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 Department of Veteran Affairs, San Diego VA Health Care System located at 3350 La Jolla Village Dr, San Diego, CA 92161 has a requirement for Preventive Maintenance Inspections and Intervening Service Calls for Endoscopes at the VA Medical Center - La Jolla facility. The contractor will provide preventive maintenance and repair of standard rigid endoscopes, specialty rigid endoscopes, semi-rigid ureteroscopes, pneumatic and electric powered surgical instruments, endoscopic cameras, phaco handpieces, harmonic scalpel handpieces, laparoscopic instruments, and flexible endoscopes. 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 ($30.0 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 VetCert Registry located at https://veterans.certify.sba.gov. All interested Offerors should submit information by e-mail to
[email protected] All information submissions to be marked Attn: Felicia Simpson, Contract Specialist and should be received no later than 1:00 pm MST on October 17, 2024. STATEMENT OF WORK SCOPE OF WORK: PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS FOR ENDOSCOPES The intent of this Request for Quote is to establish Firm-Fixed-Price Blanket Purchase Agreement contract for preventive maintenance and repair of standard rigid endoscopes, specialty rigid endoscopes, semi-rigid ureteroscopes, pneumatic and electric powered surgical instruments, endoscopic cameras, phaco handpieces, harmonic scalpel handpieces, laparoscopic instruments, and flexible endoscopes. The base year period of performance shall be 2/14/2025 2/13/2026. Option year one period of performance shall be 2/14/2026 2/13/2027. Option year two period of performance shall be 2/14/2027 2/13/2028. Option year three period of performance shall be 2/14/2028 2/13/2029. Option year four period of performance shall be 2/14/2029 2/13/2030. SCHEDULE OF SERVICES: Locations: (664) VA San Diego Healthcare System 3350 La Jolla Village Drive San Diego, CA 92161 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: Scope: In the context of this contract, Equipment refers to any patient critical instrumentation that is used in surgical or endoscopic procedures. Equipment as used herein includes the following: Rigid, semi-rigid & Flexible endoscopes Powered surgical handpieces and related instrumentation (pneumatic and electrical) Endoscopic cameras and related equipment Specialty surgical instrumentation including phacoemulsification hand pieces (Phacos), harmonic scalpel hand pieces, laparoscopic instruments & specialty retractor systems. Ultrasound probes & transducers including TEE probes. Contractor Responsibilities: The Contractor shall service and repair a variety of Equipment as detailed above as ordered by the Contracting Officers Representative (COR) participating facility of the Department of Veterans Affairs (VA) Healthcare System. The Contractor shall furnish all labor, transportation, materials, tools, supplies and spare parts required to perform service and repairs on a variety of Equipment . Contractor shall complete all repairs/service within the time specified below: Minor Repairs 24 through 72 hours Major Repairs 2 days through 5 days Extreme Damage 3 days of more Contractor shall notify the COR if repair/service cannot be completed within the time specified above and of all cases where extreme damage has been found. Contractor shall utilize only parts of original manufacturer design and specifications or equal thereto. Used parts are prohibited. Contractor shall ensure the equipment that is being repaired/ serviced shall have a tag placed on the equipment for identification purposes with the information provided by the COR. COR of the facility shall initiate an order for repairs/services. COR shall provide written documentation to the Contractor as to the defect of the equipment and the following equipment information: VA Healthcare System Facility Name Location of equipment to be repaired (room and/or building number) Type of equipment Make of equipment Model number of equipment Serial number of equipment Purchase order number Description of service or repairs that may be needed COR name, address and phone number Contractor shall inspect the equipment and determine the needed repairs/services. Prior to any repairs/service being performed and/or price/cost exceeding the terms of this agreement, Contractor shall obtain verbal or written approval from the COR. Verbal and/or electronic approval form the COR shall be documented with the date and time by the Contractor. Upon approval from the COR, Contractor shall proceed with the repair/service of the equipment. Contractor shall determine and assign the appropriate service technician to perform services, repairs, upgrades, modifications and/or maintenance and inform the COR. Contractor shall pick up at no cost and deliver FOB destination to the ordering facility, equipment to be repaired/serviced. Each shipment shall be properly packaged and be accompanied by an itemized shipping list and equipment information referred to in paragraph 2e. VA facility ordering repair/service shall not be responsible to check/verify the status of the equipment being repaired/ serviced. Contractor upon receipt of the equipment for repair/service shall immediately report to the COR its inability to repair/service the equipment received. Vendor shall provide the COR an electronic copy of the field service report after every PM or repair within 7 calendar days. 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 any unsafe conditions or signs of misuse or abuse regarding this medical equipment. Working hours: All scheduled pickup and delivery shall be accomplished during working hours generally between 7:30AM and 4:00PM Monday through Friday, National Holidays excluded, unless other arrangements have been made by the ordering COR with the Contractor. Contractor must check-in with Biomed COR if coming on-site. 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. Warranty of repairs/service shall be for a period of 90 (ninety) days after acceptance of equipment delivery by the COR. 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 before proceeding to the job site. Vendor shall also check-out with the COR 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 following Federal holidays are observed by the Federal Government: The Contractor is not required to provide services on the following National Holidays, nor shall the contractor employee be paid for those days. Date Holiday Monday, January 01 New Year s Day Monday, January 15 Birthday of Martin Luther King, Jr. Monday, February 19 * Washington s Birthday Monday, May 27 Memorial Day Wednesday, June 19 Juneteenth National Independence Day Thursday, July 04 Independence Day Monday, September 02 Labor Day Monday, October 14 Columbus Day Monday, November 11 Veterans Day Thursday, November 28 Thanksgiving Day Wednesday, December 25 Christmas Day When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also, included would be any other day specifically declared by the President of the United States to be a National Holiday. INVOICE AND PAYMENT: Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment of the storage containers in that billing period. Contractor shall submit original invoice electronically to: Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135) Payment shall be made monthly in the arrears upon receipt of properly prepared invoice. The invoice MUST be itemized to include the following information. 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.  Dates of service.  Description of services.  Invoice number, date.  Contract number.  Obligation number Failure to comply with the above shall delay payment to the Contractor.Â