S02 Intent to Sole Source 36C24723Q0358 Stryker Neptune Service.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: Feb 20, 2023

Synopsis:

The Department of Veterans Affairs located at 109 Bee St, Charleston, SC 29401, intends to award a sole source procurement for the Stryker Neptune Services.

The contract will be for base year plus four renewable option years. The manufacturer of the intellectual property in Stryker Corp and the only authorized distributor for this requirement.

The applicable NAICS code for this procurement is 811210 – Electronic Precision Eqp

Repair/Maintenance, with a business size standard of $30 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned

Small Businesses (VOSB). The Contracting Officer has determined Healthcare Control Systems

Inc is the only authorized vendor for this procurement.

Therefore, the Government intends to solicit and negotiate with only one source under the

Authority of FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available. This is because market research efforts found that HealthCare

Control Systems Inc is the only vendor authorized to provide software and licensing for their equipment without voiding warranties associated with the previous procurement.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received no later than 1:00pm EST on Feb 20, 2023. A determination by the

Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM

Registration Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any

Benford Brundage, Contracting Officer, benford.brundage@va.gov

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Stryker Neptune Service Agreement

2. Scope of Work: The contractor shall provide all parts, labor, travel, and all other resources required to provide maintenance and repairs of the Stryker Neptune units, Serial# 1912836673, 1913318983, 1913319023, 1913319103, 1913319143, 1913319153 at the Ralph H. Johnson VA Medical mailto:benford.brundage@va.gov

Center (109 Bee Street, Charleston, SC 29401). All hardware of the Neptune units is included in the service agreement.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

3. Background: The referenced medical equipment requires a service contract to maintain safe and effective clinical operation, manufacturer’s specifications, and compliance to The Joint

Commission’s inspection standards.

4. Performance Period: The contractor shall complete the work required under this SOW during base year and all option years. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.

5. Type of Contract: Firm-Fixed-Price

B. GENERAL REQUIREMENTS

MAINTENANCE SERVICE AGREEMENT COVERAGE:

1. Contractor shall provide the following:

a. Preventative Maintenance:

i. Preventative maintenance will be carried out according to the manufacturer's recommended schedule. Preventative maintenance generally includes checking mechanical and electrical safety, lubrication, functional testing and adjusting for optimum performance as specified in the detailed preventative maintenance work plan.

b. Remedial Maintenance:

i. Contractor shall provide remedial maintenance service on the equipment when requested by the customer, as well as planned maintenance inspections, when scheduled in order to keep the equipment operating in accordance with the manufacturer’s specifications.

c. Replacement Parts:

i. Contractor shall supply at its own expense, necessary parts, provided replacement of the parts is required because of normal wear and tear or otherwise deemed necessary by contractor and VA. All Parts will be new, standard parts, or used, reworked, or refurbished parts that comply with applicable performance and reliability specifications.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The contractor is responsible for any anticipated travel and per diem.

E. GOVERNMENT RESPONSIBILITIES

The VA gives permission to the contractor to make repairs to the Stryker Neptune units at the

Ralph H. Johnson VA Medical Center.

F. CONTRACTOR PERSONNEL REQUIREMENTS

REPORTING: All repairs and services that will be performed during normal working hours, should be done in coordination with the Biomedical Engineering Section, as described above, to report/sign-in and to obtain an identification badge which shall be worn at all times while repairman is on station. After all work is completed, the Vendor must again report in person to the Biomedical Engineering Section, to submit in writing, a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above.

PERFORMANCE: The Contractor must respond to service calls within one (1) hour of notification and be on-station within eight (8) hours. Competent personnel who are experienced and qualified to work on the specific equipment must perform all work. All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor’s maintenance of the equipment must satisfy all requirements as set forth by NFPA and The Joint Commission.

HOURS OF WORK: This contract is a full service contract to include all necessary service calls, five

(5) days per week, between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding

Federal Holidays.

ADDITIONAL SERVICES: The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records.

Services also include recording all routine work, corrections, and repair work in the equipment log.

AUTHORIZED SERVICES: Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization.

Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated.

SUBCONTRACTING: Due to the complexity of the services required herein, subcontracting will not be permitted.

TEST EQUIPMENT: The VA Medical Center will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

PERFORMANCE CONFERENCE: If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award.

SPECIAL CONTRACT REQUIREMENTS: Contractor must follow all Department of Veterans

Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.

CONTRACTOR SUBMITTALS: Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer or his/her designee. These manuals are required by the

Government as a condition of the facility’s Joint Commission accreditation and must be received before any invoice can be certified for payment.

OBSELETE MACHINES: Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer’s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor.

ORDERS: The Contractor’s repairman will report to the office of the Contracting Officer’s

Representative (COR) prior to start of work and after completing the services required during that call.

Services to be rendered will be directed by the COR and any changes must receive concurrence of the

Contracting Officer and/or the COR.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.