36C24225Q0364.docx

SUBJECT*

FY25 - Government-Owned BPA for Endoscope PM/Repair Services

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 Tiffany Vazquez-Simon tiffany.vazquez-simon@va.gov 914-737-4400

PLACE OF PERFORMANCE

East Orange VAMC

385 East Tremont Ave

East Orange NJ

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. This is a Sources Sought Notice.

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Network Contracting Office 2 for the purpose of collecting information about VA New Jersey Healthcare System for Full Service Maintenance and Repair Services to Government-Owned Endoscopes and Ancillary Equipment. The VA is seeking to provide this requirement as of July 2025 to establish a new BPA service contract. The NAICS code identified for this requirement is 811210 – Medical and Surgical Equipment Repair and Maintenance Services. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Contract Specialist, Tiffany Vazquez-Simon at tiffany.vazquez-simon@va.gov.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS/UEI number and address, point of contact and social-economic.

- If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources:

· Contractors shall identify pertinent point of contact for company, contractor SAM UEI number for size standard and socioeconomic verification in SAM and VIP, as well as for any intended subcontractors.

· Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

· This service is located in New Jersey. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

· How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

· How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?

· How many certified/licensed technicians does your company currently employ? Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

· Set aside requirements have limitations on subcontracting If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?

· Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

· Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

Sources Sought Notice

· Contractors shall include any relevant comments about the Attachment(s) if applicable.

Page 1 of

STATEMENT OF WORK

BLANKET PURCHASE AGREEMENT (BPA)

SERVICE AND SUPPORT FOR ENDOSCOPY EQUIPMENT

A. BACKGROUND

The Healthcare technology management department at VA New Jersey Health Care System (NJHCS) is requesting blanket purchase agreement to cover the maintenance, repairs, parts, software upgrades/updates, hardware upgrades/updates and technical support on government owned endoscope equipment and all ancillary equipment listed in Section H at the New Jersey Healthcare System, East Orange Campus.

B. OBJECTIVES

The contract effort goals are to establish a blanket purchase agreement to maintain, upgrade, service and support all components of the endoscope equipment listed in Section H, 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

D. PERIOD OF PERFORMANCE

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

· Base Year: July 1, 2025 – June 30,2026

· Option Year One: July 1, 2026 – June 30,2027

· Option Year Two: July 1, 2027 – June 30,2028

· Option Year Three: July 1, 2028 – June 30,2029

· Option Year Four: July 1, 2029 – June 30,2030

E. ORDERING METHOD

· The East Orange VAMC may order repair services via Electronic Data Interchange, telephone, facsimile or other written communication identifying the endoscope to be shipped for repairs and any special instructions.

F. 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 Ears, Nose and Throat Department

· 385 Tremont Ave, East Orange, NJ 07018

G. SCOPE OF WORK (TASKS FOR SERVICES)

The New Jersey Healthcare system intends to award a fixed price BPA to include four option years, to provide endoscope repair services to equipment listed in Section H. The contractor shall furnish all labor, transportation, and parts necessary to provide as needed repair of flexible and rigid scopes at the New Jersey healthcare system, 385 Tremont Avenue, East Orange, NJ 07018. 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.

· The contractor shall be able to service all endoscopes listed in Section H

· All equipment shall be repaired and transported in appropriate protective containers or packaging that shall limit the possibility of damage to the scope while away from the hospital.

· The contractor shall provide loaner equipment to the VA within 8 business hours of notification. The contractor at no additional cost shall furnish a loan of the same type of equipment to the Government as determined acceptable by VA clinicians. Loaned equipment shall be equal to or superior to equipment removed from the facility. Loaned equipment shall remain at VA facility till repaired scope is returned and the repair has been validated.

· Equipment shall be repaired to fully functional condition as soon as possible. In general, minor repairs should be completed within 2 business days any major repairs should be completed within 5 business days. All repairs shall be performed by qualified FSE. All completed repairs shall be verified by the New Jersey VA medical center HTM Department prior to acceptance.

· The VA will not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to FSE(s) all operational and technical documentation (e.g. operational and service manuals, schematics, parts list) 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 CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service shall be included within the scope of this task order and its agreed upon price

· 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 contract specialist/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.

· PARTS

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

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

· 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

· Every 3 months, the Contractor shall provide a report outlining the repair history over the period of performance. The report shall include:

· Individualized break down of each device’s repair history

· Most common failures

· Recommendations to prevent future failures.

· CONTINUING EDUCATION

· The Contractor is to provide a minimum of semi-annual education briefings based on the identified common failures.

H. EQUIPMENT LIST

WA96200A

WA02944A

7205681

A22001A

A4674A

Smith/Nephew Dyonics Camera/ Camera Head

Model#

722005610

OTV-S7

OTV-S6

This is a Sources Sought Notice. This Sources Sought is issued by VISN 2 Contracting Office in Network Contracting Office 2 for the purpose of collecting information about VA New Jersey Healthcare System for Full Service Maintenance and Repair Services to Government-Owned Endoscopes and Ancillary Equipment. The VA is seeking to provide this requirement as of July 2025 to establish a new BPA service contract. The NAICS code identified for this requirement is 811210 – Medical and Surgical Equipment Repair and Maintenance Services. The requirement is detailed in the Statement of Work section of this document.