6515--PM repair zimmer biomet intellicart DUO suction systems

Pre-solicitation Notice of Intent to Sole Source

Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with:  Â

Zimmer US INC.

1800 W Center Street

Warsaw, IN 46580-2304

Unique Entity ID (SAM): KZVRFB7NM8T1

The Department of Veterans Affairs VA Medical Center intends to award a purchase order, Firm Fixed Price, Sole Source contract for Preventative Maintenance for Zimmer Surgical Suction System with Zimmer US INC (OEM), large business.

The intent is to procure these services on a sole source basis.

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The NAICS 339113. The size standard 750. The PSC/FSC is 6515.Â

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Interested persons may contact the Contracting Officer/Contract Specialist by email at sharieka.wright@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer. Â

Response must be received on 08/25/2023 by 11AM CST.

Statement of Work

REQUESTING SERVICE: Clinical Engineering (CE).

1.0 Objective: To provide Original Equipment Manufacturer (OEM) certified technicians for preventive maintenance (PM), repairs and support for Zimmer-Biomed, Dornoch Suction Systems.

1.2 Period of Performance: BHS requests a one-year contract.

One year 09/05/2023 09/04/2024

1.3 Type of Contract: Firm Fixed Price.

2.0 Background: The Zimmer-Biomet (aka Dornoch) surgical suction systems are owned by BHS (see 7.1 below). And are stand-alone wheeled suction systems used in operating rooms to remove blood and other secretions from surgical sites. Only technicians certified by the OEM can repair, service and perform PM. This contract is for qualified technicians to maintain, service and repair these devices. BHS clinical engineering (CE) does not have the qualified staff for this service.

2.1 Protected Health Information (PHI), the only records exchanged between VA and vendor are invoices for work performed. Invoices do not contain Protected Health Information.

3.0 Scope: The Vendor shall accomplish the deliverables, provide certified technicians, labor, personnel, equipment, tools, materials, parts, supervision, and other items necessary to perform onsite PM, repairs and support on the BHS Intuitive Ion equipment listed in paragraph 7.1 below.

3.1 Contractor on Site: When required by BHS, requested and authorized by BHS and the vendor, a field service agent (FSA) must be on-site the next business day.

3.2 Professional Qualifications: The assigned (FSA) must have the appropriate training, experience, expertise and certification by the OEM to work on the equipment identified in paragraph 7.2 below.

4.0 Scheduling a Visit: Contact Dennis Allen, the BHS CE contact (857) 203-5517 or Dennis Allen (dennis.allen2@va.gov) or another CE staff member to schedule a visit at a mutually agreed upon date and time.

4.1 Security Requirements: FSA shall report to the CE point of contact or another government designated representative to check in and obtain a short-term identification (ID) badge. This must be obtained before any work is performed.Â

4.2 Identification: FSA must present a current (not expired) Federal ID, PIV card, State or local government ID card/badge before the temporary Federal ID badge is issued.

5.0 Upon Arrival: All contractors can proceed to CE, building 1, (older brick building) ground floor, room GB112 (next to Hanscom Credit Union) where the ID presented is verified. If deemed official, the CE liaison will have the contractor sign in and will then give the FSA a temporary U. S. Government ID badge. The badge shall be worn prominently by the FSA while on VA Property.

5.1 Work Site: The contractor will be escorted by CE staff or other designated VA employee to the work site and must return to CE to sign out and turn-in said badge along with the documented service report for the service performed. If there is a need to replace any hard drive, hard drives and all information on them, are the property of the VA and must remain in the control of the VA Clinical Engineering department for proper destruction.

6.0 Federal Law: The FSA must follow all Government laws, rules and regulations regarding National Security, patient privacy HIPAA and information security.

6.1 Unauthorized Work/Parts: Work outside the scope of this agreement is

not authorized. Purchase of parts is not authorized.

7.0 Authorized Service: PM on the Dornoch suction systems and components listed in paragraph 7.1 below. Use of OEM parts/kits required by OEM Periodic Manufacturers certification are included in PM service. Service must meet the manufacturer s required service frequency and must include all steps detailed in the OEM service manual.

7.1 BHS equipment to be serviced:

Manufacturer Device Name

EE Number

Serial Number

Dornoch suction system

204530

11210281

Dornoch suction system

204531

11210282

Dornoch suction system

204532

11210291

Dornoch suction system

204533

11210292

Dornoch suction system

204534

11210293

Dornoch suction system

204535

11210294

Dornoch suction system

204536

11210295

Dornoch suction system

204588

11210324

Dornoch suction system

204589

11210320

Dornoch suction system

204590

11210319

7.2 Emergency work: If FSA thinks an emergency exists which requires parts and service outside the scope of this agreement, FSA must provide a written estimate of parts and repair/replacement. The CE staff member will request a purchase order (PO). Once the FSA has these two documents can additional work begin.

8.0 Deliverables: Field Service Report (FSR) must be completed by the FSA and a copy given to CE staff. The FSR must include:

Name & work phone number of FSA who performed services.

Contractor service ESR number/log number.

Date, time (starting and ending), equipment downtime and hours on site for service call.

Identification of equipment serviced to include:

Facility

Inventory EE ID number

Manufacturer

Device name

Model number

Serial number

8.1 Itemized Description: of Service Performed (including, if authorized by a separate PO, costs associated with after normal working hour services) including: Labor and Travel, parts with part numbers.

Materials used

b. Signatures of FSE and BHS employee who verified the work

8.2 Hours of Coverage: Service support and contract administration available

Monday-Friday 8:00am to 4:00pm at (800)830-0970

8.3 Toll free: Support service via (800)830-0970 technical support.

8.4 Response Time: A two (2) hour call back response time for any non-PM service-related issues that are communicated to the contractor. Next business day response with a technician on site for emergencies.

8.5 LOANER PROGRAM: Devices covered under the agreement that cannot be serviced onsite or requires more than seventy-two (72) hours of downtime, Zimmer Biomet will issue a returned goods authorization (RGA). While a covered device is under an RGA, customer can request a loaner unit from Zimmer Biomet.

8.6 Training: Vendor will provide training on the device for introductory and advanced utilization of the devices.

9.0 VA Information and Information Systems & Privacy: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.