Intent to SS.pdf

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

ARCHIVE

RECOVERY ACT FUNDS

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

30904 36C24724Q0189

30 DAYS AFTER THE RESPONSE DATE

N J065 811210

Department of Veterans Affairs Atlanta VA Medical Center 1670 Clairmont Road Decatur, GA 30033

Ashley Bell Ashley.Bell7@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Hill-Rom Bed Maintenance

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Office 07 (NCO 07), hereby provides notice of its intent to award a sole source, firm fixed price base and options contract for Hill-Rom Bed Maintenance to Hill-Rom, Inc.

1069 State Route 46 East Batesville, IN 47006. The contract is expected to be awarded under the authority of 41 U.S.C. 3304(a)(1), as implemented by FAR FAR 13.106-1(b)(2) – Soliciting from a single source. A Justification for Single Source Awards for Other Than Full and Open Competition has been prepared. The anticipated award date is December 28, 2024.

The Contractor shall provide upon request the full-service maintenance and support services for all 214 Hill-Rom patient beds at the Atlanta VA Medical Center. The contractor will furnish labor, parts, supplies, and equipment necessary to provide full maintenance, emergency service, and periodic preventive maintenance inspections for the equipment.

These services and supplies will be performed/delivered to the Atlanta VA Healthcare System, Healthcare Technology Management Service Department, 1670 Clairmont Road, Decatur, GA 30033.

NAICS code: 811210 | Electronic and Precision Equipment Repair and Maintenance (SBA Size Standard $34.0 Million) PSC: J065 | Maintenance, Repair, and Rebuilding of Equipment- Medical, Dental, and Veterinary Equipment and Supplies

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 within three (3) calendar days after publication of this notice.

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 Department of Veterans Affairs 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 fully 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 and must submit a current authorized distributor letter from the manufacturer.

All Service-Disabled Veteran Owned and Veteran Owned Small Businesses must submit a self-certifying statement that their company meets all criteria established IAW 13 CFR 121.406(b)(1)(i) through (b)(1)(iii) thus demonstrating compliance with the Non-Manufacturer Rule.

Interested parties are encouraged to furnish information by email only with “RESPONSE TO INTENT TO SOLE SOURCE 36C24724Q0189” in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Ashley Bell, Contract Specialist, by email at Ashley.Bell7@va.gov NO LATER THAN December 27, 2024 @ 08:00 AM EST. The 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.

STATEMENT OF WORK

I. INTRODUCTION AND SCOPE OF WORK

This contract is to provide service contract maintenance services on patient beds and components located at the Department of Veterans Affairs Medical Center in Duluth, GA (Atlanta VA Healthcare System). The contractor will furnish labor, parts, supplies, and equipment necessary to provide full maintenance, emergency service, and periodic preventive maintenance inspections for the equipment. Services shall be performed by manufacturer trained service engineers. All software and equipment shall be maintained in proper operating condition as specified by the manufacturer.

Preventative maintenance shall be performed per the manufacturer’s recommendations.

A list of equipment in need of support is listed in section IV of this statement of work.

II. REQUIREMENTS

Contractor shall provide maintenance/certification services in accordance with manufacturer’s specifications and as outlined below:

1) Furnish labor, parts, supplies, and equipment necessary to provide full maintenance, emergency service, and periodic preventive maintenance inspections for the equipment.

2) Provide service calls 8:00 am to 5:00 pm Monday through Friday, excluding Federal holidays. After hours emergency service will be billed at prevailing rates.

3) Response time: 1 hour by telephone, Monday through Friday from 8:00 am to 5:00 pm EST and 4-hour on-site emergency service response after completion of telephone/modem support.

4) Updates: Provided at no cost for all items.

5) Documentation: Contractor shall furnish a detailed field service report upon completion of work to Biomedical Staff in Healthcare Technology Management Service (formerly Biomedical Engineering). The service report shall contain, at a minimum, the following information:

• Type, model and serial number(s) of all equipment on which maintenance was performed

• Total time spent performing maintenance.

• Detailed narrative description of the services required

• Copies of all test reports

• Complete list of parts replaced and/or updates performed

• Date and time the repair was completed

The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs.

5) Contractor shall provide evidence of factory training for each service engineer upon request.

III. PROGRESS AND COMPLIANCE

1) Contractor shall provide evidence of factory training for each service technician upon request.

2) Contractor shall contact Biomedical Engineering to arrange for service.

3) Service reports shall be provided to Biomedical Engineering within 24 hours of completing service. The report shall include complete details of all work performed.

4) The contractor shall provide certification in the form of technical documentation, original invoice, or service documentation that the quality of updates and upgrades is sufficient to guarantee continued performance and operation of the system listed in this contract.

IV. EQUIPMENT

Equipment covered under this maintenance agreement shall include the following:

V. RECORDS MANAGEMENT CONTRACT LANGUAGE

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1) Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2) Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4) Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5) Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6) The Government Agency owns the rights to all data/records produced as part of this contract.

7) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Special Notice

Special Notice

8) Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9) No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10) Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.