SOURCES SOUGHT
J -- 36C259-23-AP-2936 | OMEGA Medical Arm Maintenance Svc | Denver-554
- Notice Date
- 9/20/2023 11:29:33 AM
- Notice Type
- Sources Sought
- NAICS
- 811210
—
- Contracting Office
- NETWORK CONTRACT OFFICE 19 (36C259) Greenwood Village CO 80111 USA
- ZIP Code
- 80111
- Solicitation Number
- 36C25923Q0970
- Response Due
- 9/25/2023 7:00:00 AM
- Archive Date
- 11/24/2023
- Point of Contact
- Contracting Specialist, Alejandra Sierra, Phone: 303-712-5715
- E-Mail Address
-
alejandra.sierra@va.gov
(alejandra.sierra@va.gov)
- Awardee
- null
- Description
- Page 2 of 2 REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this sources sought notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for Omega Preventive Maintenance Site ID: 04-17, Model: CS-50-FP, MX1839930, SN: 04-17 for the Rocky Mountain Regional Veterans Affairs Medical Center, located at 1700 N. Wheeling Street, Aurora, CO 80045. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811210. This is a request for information and sources only, which may or may not lead to a future solicitation! This is not a solicitation. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor shall provide all necessary personnel and training material to perform the required training and troubleshooting for Omega Preventive Maintenance Site ID: 04-17, Model: CS-50-FP, MX1839930, SN: 04-17. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Alejandra Sierra, Contracting Specialist, Department of Veterans Affairs, NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111 or via e-mail at Alejandra.Sierra@va.gov and NCO19Services1@va.gov with a statement describing your capabilities. The capability statement shall include a point of contact, complete mailing address, telephone number, email address, and state the company s business size status and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please be as thorough as possible in your submission. Requests for copies of a solicitation will not be honored or acknowledged. The deadline for responses is Monday, September 25, 2023 at 8:00 AM mountain time. STATEMENT OF WORK Omega Medical Service PM INTRODUCTRION The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the equipment listed below. Services shall be performed in accordance with terms, conditions, and specifications contained herein. Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling St. Aurora, CO 80045. SPECIFIC SERVICE FOR Site ID: 04-17, Model: CS-50-FP, MX1839930, SN: 04-17 HOURS OF COVERAGE Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows: Federal Holidays: New Year s Day Dr. Martin Luther King Jr s Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Juneteenth Any other day specifically declared a National Holiday by the President of the United States When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies. PARTS The contractor shall furnish all spare and replacement parts under the terms of this contract. The price of all parts used to perform all scheduled preventive and unscheduled maintenance shall be included in the price of this contract as listed in the schedule. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the performance of this contract. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain equipment covered under the contract. 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) necessary to meet the performance requirements of this contract. A reference list of applicable service manuals and their respective locations shall be provided to the CO upon request. SCHEDULED MAINTENANCE The Contractor shall perform PM Service to ensure that the equipment listed in the schedule performs in accordance with the original manufacturer s specifications. Annual PM Service must be completed by September 30th of each year. An outline of the PM schedule and procedures shall be provided to the CO within 2 weeks of award of the contract. The contractor shall provide a written description of the 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 in accordance with the manufacturer's specifications. Calibrating and lubricating the equipment. Performing remedial, non-emergent maintenance. Testing and replacing faulty and worn parts and/or parts likely to fail or become faulty or worn. Inspection and replacement of worn or frayed electrical wiring and cables. Returning the equipment to the operating condition and mode Providing documentation of services performed. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the COTR. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COTR). The contractor shall provide software/hardware updates at no charge. PM inspection and calibration of the hard copy imaging device services shall be performed in conjunction with all other PM as outlined in the schedule submitted by the contractor and agreed to by the VA. All exceptions to the PM schedule shall be arranged and approved in advance with the COTR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COTR at the completion of the PM. Work performed outside the normal hours of coverage, at the request of FSE, shall be considered service during normal hours of coverage and shall be exempt from a labor hour charge. UNSCHEDULED MAINTENANCE The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer s specifications. Only the CO, COTR or alternate designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor. The contractor's FSE shall respond on site within four (4) hours after receipt of request for service. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem. There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage defined in the statement of work. Work performed outside the normal hours of coverage, at the request of the COTR, shall be invoiced at the price listed in the schedule. Invoicing may include service time plus one (1) hour for travel time. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage. DOCUMENTATION/REPORTS The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the specifications 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 problems reported by the COTR/user (if applicable). Identification of equipment to be serviced: Inventory ID number, Manufacturer's name, device name, model number & serial number, 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), 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. Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COTR before service is completed REPORTING REQUIREMENTS The Contractor shall log in with Biomedical Engineering prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an acceptance signature and then to the COTR for an authorization signature . If the COTR is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR). OPERATIONAL UPTIME REQUIREMENTS The equipment shall be operable and available for use 95% of the normal hours of coverage as defined under HOURS OF COVERAGE . Downtime will be computed from notification of problem during normal coverage hours. Operational uptime will be calculated using month as the basis of calculation. EQUIPMENT DOWNTIME The contractor shall be liable to the Government for losses of production due to significant equipment downtime. Significant downtime is defined as ten (10) or more nonproductive/nonoperational hours per month across all of the equipment covered in this contract. Downtime records shall be maintained by both the COTR and maintenance contractor. Equipment downtime is calculated based on the number of normal hours of coverage that the equipment is not fully operational. Downtime will begin when the contractor is required to be on site after notification by the CO, COTR or designated alternate. Downtime will accumulate until the scheduled equipment is returned to full operational condition and accepted as such by the COTR or designated alternate. This does not include scheduled maintenance for PM purposes or delay precipitated by the VA. If equipment downtime exceeds sixteen (16) consecutive hours, the Government may contract with an alternate source to resolve the problem. The CO will make this procurement decision and all associated fees, in excess of what would have been paid under the terms of the contract, will subject to payment by the incumbent contractor. Monies will be subtracted from the contract if the contractor fails to meet the uptime requirement using the following schedule. These amounts will be computed on a monthly basis for invoice payment purposes. MONTHLY DOWNTIME PERCENTAGE INVOICE DEDUCTION 10 11 hours per month 0% 12 - 13 hours per month 20% 14 - 15 hours per month 40% 16 - 17 hours per month 60% 18 - 19 hours per month 80% 20 or more hours per month 100% PAYMENT Payment will be made in arrears on a quarterly basis. Invoices must include, as a minimum, the following information: Contract No. Purchase Order No., Equipment covered under the invoices (to include serial #s) by the PMI and covered period of service. ADDITIONAL CHARGES There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO or the COTR, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility under the terms of the contract. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs. CONDITION OF EQUIPMENT The contractor accepts responsibility for the equipment covered under this equipment in as is condition. Failure to inspect the equipment prior to award of this contract will not relieve the contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE. Fully Qualified is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The contractor shall provide copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified in the schedule. When deemed appropriate, the CO and/or COTR reserve the right to prohibit contractor personnel from working on VAMC equipment. TEST EQUIPMENT Prior to commencement of work on this contract, the contractor shall provide to the VAMC copies of all current calibration certificates for all test equipment to be used by the contractor on VAMC 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. VA REGULATIONS Contractor employees shall always wear visible identification when on premises of the VAMC. Contractor personnel are responsible for parking in appropriate designated personnel. The VA will not be responsible for parking violation incurred by the contractor. Information on parking is available from the VA police station. Smoking is prohibited inside any VA facility. Possession of firearms is prohibited. Enclosed containers, including toolboxes, may be subject to search at the discretion of the VAMC. CONTRACT SECURITY GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subjected to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information is subjected to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, security, and Preparedness is responsible for these policies and procedures. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/a78b542204e9435b97dd918f2f169813/view)
- Place of Performance
- Address: Department of Veterans Affairs Rocky Mountain Regional VAMC 1700 N. Wheeling Street, Aurora 80045, USA
- Zip Code: 80045
- Country: USA
- Zip Code: 80045
- Record
- SN06839542-F 20230922/230920230809 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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