Intent to Sole Source The West Haven Veterans Affairs Medical Center, West Haven, CT intends award a sole source firm-fixed price contract for the RTLS Stars system, cabling, and associated services for the West Haven VAMC Biomedical Service to CentraK Inc. This notice of intent is not a request for competitive quotes. No solicitation document is available and telephone requests will not be accepted. However, any vendor that believes it can meet these requirements may give written notification to the Contracting Officer by 22 SEP 2021 4:00pm (EST). Supporting evidence must be furnished in sufficient detail, to demonstrate the ability to comply with the above requirements. Information can be sent to the Contract Specialist via e-mail at
[email protected]. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, Network Contracting Office 1 will proceed with the sole source negotiation with Alere Informatics Inc as noted herein. Costs associated with the preparation and submission of information and/or any follow-up information requests are the responsibility of the vendor and these costs will not be reimbursed by the Government. Verbal and telephonic inquiries will not be accepted. Intent to Sole Source to CENTRAK INC. for the West Haven VAMC STATEMENT OF WORK CenTrak, Inc. RTLS Stars for EM Coverage VA MEDICAL CENTER, AUGUSTA, ME General Information: Contractor shall provide all hardware and implementation services, as outlined in the Scope of Work. The equipment is located at the VA Maine Health Care System, Togus Campus, 1 VA Center Augusta, ME 04330. Scope of Work Equipment to be procured: Description Quantity 1 Stars (9) and necessary cabling (~1,700 ft) Physical Installation 1 Star Training, Configuration & Testing 1 1 Project Management 1 Travel associated with above services VA to provide normal business hour access to necessary areas for Star installation, including IT closets/switches VA to provide available POE switch ports/patch panel ports No ICRA/HEPA cart installation requirements necessary J-hook cable mounting sufficient, no conduit required Ceiling are all drop tiles, no hard surface mounting required Cat6 POE cable No firewall/door penetrations required Location: Building 200 Room 074, Clinical Engineering, VA Maine Health Care System, Togus Campus, 1 VA Center, Augusta, ME 04330 CONFORMANCE STANDARDS: Contractor shall provide installation service and ensure that the equipment functions in accordance with the equipment manufacturer s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state and local governing any chemicals, equipment or work which may be used or performed in the work under this contract. SOFTWARE ENHANCEMENTS: Periodic software enhancements shall be provided as part of the firm fixed price contract and shall be considered within scope. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours: Monday through Friday, 8:00am 5:00pm relative to customer s local time, (excludes CenTrak company holidays). CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The installation and testing shall be performed by CenTrak trained personnel in accordance with the agreement. Technicians shall include fully qualified Facility Service Engineers (FSE) and a fully qualified FSE who will serve as the backup and show proof of competency, as shown by training conducted on said system. "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 in this statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to installation and testing. Proof of training shall be provided upon demand and be immediately sent via fax, upon demand to the COR. All FSE s and technicians shall be authorized by the Contractor to perform the installation services. All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device- system; at the time of the installation event. 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. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the installation procedures performed. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. Installation reports must be sent to the COR or the requesting entity upon completion of the work. In addition, each report must, 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. Identification of equipment to be serviced: Inventory ID number, Manufacturer's name, Device name, Model number, Serial number, Any other manufacturer's identification numbers. F. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action. G. Signatures: FSE performing services described. Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COR 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 COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. PAYMENT: - Invoices will be paid upon the completion and acceptance of the procured equipment. Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, and Item(s) installed. All invoices shall be mailed to the Department of Veterans Affairs Financial Services Center s address as follows: FMS-VA-1-650 P.O. Box 149971 Austin, TX 78714 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. CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment. Failure to inspect the equipment prior to installation of equipment will not relieve the Contractor from performance of the requirements of this contract. 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's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to the Original Equipment Manufacture s standard. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. 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. TRAINING: The Contractor shall provide first call Clinical Engineering training for current qualified technicians at the VAMC, ME during regular service hours of Monday through Friday from 8:00am 5:00 PM EST. 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. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. 16. MISCELLANEOUS Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope. 17. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Security Requirements: All contractor personnel shall obtain a short term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. Escort will be provided as required in sensitive work areas. The C&A requirements do not apply and the security accreditation package is not required. The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.