Source of Sought - JPC Equipment Maintenance Service DHA0012132864.pdf

Defense Health Agency Contracting Activity (DHACA)

Northeastern Healthcare Operations - Contracting Division (NEHO-CD)

Sources Sought Notice/Request for Information

1.0 General Information

Document Type: Sources Sought Number: 12132864-0001

Project Title: Equipment Maintenance/Repair Support Sources Sought Post Date: July 30, 2024 Response Date: August 9, 2024

NAICS Code: 811219 Other Electronic and Precision Equipment Repair and Maintenance

Product Service Code: J605 Maintenance, Repair, and Rebuilding of Equipment- Medical, Dental, and Veterinary Equipment and Supplies

Contracting Office Address:

Defense Health Agency Contracting Activity (DHACA)

Northeastern Healthcare Operations - Contracting Division (NEHO-CD) 8111 Gatehouse Road, Suite 200

Falls Church, Virginia 22042-1213

2.0 Sources Sought

To facilitate market research, the Government is looking to identify qualified sources under the North American Industry

Classification System (NAICS) 811219 Other Electronic and Precision Equipment Repair and Maintenance Services. This

Notice seeks industry comments to assist the Government. If you have any comments or find any ambiguities, please provide your information and comment in your response to this notice.

Responses are requested from ALL sources including Other than Small Businesses. Small Businesses, 8(a) small businesses, HUBZone small businesses, Service-Disabled Veteran-Owned Small Businesses, Women-Owned Small Businesses and

Economically Disadvantaged Women-owned Small Businesses are encouraged to respond.

This Sources Sought (SS) Notice is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the concern’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 in GSA Advantage at https://gsaadvantage.gov/. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings. No phone solicitations or email with regards to the status of the Request for Quote (RFQ) will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

As a result of this notice, the Government MAY issue a Request for Quote (RFQ). There is no solicitation available at this time.

However, should such a requirement materialize, no basis for claims against the Government will arise as a result of a response to this Sources Sought Notice, nor the Government’s use of such information as either part of our evaluation process, nor in developing specifications for any subsequent requirement.

3.0 Background

The Joint Pathology Center (JPC) is the premier Department of Defense (DoD) second opinion reference pathology laboratory, veterinary pathology residency program, and repository providing pathology diagnostic services, research, and education capabilities for military treatment facilities, Department of Veterans Affairs Medical Centers, and other federal agencies. The JPC include several laboratories that perform clinical testing using complex analytical instruments and equipment to support the diagnostic pathology service provided to service members and veterans. These instruments and equipment require routine preventive maintenance and remedial repairs in order to provide clinically relevant results to support the clinical care of service members and veterans.

4.0 Coordination Requirement:

4.1.1. The contractor shall coordinate all aspects of the service requirements to include scheduling of preventive maintenance and remedial repair services for Comprehensive Services and As-Needed Repair and Preventative Maintenance Services.

4.1.2. The Government will notify the Contractor of remedial repair service requirements, and the Contractor shall acknowledge receipt of service call within 24 hours.

4.1.3. The contractor will provide quotes for all As-Needed Repair and Preventative Maintenance Services and Operator

Replacement Items and Optional Items to the COR, ACOR and designated Government POCs for approval prior to providing service.

4.2. Repair and Return Service

4.2.1. The Government may request on-site repair service to prepare instruments and equipment for shipping when the instrument or equipment cannot be repaired on-site.

4.2.2. Upon completion of services, a written field service report (FSR) shall accompany the equipment being returned. The FSR shall provide detailed information regarding the cause of equipment malfunction and corrective action taken, to include the time required to complete the work, price of labor (hourly rate), a list of parts replaced with the cost of each part, and chargeable travel expenses.

4.3. On-Site Repair Service

4.3.1. Contractor’s service provider shall report to and sign-in with JPC staff, prior to commencing services during normal operation hours (Mon-Fri, 0700-1730).

4.3.2. Upon completion of services, a written FSR shall be provided to the lab where the services were preformed, the COR and designated Government POC, as necessary. The FSR will provide detailed information about the cause of equipment malfunction and corrective actions taken, to include the time required to complete the work, price of labor (hourly rate), and a list of any parts replaced with prices for each part.

4.3.2.1. In the event not all information is available to the contractor’s service provider when services are performed, the initial

FSR shall include all available information stated above. The Contractor shall ensure the balance of the required information is provided to the COR, no later than 10 business days after services are completed.

4.3.3. The COR, ACOR or designated Government POC will initiate all requests for services. The contractor will contact the

COR/ACOR with any issues, or concerns regarding repair of equipment covered under this contract. The contractor will not provide any services not covered by the contract without prior approval. The operator of the equipment or the contractor may be liable for any services that are provided without prior approval.

4.3.4. After performing Calibration/Verification/Certification services, the contractor’s service representative will affix and/or update DD Form 2163 (Medical Equipment Verification/Certification), or equivalent. A copy of the contractor’s calibration worksheet specifying actual services performed will be provided to the lab where the service was performed. The Government will provide DD Forms 2163, when required.

4.4. Payment of Comprehensive Services

4.4.1. The Contractor is responsible for payment of maintenance costs directly to vendors and service providers who service the equipment listed in the Master Equipment List. Payment for Comprehensive Services costs shall include all travel, labor, overtime, parts, freight, PM kits, updates, optional items for remedial repairs, and for preventive maintenance checks and services.

4.4.2. The Contractor shall provide coverage, at no additional charge, for functioning software and diagnostic software needed to return the equipment to its normal operating condition. This includes necessary software updates, validated by the device manufacturer, necessary to maintain the cyber-security of network-attached devices.

4.4.3. When equipment failure occurs, the Contractor shall cover all costs necessary to return the equipment to operation within the manufacturer’s specifications. This coverage shall include identification and installation of software or hardware updates.

Unless JPC has selected Operator Replacement Items and Optional Items coverage, no coverage exists for installation of upgrades of software and hardware independent of equipment failure and repair.

4.5. Payment and Bill Processing for As-Needed Repair and Preventative Maintenance Services

4.5.1. A CLIN will be established to pay for as-needed repair and preventative maintenance services. This CLIN may be incrementally funded at the discretion of the Government. The cost of these items will be billed against the as-needed repair and preventative maintenance services CLIN and tracked by the Contractor.

4.5.2. The Contractor will maintain a record of expenditures and advise the COR monthly of the balance remaining.

4.5.3. Services identified as as-needed repair and preventative maintenance services may be paid for via this CLIN only upon mutual agreement between the Contractor and the Government.

4.6. Payment and Bill Processing for Operator Replacement Items and Optional Items

4.6.1. A CLIN will be established to pay for operator replacement items and optional items. This CLIN may be incrementally funded at the discretion of the Government. The cost of these items will be billed against the operator replacement items and optional items CLIN and tracked by the Contractor.

4.6.2. The Contractor will maintain a record of expenditures and advise the COR monthly of the balance remaining.

4.6.3. Items identified as Operator Replacement Items may be paid for via this CLIN only upon mutual agreement between the

Contractor and the Government.

4.7. Administrative Tasks and Maintenance Data Management

4.7.1. The Contractor shall perform administrative tasks and maintenance data management relevant to the contract.

4.7.2. The Contractor shall establish and maintain an on-line database of covered equipment. The COR, ACOR and designated

Government POCs shall have Internet access to their individual database of covered equipment. The database shall provide detailed information on each covered equipment item to include at a minimum the ECN, Manufacturer, Model Number, Serial

Number, Nomenclature, and services performed etc.

4.7.3. The COR, ACOR and designated Government POCs shall be able to request quotes for the addition of new equipment to the contract or removal of equipment from the contract using the on-line application. In addition, activities shall be able to request quotes for one time repair of equipment not covered by the contract.

4.7.4. The database shall include a list of all parts replaced and all services performed. The information in this database shall be sufficiently detailed to support CAP and CAP ISO 15189 inspection/accreditation requirements and should be available to the

Government activity within 24 hours of request.

4.7.5. The Contractor will assure completion of required FSR, assure receipt of appropriate purchase orders and invoices, and initiate the vendor payment process.

4.8. Invoice Validation and Payment Functions

4.8.1. Invoices: All vendor invoices for repair and maintenance on covered equipment will be paid directly to the vendor by the

Contractor. Payment to the vendor shall be made within 30 days upon receipt of the invoice by the Contractor. To ensure prompt invoicing and payment for services, the process to be followed is outlined below.

4.8.2. Field Service Report (FSR) Tracking: The Government shall collect a FSR from the service provider upon completion of the service. The Contractor may also contact the service vendor directly for a copy of the FSR.

4.8.3. Invoice Tracking: The Contractor will follow-up with the service provider if the invoice is not received within ten (10) calendar days after provision of the service. The Contractor will advise the Government of the status of the invoice and payment to the vendor.

4.8.4. Denial Notification: The Contractor shall immediately notify the Government of any denial of payment to a vendor or service provider. The reason for denial must be clearly documented and the government shall be advised of any corrective action required.

4.8.5. Technical Assistance and Advice: The Contractor shall assist the Government in parts sourcing assistance and vendor selection if required. The Contractor may recommend qualified service providers and vendors who may provide additional savings to the Government.

45.8.6. Invoice Processing and Work Order Tracking: The Contractor shall promptly process payment of substantiated service calls and shall notify the Government of any denied claims within 24 hours of rejection of invoice. Contractor shall contact the service vendor if the service response is not provided within 24 hours of notification.

4.8.7. Provision of Quotes: The Contractor shall provide quotes for additions of equipment, deletions of equipment under contract, modifications of coverage, as-needed repair and preventative maintenance services, operator replacement items, and optional items.

4.9. Addition and Removal of Equipment

4.9.1. The Government shall provide a specific listings of new equipment requiring maintenance to the Contractor prior to adding those additional equipment to the contract.

4.9.2. The COR, ACOR and designated Government POCs submit requests for quote directly to the Contractor. The Government will specify the required number of visits to be performed annually when requesting a quote to add equipment to the contract.

4.9.3. The Contractor shall be responsible for providing a total price, a price for each individual item of equipment, and to adjust pricing as equipment is added or deleted.

4.9.4. The Contractor is responsible for notifying the Government what equipment has optional coverage available before the equipment is added to the covered equipment list. The Contractor shall not cover these optional items unless the Government specifically accepts the optional coverage. The Government may choose not to include the optional coverage. The Contractor shall provide a quote with the annual cost, prorated cost, and out-year costs, if applicable.

4.10. Contract Deliverables

4.10.1. Service Provider List: The Contractor shall provide a service provider list to the Government for approval within 30 days of award of the contract or addition of new equipment. The OEM or Government approved service provider will be accepted as the approved service provider. Additional service providers may be added by mutual agreement. The criteria for other than OEM service providers are described in the definition of the Field Service Engineer.

4.10.2. Annual Reports: The Contractor shall provide annual reports that detail maintenance costs by individual piece of equipment. This shall include one report per year detailing each piece of equipment by activity within 45 days of the end of the current period of performance. Report detail shall include at a minimum preventive maintenance, labor, cost of parts, services performed, etc.

4.10.3. Year-to-Date Statistical Information Reports: Upon request by the Government, the Contractor shall provide year-to-date reports that detail maintenance costs by piece of equipment within two (2) business days. Report detail shall include at a minimum, preventive maintenance, labor, cost of parts, services performed, etc.

4.10.4. Quotes: In response to a Government request for quote, the Contractor shall provide a quote to the Government as described in paragraph 4.8.7 Provision of Quotes within 10 calendar days.

4.11. Special Considerations

4.11.1. The Contractor accepts responsibility for the equipment described in the Master Equipment List, in “as is” condition.

4.11.2. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The

Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. The Government must exercise its post-acceptance rights:

4.11.2.1. Within a reasonable time after the defect was discovered or should have been discovered.

4.11.2.2. Before any substantial change occurs in the condition of the item unless the change is due to latent defect in the item in accordance with the inspection clauses in the contract. Failure to meet the Acceptable Quality Level will be reflected in annual contract past performance evaluations.

4.11.3. All vendors selected by the contractor to perform maintenance or repairs must be authorized to do so by the OEM and/or provider adequate certification to the Government to ensure they are competent to service the equipment.

5.0 Instructions.:

If your company has the capability to perform Equipment Maintenance and Repair Support services, please send a

Capability Statement and any additional Information detailed in section VI. General Information to the following email addresses.

Carlos Sikaffy: carlos.a.sikaffy.civ@health.mil

Chavock Warren: chavock.d.warren.civ@health.mil

No phone calls related to this SSN will be accepted. All correspondence shall be via email. Responses must be submitted no later than Friday, August 9, 2024 at 10:00 AM (Eastern Standard Time). Capability statements will be retained for future reference.

6.0 General Information:

mailto:carlos.a.sikaffy.civ@health.mil mailto:chavock.d.warren.civ@health.mil

To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested in this Notice. Any deviation from this format may lead to the rejection of the response.

If your Capability Statement does not contain any of the information below, please also provide the following:

a. A brief three-to-five-page synopsis of specific examples/contract numbers of prior efforts same/and or similar to Equipment Maintenance and Repair Support services contracts performed as outlined in section

IV. Coordination Requirement

b. DUNS, CAGE Code Number, and Unique Entity Identification Number (UEID).

c. Company name and address.

d. Company Point of Contact, phone number and email.

e. NAICS code(s) associated with the company.

f. Company must verify if they are a Large or Small Business under the relevant NAICS.

g. All Small business concerns must identify their small business category (Ex: 8(a), Service-Disabled

Veteran-Owned, HUBZone, Small Disadvantaged, Veteran-Owned, or Women-Owned).

h. If your Company is an 8(a) company, provide evidence or an SBA 8(a) Case Number to identify your 8(a) status.

i. If applicable, provide GSA schedule number or other multiple award schedule number.

j. If different from NAICS code 811219, recommended/suggested NAICS code(s).

k. A minimum font size 10.

l. PDF format.

7.0 Confidentiality.

Do not include proprietary, trade secrets, classified, confidential, or sensitive information in your response to the Sources Sought

Notice. The Government shall not be held liable for any damages incurred if proprietary information is submitted, as it is clearly stated that this type of information shall NOT be submitted.

Additionally, the Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.