36C24223Q1061.docx

Special Notice Special Notice

GENERAL INFORMATION

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

POINT OF CONTACT*

Contracting Officer Natalie Acevedo natalie.acevedo@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

J065 – Maintenance Repair, and Rebuilding of Equipment – Medical, Dental and Veterinary Equipment and Supplies.

SOL: 36C24223Q1061

DUE: August 14, 2023, at 10:00 AM EST.

SET ASIDE: N/A

NAICS: 811210 – Electronic and Precision Equipment Repair and ‘Maintenance.

POP: 10/1/2023 – 9/30/2028

AGENCY: New Jersey VA Healthcare System, East Orange Campus, located 385 Tremont Ave, East Orange, NJ 07018 POC: Natalie Acevedo, email Natalie.Acevedo@va.gov

DESCRIPTION: NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT TO CEPHEID.

Market research was conducted and determined that CEPHEID is the only vendor capable of meeting the requirement at New Jersey VAHCS, East Orange Campus.

This Notice of Intent is not a request for Proposals or Quotations. No solicitation document exists, and no telephone or email inquiries will be accepted.

No contract award will be made based on proposals, or quotations received in response to this notice.

The government MAY consider all Expressions of Interest (EOI) received prior to August 14, 2023.

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement.

Responses to this notice must be emailed to Natalie.Acevedo@va.gov and received by 10:00 AM EST on August 14, 2023.

Submitters are responsible for ensuring their EOI reaches the designated contracting officer on-time.

See attached Statement of Work below for additional details.

If you have any questions or concerns, please contact me.

STATEMENT OF WORK FOR SERVICE AND SUPPORT OF

CEPHEID LABORATORY EQUIPMENT

A. BACKGROUND

The Biomedical Engineering department at VA New Jersey Health Care System (NJHCS)is requesting a full-service contract to cover the maintenance, repairs, parts, software upgrades/updates, hardware upgrades/updates and technical support on government owned Cepheid laboratory equipment at the New Jersey Healthcare System, East Orange Campus.

B. OBJECTIVES

The contract effort goals are to maintain, upgrade, service and support all components of the equipment listed in Section G, inclusive of components of the host systems, throughout the total contract period at the VA New Jersey Healthcare System. Objectives to meet the service and support goal may include, but are not limited to, replacement parts coverage, service support, telephone support, software and hardware support, continuing education for VA staff and support service, full maintenance coverage by providing all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer’s recommendations throughout the term of the contract.

C. DEFINITIONS/ACRONYMS

· CO – Contracting Officer.

· COR – Contracting Officer Representative

· FSE – Field Service Engineer. A person who is authorized be the contractor to perform maintenance (scheduled{preventive} or unscheduled{corrective}) services on the VAMC premises.

· SR – Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.

· Acceptance Signature – Signature of VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending in SR.

· Authorization Signature – COR’s signature; indicates COR accepts work status as stated in SR.

· HTM – Healthcare Technology Management

· OEM – Original Equipment Manufacturer

· POC – Point of Contact

· Downtime – Aggregate hours within Normal VA Business Hours during a contract year when the equipment is inoperable due to system failure resulting in inability of patient treatment.

D. PERIOD OF PERFORMANCE

After the contract has been awarded, the period of performance will be defined within the following time parameters.

· Base Year: October 01, 2023 - September 30, 2024

· Option Year One: October 01, 2024 - September 30, 2025

· Option Year Two: October 01, 2025 - September 30, 2026

· Option Year Three: October 01, 2026 - September 30, 2027

· Option Year Four: October 01, 2027 – September 30, 2028

E. PLACE OF PERFORMANCE

Delivery of services in this case will be conducted virtual and/or at the following addresses:

· VA New Jersey Healthcare System – East Orange Campus – Building 1, Laboratory Department

· 385 Tremont Ave, East Orange, NJ 07018

F. TYPE OF CONTRACT

· Firm Fixed Contract, Base Year with 4 Option Years.

G. SCOPE OF WORK (TASKS FOR SERVICES)

The work requirements for this contract performance period are introduced as stated in the preceding sections. However, it is here within the scope of work they will be captured explicitly. The contractor will meet the following requirements as bulleted below, THE CONTRACTOR WILL:

· PERSONNEL

· The Field Service Engineer is required to be OEM training, and the Contractor shall provide the certification upon request.

· The FSE is required to contact the provided HTM POC to coordinate all Unscheduled and Scheduled maintenance.

· The FSE is required to check in with the HTM POC when arriving at the Facility AND prior to leaving the Facility.

· The FSE is required to give the HTM POC a synopsis of the work performed prior to leaving the Facility.

· REPAIRS

· All Field Engineer on site visits shall be performed within four (4) business hours during the normal VA business hours.

· 8:00am-5:00pm, Monday through Friday, excluding Federal holidays.

· On-site response time shall be within four (4) business hours of request.

· All telephone technical support shall be provided at no additional cost and within 30 minutes.

· Repair parts shall be provided and shipped, next day 10:30 am

· All replacement parts will be of OEM quality and guaranteed against defects and/or failure for a period of ninety (90) days from the date of installation.

· Approval must be received from the COR or HTM POC prior to use of any refurbished parts and/or components.

· Work to be performed, which is not covered under this contract, must be pre-approved by the Contracting Officer and a separate purchase order will be issued for the work to be performed. Failure to obtain prior authorization will result in non-payment of charges incurred.

· Post repair, the repaired equipment shall be returned to OEM standards.

· If a repair requires a device to leave the Facility, the Contractor shall provide an equivalent loaner at no charge.

· PARTS

· All parts will be provided and replaced as necessary at no additional charge.

· Usage of refurbished parts will be subject to the approval of the COR or designee.

· UPTIME

· The Contractor shall maintain an INDIVIDUAL Uptime Guarantee of 98% for each identified device in Section G

· Uptime percentage shall be calculated over a 3-month period utilizing the following formula:

· Uptime = ((Normal VA Business Hours – Downtime [in hours]) /Normal VA Business Hours) *100

· Uptime percentage calculation shall not include agreed upon down time for scheduled events (e.g., scheduled maintenance)

· If the Facility determines that it is unsafe to utilize the equipment due to component failure, this shall also constitute Downtime.

· Downtime calculation shall begin when the Facility attempts to contact the Contractor for support, either phone call or email. It is independent of whether the Contractor answers the phone call or acknowledges the sent email.

· Downtime continues until the equipment repair is completed and validated by the HTM POC, AND the equipment passes QA procedures initiated by the Facility.

· SCHEDULE MAINTENANCE (PREVENTIVE MAINTENANCE)

· Preventive maintenance shall be scheduled during normal VA business hours as identified above.

· The preventive maintenance schedule shall be determined and documented at the start of the contract with a meeting between the Contractor and the Facility

· The schedule is inclusive of the frequency of schedule maintenance, the duration of an individual preventive maintenance event, the exact month(s) that the schedule maintenance will be performed.

· The Facility reserves the right to revisit the preventive maintenance schedule at a minimum of the starting month of each Option Year.

· All parts and equipment necessary to complete the preventive maintenance shall be provided and shipped, next day 10:30 am

· The full preventive maintenance procedure documentation inclusive of step-by-step guide and anticipated values (if applicable), shall be provided at the request of the COR and/or CO.

· SOFTWARE

· All software upgrades/updates, inclusive of installation of any minor patches or major revisions, shall be included.

· The Contractor shall assist in any/all software and/or network vulnerabilities identified by the Government that need remediation as expressed by the Government.

· HARDWARE

· Hardware upgrades of components deemed End of Life shall be included.

· Individual and Serial Number changes due to Hardware Upgrades shall be compiled and provided to the Facility by the Contractor

· HAZARD ALERTS

· The Contractor is required to provide and complete the remediation of any and all Government identified Hazard Alerts and/or FDA Voluntary/Un-Voluntary Recall Alerts inclusive of travel, labor and parts required.

· SERVICE DOCUMENTATION

· At the conclusion of each repair and scheduled maintenance call, the Contractor shall provide a written service report within 3 business days indicating:

· Date(s) of service

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

· Name of FSE who performed the work.

· Hours worked.

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

· Make, model, serial number, barcode/ID number, and proof of up-to-date calibration of the test equipment used in the repair or preventive maintenance service.

· Quantifiable measurement results, inclusive of range and tolerance, for all tests conducted.

H. EQUIPMENT LIST

Advantage

Special Notice