SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* SOURCES SOUGHT FOR MAINTENANCE, INSPECTION, TESTING AND REPAIRS SERVICES OF THE NURSES CALL SYSTEM for Market Research Purposes only.

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-23-AP-0667

RESPONSE DATE/TIME/ZONE 03-07-2023 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* J065

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS St. Louis VAMC St. Louis, MO

POSTAL CODE 63106

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this

Sources Sought.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought in Accordance

With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS

541519. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions and after review of the responses to this Sources

Sought, a solicitation announcement may be published. Responses to this Sources

Sought are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 4. Response to this

Sources Sought should include company name, address, point of contact, EUI, and size of business pursuant to the following questions:

1. Is your company considered small under the NAICS code identified under this

Sources Sought?

2. Please provide your SAM.gov Unique Entity ID (UEI) number.

3. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

4. Does your company have an Authorized to Perform Services letter from the manufacturer? If so, please provide a copy.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the following Statement of Work.

Responses to this notice shall be submitted via E-mail are due on or before March 7, 2024 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov.

Send all questions to Teresa Cabanting at teresa.cabanting@va.gov. Telephone responses or questions shall not be accepted.

If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought. Responses to this Sources Sought notice are not a request to be added to a prospective offerors list or to receive a copy of the solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Statement Of Work

I. General Information

(a) The St. Louis VA Medical Center maintenance and repair on Primary Systems Nurse Call System at John Cochran (JC) and Jefferson Barracks (JB). The facilities are located at:

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

St. Louis, MO 63106

VA St. Louis Healthcare System Jefferson Barracks Division 1 Jefferson Barracks Drive St. Louis, MO 63125

(b) Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full-service preventative 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.

(c) Background: The Primary Systems Nurse Call System is used for patient and nursing communication during hospital stays. The equipment is critical for Nursing Services and patient safety at the VA Medical Center. This procurement is to establish a service contract required to cover preventative and corrective maintenance services. This contract is issued to ensure the continuous reliability of the equipment identified in the statement of work. The reliable and accurate operation of the equipment at all times, is considered critical to the health of patients.

(d) 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 is anticipated for a 12-month Base Period and four, 12-month, Option Periods.

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

II. Equipment to be Serviced

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

Line Item Manufacturer Model Location

1 Rauland 350005

Jefferson Barracks

2 Rauland 350302 Jefferson Barracks

3 Rauland 351001 Jefferson Barracks

4 Rauland 351003 Jefferson Barracks

5 Rauland 351004 Jefferson Barracks

6 Rauland 351102 Jefferson Barracks

7 Rauland 351200 Jefferson Barracks

8 Rauland 352000 Jefferson Barracks

9 Rauland 352020 Jefferson Barracks

10 Rauland 353001 Jefferson Barracks

11 Rauland 353010 Jefferson Barracks

12 Rauland 353100 Jefferson Barracks

13 Rauland 353200 Jefferson Barracks

14 Rauland 354000 Jefferson Barracks

15 Rauland 354001 Jefferson Barracks

16 Rauland 354012 Jefferson Barracks

17 Rauland 354015 Jefferson Barracks

18 Rauland NCBED5 Jefferson Barracks

19 Rauland 350302 John Cochran

20 Rauland 351001 John Cochran

21 Rauland 351003 John Cochran

22 Rauland 351004 John Cochran

23 Rauland 351102 John Cochran

24 Rauland 351200 John Cochran

25 Rauland 351300 John Cochran

26 Rauland 352000 John Cochran

27 Rauland 352020 John Cochran

28 Rauland 353000 John Cochran

29 Rauland 353001 John Cochran

30 Rauland 353010 John Cochran

31 Rauland 353100 John Cochran

32 Rauland 353200 John Cochran

33 Rauland 354000 John Cochran

34 Rauland 354001 John Cochran

35 Rauland 354001 John Cochran

36 Rauland 354011 John Cochran

37 Rauland 354012 John Cochran

38 Rauland 354012 John Cochran

39 Rauland 354015 John Cochran

40 Rauland 354016 John Cochran

41 Rauland NCBED John Cochran

III. Services to be Provided

The Contractor shall provide preventative and corrective maintenance, including emergencies, on the equipment outlined above in Section II.

(a) Summary of Services

1. Annual PM on each system

2. Priority scheduling for service calls and access to spare parts inventory

3. Priority Remote Service response

4. Second response, including labor and travel during standard hours of coverage

5. One-hour initial response with four hour on-site response

6. All spare parts that fail during normal use. (Excluding consumables)

7. Parts Delivery 10:30AM Next Day

8. Lifecycle Catalogue discount of 15% excluding UPS

9. Proprietary operating system software enhancements without hardware changes (excludes software upgrades)

10. Unlimited Technical Services (24x7) & Clinical Applications Telephone

Support (Mon-Fri 8am - 5pm)

11. Remote Service Support (includes Remote Desktop)

12. Remote Proactive Monitoring

13. Reports: PSI Eligible, service history, PMs on request, utilization reports, Customer Loyalty Meeting (Quarterly)

(b) Preventative Maintenance

1. The Contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section VI., 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.

2. PM services shall be provided on an annual basis (one PM each 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’s agreed upon prices. Any fuel surcharges will not be authorized.

3. The Contractor shall notify the COR and Biomed Supervisor 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.

4. 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. If the contractor identifies issues outside of the scope of the contract, the contractor shall provide a quote to resolve the issue and a separate contract shall be written to cover those issues.

(c) Corrective Maintenance

1. The Contractor, COR, and Biomedical Engineering staff shall maintain the equipment in accordance with Section VI., Conformance Standards.

Contractor shall provide unlimited telephone technical support and all required parts.

2. Only the CO, COR, or designated alternate has the authority to approve/request a corrective maintenance 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.

3. Corrective maintenance service calls are unlimited and incur no charge for other than normal working hours.

4. Technicians responding for emergency corrective maintenance service must report to the COR, Biomed Supervisor, or designee (after hours).

Upon completion of service/repair, the technician shall again report to that person.

(d) Parts

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 and adhere to the Buy American Act. 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 COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the COR or Alt COR.

Consumables are excluded.

(e) Service Manuals/Tools/Equipment

1. 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 Field Service Engineer (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 COR upon request.

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

3. 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.

(f) Services Not Covered by Contract

CO is the only individual with the authorization to approve any work outside the scope of this contract. The Contractor shall provide a quote for any work that is outside the scope of the contract and the CO will evaluate the price and if applicable, the CO will negotiate with the Contractor. If the CO and the

Contractor agree on pricing and it is approved to add the new scope to the contract there will be a subsequent modification awarded to add the new scope.

(g) Removal of Equipment

Approval from the COR must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repair person 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.

IV. Competency of Contractor Personnel

a. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall have an established business, with an office and established/hired full-time staff. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs.

b. “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. The preferred experience of the FSE(s) is a minimum of two years in the installation, calibration, maintenance, and repair of the specific equipment identified in Section II.

c. 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.

d. 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.

V. Condition of Equipment

All equipment is currently fully operational per required standards as set forth by the manufacturer. A list of standards may be provided upon request during solicitation.

VI. Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the standards established by the manufacturer and Accrediting Organizations such as

FDA, TJC, and VHA. These standards may be provided on request during solicitation.

VII. Hours of Coverage

a. The Contractor will provide all non-emergent services within normal VA STL business hours (7:00 AM to 4:00 PM (CST) M-F).

b. 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 has begun. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.

ii. Work performed outside the normal hours of coverage must be pre-approved by the CO, COR, or Alt COR.

c. The Contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.

d. 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.

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

VIII. Federal Holidays Observed by the VA Medical Center

New Year’s Day, Martin Luther King, Jr. Day, 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.

IX. 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:

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

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

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

(d) Detailed narrative description of work performed.

(e) Complete list of parts replaced.

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

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

X. Security Requirements

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 or Biomedical Engineering Shop Supervisor.

XI. 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” (e.g., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures.

XII. 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.

XIII. Identification, Parking, Smoking, and VA Regulations

a. Contractor’s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

b. 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.

c. 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.

d. Smoking is prohibited inside all VA buildings.

XIV. Definitions/Acronyms

a. CO – Contracting Officer

b. COR – Contracting Officer’s Representative

c. 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.

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

e. NFPA - National Fire Protection Association.

f. OEM – Original Equipment Manufacturer.

g. OSHA – Occupational Safety and Health Administration.

h. 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.

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

j. UL – Underwriter’s Laboratories

XV. IT Security Requirements

VA information technology certification and accreditation requirements apply.

The Contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

End of Statement of Work