J065--VANEC | Zeiss Optime Forum Enterprise System Service and Optometry Equipment | VISNs 1, 2, 4, & 5

NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs, Northeast Consortia (VANEC), intends to award a sole source Blanket Purchase Agreement (BPA) pursuant to FAR 13.106-1(b) for full-service and maintenance on the Optime Forum Enterprise System Service and Zeiss Optometry Equipment across Veterans Integrated System Networks (VISNs) 1, 2, 4, & 5; with PROAIM Americas, LLC located at 16024 Manchester Road, Suite 200, Ellisville, MO 63011, for a five-year requirement (estimated dates) from August 1, 2024 July 31, 2029.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any responsible firm that believes it can meet the requirements may give written notification and capability statements prior to the response due date and time. Vendors shall indicate if they are the direct supplier of the items. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address.

Responses must include following information:

Company Name

SAM number

Company s address

Point of Contact information (title, phone number and email address)

Business size.

Response received will be evaluated; however, a determination by the Government not to compete the proposed procurement based on responses to this notice is solely within the discretion of the Government. Information provided will not be returned.

Responses are due by Tuesday, July 2, 2024, at 3PM (EST). No submissions will be accepted after this date and time. Responses shall be submitted via email to Amanda Lopez, amanda.lopez@va.gov.

The NAICS code for this acquisition is 811210 and the standard size is $34M.

VA Northeast Consortia (VANEC)

Blanket Purchase Agreement (BPA)

Full-Service on Optime Forum Enterprise System Service and Zeiss Optometry Equipment

Statement of Work

General: This is for a Blanket Purchase Agreement (BPA) for full-service and maintenance on the Optime Forum Enterprise System Service and Zeiss Optometry Equipment across Veterans Integrated System Networks (VISNs) 1, 2, 4, & 5. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and full-service necessary to perform Optime Forum Enterprise System Service and perform preventative and corrective maintenance on Zeiss Optometry Equip as defined in this Statement of Work (SOW). The contractor shall perform to the standards in this agreement.

Background: The Veterans Health Administration (VHA) VA Northeast Consortia (VANEC) - VISNs 1, 2, 4, & 5 is seeking Optime Forum Enterprise System Service to provide both remote and onsite customer service and support for technical problems relating to Forum or any connected modalities or VISTA interface, training needed for Clinical staff and/or Healthcare Technology Management staff, and software updates and upgrades as they become available to keep the Forum system up to date and ready for future applications. As well as seeking general service coverage on the Zeiss Optometry Equipment within the VISNs 1, 2, 4, & 5 facilities and their associated clinic-based outpatient centers (CBOCs). The services shall include all services offered for equipment under warranty, such as emergency service, unlimited parts, preventive maintenance, factory authorized updates/modifications, technical support, and application support.

Objectives: The Zeiss Optime service plan includes coverage and support of the following:

FORUM software updates

Access to the FORUM team s service hotline

Technical Support

Remote support

Architecture evaluation

Unlimited access to our online training

Software updates and software upgrades with all the latest features and optimal performance.

Updates needed to connect any new instruments to FORUM

The equipment preventative maintenance and service support shall cover and include the following:

Provide preventative maintenance at scheduled intervals.

Electrical and mechanical checks designed to identify systems or subsystems that require further service or maintenance.

Provide live phone support with Zeiss Support Engineers between 7AM 5PM. (EST).

Emergency repair service between 7AM 5PM (EST). Monday through Friday.

Minor repairs and adjustments will be made at the time of inspection.

Work performed will be documented on the work orders and provided by the contractor.

Services shall be performed by certified appropriately trained and qualified personnel.

Scope: The Forum application resides on several computers through the eye centers at each of the facilities within VISNs 1, 2, 4, & 5 and associated CBOCs, as needed, support and services shall be provided to upgrade the application at each site. Additionally, any ancillary Carl Zeiss Meditech eye clinic equipment connected to Forum at the applicable medical centers shall be included as it pertains to network connectivity or updates needed to communicate properly to Forum.

All optometry equipment shall be maintained in proper operating condition as specified by the manufacturer. The contractor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the contractor.

Period of Performance: The period of performance shall be for a five (5) years BPA. The Period of Performance reads as follows:

Year 1: 08/01/2024 07/31/2025

Year 2: 08/01/2025 07/31/2026

Year 3: 08/01/2026 07/31/2027

Year 4: 08/01/2027 07/31/2028

Year 5: 08/01/2028 07/31/2029

Frequency of Performance: Preventive Maintenance should occur in intervals in accordance with the OEM s recommendations and scheduled with the site. Maintenance must be completed in the month the equipment is due for Preventive Maintenance.

General Information: The work to be performed under this requirement will be performed at the following VISNs 1, 2, 4, & 5 locations and their respective CBOCs:

The scope of this requirements includes all VISNs 1, 2, 4, & 5 facilities as outlined below, as well as any respective CBOBs, associated with the main medical centers:

VISN 1

VA Maine Healthcare System

1 VA Center

Augusta, ME 04330

Bedford VA Medical Center

200 Springs Road

Bedford, MA 01730

White River Junction VA Medical Center (215 North Main Street White River Junction, VT 05009)

VA Boston Healthcare System

Jamaica Plain Campus

150 South Huntington Ave

Jamaica Plain, MA 01230

VA Boston Healthcare System

West Roxbury Campus

1400 VFW Parkway

West Roxbury, MA 02132

VA Boston Healthcare System

Brockton Campus

940 Belmont Street

Brockton, MA 02301

Manchester VA Medical Center

718 Smyth Road

Manchester, NH 03104

Providence VA Medical Center

830 Chalkstone Ave

Providence, RI 02908

VA Connecticut Healthcare System

West Haven Campus

950 Campbell Ave

West Haven, CT 06516

VA Connecticut Healthcare System

Newington Campus

555 Willard Ave

Newington, CT 06111

VA Central Western Massachusetts

421 North Main Street

Leeds, MA 01053

VISN 2

Northport

79 Middleville Rd.

Northport, NY 11768

Hudson Valley

41 Castle Point Rd.

Wappingers Falls, NY 12590

Hudson Valley

2094 Albany Post Rd.

Montrose, NY 10548

Bronx

130 W Kingsbridge Rd.

Bronx, NY 10468

East Orange

385 Tremont Ave

East Orange, NJ 07018

Manhattan

423 E 23rd St

New York, NY 10010

Brooklyn

800 Poly Pl

Brooklyn, NY 11209

Albany

113 Holland Ave.

Albany, NY 12208

Syracuse

800 Irving Ave

Syracuse, NY 13210

Buffalo

3495 Bailey Ave

Buffalo, NY 14215

Rochester

260 calkins Rd

Rochester, NY 14623

Lyons VA Medical Center

151 Knollcroft Rd

Lyons, NJ 07939

VA Medical Center-Bath

76 Veterans Ave

Bath, NY 14810

Canandaigua VA Medical Center

400 Fort Hill Ave

Canandaigua, NY 14424

VISN 4

James E. Van Zandt VA Medical Center - Altoona, PA

2907 Pleasant Valley Boulevard

Altoona, PA 16602

VA Butler Healthcare

353 North Duffy Road

Butler, PA 16001

Coatsville VA Medical Center

1400 Black Horse Hill Road

Coatesville, PA 19320

Erie VA Medical Center

135 East 38th Street

Erie, PA 16504

Lebanon VA Medical Center

1700 South Lincoln Avenue

Lebanon, PA 17042

VA Pittsburgh Healthcare System-

University Drive C

Pittsburgh, PA 15240

H. John Heinz III Department of Veterans Affairs Medical Center

1010 Delafield Road

Pittsburgh, PA 15240

Corporal Michael J. Crescenz VA Medical Center - Philadelphia, PA

3900 Woodland Avenue

Philadelphia, PA 19104

Wilkes-Barre VA Medical Center

1111 East End Blvd.

Wilkes-Barre, PA 18711

Wilmington VA Medical Center

1601 Kirkwood Highway

Wilmington, DE 19805

VISN 5

VA Maryland Healthcare System

10 N Greene St.

Baltimore, MD 21201

Perry Point VA Medical Center

515 Broad St

Perry Point, MD 21902

Loch Raven Medical Center

3901 The Alameda

Baltimore, MD 21218

Beckley VA Medical Center

200 Veterans Ave

Beckley, WV 25801

Louis A. Johnson Medical Center

1 Medical Center Drive

Clarksburg, WV 26301

Hershel Woody Williams VAMC

1540 Spring Valley Drive

Huntington, WV 25704

Martinsburg VA Medical Center

510 Butler Avenue

Martinsburg, WV 25405

Washington DC VA Medical Ctr

50 Irving Street NW

Washington, DC 20422

Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00 am 5:00 pm EST Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. Onsite response time of 48 hours or less for down systems is required. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR).  Â

NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. Scheduled maintenance will be excluded from downtime.

Recognized Holidays: The contractor is not required to perform services on holidays.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

New Year's Day January 1

Juneteenth National Independence Day June 19

Independence Day July 4

Veterans Day November 11

Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January

Washington's Birthday Third Monday in February

Memorial Day Last Monday in May

Labor Day First Monday in September

Columbus Day Second Monday in October

Thanksgiving Fourth Thursday in November

Equipment List:

Specific hardware and software to be covered would be each/every Forum server and Zeiss optometry equipment at the VISNs 1, 2, 4, & 5 centers and their CBOCs as well as any VISNs 1, 2, 4, & 5 level servers.

Quality Assurance: The government shall evaluate the contractor s performance under this agreement in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements. Escort will be provided as required in sensitive work areas.

Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

Identification of Contractor Employees: All contract personnel where their contractor status is not obvious to third parties 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. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Information Security: The contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy Act and HIPAA requirements. No VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

Contractor Responsibilities:

Training: All training for upgrades shall be considered within scope throughout the life of the agreement. This shall be provided to both Clinical staff as well as Clinical Engineering staff.

Transportation: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after BPA completion, shall be paid by the contractor, and incorporated in the price proposal. The contractor shall be responsible for all damage in transit including any transportation costs for replacement.

Service Manuals/Tools/Equipment: The contractor shall provide all tools, (test) equipment, service manuals or service diagnostic software to perform the service. The contractor shall obtain, have on file, and make available to its FSE's 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 agreement. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

Reporting Requirements: For onsite work, the contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible Engineering Service Report (ESR). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user.

Records Management Language: The following standard items relate to records generated in executing the BPA and should be included in a typical Electronic Information Systems (EIS) procurement BPA.

Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

The contractor shall treat all deliverables under the BPA as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

The contractor shall not create or maintain any records that are not specifically tied to or authorized by the BPA using Government IT equipment and/or Government records.

The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the BPA.

The Government Agency owns the rights to all data/records produced as part of this agreement.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this agreement. The contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

The contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer (CO). The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

The contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this agreement requiring the disclosure of information, documentary material and/or records generated under, or relating to, this agreement. The contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Required Services Beyond the BPA Scope:

The contractor shall immediately, but no later than 24 (twenty-four) 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 scheduled equipment which the contractor considers he/she is not responsible for under the terms of the BPA. The contractor shall furnish the CO with a written estimate of the cost to make necessary repairs.

Services and parts outside the scope of this agreement will not be authorized.

Additional Charges: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

Miscellaneous: Additional equipment may be added and/or removed throughout the life of this agreement and shall be determined within scope.