SS Notice 3-1-2024.pdf

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable.

The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Services (IHS) requirement. Any vendor responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached). Instructions for submission are outlined below.

Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responses must directly demonstrate the company’s capability, experience, and ability to provide service agreement complete coverage on 2 Zeiss Cirrus 5000 OCT-A and 2 Carl Zeiss HFA3 860 located at the Clinton and El Reno Indian Health Centers.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name.

b. Company Socioeconomic Status.

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number.

d. Company point of contact, mailing address, and telephone number(s), and website address

e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.

f. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

j. Applicable company GSA Schedule number or other available procurement vehicle.

k. Company’s System for Award Management (SAM) registration status. All respondents must register on the

SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form (attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.

The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

How to respond: Please include the notice 246-24-Q0066 Service Agreement for Zeiss Optometry Equipment for Clinton and El Reno IHS in the subject line. Responses must be submitted via email to the Contract Specialist, Krishna Harriman at Krishna.harriman@ihs.gov no later than 5:00 PM CST on March 5, 2024.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is five (5) pages.

Statement of Work (SOW) Carl Zeiss Optometry Equipment Service Agreement

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide contract preventative maintenance services to provide complete coverage on 2 Zeiss Cirrus 5000 OCT-A and 2 Carl Zeiss HFA3 860 for the Clinton Service Unit (CSU) that is comprised of the Clinton Indian Health Center (CIHC), El Reno Indian Health Center (EIHC) and Watonga Indian Health Center (WIHC). The Indian Health Services (IHS) requires proper and safe operating conditions for patient care as well as certified to maintain accurate factory standards operational support assuring federal compliance to 21 CFR, subchapter “J”, parts 1020.30, 1020.31 and 1020.32; and IHS compliance to Joint commission Environment of Care Chapter II, section D. services without interruption during the term of this contract. The CSU facilities are outpatient federal facilities that provide ambulatory care for eligible Native American patients that are registered for services. To meet the CSU’s mission, CSU requires contractor support to provide services to ensure equipment is in proper and safe operating conditions, certified to maintain accurate factory standards, provide spare parts, corrective maintenance and operational support.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide preventative maintenance services for Zeiss equipment located at the Clinton and El Reno Indian Health Center’s. Services shall include but not limited to the following:

2.1. Preventative Maintenance according to the manufacturer’s guidelines (often once a year), by prior arrangement or in accordance with the maintenance schedule. Including wear and tear parts check according to manufacturer’s guidelines during system inspection and calibration.

2.1 A direct service telephone number to contact personnel in case of an emergency or other issues (technical, application, information) with a Zeiss system.

2.2 Telephone support provided by personnel at the ZEISS Service Center regarding technical and application issues via telephone.

2.3 Remote Service involves using an encrypted Internet connection to perform activities such as identifying sources of malfunctions, remote support, software updates, etc.

2.4 Parts of instruments are exchanged in order to restore the complete functionality of the device. For this purpose, original ZEISS spare parts are used only.

2.5 The contractor shall provide secure remote service access. A VPN connection is a requirement for remote service and support and it is the preferred connection method. If needed, contractor shall provide Customer with an encrypted Internet connection to perform activities such as identifying sources of malfunctions, remote support, software updates, etc.

3 PERIOD OF PERFORMANCE

12 months from date of award for a base plus an additional three (3) option years

Base year: 04/01/2024 – 03/31/2025

Option year 1: 04/01/2025 – 03/31/2026

Option year 2: 04/01/2026 – 03/31/2027

Option year 3: 04/01/2027 – 03/31/2028

4 LEVEL OF EFFORT

4.1 The contractor shall provide preventative maintenance and repairs in the El Reno Indian Health Center in a timely manner.

4.2 The contractor shall perform services compatible with the El Reno Indian Health Center Optometry Department patient schedules and availability.

4.3 Training: Contractor shall provide educational training as needed to the user(s) for the Cirrus 5000 OCT-A to ensure system navigation is understood.

5 SPECIAL REQUIREMENTS

5.1 In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region –

Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.- Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

5.2 Character investigation for Contractors who will have contact with Indian Children (Indian Children Protection and Family Violence Prevention Act): This position is subject to P.L. 101-630, The Indian Child Protection and Family Violence Prevention Act, as determined by the Service Unit Director. The Indian Health Service Personnel Office will conduct the criminal background investigation on the contractor following award of the service contract. The character investigation may be waived if, in the judgment of the Contracting Officer, in consultation with the Personnel Officer, an investigation has already been conducted and is on file. Until the character investigation has been completed and the Contracting Officer notified of the results, the contractor must not have unsupervised contact with Indian children.

5.3 The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.4 Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton or El Reno Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.5 The contractor shall not disclose or cause to disseminate any information concerning operations of the Clinton or El Reno Indian

Health Centers. Such action(s) could result in violation of the contract and possible legal actions.

6 DELIVERABLES AND REPORTING REQUIREMENTS

6.1 Delivery: The contractor will coordinate the delivery of parts, routine electronic PM service and repair reports, installation and training with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:00pm. Driver needs a valid ID.

Location information as the following:

6.1.1.1 Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

6.1.1.2 El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

6.1.1.3 Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

6.2 Reporting Requirements: The contractor shall provide designated government employee and biomedical technicians with electronic PM Service and repair reports per site visit on all systems covered by this contract.

6.2.1 After completion of requested or scheduled contracted services, the FE shall provide a briefing of field service visit to the designated government employee or biomedical equipment technician, prior to site departure.

6.3 Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.4 Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:00 pm, Monday through Friday.

7 Personnel Qualifications: Contractor personnel providing PM and any field assessment’s and/or part replacements shall be knowledgeable of Zeiss Cirrus 5000 OCT-A and HFA3 860 machines for all services requested by this contract. Contractor must also be a certified Zeiss field engineer. Required CE’s, equipment training and advances in technology per manufacturer requirements shall be up to date throughout the life of this contract.

8 GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1 The Government shall supply no property, facilities, or services.

9 CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1 Required personnel, materials, supplies and equipment:

9.1.1 The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: the equipment listed in the SOW.

10 CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

11 DELIVERABLES/PERFORMANCE MATRIX

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

Quality Control met and provided when required ☐YES ☐NO ☐N/A

Quality Improvement information provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the Need”. ☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).