36C25619Q0963-000.docx

Sources Sought Notice

FedBizOpps Sources Sought Notice

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 J Spacelabs Software Annual Support Sources Sought 77030 4298 36C25619Q0963 06-14-2019 N 811219 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298 Shasta Britt Contract Specialist shasta.britt@va.gov Department of Veterans Affairs Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston, TX 77030

USA

shasta.britt@va.gov shasta.britt@va.gov This Sources Sought/Market Survey Notice is being conducted by the Network Contracting Office (NCO) 16 at 2002 Holcombe Blvd. Bldg. 100, Houston, Texas 77030 to identify other sources that are capable of providing software support services plan for the spacelabs ICS system for hardwire beds and telemetry services contract at the Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd. Building #100; Houston, Texas 77030.

NOTE 1: Contractor shall be an authorize Contractor, trained technician, possess licenses and certification for proprietary equipment and services to meet all government requirements and objectives.

NOTE 2: Contractor shall be an OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services contracts for maintenance of equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the supplies, equipment and/or services contracts for maintenance of equipment shall be in accordance with the OEM terms and conditions.

Performance Location and Hours:

Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd. Building #100; Houston, Texas 77030. Normal duty hours are from 0800-1630, Monday through Friday, excluding Federal Holidays. Contractor access shall be provided during this time period. The expected period of performance is for a base year with four (4) option years, exercisable at the Government’s discretion.

Draft Statement of Work

1. CONFORMANCE STANDARDS

a. Contractor shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

i. Manufacturer’s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

b. Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH.

c. The contractor shall supply certification of tuberculosis testing completion prior to commencing any work located on the MEDVAMC campus.

2. SOFTWARE UPDATES AND SUPPORT

a. Contractor shall provide and install all software updates for Clinical Access and all other Spacelabs software as listed above. Installation and updates are to be coordinated with MEDVAMC staff either in-person, or remotely in accordance with VA remote access requirements.

b. Contractor shall verify compatibility of any updates with COR prior to and following any remote or on-site updates.

c. Contractor shall provide 24x7 telephone support for all Spacelabs Software.

d. The contractor shall provide remote diagnostic support via remote access for all Spacelabs Software issues.

e. Contractor shall provide on-site service including travel, lodging, labor and materials during normal business hours for all updates that threaten patient safety.

f. Once a fiscal year, the contractor shall provide on-site service including travel, lodging, labor and materials during normal business hours for performance enhancement maintenance of the system.

3. UNSCHEDULED MAINTENANCE (Emergency Repair Service)

a. Contractor shall maintain the software in accordance with the manufacturer's latest specifications.

b. Contractor shall provide repair service which may consist of hardware maintenance/software update/upgrade installations, and maintaining the equipment, including all intervening calls necessary between regular services and hardware maintenance/software update/upgrade installations. All required hardware maintenance/software update/upgrade installations shall be furnished.

c. The CO, COR or designee has the authority to approve/request a service call from the Contractor.

a. Response Time: - Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification twenty-four (24) hours per day. If the problem cannot be corrected by phone or remotely, the FSE will commence work (on-site physical response) within forty-eight (48) hours after receipt of this second notification and will proceed progressively to completion without undue delay. This requirement for response time shall be the same for both services calls during the VA normal business hours and after-hour service calls. Corrective work with regards to patient safety shall be completed within forty-eight (48) hours from telephone contact time or within a given time frame of no less than 48-hrs as declared by the COR.

d. Contractor shall provide mandatory safety and performance-related updates to covered equipment and software.

e. Contractor shall have the ability to concurrently address multiple emergency calls and unscheduled maintenance on different equipment.

4. SCHEDULED MAINTENANCE

a. The Contractor shall provide and install all software updates for Clinical Access and all other Spacelabs software to ensure that equipment/software listed in the schedule performs in accordance with Section 3, Conformance Standards. The yearly on-site service for performance enhancement maintenance of the system must be done in accordance with the latest OEM maintenance procedures and protocols. (An outline of the yearly on-site service procedures and schedule shall be provided to the COR). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR at the completion of the PM. 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. PM services shall include, but need not be limited to, the following:

i. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3, Conformance Standards or the manufacturer's specifications.

ii. Calibrating the equipment.

iii. Performing remedial maintenance of non-emergent nature.

iv. Testing and replacing faulty software and/or software likely to become faulty or fail.

v. Returning the software to the operating condition defined in Section 3, Conformance Standards.

vi. Providing documentation of services performed.

vii. Inspecting and calibrating the hard copy image device.

b. The yearly on-site service for performance enhancement maintenance of the system shall be performed in accordance with, and during the hours defined in the “Hours of Coverage” Section, the preventive maintenance schedule established herein. All exceptions to the on-site service schedule shall be arranged and approved in advance with the COR.

5. PARTS

a. Contractor shall furnish and replace parts (software, etc.) in accordance with the manufacturer's specifications if applicable with regards to software support.

b. 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.

c. Contractor shall include all parts [except -if applicable - those parts specifically listed as being EXCLUDED].

i. The Contractor shall also list any excluded parts under the service contract.

d. The contractor shall use new original equipment manufacturer (OEM) parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment.

i. Rebuilt parts, used parts or those removed from other equipment, shall not be installed without specific approval by the CO or the COR

e. All parts shall perform identically to the original equipment specifications.

6. SERVICE MANUALS/TOOLS/EQUIPMENT/TRAVEL

a. The MEDVAMC shall not provide travel, tools, (test) equipment, service manuals or service diagnostic software to the contractor.

b. The contractor shall obtain, have on file, and make available 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.

c. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

7. DOCUMENTATION/REPORTS

a. Contractor shall provide reports, and the documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section.

b. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

i. Name of contractor and contract number.

ii. Name of FSE who performed services.

iii. Contractor service ESR number/log number.

iv. Date, time (starting and ending), equipment downtime and hours on-site for service call.

v. VA purchase order numbers covering the call if outside normal working hours.

vi. Description of problem reported by COR.

vii. Identification of equipment to be serviced:

1. Inventory ID number

2. Manufacturer's name

3. Device name

4. Model number

5. Serial number

6. Any other manufacturer's identification numbers.

viii. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including:

1. Labor and Travel

2. Parts (with part numbers)

3. Materials and Circuit Location of problem/corrective action.

4. Total Cost to be billed (if applicable - i.e., part(s) not covered, or service rendered after normal hours of coverage).

ix. Signatures:

1. FSE performing services described.

2. Authorized VA Employee who witnessed service described.

NOTE: - Any additional charges claimed and not covered under this contract must be approved by the COR before service is completed!

(End of Draft Statement of Work)

If this is a service your business can provide, please respond to this Sources Sought Notice by 11:00am CT on June 14, 2019.

Responses should include: (1) Business Name

(2) Business Address

(3) Point of Contact Name Phone Number E-mail Address

(4) DUNS Number

(5) NAICS code

(6) Business Size: SMALL or LARGE

(7) Type of Business: SERVICE DISABLED VETERAN OWNED (SDVOSB), VETERAN OWNED (VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc.

(8) Letter stating OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services

All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted service.

Send responses to Shasta Britt via e-mail at shasta.britt@va.gov.

This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.