36C25625Q0395 Notice of Intent to Sole Source.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Pyxis Support of MEDVAMC medstations

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056

SOLICITATION NUMBER* 36C25625Q0395

RESPONSE DATE/TIME/ZONE 01-27-2025 3:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J066

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 7

Jackson MS 39216

POINT OF CONTACT*

Contract Specialist

Tiffany Burks tiffany.burks@va.gov

601-362-4471

ADDITIONAL INFORMATION

AGENCY’S URL http://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS tiffany.burks@va.gov

EMAIL DESCRIPTION Special Notice - 36C25625Q0395

DESCRIPTION

This is a Special Notice as a Pre-Intent to Sole Source / request for information (RFI) only. The responses to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future. Please review the attached document(s) for more details on this requirement. See attached file(s):

36C25625Q0395 – Notice of Intent to Sole Source

The Department of Veteran Affairs (VA), Veterans Health Administration, Network Contracting Office 16, Houston, Texas 77030, intends to negotiate a sole source Firm-Fixed Price contract for the procurement of CareFusion BD Pyxis Maintenance for the Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas with BD Pyxis, Inc. for a 2-year ordering period in accordance with 41 U.S.C. §3304(a)(1) as implemented by FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements.

This is not a request for competitive offers and no solicitation is available. Market research has determined that these items are highly specialized, are only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy agency requirements. The Government intends to award the contract with an anticipated date of 31 March 2025 to CareFusion Solutions LLC. 3750, Torrey View Ct., San Deigo, California 92130

UEI: JEC9J3E8QBJ7.

The intended procurement will be classified under North America Industry Classification System (NAICS) 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a small business size standard of $12.5 million.

THIS NOTICE OF INTENT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE

QUOTES.

However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government.

Information received will normally be considered solely for determining whether to conduct a competitive procurement. The VA will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

All documents submitted, will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements to Contract Specialist, Tiffany Burks, tiffany.burks@va.gov capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements. NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE – 36C25625Q0395 CareFusion PD Pyxis Annual Maintenance -MEDVAMC in the subject line.

RFI responses are due by 3:00p.m. Central Standard Time (CST) on January 27, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Tiffany Burks, tiffany.burks@va.gov.

End of Document

STATEMENT OF WORK

BD Pyxis Maintenance

1. SCOPE

The contractor shall provide all parts, labor, tools, materials, equipment, transportation and supervision necessary to maintain and service all BD Pyxis Anesthesia System ES

Machines and Codonics located at 2002 Holcombe Blvd. Houston, TX 77030, in complete and strict accordance with the contract and all attachments thereto.

2. OBJECTIVES

2.1. Ensure all equipment is maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM)

2.2. Ensure the software operates as designed and is updated with the latest versions.

2.3. Guarantee priority response time of 2 business days after receipt of a service call for instruments covered by this contract.

2.4. Target response time of 3 business days for remedial repairs for instruments covered in this contract.

3. TASKS

The contractor shall perform the following tasks as required.

3.1. Perform all required functionality and repair services no later than 5 business days prior to the OEM recommended date.

3.2. Provide priority telephone and email access to instrument technical support.

Telephone and email access to application technical support.

3.3. Provide remote monitoring and diagnostic Service, which provides for notification to customer of instrument failures or errors.

3.4. Should the COR request it, prior to commencement of work on this contract, the

Contractor shall provide the COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment.

This certification shall also be provided on a periodic basis when requested by the

MEDVAMC. Test equipment calibration shall be traceable to a national standard.

4. PERFORMANCE

4.1. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 4:00 p.m., excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or designee.

4.2. The Contracting Officer Representative (COR) will be informed in the following situations:

4.2.1. Any necessary hardware/software update/upgrade installations as deemed by the OEM will be scheduled at least three (3) days in advance and shall be performed at no additional charge to the Government. After arriving on site, but before any work is started. Any equipment to be delivered must be sent to COR with Purchase (PO) number.

4.2.2. Work performed outside the normal hours of coverage at the request of

Field Service Engineer (FSE) will be considered service during normal hours of coverage.

4.2.3. Contractor shall maintain the equipment in accordance with the manufacturer's latest specifications. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

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

4.2.5. Contractor shall include, at no extra charge, any engineering and software update necessary for continued optimum operation of the equipment covered by this contract.

4.2.6. The contractor will provide all operational upgrades to the equipment hardware and operating system software that materially affects the performance of the equipment, without additional charge to the government. These enhancements to the governments equipment shall be delivered to the government site and installed by the contractor within 60 days of their issuance or date of first commercial availability.

4.3. The contractor shall obtain, have on file, and make available to its FSE's 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.

5. CHECK IN

5.1. The Contractor shall be required to report to Biomedical Engineering to log in.

When the service is completed, the FSE shall document services rendered on a legible field service report FSR(s). The FSE shall be required to log out with

Biomedical Engineering and submit the FSR(s) to the COR. If the COR is unavailable, a hard copy or an electronic version of the FSR must also be submitted to the COR within 5 days after the service day. A signed, authorized copy of the FSR will be returned to the Contractor after the work can be reviewed

(if requested or noted on the FSR).

5.2. 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 the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the

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

5.2.1. Name of contractor and contract number.

5.2.2. Name of FSE who performed services.

5.2.3. Contractor service FSR number/log number.

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

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

5.5. Description of problem reported by COR.

5.6. Identification of equipment to be serviced:

5.6.1. Inventory ID number,

5.6.2. Manufacturer's name,

5.6.3. Device name,

5.6.4. Model number,

5.6.5. Serial number,

5.6.6. Any other manufacturer's identification numbers.

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

5.8. 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.

6. SECURITY REQUIREMENTS

6.1. Vendors will obtain an badge from signing into the BIOMED department

6.2. Electronic Media: The Contractor will identify if removable media (i.e. USB or

DVD/CD Device) is required to perform his/her duties. Personally-owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 certified USB thumb drives, and only with the permission of a designated VA supervisor. All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is located in the Biomedical Engineering shop, Building 100, Room BA200.

6.3. The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited on the VA medical center campus. 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.

6.4. The contractor will not have electronic connectivity to the VA network. Any electronic or magnetic data storage devices such as hard drives, etc. removed from equipment shall be turned into the Biomed. Electronic or magnetic data storage devices are not to be removed from VA property.

7. PLACE OF PERFORMANCE

7.1. Work will be performed on equipment at the following locations

7.1.1. Houston, TX Michael E. Debakey

2002 Holcombe Blvd.

Houston, TX 77030

8. REMOVAL OF EQUIPMENT FOR REPAIR

8.1. Should a piece of equipment require repair at the Contractor’s plant, the

Contractor shall coordinate with the COR the removal of equipment.

Government property cannot be removed from the station without a signed

Property Pass. This Property Pass may be obtained from Acquisition & Material

Management Service, Personal Property Section, 4A-320 after removal is authorized by the COR. The Contractor may not remove equipment from

Government site for minor repairs only. The Contractor shall be responsible for damage or loss of equipment while in the Contractor ‘s charge.

9. GENERAL

9.1. The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station.

Particular attention is drawn to the fact that the VAMC is a NO SMOKING

Facility. Smoking is not permitted in any building and is only permitted in designated smoking shelters on the VA campus.

9.2. Contractor shall have use of station telephones to make business calls related to

Medical Center’s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones.

9.3. The Contractor shall not allow his/her employees, including Subcontractors’ employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call

9.4. There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. In any case, the VA shall be explicitly notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that the VA agrees the work is not within the scope of the contract, and the VA desires the Contractor to perform service, a separate purchase order will be issued to the Contractor for the work. Any service required which the

Contractor believes to be in excess of the contract provisions and require additional payment (e.g., work beyond normal work hours) shall not be performed without prior authorization from the BIOMED COR, who will arrange a separate purchase order to pay for the additional service if desired by the VA. The

Government shall not be responsible for incidental charges including,but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.