36C25223Q1009.docx

Special Notice Special Notice

GENERAL INFORMATION

GLAC (69D)

115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

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DESCRIPTION

Under Statutory Authority 41 U.S.C. 1901, the Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Systec Ltd. of Wisconsin for a service contract for preventative maintenance and any additional corrective services on the Nurse Call/Code Blue System in use at the Clement J. Zablocki VA Medical Center (VAMC), 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 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 one 12-month base year contract and three option renewal periods. The NAICS Code is 811210.

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 9:00 AM (local time) October 13, 2023. 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 Office will proceed with the sole source negotiation with Systec Ltd. of Wisconsin Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED.

Statement of Work Nurse Call and Code Blue Service

PURPOSE

The Clement J. Zablocki VA Medical Center, (VAMC), 5000 W. National Avenue, Milwaukee, WI, requires a service contract for maintenance on the following equipment:

The service agreement would be for a base year with three option renewal periods to be exercised at the discretion of the government.

SCOPE

(1) Summary: This service contract is for an initial one-year term but may be renewed annually for up to 3 years. It provides preventative maintenance and any additional corrective services needed on the specified equipment at the Clement J. Zablocki VAMC, Milwaukee, 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 local time, 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.

· 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.

· On-site emergency services- within four hours of notification and 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 in order 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 from the COR to perform repair work at later date and time.

3. Maintenance to include without limitation:

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 service calls.

· When an emergency situation arises, the 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, the VA will determine a later time when repair should be completed.

TRAINING AND DOCUMENTATION

· Provide documentation of all preventative and corrective work done on a monthly basis

· Provide documentation of calibration certification of all test equipment upon request of the VA and 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 the 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 shall provide system engineering changes for bug-fixes.

(6) Services and parts not covered by contract: The Contractor is not responsible for part replacements from “Acts of God”, such as damage caused by lightening, floods, fire, etc.

(7) Qualifications: To be determined qualified, the Contractor must meet The Joint Commission requirements. The contracted personnel shall be OEM factory trained to work on equipment being serviced. The contractor shall provide job title, job description, and qualifications of personnel that will or may provide service to the medical center. 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 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 shall 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 shall report to Biomedical Engineering, room 70-C9 prior to performance of service. On approved overtime, contractor shall report to Police Dispatch, Building 111-East Entrance. The contractor's field service employee shall wear visible identification at all times 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.

Special Notice