Notice of Intent to Sole Source- sources sought_Slide Stainer SOW_v2.pdf

NOTICE OF INTENT TO SOLE SOURCE

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The Department of Veterans Affairs, Network Contracting Office (NCO) 22, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government’s intent to execute a Sole Source Award under FAR Part 13 – Simplified Acquisition Procedures (SAP), specifically FAR Subpart 13.5 – Simplified Procedures for Certain Commercial Items.

The intended Contractor is Sakura Finetek U.S.A., Inc., 1750 West 214th Street Torrance, CA 90501

The Southern Arizona VA Health Care System (SAVAHCS) requires comprehensive preventive maintenance and repair service for the equipment for the Sakura Tissue-Tek Prisma Plus Automated Slide Stainer: S/N: 61700717-0123 EE#108325. The Contractor shall maintain and operate a dedicated team of technical support personnel that are available via telephone 24/7. Technical support calls shall be unlimited under this contract. The Contractor shall perform preventive maintenance inspection on equipment/systems as provided for in the contract agreement. Written preventive maintenance (PM) procedures shall be submitted on approval to the Biomedical Engineering section within the first 30 days of the contract period. PMs shall be accomplished in accordance with the approved written procedures.

The contractor shall perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs shall be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. The contractor shall use OEM certified parts and service engineer/technicians shall be OEM trained and authorized to work on all equipment included in agreement. Preventive maintenance services shall be scheduled within 2-3 weeks from the time of the request of service. All labor and travel costs are included in service contract. All parts and necessary service kits covered.

Extensive preventive maintenance as needed based on usage. This includes a complete system check, test to assure the equipment is functioning according to factory acceptable standards, and replacement of worn parts due to normal use.

Preventive maintenance shall be scheduled with a contact person as assigned. Before doing any work, the service representative shall report to Biomedical Engineering to log in and obtain a contractor identification badge, sign a log maintained by Biomedical Engineering and after the work is done, sign out. This log shall state the nature of the visit and the time and place of the visit. The Biomedical Engineering Manager can be contacted at (520) 792-1450 ext 6679. The designated response time for this contract is 24 hours from the time of the request for service. If repeated requests are made before the arrival of contractor’s repairer, the first request shall determine the required time of arrival.

All requests for repair service shall be considered requests for emergency service unless a statement to the contrary is made by the POC or designee. Such statements shall be documented on the service report.

Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform. Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio. At the completion of the service call, the service representative shall submit a complete service report to Biomedical Engineering, as described; Service reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information: Date(s) and time period of service. Complete description of equipment serviced including model number and serial number.

Complete description of equipment services performed including upgrades, updates and software changes made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/13.htm#P427_61436

P a g e 2 | 4 hours, total overtime/premium hours, and total travel hours expended during the repair. Provided no later than 10 days after work completion.

Whenever possible, all repairs and preventive maintenance shall be performed at the SAVAHCS. When that is not possible, POC or designee may give approval for service work to be done at another location.

All transportation charges shall be borne by the contractor. VA property may not be removed from the SAVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property.

Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment shall be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.

The contractor shall respond to requests for emergency service in the following manner: A competent service representative adequately equipped with tools, test instruments and repair parts shall arrive at the SAVAHCS within the designated response time. The competent service representative shall be prepared to begin work immediately to resolve the complaint as expressed by the POC or designee when service was requested. Work needed to resolve the complaint shall continue without interruption until the problem is resolved. The service representative shall come equipped with all the service/technical manuals needed to perform the work.

The service representative may contact VA staff by phone before arrival at the SAVAHCS. Such contacts, however, shall not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering. The designated response time for this contract is 24 hours from the time of the request for service. If repeated requests are made before the arrival of contractor’s repairer, the first request shall determine the required time of arrival. All requests for repair service shall be considered requests for emergency service unless a statement to the contrary is made by the POC or designee. Such statements shall be documented on the service report. Preventive maintenance services shall be scheduled within 2-3 weeks from the time of the request of service.

Government employees shall work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237- 1 SITE VISIT). Arrangements shall be made in advance with Biomedical Engineering (see section 3, above).

The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

Sakura has propriety rights to the Tissue-Tek Prisma Plus Automated Slide Stainer: S/N: 61700717-0123 EE#108325. Sakura is the manufacturer and developer of this system and possesses intellectual property rights associated with this equipment. They are the only ones that can service the equipment without voiding the warranty.

This procurement is being conducted using commercial item procedures pursuant to FAR Part 12 and FAR Part 13, specifically FAR Subpart13.106-1(b)(1)(i) allowing the Contracting Officer (CO) to solicit from one source.

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The North American Industry Classification System (NAICS) for this requirement is, 811219 – Other Electronic and Precision Equipment Repair and Maintenance. Product of Service Code for this requirement is J065 – Maintenance, Repair, and Rebuilding of Equipment-Medical, Dental, and Veterinary Equipment and Supplies. The Small Business Administration (SBA) size standard for this sector is $20.5 Million.

This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available and telephone requests shall not be honored. No award shall be made on the basis of unsolicited quotations or offers received in response to this notice. Any response to this notice shall show clear, compelling, and convincing evidence that competition shall be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received shall normally be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government.

All inquiries and concerns shall be addressed in writing via e-mail to Joanne Woo at Joanne.Woo@va.gov with the following information referenced in the subject line, PR for 678-24-2-226- 0058. Sakura Tissue-Tek Prisma Plus Automated Slide Stainer: S/N: 61700717-0123 EE#108325. A determination by the Government not to compete this proposed procurement based on the responses to this notice is solely within the discretion of the Government. Information received shall be considered solely for the purpose of determining whether to conduct a competitive procurement. All interested parties who are responsible, certified, and capable may identify their interest and may submit capability statement which shall be considered by the agency no later than 7:00 AM Pacific Standard Time (PST) on December 8, 2023 to Joanne Woo at Joanne.Woo@va.gov. The interested parties bear full responsibility to ensure complete transmission and timely receipt.

SDVOSB/VOSB respondents.

If respondent is or SDVOSB or VOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which shall be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.

Please provide the information below:

Company Name:

DUNS Number:

Address:

Point of Contact Name:

Phone No:

Email:

Business size information Select all that applies:

Small Business Emerging Small Business Small Disadvantaged Business Certified under Section 8(a) of the Small Business Act mailto:Joanne.Woo@va.gov mailto:Joanne.Woo@va.gov http://www.vetbiz.gov/

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HubZone Woman Owned Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) Veteran Owned Small Business (registered in VetBiz.gov)

FSS/ GSA Contract Holder Yes ☐ No ☐ FSS/ GSA Contract Number Effective Date / Expiration Date

NASA SEWP Contract Holder Yes ☐ No ☐ NASA SEWP Contract Number Effective Date / Expiration Date