S02 Intent to Sole Source 36C24723Q0419 Patient Simulators.pdf

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

Estimated Date of Award: Mar 14, 2023

Synopsis:

The Department of Veterans Affairs, Columbia, AL located at 6439 Garners Ferry Rd, Columbia

29209 intends to award a sole source procurement for the maintenance and repair of Patient

Simulator to CAE Healthcare

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

The applicable NAICS code for this procurement is 811210 – Electronic Equipment Repair and

Maintenance, with a business size standard of $34 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 CAE Healthcare 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 CAE

Healthcare is the only vendor authorized to provide maintenance and repair 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 10:00am EST on Mar 13, 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

Service of CAE Patient Simulators

1. REQUIREMENT:

This requirement for parts and service for the CAE Healthcare patient simulators on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South

Carolina.

mailto:benford.brundage@va.gov

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of Four (4) One (1) Year Options.

Base Year APRIL 1, 2023 through MARCH 31, 2024

Option Year 1 APRIL 1, 2024 through MARCH 31, 2025

Option Year 2 APRIL 1, 2025 through MARCH 31, 2026

Option Year 3 APRIL 1, 2026 through MARCH 31, 2027

Option Year 4 APRIL 1, 2027 through MARCH 31, 2028

On-site work will be performed during normal working hours of 8:00 a.m. through 4:30 p.m. from

Monday through Friday. Excludes weekends and holidays. No overtime is authorized at this time.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center

6439 Garners Ferry Road

Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative

(ACOR) shall be assigned to this procurement and written notification will be provided to the

Contractor after award.

• Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor unlimited technical and clinical telephone and email support, virtual remote assistance, parts and labor, software updates and learn module software updates for the

Athena, Juno, and Ares patient simulators at the Columbia VA. The Contractor shall also provide shall provide one-way shipment for any repairs that are required on the Athena model simulators.

EMERGENCY CALL IN REQUIREMENT:

The Contractor shall provide a telephonic method for the facility to call in emergency work orders for the system during any failures.

Upon notification of failures the Contractor shall have a qualified technician at the facility within two (2) hours to conduct necessary repairs.

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in

Building 20 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

The contractor shall adhere to all Coronavirus (COVID-19) precautions put in place by the facility.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are secured at all times.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the facility upon completion of service each day.

• All personnel are required to wear approved masks when entering or working in any of the facilities buildings.

o They are to be non-surgical type masks, not homemade masks (this is for staff and Contractors).

o This mask is to be worn at all times. Any personnel caught without wearing an approved mask will be escorted out of the facility.

o Masks need to be worn whenever you are within six (6) feet of another person, whether you are outside or inside. This includes riding in carts.

• Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

Smoking is not permitted in the WJB Dorn VA Medical Center at any time. All smoking shall be conducted at designated areas on the facility grounds only.

TRAINING REQUIREMENTS:

Certification of Training to work on the CAE Healthcare Athena, Juno, and Ares model simulators.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date http://www.tungsten-network.com/us/en/

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

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:

a. 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.

b. 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.

c. 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.

d. 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.

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

mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov http://www.fsc.va.gov/EINVOICE.ASP

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

g. 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.

h. 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.].

i. 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.

PRICE/COST SCHEDULE

ITEM INFORMATION

Base Year Period of Performance: 4/1/2023 – 3/31/2024

Line Item Description Quantity Unit Unit Price Amount

OOO1 END OF LIFE WARRANTY

FOR ATHENA WAR-EOLATH 12 MO _______ __________

OOO2 EXPRESS WARRANTY PLAN

FOR JUN0 LIVE AND

COMPLETE

(ASSET: JUN02219)

WAR-JUN13-2 12 MO _______ __________

OOO3 EXPRESS WARRANTY PLAN

COMPLETE

(ASSET: JUN02220)

OOO4 EXPRESS WARRANTY PLAN

FOR ARES ADVANCED &

COMPLETE

(ASSET: ARES0692)

WAR-ARE13-1 12 MO _______ __________

OOO5 EXPRESS WARRANTY PLAN

COMPLETE

(ASSET: ARES0693)

Option Year 1 Period of Performance: 4/1/2024 – 3/31/2025

1OO1 END OF LIFE WARRANTY

1OO2 EXPRESS WARRANTY PLAN

COMPLETE

1OO3 EXPRESS WARRANTY PLAN

COMPLETE

1OO4 EXPRESS WARRANTY PLAN

COMPLETE

1OO5 EXPRESS WARRANTY PLAN

COMPLETE

Option Year 2 Period of Performance: 4/1/2025 – 3/31/2026

2OO1 END OF LIFE WARRANTY

2OO2 EXPRESS WARRANTY PLAN

COMPLETE

2OO3 EXPRESS WARRANTY PLAN

COMPLETE

2OO4 EXPRESS WARRANTY PLAN

COMPLETE

2OO5 EXPRESS WARRANTY PLAN

COMPLETE

Option Year 3 Period of Performance: 4/1/2026 – 3/31/2027

3OO1 END OF LIFE WARRANTY

3OO2 EXPRESS WARRANTY PLAN

COMPLETE

3OO3 EXPRESS WARRANTY PLAN

COMPLETE

3OO4 EXPRESS WARRANTY PLAN

COMPLETE

3OO5 EXPRESS WARRANTY PLAN

COMPLETE

Option Year 4 Period of Performance: 4/1/2027 – 3/31/2028

4OO1 END OF LIFE WARRANTY

4OO2 EXPRESS WARRANTY PLAN

COMPLETE

4OO3 EXPRESS WARRANTY PLAN

COMPLETE

4OO4 EXPRESS WARRANTY PLAN

COMPLETE

4OO5 EXPRESS WARRANTY PLAN

COMPLETE

GRAND TOTAL FOR BASE PLUS ALL OPTION YEARS __________