36C25225Q0596.docx

Special Notice Special Notice

GENERAL INFORMATION

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist Lori Eastmead lori.eastmead@va.gov 414-844-4840

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 L1 Enterprises for service on the Heidelberg Spectralis Ophthalmologic Cameras for preventive maintenance and emergency (unscheduled) repair at the Edward Hines Jr. VA Hospital, 5000 South 5th Avenue, Hines, IL 60141 and Joliet VA Clinic, 1201 Eagle St., Joliet, IL 60432, This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.501, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a one-year base period and four one-year option 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 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 services to the Contracting Officer by 9:00AM Local Time on 07/24/2025. 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 with 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 City of Danville.

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

STATEMENT OF WORK

Heidelberg Spectralis HRA + OCT ophthalmologic camera maintenance

1. SCOPE: The contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventive maintenance and emergency (unscheduled) repair of the Heidelberg Spectralis camera system at the Edward Hines Jr. VA Hospital, 5000 South 5th Avenue, Hines, IL 60141 and Joliet VA Clinic, 1201 Eagle St., Joliet, IL 60432, as identified on the attached equipment list (Attachment 1). This includes all models of Heidelberg equipment, and any future model added to the inventory. There will be no sensitive information involved with this contract.

2. CONTRACT PERIOD: This contract will be a base plus four option year contract with options to be exercised at the discretion of the government.

3. QUALIFICATIONS: To be considered eligible for consideration, offerors must have a field service representative that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on. Offerors/quoters must be authorized by the OEM to work on the equipment listed in Attachment 1, and all replacements must be new original OEM parts. Offerors/quoters must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. Offerors/quoters must also provide points of contact at three other medical centers with which they are or have been contracted to service equipment of the same or similar models as those listed in Attachment 1 in the last three years. Offerors/quoters must be able to provide 48-hour response time to urgently repair critical lab equipment.

4. 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 in Attachment 1.

2) A “Field Service Report” (FSR) must 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) All mobile media (i.e. flash drives, CD/DVD disks, etc.) that are required to complete the repairs on the equipment listed in Attachment 1 must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. If the vendor must connect a vendor-owned laptop to perform the repairs, they must show proof that the laptop has current anti-virus software and that a recent scan shows no infections on the laptop.

B. Repair:

1) All repairs will be performed during normal VA business hours, 8:00am to 4:30pm, local time, Monday thru Friday, except Federal Holidays, which include:

New Year's Day Birthday of Martin Luther King, Jr.

Washington’s Birthday

Memorial Day Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

NOTE: Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as national holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a federal holiday.

If work must be performed outside of normal business hours, the contractor shall obtain prior approval from the Contracting Officer’s Representative (COR) or his/her designee. If such work falls on a National Holiday, service shall be paid separate from this contract. These hours shall be charged at the prevailing contractor non-business travel and labor rates. An obligation number shall be obtained prior to commencement of service. Service performed outside of the normal hours of operation at the request of the contracted field service engineer (FSE) shall be considered service during normal hours of coverage. Work outside of prescribed hours shall be approved by the COR or his/her designee.

2) The contractor shall provide unlimited phone support for the equipment listed in Attachment 1 and shall respond via phone within 4 hours of the placed call. For onsite support, the contractor shall arrive on-site for repair as soon as possible, but within 48 hours of placing a service call by the Department of Veterans Affairs.

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

4) All available software updates and upgrades for the equipment shall be included.

C. Preventive Maintenance:

1) Preventive Maintenance shall be performed by the contractor annually, as coordinate with the using service.

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

D. Documentation: A documentation package acceptable for Joint Commission purposes shall be maintained by the contractor and sent electronically to the COR. Required features include, at a minimum:

1) Date of service

2) Equipment Model

3) Equipment Serial Number

4) Location (Building/Room Number)

5) Service Representative Name

6) All work performed, including parts replaced

Preventive Maintenance – The contractor will perform PM according to manufacturer’s specifications. The contractor shall have written procedures to be followed and documented evidence that each piece of equipment has been inspected according to those procedures.

E. New Equipment: If new equipment or components are obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted equipment will be credited in the full amount if deleted before any maintenance or repair has been performed.

5. SPECIAL INSTRUCTIONS:

A. Contractor Check-In: The contractor’s representative will contact Biomedical Engineering at (708) 202-8387, ext. 21167, prior to performing service at the Edward Hines JR VA Hospital.

B. 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 representative, and the services performed, and parts replaced. The reports will be delivered to the Biomedical Engineering COR via email.

6. TERMS AND CONDITIONS:

A. User Responsibility: The contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

Attachment 1: EQUIPMENT LIST

Special Notice