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Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled ... Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside. The intended contract is a firm-fixed price service contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for manufacturer authorized service providers with access to OEM firmware and parts of the following requirement: Maintenance and support service for Rauland Responder 5 in accordance with the Statement of Work. Statement of Work: Contractor shall furnish all labor, tools, and transportation necessary to perform preventative maintenance and interim service, including, but not limited to, repair, modification, installation, transfer, and removal of equipment for the Rauland Responder 5 Nurse Call System at the MANN-GRANDSTAFF VA Medical Center, WA. Locations include: Building 1 floors 1-8, Building 12, Building 25, Building 27, and Building 31, see attached drawings.. This contract will be a base year PLUS FOUR OPTIONAL Years. Personnel Qualifications: Authorized Rauland 5 Nurse Call Distributor for product supplied. Authorized Rauland 5 Nurse Call Distributor Letter from manufacturer required upon request of specifying authority. Proof of a local service center (with-in 20 miles of the facility) complete with Rauland 5 Nurse Call certified technicians must be provided to the owner. Rauland 5 Nurse Call factory certifications that work at the local service center must be provided. Local Rauland 5 Nurse Call service center must provide 24/7 365 day service and have the ability to have a factory authorized technician on site (if required with-in 1 hour after the first service call is made. Preventative Maintenance Inspection (PMI): Annual PMI shall be performed during the first quarter of each fiscal year beginning with the first month of contract performance. These inspections shall include, but not be limited to: Perform sound level test- should be 50db Test equipment by sending and receiving call from master and each station Visual check corridor dome pilots associated with room/bed location Replace lamp as required Adjust volume control Replace fuses Clean dust from system Check power supply for proper voltage Testing Adjustments Alignments Replacement of malfunctioning parts Cleaning, oiling Testing of all code pagers Test UPS for paging system in building 31 Necessary repairs to maintain the above systems in good working order per Raulands recommended maintenance schedule. Replacement of parts shall be in accordance with paragraph 5 below. Contractor shall report to ADP Shop date of planned inspection and shall sign in and out of the building through the ADP Shop. All inspections to be accomplished during the weekends. Interim Service: Interim service shall consist of routine and emergency calls for repair, modification, installation, transfer, and removal of equipment. Telephone numbers shall be furnished at the pre performance conference to the Contracting Officer for individuals to be contacted for these services. Response time is determined to begin at the placement of call by designated individuals of the Medical Center. Persons authorized to place calls shall be furnished to the Contractor at the pre-performance conference. Routine Interim Service: Response time is two (2) working hours after placement of call, and shall be provided during the hours of 7:15 A.M. - 4:00 P.M., Monday through Friday, except Federal holidays. Emergency Service: Response time is four (4) hours after placement of call, and shall be provided twenty four (24) hours a day, seven (7) days a week, including Federal holidays. Replacement of Parts: VA shall provide replacement parts in the performance of this contract as stated herein or as authorized by the Contracting Officer or his designee. Contractor shall provide a list of expected part usage to the VA 30 days prior to the inspection date. All parts shall be of the original manufacturer or equal. After first quarterly PMI, the Contractor shall furnish to the ADP shop a list of replacement items for approval of ordering for stock. The government shall order items from the contractor on an as-needed basis. All parts approved shall be ordered and delivered to the ADP shop for storage. The COR shall determine quantities of items to be placed in storage. Contractor shall be paid for these parts received and accepted by the COR on the next monthly invoice. Subsequent ordering of replacement parts shall be as cited below. Parts required for each project. Costing over twenty-five dollars ($25.00) but less than three thousand dollars ($3,000.00) including estimated transportation expenses shall require the prior approval of the Maintenance Supervisor, or his designee. (2) Parts costing over three thousand dollars ($3,000.00) including estimated transportation expenses shall require the prior written approval of the Contracting Officer. The contractor shall send a quote to for review prior to the approval from the Contracting Officer. Approval will be requested in the form of a quotation. The Contracting Officer shall be notified immediately of any unusual delays expected in the attainment of parts. Labor: Time begins when service person reports to the authorized Government representative and ends when services are signed for by authorized Government representative. PMI Reports: After each Annual PMI, a field report of problems found and corrective action completed shall be submitted to the COR within ten (10) days. Payment shall not be authorized until the PMI report is received. Service Tickets: After each visit for interim service calls under paragraphs 4 through 4b above, and prior to leaving hospital. Contractor shall prepare a service ticket. Each service ticket shall contain as a minimum: the equipment identification. Problem. Corrective action taken, parts replaced in accordance with paragraph 5 above and any uncorrected problem with explanation of delay in repair. The work will be verified and service ticket signed by the COR. A copy of service ticket shall be furnished to the COR on the same day service is performed. Hand Receipts: Contractor shall provide the COR a signed hand receipt prior to removing any equipment from the Base. General Information Contracting Officer Representative (COR): The COR is a representative of the Contracting Officer (CO) and will participate in the administration of this contract except where stated. The COR will notify the Contracting Officer when discrepancies occur and the COR will request corrective action. The COR will make written records of discrepancies and will ask the contract manager (or authorized representative) to initial the record. Any matter concerning a change in scope, price, terms or conditions of this contract shall be referred to the CO and not to the COR. Government Observations: Government personnel, other than Contracting Officers and COR. may from time-to-time, with Contracting Officer coordination, observe or inspect contractor operations. However, these personnel may not interfere with contractors performance. The Government reserves the right to inspect any item contained in this SOW. 11..3. Invoicing: The contractor shall provide a monthly invoice for services rendered. Invoice along with all backup documentation shall be submitted to the COR no later than five (5) workdays following the month of service. Once the invoice is accepted and approved, the contractor will be notified. The contractor will be responsible for submitting and invoicing documents via methods as directed by the Government, i.e., submission in Wide Area Work Flow. Proper and timely submission of monthly invoicing is the sole responsibility of the contractor. 11.4 Contractor Employees: The contractor shall not employ persons as employees identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation or its population. Employees shall be able to speak, read, and understand English, and communicate well; and shall do so in the performance of duties outlined in the SOW. The contractor shall ensure employees occupying the described positions have the appropriate experience to perform the tasks listed in this SOW. 11.5. Phase Out: If the contracted operation reverts to in-house operations, the contractor shall cooperate with government personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent contractor shall cooperate to the extent required to permit an orderly transition to the successful contractor. Recruitment notices may be placed in each facility to allow successor contractor's access to incumbent employees. 11.6. Employee Attire: Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. The contractor shall furnish identifying badges or patches, which shall include as a minimum the company name and employee name. Each employee shall wear the badge or patch on the front outer clothing. The badge shall be visible at all times. Nurse Call System Inventory is as follows: Components of Nurse Call/Patient Entertainment Systems consist of, but are not limited to: elbow arms and mounting blocks for TVs, bed check controls for Nurse Call System, bathroom emergency stations, duty stations, single patient stations, dual patient stations, dome lights, zone lights, control panels, power supplies, code call stations, pushbutton emergency stations, staff emergency stations, staff presence stations, call cords, and all associated wiring, cabling, and any other item/component connected to nurse call systems or patient entertainment systems. Nurse Call System: Rauland Responder 5 Nurse Call System Equipment Index 1 RB 355000 Firmware Config Diagnostics 3 RB 350006 Crimping Tool Adapter 5 RB 351000 Branch Regional Controller 4 RB 351004 8 port Ethernet Switch wPOE 5 RB 350018 8-pin in line connector CAT5/CAT6 (100) 5 RB 350003 L-Net Termination Resistor (10) 5 RB 350007 Station Removal Tool 5 RB 350002 L-Net T-tap Module (25) 17 RB 351003 Power Supply w/ Batt. Backup 2 RB 351006 Fiber Optic Adapter Module 12 RB 351102 Wall Mounting Cabinet- Head-end 6 RB 351200 VoIP Nurse Console 19 RB 351300 VoIP Staff Terminal 275 RB 352000 Corridor Light - 4 pos. 184 RB 353001 Enhanced Single Patient Stn 40 RB 350201 Enhanced Pillow Spkr -1 light 90 RB 354015 Staff Assist / Code Station 112 RB 354001 Pull-cord Station 37 RB 354000 Pull-cord Station with Audio 53 RB 352020 Domeless Corridor Controller 53 RB 353100 Duty Station 144 8 8 8 1 1 1 RB RB RB RB Misc Misc Misc 350100 355001 366102 366104 RDS RGS RAS Call Cords Pocket Page Interface 25 Beds PC Console 25 Beds Staff Assignment 25 Beds Server - Database includes MS SQL 2005 Server - Responder Gateway Server - Applications Required Information in Your Response to Sources Sought: In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline: 1) Company name, address, and point of contact, phone number, e-mail address, and UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 811210 Communication equipment repair and maintenance services. To be considered a small business your company must have less than 34 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following: [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/. 4) Only authorized service representatives/providers of the manufacturer with access to OEM parts will be considered. No used, refurbished, remanufactured, or counterfeit parts will be allowed. Please provide a proof of authorized service provider letter from the manufacturer (Rauland-Borg, now Ametek). 5) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years) 6) Capabilities Statement addressing the requirements in the Statement of Work to include: References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work. Evidence of OEM training received by service engineers if applicable. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). Service Address: Spokane VA Medical Center 4815 N Assembly St Spokane, WA 99205 Point of Contact: Peter Park Contracting Officer peter.park2@va.gov Response Deadline: 5/27/2024 by 3:00pm Pacific Time