36C24120Q0558.docx

Contract Opportunity Sources Sought Notice

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* = Required Field Contract Opportunity Sources Sought Notice Olympus BPA GI 01730 36C24120Q0558 08-25-2020 13:00

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 GI 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 GI Scope BPA Performance Work Statement

Background:

VISN 1 is seeking an extensive spectrum of clinical care within the realm of gastrointestinal (GI) Endoscopy services. Endoscopes, and their associated hardware devices, are mission critical medical equipment used by clinicians to provide direct application of patient treatment, diagnosis, and therapy. It is important that VISN 1 continue to manage and maintain this equipment in an efficient manner while also striving to take advantage of the latest emerging technologies within the rapidly advancing realm of endoscopic medical equipment. 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.

Also, VISN 1 is seeking to replace and update a significant portion of endoscopy equipment used in medical centers throughout the VISN. The equipment being sought out must be compatible with the current holdings and be in line with the government’s needs and directives for standardization.

Equipment Requirements/Specifications:

Based on the needs and guidance discussed above, VISN 1 is looking to lease GI Endoscopy equipment from the OEM along with a service/maintenance plan. The equipment sought is a mix of therapeutic and diagnostics endoscopes including, but not limited to, colonoscopes, gastroscopes, dueodenoscopes, enteroscopes, ERCP scopes, EUS scopes, video processor and light sources. The scope of equipment should also include all supplementary software and hardware peripherals required to use the scopes. For a complete list of medical equipment models and quantities requested under the leasing model, please refer to Appendix A. The VA shall have the ability to add and/or remove/replace OEM endoscopy equipment that meets the scope on an as needed basis at a pro-rated rate for the respective model through Olympus. This will be processed as an amendment to the contract where the change in equipment inventory and the pro-rated cost change will be clearly specified.

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.

Equipment Lease Additional Terms and Conditions:

As outlined in Equipment list.

Maintenance/Service General Requirements A record of all equipment repair and maintenance services rendered during the term of this agreement and a running balance of the actual cost for services. The customer will receive a billing statement after each repair is performed and, periodically, and will provide the customer with summary reports. If at any time during the terms of this agreement, the running balance of the actual costs exceed the total cost for the entire contract term, the customer will receive notice and the repair will not be performed under this contract until there is available funding. If at the end of the contract term, the actual costs are less than the total service costs for the entire contract term, then the customer will receive a rebate equal to 80% of the difference between the total service cost for the entire contract term and the actual costs. This is provided that all monthly service charges have been paid in full by the customer.

All service funds shall be ‘pooled’ for VISN 1. As such service fund allocations may be reallocated from one facility to another provided the 120% level is not exceeded for the VISN.

On-site backup endoscopes will be provided for the duration of the contract for any scope types which have a minimum quantity of six at a given facility – any station with six of a single scope type will be provided an on-site loaner at no charge to the government. VISN 1 will receive prioritized repairs, with an average endoscope repair turnaround time not to exceed seventy-two (72) hours from the date of repair approval by the VA. Any repair exceeding this period for repair needs to be communicated to the medical center and a loaner shall be provided, via next day shipping, at no charge to the government. Next day shipping for all repairs shall be included at no cost to the government. Access to 24/7 technical phone support between 7 am and 8 pm EST shall be included at no additional charge. Access to OEM online tracking capabilities for all repairs, and repair histories, shall be included at no additional charge to the government. Training and support shall be provided by the OEM’s Endoscopy Support Specialists at each facility as necessary and scheduled at additional charge to the government. The OEM shall grant full access to the Preventative Maintenance and Educational Courses Offered by the OEM at no additional charge to the government.

Service Additional Terms and Conditions:

Equipment shall be determined by the OEM to be obsolete and thus no longer capable of being serviced, the OEM shall notify the customer and such obsolete equipment shall be removed from the equipment service inventory identified in (). In addition, the fixed annual rate will be adjusted, on a pro rata basis, to reflect the discontinuation of services for such obsolete equipment.

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 5 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 OEM products, parts, and accessories as specified.

· The vendor shall provide, maintain, and dispose all material waste and packaging associated with the OEM 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 OEM 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 documented 90 days prior to annual expiration.

Training Requirements:

· The vendor shall provide technical training to ensure Biomed staff at each facility can evaluate Olympus equipment for failures requiring service at an equivalent level of a vendor-provided fully trained service technician. All costs shall be included with each order.

· The vendor shall provide technical training to ensure sterile processing services (SPS) staff at each facility can 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 OEM 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 OEM 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.