36C25219Q0957-000.docx

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Service Nurse Call-Code Blue 53214-1476 36C25219Q0957 N 811213 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 Lori Eastmead Lori.Eastmead@va.gov Government Email The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Systec LTD of Wisconsin, Inc., for preventative maintenance and any additional corrective services needed as outlined in the Statement of Work. Equipment is located at the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin. This procurement is being conducted in accordance with FAR 12 & 13 Single- Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by September 12, 2019 @ 0900 (CT). Supporting evidence must be furnished in enough detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with General Electric.

Statement of Work for Nurse Call and Code Blue Service Contract

PURPOSE

The Milwaukee VA Medical Center is requesting to establish a service contract for maintenance on the following equipment:

The service agreement would be for 1 year starting 10/1/2019 through 9/30/2020 with renewal options for 4 additional years.

SCOPE

(1) Summary: This service contract is for an initial one-year term but may be renewed annually for up to 4 years. It provides preventative maintenance and any additional corrective services needed on the specified equipment at the Milwaukee VA Medical Center, as well as labor, travel, expenses, and parts for the preventative and corrective maintenance.

(2) Hours of Coverage:

· Monday through Friday, 7:00AM to 4:30PM CST, excluding locally observed holidays. If access is deemed necessary outside of these hours, these hours shall be charged at the prevailing vendor non-business travel and labor rates.

· For emergency calls, will be available 24 hours a day, 7 days a week. A call-back should be received within 30 minutes if emergency call is not answered immediately.

· For on-site emergency services, within four hours of notification will be on-site to complete repair.

(3) Specifications of Work:

MAINTENANCE AND PARTS

· All parts and software for preventative and corrective service maintenance of the Nurse Call and Code Blue Systems are covered

1. Parts shall be approved for use by the manufacturer of the systems

2. Software and hardware updates/upgrades shall be approved for use by the manufacturer of the systems

3. Contractor shall have on-site, comprehensive inventory of parts and components in quantities sufficient to resolve typical device failures to make necessary repairs

· All travel and labor are included for preventative and corrective service maintenance of the systems

· Annual preventative maintenance according to manufacturer specifications for Nurse Call System

1. All non-emergency services will be performed during normal work week unless otherwise authorized by the VA

2. Non-emergency services/repairs shall be completed at time of inspection unless contractor requests and obtains approval to perform repair work at later date and time

3. Maintenance to include, but not limited to:

a. Examination, cleaning, and verification of proper operation of all system components

b. Reviewing operating system software diagnostics to ensure that the system is operating to manufacturer’s specifications

c. Calibration and adjustment of system components

d. Acquisition and installation of software updates/upgrades

e. Perform database backups semi-annually

· Quarterly preventative maintenance according to manufacturer specifications for Code Blue System to be performed in March, June, September, and December

1. Testing of all buttons must be done within a 1-month timeframe and can occur during business or non-business hours

2. Testing shall include verifying the functionality of the system from button in room, reporting to nurse station, and secondary reporting to Police Department

3. Repairs to Code Blue system shall be performed, excluding the JCI connection that reports to the Police Department

· Contractor shall furnish and install or repair all items/components of the Nurse Call and Code Blue Systems, including items due to “wear and tear,” unless specifically excluded

1. Peripheral system components – patient stations, toilet/shower stations, dome lights, staff/duty stations, zone lights, etc.

2. Provide and install consumables as authorized by VA – pillow speakers, call cords, batteries, etc.

3. Control and head-end equipment as authorized by VA – servers, masters, power supplies, central hardware, etc.

· Contractor agrees to accept “as-is” existing condition of hospital’s Nurse Call and Code Blue System and related parts

TYPES OF CALLS

· Contractor shall render unlimited on-site non-emergency service calls

· Contractor shall render up to a total of seventy emergency service calls. Emergency service calls shall be divided into two categories based on day of week and time of day:

1. Category 1 (maximum 35): Emergency calls requiring work to be performed within the normal work week

2. Category 2 (maximum 35): Emergency calls requiring work to be performed outside normal work week

· When emergency situation arises, VA has the option to limit the extent of emergency services/repairs to minor adjustments and repairs required to protect the immediate safety of equipment and persons in and about the VA. If this option is exercised, VA will determine a later time when repair should be completed.

· Emergency service calls exceeding the included number shall be subject to the established required response times by category and billed at the established hourly rate

TRAINING AND DOCUMENTATION

· Provide documentation of all preventative and corrective work done monthly

· Provide documentation of calibration certification of all test equipment upon request of VA. Must be traceable to national standard.

· Provide on-site, system specific, orientation/instruction to VA personnel on system operations, system upgrades, revisions and additions. System operation reviews, specific to VA will consist of no less than four structured instructional hours per contract year when needed. On-site orientation/instruction on system upgrades, revisions, and changes shall coincide with completion of such work.

· Provide complete set of system documentation when any major changes take place or upon request of VA

(4) Guaranteed Uptime: This plan includes no uptime guarantee

(5) Updates: Vendor will provide system engineering changes for bug-fixes

(6) Services and parts not covered by contract: Contracting Officer (CO) or Contracting Officer’s Technical Representative (COR) authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract. Contractor shall provide a list of exclusions at the time of the proposal for VA review.

(7) Qualifications: The contractor must meet The Joint Commission requirements for proving competency of service provider. Contractor personnel shall be OEM factory trained and authorized to work on equipment they are servicing. The contractor shall provide job title, job description, and qualifications of all that will or may provide service to the hospital. 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 VA equipment. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. All service personnel will be aware of and compliant with Hospital policy and procedures pertaining to safety, fire, severe weather, and emergency procedures.

(8) Check-in and Identification: The contractor's representative will report to Biomedical Engineering, room 70-C9 prior to performance of service. On approved overtime, contractor will report to Police Dispatch, Building 111-East Entrance. The contractor's field service employee shall always wear visible identification while on the premises of the VA Medical Center.

(9) Safety Requirements: In the performance of this contract, all service personnel must use the “Universal Precautions” (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures. The Contracting Officer or designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken.

(10) Documentation Requirements: Service field reports shall be provided after the completion of each field service call. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor.