Naval Air Systems Command
Original Set Aside
Contract Award Date
Contract Award Number
Contract Award Dollars
Apr 11, 2019 7:57 am ANNUAL SERVICE ON MAQUET HYBRID OPERATING ROOM Sources Sought Notice For annual maintenance check on the Maquet Hybrid Operating Room This is a Sources Sought notice and not a request for quotes.
This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities.
The Government will not pay any costs for responses submitted in response to this Source Sought Notice.
This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below.
Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought.
The Veterans Health Administration (VHA) is seeking to obtain Annual Service on Hybrid Operating Room.
The standard of services shall be of quality; meeting or exceeding those outlined in the licensing and accreditation section as described below.
Contactor policies and procedures shall comply with Health Insurance Portability and Accountability Act (HIPAA).
Refer to the General Requirements section below for the requested service description.
This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.
All contractors with interest meeting the requirements identified in this notice should submit the attached area of consideration with their response.
Limitations on Subcontracting, the prime contractor must perform at least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern.
Prior Government contract work is not required to submit a response under this sources sought synopsis.
The intent of the Sources Sought is to identify SDVOSB s or VOSB s the can perform the work.
This notice is to identify a vendor that can service the equipment listed.
A set-aside will not be done in the event that no SDVOSB s or VOSB s show interest.
The work to be performed will involve servicing Dialysis Equipment, certified Technicians only.
The NAICS Code is 811219 and the size standard is $20.5 Million.
All contract work shall be completed through individual Firm Fixed Price (FFP) awarded for each requirement in accordance to the statement of work.
This award will include a wage determination in accordance with the Service Contract Act if not exempt.
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) or Veteran Owned Small Businesses (VOSB) capable of performing the requirements to warrant a solicitation set-aside.
Registration may be accomplished at http://www.vip.vetbiz.gov/.
All interested firms must be registered in VETBIZ.GOV and Verified by VA CVE and registered in Sams to be eligible for award of Government contracts.
Interested parties responding to this sources sought request shall submit the following information at a minimum: (1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of performance for servicing the equipment listed to include references with current point of contact and phone number); (3) proof of registration in the VA Vet Biz website and verification by VA Center for Veterans Enterprise (CVE) or intention of registration prior to submission of offers to a solicitation; (4) include socio-economic status to identify business as being an SDVOSB, VOSB, SB, Woman Owned, etc.
(5) completed area of consideration form; and (5) any other pertinent company documentation.
The response date to this Sources Sought notice is April 18, 2019 at 10:00a.m.
This market research is for informational and planning purposes only to determine if a SDVOSB or VOSB set-aside is appropriate.
This is not a solicitation and does not obligate the Government to issue a solicitation.
Please be advised the Government will not pay any costs for responses and information submitted.
All submissions are acceptable via [email protected]
RESULTS INFORMATION: Respondents will not be notified of the results and it is at the discretion of the government to utilize results.
Firms responding to this sources sought announcement, who fail to provide ALL of the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement.
Summary: The Maquet Hybrid OR, Operating Room Six was placed into service in February 2018.
The Hybrid OR is a single surgical workspace that combines imaging equipment with a multifunctional surgical table.
It allows clinicians to diagnose and treat in a single location, reducing risk and delays, improving patient safety, and ultimately reducing costs.
The surgical table top not only meets the needs of multiple surgical disciplines but also balances the need for panning when used like a Cath Lab.
The Hybrid OR warranty is expiring, and a Maintenance and Support Agreement will ensure support and maintenance requirements are met.
Information Security Considerations: All VA sensitive information shall be protected at all the times in accordance with VA Local site.
Vendor is responsible for reporting any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information to the Facility POC.
Equipment to be covered by this agreement: Qty Identity Part Number Description 1 Mt A ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt B ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt C ZSUSTCPMINLIBO1Y Minor Light / Boom 1 Mt D ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt E ZSUSTCPMINLIBO1Y Minor Light / Boom 1 Mt F ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt G ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt H ZSUSTCPMAJLIBO1Y Major Light / Boom 1 Mt I ZSUSTCPMAJLIBO1Y Major Light / Boom Specifications of Work: All equipment shall be maintained in proper operating condition as specified by the manufacturer.
Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service.
Vendors shall provide their own EOM manuals and schematics, which must be available on site at time of service.
All defective parts replaced become the property of the vendor.
Parts and subsystems that need to be replaced containing PHI shall be performed as follows: All media (e.g.
hard drives) containing PHI will remain property of the VA.
They shall be removed from subsystem with Clinical Engineering Staff Member present and secured by Clinical Engineering Department.
Clinical Engineering shall identify media with equipment ID number for documentation.
Clinical Engineering shall transport Media to Field Ops for disposal.
Vendor Personnel exposed to PHI shall abide to signed BAA with the Department of Veterans Affairs Veterans Health Administration.
Qualification of Vendor: Vendor shall provide documentation of substantial experience working on the identified make and model instrument.
This documentation shall specifically include individuals who will work on the systems.
Contracting Officer reserves the right to request manufacturer specified training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility.
Labor and Travel Expenses: Vendor shall provide labor and travel.
All labor and travel conducted during normal FE coverage hours specified at each site.
Preferred rates for labor and travel outside of coverage hours.
Specifications of Work: Contractor shall follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable.
Replacement software will include all site-specific adaptation present in originally delivered software.
Updates: Vendor shall provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract.
Documentation Requirements: Service field reports shall be provided at the time of the service call and must be signed by contracting officer s Facility POC and filed with the Biomedical Engineering department.
Summary (or duplicate copies) of field service reports must be included with the invoices.
Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer.
They shall include itemized parts and labor.
Services and parts not covered by contract: Contracting Officer authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized.
Parts required that are not covered by contract shall be purchased by the VA and installed under the terms of the contract.
Safety Measures: Vendor shall comply with all pertinent Federal Government/HIPAA/OSHA safety regulations, regarding to safeguarding patient information, during the handling of patient information containing hardware.
Schedule: Scheduled Maintenance: 1.
The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Conformance Standards.
An outline of the PM procedures and schedule shall be provided to the facility POC or designated representative upon electronic request.
The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable).
This documentation shall be provided to the facility POC or designated representative at the completion of the PM (preferably in electronic format).
The contractor shall provide written description of Preventive Maintenance Inspections (PMI).
This description shall include an itemized list of the procedures performed, including electrical safety.
At minimum, the contractor will perform electrical safety testing in accordance with NFPA standards.
Frequency of preventive maintenance inspections will be contingent on the OEM recommendations as specified in their equipment service documentation.
PM services shall include, but need not be limited to, the following: a.
Cleaning of equipment.
This includes vacuuming of filters, fans and computer/electronic and mechanical assemblies as well as subsidiary equipment (i.e.cardiac gates, monitors, etc.).
Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Conformance Standards or the manufacturer's specifications.
Calibrating and lubricating the equipment.
Lubricants must conform to VAMC hazardous materials control and material data sheets made available.
All calibrations, both electronic and mechanical must be as required by OEM specifications and guidelines.
Performing remedial maintenance of non-emergent nature.
Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.
Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.
Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.
Returning the equipment to the operating condition [defined in Conformance Standards].
Providing documentation of services performed.
PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage.
All exceptions to the PM schedule shall be arranged and approved in advance with the facility POC or designated representative.
Service is to be requested and coordinated only through the designated facility POC, so as to be assured that it is covered within the scope of the contract (work day 8-5 typical), and so that records are available for inspection by accrediting organizations.
Any services not coordinated by the facility POC or designated representative will not be considered authorized and completed, and will be considered to fail to meet the terms of the contract.
Unscheduled Maintenance (Emergency Repair Service): 1.
Contractor shall maintain the equipment in accordance with the manufacturer's specifications.
The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations.
All required parts shall be furnished.
The Facility POC or government designated representatives are authorized to request and approve service calls from the Contractor.
Response Time: Contractor's FSE shall respond with a phone call to the Facility POC or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage.
If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 4-8 hours after receipt of this notification and will proceed progressively to completion without undue delay.
Parts: Any expenditures associated with shipment of parts shall be the responsibility of the contractor.
All parts, depending on availability, should be shipped as a priority, next day delivery.
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 Facility Service Engineer s (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.
VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract.
Diagnostic capability requires a minimum level two capability (OEM designation).
Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal.
The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.
Live Phone Support: Service shall include applications phone support with Technical Support Engineers between 8am-5pm.
Vendor agrees to comply with all VAMC network regulations and compliance with VAMC security requirements.
Authorization of network link will be approved by VAMC ISO.
After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Manufacturers Customer Care Center when required.
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 Conformance Standards or the manufacturer's specifications.
Such documentation shall meet the guidelines as set forth in the Conformance Standards section.
The Engineering Service Report (ESR) will consist of a separate PM 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 must, at a minimum, document the following data legibly and in complete detail: a.
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 the Facility POC or designated representative.
Identification of equipment to be serviced: 1) Inventory ID number, 2) Manufacturer's name, 3) Device name, 4) Model number, 5) Serial number, 6) Any other manufacturer's identification numbers.
Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: 1) Labor and Travel, 2) Parts (with part numbers), 3) Materials and Circuit Location of problem/corrective action.
Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage).
Signatures: 1) FSE performing services described.
2) Authorized VA Employee who witnessed service described.
Note: Any additional charges claimed must be approved by the Facility POC or designated representative before service is completed.
Reporting Requirements: The Contractor shall be required to report to the Clinical Engineering Department 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 and submit the ESR(s) to the Facility POC or designated representative.
All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the Facility POC or designated representative for an "authorization signature".
If the Facility POC or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user
Automatic, 15 days after award date
Contracting Office Address
Building 2272 47123 Buse Road Unit IPT Patuxent River, Maryland 20670 United States
Place Of Performance
6200 JS McDonnell Blvd St. Louis, Missouri 63134 United States
2019-04-15 19:25:50 [Refresh]