VA258-17-N-0735 3M PM Source Sought
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 sources 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, Veteran Owned Small Businesses, 8(a), HubZone and other 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. 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, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone 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 requires a service agreement to provide annual preventive and repair maintenance on (2) 3MTM Steri-VacTM ethylene oxide (EtO) sterilizers (EE# 55469/ sn:721455 and EE# 55470/ sn:721456) and (1) 3MTM 50A EtO exhaust abator system (EE#55471/ sn:300125).
Scope
A. The Contractor shall be certified to work on EtO sterilizers and around EtO gas. The Contractor shall have a certificate confirming s/he was trained in handling EtO in accordance to standards set forth by the U.S. Department of Labor/Occupational Safety and Health Administration (OSHA).
B. The Contractor shall provide annual preventive maintenance service on-site for:
i. (1) 3MTM Steri-VacTM 5XL EtO Sterilizers (EE# 55469/ sn: 721455)
ii. (1) 3MTM Steri-VacTM 5XL EtO Sterilizers (EE# 55470/ sn: 721456)
iii. (1) 3MTM 50A EtO exhaust abator system (EE#55471/ sn:300125)
C. If a device is found to require repair during preventive maintenance, then the Contractor will repair the device as part of the preventive maintenance.
D. The Contractor shall provide emergency repair service on-site for:
i. (1) 3MTM Steri-VacTM 5XL EtO Sterilizers (EE# 55469/ sn: 721455)
ii. (1) 3MTM Steri-VacTM 5XL EtO Sterilizers (EE# 55470/ sn: 721456)
iii. (1) 3MTM 50A EtO exhaust abator system (EE#55471/ sn:300125)
E. The coverage hours shall be Monday-Friday, 7am-3:30pm, excluding federal holidays.
F. The Contractor s phone response time shall be 1 hour.
G. The Contractor s on-site response time shall be 8 hours.
H. If the Contractor cannot respond within coverage hours, then s/he shall respond as soon as coverage hours have restarted.
I. The Contractor shall be responsible for time and materials i.e. travel, labor, and parts.
J. The Contractor shall have his/her own stock of replacement parts for the equipment.
K. The Contractor shall notify the Agency his/her intent to come on-site before arrival.
L. The Contractor shall check-in with the Biomedical Engineering department upon arrival on station. The Biomedical Engineering department is located in Building 1, Room 1163.
M. The Contractor shall verify that the equipment that was serviced is fully functional before checking out.
N. 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.
4. Performance Monitoring. The Agency shall oversee work done by the vendor and accept the quality of work as appropriate.
5. Security Requirements.
A. 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.
B. The C&A requirements do not apply. A Security Accreditation Package is not required.
C. The Contractor shall not have access to a patient care area.
D. The Contractor shall not have access to sensitive information, PHI, or PII.
E. A Business Associate Agreement is not needed.
F. Records Management Language for Contracts. The following standard items relate to records generated in executing the contract:
i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. chapters 21, 29, 31, and 33; Freedom of Information Act 5 U.S.C. 552; Privacy Act 5. U.S.C. 552a; 36 CFR Part 1222 and Part 1228.
ii. The Contractor shall treat all deliverables under the contract as property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
iii. The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
iv. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
v. The Contractor shall not create or maintain any records containing any government Agency records that are not specifically tied to or authorized by the contract.
vi. The Government Agency owns the rights to all data/records produced as part of this contract.
vii. The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.
viii. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion.
ix. No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the files and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
x. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
Risk Control. EtO is a known carcinogen. The Contractor shall provide certification that allows him/her to work in an environment with EtO.
6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
A. The Agency shall provide utilities necessary for the equipment and Contractor to operate. These utilities include but are not limited to electricity and water.
B. The Agency shall provide physical access to the equipment.
C. The Agency shall initiate service calls.
7. Other Pertinent Information or Special Considerations.
A. Possible Follow-on Work: If a device is found to require repair during preventive maintenance, then the Contractor will repair the device.
B. 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 will ship overnight.
C. Inspection and Acceptance Criteria: The Agency will sign off on the work completed if service is determined to be satisfactory.
8. Place of Performance. Phoenix VA Health Care System
650 E. Indian School Rd.
Phoenix, AZ 85012.
LINE NO. MODEL S/N EE# LOCATION
A. 3MTM Steri-VacTM 5XL EtO Sterilizer 721455 55469 1417-1
B. 3MTM Steri-VacTM 5XL EtO Sterilizer 721456 55470 1417-1
C. (1) 3MTM 50A EtO exhaust abator system 300125 55471 1403-1
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 ($20.5M).
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. All interested Offerors should submit information by e-mail to abdalia.smith@va.gov; and shall be received no later than 4:00 pm Arizona Mountain Standard Time on August 21, 2017.
Abdalia "Dale" Smith
Contract Specialist
Abdalia Smith
