J065--Hydro Reverse Osmosis (RO) Systems Service Contract

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. This information is however intended to identify potential sources to contact when a request for quotes (RFQ) is issued.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Buffalo, NY for the purpose of collecting information about The Hydro Water Purification System at the New Jersey Healthcare System at 385 Tremont Ave, East Orange, NJ 07018. The VA is seeking to provide for this requirement as of February 1, 2020. The NAICS code identified for this requirement is 811219 Other Electronic and Precision Equipment Repair and Maintenance. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified one small business that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Megan Ross at Megan.Ross3@va.gov.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business(VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

STATEMENT OF WORK

GENERAL INFORMATION

Period Of Performance:

Base Year : September 1, 2022 August 31, 2023

Option Year 1: September 1, 2023 August 31, 2024

Option year 2: September 1, 2024 August 31, 2025

Option Year 3: September 1, 2025 August 31, 2026

Option Year 4: September 1, 2026 August 31, 2027

Location of Requirement:

VA New Jersey Healthcare System East Orange Campus

385 Tremont Ave

East Orange, NJ 07018

DESCRIPTION OF TASKS AND ASSOCIATED DELIVERABLES

The contractor shall provide all resources necessary to service and support the specific deliverables described below within the performance period stated in Section 1 of this SOW.

The contractor shall provide all resources necessary to service and support the Hydro equipment at the VA New Jersey Healthcare System (VANJHCS).

Line Item

Quantity

Equipment Type

Description

1

2

ET-10247

Hydro DI Tanks

2

1

ET-11244

Hydro DI and Carbon Tanks

3

1

ET-RO-A

Hydro Reverse Osmosis Series A

4

2

ET-RO-C

Hydro Reverse Osmosis Series C

REPAIRS

All onsite visits shall be performed with 24 hours a day, 7 days a week coverage

(6:00 a.m. 6:00 p.m. EST) Monday through Friday. The technical phone support response time during these specified hours will be 30 minutes.

(6:00 pm 6:00 am EST) Monday through Friday, all of Saturday, all of Sunday and All Holidays. The technical phone support response time during these specified hours will be 2 hours.

Vendor shall be on site to begin repairs within eight (8) business hours of initiation of service call by the medical center.

Repairs will be completed, and unit returned fully to manufacturer specifications within sixteen (16) business hours from initiation of service call.

Major assemblies replaced shall be guaranteed against defects and/or failure for a period of one (1) year from date of installation. All other components will be guaranteed for a period of ninety (90) days.

The Contractor shall be able to service all equipment listed in section D of this SOW.

All repairs shall be performed by qualified FSE. All completed repairs shall be verified by the New Jersey VA Medical Center Biomedical Department prior to acceptance.

The VA shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required shall be included within the scope of this task order and it s agreed upon price.

At the conclusion of each repair the Contractor shall provide a written service report indicating:

Dates of service (including date received at the repair facility and date returned to the Government)

Make, model, serial number, and barcode/ID number of the equipment serviced

Name of FSE who performed the work

Hours worked

Description of the reported problem, and the services performed, and parts replaced

If the repair is caused by damage or abuse this shall be specified on the report including a justification for this determination

Information regarding any traceable test or diagnostic equipment used in the repair including:

Device Manufacturer

Device Serial Number

Last Calibration Performed on the device

Next Calibration Due Date

At the end of each quarter the Contractor shall provide detailed history report of the repairs completed for that quarter.

The contractor shall have an established formal quality control program implemented by OEM trained technician(s) for all of the equipment to be serviced to ensure repairs are done to OEM standards.

PARTS

The Contractor shall provide all replacement parts required to keep equipment performing within the Original Equipment Manufacturer (OEM) specifications. All parts shall meet or exceed manufacturer s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed or replaced by the Contractor shall become property of the Contractor. The Contractor shall provide documentation with their quote that they shall only utilize parts/materials/components that are equal to or exceed OEM specifications, quality, and performance standards. The parts/materials/components used shall not alter the effectiveness and validation of the equipment.

Preventive Maintenance

The Contractor is subject to the same standards for Preventive Maintenance (PMs) as defined in Section D.1 and Section D.2, except for any changes stated in Section D.3.

The Contractor shall perform PM s during normal business hours defined as 08:00am 5:00pm, Monday Friday, excluding any Federal Holidays.

All PMs shall be to the OEM standards and specifications inclusive (but not limited to) of any and all o-ring replacements, valve rebuilds and RO membrane replacements.

Tank Replacements

All Carbon and DI tanks shall be exchanged on a semi-annual basis with tanks of the same type and amount of activated carbon media (carbon tanks)/premium grade resin (DI tanks).

SERVICE DOCUMENTATION

Contractor shall leave a service record at the time the work is completed prior to leaving the premises with any available Healthcare Technology Management (HTM) personnel and obtain signature.

If there are no available HTM personnel, the Contractor shall send all service reports to the VANJHCS point of contact which shall be defined in the contract award document prior to the start of the period of performance. These reports shall be made available 3 calendar days of service performed.

The current Chief of HTM shall be carbon copied on the emails regarding service reports.

If the work is not completed, prior to leaving the premises, a service report will be left, as per the above procedures, indicating the equipment status.

C. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project.

D. CONFIDENTIALITY AND NONDISCLOSURE. It is agreed that the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this order. No information shall be released by the contractor. Any request for information relating to this order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.