SPECIAL NOTICE
J -- NOTICE OF INTENT TO SOLE SOURCE Service Olympus OER-PRO Sterilizers
- Notice Date
- 5/25/2023 8:44:48 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25223Q0652
- Archive Date
- 08/23/2023
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Olympus America Inc., for service of the OER-PRO Olympus Reprocessors sterilizing equipment in use at the Captain James A Lovell, Federal Health Care Center, North Chicago. Olympus is the only vendor capable of providing service for this equipment. This procurement is being conducted in accordance with FAR 12 & 13 Single Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 9:00 AM (Local Time) June 5, 2023. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with Olympus America Inc. STATEMENT OF WORK FOR PREVENTIVE MAINTENANCE/EMERGENCY SERVICE FOR SPS EQUIPMENT AT THE CAPTAIN JAMES A. LOVELL FHCC NORTH CHICAGO, ILLINOIS A. GENERAL: The Contractor shall furnish all labor, supervision, travel, materials, and equipment necessary to provide preventative maintenance (PM) and emergency repair services on four (4) Olympus OER-PRO systems located at the Captain James A. Lovell Federal Health Care Center, 3001 Green Bay Road, North Chicago, IL 60064-3048. B. EQUIPMENT LISTING: EE # Manufacturer Brief Description Model Serial # 52515 Olympus Reprocessor/Sterilizer OER-PRO 2532352 52516 Olympus Reprocessor/Sterilizer OER-PRO 2532344 52517 Olympus Reprocessor/Sterilizer OER-PRO 2532348 52518 Olympus Reprocessor/Sterilizer OER-PRO 2532350 C. REQUIRED TASKS/SPECIFICATIONS: 1. Scheduled Maintenance: The Contractor shall perform PM Service to ensure that the equipment listed herein performs in accordance with the Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). Upon completion of PM, the Contractor shall provide to the Contracting Officer s Representative (COR) checklists with worksheet originals indicating work performed, procedures utilized, and actual values obtained (as applicable) because of the PM. The Contractor shall provide a written description of each Preventative Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including the electrical safety procedures utilized. PM services shall include, but need not be limited to, the following: a. Cleaning of equipment. b. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. c. Calibrating and lubricating the equipment. d. Performing remedial maintenance of non-emergent nature. e. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. f. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. g. Inspecting, and replacing where indicated, all mechanical components which may include but is not limited to: cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance. h. Returning the equipment to the operating condition defined in Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). i. Installation of any software updates or upgrades necessary to maintain proper operation of the system in accordance with Section C, Paragraph 3 ( Conformance Standards ). j. Providing documentation of services performed. PM services shall be performed by the contractor annually and in accordance with the hours defined in Section C, Paragraph 4 of this Statement of Work ( Operational Uptime Requirements ). All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designee. 2. Unscheduled Maintenance (Emergency Repair Services): a. The Contractor shall maintain the equipment listed herein in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Contractor shall provide repair services which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished to complete these repairs at no additional cost to the Government according to Section C, Paragraph 5. b. The Contractor shall also provide unlimited telephone technical support. c. The Contracting Officer (CO), COR or a previously designated alternate has the authority to approve/request a service call from the Contractor. d. Response Time: The Contractor's Field Service Engineer (FSE) must respond by phone to the COR or his/her designee within one-hundred-twenty (120) minutes after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within sixteen (16) hours after receipt of this second notification and will proceed progressively to completion of repairs without undue delay. 3. Conformance Standards: Contract service shall ensure that the equipment listed herein functions in conformance with the latest published edition of the National Fire Protection Association (NFPA) 99, Underwriters Laboratory (UL), Occupational Safety and Health Administration (OSHA), Association for the Advancement of Medical Instrumentation (AAMI), The Joint Commission (TJC), and VA standards. Contract service shall also ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement. All upgrades/updates shall also be included in this contract except for upgrades that provide new features or capabilities or that require hardware changes. 4. Operational Uptime Requirements: The equipment listed herein shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Section H, HOURS OF COVERAGE. Downtime will be computed from the time the contractor was notified of problem during normal work hours. Scheduled maintenance shall be excluded from downtime. (Normal work hours are 8:00 AM 5:000 PM local time, Monday through Friday, excluding National Holidays). Operational Uptime will be computed during a 12-month period. 5. Parts: The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor shall have parts available to complete repairs and maintain the 95% operational uptime requirement. Parts ordered by 6:00 PM local time shall be delivered by 5:00 PM local time on the next business day. All parts are included in the contract price. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The Contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. 6. Service Manuals/Tools/Equipment: The VA shall not provide tools, (test) equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to their FSEs all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to complete the services required herein. The location and listing of the service data manuals by name and/or manuals themselves shall be provided to the Contracting Officer upon request. 7. Documentation/Reports: Documentation shall include detailed descriptions of scheduled and unscheduled maintenance performed and parts replaced to maintain the equipment in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Vendor Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate contracts. Each ESR must, at a minimum, legibly document the following data in complete detail: a. Name of Contractor and Contract Number. b. Name of FSE who performed services. c. Contractor service ESR number/log number d. Date, Time (starting and ending), equipment downtime and hours on-site for the service call. e. Description of problem reported by COR/End User (if applicable). f. Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer s name, device name, model number, serial number and any other manufacturer specific information or identification information. g. Itemized descriptions of service performed including: Labor and Travel, Parts (with part numbers) and Materials and Circuit location of problem/corrective action. h. Signatures of FSE performing services and a VA employee who witnessed the services described. The Contractor shall design/develop an ESR report form that, at a minimum, incorporates the above criteria. The form shall be on standard 8 1/2 x 11 papers and shall be approved by the COR prior to use and implementation. 8. Travel: All travel required by the Contractor to complete scheduled or unscheduled maintenance is covered by this contract and shall not be separately charged to the Government. In addition, there shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. D. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COR for an ""authorization signature"". If the COR is unavailable, a signed, authorized copy of the ESR shall be sent to the COR after the work can be reviewed (if requested or noted on the ESR). FHCC Telephone Number & Extension(s): ____________________________ Contractor -- Provide telephone number(s) to call for your Service Department: Provide name(s) of authorized contact person(s): _________________________ E. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment, in ""as is"" condition. F. TEST EQUIPMENT: Upon demand the Contractor shall provide the COR with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on the equipment covered under this contract. This certification shall also be provided on a periodic basis, as requested by the CO or COR. Test equipment calibration shall be traceable to a national standard. G. REPORTING SERVICES REQUIRED THAT ARE BEYOND SCOPE OF CONTRACT: The Contractor shall immediately, notify the CO and COR (in writing via email) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of this contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. H. HOURS OF COVERAGE: Normal hours of coverage are Monday-Friday from 8:00am 5:00PM local time, excluding holidays. All services/repairs shall be performed during normal hours of coverage unless requested or approved by the CO, COR, or designee. Any exceptions/changes to the PM schedule shall be arranged and approved in advance with the COR or designee. The Contractor is not required to provide service on the following holidays, nor will the Contractor be paid for these holidays. The following holidays are observed by the Federal Government, or any other day designated as a Federal Holiday by Presidential Decree: New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th I. IDENTIFICATION, PARKING, SMOKING AND OTHER REGULATIONS: The Contractor's employees shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the clinic manager. The VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. J. CONTRACTING OFFICER S REPRESENTATIVE (COR): The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after the contract has been signed, identifying the individual(s) as the COR(s). K. CHANGES: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. L. CONTRACTOR S RESPONSIBILITIES: The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall comply with all VA safety standards, manufacturers/industry standards, FDA, OSHA, TJC and the latest edition of NFPA-99. M. SAFETY AND FIRE PREVENTION: In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the COR may issue an order stopping all, or any part, of the work. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. N. RECORDS MANAGEMENT: No disposition of documents will 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 fines 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. O. PERSONNEL: The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer. P. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: 1. The Contractor shall be an established business, with full time staff. The Contractors staff shall include, at a minimum, one ""fully qualified"" FSE and an additional backup ""fully qualified"" FSE. 2. ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment specified herein. For field experience, the FSE(s) shall have relevant experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment covered by this contract. 3. The FSEs shall be authorized by the MANUFACTURER to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services under this contract. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any equipment under this contract. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment outlined herein.
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