Medtronic Service Contract
This is a sources sought notice for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Lynn.Pettit@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition.
The intended contract period is one-year base period plus (4) four one-year option periods.
Potential contractors shall provide, at a minimum, the following:
1) Company name, address, point of contact, phone number, e-mail address, and DUNS.
2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 811219, small business size standard $20.5 Million.
[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Other (please specify)
3) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The capabilities statement for this sources sought is not expected to be 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 draft SOW below. 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.
Statement of Work
The contractor shall provide all parts and materials (except those considered to be consumables or accessories), labor, and travel related expenses for preventive maintenance and non-routine repairs on Government owned equipment for the image guided surgery platform system for Neurosurgery. This system is comprised of a Stealth Navigation System (S7) with various software programs. This contract will cover all software updates and upgrades. The department requires the availability of clinical and professional services for single case surgical and technical support. Services will be ordered at least 48 hours in advance. The equipment is located at the VA North Texas Healthcare System, 4500 Lancaster Road, Dallas, TX 75216. The estimated contract period is a base year with four (4) one year periods.
Hours of Work:
Hours of work for preventive maintenance and emergency repairs are defined as Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding federal holidays or as otherwise arranged with the Contracting Officer Technical Representative (COTR).
The ten holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.
This arrangement will include unlimited emergency repair and call-back repair services. In addition, the Contractor will provide a commercial and toll-free telephone number for standard and/or emergency assistance, twenty-four (24) hours a day, seven (7) days a week.
Upon receiving a trouble-call from VANTHCS, the Contractor shall make a return telephone call for emergencies within 2 hours and within 4 hours for non-emergencies.
The Contractor will restore the equipment to full performance within twenty-four (24) hours of the original call. Full performance means that all defective parts have been replaced and that the instrument meets or exceeds the manufacturer s original performance specifications. It is acceptable to provide loaner equipment if the original equipment cannot be repaired within this timeframe.
Preventive Maintenance:
The Contractor shall perform annual preventive maintenance (PM) procedures during the contract year as arranged with the COTR. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer s established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COTR). A Field Service Report shall be supplied to the COTR at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but are not limited to, the following:
Cleaning of equipment (not housekeeping).
Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices.
Aligning, calibrating and lubricating the equipment.
Performing remedial maintenance of non-emergent nature.
Testing and replacing faulty and worn parts.
Inspecting/replacing electrical wiring and cables for wear and fraying.
Inspecting all mechanical components including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications.
Returning the equipment to operating condition defined in the Original Equipment Manufacturer specifications.
Replacing any Original Equipment Manufacturer labels, decals, and/or warning tags that are not legible.
Providing documentation of services performed.
Updates/upgrades of software as required.
The Contractor shall notify the COTR of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).
All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Office.
Parts:
The Contractor shall furnish all parts as necessary to maintain the equipment covered by this contract. The Contractor stipulates that he/she has ready access to new standard parts manufactured and supplied by the manufacturer.
Documentation/Reports:
The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection and/or emergency repair services performed, including replaced parts and estimated prices required for the service call.
Competency of Personnel Servicing Equipment:
The Contractor s staff shall include a fully qualified Field Service Representative assigned to this area and a fully qualified Field Service Representative who shall serve as the backup.
Fully qualified is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract.
This is a sources sought notice only. The information gathered from this request is for information and planning purposes only and will not be released. This does not constitute a solicitation. No solicitation is currently published, pending, or available. If a solicitation is issued, it will be issued at a later date. Responses to requests for information are not offers and cannot be accepted by the Government to form a binding contract. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this Sources Sought Notice.
Responses shall be submitted to Lynn.Pettit@va.gov no later than 6:00PM CST, Monday, January 23, 2017. Fax or telephone calls will not be accepted.
Lynn Pettit
lynn.pettit@va.gov
