36C25725Q0781.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

POINT OF CONTACT*

Senior Contract Specialist Robyn Nussbaum robyn.nussbaum@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Special Notice – Notice of Intent to Award a Sole Source Procurement

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 17, intends to award a firm-fixed priced contract/order to PROAIM Americas, LLC for procurement of the following items and services:

1. PURPOSE

1.1. The overall purpose is to provide an Equipment Purchase of ERBE VIO 3 and Accessories for the South Texas VA Health Care System (STVHCS), Audie Murphy VAMC, 7400 Merton Minter, San Antonio, TX. 78229.

2. SCOPE

2.1. The Contractor shall provide, transport, install, and test all listed equipment. All products must meet all salient characteristics defined in this section.

2.2. All equipment and installation must meet manufacturers and VA specifications.

2.3. The Contractor shall furnish all supplies, equipment, facilities and services required for delivery and installation of the supplies and equipment.

2.4. The Contractor is responsible for any missing parts and components not included in order to carry out the installation.

2.5. SALIENT CHARACTERISTICS

2.5.1. Equipment Purchase of ERBE VIO 3 and Accessories

Suggested Manufacturer Brand Name: ERBE, as listed below: Specifications/Salient Characteristics Examples:

· The Contractor shall furnish all OEM parts, and equipment.

· The Contractor is responsible for any missing parts and components not included to carry out the maintenance required.

Warranty – 2 years parts and labor VIO Generator

Warranty – 1 year parts and labor APC 3

Warranty – 1 year parts and labor ERBECRYO 2

· Provide 12 months of Warranty service for repairs and maintenance.

2.6. DELIVERY AND INSTALLATION

2.6.1. DELIVERY

2.6.1.1. Delivery and set up of ERBE VIO 3 and Accessories will be conducted by the contractor at no additional charge to the government. Equipment will be delivered to the San Antonio VA, 7400 Merton Minter St, San Antonio, TX 78229. POC is Ricardo Rodriguez - going to Medicine Service, G003.7.

Needs to be checked in to Logistics and BIO-MED before delivery

2.6.2. INSTALLATION

2.6.2.1. All equipment shall be floor mounted by the contractor upon delivery unless otherwise noted above.

2.6.2.2. Install all equipment to manufacturer’s specifications maintaining Federal and Local safety standards

2.6.2.3. Installation must be completed by December 18, 2023. All work shall be completed between 8:00 a.m. and 4:30 p.m. Monday – Friday. All federal holidays, excluded. Federal holidays are available at the Federal Holiday OPM Site.

2.6.2.4. If there is an operational conflict with installation, night or weekend installation may be required. The government will provide a 72 hours' notice of change of installation hours.

2.6.2.5. The contractor shall coordinate all deliveries, staging areas, installations, and parking arrangements with the COR.

2.6.2.6. The Contractor shall remove all related shipping debris and cleanup any construction associated with delivery and installation of the specified items. The contractor shall remove all packaging from the STVHCS premises. The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect.

3. INSPECTION AND ACCEPTANCE

3.1. The Contractor shall conduct a joint inspection with the COR upon delivery of equipment.

3.2. The contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).

3.3. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

4. DELIVERY/STORAGE REQUIREMENTS

4.1. Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon.

4.2. Package to prevent damage or deterioration during shipment, handling, storage and installation. Maintain protective covering in place and in good repair until removal is necessary.

4.3. Deliver specified items only when the site is ready for installation work to proceed.

4.4. Store products in dry condition inside enclosed facilities.

4.5. Any government requested delayed delivery up to 9:0 days after the initial delivery date, shall be at no additional cost to the Government.

4.6. A pre-delivery meeting will be conducted 60 days prior to the initial negotiated delivery date for verification of delivery and installation dates.

4.7. Delivery and Installation will be coordinated through the COR.

5. MAINTENANCE AND SUPPORT SERVICES REQUIREMENTS

5.1. The vendor must have a preventive maintenance service to meet at minimum The Joint Commission standards.

5.2. Licensing Software updates

5.3. The Contractor shall provide, for the duration of the warranty period, all computer software, access keys or codes, or external devices required for the operation, calibration, or repair of the equipment purchased. Any such items not listed in the price proposal and required for maintenance of the system, shall be taken as included with the purchase of the system.

5.3.1. Any minor upgrades or changes to the maintenance software, hardware, or access keys or codes shall be provided at no charge to the medical center during the time the equipment is operational at this facility.

5.3.2. All application software licenses are included in the purchase of the equipment and shall not require a renewal charge for the period of time the equipment is in use in the facility.

5.4. Support Services

6. TRAINING

6.1. Contractor shall provide on-site training of the equipment to the Clinical Users. Scheduling of operator training shall be coordinated with the STVHCS COR after installation is complete.

6.2. Contractor shall provide on-site training of the equipment to the Technical Users. Scheduling of technical training shall be coordinated with the STVHCS COR after installation is complete.

6.3. The contractor shall provide a training program to the Biomedical Engineering technicians and in-house clinical personnel.

6.4. Technical training must provide Biomedical Engineering with the tools and knowledge to fully operate and maintain the system.

6.4.1. The Contractor shall provide support services for a period of one year.

7. PROTECTION OF PROPERTY

7.1. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.

7.2. The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To ensure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

7.3. The Contractor shall be responsible for security of the areas in which the work is being performed prior to completion.

7.4. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

8. WARRANTY

8.1. The contractor shall provide a one year manufacturer’s warranty on all parts and labor, and 2 year warranty on VIO Generator.

9. SECURITY REQUIREMENTS Not applicable for this request. The vendor will not have access to any patient records, data or VA computer systems for this agreement.

9.1. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

9.2. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

9.3. Records Officer: There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format (paper, electronic, etc.) or mode of transmission (e-mail, fax, etc.).

10. DELIVERABLES

10.1. Operation and Maintenance Manuals

10.2. Binders - Quantity (2) for each equipment item.

10.2.1. Digital Copies- Quantity (1) for each equipment item.

10.2.2. All invoices should be uploaded into the U.S. Department of Veterans Affairs Invoice Payment Processing System (IPPS) Certifier of Invoices – Assigned VA COR Utwilla Cooper.

Delivery address: Audie L. Murphy VA Medical Center 7400 Merton Minter San Antonio, TX 78229

Anticipated Period of Performance: 23 September 2025 through 22 September 2026.

The proposed sole source procurement will be made by a contract with PROAIM Americas, LLC.

The requesting activity has submitted a sole source justification request that states that vendor PROAIM Americas, LLC is the only vendor that can provide the necessary required supplies and services. Market research did not find an alternate approved vendor that can provide the required supplies and services.

This notice is not to be considered a request for quotations or proposals. No contract will be awarded on the basis of offers received in response to this notice; however, all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. Proposals or offers received will be used to determine if a comparable source is available and more advantageous to the government. No phone calls of any nature regarding this notice will be accepted. There will be no automated email notification of receipt of capability statement, proposal, or quotation. If no affirmative written response is received within 5 business days from the publication of this notice, a contract will be issued to PROAIM Americas, LLC without any further notice.

The anticipated statutory authority permitting other than full and open competition for the requirement is 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.

Special Notice