36C25924Q0463.docx

SUBJECT*

Intent to Sole Source - Vyaire VMAX Maintenance

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting Officer Edward Emerson Edward.Emerson@va.gov 303-712-5720

ADDITIONAL INFORMATION

DESCRIPTION

1.0 The contractor shall furnish labor for 3 support calls, parts, and equipment necessary to provide maintenance and support for the equipment and system listed below. Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

SPECIFIC SERVICE FOR

1.1 Carefusion VMAX V62J System and AutoBox Body Plethysmograph

1.2 Carefusion VMAX V62J System and AutoBox Body Plethysmograph

1.3 Carefusion VMAX V62J System and AutoBox Body Plethysmograph

2.0 PERIOD OF PERFORMANCE

The period of performance for the base year shall begin on May 11, 2024, unless otherwise specified, and shall expire on May 10, 2025 with two option years.

3.0 HOURS OF COVERAGE

3.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States

3.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

4.0 PARTS

4.1 The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive and unscheduled maintenance shall be included in the coverage. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the period of the medical equipment being covered. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

5.0 SERVICE MANUALS/TOOLS/EQUIPMENT

5.1 The contractor shall use tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request.

6.0 UNSCHEDULED MAINTENANCE

6.1 The contractor shall provide repair service which may consist of maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished by the contractor to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer’s specifications.

6.2 Only the Biomedical Engineer, Point of Contact, or Contracting Office Representative designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor.

6.3 The contractor's FSE shall respond on site within forty-eight (48) hours after receipt of request for service.

6.4 There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage, 8:00am MST to 5:00pm MST. Work performed outside the normal hours of coverage, at the request of the Biomedical Engineer, Point of Contact, or Contracting Office Representative, shall be invoiced separately and shall not have service rendered until Purchase Order is obtained. In the event of a government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage.

7.0 DOCUMENTATION/REPORTS

7.1 The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed. Each Engineer Service Report (ESR) must, at a minimum, document the following data legibly and in complete detail:

a. Name of contractor and contract number

b. Name of FSE who performed services

c. Contractor service ESR number/log number

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

e. VA purchase order number(s) covering the call if outside normal working hours.

f. Description of problems reported by the POC/user (if applicable).

g. Identification of equipment to be serviced:

· Inventory ID number,

· Manufacturer's name, device name, model number & serial number,

· Any other manufacturer's identification numbers.

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

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

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

i. Signatures:

· FSE performing services described.

· Authorized VA Employee who witnessed service described.

NOTE: - Any additional charges claimed must be approved by the COR or CO before service is completed

7.2 The Contractor shall log in with Biomedical Engineering prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with Biomedical Engineering and submit the ESR(s) to the Biomedical Engineer, or Point of Contact. All ESRs shall be submitted to the equipment user for an “acceptance signature” and then to the POC for an “authorization signature”. If the POC is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR).

QASP:

8.0 ADDITIONAL CHARGES

8.1 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts

9.0 REPORTING REQUIRED SERVICES BEYOND SERVICE SCOPE

9.1 The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility due to “abuse” or “damage” to the equipment. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

10.0 ACCEPTANCE OF CONDITION OF EQUIPMENT

10.1 The contractor accepts responsibility for the equipment covered under this equipment in an “as is” condition. Inspection of the equipment by the contractor shall be done prior to coverage, if required by the contractor.

11.0 COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

11.1 Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE.

11.2 “Fully Qualified” is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years of experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment.

11.3 The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The contractor shall provide copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified to be covered. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VAMC equipment.

Special Notice Special Notice

Special Notice

Notice of Intent to Sole Source

The Department of Veterans Affairs, Network Contracting Office (NCO) 19 intends to solicit and negotiate with VYAIRE Medical for the acquisition of Vyaire VMAX Maintenance Services for the Rocky Mountain Regional VA Medical Center. Determination of this sole source procurement is in accordance with FAR 13.106-1(b), Only one source can provide the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized. It is the Government’s belief that the proposed candidate is the only provider authorized to perform the maintenance for the Vyaire VMAX; and is the only manufacturer that can meet the agency’s needs.

This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any business that believes it can provide the Vyaire VMAX Maintenance may give written notice to the Contracting Officer, Edward Emerson via email at Edward.Emerson@va.gov no later than 4:00 PM MDT on Friday, May 10, 2024. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirement. Responses will be considered by the Government; however, a determination by the Government not to compete the proposed acquisition based upon responses of this notice is solely within the discretion of the Government. The applicable NAICS Code is 811210. No telephone requests will be accepted.