SPECIAL NOTICE
D -- Intent to Sole Source ROCIT Services | IT Systems & Equipment PM&R | Maintenance and Service |Printers/Misc HW
- Notice Date
- 6/13/2024 9:22:01 AM
- Notice Type
- Special Notice
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24424Q0764
- Response Due
- 6/19/2024 7:00:00 AM
- Archive Date
- 07/19/2024
- Point of Contact
- Angelamarie Scott, Contracting Officer, Phone: (412) 822-3776
- E-Mail Address
-
Angelamarie.Scott@va.gov
(Angelamarie.Scott@va.gov)
- Awardee
- null
- Description
- DESCRIPTION NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs (VA) Regional Procurement Office East (RPOE), Network Contracting Office 4 (NCO 4) intends to award a sole source contract pursuant to FAR 13.106-1(b) with Iron Bow Technologies, LLC. 2121 Cooperative Way, Suite 500, Herdon, VA 20171. TECHNOLOGI The Pittsburgh VA Healthcare System Center (VAPHS) requires Iron Bow Technologies to provide full service, maintenance, repair and updated services for Government owned ROCIT Cases providing internet access for communication when other connectivity solutions are unavailable. The period of performance will commence July 31, 2024 to July 30, 2025 with two one-year option periods. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any responsible firm that believes it can meet the requirements may give written notification and capability statements prior to the response due date and time. Vendors shall indicate if they are the direct supplier of the items. Supporting evidence includes licenses for the services must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address. Responses must include following information: Company Name SAM UEI number Company s address Point of Contact information (title, phone number and email address) Business size. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based on responses to this notice is solely within the discretion of the Government. Information provided will not be returned. Responses are due by Tuesday, June 12 at 11:00 AM (ET). No submissions will be accepted after this date and time. Responses shall be submitted via email only to angelamarie.scott@va.gov. The NAICS code for this acquisition is 541519, Electronic and Precision Equipment Repair and Maintenance, and the standard size is $34.0M. Statement of Work A. GENERAL GUIDANCE: Title: Full-Service Maintenance and Repair of 34 ROCIT Cases Scope of Work: The contractor shall provide full service, maintenance, repair, and update services for Government owned ROCIT Cases providing internet access for communication when other connectivity solutions are unavailable or unreliable: Location: VA Pittsburgh Heinz Division 1010 Delafield RD, Pittsburgh PA 15215 Background: This contract is issued to ensure continuous and reliable access to the internet. VA Pittsburgh CLC currently owns 34 ROCIT Cases, maintenance, repair, and updates to these battery powered internet devices is critical in the mission to support Veteran and provider communication. These cases are used for internal and external access to the internet when services are disrupted or unavailable for any reason. The units require repair and maintenance by trained personnel using manufacturer approved parts and specifications. The consistent reliable and accurate operation of this equipment is considered critical to the CLC and home care staff s ability to access patient records when internet access is disrupted, or unavailable in rural areas. HERMTAC is the sole manufacturer of this equipment. It is the only source that can service the ROCIT case at the required because the services are unique and highly specialized. Performance period: Base year plus option years, period of performance: Base Year 06/14/2024 06/14/2025 Option Year 1 06/30/2024 06/29/2025 Option Year 2 06/30/2025 06/29/2026 Type of Contract: Firm-fixed-price. B. GENERAL REQUIREMENTS: This agreement includes all preventative maintenance and corrective maintenance repairs for the equipment to ensure continuous reliability. Equipment to be Serviced: Each of the following items are to be serviced in accordance with the specifications, terms and conditions of this contract. HT-Case-Maint-Electronics Qty: 34 Corrective Maintenance: The Contractor shall maintain the equipment in accordance with the manufacturer s specifications. Service for corrective maintenance will be provided per hours of coverage defined in Section B.1e. Contractor shall provide unlimited telephone technical support, clinical applications telephone support, labor, travel, and parts, unless specifically excluded. Service calls to the Contractor requesting service are only authorized when they are received from the Contracting Officer Representative (COR), Contracting Officer (CO), or designated alternates. Outside of the Contract s hours of coverage, emergency on-site services require authorization by the COR. The COR shall initiate these calls. If VA staff other than the COR place calls requesting services, the Contractor shall contact the COR and verify the request. Service responses on calls from unauthorized personnel can result in nonpayment. Uncorrected deficiencies or unfavorable histories of downtime can result in the termination of this contract under the Termination for Default clauses of the Federal Acquisition Regulations. Contractor will not be held responsible for repairs due to VA personnel human error, equipment abuse, power surges, or environmental changes. Preventative Maintenance: The preventative maintenance service shall be provided within the first six (6) weeks of the initial award and within the first six (6) weeks of all option year awards. The Contractor shall perform preventative maintenance (PM) service to ensure that equipment listed in Section B.1a performs in accordance with Section D Conformance Standards. Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the CO. The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual tests and/or evaluation results obtained to the COR at the completion of the PM service. Parts, travel, and labor necessary for PM are provided by awarded contractor at no additional customer cost. Any charges for materials such as lubricants, fluids, cleaning supplies, services, manuals, or tools required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and its agreed upon price. Preventative maintenance will be provided at a scheduled time and must be scheduled at least one week in advance to minimize the impact to scheduling. All exceptions to the preventative maintenance schedule and procedure shall be addressed and approved in advanced with the COR. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant. The Contractor shall immediately, but no later than 24 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. Parts, Software and Additional Discounts All parts supplied shall be Original Equipment Manufacturer (OEM) and fully compatible with existing equipment. No refurbished part shall be used in the repairs of units covered in this contract. Used parts, those removed from another system, shall not be installed without approval by the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR. Software patches, software enhancements (without hardware changes), and quality updates are included under the terms of this contract and shall be applied in accordance with manufacturer specifications. Upon release from the OEM, software updates must be provided within a month. Hours of Coverage: The contractor will provide all required services within the normal business hours (8:00 AM to 5:00 PM (EST) M-F), excluding holidays. All services shall be performed during these normal hours of coverage unless one of the following conditions exists: The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun. The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO. Customer service shall respond to service request calls 24 hours a day, 7 days a week and all holidays. Work performed outside the normal hours of coverage must be preapproved by the CO, COR or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work. Work performed outside the normal hours of coverage at the request of Field Service Engineer (FSE)/contractor shall be considered service performed during normal hours of coverage. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts Note: Any hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays Observed by the VA Medical Center New Year s Day, Martin Luther King, Jr. Day, President s Day (Washington s birthday), Memorial Day , Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Customer Notification: Contractor shall notify the COR and the Police service when they arrive on site. Contractor will schedule all preventative maintenance with COR. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s) per Section E. The FSE shall be required to check out with the COR 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 accepted copy of the ESR will be sent to the COR within five business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. D. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of National Fire Protection Association-99, Joint Commission, National Electrical Code, Occupation Safety and Health Administration, Health Insurance Portability and Accountability Act, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the current performance specifications as established in the OEM s technical specifications. Upon equipment failure, the contractor is required to return the equipment to fully functional and operating status. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. E. DOCUMENTATION/REPORTS: The documentation will include equipment down time and 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 conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. Description of Problem Reported by COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed (including 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. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. F. SCHEDULE FOR DELIVERABLES: Draft copies of deliverables shall be provided to the COR at VAPHS before the contractor leaves the facility at each visit. If a final copy can be provided at that time, then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable. G. SERVICE MANUALS/TOOLS/EQUIPMENT: VAPHS shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. 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. Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by VAPHS. Test equipment calibration shall be traceable to a national standard. H. CONDITION OF EQUIPMENT: Upon award, the Contractor shall inspect the equipment to identify preexisting nonconformance issues. The FSE shall provide a report to the COR detailing the problem and provide a quote to repair the preexisting condition. The Contractor is not authorized by this contract to perform any repair of a condition that existed prior to the award of this contract. I. CONTRACTOR EXPERIENCE REQUIREMENTS: FSE must be either a direct OEM technician or possess a factory certification if offered by the OEM. Proof must be provided with the offer. 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. ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment or similar equipment identified in Section B.1a. To be valid, the training shall be completed within the last 2 years, or a certificate of the original training program and a recent class completion (on equipment identified in Section B.1a) to certify FSE s continual education must be provided. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment. Additionally, FSE(s) must provide proof of service key dongle ownership upon request by VAPHS to confirm they can service and troubleshoot the equipment in its entire capacity; refusal or lack of ownership void all training and field experience requirements met. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. 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 VAPHS. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAPHS equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAPHS equipment. Any Contractor personnel must provide a copy of: 1) Tuberculosis (Tb) vaccination documentation, 2) flu vaccination documentation and 3) copy of HIPAA compliance training certificate. If a sub-contractor is utilized to fulfill the requirements of this contract, the sub-contractor must be pre-approved by VAPHS and must be responsible for maintaining the requirements stated herein. VAPHS reserves the right to meet all associated sub-contractors to determine their qualifications and ability to service, prior to contract award. Failure of sub-contractor to comply, either in whole or in part, with this SOW s requirements is grounds for dismission. Upon dismissal, the contractor has exactly 1 week (7 business days) to provide a replacement sub-contractor or contract will be terminated due to failure to meet the contract requirements. J. INFLUENZA PREVENTION PROGRAM: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities are following the VHA Directive 1192. K. REQUIREMENTS FOR COVID: Requirements will be based on CDC guidelines and PA State requirements and may cease at any time: Non-Contact Infrared Thermometer Body Temperature: All contractor staff will have their temperature checked before starting each day. Per CDC guidelines, if the Contractor has a temperature above 100.4 degrees, the work must be re-scheduled. All customers interacting with contractor staff must wear a mask, unless medical condition(s) prohibit. Masks will be provided if needed. Social distancing is encouraged per CDC guidelines. L. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of VAPHS. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHS will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at VAPHS. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.
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