36C25522Q0376.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Susan D.Miller susan.miller99@va.gov

PLACE OF PERFORMANCE

VA St. Louis HealthCare System

John Cochran Division

915 North Grand Blvd.

St. Louis MO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described in the Statement of Work (SOW).

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Contractor’s Unique Identifier (SAM) (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described in the SOW.

The VA Network Contracting Office (NCO) 15 located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 has a requirement to obtain on-site full-service preventative maintenance and repair of two (2) Alcon Laboratories brand Centurion Vision systems for the performance of cataract surgery at the VA Medical Center, St. Louis MO. It is anticipated that a base one (1) year contract with up to four (4) one (1) year option years will be awarded. The government intends to award a firm fixed-price contract. Please see the SOW for details.

SPECIFIC RESPONSE INSTRUCTIONS:

· Please submit your response (capability statement) in accordance with the following:

· No more than 5 pages (excluding transmittal page). Include the name, email address and phone number of the appropriate representative of your company;

· Address if your firm has the capability to perform the required services for the equipment listed in the Statement of Work.

· Address how long it would take from the date of contract award for you to commence furnishing services.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Businesses (SDVOSBs) and Veteran Owned Small Businesses (VOSBs) are being sought based on the Veterans Administration requirement with Public Law 109-461, Vets First Contracting Program. However, if response by SDVOSB or VOSB firms proves inadequate, an alternate set-aside or full and open competitive solicitation may result. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811219 (Other Electronic and Precision Equipment Repair and Maintenance). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to susan.miller99@VA.Gov. All information submissions should be received no later than 10:00 am CST on Tuesday, July 5, 2022.

STATEMENT OF WORK (SOW)

GENERAL INFORMATION:

(1) Service Agreement: The St. Louis VA Medical Center is requesting to establish a service contract for maintenance and repair on the Alcon Centurion Vision systems used by Surgery at the John Cochran Division (JC). The facility is located at:

VA St. Louis Healthcare System John Cochran Division 915 N. Grand Blvd.

St. Louis, MO 63106

(2) Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete a once annually on-site full service planned maintenance and corrective maintenance (repair) of the equipment identified in Section II, in accordance with Manufacturer’s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.

(3) Background: This contract is issued to ensure the continuous reliability of the Centurion Vision System and ancillary equipment identified in the statement of work. The equipment is critical for optimizing cataract surgery at the VA Medical Center and the reliable and accurate operation of the equipment at all times is considered critical to the health of patients.

(4) Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. The contract will be for a period of one (1) year with options to extend for an additional four (4) one (1) year periods.

(5) Type of Contract: Firm-fixed-price

(6) Extension of Contract: This contract may be extended for up to four (4) one (1) year periods at the option of the VA in accordance with FAR 52.217 9, Option to Extend the Term of the Contract. Notice of an extension must be served in writing by the VA prior to the scheduled expiration date. An extension may be exercised subject to the continued acceptable performance and responsibility of the Contractor, the continued requirement for services, and the availability of funds.

EQUIPMENT TO BE SERVICED: Each of the following items is to be serviced in accordance with the specifications, terms and conditions of this contract.

SERVICES TO BE PROVIDED:

(1) The contractor shall provide preventative and corrective maintenance, including emergencies, on the specified Centurion systems.

(i) Summary of Services.

(ii) One annual preventative maintenance visit.

(iii) All parts and labor for the repair and maintenance of the system are covered Unscheduled service visits.

(iv) Modifications for safety or reliability.

(v) Equipment verification.

(vi) Emergency telephone consultation.

(vii) Participation in hand piece exchange program (includes 10 discounted hand piece exchanges per year per piece of equipment).

(2) Scheduled (Preventative) Maintenance.

(i) The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section B.4 (g) Conformance Standards. The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. This documentation shall be provided to the COR at the completion of the PM.

(ii) PM services shall be provided on an annual basis (1/year). Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the Contracting Officer. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM shall be included within this contract and it’s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized.

(iii) The Contractor shall notify the Surgery manager and the COR at least 48 hours in advance of the date of contemplated preventative maintenance inspection. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant.

(iv) The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) 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 the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

(3) Unscheduled Maintenance (Emergency Repair Service).

(i) The Contractor, Surgery, and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards. The contractor shall provide unscheduled service visits at no additional charge between the hours of 8:00 am and 5:00 pm CT Monday through Friday.

(ii) Emergency Repair Response time. Respond via telephone within two (2) hours of receiving a request for repair services and must be able to arrive on-site to perform diagnostics and repairs within twenty-four (24) hours after notification.

(iii) Only the CO, COR, or designated alternate has the authority to approve/request an unscheduled service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

(iv) Unscheduled telephone consultations are unlimited and incur no charge 24 hours/day, 7 days/week.

(v) Technicians responding for unscheduled emergency service must report to the COR, Surgery manager, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

(4) Parts.

(i) The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO and the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR or Alt COR.

(ii) No third party or grey market parts will be accepted.

(iii) No EXCLUDED parts are listed.

(5) Service Manuals/Tools/Equipment

(i) The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

(ii) The Contractor shall provide the COR, Surgery Manager, and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

(iii) Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

(6) Services Not Covered by Contract. CO or COR authorization for any work outside the scope of this contract must be received prior to performance of work or payment will not be authorized.

(7) Removal of Equipment. Approval from the CO must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repairperson or equipment to or from the Contractors facility. The Contractor will be responsible for all damage or loss of equipment. A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed and made fully operational by the contractor without additional cost.

COMPENTENY OF CONTRACTOR PERSONNEL:

(1) The Contractor must have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

(2) “Fully Qualified" is based upon training and experience in the field. For training, the FSE(s) must have successfully completed a formal OEM Certified (or equivalent) training program for all equipment to be maintained and all equipment to be utilized in the performance of the contract. For field experience, the FSE(s) must have a minimum of two years of experience in the installation, calibration, maintenance and repair of the specific equipment identified in Section II.

(3) 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. The CO may authenticate the training requirements by request training certificates or credentials from the Contractor at any time for any personnel who are providing services. The CO and/or the COR or Alt COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on equipment.

(4) If subcontractor(s) are used, they must meet the same competency standards as Contractor personnel and be preapproved by the CO. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

CONFORMANCE TO MANUFACURERS SPECIFICATIONS.

(1) Condition of equipment. The equipment covered by this contract is, as of the date of this contract, under the original manufacturer's warranty, or a warranty arising out of a maintenance agreement. In the event any of the equipment is not covered by such a warranty, the VA agrees to allow its equipment to be brought into conformance with the manufacturer’s maintenance requirements at the VA’s expense, prior to the Contractor initiating service on the equipment.

(i) Prior to commencement of the contract the Contractor must prepare an itemized quote of the price to bring each piece of equipment into conformance with manufacturer’s specifications.

(ii) The Contractor shall furnish all personnel, travel, parts and supplies required to inspect; provide maintenance and repairs to bring each machine into conformance with the manufacturer’s maintenance requirements; and certify acceptance of each machine for contract coverage.

(2) Performance standard. Throughout the term of the contract the Contractor shall ensure that all equipment functions in conformance with the latest published edition of the applicable standards; including but not limited to UL, OSHA, VA, CDRH, etc. and the “Manufacturer's Performance standards/ specifications” as used when the equipment was originally procured and that any patches, fixes, upgrades/ updates provided by the Contractor will meet the stated standards/specifications.

DEFINATIONS/ASCRONYMS:

(1) CO – Contracting Officer, Network Contracting Office (NCO) 15.

(2) COR – Contracting Officer’s Representative appointed under the contract.

(3) ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract.

(4) FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises.

(5) NFPA - National Fire Protection Association.

(6) OEM – Original Equipment Manufacturer.

(7) OSHA – Occupational Safety and Health Administration.

(8) PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

(9) Unscheduled repairs – emergency services required to restore equipment to working condition outside normal hours of coverage.

(10) UL – Underwriter’s Laboratories

CONFORMANCE STANDARDES:

Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards; including but not limited to Joint Commission, NFPA-99, UL, OSHA, VA, CDRH, etc. and the “Manufacturer's Performance standards/ specifications” as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications.

HOURS OF COVERAGE:

(1) The contractor will provide all required services on-site at the facility, Monday through Friday, within the normal business hours of 8:00 am to 5:00 pm.

(2) All services shall be performed during these normal hours of coverage unless one of the following conditions exists:

(i) The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun.

(ii) The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

(iii) The contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.

(iv) Work performed outside the normal hours of coverage must be preapproved by the CO, COR or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work.

(v) Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.

(vi) There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts.

Note: Hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

FEDERAL HOLIDAYS OBSERVED BY THE VA MEDICAL CENTER:

President’s Day (Washington’s birthday), Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States.

DOCUMENTATION/REPORTS:

No later than seven (7) business days after the conclusion of any maintenance or repair the Contractor will provide to the COR or Alt COR a signed detailed service/inspection report listing all devices, all repairs for each device, parts used to maintain or repair the devices, and operating efficiency of the devices. The service/inspection report shall contain, at a minimum, the following information:

(1) Date and time of the technician’s arrival on station.

(2) Type, model, and serial number(s) of all equipment on which maintenance was performed.

(3) Total time spent performing maintenance (exclusive of any travel time).

(4) Detailed narrative description of work performed.

(5) Complete list of parts replaced.

(6) Comments as to the cause of the malfunction when applicable

(7) Date and time the repair/preventive maintenance was completed.

SECURITY REQUIRMENTS:

Upon arrival at the VA Medical Center, all Contractor personnel shall be required to report to the VA Medical Center Police for a temporary ID and then to the COR for check-in. This check-in process is mandatory. When the service is completed, the personnel shall be required to check out with the COR, Biomedical Engineering Shop Supervisor, or Surgery Manager. The contractor's field service employee shall wear visible identification always while on the premises of the VA Medical Center.

EXPOSURE TO BLOOD BORNE OR INFECTIOUS MATERIAL:

There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All maintenance persons must use the “Universal Precautions” (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures.

TEST EQUIPMENT:

The Contractor shall provide the COR or Alt COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard.

IDENTIFICATION, PARKING, SMAOKING, AND VA REGULATIONS:

(1) Contractor’s personnel shall wear visible identification always while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

(2) It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

(3) 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 local district, state, or municipal court.

(4) Smoking is prohibited on VA Campus.

(5) 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.

IT SECURITY REQUIREMENTS:

VA information technology certification and accreditation requirements do not apply to this contract and a security accreditation package is not required.