Title: FBO RFI -Gambro Dialysis Service -36C25819Q0390 Submit responses via email to [email protected]a.gov with the title above in the email subject line RFI RESPONSES CLOSE ON 08-19-2019 12:00PM EST

Department of Veterans Affairs - Phoenix VAMC - Carl T. Hayden Department of Veterans Affairs Medical Center

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Posted Date
2019-08-13
Response Date
2019-08-19
Office
Phoenix VAMC
Location
Carl T. Hayden Department of Veterans Affairs Medical Center
Notice Type
Solicitation Number
Set Aside
N/A
Original Set Aside
N/A
Contract Award Date
N/A
Contract Award Dollars
$0
Added Text
Aug 13, 2019 1:15 pm Page 12 of 12 THIS IS A SOURCES SOUGHT NOTICE: This is NOT a request for proposals/quotes; this is an industry inquiry for Market Research.

A solicitation shall not be issued at this time.

The intent of the procurement is to locate potential contractors for solicitation.

The below specification defines the effort required for the purchase and period of performance.

SOURCES SOUGHT & PWS ADDED NOTES: While this Sources Sought PWS captures a majority of tasks and services, it may not embody the full description.

Finalized description will be posted when/if the formal solicitation is posted.

Ensure to answer all question from section XIII in your response.

PERFORMANCE WORK STATEMENT I.

Contract Title.

Gambro Phoenix Dialysis Machine Service II.

Background.

New Mexico VA Health Care System (NMVAHCS) requires preventive maintenance and repair services for dialysis machines used by the Renal Service for direct patient care.

Gambro Phoenix machines are currently used by the facility with great success.

Continued maintenance and repair services for hemodialysis machines at NMVAHCS is necessary to ensure ongoing high-quality care for our veteran population, while allowing for fast and simple replacement of broken hemodialysis equipment without disruption of care or additional wait times for patients requiring care.

III.

Scope.

This procurement package is for the purchase service and maintenance on Gambro Phoenix hemodialysis systems used in outpatient hemodialysis procedures and inpatient hemodialysis procedures at NMVAHCS.

These machines are used for direct patient care for our veteran population.

IV.

Specific Tasks.

This procurement package is for the purchase service and maintenance on Gambro Phoenix hemodialysis systems used in outpatient hemodialysis procedures and inpatient hemodialysis procedures at NMVAHCS.

These machines are used for direct patient care for our veteran population.

The service contract is for an annual base year with four (4) option years.

Equipment included in this contract is as follows: 18 machines at base year, with 6 machines that were put into use in late 2018 being factored into inclusion in the contract in November 2019.

 EE Manufacturer Model Serial Location Acquisition Date 1 45826 GAMBRO PHOENIX PH16892 2D225-41 10/31/2007 2 49513 GAMBRO PHOENIX PH16902 2D225-41 9/2/2008 3 49512 GAMBRO PHOENIX PH16911 2D225-41 9/2/2008 4 69444 GAMBRO PHOENIX PH29268 2D225-41 10/7/2013 5 69445 GAMBRO PHOENIX PH29269 2D225-41 10/7/2013 6 69446 GAMBRO PHOENIX PH29270 2D225-41 10/7/2013 7 83615 GAMBRO PHOENIX PH32834 2C203-41 10/31/2017 8 83616 GAMBRO PHOENIX PH32839 2C203-41 10/31/2017 9 83617 GAMBRO PHOENIX PH32841 2C203-41 10/31/2017 10 83618 GAMBRO PHOENIX PH32844 2C203-41 10/31/2017 11 83619 GAMBRO PHOENIX PH32845 2C203-41 10/31/2017 12 83620 GAMBRO PHOENIX PH32846 2C203-41 10/31/2017 13 83621 GAMBRO PHOENIX PH32848 2C203-41 10/31/2017 14 83622 GAMBRO PHOENIX PH32850 2C203-41 10/31/2017 15 83623 GAMBRO PHOENIX PH32851 2C203-41 10/31/2017 16 83624 GAMBRO PHOENIX PH32852 2C203-41 10/31/2017 17 83625 GAMBRO PHOENIX PH32854 2C203-41 10/31/2017 18 83626 GAMBRO PHOENIX PH32855 2C203-41 10/31/2017 On contract beginning in November 2019 and added to the Option Year renewal:  EE Manufacturer Model Serial Location Acquisition Date 1 85633 GAMBRO PHOENIX PH33193 2C200-41 10/2/2018 2 85634 GAMBRO PHOENIX PH33199 2C200-41 10/2/2018 3 86535 GAMBRO PHOENIX PH33201 2C200-41 10/2/2018 4 85636 GAMBRO PHOENIX PH33203 2C200-41 10/2/2018 5 85637 GAMBRO PHOENIX PH33210 2C200-41 10/2/2018 6 85638 GAMBRO PHOENIX PH33207 2C200-41 10/2/2018 Conformance Standards: 1.

Contract service shall ensure that the equipment functions in conformance with the latest published edition of the "Manufacturers Performance standards/specification" as used when the equipment was originally procured, and any upgrades/updates shall meet their stated standards/specifications.

Operational Uptime Requirements: The equipment shall be operable and available for use 90% of the time in a 24-hours a day/ 7-days week time-period.

Downtime shall be computed from notification of problem during normal work hours.

Scheduled maintenance shall be excluded from downtime.

(Normal work hours are 7:00 AM to 4:00 PM Monday through Friday, excluding federal holidays).

Operational uptime shall be computed during month long periods.

Repeated failure to meet this requirement can subject the contractor to DEFAULT action.

Hours of Coverage: Scheduled Maintenance Services: Contractor shall provide NMVAHCS with maintenance services for the equipment described above and shall provide a qualified service staff, necessary test equipment, and a parts inventory, as required for such service.

Scheduling shall be coordinated with the COR or Biomedical Engineering subject matter expert (SME).

Contractor shall schedule its maintenance visits in cooperation with the NMVAHCS, at mutually convenient times and places during normal working hours - 7:00 A.M.-4:00 P.M.

Monday - Friday, except holidays.

Emergency service visits and repair services shall be within 48 hours, Monday through Friday, 7:00 A.M.-4:00 P.M., except holidays, include labor, travel, expenses and all replacement parts (except disposables) for the equipment as required, except for any service or replacement parts which contractor determines are required as a result of the NMVAHCS s failure to use the equipment in accordance with the Contractor s Operator's Manual.

This is a Firm-Fixed-Price contract, only the contracting officer is authorized to increase the funding amount via a modification.

Neither NMVAHCS personnel or the contractor shall exceed the obligated funding amount on this order.

If there are any funding adjustments required, the contractor and/or the COR/SME/POC are responsible for notifying the Contracting Office prior to violating The Anti-Deficiency Act.

All maintenance shall be performed in accordance with established procedures, as outlined in the current revision of the associated Service Manual.

The 10 holidays observed by the Federal Government are located at the following link: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/ Scheduled Maintenance: Scheduled maintenance shall include an itemized list of the procedures performed.

Each preventive maintenance inspection shall include a complete inspection and calibration of each unit as described in the Preventive Maintenance Section of the current associated equipment Service Manual.

Contractor shall provide to Biomedical Engineering recommended PM procedures and checklists with worksheet originals indicating work to be performed and actual values obtained, if applicable.

The preventive maintenance inspection is to be scheduled in accordance with manufacturer's recommendation.

Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise.

Following the preventive maintenance inspection, the NMVAHCS shall be provided with a copy of the completed checklist and a calibration sticker.

Service Parts: The Contractor shall furnish and replace parts to meet uptime and preventive maintenance requirements.

The Contractor has ready access to all parts, including unique and/or high mortality replacement parts.

All parts supplied shall be compatible with existing equipment.

The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED.

The contractor shall use new or rebuilt parts.

All parts shall perform identically to the original equipment specifications.

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 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 shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section C, ID, Conformance Standards, or the manufacturer's specifications.

Such documentation shall meet the guidelines as set forth in the Conformance Standards section.

The ESR shall consist of a separate report for the item(s) covered under the "specific" contract.

Grouping different equipment from different contracts on "one" ESR is prohibited.

In addition, each ESR shall, 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 problem reported by Biomedical Engineering Section.

Identification of equipment to be serviced: I.D.

number, manufacturer's name, device name, model number, serial number, and 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) and Materials and Circuit Location of problem/corrective action.

Total Cost to be billed (if applicable -- i.e., parts) not covered or service rendered after normal hours of coverage).

Signatures: FSE performing services described.

Authorized VA Employee who witnessed service described.

Reporting Requirements: The Contractor shall be required to report to Biomedical Engineering Section to log in.

This check in is mandatory.

When the service is completed, the FSE shall document services rendered on a legible ESR(s).

The FSE shall be required to log out with Biomedical Engineering Section and submit the ESR(s) to Biomedical Engineering Section.

ALL ESR shall be submitted to Biomedical Engineering Section for an "acceptance signature".

If Biomedical Engineering Section is unavailable, a signed, authorized copy of the ESR shall be sent to Biomedical Engineering Section.

VA Biomedical Engineering Section Contact Person(s): Biomedical Engineering COR: (505) 265-1711 x2486 Location (Building/Room Number): 41-BC130 Contractor -- Provide telephone number to call for your Service Department Main dispatch for FSE.

Invoices: Invoices shall comply with FAR 32.905 along with the following additional information: Purchase Order Number Item(s) serviced (to include serial #'s) by the contractor Covered period of service.

Additional Charges: There shall 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 (twenty-four) 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 opportunity for a site-walk to inspect equipment shall be provided during the solicitation phase upon potential offers formal request.

The Contractor accepts responsibility for the equipment described above in "as is" condition if contractor elects not to inspect.

Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract.

Competency of Personnel Servicing Equipment: Each respondent shall have an established business, with an office and full-time staff.

The staff includes a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup.

"Fully Qualified" is based upon training and on experience in the field.

For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified above.

For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on Carestream (Kodak) Imaging Equipment.

The FSE shall be authorized by the Contractor to perform the maintenance services.

All work shall be performed by "Fully Qualified" competent FSE.

The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSE for each make and model the Contractor services at the VAMC.

The CO shall authenticate the training requirements, request 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 Biomedical Engineering specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

If subcontractors are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

Test Equipment: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is 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.

Insurance: Worker compensation and employer's liability: Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

General Liability: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

Property Damage Liability: Contractors are required to have Property Damage Liability insurance coverage of at least $500,000 Upgrades/Updates: When software upgrades/updates become available from the OEM they shall be performed at no additional charge to the NMVAHCS and shall be part of the contract price.

Documentation shall be provided to Biomedical Engineering when software upgrades/updates are installed.

Documentation shall include what was installed, how it was installed, and where it was installed on the system.

Documentation shall include parts list, calibration procedures, and test procedures, if applicable.

Over and Above Repairs: (Unscheduled Maintenance): Contractor and Biomedical Engineering shall maintain the equipment in accordance with performance work statement.

Contractor shall provide unlimited telephone technical support and onsite service calls.

These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.

Response Time: Contractor 's FSE or Technical Support shall respond by phone to Biomedical Engineering within four (4) hours after receipt of telephoned notification during normal duty 7:00 AM to 4:00 PM MST Monday through Friday.

If the problem cannot be corrected by Biomedical Engineering, the FSE shall be on site within 48 hours of notification.

For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR s Government Purchase Card (GPC) threshold, the COR shall authorize payment.

For emergencies over the COR s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work.

The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration.

Additional funding shall be provided by the facility as-needed for payment.

Any work to be performed, which is not covered by this PWS, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed.

V.

Security Requirements The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Services provided under this contract does not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network.

Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract.

Services provided under this contract does not involve equipment that stores, generates, transmits or exchanges sensitive data.

Therefore, the following privacy considerations from Appendix C apply.

A national Business Associate Agreement between contractor and the VA is not required Contractor FSE shall perform maintenance on medical equipment which is not connected to any VA network.

Contractor FSE shall not have access to patient records, VA sensitive information or to any IT system connected to the VA network No photography of VA premises is allowed without written permission of the Contracting Officer.

Upon arrival at the facility, all contractor personnel shall go directly to the police services.

Contractor shall have either a valid Driver License or Company ID to be issued a visitor s badge.

Prior to conducting services, the contractor shall be issued a visitor s badge which shall be worn above the waist during the contractor s visit.

Signing in/out shall be during normal business hours: Monday Friday 7:00 am to 4:00 pm Arizona Standard Time excluding Holidays.

Failure to sign in/out shall result in failure to perform.

The contractor shall return to the Police Services to sign out and turn-in issued visitors badge.

VI.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) No Government-furnished computer or information systems are required as part of the contract.

The Government Furnished equipment is the dialysis machines that the work will be performed on.

VII.

Place of Performance.

All services and preventive maintenance work shall be completed on site at the New Mexico VA Health Care System, located at 1501 San Pedro Dr.

SE, Albuquerque, NM 87108.

VIII.

Performance Monitoring: The contractor's performance shall be monitored by Biomedical Engineering, the COR, and hemodialysis staff in accordance with the contract s PWS, Terms and Conditions and Quality Assurance Surveillance Plan (QASP).

Work completed shall be reported to the COR to ensure that contractual conditions are met The COR shall capture any substandard performance(s) via a Deficiency Report and forward to the Contracting Officer upon discovery of a contract deviation.

See the enclosed QASP for performance standards.

IV.

Contract Type and Funding: This is firm-fixed-price contract.

Prices in this schedule represent an all-inclusive rate including labor, travel, training, incidental costs, overhead, insurance premium payments for applicable insurance coverage.

Costs not incorporated into the contractor's price shall not be reimbursed by the Government.

This pricing shall apply to any extension pursuant to FAR 52.217-8 included herein.

Additionally, neither the VA nor contractor shall exceed the obligated funding amount on each purchase order.

If there are any funding or contract adjustments required, the contractor and/or the COR are responsible for notifying the Contracting Office prior to violating The Anti-Deficiency Act.

X.

VA Parking, Weapons and Violations: It is the responsibility of the Contractor to park in the appropriate designated parking areas.

Contractor shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Possession of weapons is prohibited.

Enclosed containers, including tool kits, shall be subject to search.

Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations shall result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

XI.

Coverage of Network Contracting Office 22: While not anticipated, this procurement may be extended to include similar to the enclosed services items/scheduled pricing to other facilities located throughout VA Medical Centers for VISN 22.

VISN 22 medical facilities encompasses Southern California (Greater LA, Loma Linda, San Diego, Long Beach), Arizona (Phoenix, Prescott, Tucson), New Mexico (Albuquerque) and all associated VA Community Based Outpatient Clinics (CBOC).

XII.

Estimated Period of Performance: Base Year - 10/01/2019 thru 09/30/2020 Option Year One - 10/01/2020 thru 09/30/2021 Option Year Two - 10/01/2021 thru 09/30/2022 Option Year Three - 10/01/2022 thru 09/30/2023 Option Year Four - 10/01/2023 thru 09/30/2024 XIII.

SOURCES SOUGHT DETAILS NAICS CODE: 811219 - Other Electronic and Precision Equipment Repair and Maintenance As identified on the Small Business Administration s table of small business size standards, the size standard for this NAICS code is $20.5 million in average annual receipts. The term of the contract is intended to be base contract plus 4 option years.

It is anticipated that a solicitation will be issued in September 2019.

Award of contract is contemplated by October 2019; however, the government makes no guarantee of award at this time.

This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition.

It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database.

Registration may be accomplished at http://www.vip.vetbiz.gov/, www.sba.gov/ and https://sam.gov/SAM/ respectively.

XIII.

INTERESTED PARTIES RESPONDING VIA EMAIL TO THIS SOURCES SOUGHT REQUEST SHALL SUBMIT THE FOLLOWING INFORMATION AT A MINIMUM: Company name, company address, point of contact (POC) name, (POC) email address, (POC) phone number.

Active DUNS number: Company social-economic status; ie Large, SB, SDVOSB, VOSB : Lead time for providing enclosed service description.

Are these services on schedule? ie GSA, FSS or GWAC.

Yes or No (5a) If yes, provide schedule agreement number and expiration date.

Can your firm provide all services or just partial? (If partial, which items?) Intentions of subcontracting program to include set-asides.

Yes or No.

(7a) If yes to (5), as the prime contractor, your firm shall confirm if it will comply with 15 USC 657s and 13 CFR 125.6 - limitations on subcontracting.

Bottom line, your firm shall conduct over 50% of the service performance.

If SDVOSB or VOSB, proof of current registration in the VA Vet Biz websites or intention of registration prior to submission of offers to a solicitation - http://www.vip.vetbiz.gov/ Any other pertinent company documentation or product information.

Equipment Inspection Site-Walk - Interested contractors shall respond either Yes or No The response date to this Sources Sought notice is Aug 19, 2019 at 12:00 pm EST time.

Electronic submissions are preferred via email address of: [email protected]

This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate.

The Government shall not pay any costs for responses submitted.

NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN.

ALL FIRMS SHALL NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION.

DIRECT ALL QUESTIONS TO POC ONLY.

IX.

IMPORTANT INFORMATION: The Government is not obligated to nor shall it pay for or reimburse any costs associated with responding to these sources sought synopsis request.

This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

The Government will in no way be bound to this information if any solicitation is issued.

The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside.

However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined.

XX.

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation.

All information received in response to this RFI that is marked as proprietary will be handled accordingly.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI.

(END OF RFI & PWS DESCRIPTION)
Archive Policy
Automatic, on specified date
Archive Date
2019-08-29
Contracting Office Address
Department of Veterans Affairs;NCO22-Gilbert Network Contracting;777 E. Missouri, Suite 300;Phoenix AZ 85014
Place Of Performance
Southern Arizona VA Health Care System;3601 S. 6th Ave;Tucson, AZ 85723-0001 85723 USA
Added Datetime
2019-08-13 12:30:54
Updated Datetime
2019-08-25 10:45:24 [Refresh]
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