36C25723Q0804.docx

Special Notice Special Notice See attached document: P03 - URGENT - NCO17-FY23-320 JOFOC 36C257-23-AP-2805 HillRom EarlySense HCA Approved.

GENERAL INFORMATION

Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

POINT OF CONTACT*

Contract Specialist Susan FloresSusan Susan.flores2@va.gov

(210) 694-6227

ADDITIONAL INFORMATION

DESCRIPTION

Notice of Intent Notice of Intent Maintenance for Early Sense Software for the Progressa and Centrella Beds

The South Texas Veteran Health Care System intends to make a Sole Source award to Hill Rom Inc. for the purchase of Early Sense Software for the Progressa and Centrella Beds maintenance. in accordance with FAR 13.106-1(b)(1), only one source is reasonably available, and under authority of Federal Acquisition Regulation (FAR) Subpart 6.302-1, only one responsible source and no other supplies or services will satisfy agency needs for this requirement.

1. DESCRIPTION OF SERVICES

The Contractor must provide all labor, material, tools, management, travel, and equipment necessary to perform corrective and preventive maintenance on all medical beds located at Audie L. Murphy Medical Center in accordance with the specifications of the Statement of Work. This corrective and preventive maintenance shall include the Early Sense system as well. Corrective and Preventive maintenance is outlined below. This contract will be a base plus four option years.

BASE YEAR: September 1, 2023, through August 31, 2024, Base +4 Option Years

1. GENERAL REQUIREMENTS

Comprehensive Preventive and Corrective maintenance:

Vendor shall provide the following:

a. Corrective Maintenance:

i. Vendor shall visit AMH to provide full corrective maintenance service on the hospitals’ patient beds. when requested by the STVHCS Biomedical Engineering Section. Vendor shall also provide unlimited phone support for STVHCS Biomedical Engineering under the contract base year period and option years. After performing corrective maintenance, Vendor shall ensure the equipment has been returned to optimum performance (according to the manufacturers’ service documentation manuals) by checking mechanical and electrical safety, lubrication, functional testing, and adjusting for optimum performance as needed.

ii. Emergency repair calls shall be responded to via phone within 2 business hours, and by onsite visit within 4 business hours of notification.

iii. Replacement Parts:

1. Vendor shall provide all necessary parts for repair. These parts shall be new, standard OEM parts that comply with applicable performance and reliability specifications.

iv. Vendor shall provide all corrective maintenance required for EarlySense Software and Hardware as requested by the STVHCS Biomedical Engineering Section. This corrective maintenance shall entail updates, upgrades, replacements of sensors, replacements of additional parts etc. for the EarlySense system.

v. Replacement of broken or defective sensors shall be within 2 business days.

vi. Replacement of broken or defective sensors shall be done when a patient is not present in the room.

b. Preventive Maintenance:

i. Vendor shall visit AMH to provide one (1) full preventive maintenance service on EACH of the hospitals’ patient beds annually when scheduled by the STVHCS Biomedical Engineering Section.

ii. Each preventive maintenance service will be performed as outlined in the Original Equipment Manufacturers (OEM) technical service manuals. Each PM will be documented and documentation will be provided to the Contracting Officer Representative (COR), or the COR’s designate.

iii. If the Contractor does not perform a PM on any equipment covered in this Service Agreement within the plan year, the contractor will refund the amount paid by customer for one year of coverage for that equipment.

iv. Repairs will be completed as discovered in the routine PM. All parts required for repairs are required to be OEM and the responsibility of the contractor to provide and install.

v. Repair Services WILL NOT be performed in patient rooms.

vi. The Vendor shall provide all software support for the above listed equipment.

vii. Vendor shall provide EarlySense Software and Hardware preventive maintenance annually per manufacturer standards. This preventive maintenance shall include updates, upgrades, replacements of sensors, etc. or any other services require by OEM standards.

viii. Any replacement of parts shall occur outside of patient rooms.

After preventative maintenance inspections are performed, a VA-provided inspection sticker will be placed on the equipment. The sticker will include the date the inspection was performed, the next due date for inspection, and the initials of the person who performed the inspection. All other non-VA, nonessential and expired stickers will be removed from the equipment by the contractor.

Contractor must provide preventative maintenance/ and incidental supplies and parts associated with normal wear and tear. Incidental supplies and parts include any lubricants, nuts, bolts, belts, cables, call buttons, fuses, sensors, cords or any parts the technician breaks during their preventive maintenance.

Contract includes full maintenance for the equipment listed above, but is not limited to patient beds and EarlySense system, consisting of scheduled preventive maintenance (PM) and corrective call back service for operational problems not successfully preempted by PM, and corrective service for problems identified during preventive maintenance. The Vendor shall provide a 2-hour phone response time and a 4-hour onsite response time when contacted by STVHCS Biomedical Engineering.

The Contractor must, at a minimum, perform the corrective and preventive maintenance services per the manufacturers’ service manuals’ directions. Any tasks listed on a VA Checklist that are not included on Manufacturer PM Checklist must be performed in addition to tasks listed on Manufacturer PM Checklist.

This is not a Request for Quote (RFQ), but a Notice of Intent. No RFQ will be issued.

Interested parties may, however, request further information (no later than 09:00 AM central time, August 31, 2023) by email to Contract Specialist Susan Flores Email: susan.flores2@va.gov

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Special Notice