S02 Intent to Sole Source Posting.pdf

The Department of Veterans Affairs intends to issue sole-source firm-fixed priced base year and two (2) renewable one-year periods of Endoscope and Surgical/Medical Equipment

Leasing are for use at the Atlanta VA Medical Center.

A sole source procurement will be issued to Endoscope and Surgical/Medical Equipment because they are the only vendor capable of fully performing the service for and authorized reseller of Karl Storz brand equipment that is compatible with all current VA apparatuses.

Due to the proprietary software required to integrate with the current VA hardware. This procurement is being conducted in accordance with FAR Part 6.302-1 and 13.106-1(b)(2), "soliciting from a single source." The NAICS code is 339112 and has a size standard of 1,000 employment for this procurement.

This notice of intent is not a request for competitive quotes. However, interested parties may identify their interest and capability to respond to the requirement and submit quotations no later than 1:00pm EST, August 23, 2022 to: Benford.Brundage@va.gov. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the

Government.

Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published using the government point of entry.

However, responses to this notice will not be considered adequate responses to a solicitation.

Determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.

STATEMENT OF WORK

Scope Lease

A. GENERAL GUIDANCE

1. Title of Project: Flexible equipment lease and preventive maintenance.

2. Scope of Work: This is a master lease to manage several current and future projects to support both inpatient and outpatient minimally invasive surgery at the Atlanta VA Health Care

System (AVAHCS). It has been deemed that a lease (rather than purchase) will best serve the needs of AVAHCS Surgical Services as it provides the ability to standardize with greater efficiency and flexibility as well as the ability to predict future maintenance costs. This lease and service agreement will address several aspects of technology and support needed to provide minimally invasive surgical services at AVAHCS:

Video Upgrade to the technology in the OR—This includes addressing End-of-Life and End-of-Service ramifications that are currently active with each of the components that includes (but is not limited to) monitors, cameras, light sources, insufflators, and video capture devices.

Additionally, the technology and optics (video and telescopes) are the legacy platform and an enhancement/upgrade is achieved here through a path to 4K/ICG. The open architecture and modularity of this new system allows for backwards and forwards compatibility of current technology that is onsite as well as future technologies and applies to every surgical specialty that uses minimally invasive approaches to surgery. Providing minimally invasive surgical technology and procedures is standard for most modern, tertiary care hospitals (like AVAHCS).

Building a strong MIS program creates future opportunities and improves the standard of care and will allow AVAHCS to attract and retain the best surgeons who can in turn deliver the best care to our Veterans.

On-Site Endoscopy Specialist Support—This provides four dedicated resources (human capital) that are onsite delivering full-time assistance to the current OR and SPS staff. It will increase surgeon and staff confidence and satisfaction. It will also maximize operational efficiencies and staff productivity as this will allow for onsite expertise to aid in utilizing the new technology and equipment. Equipment performance will be optimized and the need for repairs will be minimized.

ENT Instrument Trays—After working with SPS, it was identified that the ENT Service has grown exponentially over the years. It has been suffering due to inadequate, non-standardized, and non-compliant sets which results in insufficient par levels. These upgrades will improve the standard of care and allow more ENT cases to be done on a given operating day.

No-Fault Warranty Service Plan—This warranty will be in place to cover all new scopes and cameras. This addresses the current downtime associated with the existing repair process. This puts an insurance plan in place to protect the assets and allow them to be of the highest quality and integrity.

3. Location of Services Provided: Atlanta VA Health Care System, 1670 Clairmont Road, Decatur, GA 30033 for Surgical & Perioperative Care Operating room and surgical clinic.

4. Work Hours: Work required in the performance of this contract shall be performed during the Medical Center’s administrative working hours 0800 to 1630, Monday through Friday, excluding Federal Holidays. Work beyond 1630, Monday through Friday or on Federal

Holidays shall be at the contract’s discretion and at no additional cost to the government.

5. Federal Holidays: New Years Day, Martin Luther King’s Birthday, President’s Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and

Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

6. Type of Contract: This shall be a firm fixed price (FFP) for all items to be deliver and performance to be conducted in accordance with the terms and conditions.

B. GENERAL REQUIREMENTS:

• Full repair coverage with no cap for all contracted equipment

• Accidental damage coverage at no additional charge

• Prioritized repairs 24-48 hours turnaround for most repairs

• Next day shipping in both directions included at no extra charge

• On-site technical support:

• Training and support provided.

• Service Contracts Administrative Support: Weekdays 8:30 am – 5:30 pm EST, via

Telephone

C. SPECIFIC MANDATORY TASKS AND ASSOCIATED

DELIVERABLES

Full service agreement for leased equipment.

• Full repair coverage with no cap for all contracted equipment

• Accidental damage coverage at no additional charge

• On-Site back-up GI endoscopes for the duration of the contract

• Prioritized repairs 24-48 hours turnaround for most repairs

• Next day shipping in both directions included at no extra charge

• On-site technical support:

• Training and support provided.

D. REPORTING REQUIREMENTS:

• The Contractor shall report to the Surgical Services on the scheduled day of visit.

• The Contractor shall submit the following documentation to the Contracting Officer’s

Representative after the performance of each service call:

a. Equipment Replaced

b. Training of Personnel

E. QUALITY ASSURANCE:

PERFORMANCE STANDARDS

REQUIRED

SERVICE

PERFORMANCE

STANDARD

MONITORING

METHOD

INCENTIVE/DISINCENTIVES

FOR MEETING OR NOT

MEETING THE PERFORMANCE

STANDARDS

minimally invasive surgical equipment is kept operational thru regular maintenance, timely replacement of scopes and cameras with training of surgical personnel

Urology, Otolaryngology, General surgery and Gynecology must remain operational 95% of time.

Urology, Otolaryngology, General surgery and Gynecology management or service line manager to monitor down time of system.

5% of the total invoice amount shall be deducted when the performance standard is missed.

F. GOVERNMENT RESPONSIBILITIES: The

Government shall be responsible for making system available to

Contractor during normal business hours 8:00 am - 4:30 pm. If there is a need for work to be done after hours, the Government will make arrangements for Contractor to have access to system.

G. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

H. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with

COR or designee.