Service Contract Olympus Endoscopes Reference VA249-17-N-1121 Notice

Added: Aug 13, 2017 11:57 am This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/portal/SAM/#1

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

NAICS code: 811219 and sized standard is $20.5M.

NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov.



Project requirements: To provide Full Service, Maintenance and Repair Service for Olympus endoscopes. This includes providing loaner endoscopes if required. See Description of Services Section.

Anticipated period of performance: October 1, 2017 through September 30, 2018 plus two (2) one-year options.

Information sought: Response to this announcement shall not exceed 10 pages and should include the following information:

(1) A tailored capability statement indicating the firm s ability to provide the services required in the Description of Service Section. Include any certifications/qualifications for accomplishing repairs and maintenance on Olympus endoscopes models listed;

(2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc,) pursuant to the applicable NAICS code;

(3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.

Please e-mail your response with the above information to david.milner@va.gov

with the subject line "Sources Sought, VA249-17-Q-1012, endoscope service/your company name" by 12:00 P.M. CT on August 16, 2017.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.



Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Description of Services

Olympus Endoscopes

EQUIPMENT: Equipment to be serviced/maintained includes, but not limited to, the following Olympus scopes: (2) BF-UC180F, (2) GF-UCT180, (1) GF-UE160-AL5, (1) LTF-160, (1) MAF-GM, and (7) URF-V2R. See attachment A for specific equipment. Equipment is located at VA Medical Center, 1101 Veterans Drive, Lexington, KY.

SCOPE OF SERVICES:

Full repair coverage with no cap for all contracted equipment

Accidental damage coverage no additional charge

Within 48-hour turn-around-time on repairs

Next day shipping free of charge

24x7 technical support

On-site training

Access to loaner equipment free of charge

All repairs and maintenance completed by Olympus-trained, qualified, personnel

CONFORMATION STANDARDS: Contract service shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99, OSHA, and CDRH. This includes performance standards and specifications of the Olympus scopes.

HOURS OF COVERAGE:

A. Normal hours of coverage on the flexible scopes is Monday through Friday 8:00 AM 5:00 PM. Repairs excluded from these hours will be national holidays recognized by the Department of Veterans Affairs.

UNSCHEDULED MAINTENANCE:

A. Contractor shall maintain the equipment in accordance with the Conformation Standards Section. Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service may also include exchanging the scope or cleaning, adjusting, replacing parts, or sending to OEM for overhaul repair. All required parts will be furnished by the vender.

B. The Contracting Officer (CO), Contracting Officer s Representative (COR), or Designated Using Service Representative (DUSR) has the authority to request a service call during contract hours.

C. Contractor shall pick up or provide pre-paid and pre-addressed next day freight stamps to send the scope to the contractor for repair. The contractor will return the repaired flexible scope to the VA next day prepaid.

D. Loaners will be provided at no charge while scopes are in for repair.



E. Accidental Damage to flexible scopes is covered.

SCHEDULED MAINTENANCE:

Preventive Maintenance (PM) inspection shall be provided as needed during the contract period. The contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets or exceeds manufacturer s factory specifications. This PM inspection will be completed anytime a flexible scope is sent in for repair. PM s shall include mechanical adjustments and minor repair.

Parts: All replacement parts furnished will be new original equipment manufacturer (OEM), unless otherwise approved by the COR. The contractor will furnish all parts required in the maintenance of the equipment listed at no additional cost. The contractor shall not modify the system to facilitate replacement parts which are not identical to the part being replaced unless such modification was developed, approved and released by the equipment manufacturer. Replaced parts will be covered under the contract and remain the property of this medical center.

Documentation: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed. Procedures used for PM inspections shall be submitted with each report. In addition, each service representative must at a minimum document the following data legibly and in complete detail:

Name of Contractor

Name of service representative who performed the service

Date and time during which services were rendered

VA PO#(s) covering the call

Description of problem reported

Identification of equipment to be serviced

Itemized description of services performed (including costs of items to be billed)

Total cost to be billed

Signatures of service representative and of VA employee who witnessed service

Condition of Equipment: The contractor accepts responsibility for the equipment described in this specification in as is condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business, with an office and full time staff. The staff includes a fully qualified technician.

B. Fully Qualified is based upon training and on experience in the field. For training, the technician(s) has successfully completed a formalized training program, for the equipment identified in the Schedule A.

C. The technician shall be authorized by the contractor to perform the maintenance services. All work shall be performed by Fully Qualified competent technicians. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved engineers for each make and model of the equipment covered by this contract. The VA may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing any VAMC equipment.