36C25222Q0705.docx

Special Notice Special Notice

GENERAL INFORMATION

Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist Della Bond della.bond@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Hamilton Medical, Inc. for the Hamilton Ventilator Services at the Edward Hines, Jr. VA Hospital located at 5000 South 5th Avenue Hines, IL 60141-5000.

This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus (4) four option year contract. The NAICS Code is 811219.

This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 10:00AM (CST) 06/29/2022. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. 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 Officer will proceed with the sole source negotiation with the NCH Corporation.

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Della Bond at della.bond@va.gov TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED.

STATEMENT OF WORK

Hamilton Ventilators Equipment Maintenance

1. SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide calibration, preventative maintenance, and unlimited on-site corrective maintenance of the Hamilton Ventilators owned by the Hines VA and used by the Intensive Care Units at the medical facility. The Place of performance is the Edward Hines, Jr. VA Hospital (Hines VA) located 5000 South 5th Avenue Hines, IL 60141-5000. This contract shall be for a base plus 4 option years.

2. QUALIFICATIONS: To be considered eligible for consideration, offerors shall have a field service representative that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment listed below in section B: Equipment. The contractor shall provide documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contractor shall provide a two (2) hour response time over the phone and a 48-hour response time to urgently repair of the ventilator equipment.

3. SERVICES TO BE PROVIDED:

A. General:

1) Contractor shall provide the necessary manpower and supervision to properly execute the maintenance and repair of the equipment listed below in section B: Equipment.

2) A “Field Service Report” (FSR) shall be generated and a copy given to the Hines VA Hospital’s Contracting Officer’s Representative (COR) or designee after each episode of scheduled or emergency maintenance. It is preferred that this FSR be provided electronically if possible.

3) Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced; the name of the Contractor Representative, and the services performed and parts replaced. The reports shall be delivered to the Biomedical Engineering COR via email.

B. Equipment:

C. Repair Schedule:

1) Scheduled work shall be required in the performance of this contract and shall be performed during the hospital’s normal business hours of 7:00 a.m. to 6:00 p.m. local time (Illinois), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. Federal Holidays observed by the Edward Hines, Jr. VA Hospital are:

Christmas Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the COR of the Hines VA and shall still be considered “normal business hours.” No work by the Contractor on Federal Holidays and no work on the weekend when the Federal Holiday is on the respective Monday or Friday shall be done. The Contractor shall obtain prior approval at least 24 hours from the COR. If such work shall be at the cost of the Hines VA, a separate purchase order number must be obtained by the Contractor prior to performing any “over-time” work. Work shall be scheduled in such as manner as to allow as little disruption to patient services in all campus buildings affected. On completion of billable work, the contractor shall provide timely billing of items that the Hines VA is responsible for per the service agreement.

2) If the contractor’s telephones are not answered by technical personnel, a technical maintenance representative shall respond by telephone to the Hines VA within two (2) hours of a service call from the Hines VA.

3) Technical Support shall be available over the phone 24 hours a day, 7 days a week and 365 days per year.

4) The Contractor shall furnish all tools and materials (e.g., service manuals, diagnostic software, etc.) required to maintain the equipment in top operating condition.

D. Preventive Maintenance:

1) Preventive Maintenance shall be performed by the contractor at the intervals that are in accordance with the manufacturer’s recommendations, but no less than annually.

2) The Contractor shall furnish any required materials, manuals, tools, etc. needed to perform Preventive Maintenance.

3) The Contractor shall have written procedures to be followed and documented evidence that each piece of equipment has been inspected according to those procedures.

4) All deviations from the Preventative Maintenance schedule shall be arranged in advance with the COR or their delegate.

E. Reporting Requirements:

The check-in is mandatory at Bldg. #228 (HTM OFFICE). When the service is completed, the Contractor shall document services rendered on a Field Service Report” (FSR).The Contractor shall be required to sign out with a representative from the Biomedical Engineering Department and submit the FSR(s) to the COR. ALL FSR’s shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature" of approval.

Hines VA phone number: This information shall be provided at time of award.

VA Biomedical Engineering Contracting Officers Representative (COR): This information shall be provided at time of award.

Special Notice