Soureces Sought Notice

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY.
It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses interested and capable of providing the services described below. 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.Â
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 and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
The Phoenix VA Health Care System (PVAHCS), located at 650 E Indian School Road, Phoenix, AZ, 85012 is seeking a potential authorized and certified B. Braun Dialog+ hemodialysis systems contractor capable of providing preventative maintenance and repairs, customer support and technical services, labor, materials and shipping costs on the below listed equipment.
PERFORMANCE WORK STATEMENT
TITLE: BBraun Dialog+ Service Repair and Maintenance
GENERAL OBJECTIVES AND REQUIREMENTS:
The Phoenix VA Health Care System (Agency) requires a service contract for its BBraun Dialog+ hemodialysis systems.
PLACE OF PERFORMANCE:
Phoenix VA Health Care System.
650 E. Indian School Rd.
Phoenix, AZ 85012
BACKGROUND:
The Renal service line use hemodialysis systems to perform dialysis treatments on patients. The availability and quality of the equipment is crucial to the uptime of the service and safety of the patients. The Agency does not have employees who are trained nor own specialized tools necessary to service the units. Therefore, a service contract is necessary to maintain the equipment.
SCOPE:
IAW 15 USC 657s and 13 CFR 125.6 - limitations on subcontracting, the Contractor shall perform over 50% of the work.
The Contractor shall be certified to service the BBraun Dialog+ units covered under this service agreement.
The Contractor shall provide service Monday-Friday, 7:00am-4:00pm Arizona Standard Time excluding federal holidays.
The Contractor shall provide technical service via telephone 24 hours a day, 7 days a week.
The Contractor shall be on-site within 48 hours of dispatch
The Contractor shall perform preventative maintenance (PM) on equipment as directed by BBraun. Preventive maintenance procedures include but are not limited to:
Inspection
Safety checks
Calibration according to original equipment OEM standards
Part replacement
Travel
Labor
The Contractor shall provide full repair coverage. Repair procedures include but are not limited to
Inspection
Safety checks
Repair
Part replacement
Travel
Labor
The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR.
The Contractor shall notify the Agency their intent to come on-site before arrival.
Upon arrival at the facility, all contractor personnel shall check-in with a valid Driver License or Company ID to the Biomedical Engineering department. Prior to conducting services, the contractor shall be issued a visitor s badge which shall be worn above the waist during the contractor s visit. The Biomedical Engineering department is located in Building 1, Room 1163.
The Contractor shall verify that the equipment that was serviced is fully functional before returning it to the Agency.
The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency.
The Contract shall provide for the addition and removal of equipment.
The contractor shall return to the same location to sign out and turn-in issued visitors badge along with the documented service report (as described in paragraph 13. DELIVERABLES) for the service performed. The Biomedical Engineering department located in Building 1, Room 1163.
EQUIPMENT INVENTORY LISTING TO BE SUPPORTED: Current list of equipment and PM frequency is as follows:
DESCRIPTION
SERIAL #
EE#
LOCATION
PM FREQUENCY
Dialog+
201466
79902
4319-1
Semi-Annual
Dialog+
201501
79903
4324A-1
Semi-Annual
Dialog+
201502
79904
4325-1
Semi-Annual
Dialog+
201503
79905
4323-1
Semi-Annual
Dialog+
201504
79906
4319-1
Semi-Annual
Dialog+
201505
79907
4325-1
Semi-Annual
Dialog+
201506
79908
4319-1
Semi-Annual
Dialog+
201507
79909
4325-1
Semi-Annual
SECURITY REQUIREMENTS:
Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.
Services provided under this contract do not require the connection of IT devices to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract.
Services provided under this contract involves equipment that stores, generates, transmits or exchanges sensitive data. Therefore, the following privacy considerations from Appendix C apply.
All contracted personnel requiring access to VA facilities more than two consecutive days, must complete VHA privacy training, course VA10203. Provide proof of training to COR upon request. VA Privacy Training is available from the TMS website at: https://www.tms.va.gov/secureauth35/.
Signing in/out shall be during normal business hours: Monday Friday 8:00 am to 5:00 pm Arizona Standard Time excluding Holidays, reference federal holiday link in paragraph 14.
Failure to sign in/out shall result in failure to perform.
Contractor FSE shall perform repair/maintenance on scientific equipment which is NOT connected to any VA network.
During warranty repair or maintenance, the contractor may have physical or administrative access, to the equipment included in this contract, that capture, store, and process VHA sensitive information. If warranty repair is done off-site, all hard drives or other data storage devices will be removed, and if done on-site will be purged of data, prior to contractor access.
No photography of VA premises is allowed without written permission of the Contracting Officer.
PERFORMANCE MONITORING: The Agency shall oversee work done by the vendor and accept the quality of work as appropriate. Section D for performance standards QASP.
OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS:
Packaging, Packing and Shipping Instructions: All parcels and packages shall come through the Agency s warehouse to be distributed either through Biomedical Engineering or the field service engineer if they are on station to receive the package. All parcels and packages shall ship overnight to:
ATTN: Biomedical Engineering
Phoenix VA Health Care System
650 E. Indian School Rd.
Phoenix, AZ 85012
Inspection and Acceptance Criteria: The Agency shall sign off on the work completed if service is determined to be satisfactory.
PERIOD OF PERFORMANCE:
CONTRACT YEAR
DATES
Base year
10/1/2019-9/30/2020
Option year 1
10/1/2020-9/30/2021
Option year 2
10/1/2021-9/30/2022
Option year 3
10/1/2022-9/30/2023
Option year 4
10/1/2023-9/30/2024
SERVICES DELIVERY STANDARDS/SUMMARY: The contractor's performance shall be monitored by the COR as follows:
Timely delivery of invoices, within 30 days of services rendered
Timely scheduling and performance of repair/maintenance services.
Timely arrival for repair services as described in paragraph 5.response times.
Failure to comply with PWS and other monitoring items shall result in failure to perform.
DELIVERABLES:
Filed Service Reports shall be provided for all service activities including repair/maintenance, emergency repair, and safety inspections, and Shall contain the following information:
Date(s) and time period of service.
Complete description of equipment serviced including model number and serial number.
Complete description of equipment services performed including upgrades, updates and software changes made.
Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.
A statement of the complaint that initiated the service call.
Total standard labor hours expended during the repair.
Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.
HOURS OF COVERAGE:
Delivery schedule consists of actual repair/maintenance visit and validation. Â Scheduling shall be coordinated with the subject matter expert (SME) or through the COR. Â Schedule timing shall be based on the equipment certification/calibration dates and equipment. See paragraph 7 equipment details.
Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm Arizona Standard Time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.
Repairs & Maintenance shall be performed as scheduled by the SME or COR. Repairs & Maintenance shall be performed during normal hours of coverage.
Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed.
NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.
Federal Holidays observed are located at the following link:
https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/
A copy of a packing slip with purchase order number shall be furnished at the time the order is delivered.
PARKING, SMOKING, AND VA REGULATIONS:
It is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any VA facility. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations shall result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
ACRONYMS:
BAA - Business Associate Agreement
CO-Contracting Officer. Â The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts
COR-Contracting Officer's Representative. Â Individual designated by the CO to place orders, furnish technical guidance, advice, certify invoices, and provide general supervision of the work performed under the executed contract
FSE - Field Service Engineer
GMP - Good Manufacturing Practice
HIPAA - Health Insurance Portability and Accountability Act of 1996
IPRM - Information Protection Risk Management
ISA - Interconnection Agreement
ISO - International Standards Organization
MOU - Memorandum of Understanding
OEM - Original Equipment Manufacturer
PWS Performance Work Statement
PVAHCS- Phoenix Veterans Affairs Healthcare System
SME - Subject Matter Expert
Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources-sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811219- Other Electronic and Precision Equipment Repair and Maintenance ($20.5M).Â
Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.Â
Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
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Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.Â
All interested Offerors should submit information by e-mail to dennis.cantrell@va.gov.Â
All information submissions shall be received no later than 4:30 pm Mountain Time on Wednesday, August 2, 2019. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation may be published..