J065--Muse and CardioDay Support Service

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

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Sources Sought Notice

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This not a request for quotes; the Government is seeking information for market research purposes only.

The West Texas VA Health Care System (WTVAHCS) requires comprehensive maintenance and repair services to include hardware /software support services, software upgrades and annual preventive maintenance/calibration coverage for the GE Health Care CASE V6.7 Serial Number STE23140014SA, MUSE NX, and Cardio Day System. The CardioDay Holter system is required to work seamlessly with GE Healthcare MUSE NX, VISTA, and GE Healthcare SEER Light Holter recorders. Server software must be server Win 2019. Service and Software agreement will cover software errors, technical support and clinical applications support, software updates, and remote diagnostics services.

CONFORMANCE STANDARDS:

A. Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet or exceed the stated standards/specifications.

B. Contractor must comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act.

C. Contractor must comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information.

HOURS OF COVERAGE:

A. Contractor will provide technical telephone support 24 hours a day, 7 days a week. Contractor will provide a reasonable amount of clinical applications support, Monday Friday, 8:00AM to 4:30PM CST, excluding Federal holidays, by telephone in response to inquiries. Contractor will make reasonable efforts to respond by telephone to a report of an error or malfunction within one hour after notification by Customer, and provide on-site support within twenty-four hours, during covered days, of notification by Customer.

B. Contractor will provide planned maintenance for the hardware in accordance with GE Healthcare and OEM recommended frequencies and hardware specifications as set forth in the GE Healthcare service manuals. All inspections will be scheduled at a mutually agreeable time between Mondays - Fridays, 8:00AM-4:30PM local site time.

C. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage.

D. Federal Holidays observed by the WTVAHCS are:

New Years' Day Labor Day

Martin Luther King Day Columbus Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Juneteenth Day Christmas Day

Independence Day

UNSCHEDULED MAINTENANCE (Repair Service):

A. Contractor shall maintain the equipment in accordance with manufacturer s guidance with an onsite response time within 24 hours for repairs (next business day). Contractor shall make reasonable efforts for FSE to respond by telephone within one (1) hour after notification of a malfunction. The CO or COR has the authority to approve/request a service call from the Contractor.

B. Coverage includes on-site support, service parts, software, and labor.

C. Contractor will provide telephone support per Section C, IV, Hours of Coverage.

D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards.

E. The COR will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, unauthorized attachments, or alterations to factory settings of the unit.

SCHEDULED MAINTENANCE:

A. The Contractor shall perform PM Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance will be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

B. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, unless specifically stated in writing.

C. The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following:

1. Cleaning of equipment.

2. Calibrating and lubricating the equipment.

3. Performing remedial maintenance of non-emergent nature.

4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become

worn.

5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

6. Inspecting and replacing, where indicated, all mechanical components.

7. Returning the equipment to the operating condition.

8. Providing documentation of services performed.

PARTS:

A. The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR.

B. The Contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM.

C. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. The Contractor shall also list any additional excluded parts under the service contract.

D. Any hardware, such as a hard drive, which contained patient information, must be sanitized in accordance with National Security Agency standards by WTVAHCS staff prior to being removed from the WTVAHCS.

SERVICE MANUALS/TOOLS/EQUIPMENT:

A. The WTVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract.

B. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

DOCUMENTATION/REPORTS:

The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number.

B. Name of FSE who performed services.

C. Contractor service ESR number/log number.

D. Description of problem reported by COR.

E. Identification of equipment serviced.

F. Itemized description of service performed, with parts and part numbers.

G. Itemized costs of any approved billable parts and services, if applicable.

REPORTING REQUIREMENTS:

The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR will be sent to the COR after the work for review.

The North American Industry Classification System (NAICS) is 811210 Electronic and Precision Equipment Repair and Maintenance, Service Code (PSC) is J065 - Maintenance, Repair, and Rebuilding of Equipment Medical, Dental, and Veterinary Equipment and Supplies. The full-service contract will cover one (1) Base year and 4 option years with a start date on or about May 1, 2025 through April 30, 2026.

Responses to this notice shall include company/individual name, size status for the above reference NAICS code, a service capability statement, SAM Entity Unique Identifier (EUI), DUNS Number, address, point of contact and examples of similar facilities to which similar services have been provided to. Contractors should provide information on whether they are certified SDVOSB, VOSB, Hub zone, 8(a), women-owned concern. If standard company brochures will be provided as a response to this Source Sought, ensure that additional information tailored to this notice is included. If you are in GSA, please provide schedule and contract number.

A solicitation is not currently available. If a solicitation is issued, it will be announced on the Contract Opportunities website https://sam.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the response to this announcement. Contractors must be registered in System for Award Management (SAM), see internet site: https://www.sam.gov for information about registration.

Responses to this notice must be submitted via email to anitra.carter@va.gov no later than January 10, 2025 at 10:00 AM CT. No telephone inquiries will be accepted.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.