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Contract Opportunity

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The San Diego VA Health Care System located at 3350 La Jolla Village Dr, San Diego, CA 92161 is seeking a potential qualified contractor that can provide maintenance and repair of VA owned EXACT 312 Diamond Pathology Saw

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this 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. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 ($34 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.

All interested Offerors should submit information by e-mail: by e-mail to barry.bland@va.gov.

All information submissions to be marked Attn: Tammy Perrine, Contract Specialist and should be received no later than 10:00 pm PT on December 25, 2023.



SCOPE OF WORK: PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERIVE CALLS
The intent of this Request for Quote is to enter a base plus four option year, Firm-Fixed-Price contract for preventive and corrective maintenance on VA San Diego Healthcare system owned EXACT 312 Diamond Pathology Saw. The period of performance of the base year shall be 02/28/2024 to 02/27/2025.

OY1 POP: 02/28/2025 to 02/27/2026
OY2 POP: 02/28/2026 to 02/27/2027
OY3 POP: 02/28/2027 to 02/27/2028
OY4 POP: 02/28/2028 to 02/27/2029

The Vendor shall provide all labor, supervision, materials, parts, and transportation required to maintain and repair VA San Diego Healthcare Systems EXACT 312 Diamond Pathology Saw.

SCHEDULE OF SERVICES: The intent of the Government to award a Firm-Fixed Price contract for maintenance and repair of VA San Diego Healthcare system owned EXACT 312 Diamond Pathology Saw.
Locations: (664) VA San Diego Healthcare System
3350 La Jolla Village Drive
San Diego, CA 92161

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK:
The contractor shall provide a preventative maintenance visit that includes replacement of wear parts and performance of mechanical and electrical checks to ensure that everything is operating normally. The cutting band guides are replaced, the tension mechanism is evaluated, the bearings are inspected and lubricated, and the band alignment is evaluated and adjusted as needed. The contract also includes any and all labor and travel related to visits.
Vendor shall provide the COR and/or designate an electronic copy of the field service report and corrective and preventive maintenance checklist for EXACT 312 Diamond Pathology Saw after every PM or on-site service call within 7 calendar days. Corrective and preventive maintenance checklist for EXACT 312 Diamond Pathology Saw can be located on the last page of this document. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR and/or designate any unsafe conditions or signs of misuse or abuse regarding this medical equipment.
SERVICE CALLS: Service also includes all necessary intervening service calls required to repair an instrument. Intervening services will be rendered as directed by the COR or designate. All services (PMI s and intervening service calls) shall be performed in accordance with original manufacturer s specifications and FDA guidelines.
PREVENTIVE MAINTENANCE INSPECTIONS (PMI) AND INTERVENING SERVICES: Preventive maintenance (PM) services shall include, but not limited to the following:
Cleaning of the equipment;
Calibrating and lubricating the equipment;
Performing intervening maintenance;
Testing and replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn;
Inspecting and replacing, when indicated, electrical wiring and cables for wear and fraying
Inspecting and replacing, when indicated, all mechanical components.
The Contractor shall furnish documentation, all measurements, and calibration data collected to ensure that the system is performing in accordance with the manufacturer s performance standards;
PMIs shall be performed during normal working hours of the VASDHC. PMIs shall be scheduled a minimum of three (3) days in advance with the COTR and performed during the first five (5) working days of the months specified in the PM plan. PMI s shall be performed in accordance with manufacturer s instructions, specification and at the intervals depicted in the schedule of services. This contract also includes all intervening service calls during normal working hours and parts required for maintaining this equipment in optimum operating condition.
PARTS:
The Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications.
Replaced parts are to be disposed of by the Vendor after obtaining approval from the COR and/or designate, except for hard drives that have the capability of storing sensitive information. They must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence.
Operating and consumable supplies are not part of this contract. Replaced parts covered by the Preventive Maintenance Inspection or intervening services shall be itemized as a no-charge item on the Vendor s invoice and shall be identified by the part listed on the manufacturer s schematics or part list.
The Vendor is required to have a sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics.
Unserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement part are included.
Part numbers as shown on the manufacture schematics/parts list will indentify all parts that are replaced. All newly installed replacement parts become the property of the Government. Any worn defective parts will be replaced free of any charges.
When parts are required and are not covered by Preventive Maintenance and have intervening services, such needs shall be identified to the COR and designate along with an estimate of charges. The COR will evaluate these needs and request through the Contracting Officer appropriate action(s). These parts will be installed under a separate purchase order.
TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.
REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR or designate. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.
BADGES AND PARKING:
All Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.
It is the responsibility of the Vendor s personnel to park in the appropriate designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor s personnel under any circumstance.

REPORTING (During Normal Working Hours); For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m., Monday- Friday the Vendor shall check-in with the Police Service and with the COR or designate before proceeding to the job site. Vendor shall also check-out with the COR or designate and Police Service before leaving the job site.
REPORTING (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM 5:00PM, Monday Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours.
AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.
GOVERNMENT HOLIDAYS:
The Vendor is not required to provide service on the following National holidays, not shall the Vendor be paid for these holidays.
The following national holidays observed by the Federal Government:
New Year s Day 1 January
Martin Luther King s Birthday Third Monday in January
President s Day Third Monday in February
Memorial Day Last Monday in May
Juneteenth 19 June
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day 4th Thursday in November
Christmas Day 25 December
If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included is any day specifically declared by the President of the United States.
INVOICE AND PAYMENT: Payment are made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:
VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.
A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)
Vendor e-Invoice Set-Up Information:
OB10 e-Invoice Setup Information: 1-877-752-0900
OB10 e-Invoice e-mail: USClientServices@ob10.com
Financial Services Center e-Invoice Contact Information: 1-877-353-9791
Financial Service Center e-Invoice e-mail: vafsccshd@va.gov
The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.
Time period being invoiced for.
Description of services.
Unit Cost Billed.
Extended amount due.
Invoice number, and date.
Contract and obligation number.

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