J065---BIOMED Svc-Preventive Maintenance Service for Belimed Washers and Sterilizers- (VA-20-00071032)

The Veterans Administration, SAOW Network Contracting Office (NCO) 22 is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to provide scheduled preventive maintenance inspections and intervening service calls for Belimed Sterilizers and intervening service calls. Located at the VA San Diego Healthcare System (VASDHS), 3350 La Jolla Village Drive, CA 92161. The results of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811219. The Government is anticipating a single award contract with a base year and four (4) 1-year option periods. The base year period of performance is anticipated to begin on or about October 1,2020. A draft copy of the statement of work is provided with this notification.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for quote; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. In addition, contractors who respond to these sources sought notice shall provide specific documentation/information that it has provided preventative maintenance and repair services for the specific brand and model ultrasound imager identified in this notice and the draft statement of work. Acceptable documentation for example would be a copy of a contract or PO identifying the specific equipment and services performed and/or a letter from Volcano Corporation identifying your firm as an authorized 3rd party service provider.

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB), VETERAN OWNED SMALL BUSINESS (VOSB), SMALL BUSINESS OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by July 17,2020, 2020, 10:00AM (PST). All responses under this Sources Sought Notice must be emailed to robert.regan2@va.gov.

SCOPE OF WORK: PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS

The intent of this Request for Quote is to enter into a one year, Firm-Fixed-Price contract for four preventive maintenance inspections and intervening service calls for Belimed sterilizers. The period of performance shall be 10/1/2020-9/30/2021.

The Vendor shall provide all labor, supervision, materials, parts and transportation required to maintain and repair 17 Belimed sterilizers.

SCHEDULE OF SERVICES: The intent of the Government to award a Firm-Fixed Price contract for maintenance and repair of multiple Belimed Sterilizers.

Locations: (664) VA San Diego Healthcare System

3350 La Jolla Village Drive

San Diego, CA 92161

ITEM #

DESCRIPTION

QTY

UNIT

1

Ultrasonic

Model: UW565

Equipment #: TBD

12

Months

2

Ultrasonic

Model: UW565

Equipment #: TBD

12

Months

3

Ultrasound

Model: UW565 DVI

Equipment #: 1000675

12

Months

4

3-unit left hand system

Model: WA290

Equipment #: 24487

12

Months

5

Gate, Return

Equipment #: 24434

12

Months

6

Sterilizer

Model: MST 6-6-6 VS1

Equipment #: 24307

12

Months

7

Steam-Steam Exchanger

Model: MST WTDH250

Equipment #: 24258

12

Months

8

Steam-Steam Exchanger

Model: MST WTDH250

Equipment #: 24257

12

Months

9

Clean Station

Model: CS 750

Equipment #: 24087

12

Months

10

Washer Disinfector

Model: WD 290

Equipment #: 23964

12

Months

11

Washer Disinfector

Model: WD 290

Equipment #: 23963

12

Months

12

Washer Disinfector

Model: WD 290

Equipment #: 23962

12

Months

13

Washer Disinfector

Model: WD 290

Equipment #: 23962

12

Months

14

Steriliser

Model: MST_9-6-15_HST

Equipment #: 23732

12

Months

15

Steriliser

Model: MST_9-6-15_HST

Equipment #: 23731

12

Months

16

Steriliser

Model: MST_9-6-15_HST

Equipment #: 22254

12

Months

17

Steriliser

Model: MST_6-6-6_VS1

Equipment #: 10413

12

Months

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: The Vendor shall perform four on-site preventive maintenance inspections during the contract period. PM inspections shall be scheduled quarterly unless otherwise directed by the Contracting Officer Representative (COR). Hardware parts, labor, and travel shall be included in support agreement. Telephone support services shall be available 24 hours, 7 days a week, excluding holidays. Vendor shall provide on-site corrective maintenance service with a response time of 48 hours.

All on-site work covered under the contract shall be performed during normal working hours, Monday Friday, 8:00AM 5:00PM.

Vendor shall provide the COR an electronic copy of the field service report after every PM or on-site service call. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this medical equipment.

SERVICE CALLS: Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure. Intervening services will be rendered as directed by the COR. All services (PMI s and intervening service calls) shall be performed in accordance with original manufacturer s specifications and FDA guidelines.

PREVENTIVE MAINTENANCE INSPECTIONS (PMI) AND INTERVENING SERVICES:

Preventive maintenance (PM) services shall include, but not limited to the following:

Cleaning of the equipment;

Reviewing operating software diagnosis to ensure that it is operating in accordance with the manufacturer s specifications;

Calibrating and lubricating the equipment;

Performing intervening maintenance;

Testing and replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn;

Inspecting and replacing, when indicated, electrical wiring and cables for wear and fraying

Inspecting and replacing, when indicated, all mechanical components.

The Contractor shall furnish documentation, all measurements, and calibration data collected to ensure that the system is performing in accordance with the manufacturer s performance standards;

PMIs shall be performed during normal working hours of the VASDHC. PMIs shall be scheduled a minimum of three (3) days in advance with the COTR and performed during the first five (5) working days of the months specified in the PM plan. PMI s shall be performed in accordance with manufacturer s instructions, specification and at the intervals depicted in the schedule of services. This contract also includes all intervening service calls during normal working hours and parts required for maintaining this equipment in optimum operating condition.

PARTS:

The Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications.

Replaced parts are to be disposed of by the Vendor after obtaining approval from the COR, except for hard drives that have the capability of storing sensitive information. They must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence.

Operating and consumable supplies are not part of this contract. Replaced parts covered by the Preventive Maintenance Inspection or intervening services shall be itemized as a no-charge item on the Vendor s invoice and shall be identified by the part listed on the manufacturer s schematics or part list.

The Vendor is required to have sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics.

Unserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement part are included.

Part numbers as shown on the manufacture schematics/parts list will identify all parts that are replaced. All newly installed replacement parts become the property of the Government. Any worn defective parts will be replaced free of any charges.

When parts are required and are not covered by Preventive Maintenance and have intervening services, such needs shall be identified to the COR along with an estimate of charges. The COR will evaluate these needs and request through the Contracting Officer appropriate action(s). These parts will be installed under a separate purchase order.

TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.

BADGES AND PARKING:

All Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.

It is the responsibility of the Vendor s personnel to park in the appropriate designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor s personnel under any circumstance.

REPORTING (During Normal Working Hours); For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m. the Vendor shall check-in with the Police Service and with the COR before proceeding to the job site. Vendor shall also check-out with the COR and Police Service before leaving the job site.

REPORTING (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM 5:00PM, Monday Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours.

AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

GOVERNMENT HOLIDAYS:

The contractor is not required to provide service on the following National holidays, not shall the Contractor be paid for these holidays.

The following national holidays observed by the Federal Government:

New Year s Day 1 January

Martin Luther King s Birthday Third Monday in January

President s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day 4 July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.

INVOICE AND PAYMENT: Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

Vendor e-Invoice Set-Up Information:

OB10 e-Invoice Setup Information: 1-877-752-0900

OB10 e-Invoice e-mail: USClientServices@ob10.com

Financial Services Center e-Invoice Contact Information: 1-877-353-9791

Financial Service Center e-Invoice e-mail: vafsccshd@va.gov

The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.

Time period being invoiced for.

Description of services.

Unit Cost Billed.

Extended amount due.

Invoice number, and date.

Contract and obligation number.