36C24922Q0364.docx

SUBJECT*

621-22-4-4084-0059 Wall-to-wall inventory of all medical and information technology (IT) equipment

GENERAL INFORMATION

SET-ASIDE

James H. Quillen VA Medical Center

Corner of Lamont and Veterans Way

Dogwood Avenue

Mountain Home TN

CONTACT INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Ayslin Kennett ayslin.kennett@va.gov 615-225-6772

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Request for Information-Sources Sought Notice 36C24922Q0364

On behalf of the James H. Quillen VA Medical Center, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced contract for window washing. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541990.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these services, please provide the following information:

a. Organization name, address, point of contact, email address, Web site address, and telephone number.

b. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc.

c. Business type under North American Industry Classification System (NAICS) 541990, CAGE Code and DUNS Number.

d. Under which NAICS code does your company usually provide the requirements described in the Statement of Work - Please provide rationale for your answer if different from NAICS 541990.

e. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability.

f. Response to this Sources Sought shall not exceed 10 pages and should include all of the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

g. The government will evaluate market information to ascertain potential market capacity to:

i. Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements.

ii. Implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance.

iii. Provide services under a firm-fixed price contract.

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 8:00 am CT, May 26, 2022. All responses under this Sources Sought Notice must be emailed to Ayslin.kennett@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

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 Contract Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation.

Confidentiality. 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

MEDICAL AND IT EQUIPMENT INVENTORY SERVICES

JAMES H. QUILLEN VAMC, MOUNTAIN HOME, TN

AUGUST 15, 2022-NOVEMBER 15, 2022

1. INTRODUCTION AND SCOPE OF WORK

Objective: Contractor shall provide all tools, materials, transportation, and hotel costs necessary to conduct a thorough wall-to-wall inventory of all medical and information technology (IT) equipment at each facility location within the James H. Quillen VA Mountain Home Medical Center network to enhance the accountability of medical and IT equipment.

The James H. Quillen VA Mountain Home Medical Center network consists of one main campus, thirteen (13) outpatient clinics (CBOCs and ROCs), and two (2) veteran’s centers. The James H. Quillen VA Medical Center in Mountain Home, TN and associated clinics have approximately 20,264 line items to be inventoried. There were approximately 194 items that were not captured during the previous year’s inventory.

The team members shall work Monday through Friday from 0800 to 1700 daily, to include Saturdays when necessary. The inventory shall be completed within four (4) weeks.

2. GENERAL DUTIES

A. The contractor shall conduct a thorough medical and IT equipment inventory from the start to completion at each location of the James H. Quillen VA Mountain Home Medical Center network to enhance the accountability of medical and IT equipment to medical personnel.

B. The contractor shall conduct a virtual conference call with the James H. Quillen VA Mountain Home Medical Center’s Supply Chain Management personnel within ten (10) business days of the contract award. The agenda of this call shall include an introduction of key personnel as well as a brief overview of the contractor’s proposed schedule. Reference paragraphs “Schedule” and “Staff Plan”.

C. The inventory team members shall utilize a VA-provided inventory spreadsheet (provided by VA personnel upon contract award). Each of the team members shall be escorted by VA personnel throughout each facility to ensure maximum access to locations.

D. The project manager shall work with Supply Chain Management’s POCs to schedule locations and team member assignments prior to start of inventory.

E. Based on the layout of locations, the team members shall conduct inventories daily until completion at each location.

F. Team members shall record the following data per equipment: room location, EE number, brief description, manufacturer, model number, serial number, physical inventory date, and use status.

G. If equipment does not have a bar code ID, team members shall apply a generic bar code and record all necessary and available information.

H. The team members shall have laptops with scanners to capture all data electronically and provide up-to-date data daily. Once the team members have scanned and documented the equipment, they shall apply a color-coded sticker to show the item has been inventoried.

I. All items requiring further attention from each facility shall have a barcode. The stickers shall be in accordance with the facility’s regulations, not exceeding ½ inch in size and excluding previous years’ colors.

J. Upon completion of the physical inventory, the contractor’s team leader and project manager shall work together to reconcile any issues. The team leader shall validate the inventory findings with the AEMS/MERS file that is provided by the VA prior to the start of the inventory.

K. All data fields shall be complete and contain all pertinent information for each item inventoried.

L. All deliverables as described in paragraph entitled “Reporting” shall be provided to the facility COR within ten (10) business days after completion of the physical inventory.

M. Each facility’s personnel will be responsible for updating all AEMS/MERS records through internal VA systems.

Un-Tagged Equipment: All equipment that is un-tagged and requires new entry into the master file shall receive a barcode. The barcode will be used to identify equipment in rooms needing follow-up attention and entry into AEMS/MERS by VA facility personnel. Contractor shall provide the Supply Chain Management staff with the un-tagged listing daily to ensure equipment is found quickly.

Schedule: The team members shall work Monday through Friday as well as on exception work Saturdays. Team members shall work from 0800 to 1700 daily (work times can change based on hospital times). If needed, the team members will work early or later hours to complete the inventory. Contractor shall provide transportation for team members and provide all vehicle information to the facility if requested. Contractor personnel shall not park in locations labeled as Patient Parking or Employee Parking but use the parking garage or lots labeled as “Open Parking”. The facility shall provide personnel to assist team members at all locations per the statement of work. One VA staff member shall be designated as the POC for each location, but the inventory team may work with several VA staff members. Smoking, vaping, dipping or any use of tobacco products is not permitted on VA property.

Reporting: When needed, daily summary sheets shall be provided and shall include variances in current facility records. Upon completion of the inventory, the COR and Supply Chain Management POCs shall receive a complete Excel spreadsheet with daily inventories as well as a complete wrap-up of all items inventoried. All VISN required reports will be provided upon completion of the inventory to include an initial report, in-brief, out-brief, and an exceptions report. With the use of the electronic inventory results, VISN personnel will be able to make immediate corrections to allow for accurate equipment accountability. A final report in Microsoft Excel shall be provided and include the following: contractor scans, un-reconciled equipment details, and an unreadable tag report.

Staff Plan: Contractor shall provide the required number of inventory team members to conduct the inventory and assign a team lead to each team. The team members shall remain assigned to each location for the duration of that facility’s inventory. In addition to the inventory team members, the contractor shall use a project manager throughout the contract. The project manager shall perform a quality assurance audit of all large, complex tasks. Specifically, as a task nears completion, the project manager shall compare the task goals to the task requirement specifications to determine any deviations (if any) and reasons for the deviations. The inventory audit shall assure that proper accountability is being conducted, required documentation has been developed, and the task status reports accurately reflect the status of the inventory.

3. REFERENCES

VA DIRECTIVE 7002, LOGISTICS MANAGEMENT POLICY; VA HANDBOOK 7001, GENERAL ACQUISITION AND MATERIEL MANAGEMENT PROCEDURES; VHA HANDBOOK 1761.02 INVENTORY MANAGEMENT; VA HANDBOOK 7346, UTILIZATION AND DISPOSAL OF PERSONAL PROPERTY PURSUANT TO EXCHANGE/SALE AUTHORITY; FEDERAL PROPERTY MANAGEMENT REGULATIONS

4. DELIVERY

Wall-to-wall inventory shall be completed throughout the James H. Quillen VA Medical Center network within four (4) weeks from the agreed-upon kick-off date as verified during the scheduled conference call to take place no later than ten (10) business days from contract award.

5. PROGRESS AND COMPLIANCE

All services shall be in coordination with the service’s selected COR and Supply Chain Management POCs, and a report of services shall be provided to the COR upon completion or as requested.

Payments shall be invoiced through OB10/Tungsten, approved by the COR, and certified by the Certifying Official upon successful completion of the project and satisfactory receipt of invoices to the COR and Contracting Officer.

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