36C26126R0017.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 209 McClellan Park CA 95652

POINT OF CONTACT*

Contract Specialist Alex Arter alex.arter@va.gov

PLACE OF PERFORMANCE

VA San Francisco Health Care System

4150 Clement St

San Francisco CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this Sources Sought Notice is to accomplish market research pursuant to FAR Part 10, and to identify qualified and experienced businesses capable of and interested in providing the services described in this notice.

This notice is issued solely for information and planning purposes and does not constitute a(n) Invitation for Bid (IFB), Request for Quotation (RFQ), or Request for Proposal (RFP).

Additionally, there is no obligation or commitment on the part of the Government to acquire any products or services described within this notice now or in the future. The Government does not intend to award a contract(s) based solely on the responses to this notice. Respondents are advised that the Government will not pay for information submitted in response to this notice, nor will it compensate respondents for any costs incurred in the development/furnishing of a response. All information provided by interested offerors/vendors is entirely voluntary.

The Government may utilize the information provided by respondents in developing its acquisition strategy. Respondents will not be notified of the results of the review. Should a solicitation be issued, the solicitation will be available on Sam.Gov.

Responses to this Sources Sought Notice will be used to determine whether sufficient SDVOSB/VOSB/small business concerns exist who are capable of performing the work required by this procurement. FAILURE TO PROVIDE THE REQUESTED

INFORMATION AND/OR ANSWER ANY QUESTION WILL BE UNDERSTOOD BY

VA TO BE A STATEMENT THAT THE VENDOR RESPONDING TO THIS NOTICE IS

UNABLE TO PROVIDE THE SERVICE.

The Department of Veterans Affairs Network Contracting Office (NCO) 21 anticipates a future procurement for comprehensive construction/supply contract is to ensure the proper replacement of all ORs integration system installed in 2012 located at the San Francisco VA Medical Center. Work is to include proper prep work of each OR to minimize disruption to ongoing OR functionality and staff, deinstallation of all current integration, necessary room renovations in ensure proper functionality for new equipment, and the installation of new integration as well as final testing to ensure all 3rd party systems are formatted and seen properly. Work includes but is not fully limited to any infection control measures necessary.

LIST OF EQUIPMENT:

Description of Requirement: A draft Statement of Work (SOW) is attached.

Responses Should Include:

1. Company name, DUNS number, and small business status

Interested parties shall not submit more than 10 single-sided, type-written pages using Times New Roman 12-point font or larger. Published literature may be any number of pages.

Email responses to Alex D. Arter at alex.arter@va.gov no later than 2:00 pm 01/09/2026. For questions, please contact Alex D. Arter at alex.arter@va.gov.

All information and data received in response to this Source Sought Notice that is marked or designated as corporate or proprietary information will be fully protected from release outside the Government.

Responses received after the deadline or without the required information may not be considered.

Since this is a Sources Sought announcement only, evaluation letters will not be issued to any respondent.

See attached document: SOW – SFVAHCS Stryker OR 1-8 Integration Suite.

San Francisco Veterans Affairs Health Care System

STATEMENT OF WORK

SEPG: 465811

1. CONTRACT TITLE: Stryker OR Upgrade – Integration system ORs 1 -8

This contract is to ensure the proper replacement of all ORs integration system installed in 2012 located at the San Francisco VA Medical Center. Work is to include proper prep work of each OR to minimize disruption to ongoing OR functionality and staff, deinstallation of all current integration, necessary room renovations in ensure proper functionality for new equipment, and the installation of new integration as well as final testing to ensure all 3rd party systems are formatted and seen properly. Work includes but is not fully limited to any infection control measures necessary,

2. Equipment to be Replaced:

· OR 1 – 8 Integration suites

3. REQUIREMENTS/SCOPE:

· Project Management

· Provide project Schedule

· Onsite project superintendent.

· Work with staff

· All trades to be paid prevailing wage.

· Interim Infection Control -- In OR and corridor where Adjacent IP will be located.

· Complete ICRA Plan.

· Provide and install infection control per the ICRA plan for ORs.

· Hard barrier wall with proper signage

· Tacky mats

· Hard barrier ante-room with zipper door

· Tape all interior doors, windows, and cabinets.

· Provide HEPA filtered negative air machines to be returned with in OR or to return vent in OR.

· HEPA filters on return air ducts.

· Note:

· Hospital to reduce airflow to OR to aid in making room negative.

· If HEPA filter exhausted air needs to be removed from OR change order may be needed after requirements are discussed.

· General Labor

· Prep room for renovation.

· Remove existing integration.

· Remove existing casework. (Currently sits on floor, just needs to be removed from OR)

· Remove section of ceiling and walls for new conduit for low voltage conduits. Approximate 10' -- 15'.

· NOTE:

· Equipment removal quoted with the intention to dispose. Equipment removal with the desire to retain for future use may incur an additional fee based on the type and quantity of equipment to be retained.

· Structural

· No structural work will be required

· Electrical

· ASSUMPTION: Existing electrical panels in ORs have capacity to add one circuits if needed.

· NOTE: Proposal assumes that existing electrical system is currently up to code.

· LOTO existing electrical panels. (Hospital facilities to aid)

· Reroute power servicing existing router to Adjacent router location.

· Reroute existing wall power or pull new circuit from existing electrical panel to Adjacent COR IP location.

· Supply/install conductors for rerouted/additional circuits.

· Supply/install breakers for additional circuits. (If needed)

· Pull new low voltage conduits to new adjacent IP BRAVoE location.

· Approximate 10-12 conduits of various sizes.

· NOTE: No electrical design included in proposal.

· NOTE: No electrical panel certification included in proposal.

· NOTE: Electrical schedules in electrical panels will be updated.

· Plumbing

· No med/gas utilities are required

· Mechanical HVAC

· Facility to dampen airflow to maintain negative airflow in OR’s during construction

· Finish Work

· Patch/Paint damage caused by renovation team.

· Complete construction clean daily.

· Provide and install four 45U cabinets on casters. (2 rooms per rack)

· NOTE: Hospital EVS team to complete final terminal clean.

· Haul off all debris to Stryker provided dumpster.

· Hospital must provide reasonable location for dumpster.

4. PERIOD OF PERFORMANCE/SCHEDULE:

A. Contractor to provide a complete detailed schedule prior to work being completed.

B. All work to be completed during normal working hours, M-F, 7:00am- 5:00pm unless stated otherwise.

C. Work to be completed by having 1 down OR at a time.

a. Order of ORs to be down will be determine by the facility during the start of the project D. All OR disruptive work including loud noise producing activities, vibration producing activities, large equipment and trash removal/transport to be completed after hours.

5. PARTICIPATING FACILITY: : San Francisco Veterans Health Care System, 4150 Clement St., San Francisco, CA 94121

6. U.S. GOVERNMENT FURNISHED MATERIALS AND SERVICES:

The contractor shall be responsible for the receipt and handling of all equipment and materials. The contractor shall coordinate proposed delivery areas with the Engineer.

7. CONTRACTOR FURNISHED ITEMS AND SERVICES:

The contractor shall furnish all necessary supplies, fuels, lubricants, solvents, parts, materials, equipment, products, tools, and any other items and services to perform all delivery and pick-up operations required by this statement of work.

The contractor shall provide fully qualified on-site personnel who shall be responsible for the performance of the work. The name of the person and all alternates shall be designated in writing to the Contracting Officer. The project manager shall be on-site during normal work hours and for contingencies requiring work beyond normal work hours.

The contractor shall certify in writing that all employees operating equipment are trained and qualified.

8. CONTRACTOR RESPONSIBILITIES:

Contractor Employees. The contractor shall not employ personnel for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

The Contractor shall furnish service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment, parts and/or supplies necessary to complete the work as required. The Contractor shall be familiar and follow maintenance guidelines contained in current technical service manuals for all equipment and sub-assemblies listed. Manuals shall include but not be limited to schematics, diagrams, written procedures and parts lists.

All work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer’s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, Joint Commission, and other applicable national standards. The COR may facilitate a copy of VA safety standards to the Contractor upon request.

Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or company ID badge. Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract.

Personnel performing maintenance and repair services must be fully qualified, competent, technicians. “Fully qualified and competent” is defined as factory trained and verified by Polar Leasing.

9. SERVICE RESPONSE TIMES:

The following service response times shall be adhered to at all times identified below. Polar Leasing assumes all costs associated with any service or maintenance performed during or after hours or on the weekends. Hours cited below are Pacific Standard Time.

a. Two hour maximum callback for service calls made during normal work hours, Monday through Friday. Normal work hours are between the hours of 7:30AM and 4:00 PM.

b. Two hour maximum callback for service calls made after 4:00PM, Monday through Friday.

c. Two hour telephone callback required for calls made on weekends or national holidays (Friday after 4:00PM through 7:30AM of the next working day).

d. On site response shall be within 12 hours of first call for service, Monday through Friday, including after 4:00PM.

e. On site response for calls received during weekend hours and holidays shall be within 12 hours.

10. RE-PERFORMANCE:

a. If performance does not conform to the contract specifications, the VA Healthcare Center’s COR or the Contracting Officer shall require the Contractor to perform the service again to conform to the contract specifications, at no cost to the Government. When the defects in service cannot be corrected by re-performance, the VA Medical facility may require the Contractor to call in a senior technical engineer from the manufacturer or from a different company. The Contractor shall incur and absorb all expenses for consultation outside the Contractor’s organization.

b. Repeated malfunctions of any system component or subsection more than three (3) times within one (1) quarter is not acceptable. The Contractor is responsible for repairing all faulty equipment and identifying the nature and cause of repeated failures. The Contractor in this situation must either:

1. Make repairs in such a manner that the identified problems are corrected to the extent that repeated failures are eliminated.

2. Prove that the equipment is not faulty and an external cause for the problem exists and provide recommendations for resolution.

3. Provide repair services from the original equipment manufacturer at the Contractor’s expense.

11. CHECK–IN AND OUT ON SERVICE CALLS AT THE VA FACILITIES:

ACCESS: Access to work areas, and performance monitoring, will be provided by VA Energy Plant maintenance personnel. After hours response will be monitored by VA Boiler plant operators, 415-221-4810 Extension 22009. In all cases, VA Central Energy Plant operator shall be notified of any changes which may affect the response time of vital equipment.

For repairs or services required on weekends, holidays or after normal working hours, the Contractor’s repairman is required to check-in and check-out upon arrival and departure at Security Service and with COR, if available, or the on-duty Supervisor of the department, prior to effecting repairs. The procedures defined above are mandatory and will be strictly enforced.

12. NATIONAL HOLIDAYS:

The Contractor is not required to provide delivery or pick up services on the following National Holidays.

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.

13. OVERTIME AND HOLIDAYS:

Any overtime or holiday pay that may be entitled to Contractor personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

14. PARKING POLICY:

It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not invalidate or make reimbursement for parking violations of Contractor's personnel under any circumstances.

15. SMOKING POLICY:

Contractor personnel may not smoke on VA property.

16. ORDERING ACTIVITY:

Contractor shall not accept any instructions issued by any person other than the CO or COR acting within the limits of his/her authority.

17. CHANGES TO CONTRACT:

Only those services specified herein are authorized. Before performing any service of a non-contractual nature, Contractor shall advise the CO of the reason(s) for the additional work and/or service.

18. COMPLAINTS:

Contractor shall promptly and courteously respond to complaints within 3 working days. Including complaints brought to Contractor’s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and Contractor’s response. Contractor shall permit the Government to inspect such records upon reasonable notice.

19. BADGES:

All Contractor personnel shall be required to wear company ID badges.

20. INVOICE REQUIREMENTS:

a. Payments will be broken out into four quarterly payments and paid in arrears.

b. No advance payments will be authorized.

c. The Government shall pay the Contractor, upon the submission of a properly prepared invoice for prices stipulated in this contract for services and supplies delivered and accepted.

d. Payment of invoices may be delayed if appropriate field service reports are not completed and submitted as specified herein.

e. The invoice shall be itemized to include the following minimum information:

1) Invoice Number and Date.

2) Contract Number.

3) Purchase Order/Obligation Number (to be assigned upon task order award).

4) Date of service.

5) Line item from Schedule of Service associated with each charge.

21. POST-AWARD PERFORMANCE CONFERENCE:

The CO may schedule a post-award performance conference with Contractor, if deemed necessary, for contract orientation purposes.

22. SECURITY REQUIRMENTS:

A. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

B. A prohibition on unauthorized disclosure: "Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA." See VA Handbook 6500.6, Appendix C, paragraph 3.a.

C. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term 'security incident' means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

D. A requirement to pay liquidated damages in the event of a data breach: "In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals." See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

E. A requirement for annual security/privacy awareness training: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA's security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA's security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA's requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA's contract have received their annual security/privacy training that meets VA's requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

F. A requirement to sign VA's Rules of Behavior: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior which is attached to this contract." See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor's designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA's information and information systems.

G. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes." See VA Handbook 6500.6, Appendix C, paragraph 5.h., for the specific options.

Sources Sought Notice