J065--CryoConsole PM & Repair Service** INTENT TO SOLE SOURCE** Lexington VAMC

Special Notice 36C24924Q0005

The Department of Veterans Affairs, Network Contracting Office 09, hereby provides notice of its Intent to award a Sole Source, firm fixed price contract CryoConsole Preventative Maintenance & Repair Service to a large business Medtronic USA Inc., located at 8200 Coral Sea Street Mounds View, MN, 55112 for the Lexington VA Health Care System, 1101 Veterans Drive, Lexington, KY 40502. The total value of the award is $78,750.00, determined fair and reasonable by the Contracting Officer based on the current commercial price list available to the public. The anticipated award date is 10/01/2023.

FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, applies to this procurement."

The contract is expected to be awarded under the authority of 41 U.S.C. 3304(a)(1), as implemented by FAR 13.106-1(b) Soliciting from a Single Source. A Justification for Single Source Awards for Other Than Full and Open Competition has been prepared as there is only one identified responsible source, and no other services will satisfy agency requirements.

NAICS code: 811210 Electronic and Precision Equipment Repair and Maintenance

SBA Size Standard: $34M

PSC: J065 Maint/repair/rebuild Of Equipment- Medical, Dental, and Veterinary Equipment and Supplies

Statement of Work

Service Contract on Medtronic Cryoconsole

I. Equipment

Equipment to be serviced/maintained includes:

Medtronic Cryoconsole, EE 103040, S/N 5M1167

Equipment is located at 1101 Veterans Drive, Lexington, KY 40502.

Period of performance is as follows:

Base Year: 10/1/2023-9/30/2024

Option Year 1: 10/1/2024-9/30/2025

Option Year 2: 10/1/2025-9/30/2026

Option Year 3: 10/1/2026-9/30/2027

Option Year 4: 10/1/2027-9/30/2028

II. Scope of Services

Includes one (1) on-site field service preventative maintenance visit

Includes on-site priority field service repair visits

Includes labor, parts, materials, travel expenses, and ancillary costs required for the equipment service

Includes unlimited technical phone support and error correction

Includes phone clinical application support, Monday-Friday, 8:30am-5:30pm EST, with on-call hours of 7:00-8:30am and 5:30pm-1:00am EST

All charges for parts, services, manuals, tools, or software required to successfully complete scheduled and unscheduled services are included within this contract. The Medical Center shall not provide any parts, manuals, tools, or software to the Contractor, and all equipment documentation, including operator and service manuals, parts lists, and schematics shall be readily provided to the Contracting Officer (CO) upon request.

All replacement parts furnished shall be new original equipment manufacturer (OEM). The Contractor shall not modify the system to facilitate replacement parts which are not identical to the part being replaced, unless such modification was developed, approved, and released by the OEM. Any used or replaced parts shall remain the property of this Medical Center unless released to the Contractor by the Contracting Officer s Representative (COR).

Any charges outside the scope of this contract must be approved by the COR prior to performing service.

III. Conformance Standards and Condition of Equipment

The Contractor shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99 and OSHA. This includes performance standards and specifications used when the equipment was procured and any upgrades/updates thereafter. Test equipment shall be within manufacturer specifications and calibrated at required intervals. Calibrations shall be traceable to a national standard. Any test equipment calibration certificates shall be provided to the CO and COR upon request.

The Contractor accepts responsibility for the equipment described above in as is condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR in writing of the existence or the development of any defects in or repairs required to the above equipment which the Contractor considers out of scope under the terms of this contract. The Contractor shall furnish the CO and COR with a written cost estimate of the necessary repairs.

IV. Hours of Coverage

Normal hours of coverage are Monday-Friday, 8:00am to 5:00pm (EST), excluding national holidays recognized by the Department of Veterans Affairs. All services will be performed during normal hours of coverage unless requested and approved by the COR. Observed holidays include:

New Year s Day Labor Day

Martin Luther King Day Columbus Day

President s Day Veterans Day

Memorial Day Thanksgiving Day

Juneteenth Independence Day Christmas Day

Independence Day

And any other federal holidays as designated by the President.

Work performed outside the normal hours of coverage at the request of the COR will be billed at the Contractor s applicable rate, unless after-hours services are included in the Scope of Work. Work performance outside the normal hours of coverage at the request of the Contractor will be considered normal hours. There shall be no additional charge for time spent on-site during or after normal hours of coverage awaiting the arrival of additional FSE, finishing any maintenance services, and/or delivery of parts.

V. Scheduled Maintenance

All preventative maintenance (PM) services shall be completed in accordance with Manufacturer s requirements and recommendations. A PM inspection shall include, at a minimum, the following:

Cleaning and calibration of equipment

Review of operating system and software application diagnostics and correction

Remedial maintenance and lubrication

Inspection and testing of all system components, hardware, electrical wiring and cables, and peripherals

Replacement of all worn and fault components, hardware, electrical wiring and cables and peripherals, including any of the above which are likely to become worn, faulty, or fail

Returning the equipment to Manufacturer operational condition, as defined in Conformance Standards.

Providing electronic documentation of all services performed to the end user, COR, and Biomedical Engineering

VI. Unscheduled Maintenance

All repair services shall be completed in accordance with Manufacturer s requirements and recommendations, as well as the Conformance Standards. The Contractor shall provide full service of diagnosis and remediation to maintain the equipment in operational condition. Repair services may consist of troubleshooting, replacing failed components, calibration, cleaning, adjustments, and in situations of severe malfunctions that cannot be repaired, replacement of the unit. All services performed shall be electronically documented and provided to the end user, COR, and Biomedical Engineering.

The Contractor shall provide a response to a service request within (1) hour of notification during office and on-call hours. If on-site service is necessary, the field service engineer (FSE) shall investigate and repair within 2 business days from the time diagnosis is established by Contractor, unless the VA and Contractor agree upon a different time.

The Contractor must show satisfactory evidence to the VA that efforts and manpower are progressing to troubleshoot failure and identify a solution in a timely manner. If the Contractor fails to meet the on-site response time to begin performing work, or if downtime exceeds 16 consecutive hours after on-site arrival by the FSE, the VA reserves the right to obtain repair services from another source at the Contractor s expense. The decision to exercise the alternative repair will reside exclusively with the CO.

VII. Sign-In and Documentation:

During normal hours of coverage, the Contractor, shall enter their signature on the sign-in sheet and receive a temporary ID badge in the Engineering Office, Room D232, second floor of the Main Building. Upon departure, the Contractor shall sign-out on the same sheet, return the ID badge, and leave any hard-copy documentation in D234. During non-normal hours, the Contractor shall sign-in with the Police Service, C101 Main Building, upon arrival and departure. The ID badge must always be displayed while on the premises of the Medical Center. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the Police Service. The Medical Center will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed. Procedures used for PM inspections shall be submitted with each report. The Contractor shall, at a minimum, thoroughly record the following items:

Name of Contractor

Name of FSE who performed the service

Date and time during which services were rendered

VA PO#(s) associated with the services

Description of problem reported

Identification of equipment to be serviced, including model number, serial number, and any other identifying information

Itemized description of services performed (including costs of items to be billed)

Total cost to be billed

Signatures of FSE and VA employee who witnessed service

VIII. Competency of Personnel Service Equipment

The Contractor shall have an established business with a full-time staff, including a fully qualified FSE and backup fully qualified FSE. Fully qualified is based upon training and field experience. All personnel servicing equipment under this contract must have been factory trained by the OEM and have completed a minimum of (2) years of field work. The FSEs shall be authorized by the Contractor and OEM to perform services on the above equipment. Training documentation and related certifications shall be provided to the CO and COR upon request. The CO and COR reserve the right to reject any personnel and refuse them permission to work on the above equipment.

IX. Security and Privacy of VA Sensitive Information

The C&A requirements do not apply and a Security Accreditation Package is not required.

All media (hard drives, DVD s, Floppies, etc.) that contains sensitive data must be surrendered to the Medical Center (Biomedical Engineering) and may not leave VA property.

All Contractor-owned media (USB drives, DVD s, CD s, Floppy disk) that is to be inserted into a medical device must be scanned by Biomedical Engineering prior to being placed in the medical device.

(End of Statement of Work)

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES.

However, interested parties may identify their interest and capability to respond to this requirement within seven calendar days after publication of this notice.

A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award and must submit a current authorized distributor letter from the manufacturer.

All Service-Disabled Veteran Owned and Veteran Owned Small Businesses must submit a self-certifying statement indicating compliance with the Limitation on Subcontracting criteria established in accordance with VAAR 852.219-77 .

Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE 36C24924Q0005 in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Lara Hampton, Contract Specialist, by email at Lara.Hampton@va.gov NO LATER THAN Aug 21, 2023 @ 10:00AM CST. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.

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