36C25223Q0470.docx

SUBJECT*

Intent to Sole Source - Hitachi Microscope maintenance - 607

GENERAL INFORMATION

SET-ASIDE

Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago IL 60064

POINT OF CONTACT*

Contracting Officer Donald St. Onge donald.st.onge@va.gov 414-844-4828

PLACE OF PERFORMANCE

William S. Middleton Memorial Veterans Hospital

2500 Overlook Terrace

Madison WI

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

The Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) in Milwaukee, WI intends to negotiate a sole source contract with Hitachi High Technologies America, Inc. to provide semi-annual preventive maintenance and repairs to the Hitachi Electron Microscope Model H-7650 at William S. Middleton Memorial Veterans Hospital in Madison, WI.

This contract will be for a one year period, with four one year options to extend services. This procurement is being conducted in accordance with FAR 6.302-1, Only One Responsible Source and no other supplies or services will satisfy the agency requirements. The contract will be firm fixed price and the NAICS code is 811210.

This Notice of Intent is not a request for competitive proposals. 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, services and capabilities as well as references from other customers who are using these products and services to maintain a Hitachi Electron Microscope Model H-7650, to the contracting officer NLT 10:00AM Central, 22 March 2023. Supporting evidence must be submitted in sufficient detail to demonstrate the ability to comply with the above requirements and attached Statement of Work, to include access to OEM parts for repairs. Information must be emailed to Donald.st.onge@va.gov. Responses received will be evaluated; however a determination by the Government to not compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with Hitachi High Technologies America, Inc.

STATEMENT OF WORK

Service Contract: Hitachi Electron Microscope H-7650-III

1. Scope Contractor shall furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, travel, etc., for complete On-Site Maintenance and Service of the Hitachi Electron Microscope Model H-7650.

2. Equipment Equipment to be serviced/maintained includes:

Hitachi Electron Microscope Model H-7650 Serial Number: 0130-03 Location: William S. Middleton Memorial Veterans Hospital, Madison, WI - Lab Service Room DB1-231

3. Period of Performance Base Year: 15 July 2023 – 30 June 2024 Option Year One: 1 July 2024 – 30 June 2025 Option Year Two: 1 July 2025 – 30 June 2026 Option Year Three: 1 July 2026 – 30 June 2027 Option Year Four: 1 July 2027 – 30 June 2028

4. Place of Performance Lab Service Room DB1-231 William S. Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705

5. Specific Tasks

a. Task 1 – Scheduled Maintenance

1) The contractor shall maintain and repair the Hitachi Microscope equipment in accordance with manufacturer’s recommendations and standard commercial practices. The Contractor shall perform Preventive Maintenance (PM) and Certification service to ensure that equipment covered herein is in proper working order. The Contractor shall conduct thorough technical inspections of the equipment covered. Within ten (10) days after contract award, the Contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting the equipment. This checklist is subject to COR approval. The Contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) to the COR at the completion of the PM. The Contractor shall perform PM services twice annually. Preventive maintenance is to be scheduled with the COR or their designee during normal business hours (Monday through Friday, 7:00am – 3:30pm).

2) PM services shall be performed in accordance with the schedule established between the Contractor and the COR. Any changes to the PM schedule shall be coordinated with and approved in advance by the COR.

3) All parts, services, manuals, tools, or software required to successfully complete scheduled PM are included.

4) Upon completion of PM and an electrical safety inspection, the FSE shall tag the equipment with the appropriate labels used by each facility, if required by the facility. The FSE shall fill-in label sections for: date of inspection, date next due, and initials of FSE. Labels shall be provided to the FSE when reporting (signing-in) to Biomedical Engineering.

5) PM Tasks, including inspection and cleaning of equipment, cleaning and/or replacement parts and confirming equipment is in full operating condition:

a) Provide cleaning of the Wehnelt, Glass Liner, C1 Lens, C2 Lens, C3 Lens, Condenser Stigmator, Objective Stigmator, Objective Lens, Pemming Gauge (when needed), Specimen Exchange, and Objective and Condenser Aperture (replace if necessary).

b) Inspection of Column alignment and image, water system and filter, and stage tilt for proper operation.

c) Test and identify worn parts and/or parts which are likely to become faulty, fail or worn that require replacement.

d) Replace/change filament, roughing pump oil, roughing pump filters (when needed).

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

f) Providing documentation of services performed.

b. Task 2 – Unscheduled Maintenance (Emergency Repair Services)

1) The Contractor shall maintain the equipment listed herein in accordance with Paragraph 6 of this Statement of Work (“Conformance Standards”). The Contractor shall provide repair services which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All parts required to complete these emergency repairs shall be funded separately from the preventive maintenance.

2) The CO, COR or a previously designated alternate has the authority to approve/request a service call from the Contractor.

3) Response Time: If the equipment needs emergency service/repair, the Contractor's Field Service Engineer (FSE) shall respond by phone to the COR or his/her designee within (4) hours after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within (4) hours (during the hours of coverage) after receipt of this notification or completion of phone support and will proceed progressively to completion of repairs without undue delay.

4) There shall be no additional charge to the Government for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts to complete emergency repairs.

6. Conformance Standards. Contractor shall ensure that the equipment listed herein functions in conformance with the latest published edition of NFPA-99, UL, OSHA, AAMI, and VA standards. Contractor shall also ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement.

7. Parts. The Contractor shall furnish and replace parts to meet uptime requirements. If parts cannot be furnished to meet these requirements, the COR shall be notified immediately. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the Contractor and guaranteed against defects and/or failure for a period of 1 year from installation of the component. Contractor shall furnish all parts and consumables needed for preventive maintenance services at no extra cost. All parts for emergency repairs shall be invoiced and paid separately from preventive maintenance services and parts.

8. Service manuals/Tools/Equipment. The VA shall not provide tools, (test) equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to their FSEs all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to complete the services required herein. The location and listing of the service data manuals by name and/or manuals themselves shall be provided to the Contracting Officer upon request.

9. Documentation/Reports. Documentation shall include legible and detailed descriptions of scheduled and unscheduled maintenance procedures performed, including parts replaced to maintain the equipment in accordance with Paragraph 6 of this Statement of Work (“Conformance Standards”). The contractor’s Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate contracts. Each ESR must, at a minimum, legibly document the following data in complete detail:

a. Name of Contractor and Contract Number.

b. Name of FSE who performed services.

c. Contractor service ESR number/log number.

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

e. Description of problem reported by COR/End User (if applicable).

f. Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer’s name, device name, model number, serial number and any other manufacturer specific information or identification information.

g. Itemized descriptions of service performed including labor, parts (with part numbers), materials and circuit location of problem/corrective action.

h. If there is a repair service required that the vendor considers to be outside of the scope of the contract, detail reasoning and provide quote for the service. Any additional charges outside of the scope of this contract must be approved by the Contracting Officer before services are performed.

i. Signatures of FSE performing services and a VA employee who witnessed the services provided.

10. Reporting Requirements. The Contractor shall report to Biomedical Engineering and/or Lab Service to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to Biomedical Engineering and/or Lab service. All ESRs 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 ESR shall be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

COR: Carrie Norton, 608-256-1901 x11741 POCs: Heidi Stingley, 608-256-1901 x11715 or x11943 Anna Fox, 608-256-1901 x11715 or x11943

Location: Main VA Hospital, Room 231 on DB1-level

11. Condition of Equipment. The Contractor accepts responsibility for the 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.

12. Test Equipment. Prior to commencement of work on this contract, the Contractor shall provide the COR with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on the equipment covered under this contract. This certification shall also be provided on a periodic basis, as requested by the CO or COR. Test equipment calibration shall be traceable to a national standard.

13. Reporting Services Required that are Beyond the Scope of the Contract. The Contractor shall immediately, notify the CO and COR (in writing via email) 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 this contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

14. Hours of Coverage. Normal hours of coverage are Monday-Friday from 7:00am – 3:30PM, excluding holidays. All services/repairs shall be performed during normal hours of coverage. If the contractor requests to perform work outside of the normal hours of coverage, it is at no cost to the Government and must be approved in advance by the COR. The Contractor is not required to provide service on the following holidays, nor will the Contractor be paid for these holidays. The following holidays are observed by the Federal Government:

15. Identification, Parking, Smoking, and other regulations. The Contractor's employees shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the clinic manager. The VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

16. Personnel Qualifications.

a. Contractor staff assigned to this contract shall include, at a minimum, one ‘fully qualified’ FSE and one additional backup ‘fully qualified’ FSE.

b. ‘Fully Qualified’ is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment specified herein. For field experience, the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable to Hitachi H-7650 EM scope.

c. The FSEs shall be authorized by the MANUFACTURER to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for Hitachi H-7650 EM scope. 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 equipment under this contract. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment outlined herein.

d. Contractor will attend an orientation meeting as arranged by the Contracting Officer’s Technical Representative (POC). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the Contractor regarding these topics and will document the meeting): Fire and Safety, Infection Control, Disaster procedures & Green Environmental Management System (GEMS).

17. Performance Monitoring

18. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The government will not provide any equipment to the contractor. The Contractor will need to supply their own tools for execution of this contract. Contractor shall be responsible for securing contractor-owned and VA-owned equipment at all times. Any lost or stolen equipment must be reported as soon as it is known to the COR.

19. Other Pertinent Information or Special Considerations. The Contractor will be responsible to ensure Contractors employees providing work on this contract are fully trained and completely competent to perform the required work.