36C24124Q0011.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

SET-ASIDE

Bedford VAMC

200 Springs Road

Bedford MA

CONTACT INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516-2770

POINT OF CONTACT*

Contract Specialist Chadwin Walker chadwin.walker@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Belimed B+4 SPS Preventative Maintenance INTENT TO SOLE SOURCE: PROCUREMENT OF ONE (1) Belimed B+4 SPS Preventative Maintenance

INTENT TO SOLE SOURCE FOR PURCHASE REQUISITION: This is not a request for competitive proposals. This is not a solicitation or request for offers. No solicitation package is available and telephone requests will not be honored.

The Department of Veterans Affairs Providence Medical Center intends to award a one-time, Firm Fixed Price, Sole Source contract for One (1) Belimed B+4 SPS Preventative Maintenance to VAMC Bedford, Original Equipment Manufacturer Belimed, Inc.

Technology, knowledge, technical expertise, and servicing capabilities for the SPS System are proprietary to Belimed.

A Sole Source Letter was provided by the Original Equipment Manufacturer (OEM) describing the proprietary nature of the SPS System establishing this requirement as being peculiar in manufacturing to Belimed. The letter states that only the OEM is authorized to service the SPS System .

The authority for applying the Simplified Acquisition Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901. This statute is implemented by for restricting competition on this procurement via FAR 8.405-6(a)(1)(i)(B).

The intent is to procure these products on a sole source basis. No solicitation will be posted to Contract Opportunities. The primary North American Classification System Code (NAICS) is 811210: Electronic and Precision Equipment Repair and Maintenance. The most current Business Size Rating for this NAICS is $34 million.

Capable parties may identify their interests and authorization to respond to this requirement by October 10th, 2023, at 12:00 PM (EDT).

A determination by the Government not to compete this proposed award upon response to this notice is solely within the discretion of the Contracting Officer.

Scope of Work for SPS Preventative Maintenance Contract

1. Devices and Systems The Contractor undertakes to maintain the following ‘Equipment’ in accordance with the terms of this contract: Qty. Model Description

2. Contract Duration This proposal is based upon a fixed one (1) year contract period, with the option to extend for up to four (4) option years thereafter, shall commence on or the date it has been properly executed by both parties, whichever is later (with this date hereinafter referred to as “Effective Date”). The Effective Date is defined as the latest date of the final authorizing signature.

3. Contract Package PREMIUM Service Coverage:

See Appendix I for full preventive maintenance visits per year are provided including maintenance kits of wear parts. Emergency callout visits and repairs are included throughout the contract period, including repair parts as necessary.

4. Costs

4.1. Payment schedule, Base Year:

4.2. Payment schedule, Option Year One:

4.3. Payment schedule, Option Year Two:

4.4. Payment schedule, Option Year Three:

4.5. Payment schedule, Option Year Four:

4.6. Total price for five (5) years

4.7. Optional Services: Please designate optional services below:

Chamber Cleanings:

Water Analysis and Steam Testing :

4.8. Billing Frequency:

Billed per Service provided.

5. Scope of Maintenance – PREMIUM

5.1. A premium service contract must include the inspection and performance of necessary preventive maintenance work on the Equipment in accordance with machine usage. Appropriate appointment dates will be arranged upon request of the Client and the machine performance shall be verified during ongoing operation.

5.2. A Premium service contract must include the free replacement of wear parts and defective components throughout the contract period, in as far as repair or replacement is required.

5.3. Existing faults, wear parts and faulty components whose origin is apparent before commencement of the contract period, are not covered.

Service Package Description The Premium service package provides preventive maintenance according to machine usage (cycles) plus emergency callouts and repairs as necessary throughout the contract period. The PREMIUM contract is highly recommended for machines with high operation and where the downtime must be avoided.

Expected Machine Usage This contract assumes Mixed usage of the Equipment / ca. Should the machine usage change during the contract period Preventive Maintenance Interval and PM Kits See Appendix I for full preventive maintenance visits per year are provided including maintenance kits of wear parts.

Emergency Call out and Repairs Emergency callout visits and repairs are included under this contract, including repair parts as necessary.

Response Time Priority response in case of an emergency breakdown or issue. Contractor target response time is 2h by phone and 48 hours on site.

6. Purpose

6.1. The objective of this service contract is to enhance the required operational safety of the Belimed Equipment. The maintenance and other services performed according to this service contract serve to maintain the Equipment in a functional condition and operation of same according to International (ISO 13485 and QSR/21CFR820.x) standards.

6.2. Preventive maintenance of Equipment and their components by Belimed CERTIFIED technicians is proven to increase the lifecycle of Equipment and the plant availability. Regular service helps to maintain the performance and condition of the devices and systems and prevent downtime. Awarded contractor must provide copies of their technician’s current certifications.

7. Services to be Provided by the Contractor

7.1. The performance of the Equipment will be checked, and preventive maintenance will be carried out in accordance with the then-current Contractor maintenance instructions for the respective Equipment. All wear-parts, service kits and materials required for preventive maintenance are included and will be supplied and installed. The remuneration for these wear parts and materials, as well as the working time required for their installation is included in the maintenance fee. This contract does not cover parts ordered for spares or stock, consumables or wear parts for racks and accessories. When the agreement includes Premium Service for sterilizer carts, washer carts or washer racks (accessories), the service provided for these accessories covers break/fix of components only.

7.2. For repairs, any required repair work will be scheduled, and the necessary spare parts will be ordered, delivered to site, and replaced (including additional parts found to be defective during the service). For Premium contracts, the compensation for this repair work, the parts and materials are included in the contract fee. The contractor reserves the right to use new or used Belimed certified parts to ensure maximum equipment availability.

7.3. After completing any service work, the Contractor will compile and submit to Client a work report for the work performed according to this contract. CONTRACTING WE DO NOT GET ANYTHING THAT STATES WORK COMPELTED ON THE DAY. THEY REQUEST SOMEONE TO INITIAL A HANDHELD DEVICE THAT NOBODY SEE’S WHAT WAS DONE. CAN THIS BE WORKED OUT THAT WE GET A PIECE OF PAPER THAT DAY AND IF THERE WAS ANY UP CHARGES.

7.4. The work according to this contract shall be carried out during the normal business hours (Monday - Friday, 08:00 to 17:00) IF THIS NEEDS TO BE SIGNED BY ME WORK WOULD NEED TO BE COMPLETED AT 4PM, with the exception of Contractor’s holidays. Work requested by the Client outside normal business hours is chargeable as described in sections 12.3 and 12.4.

7.5. The scope of services to be provided by the Contractor is limited to the services expressly listed in this contract. In particular, the following services are NOT included in this contract unless expressly included: Remedial work due to soiling or calcification; additional work and inspection of sterilization chambers or steam generators subject to inspection as mandated by institutions such as SUVA, SVTI etc.; repairs due to non-compliance with raw and potable water quality; work due to changes in cleaning agents; maintenance or troubleshooting or replacement of components and wear parts which were not supplied and/or installed by the Contractor; testing and (re)qualification following process changes or technical adaptations, modifications, training, updates, upgrades or retrofitting; works to rectify operating errors such as overloading, operator negligence etc.

8. Co-operation / Duties of the Client

8.1. The Client shall ensure that the technician responsible for the maintenance can start work immediately upon arrival. Any waiting time more than 1 hour, will be charged separately.

(a) The Equipment must be in operational condition at commencement of work and had sufficient time to cool down (not used for at least 12 hours beforehand).

(b) Guarantee of unhindered access to the Equipment and provision of the necessary operating personnel of the Client who can provide information on the performance of the Equipment and on possible errors, as well as of machine times, data storage media, documentations, and work equipment.

8.2. The customer agrees to the installation of software (in particular SmartHub Connect and SmartHub Orbit) on the devices and systems and undertakes to support the installation of software. In particular, the client undertakes to complete the contractor’s corresponding questionnaires (e.g. the “SmartHub Application Configuration Questionnaire”) completely and truthfully, to grant the contractor access to the devices and systems for the installation of software and to do nothing that would impair the functionality of the software. By signing this contract, the client agrees that data about the systems and devices can be transferred to the cloud through the installation of software and that the contractor can remotely view the data processed by the software.

8.3. If the Client does not properly fulfil or delays its obligations set forth in this article 8, the Contractor may terminate this contract without further liability or is entitled to charge the Client with the resulting additional costs separately from this contract Options

9. Chamber Cleaning

9.1. This service option includes inspection, performing the necessary set-up (zero-dust chamber) and chamber cleaning, using a non-toxic biodegradable compound. Chamber cleaning is performed with high-speed padded buffers to remove chamber build-up without harming the chamber.

9.2. Unless agreed otherwise, chamber cleaning will be performed four (4) times per annum (details are provided in the Appendix II). An appropriate appointment date will be arranged upon request of the Client. Service Option Description

10. Software Support – N/A

11. Water Analysis and Sampling and Steam Sampling

11.1. water sampling monitoring assesses facility water conditions to verify quality is within accepted ranges outlined by AAMI TIR 34. Water characteristics outside of satisfactory ranges can affect instrument quality and staining, equipment performance and other cleaning processes.

11.2. Tests 9 critical water characteristics (Total hardness, Total Dissolved Solids, Conductivity, pH, Total Alkalinity, Chloride, Iron, Copper, and Color and Turbidity.

11.3. Unless agreed otherwise, water analysis and sampling will be performed once per annum. Service Option Description Water Analysis and Sampling Steam Sampling Once (1) per year, typically after a maintenance visit.

12. Remuneration

12.1. The Contractor will invoice the Client for work according to this service contract as specified in Section 4. If not specified in Section 4 prior to the start of the agreement contract will bill Annually.

12.2. The flat fee shall be invoiced as specified in Section 4, if not specified in Section 4 this contract will be invoice annually by the Contractor typically after the commencement of this contract.

12.3. Services provided by the Contractor that are not covered by the scope of performance, shall be billed additionally according to actual time spent at the hourly rates of the Contractor prevalent at the time, plus travel costs and expenses.

12.4. Standard working hours are Monday to Friday (08:00 to 17:00). After hours service visits are available at the then current overtime labor rate, while parts and travel expenses are included regardless of when the service or Preventive Maintenance is performed. Consumable products (paper, printer ribbons, etc.) are not included as part of this Agreement.

13. Duration of contract

13.1. The term of this contract begins upon the Effective Date. This contract can be terminated by either party giving three months’ notice before the end of a full contractual year (12 months from the date of contract in each case). It ends automatically at the end of the final full year of contract. If it is agreed by the parties to continue the service contract after automatic ending of the contract, then the Contractor shall have the right to unilaterally adjust the prices t any time.

13.2. Where the Client and Contractor decide to renew the contract (subject to possible fee changes) the Contractor shall notify the Client in writing a minimum of (30) days before the end of the contract period. For multiple-year (TCO) contracts (maximum duration of 10 years) will provide a detailed audit towards the end of the TCO contract period together with local engineering teams.

13.3. This contract shall expire automatically at the end of the contractual year if the Equipment is taken out of operation or removed or become the property of another. The Client must give written notice to the Contractor of the taking out of operation or the transfer of ownership. Notification is permissible up to five months after the end of the relevant contractual year, so long as no services have been performed by Contractor during this period.

14. Miscellaneous

14.1. Any notices, consents or other communication required to be sent under this contract shall be deemed given when: (a) personally delivered with signed courier receipt, (b) if sent by facsimile or electronic mail, upon confirmation of successful transmission or (c) if sent by U.S. mail, three (3) business days after deposit in the U S. mail, first-class, certified or registered, postage pre-paid to the following addresses or such other address as may be substituted upon proper written notice:

Presolicitation Notice