SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Mammography Equipment Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C255-24-AP-0446

RESPONSE DATE/TIME/ZONE 03-12-2023 11:00AM CENTRAL TIME, CHICAGO,

USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* J049

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Harry S. Truman Memorial VAMC Columbia, MO

POSTAL CODE 65201

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this

Sources Sought that is marked as proprietary will be handled accordingly. 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 Sources Sought.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought in Accordance

With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS

811210. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions and after review of the responses to this Sources

Sought, a solicitation announcement may be published. Responses to this Sources

Sought are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 6. Response to this

Sources Sought should include company name, address, point of contact, EUI, and size of business pursuant to the following questions:

1. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small

Business (WOSB), Large Business, etc.)?

2. Is your company considered small under the NAICS code identified under this

Sources Sought? If so, please provide that information.

3. Are you the manufacturer, an authorized distributor, or an equivalent solution to the items being referenced above?

4. If you’re a small business and you are an authorized service technician of the original manufacturer, for the items identified in this sources sought, send a copy of the letter; additionally, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

5. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, NASA SEWP, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please provide general pricing of your products/solution for market research purposes. Catalog list prices, FSS prices, or any other publicized price lists are acceptable.

6. Please provide your SAM.gov Unique Entity ID (UEI) number.

Submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the attached State of Work.

Responses to this notice shall be submitted via E-mail and are due on or before March

12, 2024 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov. Send all questions to Teresa Cabanting at teresa.cabanting@va.gov. Telephone responses or questions shall not be accepted. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this

Sources Sought. Responses to this Sources Sought notice are not a request to be added to a prospective offerors list or to receive a copy of the solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

STATEMENT OF WORK (SOW)

1. Required Services

a) The Contractor shall provide maintenance and repair, on site, when determined by contract Contracting Officers Representative (COR), to include all replacement parts (including x-ray tubes, detectors, Plastics coverage

(replacement parts for all paddle plastics and face shields that are broken during the Coverage Period), labor, travel expenses, telephone technical support, remote on-line support (contractor must maintain a current MOU/ISA agreement allowing VPN access), tools, test equipment, technical service packages and other incidentals necessary to maintain and/or restore the listed equipment (see

Section 10 below), to operating specifications according to the original equipment manufacturer (OEM) specifications.

All maintenance and repairs shall be provided during the contract business hours of 8:00AM – 5:00 PM, Monday through Friday, excluding federal holidays unless otherwise approved by the COR. Upon placement of a service request, the Contractor must respond to the COR within one (1) hour by telephone for diagnostic response, and must provide priority on-site service same business day if service is requested by 2:00PM local time after contacting the VA, unless otherwise determined by the COR.

b) The Contractor shall provide full scheduled and unscheduled maintenance and repair including all software and quality updates (when determined by the COR), to include all replacement parts, labor, travel expenses, telephone technical support, remote on-line support (if applicable), tools, test equipment, technical service packages and other incidentals necessary to maintain and/or restore the listed equipment (see Section 10 below), to operating specifications and manufacture’s specifications.

All maintenance and repairs shall be provided during the contract business hours of 8:00AM – 5:00 PM, Monday through Friday, excluding federal holidays unless otherwise approved by the COR. Upon placement of a service request, the contractor must respond to the contract COR within one (1) hour by telephone for diagnostic response, and must provide priority on-site service response within four (4) business hours after contacting the VA, unless otherwise determined by the COR.

2. All scheduled preventive maintenance for equipment listed in Section 11 will be performed by Contractor. Contractor will provide (at no additional cost) any part(s) found out of manufacture specification during the preventive maintenance inspection activities. Contractor shall assist with Planned Maintenance, Quality

Assurance and Safety Checks. Scheduling of preventive maintenance will be coordinated between the Contractor and the COR.

3. All services for this contract must meet manufacturer performance and technical specifications, Federal Regulations, and other specifications that may apply such as

National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), American College of Radiology (“ACR”) and VA Regulations.

4. The Contractor shall respond to service calls placed by the Harry S. Truman (HST)

Veterans Affairs (VA) Medical Center’s Biomedical Engineering only, to include:

The COR, Biomedical Equipment Support Specialists; Biomedical staff Engineers , and The Biomedical Engineering Chief.

5. The Contractor accessing the listed equipment must have an approved VA VPN network account established (existing MOU/ISA). All VPN accounts will be coordinated through the facilities ISO (Information Security Officer) and will comply with all VA regulations and standards to include OA&MM Information Letter (IL 90-

01-6) dated July 16, 2001.

6. Contractor shall provide all manufacture required hardware and software updates, upgrades, patches, revisions and licenses and service keys at no additional charge to the HSTVA Medical Center.

7. ALL Contractor Service Technicians must report to the Healthcare Technology

Management Office (Room C002) to sign in before work is begun on the premises of the HSTVA Medical Center and must also sign out after work has been completed. The Contractor must furnish a detailed Field Service Report, or equivalent, showing work completed, listing all repairs, and/or repair parts, used to maintain operating efficiency of the equipment. When possible, this report may be delivered to Healthcare Technology Management Office before Contractor leaves the station or via E-mail to the COR. If it is necessary for the Contractor to work after 4:30 p.m., permission must be granted from the COR. If the service was completed after regular duty hours, the Contractor employee will sign out and leave the Field Service Report in the Engineering Control Center (Room D019) of the

HSTVA Medical Center. Payment will be withheld pending receipt of this report.

The Field Service Report from the Contractor must contain, at a minimum, the following information:

• Date and time of the contractor’s arrival on station,

• Type, model, and serial number(s) of all equipment on which maintenance was performed,

• Total time spent performing maintenance, excluding travel time,

• Detailed narrative description of the malfunction or PM action required,

• Complete list of parts replaced,

• Comments as to the cause of the malfunction when applicable,

• Date and time the work is completed.

8. There is a potential for exposure to bloodborne or other infectious material with equipment throughout the hospital. All maintenance persons must use the

“Universal Precautions” (e.g., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures required by this contract. Contractor will be responsible for providing their own Personal Protective Equipment (PPE) as applicable.

9. Payment will be made quarterly, in arrears, upon receipt of a properly prepared invoice, referencing the period for which payment is due, contract number and purchase order number assigned.

10. The following is the list of equipment covered under this Statement of Work:

End of Statement of Work