Inactive

El Paso Veterans Affairs Health Care System (ELPVAHCS) STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS FOR SERVICE OF MEDICAL EQUIPMENT El Paso VAMC is requesting service/maintenance of the Zeiss systems... El Paso Veterans Affairs Health Care System (ELPVAHCS) STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS FOR SERVICE OF MEDICAL EQUIPMENT El Paso VAMC is requesting service/maintenance of the Zeiss systems. The services requested would allow the Optometry department to facilitate patient care more efficiently without the possibility of turning away or referring patients out due to broken/faulty equipment. The service s needed is to include all items listed. I. EQUIPMENT IDENTIFICATION: NAME/DESCRIPTION OF EQUIPMENT HFA3 MANUFACTURER Zeiss SERIAL NUMBER - 860-16932 EQUIPMENT I.D. NUMBER 000000-2149-432 LOCATION D220 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Cirrus HD-OCT 5000 MANUFACTURER Zeiss SERIAL NUMBER 5000-20487 EQUIPMENT I.D. NUMBER 000000-2042-098 LOCATION D222 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Cirrus HD-OCT 5000 MANUFACTURER Zeiss SERIAL NUMBER - 5000-19496 EQUIPMENT I.D. NUMBER 000000-2042-098 LOCATION D243 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT IOL Master 700 MANUFACTURER Zeiss SERIAL NUMBER - 1190719 EQUIPMENT I.D. NUMBER 000000-2110-054 LOCATION D243 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Visulas Yag III MANUFACTURER Zeiss SERIAL NUMBER - 913609 EQUIPMENT I.D. NUMBER 000000-2003-231 LOCATION D220 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Clarus 500 MANUFACTURER Zeiss SERIAL NUMBER - CL500-51233 EQUIPMENT I.D. NUMBER 000000-2247-914 LOCATION D222 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Opmi Lumera T MANUFACTURER Zeiss SERIAL NUMBER - 6634147954 EQUIPMENT I.D. NUMBER 000000-2003-206 LOCATION A405-1 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Opmi Lumera T MANUFACTURER Zeiss SERIAL NUMBER - 6634147951 EQUIPMENT I.D. NUMBER 000000-2003-206 LOCATION A405-1 LEVEL OF SERVICE Optime Complete NAME/DESCRIPTION OF EQUIPMENT Pico S100 MANUFACTURER Zeiss SERIAL NUMBER - 6627103706 EQUIPMENT I.D. NUMBER 000000-2091-201 LOCATION D226 LEVEL OF SERVICE Optime Complete II. DEFINITIONS/ACRONYMS: Biomedical Engineer - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status. Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR. OEM Original Equipment Manufacturer VA - Department of Veterans Affairs ELPVAHCS El Paso VA Health Care System III. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications. Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act. Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required. IV. HOURS OF COVERAGE: Vendor shall provide telephone support 24 hours a day, 7 days a week. Vendor shall provide unscheduled maintenance Mondays - Fridays, 8:00 AM-6:00 PM local site time for Zeiss Systems, Mondays - excluding Federal Holidays. Vendor shall provide planned maintenance scheduled at a mutually agreeable time Mondays - Fridays, 8:00 AM-6:00 PM local site time for Zeiss Systems, excluding Federal Holidays. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage. Federal Holidays observed by the ELPVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day V. UNSCHEDULED MAINTENANCE (Repair Service): Contractor shall maintain the equipment in accordance with Zeiss and OEM recommended frequencies and hardware specifications as set forth in the service manuals. Vendor shall make reasonable efforts provide on-site support within twenty-four hours, during covered days, upon notification by Customer. The CO or COR has the authority to approve/request a service call from the Contractor. B. Coverage includes on-site support (4-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance. C. Contractor shall provide telephone support per Section C, IV, Hours of Coverage. D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards. E. The COR shall be informed personally or in writing of the equipment status prior to the Contractor leaving the work site. F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit. VI. SCHEDULED MAINTENANCE: The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. 4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Inspecting and replacing, where indicated, all mechanical components. 7. Returning the equipment to the operating condition. 8. Providing documentation of services performed. VII. PARTS: The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. Pulse Oximetry sensors shall be limited to one direct exchange at no cost per contract year. The Contractor shall also list any additional excluded parts under the service contract. Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS. VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The ELPVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. IX. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Description of problem reported by COR. E. Identification of equipment serviced. F. Itemized description of service performed, with parts and part numbers. G. Itemized costs of any approved billable parts and services, if applicable. X. REPORTING REQUIREMENTS: The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR shall be sent to the COR after the work for review. Contact Information: ELPVAHCS Biomedical Contact Person(s): Chief Biomedical Engineering or designee. Location (Building/Room Number): Building 1 Rooms A100 Telephone Number & Extension(s): 915-564-7099 Fax: 915-564-7807 Contractor Service Department: 800-633-7237-586-3647 XI. ADDITIONAL CHARGES: Additional charges shall be approved by the COR before service is started. There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) 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 necessary repairs. XII. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Section I, "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. XIV. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Contractor shall have an established business with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed an OEM certified training program for the equipment identified in Part I of this section. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing any ELPVAHCS equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the ELPVAHCS equipment. D. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XV. TEST EQUIPMENT: The Contractor shall provide the ELPVAHCS, upon request, a copy of the current calibration certification of all test equipment which is to be used by the Contractor on ELPVAHCS's equipment when requested by the ELPVAHCS. Test equipment calibration shall be traceable to a national standard. The Contractor shall present any removable media (i.e. USB or DVD/CD device) required for performing the work to Biomed to be scanned with an anti-virus program running current virus definitions. XVI. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification at all times while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XVII. CONTRACT TIME PERIOD: Contract enactment shall be from 10 Apr 2023 to 09 Apr 2024 for the Base year. Contract has the option of four (4) one (1) year extension. Contract may be canceled at any time with a thirty (30) day written notice. XVIII. NARA RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The EPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â

Inactive Total Small Business Set-Aside (FAR 19.5)

Please subject Title the email as follows: RFI 36C25723Q0304 Optime Services General Requirements: Brand name or equal service/maintenance of the Zeiss systems are needed for the El Paso, TX in accord... Please subject Title the email as follows: RFI 36C25723Q0304 Optime Services General Requirements: Brand name or equal service/maintenance of the Zeiss systems are needed for the El Paso, TX in accordance with the following requirements stated in the Statement of Work ( SOW): ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO $00.00 $00.00 1 OPTIME SERVICE COMPLETE GRAND TOTAL $00.00 Base Year: 10 Apr 2023-09 Apr 2024 Option Year 1: 10 Apr 2024-09 Apr 2025 Option Year 2: 10 Apr 2025-09 Apr 2026 Option Year 3: 10 Apr 2026-09 Apr 2027 Option Year 4: 10 Apr 2027-09 Apr 2028 The Department of Veterans Affairs is seeking both manufacturers and/or distributors of the exact match or functionally equivalent equipment/ services to the following listed above. 52.211-6 Brand Name or Equal. As prescribed in 11.107(a), insert the following provision: Brand Name or Equal (Aug 1999)      (a) If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation.      (b) To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must-           (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation;           (2) Clearly identify the item by-                (i) Brand name, if any; and                (ii) Make or model number;           (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and           (4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.      (c) The Contracting Officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.      (d) Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation. (End of clause) VAAR 852.212-72 Gray Market Items: a) Gray market items are Original Equipment Manufacturers' (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical equipment only for VA Medical Centers. No remanufactures or gray market items will be acceptable. (b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM, such that the OEM's warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. (End of clause) FAR 52.212-2 Evaluation-Commercial Items: A copy of the authorized distributor letter from the contractor to verify that you are an authorized distributor of the products/services SHALL BE SUBMITTED WITH THE QUOTE WITH THE SOLICITATION RFQ AND IS MANDATORY.