SS 246-24-Q-0137.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 Preventative Maintenance on Aplio 500 Ultrasound Machine.

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-Q-0137 Preventative Maintenance for Aplio 500 Ultrasound Machine in the subject line. Responses must be submitted via email to the Purchasing Agent, Krishna Harriman at Krishna.harriman@ihs.gov no later than 1:00 PM CST on June 20, 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.

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW) Aplio 500 Ultrasound Machine – Preventative Maintenance

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU) – El Reno Indian Health Center (EIHC) Indian Health Services (IHS) has a need for preventative maintenance and describes the requirement for the provision of ultrasound services at EIHC, El Reno, Oklahoma.

1.1. The El Reno Indian Health Center is a Joint Commission accredited clinic. Ultrasound exams are a medical modality that is necessary to support the treatment and care of our patients. Therefore, contracted ultrasound maintenance services are necessary to ensure proper functionality of the ultrasound equipment.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

Vendor shall provide bi-annual preventive maintenance service & repair for the Toshiba Aplio 500/PS2.000 SID No. 30044849 ultrasound imaging system located at the El Reno Indian Health Center, 1801 Parkview Dr, El Reno, OK 73036. Any/all replacement parts shall be OEM and not refurbished.

2.1.1. Contractor shall provide a 30 minute maximum phone response time

2.1.2. Contractor shall provide a 4 hour on-site response time

2.1.3. Contractor shall provide parts replacement: parts shall be replaced when deemed necessary by canon medical systems, excluding disposables, accessories, options or upgrades not listed in the Statement of Work

2.1.4 UP TO ONE (1) STANDARD PROBE WILL BE REPLACED ANNUALLY, UNLESS

CAUSED BY CUSTOMER NEGLIGENCE. ALL OTHER PROBES, INCLUDING SPECIALTY,

PLATINUM & PLATINUM PLUS, WILL BE REPLACED AT A DISCOUNT OF 40% OFF LIST

PRICES

2.1.3.1. .PVT-781VTE/FS.010 (Transducer,Multi-Frequency Endocavitary)

2.1.3.2. PLT-705BT/FS.010 (Transducer, Multi-Frequency Linear)

2.1.3.3. PLT-1005BT.010 (Transducer, Multi-Frequency Wide Footprint Linear)

2.1.3.4. PVT-375BT/FS.010 (Transducer, Convex, Multi-Frequency)

2.1.3.5. PST-25BT.010 (Transducer, Cardiac Sector)

2.1.5 UP-D898MD.010 (Printer, Digital Grayscale) shall be covered

2.1.6 Contractor shall provide support through remote connections for 24/7 troubleshooting.

2.1.7 The contractor shall advise of any problem(s) encountered in connection with performing scheduled maintenance or other services listed in this SOW.

3. PERIOD OF PERFORMANCE

12 months from date of award

Base plus an additional three (3) option years

Base year: 07/01/2024 – 06/30/2025

Option year 1: 07/01/2025 – 06/30/2026

Option year 2: 07/01/2026 – 06/30/2027

Option year 3: 07/01/2027 – 06/30/2028

4. LEVEL OF EFFORT

4.1. The contractor shall provide preventative maintenance and repair in the El Reno Indian Health Center.

4.2. The contractor shall perform services compatible with the EIHC Radiology Department patient schedules and availability.

4.3. Training: Training will not be required other than what is stated in this SOW.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12) It is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

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

5.3. 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 CIHC official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of CIHC. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. 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.

6.2. 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 5:00 pm, Monday through Friday, excluding federal holidays.

6.3. Personnel Qualifications: Stays up to date on all required CE’s, equipment training and advances in technology per manufacturer requirements. Training certificates may be requested by the service unit.

Proprietary letter must be provided signed and dated by the manufacturer.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply no property or services. Facility usage is at the discretion of the

Radiology Supervisor as applicable. The vendor shall have a designated chaperone at all times while in the facility.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

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

8.1.1. Providing radiology supervisors, lead sonographer and biomedical technicians, with electronic PM service and repair reports per each site visit on all systems covered by this contract.

8.1.2. After completion of requested or scheduled contracted services, the FE shall provide a briefing of field service visit to the radiology supervisor, lead sonographer biomedical equipment technician or designated persons, prior to site departure.

8.1.3. The service unit shall provide an ongoing method of monitoring and evaluating services set forth in this contract.

9. 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.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. (A narrative of deliverables to satisfy your request should be provied in section 10.)

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”.

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).

Comments:

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________

DEPARTMENT OF HEALTH & HUMAN SERVICES

Office of Management Services Division of Acquisition Policy (DAP)

5600 Fishers Lane Rockville, MD 20857

INDIAN HEALTH SERVICE

BUY INDIAN ACT

INDIAN ECONOMIC ENTERPRISE

REPRESENTATION FORM

SOLICITATION/SOURCES SOUGHT/RFI #: _________________________________________________

PROJECT TITLE: ________________________________________________________

DATE: ___________________________________________________________________

In accordance with 25 U.S.C. 47 the Buy Indian Act, the signature below constitutes self-certification that the Offeror meets the definition of an “Indian Economic Enterprise” (HHSAR 326.601) in response to this Sources Sought Notice, Request for Information (RFI) or Solicitation and resultant contract.

The enterprise must meet the definition of “Indian Economic Enterprise” throughout the following time periods:

(1) At the time an offer is made in response to this solicitation;

(2) At the time of contract award; and

(3) During the full term of the contract performance period. At any point during these periods, if the Contractor no longer meets the eligibility requirements, the contractor must provide immediate written notification to the Contracting Officer.

Individual Contracting Officers may require documentation of eligibility before awarding a set-aside or sole source contracts under the Buy Indian Act and awards may be subject to protest if the eligibility of the successful Offeror is in question. In addition to the self-certification requirements, successful Offerors must also be registered with the System of Award Management (SAM).

Any false or misleading information submitted by an enterprise when submitting an offer in consideration of an award set-aside under the authority of the Buy Indian Act is a violation of the law and punishable under 18 U.S.C. 1001.

False claims submitted as part of contract performance are subject to the penalties enumerated in 31 U.S.C. 3729 to 3731 and 18 U.S.C. 287.

REPRESENTATION

The Offeror represents as part of its offer that it does _____, does not _____ meet the definition of an “Indian Economic Enterprise” with “Indian Ownership” under the authority of the Buy Indian Act.

Name of the 51% owner of IEE Firm

Certifying Signature

Print Name

Name of Federally Recognized Tribal Entity

Business Name

UEI Number