Inactive

Page 8 of 8 THIS IS A SOURCES SOUGHT NOTICE: This is NOT a request for proposals; this is an industry inquiry for Market Research. A solicitation shall not be issued at this time. The intent of the pr... Page 8 of 8 THIS IS A SOURCES SOUGHT NOTICE: This is NOT a request for proposals; this is an industry inquiry for Market Research. A solicitation shall not be issued at this time. The intent of the procurement is to locate potential contractors for solicitation. The below specification defines the effort required for the purchase and period of performance. PERFORMANCE WORK STATEMENT TITLE: Olympus Equipment Preventive Maintenance GENERAL OBJECTIVES AND REQUIREMENTS: The Phoenix VA Health Care System (Agency) requires a service contract for its Olympus GI, Pulmonary, and ENT scope equipment. PLACE OF PERFORMANCE: Phoenix VA Health Care System. 650 E. Indian School Rd. Phoenix, AZ 85012 BACKGROUND: The Surgical ENT service line, GI service line, and Pulmonary Bronchoscopy service line all use Olympus flexible and rigid scopes. This contract combines the currently separate Olympus service contracts from ENT, GI, and Pulmonary into a single contract. The equipment lease contracts shall remain separate. The working condition of equipment is crucial to the uptime of the service and safety of the patients. The Agency does not have employees who are trained to service scopes. The Agency also does not own the specialized tools needed to service scopes. Therefore, a service contract is necessary to maintain the scopes. SCOPE: IAW 15 USC 657s and 13 CFR 125.6 - limitations on subcontracting, the Contractor shall perform over 50% of the work. The Contractor shall be certified to service the Olympus equipment covered under this service agreement. The Contractor shall provide service Monday-Friday, 8:00am-5:00pm Arizona Standard Time excluding federal holidays. The Contractor shall provide technical service via telephone 24 hours a day, 7 days a week. The Contractor shall perform preventive maintenance on equipment as directed by Olympus. The Contractor shall use next-day shipping both ways at no extra charge to the Agency. The Contractor shall provide the customer with pre-paid and pre-printed next-day P.M. freight stamps to send to the Contractor for repair service. The Contractor shall provide full repair coverage with no cap for all equipment covered by the lease. The Contractor shall provide accident damage repair coverage with no cap for all equipment covered by the lease. The Contractor shall provide 24-48-hour turnaround time for most repairs. The Contractor shall provide the Agency with loaner equipment if the repair shall take longer than 48 hours. The Contractor shall provide an online repair and history tracker. The Contractor shall provide on-site training and support. The Contractor shall notify the Agency their intent to come on-site before arrival. Upon arrival at the facility, all contractor personnel shall check-in with a valid Driver License or Company ID to the Biomedical Engineering department. Prior to conducting services, the contractor shall be issued a visitor s badge which shall be worn above the waist during the contractor s visit. The Biomedical Engineering department is located in Building 1, Room 1163. The Contractor shall be escorted by the Agency at all times. The Contractor shall verify that the equipment that was serviced is fully functional before returning it to the Agency. The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency. The Contract shall provide for the addition and removal of equipment. The contractor shall return to the same location to sign out and turn-in issued visitors badge along with the documented service report (as described in paragraph 15. DELIVERABLES) for the service performed. The Biomedical Engineering department located in Building 1, Room 1163. REMOVAL OF EQUIPMENT: Whenever possible, all repairs and preventive maintenance shall be performed at the PVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation and shipping charges shall be at the expense of the contractor. VA property may not be removed from the PVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Hard drives and other storage media items may not leave VA property. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment shall be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR. EQUIPMENT INVENTORY LISTING AND PRICING TO BE SUPPORTED: Current list of equipment is as follows: L/I MODEL S/N BF-1TH190 2723391 BF-1TH190 2723400 BF-H190 2723843 BF-H190 2723844 BF-H190 2723849 BF-P180* 2142587 BF-P180* 2142595 BF-P190 2711655 BF-P190 2711659 BF-P190 2711731 BF-UC180-F 1010879 BF-UC180-F 7722154 CF-HQ190DL 2636301 CF-HQ190DL 2636302 CF-HQ190DL 2636303 CF-HQ190DL 2636319 CF-HQ190DL 2636321 CF-HQ190DL 2636332 CF-HQ190DL 2636337 CF-HQ190DL 2636413 CF-HQ190L 2636306 CF-HQ190L 2636309 CF-HQ190L 2636310 CF-HQ190L 2636327 CF-Q160S* 2711464 CYF-VH 2603842 CYF-VH 2603874 CYF-VH 2603875 CYF-VH 2603882 CYF-VH 2603885 CYF-VH 2603886 CYF-VH 2603887 CYF-VH 2603889 CYF-VH 2603904 CYF-VH 2603952 ENF-GP 2611804 ENF-P4 2240496 ENF-P4 2937094 ENF-VH 2603760 ENF-VH 2603769 ENF-VH 2603770 ENF-VH 2603776 ENF-VH 2603777 ENF-VH 2603786 ENF-VH 2603790 ENF-VH 2603793 ENF-VH 2603803 ENF-VH 2603808 ENF-VQ 2041130 ENF-VQ 2041310 ENF-VQ 2342253 ENF-VQ 2342258 ENF-VT2 2541395 GF-UC140P-AL5 1600367 GF-UC140P-AL5 1810651 GF-UE160-AL5 1111954 GF-UE-160-AL5 1600375 GF-UE-160-AL5 1811033 GIF1TH190 2601044 GIF-1TH190 2601066 GIF-1TH190 2601069 GIF-1TH190 2601072 GIF-H190 2629068 GIF-H190 2629069 GIF-H190 2629075 GIF-H190 2629087 GIF-H190 2629094 GIF-H190 2629134 GIF-H190 2629135 GIF-H190 2629136 GIF-H190 2629139 GIF-H190 2629140 GIF-H190 2629146 GIF-H190 2629147 GIF-H190 2629152 GIF-H190 2629155 GIF-H190 2629161 GIF-H190 2629186 GIF-XP190N 2601945 LF-TP 1222862 LF-TP 1222864 LF-TP 1222885 LF-TP 1323512 LF-TP 2524818 PCF-H190DL 2603429 PCF-H190DL 2603439 PCF-H190DL 2603453 PCF-H190DL 2603461 PCF-H190DL 2603466 PCF-H190DL 2603468 PCF-H190DL 2603478 PCF-H190DL 2603483 PCF-H190DL 2636328 PCF-H190DL 2636329 PEF-V 2910445 SIF-Q140 2610513 TJF-160VF 2601356 TJF-160VF 2802426 TJF-160VF 2802428 TJF-160VF 2802433 TJF-Q180V 2102284 URF-V 2553655 URF-V 2553659 SECURITY REQUIREMENTS: Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Services provided under this contract does not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract. Services provided under this contract does not involve equipment that stores, generates, transmits or exchanges sensitive data. Therefore, the following privacy considerations from Appendix C apply. A current national Business Associate Agreement between contractor and the VA shall be on file prior to award. Contractor shall ensure currency of BAA. Contractors who have access to protected health information (PHI) in the performance of their official duties or have access to VA systems shall take the Privacy and HIPAA Focused Training Web-Based Training. The official privacy training for VA employees (VA10203) is available from the TMS website at: https://www.tms.va.gov/SecureAuth35/. Signing in/out shall be during normal business hours: Monday Friday 8:00 am to 5:00 pm Arizona Standard Time excluding Holidays, reference federal holiday link in paragraph 16. Failure to sign in/out shall result in failure to perform. Contractor FSE shall perform maintenance on scientific equipment which is NOT connected to any VA network. No photography of VA premises is allowed without written permission of the Contracting Officer. RISK CONTROL: The Agency shall take measures to prevent the Contractor from coming in contact with PPI/PHI. PERFORMANCE MONITORING: The Agency shall oversee work done by the vendor and accept the quality of work as appropriate. Section D for performance standards QASP. GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI): The Agency shall initiate service calls. The Agency shall clean and sterilize equipment before sending it out for repair. The Agency shall have the means to accommodate a 53 semi-truck. The Agency shall have a loading dock. The Agency shall provide the Contractor with adequate delivery information if equipment requires inside delivery . Other Pertinent Information or Special Considerations: Packaging, Packing and Shipping Instructions: All parcels and packages shall come through the Agency s warehouse to be distributed either through Biomedical Engineering or the field service engineer if they are on station to receive the package. All parcels and packages shall ship overnight to: ATTN: Biomedical Engineering Phoenix VA Health Care System 650 E. Indian School Rd. Phoenix, AZ 85012 Inspection and Acceptance Criteria: The Agency shall sign off on the work completed if service is determined to be satisfactory. PERIOD OF PERFORMANCE: CONTRACT YEAR DATES Base year 4/1/2019-3/31/2020 Option year 1 4/1/2020-3/31/2021 Option year 2 4/1/2021-3/31/2022 Option year 3 4/1/2022-3/31/2023 Option year 4 4/1/2023-3/31/2024 SERVICES DELIVERY STANDARDS/SUMMARY: The contractor's performance shall be monitored by the COR as follows: a. Timely delivery of invoices, within 30 days of services rendered b. Timely scheduling and performance of maintenance services. See inventory listing for service milestone dates. c. Timely arrival for repair services as described in paragraph 5. or 15 response times. d. Failure to comply with PWS and QASP monitoring items shall result in failure to perform. DELIVERABLES: Filed Service Reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and Shall contain the following information: Date(s) and time period of service. Complete description of equipment serviced including model number and serial number. Complete description of equipment services performed including upgrades, updates and software changes made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor hours expended during the repair. Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform. HOURS OF COVERAGE: Delivery schedule consists of actual preventative maintenance visit and validation.  Scheduling shall be coordinated with the subject matter expert (SME) or through the COR.  Schedule timing shall be based on the equipment certification/calibration dates and equipment. See paragraph 7.A. equipment details for frequency requirements. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm Arizona Standard Time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR. Preventive maintenance shall be performed as scheduled by the SME or COR. Preventive maintenance shall be performed during normal hours of coverage. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed. NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays observed are located at the following link: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/ A copy of a packing slip with purchase order number shall be furnished at the time the order is delivered. OVER AND ABOVE REPAIRS/EMERGENCY MAINTENANCE: Contractor shall maintain the equipment in accordance with equipment Specific Task, paragraph 5. Contractor shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering. Telephone Response Time: Contractor 's FSE or Technical Support shall respond by telephone to Biomedical Engineering within four (4) hours after receipt of telephone notification during normal duty 8:00 AM to 5:00 PM Arizona Standard Time Monday through Friday. For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR s Government Purchase Card (GPC) threshold, the COR will authorize payment. For emergencies over the COR s GPC threshold, only the Contracting Officer(CO) is authorized to approve contract modifications. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work. The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as-needed for payment. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification. Any work to be performed, which is not covered by this PWS, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed. 18. SOURCES SOUGHT DETAILS NAICS CODE: 811219 - Other Electronic And Precision Equipment Repair And Maintenance Small Business manufacturers for this NAICS code have a size standard. The term of the contract is intended to be base contract plus 4 option years. It is anticipated that a Request for Quotes shall be issued in February 2019. Award of contract is contemplated by April 2019. This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively. 19. INTERESTED PARTIES RESPONDING VIA EMAIL TO THIS SOURCES SOUGHT REQUEST SHALL SUBMIT THE FOLLOWING INFORMATION AT A MINIMUM: Company name, address, point of contact, phone number. DUNS number and company social-economic status. Lead time on delivery/ETA/Installation. Can your firm provide all services or just partial? (If partial, which line item?) Intentions of subcontracting program to include set-asides. Yes or No. (5a) If yes to (5), as the prime contractor, your firm shall confirm if it will comply with 15 USC 657s and 13 CFR 125.6 - limitations on subcontracting. Bottom line, your firm shall conduct over 50% of the service performance. If SDVOSB or VOSB, proof of registration in the VA Vet Biz websites or intention of registration prior to submission of offers to a solicitation - http://www.vip.vetbiz.gov/ Any other pertinent company documentation or product information. If potential contractors are interested in a site visit, contractor shall confirm interest via RFI response. The response date to this Sources Sought notice is February 01, 2019 at 12:00 pm EST time. Electronic submissions are preferred via email address of: dena.hallaren@va.gov. This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate. The Government shall not pay any costs for responses submitted. NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN. ALL FIRMS SHALL NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION. DIRECT ALL QUESTIONS TO POC ONLY. 20. IMPORTANT INFORMATION: The Government is not obligated to nor shall it pay for or reimburse any costs associated with responding to these sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. 21. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.