SOURCES SOUGHT
J -- Cystoscopes SMA Base+4OY
- Notice Date
- 2/27/2024 7:42:51 AM
- Notice Type
- Sources Sought
- NAICS
- 811210
—
- Contracting Office
- 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
- ZIP Code
- 76006
- Solicitation Number
- 36C25724Q0404
- Response Due
- 3/1/2024 6:00:00 AM
- Archive Date
- 03/06/2024
- Point of Contact
- Matt Lee, Contracting Specialist, Phone: 210-694-6337
- E-Mail Address
-
matthew.lee5@va.gov
(matthew.lee5@va.gov)
- Awardee
- null
- Description
- This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs Harlingen Medical HealthCare Center Surgical Service in Harlingen, Texas intends to award a brand name or equal contract award for the purchase of Full-Service Cystoscopes SMA Base+4OY. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 811210 with a size standard of $34M. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO Cystoscopes Service Agreement Period of Performance: Base - 05/01/2024 - 04/30/2025 OY1 - 05/01/2025 - 04/30/2026 OY2 - 05/01/2026 - 04/30/2027 OY3 - 05/01/2027 - 04/30/2028 OY4 - 05/01/2028 - 04/30/2029 Statement of Work Olympus America Inc Service Agreement GENERAL INFORMATION BACKGROUND: The mission of the Department of Veterans Affairs (VA), Veterans Health Care Administration, Valley Coastal Bend Health Care System (VCB), Harlingen, Texas, is to provide benefits and services to veterans of the United States. In meeting these goals, Surgery Service at VCB strives to provide high quality, effective and efficient Surgical services provide care to the Veterans at the point-of-care as well as throughout all the points of the veterans health care in an effective, timely and compassionate manner. VCB depends on the skills and services in the Surgical Service to meet mission goals. SCOPE: This requirement fulfills the need for preventative maintenance and repairs of VA owned equipment used in Surgical Services. The Contractor shall provide as part of this firm-fixed price Task Order, all resources necessary to perform the required tasks in accordance with GSA contract # (to be determined) and as specified herein. The Contractor shall provide scheduled maintenance and emergency repair service for the items listed below: HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347213 HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347295 HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347302 HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347318 HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347317 HD Flexible Cystonephro Videoscope (CYF/HYF Video) Model CYF-VH Serial Number #7347322 The Contractor shall be trained and authorized to provide service and maintenance on HD Flexible Cystonephro Videoscopes equipment listed above. Contractor shall ensure proper field service levels are maintained to make certain that equipment performance is optimal and in accordance with manufacturer guidelines and specifications. All work must be performed by qualified technician trained, authorized, and in compliance with applicable manufacturer s recommendations, codes, and standards in its entirety. Maintenance and repair (when necessary) shall be performed by trained and authorized personnel with Olympus America Inc. full maintenance access as indicated in manufacturer s requirements and recommendations for this equipment. Additional inspections and tests shall be performed as needed in accordance with manufacturer specifications or upon request of the Government. TYPE OF CONTRACT: It has been determined that a firm fixed price task order is appropriate. In accordance with FAR 16.202-2, fixed price contracts are suitable for commercial items or services based on reasonably definite functional specifications. PLACE OF PERFORMANCE: The contract will be performed at VA Valley Coastal Bend located at Health Care Center in Harlingen (HCC) located at 2601 Veterans Drive, Harlingen, Tx 78550 PERIOD OF PERFORMANCE: The base period is 05/01/2024 through 04/30/2025. At the discretion of the Contracting Officer, the Government may exercise up to four, twelve-month option periods. Option Year 1: 5/01/2025 04/30/2026 Option Year 2: 5/01/2026 04/302027 Option Year 3: 5/01/2027 04/302028 Option Year 4: 5/01/2028 04/30/2029 All Coordination will be made with the Contracting Officer s Representative (COR), TBD, before work begins. All maintenance and repair services shall be scheduled in advance with the COR and shall occur Monday through Friday, excluding federal holidays, during regular business hours between 8:30 a.m. and 4:00pm. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Also included would be any other day specifically declared by the President of the United States to be a National Holiday. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. C. GENERAL REQUIREMENTS The intent of this Statement of Work is to provide a broad overview of the requirements not to list all the requirements. Partial listing of the requirements in this Statement of Work does not reduce or eliminate the obligation of the Contractor to meet all manufacturers requirements. The Contractor shall provide scheduled maintenance and emergency repair service for the equipment listed in, Scope of work in accordance with all applicable standards and manufacturer s requirements and recommendations. The Contractor shall perform the required preventative maintenance tasks as scheduled; repairs and maintenance calls will be addressed as needed. The Contractor shall employ Field Service Representatives who has current OEM training on equipment. The Contractor shall provide all parts, tools, labor, and travel to perform maintenance service and repairs (preventative or corrective). In order to maintain the equipment in accordance with Original Equipment Manufacturer (OEM) specifications, parts requiring replacement will be replaced on new part basis. All parts that are removed from Government equipment during repairs or preventative maintenance must be turned in to the Surgical Department (COR) prior to Contractor departure unless such parts are identified as OEM exchange that will be returned to factory. All parts shall be OEM. Complete repair coverage Accidental coverage at no charge 24 48-hour turnaround time on prioritized repairs Next day shipping at no charge Online repair tracking Access to loaner equipment at no charge The Contractor shall provide Mon Fri 8:00am 5:00pm Technical support/Help Desk support, Excluding Federal Holidays to address questions and problems on an immediate, real-time basis. Preventative maintenance and unscheduled repairs shall be accompanied by a. Diagnosis/FboNotice cause analysis, defined resolution approach and or workaround or fix. b. Operator instruction on actions to be taken on the customer s end to correct the problem. C. Quality/training initiatives to increase operator knowledge and decrease the number of incoming incidents (informal) d. Phone Response of 4hrs and Parts Order Requirement by 4pm and Parts Delivery Next Day The Contractor will notify the COR, at least three-week days before a preventative maintenance visit is required. All work shall be coordinated with the COR before commencement of work or entry onto Government premises. The Vendor shall ensure the COR is notified of the name of each Contractor representative assigned to the task at least 24 hours/one business day before the work is to begin. Each representative of the Contractor will be required to sign-in and out at the Security Police prepared to provide a government issued picture identification during the sign-in process. Contractor staff shall remain under escort while on Government premises. This contract includes preventative maintenance and repair services. However, the Contractor shall submit a list of all needed or anticipated repairs revealed, during the performance of preventative maintenance tasks, to the COR (or designee) along with the test reports prior to leaving site. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de identified. Records Management: 1. Records Manager: a. 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. b. Contractor shall treat all deliverables under the contract as the 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. c. 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. d. 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. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. At the conclusion of the service visit, and prior to leaving the site, the contractor shall provide a written service report indicating: a. The date of service, b. The model, serial number, and VA identifying number (which is always on a bar code with EE#), c. The location of the equipment serviced. d. The name of the Contractor personnel performing the work, e. The service(s) performed, and the parts replaced. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. D. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. E. TRAVEL The Government anticipates travel under this effort to perform the tasks associated with the effort through the period of performance. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government. The total estimated number of trips in support of this effort will vary depending on the Vendor proposed schedule and unanticipated equipment failures. All work will be performed at VA Valley Coastal Bend Health Care Center in Harlingen (HCC) 2601 Veterans Drive, Harlingen, TX 78550 F. CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL All inspections and testing shall be performed by a technician that is Certified and trained in the maintenance and repair on HD Flexible Cystonephro Videoscopes Equipment. The contractor is required to provide a qualified technician, whose credentials shall be submitted to the Contracting Officer s Representative (COR) upon request. The OEM Certificate of Training shall be no less than two years. All Contractor personnel who will perform the required services shall have received the Original Equipment Manufacturer s repair and maintenance training, specific to the equipment listed in Scope of work section of the Statement of work. G. CONTRACTING OFFICER S REPRESENTATIVE (COR) The COR for this requirement is: To Be Determined (TBD) The COR will serve as the primary point of contact for the contractor. The contractor shall notify the COR if problems arise adversely impacting the performance of work. The COR duties are not delegable, and all responsibilities shall revert to the Contracting Officer, should the COR be unable to discharge their responsibilities. Inspection and Acceptance shall be by the COR assigned to this Task Order. The COR shall request security badges,(as applicable) through his/her immediate supervisor, for all contractor and subcontractor employees needing physical access to Government facilities; ensure that contractor employees complete pre-employment security awareness training and refresher training when required; ensure that contractor employees sign the Certificate of Confidentiality and Non-disclosure and a copy is provided to the Contracting Officer; coordinate the collection of necessary information from contractors to meet background investigation requirements for contractor personnel; and initiate the appropriate steps for contractor employees when the contract is complete or the contractor employee leaves for any reason. This delegation does not authorize the COR to take any other actions, including but not limited to the following, all of which remain the responsibility of the Contracting Officer: Make any commitments or changes which will affect the price, quantity, quality, or delivery terms of the contract. Require additional supplies or services or supplies or services beyond the scope of the contract. Extend the completion time established in the contract. Terminate the contract in whole or in part. Give instructions which may constitute an assignment of additional work outside the general scope of the project. Change any of the expressed terms, conditions, or specifications of the contract. Under no circumstances are you to assume that the contract has been extended or otherwise renewed unless you are informed to that effect by the Contracting Officer. TASK ORDER TERMS AND CONDITIONS _______________________________ NOT SPECIFIED IN THE CONTRACT _____________________________ A.3 FSS ORDER INTRODUCTORY LANGUAGE The terms and conditions of the contractor's FSS contract (including any contract modifications) apply to all task or delivery orders issued under the contract. When a lower price has been established, or when the delivery terms, FOB terms, or ordering requirements have been modified by the task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the FSS contract. Any unique terms and conditions of an order issued under the contract that are not a part of the applicable FSS contract will govern. In the event of an inconsistency between the terms and conditions of a task/delivery order and the Contractor's FSS terms, other than those identified above, the terms of the FSS contract will take precedence. A.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days. A.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 15 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. A.6 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable 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, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Texas. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. A.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ FAR Number Title Date 852.203-70 Title Commercial Advertising May 2018 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS Nov 2018 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS JAN 2008
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/b26271e3b9e748c19f0bc19debebd24d/view)
- Place of Performance
- Address: VA Harlingen Medical HealthCare Center 2601 Veterans Way Attn: Surgical Service, Harlingen, TX 78550, USA
- Zip Code: 78550
- Country: USA
- Zip Code: 78550
- Record
- SN06978832-F 20240229/240227230052 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
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