36C24824P0347.docx

SUBJECT*

FY24:Zero-G Lite Maintenance Service Contract

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8) Commerce Building 300 E. University Ave. Ste. 180 Gainesville FL 32601-3460

POINT OF CONTACT*

Contracting Officer Phillip James phillip.james@va.gov 352-381-5700 x144850

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Special Notice Special Notice

DESCRIPTION

Special Notice

Project Title: FY:24 Zero-G Lite Robotic Maintenance Services Contract Announcement No: 36C24824P0347

This is not a request for quotes or proposals.

The Government hereby submits a notice of intent to award a sole source fixed price procurement to Aretech LLC. a Small Business concern for preventative maintenance, mechanical & software upgrades, and emergency repairs of the Zero G-Lite Robotic Treadmill System. The period of performance (POP) for this effort will be a 12-month base period with (1) 12-month option period. The total estimated value is $9,250.00.

This sole source contracting action is pursuing a waiver from placing an order on a competitive basis pursuant to FAR 8.405-2 for the requirement, based on the application of FAR 8.405-6(a)(1)(i)(B). This hereby constitutes a synopsis of the options included in this requirement.

Responses to this notice must demonstrate clear and convincing evidence that competition would be advantageous to the Government, would not be cost or time prohibitive, and would not hinder the mission or patient care objectives of the VA Health System.

Questions or comments to this Notice of Intent should be directed to Contract Specialist, Phillip James at phillip.james@va.gov via email only (no phone calls/voicemail messages will not be accepted and will not receive a response). Please indicate in the subject of your email: Notice of Intent Question Submission – Announcement 36C24824P0347.

Future notices and announcements will be places on System for Award Management website at: http://www.sam.gov

NOTICE OF INTENT TO AWARD SOLE SOURCE

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STATEMENT OF WORK

Preventative Maintenance Services for ZeroG-Lite Treadmill System

I. Introduction/Overview

The Department of Veterans Affairs (VA) requires for the Preventative Maintenance Services for ZeroG-Lite Treadmill System, in the Community Living Center. The Community Living Center is located at Malcom Randall VA Medical Center, 1601 SW Archer Road, Gainesville, Florida, 32608.

The VA has a requirement for a contractor to provide the following:

a) An Aretech certified technician complete a detailed inspection, preventative maintenance and recalibration on the ZeroG-Lite treadmill system within any 2-year period for a ZeroG-Lite Treadmill System located inside the Community Living Center. The Contractor shall provide all labor, material, equipment, transportation, supervision, and management to perform the requirements of this Statement of Work (SOW). Parts and labor cost not to exceed ceiling established in final contract. Services are not to be performed without prior review and approval from a VA Contracting Officer (VA CO).

II. Scope

The contractor shall provide all labor, material (tools, parts, cleaning supplies, etc.), equipment, transportation, supervision, and management necessary to inspect, maintain, troubleshoot, and repair the ZeroG-Lite Treadmill System at the Community Living Center. Contractor shall provide inspection and maintenance in a manner that ensures the safe and continuous operation of the ZeroG-Lite Treadmill System in accordance with commercial practices and/or manufacturer’s specifications. Contractor shall provide scheduled preventive maintenance services, which will include one on-site maintenance and recalibration every two years (detailed below), free software updates on user interface, wireless interface, and control modules including new features and critical bug fixes, travel expenses for Aretech technician to and from customer’s facility for a single preventative maintenance over the 2-year period, Replacement parts for ZeroG robot, electronics, track, and power rail. Excludes the following components:

a. Harnesses (1-year warranty, period starts date of installation)

b. Touchscreen computer (2-year warranty, period starts date of installation)

c. Handheld remote (2-year warranty, period starts date of installation)

f. Harness repairs (up to three per contract), includes replacement of Velcro and minor repairs (if required).Harness repairs are at Aretech’s discretion; not all damage is repairable.

III. Objectives

Contractor shall provide services to keep ZeroG-Lite Treadmill System operational and functional.

IV. Requirements Post Award:

a) Service shall be performed by an Aretech certified technician.

b) The contractor shall obtain operation and maintenance manuals, service manuals, service guides, and other applicable documents from the manufacturer for ZeroG-Lite Treadmill System. Contractor shall perform all services and preventative maintenance as required or recommended by these documents and by applicable Federal, State, and Local regulations.

c) Contractor shall provide a checklist for ZeroG-Lite Treadmill System that identifies the areas and components to be covered for preventive maintenance visit and inspection. Preventive maintenance shall include but not be limited to the following:

a. Unlimited telephone technical support (Monday-Friday, 8 am – 6 pm EST) Page of 3

b. One on-site maintenance and recalibration every two years (detailed below)

· Update user-interface software

· Update control software

· Replace system unloading rope*

· Check system unloading springs, replace if necessary*

· Re-calibrate all sensors and data acquisition system

· Re-calibrate actuators

· Check all cables and connectors

· Check all bolts and hardware on system, replace components that display excessive wear

· Check bearings on all pulleys

· Inspect all connections on ceiling mounts

· Inspect anchors (if concrete) or beam clamps (if I-Beam) and replace as necessary

· Check circuit boards

· Check electrical components

· Update wiring so consistent with newest version of the system

· Update and/or add components so consistent with newest version of the system

· Check voltages on drive, circuit board and other electrical components

· Lubricate all moving parts

· Check treadmill belt, handrails and seating (if present)

· Verify connections between treadmill and user-interface

· Inspect harnesses, replace leg cuffs if necessary*

· Clean entire system

· Clean beam and touch up paint (if necessary)

c. Free software updates on user interface, wireless interface, and control modules including new features and critical bug fixes.

d. Travel expenses for Aretech technician to and from customer’s facility for a single preventative maintenance over the 2-year period

e. Replacement parts for ZeroG robot, electronics, track, and power rail. Excludes the following components:

a. Harnesses (1-year warranty, period starts date of installation)

b. Touchscreen computer (2-year warranty, period starts date of installation)

c. Handheld remote (2-year warranty, period starts date of installation)

f. Harness repairs (up to three per contract), includes replacement of Velcro and minor repairs (if required). Harness repairs are at Aretech’s discretion; not all damage is repairable.

d) Additional Costs Additional service visits to facility will be charged $750 per day (3-day maximum charge regardless of time on-site). The costs for the technician’s travel expenses (air, hotel and food) will also be charged at a standard fee of $1,200 per trip.

During any 2-year period, the total additional charges will not exceed $5,000. If this limit is reached, all service-related charges will be provided at no additional costs.

e) Contractor shall immediately notify the Contracting Officer’s Representative should the ZeroG-Lite Treadmill System or an associated component(s) cannot be returned to service prior to leaving the site.

f) Service Reports:

a. For preventive maintenance and repairs, prior to submitting an invoice the contractor shall provide a written report detailing the services provided. Report will include the costs for parts repaired or replaced. Once reviewed and approved by the VA CO, the contractor shall submit an invoice for the period served.

b. For additional service visits, contractor shall submit a proposal for review and approval prior to commencing the work. Proposal shall include all costs for labor, parts, and materials. Once reviewed and approved by VA CO, the contractor shall proceed with the work and submit a report detailing the final services provided.

V. Schedule

The hours to perform work are Monday through Friday from 8:00 a.m. to 4:30 p.m. (Eastern Standard Time) excluding Federal holidays. Points of Contact shall be as follows:

· Danielle Leader, Contracting Officer’s Representative Danielle.Leader@va.gov Phone Number: (352) 548-6000 ext. 105246

Outside normal duty hours may occur. These times shall be coordinated with and at the convenience of the Government.

VI. Period of Performance:

The contract period of performance a base and one (1) 12-month option.

VII. Deliverables

Prior to commencing work, the Contractor shall provide the following:

a) A list of products and corresponding SDS sheets for each chemical to be used and/or stored on-site.

b) Dates for scheduled preventive maintenance services.

c) Checklist to be used for the preventive maintenance services.

d) List of common stock part items included in proposal for maintenance services.

e) Sample of report to be submitted after each service call (two-year and on-call troubleshooting basis).

f) Résumé, license, certificates for qualified technicians to perform services.

g) Company emergency contacts for 24 hours, 7 days a week service.

h) A statement that confirms the company provides safety training to employees as required by the trade(s) and that the company maintains a safety and health program.

i) Copy of insurance required per standards referenced above.

VIII. Monitoring Progress/Compliance

a) The Contractor shall conduct their own quality assurance and provide their own supervision for performing the work outlined in this SOW.

b) A checklist and a report describing the work performed and time of performance shall be provided after each visit. Report shall provide a list of parts repaired and/or replaced and/or diagnosis. Report shall include any pending work or recommendations.

IX. Other

a) Individuals must report directly to the Community Living Center’s Administrative Officer’s Office.

b) Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge always when performing services under this Contract, including when on Government directed travel the badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

X. Payments

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. http://www.tungsten-network.com/US/en/veterans-affairs/ .

Additional instructions are provided in section B.1, Contract Administration Data.

END OF SOW