36C24423Q0852.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4 Erie VAMC 135 E 38th St.

Erie PA 16504

POINT OF CONTACT*

Contract Specialist Bryan C Sweeney Bryan.Sweeney@va.gov 412-822-3757

PLACE OF PERFORMANCE

Erie VAMC

135 E 38th St.

Erie PA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

In accordance with FAR 6.302-1 Only One Responsible Source and No other Supplies or Services will satisfy agency requirement. The Erie VA Medical Center intends to negotiate a Sole Source Award with Becton Dickinson and CO. They are located at 1 Becton Drive, Franklin Lakes ,NJ 07417-1880. Becton Dickinson and CO shall provide Full- Service preventive maintenance for Pyxis Equipment. The Pyxis units are a proprietary design, therefore another firm would not be familiar with the rationale of the design; not be able to accurately address Request for Information (RFI’s); or accurately maintain this equipment, which is critical for proper patient care, as well as a sound end product.

The PM&R of the Pyxis units at the Erie VA located,135 E 38th St. Erie PA, 16504. The NAICS code for this procurement is 811210. The size standard is $30.0 million.

Interested parties that can meet the capabilities and requirements, may identify their interest, and submit quotations. This notice of intent is not a request for quotations. Interested parties who believe they can meet the requirements, must submit information about their capabilities no later than NOON EST, 5/22/2023. All information shall be provided at no cost, or obligation to the Government.

No solicitation will be made available. Information must be sent to the Contract Specialist, bryan.sweeney@va.gov. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely at the discretion of the Government. If no responses are received, the Contracting Department will proceed with the sole source negotiation with Becton Dickinson and CO .

Statement of Work

Title: Full Service and Preventive maintenance (PM) service contract for Pyxis Equipment.

Equipment list:

Period of performance: Base plus 4 option years, see delivery schedule

QUALIFICATION OF CONTRACTORS: Quotes will be considered only from contractors who are regularly established in the service called for and who, in the judgement of the Contracting Officer are financially responsible. Contractors must provide documentation to verify their competency to work on the equipment upon submittal of a quotation. The documentation may consist of a letter from the Manufacturer verifying the service representative has been trained or a Manufacturer's training certificate or experience, with this specific equipment, that can be verified thru references from current and/or previous customers.

INSPECTION OF PREMISES AND EQUIPMENT: Contractors may visit the Medical Center to fully inform themselves regarding the conditions under which the services are to be performed. They may make technical inspections of the equipment to ensure a thorough knowledge of existing conditions. Submission of a proposal to maintain the equipment shall constitute acceptance of equipment in the existing condition. If the equipment is not in acceptable working condition, the cost to bring the equipment into an acceptable working condition will be included in the cost of the contract. The Contracting Officer reserves the right to either order the equipment repaired or delete the specific item of equipment from the contract.

SERVICE: Service shall consist of PM inspections. The inspections may require cleaning of internal/external components, lubricating, adjusting, calibrating, the installation of PM kits and any other work that would be required by the manufacturer’s established PM procedure. The contractor will coordinate all services through the Biomedical Engineering point of contact and must obtain approval before performing any service or using any parts or supplies that are not covered under the contract. Services will be performed between the hours of 8:00am and 4:30pm, Monday through Friday, unless otherwise approved by Biomedical Engineering. The Contractor will confirm the date of the PM 48 hours prior to the date of the planned visit.

REPORTS: The Contractor’s representative shall report to the Medical Center Police office to sign in and obtain a contractor’s identification badge prior to performing any services. After obtaining a contractor’s identification badge the Contractor's representative shall notify the Biomedical Engineering Department to inform them of their presences on station. Upon completion of the service, the Contractor's representative shall inform Biomedical Engineering and provide a copy of the service report. The report shall include 1) date of service 2) equipment serviced 3) action taken 4) parts replaced 5) any recommended work not covered under the service contract 6) signature of authorized VAMC official 7) copy of all pertinent data and test results against the equipment.

EMERGENCY REPAIRS: Emergency repairs are not covered under this contract but may be ordered on an as-needed basis. Emergency work must be authorized in writing by the Contracting Officer (CO).

Biomed points of contact:

1. Michael Minns, Spvr. Biomedical Equipment Support Specialist and COR

2. Steve Sommers, Info Biomedical Equipment Support Specialist

3. Ann Pesta, Imaging Biomedical Equipment Support Specialist

4. Michael Dvorznak, Info Biomedical Equipment Support Specialist

REPLACEMENT PARTS: Only new standard parts (produced by the manufacturer of the equipment or equal thereto) shall be furnished and installed by the Contractor. All parts shall be of current manufacture and shall have full versatility with presently installed equipment. The Contractor must obtain approval from Biomedical Engineering before using any parts or supplies that are not covered under this contract.

FREQUENCY OF INSPECTIONS: The Pyxis Equipment will receive one (1) PM inspection per contract year. The vendor will set up the scheduling of the PM. In no event shall the schedule be deviated from by more than two (2) weeks without the approval of the CO.

PAYMENTS: Payments will be made in accordance with the established delivery schedule and after receipt of properly prepared invoices.

CANCELLATION: If during the contract period the equipment is deemed, by the Government, to be irreparable, not cost effective to be repaired or is replaced with new equipment, the VA Medical Center reserves the right to delete the applicable equipment from the contract and/or cancel the entire contract thirty (30) days after notifying the Contractor of the intent to cancel the contract.

Work not performed by the Contractor will be deducted from the contract on a pro-rata basis.

TRAINING:

a. Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis, as long as the contract is in place, the VA security/privacy awareness training (contains VA’s security/privacy requirements) within 1 week of the initiation of the contract.

b. Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis, as long as the contract is in place, an acknowledgment that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. By signing the Rules of Behavior on behalf of the vendor, the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

c. The contractor shall provide Biomed Engineering a copy of the completed training certificate(s).

d. Contractors will be required to complete local HIPAA, Privacy and Infosec training prior to contract start date and provide COR copies of training certificates, per established Privacy & HIPAA Law outlined in the applicable Business Associate Agreement currently in place.

PERFORMANCE MEASURES: The Contractors performance will be evaluated for each contract year. Documentation will be maintained by the technical POC on the Contractors compliance with the performance measurements. Failure to meet the performance requirements could result in the loss of future consideration for a contract. The performance measurements are:

1. The Contractor must obtain an Identification badge, from the Police office, and notify the Biomed department of their arrival on station. This must occur each time the Contractor arrives on station to perform preventive maintenance inspections or repairs.

2. The Contractor must perform the preventive maintenance inspections during the months scheduled, according to the contract.

3. The Contractor will provide all service documentation to the Biomedical Engineering department.

4. The Contractor must provide copies of the Completion Certificate for Privacy Awareness training to the technical POC.

End of Document

Sources Sought Notice