SPECIAL NOTICE
J -- Notice of Intent to Sole Source Tempsys Checkpoint System Service Maintenance at the VA Illiana Health Care System (Danville VA)
- Notice Date
- 9/6/2024 2:51:32 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25224Q0806
- Response Due
- 9/11/2024 8:00:00 AM
- Archive Date
- 12/10/2024
- Point of Contact
- Della C Bond, Contract Specialist, Phone: 414-844-4800 x43262
- E-Mail Address
-
della.bond@va.gov
(della.bond@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with EOI, INC., Doing Business As: MEDICAL RESOURCES. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base plus (4) four option year contract. The NAICS Code is 811210. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 10:00AM (CST) 09/11/2024. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the requirements specified in the Performance Work Statement below. 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 Officer will proceed with the sole source negotiation with the EOI, INC., Doing Business As: MEDICAL RESOURCES. Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Della Bond at Della.Bond@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. FINAL PERFORMANCE WORK STATEMENT TEMPSYS CHECKPOINT SYSTEM SERVICE MAINTENANCE CONTRACT The VA Illiana Health Care System (Danville VA), located at 1900 E. Main St, Danville, IL 61832 utilizes the Tempsys Checkpoint (Viewpoint) Wireless Temperature Monitoring System to continuously monitor the environment within various points of the Danville VA Medical Center. The Danville VA Medical Center requires a base year, plus four (4) one-year options to support for annual maintenance, calibration, repair, reporting and training services to keep the system continuously operational, as described in this Performance Work Statement (PWS). SCOPE The Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide annual maintenance, repair & certification services for the Tempsys Checkpoint Wireless Temperature Monitoring System and to make sure continuous support and the newest technical and operational developments. Contractor shall provide continuous monitoring (24/7/365), maintain, and provide service support to all of the 319 check point devices and send monthly reports to the Contracting Officers Representative (COR). The Contractor shall maintain a server up time of 98% or better and shall ensure hardware availability to support system repairs and expansions. The Contractor shall stipulate that they have ready access to new standard parts that are manufactured, supplied by the manufacturer. All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer Representative (COR) upon request. The Contractor shall obtain, have on file, and make available to their Field Service Engineers (FSEs) all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which shall be necessary to complete the services required herein. CONFORMANCE STANDARDS Purchase Order shall ensure that the equipment listed herein functions in conformance with the latest published editions of the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), The Joint Commission (TJC), Veterans Administration (VA) standards, and Original Equipment Manufacturer (OEM) standards and specifications. QUALIFICATIONS: Contractor shall include a fully qualified FSE assigned to this area and a fully qualified FSE who shall serve as the backup. Fully qualified FSE shall have successfully completed a formalized training program by the Original Equipment Manufacturer (OEM) on the specific model of equipment they shall be asked to work on. The FSE shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment under this Performance Work Statement (PWS). The Contractor shall provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this PWS. EQUIPMENT List Quantity may change over the course of the service contract due to additional or replacement systems being purchased/deployed. One-for-one equipment may be exchanged or replaced at no additional cost. QTY Manufacturer Model 319 Checkpoint Various GEN3/GEN4 probes, sensors, repeaters, and ether bases; (See Attached Equipment List for Serial Numbers, listed on page 6). TASKS AND DELIVERABLES TO BE PROVIDED Deliverable: The Contractor shall provide the following Tasks: Scheduled Maintenance: The Contractor shall respond within 48 business hours of communication from COR or designee for Service Maintenance (SM) scheduling. Phone Support (Technical & Clinical Applications): The Contractor shall be available 24x7 Local (Central) Time. A technical or clinical applications representative shall respond by telephone to Danville VA within 60 minutes of a service call. Extended hardware and software warranty, to include: Extended warranty for replacement hardware in exchange for damaged or non-functional units from normal usage. Extended software warranty for all proprietary software components of the system to ensure they perform in substantial compliance with the documentation. Software Support: Software updates shall occur at a mutually agreeable time. Unlimited telephone support. Unlimited support via approved VPN access. Unlimited remote web support. Software Updates: Automatic updates for new software enhancements, as available. Unlimited Web Training: Unlimited user training by phone or remote web support. System Monitoring: Continuous monitoring of key server and system performance parameters via our automated control center that receives and analyzes server status messages every 30 minutes around the clock (24/7/365). Monthly Flash Report: Monthly flash report provided to top level facility leadership summarizing the appropriateness of the use of the system by facility personnel - intended to allow facility leadership to assess and monitor the facility's ongoing temperature monitoring and temperature management activities and outcomes. Periodic best practices/SOP review via approved VPN access. Performance Analysis and Remote Troubleshooting: Periodic software/hardware diagnostic tests via approved VPN access, with qualitative report if requested. Periodic evaluation of the quality of communication in each link of the communication chain for each hardware device (ie, sensor to repeater, repeater to repeater, sensor to base, and repeater to base) for all equipment via One-VA VPN access, with qualitative report, if requested. Proactive recommendations to improve network/communication within the system Quarterly Escalation Reports: Summarizing escalation settings. Summarizing groups, assigned users, and escalation contact information. SCHEDULED MAINTENANCE: Scheduled Service Maintenance work is required in the performance of this contract and shall be performed during the hospital s regular hours of 8:00 a.m. and 5:00 p.m., local time (Illinois), excluding Federal Holidays, to include any other day specifically declared by the President of the United States to be a Federal Holiday. New Years Day Labor Day Martin Luther King, Jr. Birthday Columbus Day Washington s Birthday Juneteenth National Independence Day Independence Day Veterans Day Thanksgiving Day Christmas Day Memorial Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the Contracting Officers Representative (COR) or the Engineering staff and shall still be considered normal business hours. If work shall be performed outside of mutually agreed normal business hours (If over-time work; See section 7: Scheduled Maintenance for normal business hours), the Contractor shall obtain prior approval at least 24 hours from the COR of the Engineering Department. If such work shall be at the cost of the VA Illiana, a separate purchase order number shall be obtained by the Contractor prior to performing any over-time work. Work shall be scheduled in such as manner as to allow as little disruption to services in all campus buildings affected. DOCUMENTATION/REPORTS At the conclusion of each repair and scheduled maintenance visit, the Contractor shall submit a legal Field Service Report (FSR) acceptable for The Joint Commission purposes. The document shall be maintained by the Contractor and shall be provided electronically (preferably) or delivered to the Biomedical Engineering Office, Building 102, Room 108F to the COR/designee. Each FSR shall include, at a minimum: Name of Contractor Name of FSR IFCAP Obligation Number Contractor service FSR number/log number. Date, time (starting and ending), equipment downtime, and hours on-site for service call. Details of preventative maintenance including steps performed and the results of any tests/performance checks. Description of problem reported by COR/User (if applicable) Identification of equipment to be serviced: ID number, manufacturer's name, device name, model number, serial number, location, and any other manufacturer's identification numbers. Itemized Description of Service Performed including: Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed Signatures: EMERGENCY REPAIR SERVICE Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section. Repair service shall consist of replacing non-consumable parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse. The COR and Contracting Officer have the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer shall respond with a phone call to the COR within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. Class I Service Incidents: that are large scale issues affecting many or all sensors in the hospital and/or emergency requests shall respond with a phone call to the COR or representative within 1 hour after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. The contractor shall document the incident in a field service report and provide FboNotice cause analysis to prevent this in the future. Class II Service Incidents: or small-scale issues that affect one or several sensors and/or non-emergency issues affecting system requests shall respond with a phone call to the COR or representative within 2 hour after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. The contractor shall document the incident in a field service report and provide FboNotice cause analysis to prevent this in the future. Class III Service Incidents: are non-critical system requests from the facility (i.e., renaming equipment, additional training sessions, etc.) that shall respond with a phone call to the COR or representative within 24 hours or sooner based on the urgency. NEW EQUIPMENT If new equipment or components shall be obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment removed) from this Service Contract as needed upon notification of the Contracting Officer (to be documented in writing via Contract Modification). Removed equipment shall be credited up until the time of deinstallation and shall be credited in full if removed prior to any maintenance or repair has been performed. PARTS The Contractor shall furnish all non-consumable parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. CHECK IN/CHECK OUT The FSE shall contact Biomedical Engineering at 217-554-5995 ext 45995 prior to performing service at the Danville VA. The vendor shall setup a meeting notice for the period they are on-site, identify a primary Point of Contact (POC) and re-confirm on site work 2 weeks prior. Upon arrival, FSE shall report to the Danville VA Police Service (Bldg. 102) and acquire a Contractor Badge that shall expire after 12 consecutive hours. Upon receival of Contract Badge, FSE shall report to Biomedical Engineering Service, Building 102, Room 108F to log in during normal working hours. FSE shall return to the same service and building to submit the FSR to the COR for signature during normal working hours, or leave the service ticket at the Police Service after hours, if applicable. All check-ins/check-outs are mandatory. FSE shall always wear visible identification while on the premises of Danville VA and follow all local visitor badging policies. VA Contact person(s): Information to be provided at time of Award via the COR Appointment Memo. Telephone Number & Extension: Information to be provided at time of Award via the COR Appointment Memo. Contractor s Contact person(s):______________________________________. Telephone Number & Extension: ___________________________________. NARA RM REQURIEMENTS Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and shall be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and shall be managed in accordance with Federal law. Electronic records and associated metadata shall be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA Illiana and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA Illiana or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor shall report to VA Illiana. The agency shall report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Illiana control, or the Contractor shall hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Illiana guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA Illiana information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. VA Illiana owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA Illiana shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables shall be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VA Illiana-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.
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