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THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT 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. 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.
The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).
SOURCES SOUGHT DESCRIPTION
This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210. Responses to this source sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:
STATEMENT OF WORK: Service Agreement for Medtronic O-Arm System

General Information

Service Agreement: The St. Louis VA Medical Center is requesting to establish a service contract for maintenance and repair on the Philips Imaging units at John Cochran (JC). The facility is located at:

VA St. Louis Healthcare System
John Cochran Division
915 N. Grand Blvd.
St. Louis, MO 63106

Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full service planned maintenance and corrective maintenance (repair) of the equipment identified in Section II, in accordance with Manufacturer s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.
Background: This contract is issued to ensure the continuous reliability of the Medtronic systems and ancillary equipment identified in the statement of work. The equipment is critical for interventional radiology and early identification of disease at the VA Medical Center and the reliable and accurate operation of the equipment at all times is considered critical to the health of patients.
Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. The contract would be for 1 year starting January 1st, 2023, through December 31st, 2023, with up to 4 additional option periods
Type of Contract: Firm-fixed-price
Extension of Contract: This contract may be extended in accordance with FAR Clause 52.237-3 Continuity of Services, in order to transition the services to a successor.

Equipment to be Serviced

Each of the following items is to be serviced in accordance with the specifications, terms, and conditions of this contract.

Line Item
Manufacturer
Part Number
Serial No.
Location
1
Medtronic
SERVICEC1-O2MCT10
C2739
OR 1

Services to be Provided - The contractor shall provide preventative and corrective maintenance, including emergencies, on the Imaging systems.

Summary of Services
Annual PM on system
Priority scheduling for service calls and access to spare parts inventory
Priority Remote Service response
Second response, including labor and travel during standard hours of coverage
One-hour initial response with four-hour on-site response
All spare parts that fail during normal use. (Excluding consumables)
Parts Delivery 10:30AM Next Day
Proprietary operating system software enhancements without hardware changes (excludes software upgrades)
Unlimited Technical Services (24x7) & Clinical Applications Telephone Support (Mon-Fri 8am - 5pm)
Remote Service Support
Remote Proactive Monitoring
Reports: PSI Eligible, service history, PMs on request, utilization reports

Scheduled (Preventative) Maintenance

The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section B.4 (g) Conformance Standards. The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). 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. This documentation shall be provided to the COR at the completion of the PM.

PM services shall be provided on an annual basis (one PM each year). Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the Contracting Officer. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM shall be included within this contract, and it s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized.

The Contractor shall notify the COR and Biomed Supervisor at least 48 hours in advance of the date of contemplated preventative maintenance inspection. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant.

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.

Unscheduled Maintenance (Emergency Repair Service)

The Contractor, COR, and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards. Contractor shall provide unlimited telephone technical support and all required parts.

Only the CO, COR, or designated alternate has the authority to approve/request an unscheduled service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

Unscheduled service calls are unlimited and incur no charge for other than normal working hours.

Technicians responding for unscheduled emergency service must report to the COR, Biomed Supervisor, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

Parts

The Contractor shall have 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 only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO and the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR.

Consumables are excluded.

Service Manuals/Tools/Equipment

The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request.
The Contractor shall provide the COR and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.
Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

Services Not Covered by Contract

CO or COR authorization for any work outside the scope of this contract must be received prior to performance of work or payment will not be authorized.
Removal of Equipment

Approval from the CO must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repair person or equipment to or from the Contractors facility. The Contractor will be responsible for all damage or loss of equipment. A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed, and made fully operational by the contractor without additional cost.

Condition of Equipment

All equipment is currently fully operational per required standards. The Contractor has been provided an opportunity to visit the VA Medical Centers, examine the equipment, and note in writing to the CO any condition which may affect the Contractors performance of this contract. With the exception of any conditions so noted the Contractor accepts responsibility for the equipment described in Section II 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.

Definitions/Acronyms

CO Contracting Officer, Network Contracting Office (NCO) 15.
COR Contracting Officer s Representative appointed under the contract.
ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract.
FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises.
NFPA - National Fire Protection Association.
OEM Original Equipment Manufacturer.
OSHA Occupational Safety and Health Administration.
PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.
Unscheduled repairs emergency services required to restore equipment to working condition outside normal hours of coverage.
UL Underwriter s Laboratories

Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards; including but not limited to Joint Commission, NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications.

Hours of Coverage

The contractor will provide all required services within the normal business hours (7:00 AM to 3:30 PM (CST) M-F).
All services shall be performed during these normal hours of coverage unless one of the following conditions exists:
The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun.
The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.
The contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.
Work performed outside the normal hours of coverage must be pre-approved by the CO, COR, or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work.
Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.
There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts.
Note: Hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

Federal Holidays Observed by the VA Medical Center

New Year s Day,
Martin Luther King, Jr. Day,
President s Day (Washington s birthday),
Memorial Day ,
Juneteenth,
Independence Day,
Labor Day,
Columbus Day,
Veterans Day,
Thanksgiving Day,
Christmas Day,
and any other day specifically designated by the President of the United States.

Documentation/Reports

No later than seven (7) business days after the conclusion of any maintenance or repair the Contractor will provide to the COR or Alt COR a signed detailed service/inspection report listing all devices, all repairs for each device, parts used to maintain or repair the devices, and operating efficiency of the devices. The service/inspection report shall contain, at a minimum, the following information:

Date and time of the technician s arrival on station.
Type, model, and serial number(s) of all equipment on which maintenance was performed.
Total time spent performing maintenance (exclusive of any travel time).
Detailed narrative description of work performed.
Complete list of parts replaced.
Comments as to the cause of the malfunction when applicable
Date and time the repair/preventive maintenance was completed.

Security Requirements

Upon arrival at the VA Medical Center, all Contractor personnel shall be required to report to the VA Medical Center Police for a temporary ID and then to the COR for check-in. This check-in process is mandatory. When the service is completed, the personnel shall be required to check out with the COR or Biomedical Engineering Shop Supervisor. The contractor's field service employee shall wear visible identification at all times while on the premises of the VA Medical Center.

Competency of Contractor Personnel

The Contractor 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 experience in the field. For training, the FSE(s) must have successfully completed a formal OEM Certified (or equivalent) training program for all equipment to be maintained and all equipment to be utilized in the performance of the contract. For field experience, the FSE(s) must have a minimum of two years of experience in the installation, calibration, maintenance, and repair of the specific equipment identified in Section II.
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. The CO may authenticate the training requirements by request training certificates or credentials from the Contractor at any time for any personnel who are providing services. The CO and/or the COR or Alt COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on equipment.
If subcontractor(s) are used, they must meet the same competency standards as Contractor personnel and be preapproved by the CO. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

Exposure to Blood Borne or Infectious Material

There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All maintenance persons must use the Universal Precautions (i.e., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures.

Test Equipment

The Contractor shall provide the COR or Alt COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard.

Identification, Parking, Smoking, and VA Regulations

Contractor s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name.
It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will 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. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.
Smoking is prohibited inside all VA buildings.
Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

IT Security Requirements

VA information technology certification and accreditation requirements apply.

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.

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name.
If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:
Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?
Is your company considered small under the NAICS code identified under this RFI?
Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?
If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.
Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.
Please provide your SAMS Unique Identifier number.
Responses to this notice shall be submitted via email to Lisa Fischer at Lisa.Fischer1@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Tuesday, November 22nd, 2022, by 3:00pm CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

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