Sources Sought - Specialized Technician Services.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 7 700 South 19th Street Birmingham AL 35233

POINT OF CONTACT*

Contracting Officer Ki Buggs Ki.buggs2@va.gov

PLACE OF PERFORMANCE

Department of Veterans Affairs

700 South 19th Street

Birmingham AL 35233

DESCRIPTION

This is a SOURCES SOUGHT for the Birmingham VA Medical Center, 700 19th St S, Birmingham, AL 35233. Information collected during this Sources Sought may be used in a set aside. If a solicitation is issued, the Government will do so in accordance with Federal Acquisition Circular (FAC) 2025-03. The North American Industry Classification System (NAICS) number is 541990. The NAICS size is $19.5 Million.

Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA at https://www.sba.gov/ and meet the requirements of FAR 19.102. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with the SBA at https://veterans.certify.sba.gov as an SDVOSB or VOSB.

Contractors that deem themselves capable of meeting the requirement shall provide the below information to, Contract Specialist Jason Compton at jason.compton@va.gov no-later-than Monday, Feb 10, 2025, at 10AM, CST, referencing 36C247-25-AP-1158. Responses shall include:

(1) Business Name and Address

(2) GSA/FSS/NAC Contract Number, if applicable

(3) Point of Contact Name, Phone Number and E-mail Address

(4) SAM UEI and NAICS code

(5) Business Size SMALL or LARGE

(6) Type of Business: service-disabled veteran owned, veteran owned small business, 8a, HUBZone, woman-owned, etc.

· Contractor must be registered with https://www.sam.gov

· To be considered SDVOSB/VOSB, with the SBA at https://veterans.certify.sba.gov

DRAFT STATEMENT OF WORK (SOW)

Title: Medtronic Technician Services

Objective: The Contractor shall provide specialized technician coverage at BVAHCS for endoscopic sinus surgery, neurosurgery, and spine procedures. The technician shall operate equipment, perform calibration and alignment checks, and adjustments as directed by the Surgeon. Specifically, the contractor shall provide a technician to operate the following systems:

· Medtronic’s StealthStation S8 Navigational System (owned by the BVAHCS)

Deliverable Need by Date: The base year period of performance (POP) will begin on 5/01/2025 and end on 4/30/2026, with four (4) one-year options.

Location: The Contractor shall provide technician services on the fourth floor, room 4413, Operating Room, 700 South 19th Street, Birmingham, Alabama 35233. Normal operating hours are Monday through Friday, 7:30 AM to 4:00 PM, excluding Federal holidays.

Background: The BVAHCS is a 313-bed acute tertiary care facility in the historic Southside district of the city. It provides acute tertiary medical and surgical care to Veterans of Alabama and surrounding states. With 136 operating beds, the medical center serves as a referral center for this population area. Recent construction provides state-of-the-art facilities and equipment in all clinical programs. Care is provided in practically all medical and surgical specialties and subspecialties.

Description: Specifically, the contractor shall provide a technician to operate the following systems:

· Medtronic’s StealthStation S8 Navigational System (owned by the BVAHCS)

The Contractor shall provide coverage at BVAMC for Deep Brain Stimulation, Intracranial Tumor, and Functional Endoscopic Sinus Surgery (FESS) cases that require the above systems. In most instances, the Contractor will be contacted a minimum of 48 hours to reserve a technician for the scheduled case. Coverage will include one (1) technician to assist with each procedure requiring the use of the Stealth systems. The Contractor shall appoint one of its personnel to perform administrative and technical duties. The Contractor shall also provide coverage for emergency cases and callbacks. In these cases, the Contractor could receive notice from the Medical Center in less than 48 hours.

The services to be performed by the Contractor shall be conducted by BVAHCS policies and procedures and the regulations of the medical staff bylaws. These procedures shall be performed to the direction and satisfaction of the BVAMC Chief of Staff or his/her designee. The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

General Requirements: 1. Arrive on site in the OR at least 60 minutes before surgery time. 2. Know the general condition of the patient and the factors that affect planning for the operation before the operation. 3. Maximize patient safety before, during, and after the operation. 4. Ensure that the aseptic technique is always used in the OR Suite.

Routine: 1. Assemble stealth/fusion system for Neurosurgery and/or ENT cases as necessary. 2. Restock the work area, always maintaining cleanliness and order. Prepare and calibrate pressure monitoring equipment. 3. Operate Medtronic Navigation equipment while surgery is performed to ensure smooth functioning. 4. Clean and reassemble all equipment after each case. 5. Perform any additional duties that could arise that may be required to start, complete, or finish cases.

Periodic: 1. Rotate and check supplies weekly for expiration. 2. Prepare and operate Medtronic Navigation products and all associated equipment (every day of surgery). 3. Calibrate Medtronic Navigation equipment (every day of surgery).

Report Contract Administration complications (as necessary). 4. Respond to emergency calls (per contract and as needed). 5. Conduct in-service education and instruct new contract personnel in the performance of duties at the VA (as needed)

Occasional: Emergency services that include returning to the hospital to support a return to the OR for bleeding or other emergency Neurosurgery and ENT operations (rare).

Perform patient safety measures: This includes identifying the patient prior to services being rendered by checking at least two identifiers. Specifically, the Contractor shall check the name and other identifying data and compare these with the information recorded within the Computerized Patient Record System (CPRS). Examples of acceptable identifiers include, but are not limited to, the patient's name, date of birth, social security number, etc.

The preparation and administration processes use safe storage, preparation, compounding, labeling, dispensing, and timely delivery of medications and other items.

Clinical monitoring of the patient based on vital signs and baseline assessments.

Ensuring completion of services related to all Medtronic Navigation systems, including initial assessment, initial education, and patient monitoring and management.

1. QUALIFICATIONS: The services shall be performed by qualified Medtronic Technician(s). Assigned contract personnel must have at least two (2) years’ work experience operating Medtronic Navigation systems. In addition, the Contractor shall submit evidence that the personnel assigned to work this contract routinely perform navigation services at another medical institution on days not outlined in this contract. The contractor must follow BVAMC MCM 112-09 Operating Room Security.

The contractor shall not have personnel report to duty until written notification is received from the Contracting Officer or designee (e.g., COR) advising that the candidate(s) presented have met all requirements for contract performance.

2. RECORD KEEPING: a. For services performed at the BVAHCS, The BVAHCS shall establish and maintain a record-keeping system that will record the hours worked and services performed by the Contractor’s employee(s) to ensure that the BVAHCS has received required services. The contractor’s employee(s) shall report to the VA Surgery, the Service COR, or the designee upon initial arrival at the VAMC. b. Documentation of services performed shall be reviewed before certifying payment. The VAMC shall pay for services performed and strictly follow the price schedule and statement of work. Contract monitoring and record-keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

3. CONTRACT PERFORMANCE MONITORING: For services performed at the VAMC, monitoring of Contractor employee(s) time shall be demonstrated through sign-in/ sign-out sheets (hard copy or electronic). Contractor employee(s) shall be required to sign an attendance log upon reporting to work and departing from work. The COR shall be the VAMC official responsible for monitoring contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

PERIOD OF PERFORMANCE:

12-Month Base Period with four 1-Year Options

Periods of Performance

Sources Sought Notice