SPECIAL NOTICE
J -- Binding Site Optilite System Service
- Notice Date
- 3/7/2022 10:50:56 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24222Q0474
- Archive Date
- 05/06/2022
- Point of Contact
- Nicholas Simons, Contracting Specialist, Phone: 607-664-4970
- E-Mail Address
-
NICHOLAS.SIMONS@VA.GOV
(NICHOLAS.SIMONS@VA.GOV)
- Awardee
- null
- Description
- SPECIAL NOTICE Department of Veterans Affairs, Bath VA Medical Center, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source to The Binding Site, Inc., for Binding Site Optilite full-service hardware and software maintenance at the VA Samuel S. Stratton VA Medical Center. This Special Notice is issued to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for all monitoring and maintenance of Optilite System. SERVICES REQUIRED: Contractor shall provide full support for all components and software which will ensure the effective operation of the system. The annual support and maintenance services will allow for the system to be maintained at the Original Equipment Manufacturer (OEM) specifications. This service will be for the VA Samuel S. Stratton VA Medical Center located in Albany, NY. The term of services will be six (6) months after award of contract with provision for four (4) Option Years. INTERESTED & CAPABLE RESPONSES: NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please provide all of the following in your response: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number. Please also include the North American Industry Classification System (NAICS) Code for which you propose to provide the service under for verification of your size standard. A Capability Statement which provides detailed, specific information that demonstrates understanding of the tasks required and capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive. Responses must be submitted by 10:00 AM ET, March 14, 2022. Responses to the information requested above may be submitted via e-mail to Nicholas.Simons@va.gov. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice may assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted for this notice. STATEMENT OF WORK BINDING SITE OPTILITE SYSTEM FULL-SERVICE HARDWARE AND SOFTWARE MAINTENANCE I - Background The Department of Veterans Affairs, Stratton VA Medical Center, located at 113 Holland Ave., Albany NY 12208, is seeking a full-service hardware and software maintenance for one (1) Binding Site Optilite system. This coverage shall include full support for all components and software which will ensure the effective operation of the system. The annual support and maintenance services will allow for the system to be maintained at the Original Equipment Manufacturer (OEM) specifications. The Optilite System is a fully optimized benchtop protein analyzer which creates simplicity from complex analytical processes. II - Equipment List The following equipment is to be covered by the terms and conditions herein: VA ID # Equipment Description Serial Number Room 314753 Optilite 864000293451 B302-1 314755 Dell XE3 Optiplex 35331982311 B302-1 III - Scope of Work Contractor shall provide all labor, tools, and equipment necessary for full hardware and software maintenance service, support, and online remote monitoring for one (1) Optilite system and the Dell XE3 Optiplex. The service and maintenance will include the system and all associated peripherals. Silver-Service Maintenance shall include: Comprehensive hardware support, including no charge upgrades as required. Software support, including no charge software updates. Technical phone support Monday-Friday, 6AM-6PM PST. Next business day on-site repair service, including the cost of travel and labor, M-F. No charge replacement parts. One Preventive Maintenance (PM) visit per contract year at no charge. All work shall be performed by factory-trained technicians, experienced and qualified to work on the specific equipment listed above. Contractor shall provide original equipment manufacturer (OEM) certification as required by the Joint Commission (JC) and VA Regulations, that all personnel authorized to maintain the equipment specified by the contract are competent and able to perform all duties listed under the terms of the contract. All work performed shall be first-class in accordance with good manufacturing practices and the Contractor shall meet manufacturers' performance and technical specifications. It is the Contractor s responsibility to provide all personnel, equipment, manuals, tools, and schematics to perform contracted services. The Contracting Officer reserves the right to request proof of appropriate training and experience from vendor personnel for servicing the equipment on the schedule. The contractor shall document all maintenance and provide said documentation to the COR upon completion of each service action. Documentation. All service documentation must contain: Date and time of the contractors' arrival on station. Type, model, and serial number(s) of all equipment on which service was performed. Total time of performance period, excluding travel time. Detailed narrative description of reason for service performed to include reported problem and cause of problem (when applicable). Complete list of parts replaced (When applicable). Date and time equipment was returned to serviceability. Scheduled preventive maintenance will include, but not be limited to, electrical safety testing, lubrication, adjustment, calibration, testing, and replacement of parts which would normally be replaced during a standard PM (as required by OEM specifications and procedures), or parts found in the manufacturers PM Kit . The contractor s PM procedures will be equivalent to that required by the equipment manufacturer. These procedures shall be presented in writing to the COR. At the conclusion of the preventive maintenance visit, the instrument(s) and/or equipment shall be returned to the operating condition stipulated by the OEM factory specifications. Scheduled preventive maintenance (PM) service will be provided in accordance with OEM specified intervals upon award of this contract. The contractor is responsible for scheduling all PM Service visits prior to the end of the month in which they are due. Any deviations from this schedule must be approved in advance by the COR. All supplied parts shall be compatible with existing equipment. The contract shall include all repair parts. Contractor shall have access to unique and/or high mortality manufacturer's replacement parts (or equal thereto). The contractor shall use only new or remanufactured parts, approved by the OEM, and shall not install used parts. The contractor shall be responsible for informing the COR of any uncorrected deficiencies and noting these on the service ticket. Notation will include the type of deficiency, dated and initialed. Any deficiency which poses a hazard to patients, staff, or other equipment will immediately be called to the attention of the users and the COR. Contractor shall respond to all repair requests within the specified time frame. Response by the Contractor is defined as: Telephone troubleshooting/repair services within thirty (30) minutes of the initial contact; and/or An on-site visit by a qualified repairperson within twenty-four (24) hours of unsuccessful telephonic troubleshooting. Contractor shall repair, modify, or correct as necessary equipment deficiencies related to all hazard alerts from the manufacturer, FDA, or Veterans Administration, etc. at no additional cost. Contractor shall provide a toll-free clinical/technical support line Monday-Friday during normal working hours. Services provided shall include unlimited support for both hardware and software issues. Contractor shall provide all OEM approved software and hardware upgrades at no additional charge. Contractor shall draw attention to, and specifically describe any additional benefits or options that are incorporated in their standard maintenance agreement that are not included in the above specifications. Examples may include remote diagnostic monitoring, discounted labor rates for repairs outside of normal working hours, extended normal working hours, discounted/no charge hardware and/or software upgrades, discounted additional hardware and/or software options, discounted labor rates for emergency repairs, downtime protection guarantees, etc. Brief explanations illustrating why these options are beneficial or how they increase efficiency or productivity, or decrease downtime, should be included. Contractor shall comply with all applicable HIPAA regulations and requirements necessary to protect the privacy, integrity & reliability of electronic Protected Health Information (ePHI) and provide proof of an existing Business Associate Agreement with the VA. This includes any exposures to ePHI by support personnel or disclosure of any ePHI to any other agents during the course of regular service and support activities, and to any ePHI obtained during the course of complaint investigation or any other FDA mandated activity. Upon termination of this contract, the contractor shall continue to extend this protection to any ePHI retained during this activity. NOTE: Under no conditions shall any electronic storage media be removed from Veterans Affairs (VA) premises without being thoroughly sanitized to VA standards. Electronic media that cannot be sanitized to VA standards shall be destroyed on-site by the VA. IV - GENERAL REQUIREMENTS Type Of Contract: The Government contemplates the award of a Firm-Fixed-Price contract for this requirement. Contractor Check-in and Check-out: On each visit, all contractor personnel shall contact Biomedical Engineering 518-626-6270 prior to any service performed. Service tickets will be signed and filed in Biomedical Engineering (Bldg. 2, room C52). In lieu of presenting service tickets while on-site, service tickets may be emailed to VHAALNBIOMEDSERVICEREPORTS@va.gov. Failure to provide signed service tickets will result in non-payment. V - NON-CONTRACT CHARGES: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. VI - WORKING HOURS: Services shall be performed during VA business hours, 8:00 AM ET 5:00 PM ET, Monday through Friday. VII - FEDERAL HOLIDAYS: Federal Holidays which are observed by the federal government are annotated below. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any other day specifically declared by the President of the United States to be a national holiday. VIII - INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. IX - SCOPE OF CONTRACT AND CONTRACT MODIFICATIONS: The final contract will stipulate the responsibilities of the contractor and/or the government. The contractor and the government are required to adhere to the scope of the finalized contract. Any and all modifications shall be initiated and approved by the contracting officer. The contractor shall not receive payment for any work/services/deliverables that are/were not specifically authorized under the contract (as written or as modified). X - PERIOD OF PERFORMANCE: The base period of performance for this contract shall be from six (6) months from the award of the contract with the provision of four (4) options years. XI - PLACE OF PERFORMANCE: Services will be rendered at the following location: Department of Veteran Affairs Samuel S. Stratton VA Medical Center Biomedical Engineering Office Bldg. 2, Room C52 113 Holland Ave. Albany, NY 12208 XII - VHA SUPPLEMENTAL CONTRACT REQUIREMENTS: VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.
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