36C25621Q1730-Notice of Intent.docx

Special Notice Special Notice

GENERAL INFORMATION

Gulf Coast Veterans Health Care System

400 Veterans Avenue Biloxi MS 39531

POINT OF CONTACT*

Sharon Griffey, Contract Specialist Network Contracting Office 16-Services Team C sharon.griffey@va.gov 228-523-5000, ext. 44008

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

INTENT TO SOLE SOURCE

The Department of Veterans Affairs, Network Contracting Office 16 (NCO16) intends to sole source a contract for the preventive maintenance and repair of the Alcon Vision Constellation LXT units at the Gulf Coast Veterans Healthcare System, 400 Veterans Avenue, Biloxi, MS 39531. All work is to be completed in accordance with statement of work and schedule. This sole source contract will be solicited and negotiated with, Alcon Vision, LLC, 6201 South Freeway, Fort Worth, Texas 76134, under the authority of FAR 8.405.6 – Only One Source.

The North American Industry Classification System (NAICS) code for this procurement is 811219-Diagnostic Imaging Equipment Repair and Maintenance Services. The Small Business Administration (SBA) size standard is $22.0 Million.

Interested vendors that can meet this requirement, should identify their interest and capability, and respond to this notice by 08/20/2021 by 1:00 PM CST. Interested vendors must send a capability statement no more than one page in length; to include Company Name, Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular requirement, website and GSA Contract number (if applicable) and/or other VA Medical Center past contract information.

No solicitation will be made available. This is not a request for quotations. All information shall be provided at no cost or obligation to the Government. Responses must be sent via email to Contract Specialist, sharon.griffey@va.gov.

If no responses are received, Contracting will proceed with the sole source negotiation with Alcon Vision, LLC.

Statement of Work Alcon Constellation Service Agreement Gulf Coast Veterans Healthcare System 400 Veterans Avenue, Biloxi MS 39531 Contractor shall provide all tools, labor, transportation, supervision, and parts necessary to provide full maintenance and repair services including prevent maintenance and calibration inspections.

1. SCOPE AND EQUIPMENT:

Preventive maintenance inspections will be performed semi-annually during the months of February and August. Inspections will be scheduled two weeks in advance with Biomedical Engineering/Contracting Officer Representative (COR):

· Phone Number: (228) 523-5720

· E-Mail Address: WLLIAM.NOERNBERG@va.gov

Equipment to be serviced/repaired/maintained includes:

1820235

MX182035

Location of equipment: Bldg. 30, Room 1G155, Eye Clinic

Preventive maintenance will include replacement of the on-board batteries (2 per machine) per the manufacturers recommended schedule.

Includes telephone and on-site service for the Constellation LXT System.

Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer’s performance standards and specifications.

2. SCHEDULED MAINTENANCE:

A. The contractor shall perform Preventive Maintenance and Inspection (PMI) services to ensure that equipment listed in the schedule performs in accordance with the Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed, and actual values obtained (as applicable) shall be provided to the COR at the completion of the inspection/service. PMI services shall include, but need not be limited to, the following:

1. Cleaning of equipment.

2. Reviewing operating system software diagnostics to ensure that the equipment is operating according to original manufacturer’s specifications.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of non-emergent nature.

5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

6. Measuring, adjusting, and calibrating as necessary for optimal performance.

7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.

8. The contractor prior to issuance of contract shall identify parts or components that are considered consumables.

9. Return equipment to full operating condition IAW the Conformance Standards.

10. Provide documentation of services performed.

B. PMI services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR.

Any charges for parts, services, manuals, tools, or software required to successfully complete schedule PMI are included within this contract, and its agreed upon price.

C. The contractor shall furnish all documentation of all measurements and calibrations to the COR, to ensure that the system is performing in accordance with the Conformance Standards (see Para. 10).

3. UNSCHEDULED MAINTENANCE:

A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, etc., and maintaining the equipment including all intervening calls necessary between regular services and calibrations. All required parts should be furnished.

B. The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the contractor.

C. Response Time: Contractor’s FSE shall respond to the initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8) normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request.

4. WORK HOURS AND SCHEDULING:

· Normal business hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility and shall sign in and out of the facility with Biomedical Engineering.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday.

5. SPECIAL INSTRUCTIONS:

Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer/Contract Specialist.

Documentation: All service documentation must contain:

a. Name of Contractor

b. Name of Field Service Engineer who performed services

c. Contractor Service Engineering Service Report Number/Log Number

d. Date, Time (starting and ending), Equipment Downtime and Hours on Site for service call.

e. Description of Problem Reported by COR/User.

f. Identification of Equipment to be serviced:

a. Equipment Inventory ID#, Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturer’s identification #s.

g. Itemized Description of Service Performed (including costs associated with after normal business working hours service), including:

a. Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action.

h. Total cost to be billed.

i. Signatures: FSE performing services described, VA Employee who witnessed service described.

j. Equipment downtime.

· Infection Control: There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital. All contractor personnel are cautioned and must use "Universal Precautions" (i.e. hand washing, wearing protective masks, gloves, aprons, and goggles, etc.) as appropriate during the performance of this contract.

· Payment: Payment will be made monthly, in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. Electronic invoicing applies per the terms and conditions of the contract.

· Personnel Qualifications: Contractor personnel performing under this contract will be fully qualified and competent for the equipment to be performed. “Fully Qualified” is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a training program, for the equipment listed in this SOW. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed in this SOW, or comparable to similar equipment.

PERIOD OF PERFORMANCE: The period of service for the base year of this contract shall commence on the date of award, October 1, 2021 and continue for twelve (12) months through September 30, 2022, unless terminated earlier pursuant to the terms of this contract. This contract also includes three (3) additional twelve (12) month option periods to extend the contract if exercised by the Government.

End of Document

Special Notice