J065--Sources of Sought: Toshiba G8000 UPS Battery Replacement

This is a Sources Sought notice only. This is not a request for quotes, and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210 - Electronic and Precision Equipment Repair and Maintenance, SBA size standard $34 Million. The Veterans Health Administration (VHA) is seeking a vendor to replace the batteries of a Toshiba G8000 UPS, Serial Number: 170700371 at the Edward P. Boland Department of Veterans Affairs Medical Center, 421 North Main Street, Leeds, MA 01053.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirements described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by February 12th, 17:00 EST, all responses under this Sources Sought Notice must be emailed to Kurt Fritz at kurt.fritz@va.gov with Sources Sought # 36C24126Q0244 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Point of Contact: _______________________________________________________________

E-mail Address: ________________________________________________________________

Unique Entity Identifier (UEI) #:Â ___________________________________________________

CAGE Code: __________________________________________________________________

SAM Registered: (Y / N)

Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

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Socio-Economic Status:

VIP Verified SDVOSB: (Y / N)

VIP Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

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VA Central Western MA HCS

Central Western Massachusetts Biomedical Engineering

Performance Work Statement

Scope of Work:

Vendor will perform battery replacement on the Toshiba G8000 UPS unit, following a recent preventative maintenance (PM) inspection that identified the batteries are nearing the end of their optimal life cycle. The service includes all labor, travel, removal and installation of batteries, and post-installation testing and calibration to ensure peak performance. This service is integral to ensure maximum uptime and continued protection for our critical systems. The Contractor shall provide all necessary personnel, supervision, labor, equipment, materials, and disposal necessary to perform the following tasks:

Specifications by Location:

VA Central Western Massachusetts

421 North Main Street

Leeds, MA. 01053

Tasks to be Completed:

Preparation:

Coordinate with the designated VA facility representative to schedule the onsite visit.

Verify and confirm the specifications of the required replacement batteries.

Onsite Battery Replacement:

Safely power down the Toshiba G8000 UPS unit in accordance with manufacturer guidelines and site-specific safety protocols.

Remove and properly dispose of the old batteries in compliance with environmental and regulatory standards.

Install new, manufacturer-approved batteries that are compatible with the Toshiba G8000 UPS.

Ensure all connections are secure and adhere to Toshiba's installation standards.

Testing and Calibration:

Power up the UPS unit and perform thorough testing to verify the proper installation of new batteries.

Calibrate the UPS system to ensure it is functioning at optimal performance levels.

Conduct a battery runtime test to confirm the new batteries are providing the expected backup power capacity.

Quality Assurance and Documentation:

Provide a detailed report documenting the battery replacement process, including any necessary calibration data and test results.

Obtain the VA facility representative s sign-off on the successful completion of the battery replacement and testing process.

General Requirements: The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the Facility POC at the completion of the PM. Preventive maintenance procedures shall be submitted to the Facility POC for approval prior to initiation of this service.

An electrical safety inspection shall be done at the time of the preventive maintenance and results shall be documented. All replacement parts required to keep the equipment performing within the manufacturer's specifications shall be provided by the contractor. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and future performance/reliability upgrades. Parts removed (replaced) by the contractor become the property of the contractor.

Hours of Service: The work specified shall be performed during normal business hours, 8:00 AM 5:00 PM, Monday through Friday, excluding Federal Holidays. The service shall be scheduled in advance with the designated VA facility representative.

Qualification of Vendor: Vendor shall provide documentation proving substantial experience in repairing and servicing the equipment listed above. The vendor shall provide training certificates to verify the desired level of technical ability.

Special Instructions: At the conclusion of each repair or scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, and the services performed, and parts replaced. Additional related services may be ordered off this contract, if deemed necessary by the Contracting Officer. No work shall be paid for without the prior written approval by the Contracting Officer. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo the collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this PWS.