Service Nurse Call-Code Blue Base: 10/1/19-9/30/20 (695-C00075)

The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Systec LTD of Wisconsin, Inc., for preventative maintenance and any additional corrective services needed as outlined in the Statement of Work. Equipment is located at the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin. This procurement is being conducted in accordance with FAR 12 & 13 Single- Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by September 12, 2019 @ 0900 (CT). Supporting evidence must be furnished in enough detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with General Electric.
Statement of Work for Nurse Call and Code Blue Service Contract
PURPOSE
The Milwaukee VA Medical Center is requesting to establish a service contract for maintenance on the following equipment:
Manufacturer
Brief Description
Department
Building
Floor/Wing
Jeron
Nurse Call System
Emergency/Urgent Care Department
111
1AS
Jeron
Nurse Call System
Specialty Clinic
111
1AN
Jeron
Nurse Call System
Blue and Red Clinics
111
1B/C
Jeron
Nurse Call System
GI/GU and APC
111
2A
Jeron
Nurse Call System
Radiology
111
2B
Jeron
Nurse Call System
ICU
111
2CS
Jeron
Nurse Call System
Gold Clinic
111
3A
Jeron
Nurse Call System
Mental Health
111
3C
Jeron
Nurse Call System
Hematology/Oncology Clinic
111
4B
Jeron
Nurse Call System
Acute/Med Surg Nursing Unit
111
4C
Jeron
Nurse Call System
Cath and EP Lab
111
5CS
Jeron
Nurse Call System
Acute/Med Surg Nursing Unit
111
5CN
Jeron
Nurse Call System
Acute/Med Surg Nursing Unit
111
6C
Jeron
Nurse Call System
Acute/Med Surg Nursing Unit
111
7C
Jeron
Nurse Call System
Surgical Clinics
111
8A
Jeron
Nurse Call System
Eye Clinic
111
8C
Jeron
Nurse Call System
Nursing Home Unit
111
9A
Jeron
Nurse Call System
Nursing Home Unit
111
9CS
Jeron
Nurse Call System
Palliative Care Unit
111
9CN
Jeron
Nurse Call System
Simulation Lab
111
10AS
Jeron
Nurse Call System
Comp and Pension
111
10C
Jeron
Nurse Call System
Spinal Cord Injury
144
All
Jeron
Nurse Call System
Substance Abuse
43
All
Jeron
Nurse Call System
Community Living Center/Greenhouse
146, 147, 148
All
Jeron
Code Blue System
Main Hospital, Spinal Cord Injury, Community Living Center/Greenhouse
111, 144, 146, 147, 148
All
The service agreement would be for 1 year starting 10/1/2019 through 9/30/2020 with renewal options for 4 additional years.
SCOPE
Summary: This service contract is for an initial one-year term but may be renewed annually for up to 4 years. It provides preventative maintenance and any additional corrective services needed on the specified equipment at the Milwaukee VA Medical Center, as well as labor, travel, expenses, and parts for the preventative and corrective maintenance.
Hours of Coverage:
Monday through Friday, 7:00AM to 4:30PM CST, excluding locally observed holidays. If access is deemed necessary outside of these hours, these hours shall be charged at the prevailing vendor non-business travel and labor rates.
For emergency calls, will be available 24 hours a day, 7 days a week. A call-back should be received within 30 minutes if emergency call is not answered immediately.
For on-site emergency services, within four hours of notification will be on-site to complete repair.
Specifications of Work:
MAINTENANCE AND PARTS
All parts and software for preventative and corrective service maintenance of the Nurse Call and Code Blue Systems are covered
Parts shall be approved for use by the manufacturer of the systems
Software and hardware updates/upgrades shall be approved for use by the manufacturer of the systems
Contractor shall have on-site, comprehensive inventory of parts and components in quantities sufficient to resolve typical device failures in order to make necessary repairs
All travel and labor are included for preventative and corrective service maintenance of the systems
Annual preventative maintenance according to manufacturer specifications for Nurse Call System
All non-emergency services will be performed during normal work week unless otherwise authorized by the VA
Non-emergency services/repairs shall be completed at time of inspection unless contractor requests and obtains approval to perform repair work at later date and time
Maintenance to include, but not limited to:
Examination, cleaning, and verification of proper operation of all system components
Reviewing operating system software diagnostics to ensure that the system is operating to manufacturer s specifications
Calibration and adjustment of system components
Acquisition and installation of software updates/upgrades
Perform database backups semi-annually
Quarterly preventative maintenance according to manufacturer specifications for Code Blue System to be performed in March, June, September, and December
Testing of all buttons must be done within a 1-month timeframe and can occur during business or non-business hours
Testing shall include verifying the functionality of the system from button in room, reporting to nurse station, and secondary reporting to Police Department
Repairs to Code Blue system shall be performed, excluding the JCI connection that reports to the Police Department
Contractor shall furnish and install or repair all items/components of the Nurse Call and Code Blue Systems, including items due to wear and tear, unless specifically excluded
Peripheral system components patient stations, toilet/shower stations, dome lights, staff/duty stations, zone lights, etc.
Provide and install consumables as authorized by VA pillow speakers, call cords, batteries, etc.
Control and head-end equipment as authorized by VA servers, masters, power supplies, central hardware, etc.
Contractor agrees to accept as-is existing condition of hospital s Nurse Call and Code Blue System and related parts
TYPES OF CALLS
Contractor shall render unlimited on-site non-emergency service calls
Contractor shall render up to a total of seventy emergency service calls. Emergency service calls shall be divided into two categories based on day of week and time of day:
Category 1 (maximum 35): Emergency calls requiring work to be performed within the normal work week
Category 2 (maximum 35): Emergency calls requiring work to be performed outside normal work week
When emergency situation arises, VA has the option to limit the extent of emergency services/repairs to minor adjustments and repairs required to protect the immediate safety of equipment and persons in and about the VA. If this option is exercised, VA will determine a later time when repair should be completed.
Emergency service calls exceeding the included number shall be subject to the established required response times by category and billed at the established hourly rate
TRAINING AND DOCUMENTATION
Provide documentation of all preventative and corrective work done monthly
Provide documentation of calibration certification of all test equipment upon request of VA. Must be traceable to national standard.
Provide on-site, system specific, orientation/instruction to VA personnel on system operations, system upgrades, revisions and additions. System operation reviews, specific to VA will consist of no less than four structured instructional hours per contract year when needed. On-site orientation/instruction on system upgrades, revisions, and changes shall coincide with completion of such work.
Provide complete set of system documentation when any major changes take place or upon request of VA
Guaranteed Uptime: This plan includes no uptime guarantee
Updates: Vendor will provide system engineering changes for bug-fixes
Services and parts not covered by contract: Contracting Officer (CO) or Contracting Officer s Technical Representative (COR) authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract. Contractor shall provide a list of exclusions at the time of the proposal for VA review.
Qualifications: The contractor must meet The Joint Commission requirements for proving competency of service provider. Contractor personnel shall be OEM factory trained and authorized to work on equipment they are servicing. The contractor shall provide job title, job description, and qualifications of all that will or may provide service to the hospital. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. All service personnel will be aware of and compliant with Hospital policy and procedures pertaining to safety, fire, severe weather, and emergency procedures.
Check-in and Identification: The contractor's representative will report to Biomedical Engineering, room 70-C9 prior to performance of service. On approved overtime, contractor will report to Police Dispatch, Building 111-East Entrance. The contractor's field service employee shall always wear visible identification while on the premises of the VA Medical Center.
Safety Requirements: In the performance of this contract, all service personnel must use the Universal Precautions (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures. The Contracting Officer or designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken.
Documentation Requirements: Service field reports shall be provided after the completion of each field service call. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor..