36C24726Q0006_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa AL 35404-5088

POINT OF CONTACT*

Contracting Officer Terri Hudson terri.hudson@va.gov

****EMAIL ONLY*****

PLACE OF PERFORMANCE

Central Alabama Health Care Systems (CAVHCS)

Engineering Service

215 Perry Hill Road

Montgomery AL

ADDITIONAL INFORMATION

DESCRIPTION

The Central Alabama Healthcare Systems anticipates a Base, plus four-year option periods to provide Testing Equipment Calibration services in the HTM/Biomedical Service at the Montgomery, Tuskegee, MVAC, and North Columbus campuses. Includes calibrations, adjustments, shipping (to & from) of test equipment shipped to vendor's Depot that are only calibrated at the vendor's Depot. Vendor to provide copies of the shipping documents and shipping tracking number to and from the VA.

All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources-sought synopsis only. Questions should be submitted by email to terri.hudson@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders, and/or large business) relative to NAICS 334515.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and UEI Number.

2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing this type of service.

3) Submit Capability Statements via email to terri.hudson@va.gov by April 25, 2025. Responses should be received no later than 10:00 AM CST.

NO CAPABILITY STATEMENTS MAY BE SUBMITTED AFTER APRIL 25, 2025.

AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED.

4) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

(5) No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

STATEMENT OF WORK

A.1 Base Year & Option Years:

B.1 EQUIPMENT:

Test equipment testing and certification for the Department of Veterans Affairs Medical Center, Central Alabama Veterans Health Care System (CAVHCS), 215 Perry Hill Road, Montgomery, Alabama 36109, CAVHCS 2400 Hospital Road, Tuskegee, Alabama, 36083, CAVHCS-Montgomery Outpatient Clinic (MVAC) 8105 Veterans Way, Montgomery, Alabama 36117, CAVHCS-Poydasheff Outpatient Clinic 6910 River Road, Columbus, GA. 31904.

Equipment: (Next Few Pages)

Fluke Multimeter

Biomed Shop (MO)

Fluke Multimeter

Biomed Shop (MO)

Fluke Multimeter

Biomed Shop (MO)

Fluke Multimeter

Biomed Shop (MO)

Fluke Multimeter

Biomed Shop (TU)

Fluke Multimeter

Biomed Shop (TU)

B.1.2 DEFINITIONS/ACRONYMS:

A. HTM Staff Engineer (Jasmine McCloud) or designee, Room GE117-004-MO, Building 4, Telephone 334-272-4670 extension 34927, 215 Perry Hill Road, Montgomery, Al. 36109.

B. CO - Contracting Officer.

C. COR - Contracting Officer Representative.

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

E. FSE - Field Service Engineer. This is a person who is authorized by the contractor to perform maintenance, corrective and/or preventive services for the DVAMC or on the DVAMC’ premises.

F. ESR - Vendor Engineering Service Report. Detailed documentation of testing including Calibration Data with readings and results, Calibrations Certificates, and Certifications of the services rendered for each device on the contract.

G. Acceptance Signature. VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

H. Authorization Signature. COR's signature; indicates COR accept work status as stated in ESR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. OSHA - Occupational Safety and Health Administration.

L. Joint Commission - Joint Commission on Accreditation of Healthcare Organizations.

M. FDA - Food and Drug Administration.

N. DVAMC - Department of Veterans Affairs Medical Center.

O. ISO 9001 – International Organization for Standardization standard.

P. Normal Working Hours - Monday through Friday, 8:00 a.m. - 4:30 p.m., excluding weekends and Federal Holidays.

Q. HTM – Healthcare Technology Management.

B.1.3 CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, Joint Commission, FDA, ISO 9001, and manufacturer specifications.

B.1.4 HOURS OF WORK/COVERAGE:

A. Normal hours of work/coverage shall be Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding weekends and federal holidays. All testing, certification, and service/repairs will be performed during normal hours of work/coverage unless requested or approved by COR without extra charges to the VA and/or on the contract.

B. Repairs may take place at vendor’s depot with approval of the CO.

C. Federal Holidays observed by the DVAMC are: New Year’s Day, Labor Day, Martin Luther King Day, Juneteenth, Columbus Day, President's Day, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day.

B.1.5 CERTIFICATION INSPECTION SERVICES:

The contractor shall provide certification inspection services to include all labor, travel, and testing necessary to certify the listed equipment in according to manufacturer’s specifications. The contractor shall perform annual certification inspections on each device to be performed in the month of May on a day and time mutually agreeable between the contractor, and HTM Service Manager/Contracting Officer’s Representative (COR). The scheduling of certification inspections will be coordinated between the contractor, and HTM Service Manager. The inspection is to be scheduled at least five (5) days in advance with the HTM Service Manager/COR. Certification inspections will be performed in accordance with manufacturer’s instructions and will include, as a minimum, the following:

a. Visual inspection.

b. Calibrations.

c. Operational and Performance checks.

d. Cleaning and lubrication.

e. Electrical checks; (if applicable).

f. Apply certification sticker.

g. Provide detail documentation of testing including Calibration Data (Not Just Pass/Fail) with readings with results, Calibration Certificates and Certifications.

B.1.6 AUTHORIZED SERVICES:

Only certification services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

B.1.7 PARTS:

Parts are not included or covered in this contract. If the contractor furnishes any parts, the parts shall be OEM parts to meet up-time requirements (consumables are not covered). The contractor should have ready access to unique and/or high mortality OEM replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without written approval by the COR.

B.1.8 WARRANY:

The contractor shall provide warranty on the integrity of workmanship, labor, parts, service, testing, and certification on the hoods. The warranty period shall be for 90 days after the certification.

B.1.9 SERVICE MANUALS:

The DVAMC shall not provide services 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, (such as operational and service manuals, schematics, and 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 the CO or COR upon request.

B.1.10 DOCUMENTATION/REPORTS:

The documentation will include detailed descriptions of the testing and certification procedures performed to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in B.1.3, Conformance Standards. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail:

A. Name of Contractor.

B. Name of FSE who performed services.

C. Contractor Service ESR Number/Log Number.

D. Date, Time (starting and ending), and Hours-On-Site for service call.

E. Description of Problem Reported by COR/User.

F. Identification of Equipment to be serviced: INV. ID number, Manufacture's name, Device Name, Model number, Serial number, and any other Manufacturer's identification numbers.

G. Itemized Description of Service Performed, including Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action.

H. Provide detail documentation of testing including Calibration Data (Not Just Pass/Fail) with readings, Calibration Certificates and Certifications I. Total Cost to be billed.

J. Signatures:

1. FSE performing services described.

2. VA Employee who witnessed service described may initial said ESR, but only the COR has the authority to sign the ESR.

K. Equipment downtime.

L. VA Purchase Order Number noted on the ESR.

M. Test equipment used shall be listed on service ticket of each device.

N. Provide separate service ticket for each device.

O. List all the test equipment used on the device on each service ticket to meet ISO 9001 standard.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE CO PRIOR REPAIRS/SERVICES ARE PERFORMED!

B.1.11 SPECIAL CONTRACT REQUIREMENTS:

CONTRACTOR SUBMITTALS: The Contractor will furnish a copy of its preventive maintenance/certification inspection procedures for each model of device which will be used during the preventive maintenance/calibration inspection services of this contract to the Contracting Officer’s Representative (COR). These preventive maintenance/certification inspection procedures are required by the Government as a condition of the facility’s Joint Commission accreditation and must be received before any invoice can be certified for payment.

B.1.12 PAYMENT:

Invoice after completion of testing and receipt of certifications performed in May.

Invoices shall be line itemized.

NOTE: Payment of invoices may be delayed if the appropriate documentation/reports are not properly completed and submitted to the HTM Service Manager/HTM Staff Engineer/COR as required.

B.1.13 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, in writing, of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract.

The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

B.1.14 BIDDER’S QUALIFICATIONS:

The Bidder is required to submit sufficient evidence of adequate equipment, facilities, personnel, and necessary experience to establish responsibility and integrity to meet the requirements of this contract. Any bidder, who does not have adequate experience, personnel and/or equipment, in the opinion of the Contracting Officer, will be rejected. To assist in this determination, offeror is required to furnish the following information:

A. Number of years’ experience performing the type of services indicated within:

B. Number of personnel regularly employed on a full-time basis:

C. Bidders who have not previously provided the same or similar type services at this Medical Center are required to furnish for evaluation purposes, the names, addresses and telephone numbers of three (3) companies for whom exact services have been furnished.

D. Provide certification that contractor has manufacturer updated maintenance software, manuals, and parts.

E. Bidder shall provide the name, location, and telephone number of the office where certification calls are to be placed.

B.1.15 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent shall have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment listed.

C. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the DVAMC. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any DVAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the DVAMC equipment.

D. Subcontractor will not be used under this contract.

B.1.16 TEST EQUIPMENT:

Test equipment shall meet ISO 9001 standards.

Prior to commencement of work on this contract, the contractor shall provide the DVAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on DVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the DVAMC. Test equipment calibration shall be traceable to a national standard.

B.1.17 HAZARD COMMUNICATION STATEMENT:

1. As a contractor under contract to the DVAMC, you should be aware of this facility’s hazard communication program. By the provisions of your contract, you may be required to work in certain areas where there are hazardous chemicals in use. Examples include, but are not limited to, areas in Pharmacy Service, Laboratory Service, and Prosthetics Service.

2. It is the responsibility of each Contractor to familiarize with the specific area(s) in which the contract requires to work in. This shall include the Contractor introducing and contacting the department’s supervisor. The Contractor may obtain from the department’s supervisor the nature of the on-going DVAMC work and the type of chemicals used. In addition, the Contractor should also learn the procedures for obtaining, in an emergency involving the Contractor, the material safety data sheets (MSDS) pertaining to hazardous chemicals in the exposure zone.

3. It is also the responsibility of the Contractor to have protective equipment for Contractor’s service technician(s).

B.1.18 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSE shall always wear visible identification while on the premises of the DVAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the DVAMC Police Section. The DVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the DVAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

B.1.19 Obtaining a VA IDENTIFICATION Badge (For Any On-Site Repairs):

Within the first month of the service contract, the contractor’s service technician(s) to arrange with the Biomedical Section Manager to obtain identification badge. The process requires contractor’s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, fingerprints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks.

B.1.20 INSURANCE:

A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes.

B. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

D. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000.

B.1.21 PERFORMANCE REQUIREMENTS SUMMARY:

A. SUMMARY TABLE:

Factor No.

Performance Indicator

Performance Standard Method – Type of Surveillance

INCENTIVE/

DISINCENTIVE

(Max of 10%) Deduction Amount on each late testing and certification of the hood on the certification billing.

(Max of 10%) Deduction Amount on each late documentation on the certification billing.

B. Performance Requirements Summary Method of Application:

The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

B.1.22 DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service upon thirty (30) days written notice to the Contractor.

B.1.23 FAILING TO RESPOND:

Failure to perform any of the services set forth in this contract will be considered for invoking provisions of Default.

B.1.24 VA HANDBOOK 6500.6 APPENDIX CLAUSE:

This contract shall not require access to a VA system or VA sensitive information (e.g., system administrator privileged access to a VA system, or contractor systems or processes that utilize VA sensitive information).

RECORDS MANAGEMENT AND CONTRACT SECURITY

A. Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at:

https://www.va.gov/vapubs/search_action.cfm?dType=2 **Note: This link is the complete list of VA Handbooks and are in sequential order.

**Instructions for accessing VA Handbooks at link listed above:

• Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1.

• Once there, go to the PDF Format Column and click on PDF.

• VA Handbook 6300.1 will then ask you to open or save the document.

B. Please follow the same instructions listed above for accessing VA Handbook 6500.6.

• All contractor employees working on this requirement are required to complete mandatory annual training entitled, “VA Privacy and Information Security Awareness” and “HIPPA Training” prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

•A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.

IDENTIFICATION, SMOKING AND VA REGULATIONS

The Contractor's FSE shall wear visible identification always while on the premises of the Augusta VA Medical Center. Contractor shall contact the Contracting Officer’s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Augusta VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.

Sources Sought Notice