J065--intent to sole source | karl storz | one base year, plus four option years | washington DC VAMC

Storz OR1 Support

ACQ-PLAN: 36C245-23-AP-3150

IFCAP: 688-24-1-078-0005

Solicitation: 36C24523Q1064

Statement of Work

GENERAL

Scope of Services:

The purpose of this requirement is to provide support for the Karl Storz OR1 System at the Washington DC VA Medical Center. The support shall be included for the wall displays, VM servers, and nodes. The services shall include all parts, tools, personal protective equipment (PPE), labor, and travel to complete scheduled/unscheduled maintenance, troubleshooting, and repair for the OR1 systems in each operating room.

Location: Washington DC VAMC, 50 Irving Street NW, Washington, DC 20422

Base Performance Period: October 1, 2023 to September 30, 2024

WORK HOURS

Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR).

Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

PERIOD OF PERFORMANCE

Base Year: October 1, 2023 to September 30, 2024

Option Year 1: October 1, 2024 to September 30, 2025

Option Year 2: October 1, 2025 to September 30, 2026

Option Year 3: October 1, 2026 to September 30, 2027

Option Year 4: October 1, 2027 to September 30, 2028

EQUIPMENT

OR1 360 Virtual Machine (VM) Server

OR1 360 Nodes

OR1 360 Integration & Wall Displays

SPECIFICATIONS

Preventative Maintenance

This contract shall include all preventative maintenance of the equipment according to manufacturer s recommendations/procedures in the equipment manual.

All tasks in the manufacturer s procedures shall be completed at the manufacturer s listed frequencies.

Corrective Maintenance

The contract shall include all corrective (unplanned) maintenance/repair of the equipment in accordance with the manufacturer s manual.

Recalls & Alerts-- Contractor shall perform all remediation actions needed for product alerts and recalls issued for the equipment.

Corrective maintenance shall include configuration changes and other system improvements necessitating administrative or technical changes.

Parts/Materials/Tools/Labor

All parts and materials to complete the maintenance shall be included as a part of this contract

Contractor shall provide their own tools to complete the maintenance.

All labor (including travel) to complete the maintenance is included in the contract.

Updates/Patching

Contractor shall complete available updates to the software at the discretion of Biomedical Engineering.

Contractor shall complete all patching according to manufacturer s specifications.

Response Time

Contractor shall respond to trouble phone calls within thirty minutes.

Contractor shall respond on-site when required within 24 hours upon receipt of trouble call.

Check in/Out

Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

Contractor personnel shall sign in using the department s vendor sign in sheet, filling out all required information.

Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

Contractor personnel shall sign out upon completion of visit.

Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

Parking. It is the responsibility of the Contractor to park in the appropriate desig nated park ing areas.

Reporting

Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

Remote Support

The Contractor shall provide a telephone line available 24/7 for technical support. Contractor shall also provide a phone number for VA staff to call to dispatch Contractor field service engineers/technicians.

If remote support via site-to-site virtual private network (VPN) is required, Contractor shall work with the COR and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.

Patient Health Information

The Contractor shall safeguard patient health information.

The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

Contractor shall not remove any hard drives, storage devices, or anything containing patient health information from the site.

Contractor Requirements

All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment.

Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

Safety and Security

Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

Property Damage

The contractor shall take all necessary precautions to prevent damage to any Government property.

The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

Chemical Use

Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto.

Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract.

This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans.

QUALITY ASSURANCE

End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs.

Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

Documentation with be completed in the Government systems.

SOLE SOURCE LETTER

INTENT TO SOLE SOURCE

THIS IS AN INTENT TO SOLE SOURCE ANNOUNCEMENT AND IT IS FOR INFORMATION & PLANNING PURPOSES ONLY; IT IS NEITHER A SOLICITATION ANNOUNCEMENT, NOR A REQUEST FOR INFORMATION, PROPOSALS OR QUOTES AND DOES NOT OBLIGATE THE GOVERNMENT TO AWARD A CONTRACT. IF A VENDOR RESPONDS TO THIS INTENT TO SOLE SOURCE, THE VENDOR WILL NOT RECEIVE A RESPONSE. THE PURPOSE OF THIS INTENT TO SOLE SOURCE ANNOUNCEMENT IS FOR MARKET RESEARCH, IN ORDER TO MAKE APPROPRIATE ACQUISITION DECISIONS, AND TO GAIN KNOWLEDGE OF POTENTIALLY QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, 8(A), HUBZONE AND OTHER SMALL BUSINESSES WHO STATE THEY ARE CAPABLE OF PERFORMING THE WORK.

IN THE EVENT THAT A VENDOR DISAGREES WITH THIS SOLE SOURCE, THEN DOCUMENTATION OF TECHNICAL EXPERTISE MUST BE PRESENTED IN SUFFICIENT DETAIL FOR THE GOVERNMENT TO DETERMINE THAT YOUR COMPANY POSSESSES THE NECESSARY FUNCTIONAL AREA EXPERTISE AND EXPERIENCE TO COMPETE FOR THIS ACQUISITION. IF A VENDOR DOES RESPOND, THEN IT SHALL SUBMIT THE FOLLOWING: RESPONSES TO THIS NOTICE SHALL INCLUDE THE FOLLOWING: (A) COMPANY NAME (B) ADDRESS (C) POINT OF CONTACT (D) PHONE, FAX, AND EMAIL (E) DUNS NUMBER (F) CAGE CODE (G)TAX ID NUMBER (H) TYPE OF SMALL BUSINESS, E.G. SERVICES DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN-OWNED SMALL BUSINESS, 8(A), HUBZONE, WOMEN OWNED SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR SMALL BUSINESS HUBZONE BUSINESS, (I) WILL YOUR COMPANY BE PERFORMING THE WORK? OR DO YOU PLAN ON SUB-CONTRACTING OUT THE WORK? AND (J) MUST PROVIDE A CAPABILITY STATEMENT THAT ADDRESSES THE ORGANIZATIONS QUALIFICATIONS AND ABILITY TO PERFORM AS A CONTRACTOR FOR THE WORK DESCRIBED BELOW.

***IF THERE ARE ANY OBJECTIONS TO THIS SOLE SOURCE, CONTACT THE CONTRACTING OFFICER AT AMY.WALTER1@VA.GOV.***

**Required if Response is Given**

ALL RESPONDENTS SHALL INCLUDE and SUBMIT THE FOLLOWING:

Responses to this INTENT TO SOLE SOURCE shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) xxxxxx, (size standard of xxxx employees/$xxxx, per SBA Table of Small Business Size Standards 2022) AND whether your company is a special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.)

Respondents shall answer the following questions:

Size, status, and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Small Business (SB), Large Business, etc.

Is your company considered small under the NAICS code identified under this RFI? (Size standard of = or < $30M, per SBA Table of Small Business Size Standards 2022)

Is your company a large business?

Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.

If your company holds a FSS GSA/VA NAC contract other federal GWAC contract holder, are the services requested available on your schedule/contract?

General pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

Information provided by potential sources will be utilized by the Government to determine market availability and procurement strategy. **A contract award will not result from this RFI Notice.

Vendors who can meet the requirements listed above shall provide the following information:

Business Name

Business Address

Business Point of Contact, including phone number and email address

Business size

Business Socioeconomic Status

Federal Supply Scheduling (FSS) number, if the items required by the Government are available for purchase on an FSS contract.

Any other pertinent capability information that relates to the above stated requirement.

***WILL YOUR COMPANY BE DOING ALL OF THE WORK? IF NOT, WILL YOUR COMPANY BE SUB-CONTRACTING OUT THE WORK?***MUST ANSWER***

Do you intend to self-perform this effort?

If you are located outside of the state of Maryland, West Virginia, Virginia, Washington DC, Delaware, how will you self-perform? Or, do you intend to sub-contract the work under these requirements?

For SDVOSB/VOSB vendors: If you intend to subcontract the work under this contract, how will you ensure compliance with the limitations of sub-contracting clause VAAR 852.219-75Â VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction?