36C24120Q0218.docx

Contract Opportunity Sources Sought Notice

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* = Required Field Contract Opportunity Sources Sought Notice Olympus Scope Lease 01730 36C24120Q0218 08-12-2020 15:00

EASTERN TIME, NEW YORK, USA

N 339113 Department of Veterans Affairs VAMC Bedford 200 Springs Road Bedford MA 01730 Harold Nice harold.nice@va.gov

HAROLD.NICE@VA.GOV

781-687-2000 200 Springs Rd Bedford, MA

01730 harold.nice@va.gov The Department of Veterans Affairs, Veterans Health Administration (VHA) Contracting Office VISN 1 intends to issue a 5-year Blanket Purchase Agreement (BPA) sole source award to OLYMPUS AMERICA INC. to provide leased surgery endoscopy equipment and a maintenance service agreement.

The equipment is a highly sophisticated and must be maintained by the OEM under the leasing agreement. Leasing scopes from Olympus cannot be obtained by any other vendor. This purchase will be made under simplified acquisition procedures as authorized by FAR 13-106-1(b).

This notice is neither a request for quote nor a solicitation for offers. Please feel free to contact Harold.nice@VA.gov with any questions or to submit your capability statement for future requirements. Thank you for your interest in this requirement.

VA NEW ENGLAND HEALTHCARE SYSTEM

VISN 1 Olympus BPA Performance Work Statement

Background:

VISN 1 is seeking to expand and replace its surgical and medical specialty scope product suites throughout the VISN by establishing a blanket purchase agreement (BPA) leasing structure that covers all VA Medical Centers in New England (VISN 1). Scopes are an integral part of the VA mission as they are used in many procedures from diagnosing and treating cancers, often minimally invasively, to treating sleep apnea. The contractor shall include all equipment, video systems, accessories, materials, installation services, repair services, and training services specified in this Performance Work Statement (PWS) document.

Surgical and medical specialty scope products serve the following primary functions:

1. Ensure safety in medical procedures that may otherwise require more invasive approaches

2. Improve efficiency and timeliness of medical procedures by better visualization and flexibility of instrumentation

3. Improve patient outcomes by allowing innovative procedures to be performed

At the time of trade-in and/or disposal of existing scopes systems, all hard drives will be retained by the site for proper disposal.

VISN 1 locations include:

Providence, RI 02908

Augusta, ME 04330

Period of Performance:

The intent of the Government is to establish a Blank Purchase Agreement (BPA) leasing structure with a period of performance of five years from the date of award. This BPA is to have firm fixed pricing per the price schedule. The leasing model shall be identified in the order with options framework for a 36-month period. Each order will be placed using a base plus two-year period.

Contractor Responsibilities:

· Implementation services shall include the following:

· A centralized project manager POC who will oversee all facilities in VISN for consistency

· Detailed project timeline for each individual site with defined roles and responsibilities (including vendor and VA resources). Must be approved by VA

· Schedule can be created using any project software e.g. MS Project and should contain milestones and deliverable dates for each facility. Milestones will include delivery, training, go-live, trade-in return

· On-site installation coordination of all equipment and accessories, a training plan, and schedule for go-live and trade in.

· Meetings should be scheduled with sites for implementation, initial deployment, and through the completion of the delivery.

· Materials shall be new equipment, parts, and accessories as specified in this PWS.

· The vendor shall deliver materials to the job site in original equipment manufacturer (OEM) original unopened containers, clearly labeled with the OEM’s name, equipment model and serial identification numbers, delivery order number, and VA purchase order number.

· If products do not meet criteria, VA Clinical Engineering site POC will reach out to COR and COR will contact the Vendor Project Manager for replacement of that equipment.

· The vendor is responsible for all costs associated with the trade in of current equipment, return of leased equipment, and delivery of leased equipment.

· The vendor will work with VA Clinical Engineering site POC on removing trade in items from service. The vendor is to provide a list of what items are being sent back and will provide a copy of the document to the VA Clinical Engineering site POC.

· The vendor is responsible for inventorying materials prior to delivery to VA sites to check for accuracy in quantity and part number.

· Must be verified by VA POC when delivered onsite

· All on-site installation services shall be vendor-provided by technical staff (not sales reps) fully trained to service and install Olympus products, parts, and accessories as specified.

· The vendor shall provide, maintain, and dispose all material waste and packaging associated with the Olympus products and/or waste generated during the installation services.

· The vendor will be responsible for moving waste materials from job site(s) to a vendor-provided waste container, and then off-site.

· Vendor shall provide Quarterly service repair reports to VA POC

· Vendor shall provide upgrades during the renewal of an option or unless approved by the vendor. Upgrades will be for those pieces of equipment specifically identified by the vendor as they become available.

· The vendor shall provide the following documentation for the proposed Olympus configuration and setup:

· Hard and soft copy of operator’s manual

· Hard and soft copy of technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists

· Hard and soft copy of cleaning, sterilization, and reprocessing procedures

· DVD or web-based training if available

• The vendor shall provide the services to repair all scopes covered by the Olympus Leasing model.

Government Responsibilities:

· Each VA site is responsible for inventorying materials prior to acceptance of order.

· Each VA site shall identify and provide limited daily storage of vendor parts/supplies at the time of delivery.

· Each VA site shall reject items that do not conform to requirements above.

· Equipment shall be checked upon opening the packaging to ensure no damage occurred during shipment. If damage is observed, VA Clinical Engineering POC will reach out to COR. COR will contact Vendor Project Manager for replacement of that equipment.

· All Leased equipment shall be inventoried and accounted for 90 days prior to annual expiration. Equipment to be turned into Olympus must be done 90 days prior to annual expiration.

Training Requirements:

· The vendor shall provide technical training to ensure Biomed staff at each facility have the ability to support Olympus equipment at an equivalent level of a vendor-provided fully trained service technician. All costs and expenses for the contractor to provide the technical training required shall be included with each purchase.

· The vendor shall provide technical training to ensure sterile processing services (SPS) staff at each facility have the ability to service and support Olympus equipment at an equivalent level of a vendor-provided fully trained sterilization technician. All costs and expenses for the contractor to provide the technical training required shall be included with each purchase

· The vendor shall provide clinical end user training to ensure clinical staff can properly utilize and operate Olympus’s equipment. The training should provide staff the knowledge and skill set at an equivalent level of a vendor-provided fully trained clinical staff. All costs and expenses for the contractor to provide the technical training required shall be included with each purchase.

· Upon delivery and install of Olympus equipment, certified instructors must provide user training for staff on day, evening and night shifts at times to be determined by each facility.

· All staff needs to be trained within 2 weeks of install. Training must be flexible based on day, evening, night and weekend shifts. All times to be determined by each facility.

· There shall be an initial go-live training at start of lease and at a minimum an annual follow-up refresher training for SPS and clinical staff.

Trade-In or Disposal:

· The vendor shall provide trade-in and/or disposal for existing scope systems.

· Vendor will work with VA Clinical Engineering site POC on removing trade-in items from service. Vendor will provide list of what items are being returned and will provide a copy of that document to VA Clinical Engineering site POC.

· The vendor shall provide fair market value credits for functional equipment trade-in

· All hard drives will be maintained by the local site and properly disposed.