36C24222Q0762_1.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

POINT OF CONTACT*

Contracting Officer Megan Ross Megan.Ross3@va.gov 716-862-7461 x22451 716-684-0474 **Please Email**

ADDITIONAL INFORMATION

DESCRIPTION

INTENT TO SOLE SOURCE

Network Contracting Office (NCO) 2, Department of Veterans Affairs intends to award a firm-fixed price sole source contract to Hydro Service & Supply, Inc, under the authority of FAR 13.106-1(b)(1) " Only one source reasonably available”.

The proposed procurement is for a full-service maintenance and repair contract for Hydro RO Systems at the VA New Jersey Healthcare System at the East Orange Campus. Currently the equipment is purchased, installed and in use. The North American Industry Classification System (NAICS) code for this procurement is 811219 – Other Electronic and Precision Equipment Repair and Maintenance.

No solicitation package will be issued. This notice of intent is not a request for competitive quotes; however, interested parties may identify their interest and capability to respond to this requirement. The Government will consider responses received by 10:00 AM Eastern Standard Time on July 1, 2022. Inquiries will only be accepted via email to megan.ross3@va.gov.

This Notice of Intent is not a request for competitive quotations; however, interested parties may identify their interests and capability to respond to this requirement. Any interested party that believes they can fulfill this requirement should submit a capability statement to be reviewed. All submissions will be considered, however there is no guarantee that submissions in response to this notice will in any way alter the Government’s acquisition strategy.

See Statement of Work below for further details:

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Period Of Performance:

2. Location of Requirement:

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

B. 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 Section 1 of this SOW.

The contractor shall provide all resources necessary to service and support the Hydro equipment at the VA New Jersey Healthcare System (VANJHCS).

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 this SOW.

c. All repairs shall be performed by qualified Functional Safety Engineer. 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 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 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 Original Equipment Manufacturer (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 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 shall perform PM’s during normal business hours defined as 08:00am – 5:00pm, Monday – Friday, excluding any Federal Holidays.

b. All PMs shall be to the OEM standards and specifications inclusive (but not limited to) of any and all o-ring replacements, valve rebuilds and RO membrane replacements.

4. Tank Replacements

a. All Carbon and DI tanks shall be exchanged on a semi-annual basis with tanks of the same type and amount of activated carbon media (carbon tanks)/premium grade resin (DI tanks).

5. 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 (HTM) 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 which shall be defined in the contract award document prior to the start of the period of performance. These reports shall be made available 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.

C. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project.

D. 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.

Special Notice