Title: FBO - RFI - 36C25819Q04 - Sterrad Sterilizer Submit responses via email to dena.hallaren@va.gov with the title above in the subject line. RFI RESPONSES CLOSES ON 09-16-2019 12:00PM EST
THIS IS A SOURCES SOUGHT NOTICE:
This is NOT a request for proposals/quotes; this is an industry inquiry for Market Research. A solicitation shall not be issued at this time. The intent of the procurement is to locate potential contractors for solicitation. The below specification defines the effort required for the purchase and period of performance.
SOURCES SOUGHT & PWS ADDED NOTES:
Contracting is not requesting comments at this time but rather responses to all questions in paragraph 25.
While this Sources Sought PWS captures a majority of tasks and services, it may not embody the full description. Finalized description will be posted when/if the formal solicitation is posted.
PERFORMANCE WORK STATEMENT
TITLE: Sterrad Sterilizers Preventive Maintenance
GENERAL OBJECTIVES AND REQUIREMENTS:
Purpose: The Phoenix VA Health Care System (PVAHCS) and Southern Arizona VA Health Care System (SAVAHCS) requires a service agreement to provide annual preventive and repair maintenance on Sterrad Sterilizer items. Contractor shall reference enclosed equipment listing and PWS for quantities and details.
BACKGROUND:
The uptime of the sterilizers and washers is critical to maintaining a flow of reusable medical devices for surgical procedures. It is more cost effective to keep the modalities under a service contract, where preventive maintenance, corrective maintenance, and parts are covered, than to fully train an employee and pay out of pocket for proprietary parts. This effort shall be a base plus four option year type contract.
SCOPE OF WORK:
The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service on-site for the equipment and systems listed within PWS. The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM trained on all equipment included in agreement.
PVAHCS/SAVAHCS
Maintenance for Sterrad 100NX and Sterrad 100S
Coverage period: M-F, 8:00am-5:00pm Arizona Local Time
Phone response: 1 hour
On-site response: within 48 hours
General spare parts coverage
Safety checks
Preventative maintenance
Quality assurance
Updates
Labor
Travel
Remote technical support
The Contractor shall notify the COR or designated Subject Matter Expert (SME) to schedule a time and their intent to come on-site.
The Contractor shall verify that the equipment that was serviced is fully functional before checking out.
The Contractor shall deliver a hard copy or electronic copy of a Field Service Report within 10 days of service that delineates the service performed and confirms quality assurance tests results to Agency, see paragraph 6.
The Contract shall inform the COR prior to adding or removal of equipment along with providing documentation for both equipment added or removed.
The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR.
Service technicians shall be certified on/by Ethicon/ASP equipment to perform any services/maintenance on the enclosed specified equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award.
Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer.
Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at PVAHCS/SAVAHCS.
Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.
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 or periodically in arears.
Payment will be made in arrears, and upon receipt of a properly prepared invoice. Invoices shall comply with FAR 32.905 along with the following additional information:
Purchase Order Number
Item(s) serviced (to include serial #'s) by the contractor
Covered period of service for which payment is due
The invoice must include the correct payment address.
Timely scheduling and performance of maintenance services. See inventory listing for service milestone dates.
Timely arrival for repair services as described in paragraph 4.A.-R. response times.
Failure to comply with paragraph 4.A.-R. and QASP monitoring items shall result in failure to perform.
DELIVERABLES: Filed Service Reports shall be provided for all service activities including preventive 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, total overtime/premium hours, and total travel hours expended during the repair.
Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.
Security and HIPPA Compliance Considerations:
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
In reference to VHA Handbook 6500.6 Appendix A, Block 6, the equipment and service included in this contract does not involve connection of IT devices to a VA network. Therefore, C&A, SAP, & the following from App C apply.
In reference to VHA Handbook 6500.6 Appendix A, Block 7, the equipment and service does not involve storing, generating, transmitting, or exchanging VA sensitive information. Therefore, the following from App C apply.
(Appendix B) The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.
A national Business Associate Agreement between contractor and the VA is not required
During contract performance, contractor may require access to VA facility, equipment; to provide services, install, train, maintain or repair equipment.
VA Course No. VA10176 is privacy training required for VA contractors requiring access to VA facilities for more than 2 consecutive days or any access to VA information systems. Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: https://www.tms.va.gov/SecureAuth35/.B
VA Course No. VA10203 is Privacy and HIPAA Focused training for VA contractors requiring access to protected health information (PHI) or access to VA systems (e.g., CPRS, JLV, CAPRI, VHIE or VistAWeb). Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: https://www.tms.va.gov/SecureAuth35/.B
Contractor will provide evidence of training to the COR, if requested.
No photography of VA premises is allowed without written permission of the Contracting Officer.
RISK CONTROL:
For PVAHCS:
The Contractor shall be escorted by the Agency.
The Contractor shall need passes from the on-station Police Department.
Upon arrival at the facility, all contractor personnel shall go directly to the police services. Contractor shall have either a valid Driver License or Company ID to be issued a visitor s badge.
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.
Signing in/out shall be during normal business hours.
Failure to sign in/out shall result in failure to perform.
The contractor shall return to the Police Services to sign out and turn-in issued visitors badge.
For SAVAHCS:
Contract Biomedical Engineering at (520) 792-1450 ext. 6679 prior to starting service.
All contractor personnel (without exception) must report to the Engineering Department, Bldg. 38-room A22, to sign in and receive a contractor identification badge before any work is performed.
Contractor shall return to the same location to sign-out and turn-in said badge along with the documented service report (as described in section 5, DOCUMENTATION) for the service performed.
Failure to check in/out shall result in failure to perform.
PERFORMANCE MONITORING:
The contractor's performance shall be monitored by Biomedical Engineering, the COR, and staff in accordance with the contract s PWS, Terms and Conditions and Quality Assurance Surveillance Plan (QASP). Work completed shall be reported to the COR to ensure that contractual conditions are met
The COR shall capture any substandard performance(s) via a Deficiency Report and forward to the Contracting Officer upon discovery of a contract deviation. See the enclosed QASP for performance standards.
GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI).
The Agency shall provide utilities necessary for the equipment and Contractor to operate. These utilities include but are not limited to steam and water.
The agency shall provide furniture necessary for the Contractor to operate on-site. These furnishing include but are not limited to stools and ladders.
The Agency shall provide physical access to the equipment.
The Agency shall initiate service calls.
REMOVAL OF EQUIPMENT:
Whenever possible, all repairs and preventive maintenance shall be performed at the PVAHCS/SAVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation and shipping charges shall be at the expense of the contractor.
VA property may not be removed from the PVAHCS/SAVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Hard drives and other storage media items may not leave VA property.
Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment shall be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment
The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR.
OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS:
Possible Follow-on Work: If a device is found to require repair during preventive maintenance, then the Contractor shall repair the device.
Non-Disclosure Requirements: The contractor shall have physical access to the equipment.
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 her/himself if s/he is on station to receive the package. All parcels and packages shall ship overnight.
Inspection and Acceptance Criteria: The Agency shall sign off on the work completed if service is determined to be satisfactory.
OVER AND ABOVE REPAIRS/EMERGENCY MAINTENANCE
Contractor and Biomedical Engineering shall maintain the equipment in accordance with equipment Specific Task, paragraph 3.
Contractor shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.
Telephone Response Time: Contractor 's FSE or Technical Support shall respond by telephone to Biomedical Engineering within One (1) hour after receipt of telephone notification during normal duty 8:00 AM to 5:00 PM AZ time Monday through Friday.
If the problem cannot be corrected by Biomedical Engineering:
For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR s Government Purchase Card (GPC) threshold, the COR will authorize payment up to $10,000 due to the Service Contract Act limit.
For emergencies over the COR s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.
Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work.
The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as-needed for payment.
Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.
Any work to be performed, which is not covered by this PWS, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed.
GUARANTEE
The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.
PLACE OF PERFORMANCE:
Any on site services will be scheduled with a contact person as assigned by the Contracting Officer s Representative (COR), Point of Contact (POC) or designee for performance on site. Before doing any work, the service representative will report to Biomedical Engineering to log in and obtain a contractor identification badge, sign a log maintained by Biomedical Engineering and after the work is done, sign out. This log will state the nature of the visit and the time and place of the visit. The Biomedical Engineering points of contact are as follows:
COR Will be Listen Upon Award via COR Delegation Letter.
I. Phoenix VA Health Care System
650 E Indian School Rd.
Phoenix, AZ 85012-1839
II. Southern Arizona VA Health Care System
3601 S. 6th Ave
Tucson, AZ 85723-0001
Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.
Normal duty hours are 8:00 a.m. through 5:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio.
At the completion of the service call, the service representative will submit a complete service report, as described in section 4 Documentation, to Biomedical Engineering COR or POC or designee.
HOURS OF COVERAGE:
Delivery schedule consists of actual preventative maintenance visit and validation. B Scheduling shall be coordinated with the subject matter expert (SME) or through the COR. B Schedule timing shall be based on the equipment certification/calibration dates and equipment. See paragraph 19. equipment details for frequency requirements.
Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 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.
Preventive maintenance shall be performed as scheduled by the SME or COR. Preventive 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.
EQUIPMENT INVENTORY LISTING AND PRICING TO BE SUPPORTED:
Phoenix VA Health Care System (PVAHCS)
L/I
SYSTEM
SERIAL#
EE#
LOCATION
1
STERRAD100NX
1043140042
82576
1425-1
2
STERRAD100NX
33102160
64307
1425-1
3
STERRAD100NX
1047170348
102091
1417-1
Southern Arizona VA Health Care System (SAVAHCS)
L/I
SYSTEM
SERIAL#
EE#
LOCATION
1
STERRAD 100S
1041100308
61845
181Y-57
2
STERRAD 100S
101105306
62048
181Y-57
3
STERRAD 100NX
33120910
71440
181Y-57
4
STERRAD 100NX
333120889
71441
181Y-57
GOVERNMENT REPAIRS:
Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.
PRIOR INSPECTION OF EQUIPMENT AND CONDITION OF EQUIPMENT:
Potential offers may, at their own expense, inspect equipment covered by this solicitation IAW 52.237-1 SITE VISIT.
Contractor shall notify contracting in their response if the contractor s firm would opt for a site-visit.
The opportunity for a site-walk to inspect equipment shall be provided during the solicitation phase upon potential offers formal request.
The Contractor accepts responsibility for the equipment described above in "as is" condition if contractor elects not to inspect.
Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract.
19. Performance Monitoring:
a. The contractor's performance shall be monitored by COR in accordance with the contract s PWS, Terms & Conditions and QASP. The COR shall capture any substandard performance(s) via a Deficiency Report and forward to the Contracting Officer upon discovery of a contract deviation.
20. Contract Type and Funding:
This is firm-fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, travel, training, incidental costs, overhead, insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor's price will not be reimbursed by the Government. This pricing will apply to any extension pursuant to FAR 52.217-8 included herein.
Additionally, neither the VA nor contractor shall exceed the obligated funding amount on each purchase order. If there are any funding or contract adjustments required, the contractor and/or the COR are responsible for notifying the Contracting Office prior to violating The Anti-Deficiency Act.
21. VA PARKING, 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. 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.
22. COVERAGE OF NETWORK CONTRACTING OFFICE 22:
While not anticipated, this procurement may be extended to include similar to the enclosed services items/scheduled pricing to other facilities located throughout VA Medical Centers for VISN 22. VISN 22 medical facilities encompasses Southern California (Greater LA, Loma Linda, San Diego, Long Beach), Arizona (Phoenix, Prescott, Tucson), New Mexico (Albuquerque) and all associated VA Community Based Outpatient Clinics (CBOC).
23. Estimated Period of Performance:
Base Year - 10/015/2019 thru 10/14/2020
Option Year One - 10/15/2020 thru 10/14/2021
Option Year Two - 10/15/2021 thru 10/14/2022
Option Year Three - 10/15/2022 thru 10/14/2023
Option Year Four - 10/15/2023 thru 10/14/2024
24. SOURCES SOUGHT DETAILS
NAICS CODE: 811219 - Other Electronic and Precision Equipment Repair and Maintenance
As identified on the Small Business Administration s table of small business size standards, the size standard for this NAICS code is $11 million in average annual receipts.B The term of the contract is intended to be base contract plus 4 option years.
It is anticipated that a solicitation will be issued in September 2019. Award of contract is contemplated by October 2019; however, the government makes no guarantee of award at this time.
This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/, www.sba.gov/ and https://sam.gov/SAM/ respectively.
25. INTERESTED PARTIES RESPONDING VIA EMAIL TO THIS SOURCES SOUGHT REQUEST SHALL SUBMIT THE FOLLOWING INFORMATION AT A MINIMUM:
Company name, address, point of contact, phone number.
DUNS number and company social-economic status.
Lead time for providing enclosed service description.
Can your firm provide all services or just partial? (If partial, which items?)
Intentions of subcontracting program to include set-asides. Yes or No.
(5a) If yes to (5), as the prime contractor, your firm shall confirm if it will comply with
15 USC 657s and 13 CFR 125.6 - limitations on subcontracting.
Bottom line, your firm shall conduct over 50% of the service performance.
If SDVOSB or VOSB, proof of current registration in the VA Vet Biz websites or intention of registration prior to submission of offers to a solicitation - http://www.vip.vetbiz.gov/
Any other pertinent company documentation or product information.
Are you certified by Prime OEM to provide enclosed services? Yes or No.
(8a) If yes to (8), provide documentation with response.
(9) Does your firm elect to conduct a site walk during solicitation phase at zero cost
to the Government? Yes or No
The response date to this Sources Sought notice is Sept 16, 2019 at 12:00 pm EST time.
Electronic submissions are preferred via email address of: dena.hallaren@va.gov . This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate. The Government shall not pay any costs for responses submitted.
NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN.
ALL FIRMS SHALL NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION. DIRECT ALL QUESTIONS TO POC ONLY.
26. IMPORTANT INFORMATION:
The Government is not obligated to nor shall it pay for or reimburse any costs associated with responding to these 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.
27. DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
(END OF RFI & PWS DESCRIPTION)
See continuation pages for PWS description
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