36C24921Q0117.pdf

Contract Opportunity Special Notice

PRODUCT SERVICE CODE *

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

GENERAL INFORMATION

ADDITIONAL INFORMATION

* = Required Field Contract Opportunity Special Notice

J066

Sakura Tissue Processor Service Agreement Base plus Four Years

37129

36C24921Q0117

N

811219

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

Contracting Officer Lori L Ellis Lori.Ellis2@va.gov 615-225-5507

UNITED STATES DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 9

NOTICE OF INTENT TO SOLE SOURCE / SOURCES SOUGHT NOTICE

On behalf of the James H. Quillen VA Medical Center, Network Contracting Office (NCO) 9 intends to award a firm-fixed price task order against Sakura Finetek U.S.A., Inc. for procurement of the following:

The anticipated statutory authority permitting limiting the source for the requirement is FAR

6.302-1 (a)(2).

Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

This acquisition is anticipated to take place on or about July 1, 2021. The period of performance will be for one base year and four option years.

The intended procurement will be classified under North America Industry Classification System

(NAICS) 811219 with a small business size standard of $22 Million. This notice of intent is not a request for offers. However, all responsible sources may submit a capabilities statement that proves by the preponderance of the evidence that another contractor can provide a service contract on Sakura Tissue Processing equipment, which shall provide routine preventative and corrective maintenance in order to ensure optimal working condition and lessen the likelihood of down time the above stated requirements and the requirements stated within the attached statement of work.

All capability statements received by the closing date of this synopsis will be considered by the government. A determination by the government not to compete based on 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.

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Ellis at Lori.Ellis2@va.gov. Capability statements are due no later than 10:00 AM CT on 18 February 2021.

No phone calls will be accepted.

Contracting Office Address:

Department of Veterans Affairs

Network Contracting Office 9

1639 Medical Center Parkway, 400

Murfreesboro, TN 37129

Government Point of Contact:

Lori L. Ellis

Contracting Officer

Lori.Ellis2@va.gov

STATEMENT OF WORK

Sakura Tissue Processor

BASE YEAR: 7/1/2021 to 6/30/2022

Option Year 1: 7/1/2022 to 6/30/2023

Option Year 2: 7/1/2023 to 6/30/2024

Option Year 3: 7/1/2024 to 6/30/2025

Option Year 4: 7/1/2025 to 6/30/2026

SCOPE OF WORK:

The James H. Quillen VA Healthcare System (VAHCS) has a requirement for a service contract on Sakura Tissue Processing equipment, which shall provide routine preventative and corrective maintenance in order to ensure optimal working condition and lessen the likelihood of down time. This requirement includes weekday Service Hours from 8AM-4:30PM, 95% Uptime guarantee, 1-hour phone response, on site response within 1-2 business day. This contract is to be in effect no later than July 1, 2021 and will expire June 30, 2026.

It is required that service personnel are trained on the Sakura Tissue Processing equipment listed below in the 1. EQUIPMENT section. Training and certification documentation must be provided to the Contracting Officer’s Representative (COR) when requested, listed in section 2.

DEFINITIONS/ACRONYMS, upon execution of the contract. This documentation is to remain on file with the COR.

1. EQUIPMENT:

Equipment to be serviced and/or maintained includes, but is not limited to: (Equipment is located at the James H. Quillen VA Medical Center, Mountain Home, TN)

Functional Location Description

61301269-0217 Stainer Sakura Prisma

61300909-0313 Stainer (TS) Sakura Prisma

47400833 Coverslipper (TS) Sakura

60300529-0211 Tissue Processor (TS) Sakura VIP 6

47401183-0117 Coverslipper (TS) Sakura 4740

50100101-0913 Microtome (SA) Sakura AutoSection

14292546 Microtome (SA) Sakura SRM (Accu Cut)

H9051429N4T Microtome (SA) Sakura SRM (Accu Cut)

14292542 Microtome (SA) Sakura SRM (Accu Cut)

60400717-0117 Tissue Processor (TS) Sakura VIP 6

N/A Parts used for (SA) instruments

2. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering - Supervisor or designee, Room # Biomed A001, Building #200, telephone #423-926-1171 ext. 2416.

B. CO - Contracting Officer

C. COR - Contracting Officer’s 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. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

F. FSR – Field Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of 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 FSR.

H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in

FSR.

I. NFPA - National Fire Protection Association

J. CDRH - Center for Devices and Radiological Health

K. VAMC - Department of Veterans Affairs Medical Center

2. CONTRACTOR SECURITY REQUIREMENTS:

The contractor shall be required to report to Biomedical Engineering to log in. This check is mandatory. The contractor will be issued a temporary badge and contractor identification, must be displayed while working in the hospital. The contractor must have Privacy Training TMS 10203 of compatible training from their company.

3. CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, and includes performance standards and specifications.

4. SECURITY ACCEDIATION PACKAGE:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

5. UNSCHEDULED MAINTENANCE:

A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, (without additional cost to the Government), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations.

The contractor shall furnish all required parts, that fail due to normal wear and tear. Parts being replaced due to accidental damage, or customer abuse, or consumables (including but not limited to batteries) are not included. The contractor will ask for approval and obtain a PO prior to replacement.

B. The CO, COR, or designated alternate has the authority to approve/request a service call from the contractor.

6. SCHEDULED MAINTENANCE:

A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section 3. CONFORMANCE STANDARDS. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include, but need not be limited to, the following:

1. Cleaning of equipment.

2. Calibrating and lubricating the equipment.

3. Performing remedial maintenance of non-emergent nature.

4. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

5. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.

6. Inspecting and replacing where indicated, all mechanical components including, but not limited to: patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

7. Returning the equipment to the operating condition defined in Section 3.

CONFORMANCE STANDARDS.

8. Providing documentation of services performed.

PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it’s agreed upon price, unless specifically stated in writing otherwise.

B. The contractor shall furnish all backup documentation, including photographs of all measurements and calibrations, to ensure that the system is performing in accordance with the Conformance Standards. The following specific system operation parameters shall be surveyed, and documentation provided to the COR during the first (1st) and sixth (6th) month of the contract base period and annually thereafter during the eleventh (11th) month of each subsequent option period.

7. PARTS:

The contractor shall furnish and replace parts to meet the uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new or re-built parts.

8. DOCUMENTATION/REPORTS

The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each FSR must 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 FSR Number/Log Number.

D. Date, Time, (starting and ending), Equipment Downtime and ours-On-Site for Service call.

E. VA PO#(s) covering the call, if outside normal working hours.

F. Description of Problem Reported by COR/User.

G. Identification of Equipment to be serviced:

INV. ID# Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturer’s identification #s.

H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including:

Labor and Travel, Parts (with part #s) and Materials and Circuit location of problem/corrective action.

I. Total Cost to be billed.

J. Signatures:

1. FSE performing services described.

2. VA Employee who witnessed service described.

K. Equipment downtime

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR

BEFORE SERVICE IS COMPLETED.

9. REPORTING REQUIREMENTS:

The contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. All FSRs shall be submitted to the equipment user for an “acceptance signature” and to the COR for an “authorization signature”. If the COR is unavailable, a signed, authorized copy of the FSR will be sent to the COR after the work which can be reviewed (if requested or noted on the FSR).

10. PAYMENT:

Invoices will be paid in arrears on a monthly basis. Invoices will be uploaded electronically via Tungsten Network per VA requirements

The paying office is: VA Finance Service Center (FSC), P.O. Box 149971, Austin, TX 78714.

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

INVOICE REQUIREMENTS. Payments will be made by the VA, paid directly to the contractor, in accordance with the Prompt Payment Act. Invoices shall be submitted electronically to the FSC in Austin, Texas. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

Name of business concern and invoice date.

Contract number.

Purchase Order number.

Price, payment terms and any discounts, rebates or concessions that apply.

Delivery terms (FOB Destination).

11. ADDITIONAL CHARGES:

There will be no additional charge for time spent on the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

12. 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.

13. CONDITION OF EQUIPMENT:

The Contractor accepts responsibility for the equipment described in Section 1. EQUIPMENT, in “as is” condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

14. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must 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.

https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.tungsten-network.com%2Fcustomer-campaigns%2Fveteransaffairs%2F&data=04%7C01%7C%7Ce2d4d705b4694e021d7908d8b8bfb33c%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637462480768267231%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=nLP4ZjGdIvaNEzUXStG1Cjs81aH7ABKwN6Zz%2FM5saB4%3D&reserved=0

C. The FSEs, shall be authorized by the contractor to perform the maintenance services. “Fully Qualified” competent FSEs shall perform all work. Upon written request by CO/COR 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 VAMC. 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 VAMC 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 VAMC equipment.

D. If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed changed in subcontractor(s) to the CO for approval/disapproval.

15. TEST EQUIPMENT:

Upon written request by CO/COR after award, the contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment, which is to be used by the contractor on VAMC’s equipment. This certification shall also be provided on a periodic basis when requested by the CO/COR. Test equipment calibration shall be traceable to a national standard.

16. 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.