36C24923Q0009.docx

TVHS Biomedical Engineering

GENERAL INFORMATION

Network Contracting Office 9 (90C) 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist L. Kyle Love loren.love@va.gov 615-225-6456

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE

36C24923Q0009

On behalf of the Alvin C. York VA Medical Center, Network Contracting Office (NCO) 9 is issuing this Intent to Sole Source. THIS IS NOT A REQUEST FOR QUOTE (RFQ) AND NO SOLICITATION IS AVAILABLE. The Department of Veterans Affairs intends to award a Firm Fixed Price award to a single source under the authority of FAR 6.302-1(a)(2)(ii), Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements, to PROAIM America’s, LLC.

The prospective contractor shall provide factory-recommended full-service maintenance and repair on the Carl Zeiss Meditec, Inc. “Artevo 800” surgical microscope located at the TVHS, Alvin C. York VA Medical Center, 3400 Lebanon Pike, Murfreesboro Tennessee, 37129. NCO 9 intends to award this requirement as a sole source purchase order under the provision of Federal Acquisition Regulation (FAR) 6.302-1 to PROAIM America’s, LLC. Based on market research, the required service can only be purchased from PROAIM America’s, LLC. According to the Original Equipment Manufacturer (OEM), Carl Zeiss Meditec, Inc., the “Artevo 800” surgical microscope is a Proprietary Source Product, and support is provided to the Department of Veteran Affairs solely by PROAIM America’s, LLC. Therefore, the sole source award to PROAIM America’s, LLC is in the best interest of the government. The North American Industry Classification System (NAICS) code for this requirement is 811210 (formerly 811219) with a size standard of $30 million. This notice of intent is not a request for proposals or quotes. Any vendor who believes it can meet the requirement as stated herein may submit a response, which will be considered only if received by October 17, 2022, at 08:00 am CDT. Responses to this posting must be in writing and submitted to loren.love@va.gov. A determination not to compete the proposed order based upon the responses to this notice is solely within the discretion of the government.

SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR 52.204-7: System for Award Management. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

Special Notice Special Notice

Special Notice

STATEMENT OF WORK (SOW)

Tennessee Valley Healthcare System (TVHS) Zeiss Artevo 800 Surgical Microscope Service and Maintenance Contract

For the Support Period:

Base Year: Dec 6, 2022 – Dec 5, 2023 Option Year 1: Dec 6, 2023 – Dec 5, 2024 Option Year 2: Dec 6, 2024 – Dec 5, 2025 Option Year 3: Dec 6, 2025 – Dec 5, 2026

1. Introduction: The purpose of this contract is to establish a service and maintenance agreement for an existing surgical microscope, the Zeiss Artevo 800 system, owned by TVHS at the Murfreesboro VA Medical Center location. This contract includes both preventive maintenance (PM), also known as scheduled services or periodic maintenance, and corrective/ emergency maintenance (ah-hoc repairs) for one existing Zeiss Artevo 800 Surgical Microscope system located at the TVHS Murfreesboro campus (in Surgery). The specific terms and requirements for the PM and corrective/ emergency maintenance services are detailed in this Statement of Work (SOW) and shall be met by the Contractor.

Section 6. Equipment Listing details all equipment that shall be covered and maintained by the Contractor as part of this service and maintenance contract.

2. Requirements:

a) Preventive Maintenance Requirements:

i. Equipment Due for PM: PM services shall be completed by the Contractor for all equipment listed in section 6. Equipment Listing.

ii. PM Frequency: PM services shall be completed Annually as detailed in this SOW and in accordance with Original Equipment Manufacturer (OEM) requirements. Contractor shall complete PMs based on the PM month schedule set forth by TVHS VA Biomedical Engineering (also detailed in Section 8. Equipment Listing). Contractor may only change PM month if authorized by the Contracting Officer Representative (COR). PM shall never lapse more than 12 months from previous date of PM.

iii. All PMs shall be conducted per OEM recommended procedures and protocols (no exceptions). All PMs shall be conducted pursuant to OEM hardware and software specifications as detailed in the applicable OEM service manuals for the Artevo 800 system.

iv. Contractor shall provide (as part of this service and maintenance contract), at no additional cost to the Government, all necessary service parts (including shipping and handling costs), labor, and travel required to complete PM services. The Contractor shall provide any required PM kits required to complete PMs successfully and in accordance with OEM PM procedures and protocols. Contractor shall have any required software and tools required to complete PM. VA will not furnish maintenance software and tools.

v. PMs shall be performed by a factory (OEM) trained service representative/service technician (no exceptions). These service individuals must be factory trained on all items listed in the equipment schedule (no exceptions). Documentation shall be provided to the Contracting Officer with the bid certifying that the service representative or service technician has been trained and certified in the performance of this work by the OEM. Contractor shall provide OEM training certificates for any personnel that will be conducting PM services for this contract. Service representatives/ technicians that are not factory trained and or do not have up to date (non-expired) OEM training certificates will not qualify to work on the Artevo 800 Surgical Microscope system at TVHS.

vi. PM Service Hours: All PM services shall be performed during normal VA working hours of 8:00 a.m. to 5:00 p.m. (Central Time). Deviations must be approved in advance by Contracting Officer (with concurrence from the COR).

vii. PM inspections will be made in accordance with schedules as defined in this SOW. During the PM visit (as part of this service and maintenance contract), the Contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer's factory specifications (at no additional cost to the Government). Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time (during PM).

viii. PM procedures used to perform work under this contract are required to be submitted. Two copies of the PM procedures used must be presented in writing to the Contracting Officer (CO) within 10 days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment.

ix. During the PM visits, the Contractor will replace such parts as may be necessary for the satisfactory functioning of the equipment. Contractor shall be able to certify that equipment is safe for patient and or laboratory analysis use after completion of PM services.

x. The Contractor shall call Biomedical Engineering Points of Contact listed in section 5. Progress and Compliance two (2) days in advance to confirm that the equipment can be serviced at a time that is agreeable to the VA and the Contractor.

b) Corrective (Emergency) Maintenance:

i. Equipment: Contractor shall cover corrective/ emergency maintenance services for all equipment listed in section 6. Equipment Listing.

ii. For each corrective/ emergency service visit, initiated at the request of the Contracting Officer, the Contractor shall furnish all labor, material, repair parts, equipment, and travel necessary to correct any equipment to operational condition. Contractor shall have any required software and tools required to complete corrective/ emergency maintenance. VA will not furnish maintenance software and tools. The contractor shall guarantee that at the conclusion of any corrective/ emergency maintenance performed that the equipment meets OEM factory specifications and is safe for patient care and/or laboratory analysis.

iii. Repair Exclusions: Contractor is required to complete equipment repair for all reasons except those detailed below. If the Contractor determines any repair is excluded, they shall communicate with the CO and not perform work and/or invoice for excluded services that are outside the scope of this SOW.

· Broken equipment due to misuse, abuse, or improper use. Contactor shall be able to provide evidence of misuse, abuse, or improper use to the CO in order to justify not covering a repair call on the Artevo 800 equipment.

· Basic cleaning and maintenance for which VA personnel are responsible for (as detailed in the user’s manual).

· Broken equipment due to equipment relocation activities.

iv. After each service call, the Contractor is required to submit a list containing each part installed to the Biomedical Engineering Points of Contact.

v. The contractor is required to provide the Biomedical Engineering Points of Contact with any service representative's name, address, and phone number so TVHS can obtain emergency maintenance service after normal VA working hours. The contractor is responsible for notifying Engineering Department within 24 hours of any changes in the emergency response information.

vi. Coverage Hours: Emergency service coverage will be 8:00 a.m. to 5:00 p.m. (Central Time), Monday through Friday. Any service not covered under this contract must have prior approval of the CO before any work is performed (otherwise the Contractor is liable for any unapproved work costs). Thirty (30) minute response time by phone and 24-hour response time on station is required. Response time is defined as time vendor is first notified until time vendor responds.

vii. Response Time: On-site response by a factory trained Field Service Engineer (FSE) / Technician is required within 24 hours of corrective/ emergency maintenance request.

viii. Telephone Support: Technical Support via phone shall be available 5:00 a.m. – 5:00 p.m. (Pacific Time), Monday through Friday. VA shall receive service callbacks within 30 minutes of initial call to technical support line.

c) Modifications and Updates: Contractor shall provide and apply/ install any OEM authorized software updates and modifications (to include parts) that are available for the Artevo 800 system as part of this Service and Maintenance Contract (at no additional cost to the Government). Major software upgrades are excluded. Contractor shall provide any travel, accommodations, labor, and software required to install/ implement newly released updates (including updates required to maintain safe equipment operation) during normal business hours (shall coordinate with VA COR for scheduling). "Updates” are defined as all modifications, changes, and enhancements which Company elects to incorporate into and make part of the Software and does not separately price or market. "Software" is defined as software and/or firmware which is manufactured by and supplied to Customer by Company. Any additional professional services, such as for clinical applications training, post implementation training, etc., are excluded from this contract (would need to be procured separately).

d) General Contract Requirements:

i. Only FSEs/ Technicians that are factory trained (with current, non-expired training) shall be allowed to work on the equipment covered by this contract (no exceptions). The Contractor is required to present training certifications to prove FSEs have the training necessary to service the equipment. The Contractor shall certify that any FSE provided to conduct equipment maintenance (including PMs) shall be factory trained. All training certificates need to be provided to TVHS (Biomedical Engineering Points of Contact and KO) for each FSE that will work on the equipment prior to those FSEs being dispatched to TVHS.

ix. The Contractor shall possess all tools, service manuals, and maintenance software necessary in order to conduct PMs and corrective maintenance on the equipment covered by this contract per manufacturer specifications. The Contractor shall have the ability to access all necessary equipment software and operating systems in order to conduct PMs and corrective maintenance (for all devices covered by this contract, no exceptions). If it is found that a Contractor lacks certain software access, tools, skills, or training in order to complete PMs and Corrective Maintenance per manufacturer specifications, the Contractor may be liable for the costs of this contract.

x. Equipment and Maintenance Tracking: While TVHS Biomed has its own maintenance tracking system, the Contractor shall have a method/ software system capable of tracking the maintenance of the equipment covered by this contract. The Contractor shall be able to provide PM and maintenance history reports upon request by VA.

xi. For services that will be performed during normal working hours, the Contractor (or Representative) shall sign-in at the Biomedical Engineering Section office at the Murfreesboro Campus, Bldg. 5, Room G27 (Biomedical Engineering). Contractor personnel are required to check in with TVHS Biomedical Engineering staff upon arrival and are required to sign-out before leaving. Contractors shall present a service ticket/ report for all work performed within 2 days of completed work. Service tickets and reports shall be sent to TVHS Biomedical Engineering electronically via email.

3. References: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The listed equipment shall be maintained in accordance with the manufacturer's standards and/or specifications. PM inspection/repair procedures shall be in accordance with the manufacturer's specifications.

4. Delivery: This contract shall allow for unlimited visits for corrective/ emergency maintenance and repairs. The Contractor, as part of this service and maintenance contract, shall incur all associated costs with corrective/ emergency repair to include travel, parts, maintenance software, tools, and labor. One PM annually (unless PM month is changed with approval from the COR) and telephone technical support 5:00 a.m. -5:00 p.m. (Pacific time), Monday through Friday.

a. Reporting Requirements: The Contractor shall be required to report to Biomedical Engineering to log in during normal working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible service ticket/ report, which shall be sent to the Biomedical Engineering Points of Contact electronically via email. The FSE shall be required to log out with Biomedical Engineering and submit the service reports to the COR and or other Biomedical Engineering Points of Contact.

5. Progress and Compliance:

a. All field service reports 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 copy of the field service report will be sent to the COR after the work is performed.

b. Biomedical Engineering Points of Contact

VA Biomedical Contact Person(s): Dale Gambino Location (Building/Room Number): Building 5, Room G27, Murfreesboro Campus Telephone Number: (615) 225-2890 Cell Phone: (615) 517-4812

VA Biomedical Contact Person(s): Elizabeth Byers Location: Building 5, Room G27, Murfreesboro Campus Telephone: (615) 225-2880 Cell Phone: (615) 456-9810

VA Biomedical Contact Person(s): Wade Sidley Location (Building/Room Number): Building 1, Room E-01, Nashville Campus Telephone Number: (615) 873-6887 Cell Phone (GFE): (615)-525-7925

VA Biomedical Contact Person(s): Carson Helton Location: Building 5, Room G27, Murfreesboro Campus Cell Phone: (615) 997-7276

Contractor -- Provide telephone number(s) to call for your Service Department:

Provide name(s) of authorized contact person(s):

c. Laboratory Points of Contact

VA Laboratory Contact Person(s): Barry Mortenson Telephone Number: (615) 225-2840

d. The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer’s specifications. Such documentation shall meet the guidelines as set forth in paragraph 3, References. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

1. Name of contractor.

2. Name of FSE who performed services.

3. Contractor service ESR number/log number.

4. Date, time (starting and ending), equipment downtime, and hours on-site for the service call.

5. VA purchase order numbers(s) covering the call if outside normal working hours.

6. Description of problem reported by COR (If applicable).

7. Identification of the equipment to be serviced:

a. Inventory ID number

(a) Manufacturer’s name

(b) Device name

(c) Model number

(d) Serial Number

(e) Any other manufacturer’s identification numbers

8. Itemized Description of Service Performed including Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.

9. Total Cost to be billed (If Applicable --i.e., part(s) not covered or service rendered after normal hours of coverage).

10. Signatures:

a. FSE performing services described.

b. VA Employee who witnessed service described.

e. Payment: Invoices will be paid in arrears on an annual (one payment per year).

6. Equipment Listing:

7. Terms and Conditions:

a. If the Contractor maintains that the problem is with the calibrators, operator error, abuse, misuse, or controls, the burden of proof is on the Contactor. If the equipment, however, is found to be at fault, the Contractor is required to pay for all tests sent out during the dispute period.

b. Stocking of Parts: Contractor shall maintain a sufficient stock of all parts meeting or exceeding the OEM’s design and specification needed for repair and maintenance of the equipment or be able to secure needed parts within one calendar day. VA reserves the right to inspect the contractor's facility to confirm the parts are locally available. All necessary replacement parts to complete PM or corrective maintenance services shall be included as part of this service and maintenance contract.

c. Only new, standard parts shall be furnished by the Contractor. All parts shall be of current manufacture and have versatility with presently installed equipment. Only manufacturer parts are allowed. No substitutions. All newly installed replacement parts become the property of the Government. Replacement parts are to be disposed of by the Contractor after obtaining approval from the Contracting Officer’s representative. Any worn or defective part will be replaced free of charge. Operating and consumable supplies are not part of this contract. Contractor shall maintain sufficient stock of all parts needed for repair and maintenance of the equipment or be able to secure needed parts within one calendar day. VA reserves the right to inspect the contractor's facility to confirm the parts are locally available.

d. The VA Medical Center will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

8. Evaluation Factors: The Contractor shall be able to meet all of the evaluation criteria included in the Evaluation Factors document included in the procurement package.

9. Period of Performance:

Base Year: Dec 6, 2022 – Dec 5, 2023 Option Year 1: Dec 6, 2023 – Dec 5, 2024 Option Year 2: Dec 6, 2024 – Dec 5, 2025 Option Year 3: Dec 6, 2025 – Dec 5, 2026

10. Place of Performance:

Murfreesboro VA Medical Center (part of TVHS) 3400 Lebanon Rd Murfreesboro, TN 37129

(615) 867-6000

Location of Equipment: Surgery

11. Authorized Services: Only those 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.

The Contractor is liable for any additional (or out of scope) work completed that was not previously approved by the Contracting Officer.

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