Description: NOTICE OF INTENT TO AWARD A SOLE SOURCE The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 9, intends to issue a Firm Fixed Priced contract under the authority of FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements, on or about August 1, 2022 to General Electric. The period of performance will be for 1 year after issuance of the notice to proceed with 4 option years. STATEMENT OF WORK (SOW) Tennessee Valley Healthcare System (TVHS) Anesthesia Maintenance Contract Contract Title: Full Maintenance Contract for TVHS Anesthesia Machines, Respiratory Modules, and Vaporizers. Period of Performance: Base Year Timeframe: TBD Option Year 1: TBD Option Year 2: TBD Option Year 3: TBD Option Year 4: TBD Contract Overview All existing Aestiva MRI anesthesia machines, Aisys CS 2 anesthesia machines, Carestation 650 A1 anesthesia machines, CARESCAPE E-SCAIO respiratory modules, and vaporizers owned by TVHS will be covered by this service and maintenance contract. It shall include Preventive Maintenance (PM) services, Emergency Maintenance services, and vaporizer efficacy testing. Cost for technical service training for the Aisys CS2 and Carestation 650 A1 machines will be included as well. The machines, modules, and vaporizers are located at both the Nashville campus and the Alvin C. York campus (Murfreesboro, TN). The service training cost will cover tuition, lodging, and airfare. The specific terms and TVHS requirements for the PM and Emergency Maintenance services are detailed in this SOW and shall be met by the Contractor. Section 8 details all equipment that shall be covered and maintained by the Contractor as part of this service and maintenance contract. Preventive Maintenance Requirements: All PMs shall be conducted as Original Equipment Manufacturer (OEM) recommends. All procedures/protocols will be performed as intended. All PMs shall be conducted pursuant to OEM hardware/software specifications found in the applicable service manuals from the OEM. The Contractor shall provide (at no additional cost to the Government), all necessary service parts, labor, and travel to complete the required PMs as part of this service and maintenance contract. This will also include any shipping and handling costs. Preventive Maintenance (PM) inspections shall be scheduled Semi-Annually (no exceptions) on the Aestiva MRI Anesthesia Machines during the months of October and April. PM inspections shall also be scheduled Semi-Annually on the Aisys CS2 Anesthesia Machines during the months of October and April. PM inspections for the Carestation 650 A1 Anesthesia Machines will also be scheduled Semi-Annually during the months of October and April. The PM schedule for the CARESCAPE E-SCAIO modules and vaporizer efficacy testing will be scheduled Semi-Annually during the months of October and April. Preventive Maintenance (PM) and Emergency Maintenance shall be completed by a factory (OEM) trained service representative/technician (no exceptions). They must be factory trained on all items listed in the equipment schedule. The Contractor shall provide certificates to the Contracting Officer with the bid that states the service representative or service technician has been trained and certified in the performance of this work by the OEM (no exceptions). OEM training certificates will be requested during the evaluation process. Any service representatives/technicians that are not factory trained and/or do not have OEM training certificates will not qualify to work on the Anesthesia equipment at TVHS. During the PM visit (as part of this service and maintenance contract), the Contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer s factory specifications (at no additional cost to the Government). Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time. Any PM procedures used to complete work under this contract must be submitted to the Contracting Officer (CO) or Contracting Officer s Representative (COR). Two copies of any PM procedures used must be presented in writing to the CO within 10 days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment. Any parts that may need replaced as necessary for the satisfactory functioning of the equipment will be replaced by the Contractor. The Contractor shall then be able to certify that the equipment is safe for patient use after PM services have been completed. All PMs shall be completed within the month they are due (no exceptions). Any late PMs may be reported to the CO as a Contractual deficiency. Example: If a PM is due in March, the Contractor shall ensure that the actual PM work and report are completed by the last day of March. Any batteries that may be required for any PMs on any equipment shall be covered by this service and maintenance contract. The cost of these batteries shall be included. Any battery replacements shall be provided and replaced on a schedule that aligns with OEM recommendations. All manufacturer PM specifications and guidelines shall be followed as service technicians/representatives are performing PM services at TVHS. All PM kits, parts, tools, etc. shall be provided by the Contractor as part of this service and maintenance contract. Preventive Maintenance on the anesthesia machines shall include all OEM specified PM procedures (no exceptions). The FSR shall follow OEM procedure. Preventive maintenance on the anesthesia machines shall include a vaporizer efficacy test on vaporizers installed in each machine during the scheduled PM. This vaporizer testing is done on the vaporizers itself while on the anesthesia machine to ensure the output of the agent corresponds to the setting on the vaporizer. Vaporizer efficacy testing is performed on any vaporizers that are on the Carestation 650 and Aestiva Anesthesia machines. PM Service Hours: All PM services shall be performed during the extended hours of 8:00 a.m. to 9:00 p.m. Monday through Friday. PM coverage is different from Emergency Service coverage. On-Site Response time will be within twenty-four (24) hours Monday through Friday, excluding holidays. Federal holidays observed by the VAMC are: New Years Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. All preventive maintenance will be performed during the above hours of coverage unless requested or approved by the COR or his designee. Emergency Service and Corrective Maintenance: The Contractor shall furnish all labor, materials, repair parts, equipment, and travel necessary to correct any equipment back to operational condition. This is for each emergency visit that is initiated. At the end of an emergency visit, the Contractor shall guarantee that the equipment meets manufacturer s factory specifications and is safe for patient care. All parts that are supplied by the Contractor must be compatible with the existing equipment. Any batteries needed as unscheduled or scheduled replacements shall be included as part of this service and maintenance contract. Included in this service and maintenance contract are any repair services which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. This shall all be provided by the Contractor. All required parts shall be provided, except for consumables and operating supplies such as paper, disks, etc. 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. The Contractor will submit a list containing each part installed/replaced, etc. to the CO or COR after each service call. Also included are consumables used with the Aestiva 5MRI, Aisys CS2, and Carestation 650 A1 anesthesia machines. The consumables include bellows, diaphragm and seat subassay, flow sensor, galvanic oxygen sensor, O2 cell, and a scavenger bag. The Contractor must provide Engineering Department with any service representative s name, address, and phone number so TVHS can obtain emergency maintenance service after normal VA working hours. If any changes are made to the emergency response information, the Contractor shall inform Engineering Department within 24 hours. Emergency service coverage will be during the times of 8:00 AM to 5:00 PM, Monday through Friday, not including holidays. Federal holidays observed by the VAMC are: New Years Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The CO must approve any work that is to be performed that is not covered under this contract. Thirty (30) minute response time by phone and 24-hour response time on station is required by TVHS. Response time is defined as time vendor is first notified until time vendor responds. On-site response by an OEM trained Field Service Engineer (FSE)/Technician is required within 24 hours of emergency maintenance/corrective maintenance request. Technical support via phone shall also be available 24 hours per day, 7 days a week. Contractor Capability Requirements: Vendor must be able to provide Next Business Day On-Site support by their own staff, as needed throughout the entire length of the Contract. Only FSEs that are up to date on all factory (OEM) training will be allowed to work on the life-support equipment included in this contract at TVHS (no exceptions). Training certifications shall be presented by the Contractor during the bidding process to prove FSEs have all training necessary to service the equipment. All training certificates shall be provided to TVHS for each FSE that could potentially work on the equipment prior to those FSEs being dispatched to TVHS. FSEs must be employees to the OEM. The Vendor is required to have at least one primary employee and one back-up employee on their staff that has a current OEM Training Certification on the covered equipment. The contracted service shall ensure that the equipment functions in conformance with FDA Requirements and the latest published edition of NFPA 99. The equipment shall be maintained in accordance with the manufacturer s standards/specifications. All repairs, including parts, labor, and travel are covered under this contract. Provide National Institute of Standards and Technology (NIST) Traceable Calibration details of any instrumentation used for repair or calibration. Certificates of calibrations must be available and provided within 2 business days when requested by the VA. The FSE shall provide/have access to all tools, service manuals, and software necessary to complete PMs and corrective maintenance on the equipment covered by this contract per OEM specifications. If a Contractor is found to be lacking in certain software access, tools, skills, or software, the Contractor may be liable for the costs of the contract. The Contractor shall be able to track the maintenance of the equipment covered by this contract. PM and maintenance history reports shall be provided by the Contractor upon request by the VA. The Contractor shall be able to fully service and PM each of the following types of equipment that are covered by this contract. GE Aestiva MRI Anesthesia Machines GE Aisys CS 2 Anesthesia Machines GE Carestation 650 A1 Anesthesia Machines CARESCAPE E-SCAIO Respiratory Modules Tec 6 and Tec 7 Vaporizers The Contractor accepts responsibility for the equipment described in Section 8, 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. TVHS shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to all FSE s 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. All engineering service reports shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature. If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed. The documentation will include the detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer s specifications. In addition, each ESR must, at minimum, document the following data legibly and in complete detail: Name of contractor Name of FSE who performed services Contractor service ESR number/log number Date, time (start and end), equipment downtime, and hours on-site for the service call VA purchase order number(s) covering the call if outside normal working hours Description of problem reported by COR (if applicable) Identification of the equipment to be serviced: Inventory ID number Manufacturer s name Device name Model number Serial number Any other manufacturer s identification numbers Itemized description of service performed including costs associated with after normal working hour services including labor and travel, parts (with part numbers) and 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: FSE performing services described VA Employee who witnessed service described Equipment Listing: All equipment that is listed below shall be covered by this service and maintenance contract. General Electric (GE) Aisys CS2 (quantity of 12 units) GE AISYS CS2 EE # Manufacturer Equipment Name Model Serial Number EIL Location 144798 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01385 435NA Nashville 144800 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01384 435NA Nashville 144801 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01394 435NA Nashville 144802 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01386 435NA Nashville 144803 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01390 435NA Nashville 144804 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01392 435NA Nashville 144805 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01387 435NA Nashville 144806 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01388 435NA Nashville 144807 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01395 435NA Nashville 144808 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01393 435NA Nashville 144809 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01389 435NA York 144810 GE Healthcare USA Anesthesia Machine AISYS CS2 APWW01391 430MU York General Electric (GE) Carestation 650 A1 (quantity of 6 units) GE CARESTATION 650 A1 EE # Manufacturer Equipment Name Model Serial Number EIL Location 144813 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320007MA 435NA Nashville 144814 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320010MA 430MU York 144815 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320006MA 435NA Nashville 144816 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320011MA 435NA Nashville 144817 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320008MA 435NA Nashville 144818 GE Healthcare USA Anesthesia Machine Carestation 650 A1 SM717320009MA 435NA Nashville General Electric (GE) Aestiva/5 MRI (quantity of 2 units) GE AESTIVA MRI EE # Manufacturer Equipment Name Model Serial Number EIL Location 144820 GE Healthcare USA Anesthesia Machine Aestiva MRI AMTW00238 435NA Nashville 144821 GE Healthcare USA Anesthesia Machine Aestiva/5 MRI AMTW00190 435NA Nashville CARESCAPE Respiratory Modules (quantity of 18 units) GE CARESCAPE RESPIRATORY MODULES Manufacturer Equipment Name Model Serial Number Location GE Healthcare USA Respiratory Module E-SCAIO SGV17300001HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300023HA Murfreesboro GE Healthcare USA Respiratory Module E-SCAIO SGV17300024HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300027HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300041HA Murfreesboro GE Healthcare USA Respiratory Module E-SCAIO SGV17300042HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300048HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300075HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300085HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17260102HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17290126HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300008HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300028HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300043HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17300073HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17280067HA Murfreesboro GE Healthcare USA Respiratory Module E-SCAIO SGV17290021HA Nashville GE Healthcare USA Respiratory Module E-SCAIO SGV17290113HA Nashville For All Visits by Contractor: The Contractor shall sign-in at the Biomedical Engineering Office before any repairs or services are performed. The Nashville Biomedical Engineering shop is located on the Basement floor, room E01, whereas the Murfreesboro Biomed shop is in Building 5, room G27. Contractors are required to obtain a Temporary ID Badge from Engineering Services, Building 18 (Murfreesboro) or room D73 (Nashville), while on VA property. After repairs/services are completed, the Contractor must report back to the Biomedical office and provide a service ticket for all work performed. A Biomed representative must sign the service report prior to the Contractor leaving the facility. Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required. The following are the addresses for both medical centers of TVHS: Tennessee Valley Healthcare System VA Nashville 1310 24th Ave S, Nashville, TN 37212 Tennessee Valley Healthcare System VA Murfreesboro 3400 Lebanon Rd Ste 9, Murfreesboro, TN 37129 Excluded Services: The Contractor shall not feel obligated to provide services under this Agreement for: Damage to or destruction of instrument(s) covered where such damage or destruction is: A result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any Act of God including, but not limited to lightning, windstorm, hail, flood, earthquake, or Caused by the VAMC misuse or abuse of such instrument Decontamination due to spillage Interpretation of data Installation of unauthorized field modifications Accessories not listed nor included in agreement Stocking and Parts: The Contractor shall maintain a sufficient stock of all parts that may be needed for repair or maintenance of the equipment. All equipment must meet or exceed the OEM s design and specifications. If a stock is not maintained, parts shall be able to be secured within one calendar day. VA reserves the right to inspect the Contractor s facility to confirm the parts are locally available. All necessary replacement parts to complete PM or corrective maintenance services shall be included as part of this service and maintenance contract. Additional Terms and Conditions: If the service vendor maintains that the problem is with the components, calibrators, operator error, or controls, the burden of proof is on the vendor. If the equipment, however, is found to be at fault, the vendor is required to pay for all tests sent out during the dispute period. Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason 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. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained. The C&A requirements do not apply, and a Security Accreditation Package is not required. Evaluation Criteria: The Contractor shall be able to meet the following evaluation criteria included in the procurement package evaluation factors document. NCO 9 intends to non-competitively award this requirement to General Electric (GE) since GE has proprietary authorization to perform maintenance Aisys CS2, Avance CS2, Aestiva MRI, Aestiva, Aespire, Aespire 3700, Carestation Anesthisa platform, and gas modules covered by Datex Ohmeda/GE Healthcare patents and/or other intellectual property rights. As a result, any contractor other than GE that would be allowed to work on, maintain, and/or tamper with the current system in any capacity would void the warranty of the Aisys CS2, Avance CS2, Aestiva MRI, Aestiva, Aespire, Aespire 3700, Carestation Anesthisa platform, and gas modules. Voidability of said warranty cannot be permitted. The North American Industry Classification System (NAICS) code for this requirement is 811219 with the size standard of $22 million. This notice of intent is not a request for proposals or quotes. However, all responsible sources may submit an offer and technical capabilities/narrative that proves by clear and convincing evidence that the current warranty provided by GE, for the Aisys CS2, Avance CS2, Aestiva MRI, Aestiva, Aespire, Aespire 3700, Carestation Anesthisa platform, and gas modules, will not be voided by having a contractor other than GE conduct the above referenced maintenance. If said offer and technical capabilities/narrative is received within 10 calendar days of publication of this notice, the narrative will be considered by NCO 9. All responses must be submitted to the Government point of contact at the email address shown below. A determination by the Government not to open the requirement to competition based upon the responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. Contracting Office Address: Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway, 400 Murfreesboro, TN 37129 Government Point of Contact: Bradley S. Martin Contract Specialist
[email protected] Telephone: (615)-225-5637