S02 Intent to Sole Source 36C24723Q0720 Alcon Software Maintenance.pdf

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

Estimated Date of Award: Sep 1, 2023

Synopsis:

The Department of Veterans Affairs, Birmingham, AL located at 700 South 19th St, Birmingham

35233 intends to award a sole source procurement for the Alcon Constellation XLT Vision preventive maintenance with Alcon Vision LLC.

The contract will be for base year plus four renewable option years. The manufacturer of the intellectual property is Alcon Vision LLC and the only authorized distributor for this requirement. The applicable NAICS code for this procurement is 339112 – Surgical and

Medical Equipment Manufacturing, with a business size standard of 1,000 employees.

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 Alcon Vision LLC 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 Alcon Vision

LLC is the only vendor authorized to provide Alcon Constellation XLT Vision preventive maintenance 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 May 30, 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

See statement work on following pages mailto:benford.brundage@va.gov

Statement of Work / Salient Characteristics

Maintenance Contract for Alcon Centurions and Constellation LXTs

Title: Maintenance Contract for Alcon Centurions and Constellation LXTs

Purpose: Contractor shall provide the Birmingham VA Medical Center with full-service maintenance and repair for two (2) Alcon Centurion Visions and two (2) Alcon Constellation

XLTs. Contract shall include a base and four (4) option years. The contract base year is

September 1, 2023 – August 31, 2024

Background: The Surgical Department of the Birmingham VA Medical Center utilizes Alcon

Centurion Vision and Alcon Constellation XLT phacoemulsification units in ophthalmological surgery.

Description/Product Specifications:

Equipment EE/MX Number Serial Number Service Level Annual Planned Maintenance

Centurion Vision MX2695195 2201148501X Comprehensive 1

Centurion Vision EE58758 1302969401X Comprehensive 1

Constellation XLT MX2706840 2102426801X Comprehensive 2

Constellation XLT MX2706846 2102255001X Comprehensive 2

Service Plan Level Included

Comprehensive (Full) Monday – Friday 08:00-17:00 Local Time Telephone Support Annual Planned Maintenance (where required by manufacturer) Onsite Repairs as Required Parts that require an FSE to install Case Support Clinical Training

Deliverables Need by Date: The contract base year is September 1, 2023 – August 31, 2024 with four (4) option years to follow.

Deliverable Location: Birmingham VA Medical Center, 700 19th St S, Birmingham, AL 35205

1. Telephone assistance shall be provided 24/7, 365 days/year.

18008327827 Option 1 (Service Support)

2. HOURS OF COVERAGE:

a. Normal hours of coverage are Monday through Friday from 8:00 AM to 5:00 PM local time, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested and approved by the Contracting Officer’s

Representative (COR) and Alcon.

New Year’s Day January 1

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Independence Day June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11

Thanksgiving Day Fourth Thursday and Fourth Friday in November

Christmas Day December 25

3. LABOR AND TRAVEL EXPENSES:

a. All labor and travel conducted during normal business hours: Monday through Friday, 8:00am – 5:00pm relative to customer’s local time, (excludes Alcon’s company holidays).

b. Planned maintenance will be performed in accordance with manufacturer's recommendations. Planned maintenance will be performed during normal hours of coverage or as agreed to by user and the COR.

4. TRAINING FOR TECHNICIANS : **refer to sole source letter

5. UNSCHEDULED MAINTENENCE:

a. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

b. B. The COR or government designated representatives are authorized to request and approve service calls from the Contractor.

c. C. Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work

(on-site physical response) after receipt of this second notification and will proceed progressively to completion without undue delay

6. SCHEDULED MAINTENENCE

a. The Contractor shall perform Planned Maintenance (PM) Service to ensure that equipment performs in accordance with Item 3, Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide written description of Planned Maintenance Inspections (PMI).

This description shall include an itemized list of the procedures performed, including electrical safety. At minimum, the contractor will perform electrical safety testing in accordance with NFPA-00 standards. PM services shall include, but need not be limited to, the following:

i. Cleaning of equipment.

ii. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 2, Conformance Standards, or the manufacturer's specifications.

iii. Calibrating and lubricating the equipment.

iv. Performing remedial maintenance of non-emergent nature.

v. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

vi. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

vii. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

viii. Returning the equipment to the operating condition [defined in Section 2, Conformance Standards].

ix. Providing documentation of services performed.

x. Inspecting and calibrating the hard copy image device.

b. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the

PM schedule shall be arranged and approved in advance with the COR or designated representative.

c. The contractor shall furnish all documentation of all measurements and calibrations to the COR, to ensure that the system is performing in accordance with the Conformance

Standards.

d. Any charges for parts, services, manuals, tools, or software required to successfully complete schedule PMI are included within this contract, and it’s agreed upon price.

7. PARTS

a. The Contractor shall furnish and replace parts to meet uptime requirements. The

Contractor has ready access to all Original Equipment Manufacturer (OEM) parts, including unique and/or high mortality replacement parts. All parts supplied shall be from the OEM. The contract shall include all parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications.

8. PARTS AND SERVICES NOT COVERED OR EXCLUDED BY CONTRACT:

a. Authorization received by the COR for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts that are not covered by this contract will be purchased by the VA

Medical Center. The contractor under the terms of this contract shall accomplish the full installation and complete testing of these parts. Separate Purchase Order Numbers for components/parts not covered under this contract for planned maintenance will be issued when detailed information with pricing to the COR is submitted.

9. SERVICE MANUALS/TOOLS/EQUIPMENT:

a. The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer’s (FSE) all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request.

10. Documentation: The Contractor shall provide individual written service reports which describe services performed on the equipment (in sufficient detail to be acceptable to the field inspectors of The Joint Commission). The following information must be provided in each service report:

i. Date of service.

ii. Summary of problem and action taken.

iii. Parts replaced.

iv. Labor hours.

v. Travel time.

vi. Equipment serviced (description, Equipment ID #, serial number, etc.).

vii. Purchase order number.

11. REPORTING

a. All repairs or services shall be performed during the normal contract hours.

Upon arriving, the Field Service Engineers (FSE) shall report in person at the designated location. After all work is completed, the FSE shall submit, in writing, a complete Report of Services rendered to the department. The service report shall be signed by the COR or Designee of the department where the equipment is located.

b. All service reports to be submitted, at a minimum, shall contain a detailed description of any services or repairs performed. The report shall also include a list of replacement parts, safety checks, performance data, and the date, along with any Contractor recommendations necessary to maintain the equipment in optimum operating condition. FSE shall document and report to the COR, any unsafe condition concerning the equipment or signs of misuse or neglect. FSE shall document the field service report for all problems and their respective corrections, including all performance verification. The service report shall be legible and signed by the COR or department Designee.

c. Both the check-in and check-out procedures are mandatory and shall be strictly enforced.

12. CONDITION OF EQUIPMENT:

a. The Contractor shall accept responsibility for the equipment. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

13. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

a. The Contractor's FSE's shall always wear visible identification while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas.

Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United

States (Federal) District Court, not a local district, state, or municipal court.

14. TRANSPORTATION CHARGES:

a. All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the

Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.