36C249-19-AP-1005
The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of Veterans Administration Medical Center Memphis, is conducting market research through this sources sought notice to seek sources that can provide Preventive Maintenance (PM) and unlimited Emergency Repair Services, Monday through Friday 8:00 am - 5:00 pm, on the IVIS Lumina XR. The North American Industry Classification System (NAICS) Code for this acquisition is 811219.
Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. 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. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.
Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action.
SAM: Interested parties should register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.
Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to scott.dickey@va.gov. The subject line must read Preventative Maintenance and Emergency Repair Service on IVIS Lumina XR. Responses must be submitted no later than February 27, 2019 at 1:00pm, Central Standard Time with the following information/documentation:
1. Name of Company, Address and DUNS Number.
2. Point of Contact and Phone Number.
3. Business Size applicable to the NAICS Code: a. HuBZone Small Business Concern; b. Service-Disabled Veteran Owned Small Business Concern (SDVOSBC); c. Veteran Owned Small Business Concern (VOSBC); d Small Business Concern; e. Large Business Concern
4. Documentation Verifying Small Business Certification:
a. If claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA.
b. If claiming SDVOSBC status, provide documentation that shows the Service Disable Veteran (SDV) unconditionally owns 51 % of the business, controls the management and daily operations, and holds the highest officer position in the company. Documentation should also be provided to show that the SDV has a service-connected disability that has been determined by the Department of Defense or Department of Veteran Affairs. Finally, provide documentation that shows the business is small under the NAICS code 811219.
c. If claiming VOSBC status, provide documentation that shows the Veteran unconditionally owns 51% of the business, controls the management and daily operation, make long-term decisions for the business, and holds the highest officer position in the company that works at the business fulltime during normal working hours. The documentation should also show the business is small under the NAICS code 811219.
d. If claiming Small Business status, provide documentation to show the business is small under NAICS code 811219.
DESCRIPTION OF SERVICE/ WORK STATEMENT
1. Introduction: Preventative maintenance agreement for:
IVIS Lumina XR, Serial Number 1S1039N5358
2. Requirements:
a. Routine and Preventative Maintenance: The vendor will provide pm visit and unlimited on-site repair services, excluding the camera, parts, associated labor and travel expenses. Limited-life parts, exposed to fluidics, such as syringes, valves, seals and fitting have limited coverage under this plan, and they are replaced only once during a PM visit.
Good Laboratory Practice (GLP) requires that lab equipment operates within manufacturer's specifications.
Ensuring that the IVIS Lumina XR is in operation and functioning in accordance with the manufacturer s specifications is essential to the integrity of the research data it generates and to the continued progress of multiple VA and extra-VA funded research studies.
Research Service will not pay for any additional charges for Travel and Per Diem for the Vendor Engineer/Repair Technician.
Provide documentation of training and certification in regards to being an authorized servicing personnel who has trained and certified to perform all service repairs. These engineers are to be trained in the latest instrument technology, product improvement, software and accessories. Authorized service personnel include: trained manufacturer service employees; trained third party service providers under contract with manufacturer to provide servicing on our behalf; and customers who have purchased and completed product-specific training provided by the manufacturer.
Please Note: Approved and proprietary parts are necessary to service the IVIS Lumina XR. These parts are only available to manufacturer authorized personnel as detailed above.
b. Emergency Service: The number of emergency service requests is unlimited. The vendor shall provide 24 hour (2 business days) guaranteed response to a request for emergency on-site service, Monday through Friday, excluding federal holidays. Repairs will be performed between the hours of 8:00 a.m. and 5:00 p.m. Additional time outside specified time may be requested by the VA if determined necessary.
The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday.
HOLIDAY DATE
New Year s Day Jan 1
Martin Luther King s Birthday 3rd Monday in Jan
President s Day 3rd Monday in Feb
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in Sep
Columbus Day 2nd Monday in Oct
Veterans Day Nov 11
Thanksgiving Day 4th Thursday in Nov
Christmas Day Dec 25
*And any other day specifically declared by the President of the United States to be a national holiday.
c. Parts Replacement: Replacement parts (excluding consumables) are provided with this agreement. Service engineers will carry a stock of commonly used parts for timely instrument repairs. Parts will be of equal quality to the original and meet all manufacturer s specifications for said parts.
d. Documentation and certification: Each PM and emergency procedure and inspection shall be documented and certified as having been performed by the signature of the qualified service technician performing the test or procedure.
Documentation and certification shall be made available immediately upon completion of repairs or periodic maintenance. Documentation will be provided to the Research Office (room BC117). Required documentation shall remain on the VA premises and is the property of the VA.
e. Quality of Labor: Factory trained and certified service engineers are to perform all service repairs. These engineers are to be trained in the latest instrument technology, product improvement, software and accessories. Engineers are to be available at all times to ensure fast and efficient service response.
f. Availability: The Service Representative will contact the VA to set a mutually agreeable date and time, in advance, for the PM call.
g. Terms and Termination: Either party may terminate this Agreement within 30 days of written notice to the other party. Upon termination of this Agreement, the price stated will be prorated based upon the effective date of this Agreement.
3. Period of Performance: The Period of Performance for this effort will be a base with three (3) option years with the base year beginning on May 15, 2015.
Base Year:
05/15/2019 05/14/2020
Option Year One:
05/15/2020 05/14/2021
Option Year Two:
05/15/2021 05/14/2022
Option Year Three:
05/15/2022 05/14/2023
4. Place of Performance: Memphis VA Medical Center, 1030 Jefferson Avenue, Memphis Tennessee 38104
5. Delivery: Emergency on-site service will be provided as needed, Monday through Friday, excluding federal holidays. Repairs will be performed between the hours of 8:00 a.m. and 5:00 p.m. Additional time outside specified time may be requested by the VA if determined necessary.
6. Progress and Compliance: Each PM and emergency procedure and inspection shall be documented and certified as having been performed by the signature of the qualified service technician performing the test or procedure. Documentation and certification shall be made available immediately upon completion of repairs or periodic maintenance.
7. Payment: To be paid from certified invoice after completion of work. Payment will be in arrears upon submission of properly prepared invoice. No receiving report.
8. Security: Services will not require use, storage, modification, manipulation or transmission of Sensitive Personal Information.
1. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.
2. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee at the end of each pick up process.
3. The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.
9. VA Contracting Officer s Representative (COR): The Contracting Officer reserves the right to designate a representative (COR) to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this Agreement. Such designation will be in writing and will define the scope and limitations of the designee s authority.
Scott Dickey
Contracting Specialist (Intern)
615-225-5635
scott.dickey@va.gov
