SPECIAL NOTICE
J -- INTENT TO SOLE SOURCE OER Reprocessors Maintenance
- Notice Date
- 6/12/2023 6:16:18 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25223Q0345
- Archive Date
- 06/13/2023
- 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 and OER-Elite endoscope reprocessing systems in use at the Clement J. Zablocki VA Medical Center (VAMC) in Milwaukee Wisconsin and the Milo C. Huempfner Community Based Outpatient Clinic (CBOC) in Green Bay, Wisconsin. Olympus is the only vendor capable of providing service to liquid germicide flexible scopes. 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) February 6, 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. The Contractor shall furnish all labor, supervision, travel, materials, and equipment necessary to service Olympus OER-PRO and OER-ELITE endoscope reprocessing systems. Includes preventative maintenance (PM) and emergency repair services for the Clement J. Zablocki VA Medical Center in Milwaukee, WI, and the Milo C. Huempfner Community Based Outpatient Clinic (CBOC) in Green Bay, Wisconsin. EQUIPMENT IDENTIFICATION Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2110604 EE #: 67088 Location: Milwaukee VAMC, Sterile Processing Service (SPS), room 116A building 102 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in July. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2110607 EE #: 67089 Location: Milwaukee VAMC, Sterile Processing Service (SPS), room 116A building 102 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in April. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2331428 EE #: 79324 Location: Milwaukee VAMC, Sterile Processing Service (SPS), room 131 building 102 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in September. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-ELITE Serial Number: 2100461 EE #: 122269 Location: Milwaukee VAMC, Sterile Processing Service (SPS), room 131 building 102 Full-Service Agreement on Olympus OER-ELITE Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in May. Warranty end date is 5/11/23 and requires first year preventive maintenance service performed in May 2023. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-ELITE Serial Number: 2100586 EE #: 122270 Location: Milwaukee VAMC, Sterile Processing Service (SPS), room 131 building 102 Full-Service Agreement on Olympus OER-ELITE Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in May. Warranty end date is 5/11/23 and requires first year preventive maintenance service performed in May 2023. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2331222 EE #: 75751 Location: Green Bay VA CBOC, Sterile Processing Service (SPS), Room 1G015 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in August. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2331229 EE #: 75752 Location: Green Bay VA CBOC, Sterile Processing Service (SPS), Room 1G015 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in April. Description: DISINFECTORS: LIQUID GERMICIDE: FLEXIBLE SCOPE MANUFACTURER: Olympus MODEL: OER-PRO Serial Number: 2331230 EE #: 75753 Location: Green Bay VA CBOC, Sterile Processing Service (SPS), Room 1G015 Full-Service Agreement on Olympus OER-Pro Includes all labor, time, materials, tools, and equipment for preventive and corrective maintenance. Hours of coverage: 6AM-7PM, M-F Response time: 24-48 hours on-site, 60 minutes by phone Includes: Firmware upgrades, disinfect change procedures, descaling procedures. Annual preventive maintenance to be performed in August. The VA will remove OER-PRO equipment after 20,000 cycles or 12 years of use. See Attachment A, Periods-of-performance with 12-year end dates applicable to OER-PROs. The VA may purchase additional OER-Elite systems in the future, to replace the OER-PROs, which will require maintenance services covered by this contract after the initial warranty expires. DEFINITIONS/ACRONYMS: Biomedical Engineer(ing) - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAMC - Department of Veterans Affairs Medical Center VAH - Department of Veterans Affairs Hospital CONFORMANCE STANDARDS: Contract service shall ensure that the equipment listed herein functions in conformance with the latest published edition of NFPA-99, UL, OSHA, AAMI, 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. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00 am to 5:00pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or designee. Preventive maintenance will be performed to ensure equipment performs within Conformance Standards. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed at a mutually agreeable time. Holidays include the following and any other day designated as a Federal Holiday by Presidential Decree: New Years' Day Labor Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor shall maintain the equipment in accordance with the Conformance Standards. The Contractor will provide repair service 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 parts required shall be furnished to complete these repairs at no additional cost to the Government. The Contractor shall also provide 24/7 unlimited telephone technical support. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within 1 hour after receipt of telephoned notification 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 24-48 hours after receipt of this notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 6:00 am to 7:00 pm, Mon. thru Fri., a 24-48-hour response means, if a call is placed at 6pm, Monday August 29th, the FSE must start on-site service before 6 pm, Wednesday, August 31st. SCHEDULED MAINTENANCE: The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the Conformance Standards. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. Inspecting, and replacing where indicated, all electrical and mechanical components which may include, but is not limited to: pumps, compressor silencer, filters, hoses, valves, gaskets, nozzles, and batteries for mechanical integrity, safety, and performance. Returning the equipment to the operating condition defined in the Conformance Standards. Providing documentation of services performed. Installation of firmware updates necessary to maintain proper operation of the system. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established in paragraph 2 Equipment Listing. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designee. PARTS The Contractor shall furnish and replace parts. 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 contract shall include all parts. 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. Rebuilt parts, used parts or those removed from another system, shall not be installed without specific approval by the CO or the COR. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE s all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the co upon request. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards of the manufacturer s specifications. Such documentation shall meet the guidelines as set forth in the conformance standards section. The ESR will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""ONE ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail. Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by COR/USER (If applicable). Identification of equipment to be serviced: Inv. Id number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including labor and travel, parts (with part numbers) and materials and circuit location of problem/corrective action. Total Cost to be billed (If Applicable --i.e., part(s) not covered, or service rendered after normal hours of coverage). Signatures: FSE performing services described. VA Employee who witnessed service described. The contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8 1/2 x 11 paper and MUST BE APPROVED BY the CO or COR prior to use and implementation. Travel: All travel required by the Contractor to complete scheduled or unscheduled maintenance is included in 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. 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 will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). Green Bay VA CBOC Biomedical Contact Person(s): Green Bay VA CBOC Biomedical Engineering Telephone Number & Extension(s): Biomed Location (Building/Room Number): VA Green Bay, 1S014 Milwaukee VA Biomedical Contact Person(s): Milwaukee VA Biomedical Engineering Telephone Number & Extension(s): Location (Building/Room Number): VA Milwaukee, 70C9 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) 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 the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in paragraph 2 (Equipment Identification) of the Statement of Work, in ""as is"" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who will serve as the backup. B. ""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 identified in the Section B schedule. 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. C. 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 at the VAMC. 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 VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification always while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. 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.
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