SPECIAL NOTICE
J -- Calibration services for all VA-owned audiology equipment
- Notice Date
- 3/4/2025 4:23:46 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 261-NETWORK CONTRACT OFFICE 21 (36C261) MATHER CA 95655 USA
- ZIP Code
- 95655
- Solicitation Number
- 36C26125Q0333
- Response Due
- 3/14/2025 10:00:00 AM
- Archive Date
- 04/13/2025
- Point of Contact
- Durell Salaz, Contract Specialist, Phone: None
- E-Mail Address
-
durell.salaz@va.gov
(durell.salaz@va.gov)
- Awardee
- null
- Description
- This is an intent to sole source award notice for commercial items prepared in accordance with FAR Subpart 5.2, Synopses of Proposed Contract Actions. This announcement constitutes the only notice of intent to sole source and synopsis of proposed action. No solicitation will be issued. The Department of Veterans Affairs, VHA, Network Contracting Office (NCO) 21 intends to award a sole source contract to E3 Diagnostics, Inc., for Audiology calibration services for all owned audiology equipment withing VA Northern California Health Care System (VANCHCS). The sole source is based on the vendor must be within the greater Northern California location of Mather, California to meet the Government s requirement, to provide the services. The proposed contract will be for base period and four one-year option periods starting April 1, 2025, through March 30, 2030. The North American Industrial Classification System (NAICS) code for this procurement is 811210 Audiology Calibration Services and the PSC code is J065. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE PROPOSALS OR QUOTATIONS. A SOLICITATION WILLNOT BE POSTED. Interested parties may identify their interest and capability to respond to the requirement by 3:00 PM PST March 14, 2025, via email to durell.salaz@va.gov. No telephone calls will be accepted or entertained. No exceptions. All responses must be received by the closing date specified herein. Late submissions will not be considered by the Government. Any response to this notice must show clear and convincing evidence that the responding company can provide the same services by the required date. However, a determination by the Government to not compete is solely within the discretion of the Government. PERFORMANCE WORK STATEMENT Contractor shall provide the Department of Veterans Affairs Northern California Health Care System (VA NCHCS) Calibration Services for all VA-owned audiology equipment within VA NCHCS. Equipment will be calibrated based on manufacturer s recommended specifications and frequency. All services shall be provided in accordance with the specifications, terms and conditions contained herein. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT The C&A requirements do not apply, and that a Security Accreditation Package is not required. Contractor shall furnish the following: Calibration for all above listed assets at the specified frequency including calibration required parts, system verification, alignment, and adjustments are provided by the Contractor at no additional customer cost. DEFINITIONS/ACRONYMS Biomedical Engineering - Supervisor or designee, Phone Number (916) 366-5481. CO - Contracting Officer. COR - Contracting Officer's Technical Representative. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic 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 - VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. 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. OEM - Original Equipment Manufacturer. CONFORMANCE STANDARDS Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. CALIBRATION SERVICES Contractor shall perform calibration services as per contract. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications. HOURS OF COVERAGE Normal hours of coverage are (Monday through Friday) from 7:30am to 4:00pm, excluding holidays as identified by the CO/COR. Work performed outside the normal hours of coverage at the request of COR will be billed at the government rate. A separate purchase order will be issued to cover the cost(s) associated with any call back service as described herein. PARTS The contractor shall furnish parts necessary for calibration at no cost to the customer. SERVICE MANUALS The VAMC 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. 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 MX/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. Total Cost to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! REPORTING REQUIREMENTS The contractor shall report to Biomedical Engineering to ""check-in"" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) 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 5 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. ADDITIONAL CHARGES There will 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 REQUIRED SERVICES BEYOND THE CONTRACT SCOPE 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. CONDITION OF EQUIPMENT The contractor accepts responsibility for the equipment described above, 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 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 identified above. 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 identified above. 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 the VAMC. 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 VAMC 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 VAMC equipment. TEST EQUIPMENT 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 the VAMC. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS The contractor's FSE shall always wear visible identification 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-Security Service. 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. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. 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. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. (End of Performance Work Statement)
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- Record
- SN07359907-F 20250306/250304230040 (samdaily.us)
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