is the original equipment manufacturer and maintains proprietary rights to the unit and all associated hardware/firmware. As such, Leica Biosystems is the sole entity that can provide the necessary maintenance services that are needed to maintain the device at original manufacturer specifications. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer s performance standards and specifications. SCHEDULED MAINTENANCE: A. The contractor shall perform Periodic Maintenance Inspection (PMI) service annually to ensure that equipment listed in the schedule performs in accordance with (IAW) the Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed, and actual values obtained (as applicable) shall be provided to the Contracting Officer Representative (COR) at the completion of the inspection/service. PMI services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the equipment is operating according to original manufacturer s specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 6. Measuring, adjusting, and calibrating as necessary for optimal performance. 7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 8. The contractor prior to issuance of contract shall identify parts or components that are considered consumables. 9. Return equipment to full operating condition IAW the Conformance Standards. 10. Provide documentation of services performed. B. PMI services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete schedule PMI are included within this contract, and its agreed upon price. C. The contractor shall furnish all documentation of all measurements and calibrations to the COR, to ensure that the system is performing in accordance with the Conformance Standards (see Para. 11). UNSCHEDULED MAINTENANCE: A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, etc., and maintaining the equipment including all intervening calls necessary between regular services and calibrations. All required parts should be furnished. B. The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the contractor. C. Response Time: Contractor s FSE shall respond to the GCVHCS s initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8)normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request. PARTS: The contractor must provide parts for equipment listed above that are compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or rebuilt parts, approved by the Original Equipment Manufacturer (OEM), and shall not install used parts; those removed from another system without written COR approval. UPDATES: Contractor shall provide all hardware updates upon release at no additional cost to the Government throughout the life of the contract. Hardware updates are limited to those items which are commercially available (i.e. to Independent Service Organizations) from the OEM and are provided by the OEM to their customers at no cost. Hardware/upgrade installations shall be scheduled and performed at no additional charge to the Government. SERVICE MANUALS: The GCVHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE s all operational and service manuals, schematics, parts list, etc., which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices, required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the conformance Standards Section. In addition, each Equipment Service Record (ESR) shall at a minimum document the following data legibly and in complete detail: A. Name of Contractor B. Name of FSE who performed services C. Contractor Service ESR Number/Log Number D. Date, Time (starting and ending), Equipment Downtime and Hours on Site for service call. E. GCVHCS Purchase Order Numbers (PO#(s) covering the call, if outside normal working hours. F. Description of Problem Reported by COR/User. G. Identification of Equipment to be serviced: Equipment Inventory Identification Number (ID#), Manufacturer s Name, Device Name, Model - Number (#), Serial #, and any other Manufacturer s identification #s. H. Itemized Description of Service Performed (including costs associated with after normal business working hours service), including: Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action. I. Total cost to be billed. J. Signatures: 1. FSE performing services described. 2. Department of Veterans Affair Employee who witnessed service described. K. Equipment downtime. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE CO BEFORE SERVICE IS COMPLETED. 7. PAYMENT: Invoices shall be submitted quarterly in arrears to Gulf Coast Veterans Health Care System, 400 Veterans Avenue; Biloxi, MS 39531. Invoice shall have contract number and purchase order identified as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Invoices shall be submitted electronically via: http://www.tungsten-network.com/US/en/veterans-affairs/. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. 8. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in or repairs required to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make the necessary repairs. 9. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment listed in an as is condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. 10. Delivery. Period of Performance: The period of performance shall be from 1 October 2021 through 30 Sep 2022, with 4 annual option periods following. Place of Performance: Gulf Coast Veterans Health Care System 400 Veterans Avenue, Biloxi, MS 39531 Equipment is located in the Lab Area 3C102 of Building 3. 11. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full time staff. The staff includes a fully qualified FSE and a fully qualified FSE who will serve as the backup. B. Fully Qualified is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a training program, for the equipment listed in this SOW. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed in this SOW, or comparable to similar equipment. Evidence of said training shall be made available upon request. 12. TEST EQUIPMENT: Prior to commencement of work on this contract, the contract awardee shall provide the GCVHCS with a copy of the current calibration certification of all test equipment that is to be used by the contractor on GCVHCS s equipment, not later than ten (10) calendar days after contract award. 13. IDENTIFICATION & PARKING: The contractor s FSE s shall always wear visible company identification while on the premises of the GCVHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the GCVHCS Police & Security Section. 14. HOURS OF COVERAGE: A. Normal business hours of coverage are Monday through Friday from 8:00 a.m. to 4;30 p.m., excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility, and shall sign in and out of the facility with Biomedical Engineering. B. Preventive maintenance inspections will be performed semi-annually during the months of January and July (adjusted for the basic year, depending on Date Of Arrival). Coordinate with COR). Inspections will be scheduled two weeks in advance with Biomedical Engineering. C. Work performed outside the normal hours of coverage at the request of COR shall be billed at the prices listed in the schedule. Billing shall include service time plus travel, and exclude parts as they are included in the contract. Work performed outside normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage. D. Federal Holidays observed by the GCVHCS are: New Years Day Labor Day Martin Luther King Day Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Or any other day specifically declared by the President of the United States to be a national holiday 15. PRIVACY INFORMATION: The contractor s employee(s) will secure (in a sealed envelope) and relinquish any documentation found on the VA grounds (either by themselves or others) that contains sensitive patient and/or employee information (i.e. privacy information) to Ms. Melanie Lane, VA Gulf Coast Veterans Health Care System Privacy Officer, Bldg T-102, Room No. A132, Phone: (228) 523-5526. Please contact Ms. Lane within 60 minutes of finding or of receipt of such documents for instructions on what action to take on the documentation. Ms. Lane can also be reached at Melanie.Lane@va.gov. If Ms. Lane cannot be immediately reached, the documentation will be secured in the Police Office until instructions are received from Ms. Lane. 16. CERTIFICATION AND ACCREDITATION OF CONTRACTOR S IT SYSTEMS: Certification and Accreditation of the Contractor s IT System(s) does not apply and a Security Accreditation Package is not required as contractor s employee will only be utilizing VA owned computers and computer systems. 17. SECURITY CLAUSES: SUBPART 839.2 INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT VHAPM Part 813.106 Page 2 of 2 Original Date: 08/30/17 Revision 02 Eff Date: 03/31/2020 VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT VHAPM Part 813.106 Page 1 of 2 Original Date: 08/30/17 Revision 02 Eff Date: 03/31/2020 DEPARTMENT OF VETERANS AFFAIRS Justification for Single Source Awards IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K) Acquisition Plan Action ID: 36C256-21-AP-4144 Contracting Activity: Department of Veterans Affairs, NCO 16, Gulf Coast Veterans Health Care System (GCVHCS), Station 520, 400 Veterans Avenue, Biloxi, MS 39531-2410. Facilities Management Service, Biomed Section requests services for annual certification of imaging equipment. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The GCVHCS requires the services of Leica Biosystems to complete preventive and restorative maintenance on a Leica slide equipment to ensure instrument performance meets standards for use. This contract will include all parts and labor associated with hardware and software service. The unit will be serviced on-site at the GCVHCS in Biloxi, MS. The GCVHCS requires service calls to be fielded/responded to within 1 hour of initial request, a Field Service Engineer (FSE) to arrive onsite within 24 hours of initial service call and resolution to occur within 48 hours of initial request. This requirement minimizes downtime of equipment, ensuring availability of equipment for patient care. Service cost: $ (base year) Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The devices are precision medical laboratory instruments that are relied upon to make critical diagnostic choices in the healthcare of patients. There is no secondary market for equipment maintenance that can reliably meet the Original Equipment Manufacturer s specifications. Leica Biosystems is the original equipment manufacturer and maintains proprietary rights to the unit and all associated hardware/firmware. As such, Leica Biosystems is the sole entity that can provide the necessary maintenance services that are needed to maintain the device at original manufacturer specifications. Description of market research conducted and results or statement why it was not conducted: Contacted OEM Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. ____________________________ ________________________ Name Date Contracting Officer