J065--Intent to Sole Source Medtronic StealthStation, S8 with EM Base with four (4) Option Years

36C24922Q0001 INTENT TO SOLE SOURCE The Department of Veterans Affairs, Network Contracting Office 9, intends to award a sole-source, contract to MEDTRONIC USA INC, 710 Medtronic Parkway Minneapolis, MN 55440 for the Lexington VAMC, 1101 Veterans Drive, Lexington, KY 40502. FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, applies to this procurement." The contract is expected to be awarded under FAR 13.106-1 (b). Period of Performance: Base Year: 10/01/2021-09/30/2022 Option Year 1: 10/01/2022-09/30/2023 Option Year 2: 10/01/2023-09/30/2024 Option Year 3: 10/01/2024-09/30/2025 Option Year 4: 10/01/2025-09/30/2026 NAICS code: 811219 SBA Size Standard: $22M PSC: J065 Statement of Work: Service Contract on Medtronic StealthStation Equipment Equipment to be serviced/maintained includes: Medtronic S8 with EM, s/n N29872735 (EE 99395, 99396, 99397), located at 1101 Veterans Drive, Lexington, KY 40502, Surgical Suite. Scope of Services Services to be rendered include: Annual on-site preventative maintenance of main system and related components Unlimited repairs, including parts, overnight shipping, labor, and travel Unlimited technical phone support 24 hours / day, 365 days / year Software maintenance releases and software upgrade releases, including installation support Clinical support during surgical cases, up to 6 times / year Additional off-site training courses All charges for parts, services, manuals, tools, or software required to successfully complete scheduled and unscheduled services are included within this contract. The Medical Center shall not provide any parts, manuals, tools, or software to the Contractor, and all equipment documentation, including operator and service manuals, parts lists, and schematics shall be readily provided to the Contracting Officer (CO) upon request. All replacement parts furnished shall be new original equipment manufacturer (OEM). The Contractor shall not modify the system to facilitate replacement parts which are not identical to the part being replaced, unless such modification was developed, approved, and released by the OEM. Any used or replaced parts shall remain the property of this Medical Center unless released to the Contractor by the Contracting Officer s Representative (COR). Any charges outside the scope of this contract must be approved by the COR prior to performing service. Conformance Standards and Condition of Equipment The Contractor shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99 and OSHA. This includes performance standards and specifications used when the equipment was procured and any upgrades/updates thereafter. Test equipment shall be within manufacturer specifications and calibrated at required intervals. Calibrations shall be traceable to a national standard. Any test equipment calibration certificates shall be provided to the CO and COR upon request. The Contractor shall accept responsibility for the equipment described above 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. The Contractor shall immediately, but not later than 24 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 above equipment which the Contractor considers out of scope under the terms of this contract. The Contractor shall furnish the CO and COR with a written cost estimate of the necessary repairs. Hours of Coverage Normal hours of coverage are Monday-Friday, 8:00am to 5:00pm (EST), excluding national holidays recognized by the Department of Veterans Affairs. All services will be performed during normal hours of coverage unless requested and approved by the COR. Observed holidays include: New Year s Day Labor Day Martin Luther King Day Columbus Day President s Day Veterans Day Juneteenth Memorial Day Independence Day Thanksgiving Day Christmas Day Work performed outside the normal hours of coverage at the request of the COR will be billed at the Contractor s applicable rate, unless after-hours services are included in the Scope of Work. Work performance outside the normal hours of coverage at the request of the Contractor will be considered normal hours. There shall be no additional charge for time spent on-site during or after normal hours of coverage awaiting the arrival of additional FSE, finishing any maintenance services, and/or delivery of parts. Scheduled Maintenance All preventative maintenance (PM) services shall be completed in accordance with Manufacturer s requirements and recommendations. A PM inspection shall include, at a minimum, the following: Cleaning and calibration of equipment Review of operating system and software application diagnostics and correction Remedial maintenance and lubrication Inspection and testing of all system components, hardware, electrical wiring and cables, and peripherals Replacement of all worn and fault components, hardware, electrical wiring and cables and peripherals, including any of the above which are likely to become worn, faulty, or fail Returning the equipment to Manufacturer operational condition, as defined in Conformance Standards. Providing electronic documentation of all services performed to the end user, COR, and Biomedical Engineering Unscheduled Maintenance All repair services shall be completed in accordance with Manufacturer s requirements and recommendations, as well as the Conformance Standards. The Contractor shall provide full service of diagnosis and remediation to maintain the equipment in operational condition. Repair services may consist of troubleshooting, replacing failed components, calibration, cleaning, adjustments, and in situations of severe malfunctions that cannot be repaired, replacement of the unit. All services performed shall be electronically documented and provided to the end user, COR, and Biomedical Engineering. The Contractor shall provide a response to a service request within (1) hour of notification. If on-site service is necessary, the field service engineer (FSE) shall be on-site within (12) hours after notification. The Contractor Shall show satisfactory evidence to the VA that efforts and manpower are progressing to troubleshoot failure and identify a solution in a timely manner. If the Contractor fails to meet the on-site response time to begin performing work, or if downtime exceeds 16 consecutive hours after on-site arrival by the FSE, the VA reserves the right to obtain repair services from another source at the Contractor s expense. The decision to exercise the alternative repair will reside exclusively with the CO. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, all responsible sources may submit a capability statement or quotation, which shall be considered by the agency on or before July 22nd, 2021, 10:30 am Central Time to [email protected]. 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. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE 36C24922Q0001, Medtronic StealthStation , 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 the Contracting Specialist, Michael Brown 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: Michael Brown, [email protected].