36C24221Q1394.docx

SUBJECT*

New Jersey VAMC Filtrine Medical Chiller Service Contract

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Fuqua, Stacey Stacey.Fuqua@va.gov Stacey.Fuqua@va.gov

PLACE OF PERFORMANCE

ADDRESS

VA New Jersey Healthcare System, East Orange Campu

385 Tremont Ave

East Orange, NJ

ADDITIONAL INFORMATION

DESCRIPTION

Synopsis:

Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing a service contract for the Filtrine Medical chiller at the VA New Jersey Health Care System, East Orange campus.” Contractor shall provide scheduled preventative maintenance and unscheduled corrective maintenance. The North American Industry Classification Systems (NAICS) is 811310. Responses to this notice must be submitting in writing (email) and must be received not later than August 31, 2021 at 3:00OM. Email: Stacey.Fuqua@va.gov. No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811310. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

Sources Sought Notice Sources Sought Notice

STATEMENT OF WORK

Sources Sought Notice

NEW JERSEY VAMC

FILTRINE MEDICAL CHILLER SERVICE CONTRACT

STATEMENT OF WORK

A. GENERAL INFORMATION

The VA New Jersey Healthcare System, East Orange Campus is seeking preventive maintenance and service contract for the Filtrine Medical Chiller Model # PCP-300G-44AR-WP-QCP-1-AS & serial # 8349/13. The Filtrine Medical Chiller is specifically designed for the Elektaa Linear Accelerators. It includes a storage-type cooling tank for close temperature control of recirculating coolants, liquid level gauge, fill port, clean out and more. Without this contract the equipment will not be able to be maintained to Original Equipment Manufacturer OEM) specifications.

PERIOD OF PERFORMANCE

· Base Option Year: October 1, 2021 – September 30, 2022

· Option Year (1) One: October 1, 2022 – September 30, 2023

· Option Year (2) Two: October 1, 2023 – September 30, 2024

· Option Year (3) Three: October 1, 2024 – September 30, 2025

· Option Year (4) Four: October 1, 2025 – September 30, 2026

PLACE OF PERFORMANCE

VA New Jersey Healthcare System, East Orange Campus, 385 Tremont Ave, East Orange, NJ 07018

Vendor shall contact Ryan Odi, Acting SBESS at RYAN.ODI@VA.GOV, office phone # 973-676-1000 ext 203370, mobile # 973-666-5879; the current SBESS (to be updated as needed); or VANJHCS appointed personnel to coordinate any and all preventive maintenance and corrective maintenance necessary.

TYPE OF CONTRACT Firm-Fixed-Price

SCOPE OF WORK

The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. This procurement is for the VA New Jersey Healthcare System, East Orange Campus. The Filtrine Medical Chiller being serviced has the serial number of 8349/13 in the Radiation Oncology Department in accordance to the service tasks as defined in Section D.

B. CONTRACT AWARD MEETING:

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS:

For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 10 calendar days from the date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide all resources necessary to service and support the specific deliverables described below within the performance period stated in this SOW.

The contractor shall provide all resources necessary to service and support the Filtrine equipment at the VA New Jersey Healthcare System, East Orange Campus, 385 Tremont Ave, East Orange, NJ 07018. This includes:

1. REPAIRS

a. All onsite visits shall be performed with 24 hours a day, 7 days a week coverage

i. (6:00 a.m. – 6:00 p.m. EST) Monday through Friday. The technical phone support response time during these specified hours will be 30 minutes.

ii. (6:00 pm – 6:00 am EST) Monday through Friday, all of Saturday, all of Sunday and All Holidays. The technical phone support response time during these specified hours will be 2 hours.

iii. Vendor shall be on site to begin repairs within eight (8) business hours of initiation of service call by the medical center.

iv. Repairs will be completed, and unit returned fully to manufacturer specifications within sixteen (16) business hours from initiation of service call.

v. Major assemblies replaced shall be guaranteed against defects and/or failure for a period of one (1) year from date of installation. All other components will be guaranteed for a period of ninety (90) days.

b. The Contractor shall be able to service all equipment listed in section D of this SOW.

c. All repairs shall be performed by qualified Field Service Engineer (FSE). All completed repairs shall be verified by the New Jersey VA Medical Center Biomedical Department prior to acceptance.

d. The VA shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its Field Service Engineer FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required shall be included within the scope of this task order and it’s agreed upon price.

e. At the conclusion of each repair the Contractor shall provide a written service report indicating:

i. Dates of service (including date received at the repair facility and date returned to the Government)

ii. Make, model, serial number, and barcode/ID number of the equipment serviced

iii. Name of Field Service Engineer (FSE) who performed the work

iv. Hours worked

v. Description of the reported problem, and the services performed, and parts replaced

vi. If the repair is caused by damage or abuse this shall be specified on the report including a justification for this determination

vii. Information regarding any traceable test or diagnostic equipment used in the repair including:

a. Device Manufacturer

b. Device Serial Number

c. Last Calibration Performed on the device

d. Next Calibration Due Date

f. At the end of each quarter the Contractor shall provide detailed history report of the repairs completed for that quarter.

g. The contractor shall have an established formal quality control program implemented by OEM trained technician(s) for all of the equipment to be serviced to ensure repairs are done to OEM standards.

2. PARTS

a. The Contractor shall provide all replacement parts required to keep equipment performing within the Original Equipment Manufacturer (OEM) specifications. All parts shall meet or exceed manufacturer’s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed or replaced by the Contractor shall become property of the Contractor. The Contractor shall provide documentation with their quote that they shall only utilize parts/materials/components that are equal to or exceed OEM specifications, quality, and performance standards. The parts/materials/components used shall not alter the effectiveness and validation of the equipment.

3. PREVENTIVE MAINTENANCE

a. The Contractor is subject to the same standards for Preventive Maintenance (PMs) as defined in Section D.1 and Section D.2, except for any changes stated in Section D.3.

b. The Contractor shall perform PM’s during normal business hours defined as 07:00am – 6:00pm, Monday – Friday, excluding any Federal Holidays.

c. Upon completion of the PM, the Contractor shall include in the service documentation the glycol concentration level. If the concentration is found to be below specification, the VANJHCS POC shall be contacted and a quote shall be generated for the cost of returning the concentration level to OEM specifications.

4. SERVICE DOCUMENTATION :

a. Contractor shall leave a service record at the time the work is completed prior to leaving the premises with any available Healthcare Technology Management personnel and obtain signature.

b. If there are no available HTM personnel, the Contractor shall send all service reports to the VANJHCS point of contact as defined in Section A. within 3 calendar days of service performed.

c. The current Chief of HTM shall be carbon copied on the emails regarding service reports.

d. If the work is not completed, prior to leaving the premises, a service report will be left, as per the above procedures, indicating the equipment status.

F. CHANGES TO STATEMENT OF WORK:

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO.

G. CONFIDENTIALITY AND NONDISCLOSURE:

It is agreed that the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this order. No information shall be released by the contractor. Any request for information relating to this order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

Page 1 of