The Department of Veterans Affairs, Network Contracting Office 9, hereby provides notice of its intent to award a sole-source, firm fixed contract to BioFire Diagnostics LLC, PO Box 581463 Salt Lake City, UT 84158. The contract is expected to be awarded under FAR 13.106-1. A Justification and Approval for Other Than Full and Open Competition has been prepared. The contract will provide for BioFire Diagnostics LLC, who has proprietary maintenance service for their equipment. The equipment is located at Tennessee Valley Healthcare System located at the TVHS, Nashville Campus, 1310 24th Avenue, TN 37212 and York VA Campus 3400 Lebanon Pike, Murfreesboro, TN 37129. The services required meet Department of Veterans Affairs' legal obligation to continue to receive, without interruption, the maintenance support services which is vital to Patient Care. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than February 15, 2022 at 8AM CST. A determination not to compete this requirement, based upon 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. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. SCOPE OF WORK: Introduction: The purpose of this contract is to establish a service and maintenance contract for existing infectious disease molecular diagnostic analyzers operated by TVHS Microbiology. This contract includes both preventive maintenance (PM), also known as scheduled services or periodic maintenance, and corrective/ emergency maintenance (ad-hoc repairs). The equipment to be covered includes a BioFire FilmArray 2.0 system, BioFire FilmArray Torch Base system, and FilmArray Torch modules (quantity 6). The specific terms and requirements for the PM and corrective/ emergency maintenance services are detailed in this Statement of Work (SOW) and shall be met by the Contractor. Requirements: Preventive Maintenance/ Calibration Requirements: Equipment Due for PM: While equipment covered by this contract does not have a set PM schedule, the contract shall cover maintenance requirements when FilmArray equipment provide user alerts noting that maintenance is required. Contractor shall complete required PM/ calibrations when TVHS equipment shows alerts for required maintenance. All PMs/ calibrations shall be conducted per OEM recommended procedures and protocols (no exceptions). All PMs/ calibrations shall be conducted pursuant to OEM hardware and software specifications as detailed in the applicable OEM service manuals for the Biomerieux/ BioFire equipment. Contractor shall provide (as part of this service and maintenance contract), at no additional cost to the Government, all necessary service parts (including shipping and handling costs), labor, and travel required to completed PM/ calibration services. The Contractor shall provide any required chemicals and reagents required to complete PMs/ calibrations successfully and in accordance with OEM PM procedures and protocols. Contractor shall have any required software and tools required to complete PM/ calibration. VA will not furnish maintenance software and tools. PMs/ calibrations shall be performed by a factory (OEM) trained service representative/service technician (no exceptions). These service individuals must be factory trained on all items listed in the equipment schedule (no exceptions). Documentation shall be provided to the Contracting Officer with the bid certifying that the service representative or service technician has been trained and certified in the performance of this work by the OEM. Contractor shall provide OEM training certificates for any personnel that will be conducting PM/ calibration services for this contract. Service representatives/ technicians that are not factory trained and or do not have up to date (non-expired) OEM training certificates will not qualify to work on the Biomerieux infectious disease molecular diagnostic analyzers system at TVHS. PM/ calibration Service Hours: All on-site PM/ calibration services shall be performed during normal VA working hours of 8:00 a.m. to 5:30 p.m. (Central Time). Deviations must be approved in advance by Contracting Officer (with concurrence from the COR). PM/ calibration inspections will be made in accordance with schedules as defined in this SOW. 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 (during PM). PM/ calibration procedures used to perform work under this contract are required to be submitted. Two copies of the PM/ calibration procedures used must be presented in writing to the Contracting Officer (KO) within 10 days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment. During the PM. calibration visits, the Contractor will replace such parts as may be necessary for the satisfactory functioning of the equipment. Contractor shall be able to certify that equipment is safe for patient and or laboratory analysis use after completion of PM/ calibration services. The Contractor shall call Biomedical Engineering Points of Contact listed in section 5. Progress and Compliance two (2) days in advance to confirm that the equipment can be serviced at a time that is agreeable to the VA and the Contractor. Corrective (Emergency) Maintenance: Equipment: Contractor shall cover corrective/ emergency maintenance services for all hardware equipment (FilmArray Torch, FilmArray 2.0, FilmArray Torch Modules) listed in section For each corrective/ emergency service visit, initiated at the request of the Contracting Officer, the Contractor shall furnish all labor, material, repair parts, equipment, chemicals and assay kits, and travel necessary to correct any equipment to operational condition. Contractor shall have any required software and tools required to complete corrective/ emergency maintenance. VA will not furnish maintenance software and tools. The contractor shall guarantee that at the conclusion of any corrective/ emergency maintenance performed that the equipment will meet OEM factory specifications and is safe for patient care and or laboratory analysis. Repair Exclusions: Contractor is required to complete equipment repair for all reasons except those detailed below. If the Contractor determines any repair is excluded, they shall communicate with the KO and not perform work and or invoice for excluded services that are outside the scope of this SOW. Broken equipment due to misuse, abuse, or improper use. Contactor shall be able to provide evidence of misuse, abuse, or improper use to the KO in order to justify not covering a repair call on the equipment covered by this contract. Basic cleaning and maintenance for which VA personnel are responsible for (as detailed in the user s manual). Broken equipment due to equipment relocation activities. After each service call, the Contractor is required to submit a list containing each part installed to the Biomedical Engineering Points of Contact. The contractor is required to provide the Biomedical Engineering Points of Contact with any service representative's name, address, and phone number so TVHS can obtain emergency maintenance service after normal VA working hours. The contractor is responsible for notifying Engineering Department within 24 hours of any changes in the emergency response information. Coverage Hours: Emergency service coverage will be available 7 days per week, between the hours of 7:00 a.m. and 5:00 p.m. CST. Any service not covered under this contract must have prior approval of the KO before any work is performed (otherwise the Contractor is liable for any unapproved work costs). Thirty (30) minute response time by phone and 24-hour response time on station is required. Response time is defined as time vendor is first notified until time vendor responds. Response Time: On-site response by a factory trained Field Service Engineer (FSE) / Technician is required within 24 hours of corrective/ emergency maintenance request. Telephone Support: Technical Support via phone shall be available 24 hours per day, seven days per week. VA shall receive service callbacks within 1-hour of initial call to technical support line. Period of Performance: Base Year: 3/1/22 to 2/28/23 Option Year 1: 3/1/23 to 2/29/24 Option Year 2: 3/1/24 to 2/28/25 Option Year 3: 3/1/25 to 2/28/26 Option Year 4: 3/1/26 to 2/28/27 Places of Performance: Nashville Campus Nashville VA Medical Center (part of TVHS) 1310 24th Avenue South Nashville, TN 37212-2637 (615)-327-4751 Location of Equipment: Microbiology see location tab in 6. Equipment Listing. Murfreesboro Campus Alvin C. York VA Medical Center 3400 Lebanon Rd Murfreesboro, TN 37129 (615)-867-6000 Equipment Listing: VA EE# Serial Number Manufacturer Model P/N Location 149898 KTB00337 Biomerieux FILMARRAY TORCH Base HTFA-ASY-0001 Nashville Lab Room D12-1-NA 149897 KTM01382 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 149895 KTM01386 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 149894 KTM01365 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 149893 KTM01367 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 149892 KTM01364 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 172226 KTM06224 Biomerieux FILMARRAY TORCH Module HTFA-ASY-0003 Nashville Lab Room D12-1-NA 136805 2FA02561 Biomerieux FILMARRAY 2.0 FLM2-ASY-0001 Murfreesboro Lab Room 139I-0117-MU Delivery: This contract shall allow for unlimited visits for corrective/ emergency maintenance and repairs. The Contractor, as part of this service and maintenance contract, shall incur all associated costs with corrective/ emergency repair to include travel, parts, assay kits, reagents, maintenance software, tools, and labor. One PM annually shall be covered for all equipment that requires PM and telephone technical support shall be available 24 hours a day, seven days per week. Reporting Requirements: The Contractor shall be required to report to Biomedical Engineering to log in during normal working hours of 8:00 a.m. to 5:30 p.m., Monday through Friday. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible service ticket/ report, which shall be sent to the Biomedical Engineering Points of Contact electronically via email. The FSE shall be required to log out with Biomedical Engineering and submit the service reports to the COR and or other Biomedical Engineering Points of Contact. Interested parties are encouraged to furnish information by email only with Biomerieux Infectious Disease Molecular Diagnostic Analyzers in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Contract Officer, Michael Edwards by email at
[email protected]. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements, including proof of training and certification for performing maintenance and service on the listed equipment and systems. Point of Contact: Ayslin Kennett, Contract Specialist (e-mail:
[email protected].)