NOTICE OF INTENT TO SOLE SOURCE PM&R Constellation System Veterans Health Affairs, Network Contracting Office 16, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide preventative maintenance and support for the Constellation System as described below in the statement of work. The government is contemplating a Base +4 option period Firm Fixed Price contract to satisfy this requirement and meet the needs of the patient population at the G.V. (Sonny) Montgomery VA Medical Center. STATEMENT OF WORK SCOPE: The G.V. (Sonny) Montgomery Veterans Affairs Medical Center (GVSMVAMC) requires maintenance and support for the Constellation system. BACKGROUND: GVSMVAMC has the Constellation LXT system. Due to the complex and proprietary nature of the system, a service contract for technical support is required. SUMMARY OF REQUIREMENTS: Contractor shall provide maintenance support, corrective maintenance repair, 24x7 emergency phone support, parts and service, and modification due to safety or reliability. Period of Performance: Oct 1, 2020 through Sept 30, 2021 Definitions: COR: Contracting Officer s Representative GVSMVAMC: G.V. (Sonny) Montgomery Veterans Affairs Medical Center VHA: Veterans Health Administration VA: Department of Veterans Affairs VA Mission: To fulfill President Lincoln's promise To care for him who shall have borne the battle, and for his widow, and his orphan by serving and honoring the men and women who are America s veterans. Tasks: Requirements: Performance: If support call is deemed mission-critical, contractor will be on-site performing corrective action response to service calls within 48 hours. All work is to be performed by competent personal, experienced, and qualified to work on equipment. All work performed shall be in accordance with manufacturer s instructions, including but not limited to: adjustments, calibrating, cleaning, lubricating, testing, disassembly, checkout, replacement of parts, etc. required to keep the equipment in operating condition. Contractor shall guarantee that all equipment covered by this contract shall be in optimum working condition at the expiration date. Communication Services: Preventive Maintenance: Contractor shall provide two (2) preventive maintenance visits on mutually convenient weekdays between the hours of 8:00 am and 5:00 pm. The visits will include system verification by a manufacturer trained representative. Service Call: Unscheduled service should be conducted at no additional cost between the hours of 8am and 5pm, Monday through Friday. Preventive maintenance calls should be scheduled with Biomedical Engineering between the hours of 8am and 5pm. Contractor shall provide 2 preventive maintenance visits per year. Help Desk Support: Vendor shall provide emergency telephone support 24x7 at no additional charge. Modifications: If vendor determines that a modification is necessary to address safety concerns or reliability, installation and modification will be performed at no additional charge. Handpiece Exchange and Additional Items: Contactor shall allow the exchange of 10 discounted handpieces per year at a cost of $1750 each. Contractor shall provide one lamp replacement per year. Contractor Qualifications: Contractor personnel shall be trained and qualified to work on all components of the microscopes. Contractor personnel shall provide proof of pertinent successful completion of training and/or certification, upon customer inquiry. Hours of Performance: All services shall be performed during normal working hours of coverage from 8:00 am to 5:00 pm as scheduled with the Biomedical Engineering Department. Federal Holidays: The Federal Government observes the following days as holidays. HOLIDAY DATE New Year s Day January 1st * Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th * Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th * Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation APPLICABLE DOCUMENTS: BAA to be established at contract award Appendix C Appendix D Wage Determination, unless Contractor certifies it is exempt from the Service Contract Act during the Provision of ADPE Services and in accordance with FAR Part 22.1003-4(c)(1) through (3) Administrative Limitations, Variations, Tolerances, and Exemptions QUALITY ASSURANCE PLAN: Performance Objective Standard Performance Threshold Method of Surveillance PRS # 1 The contractor shall respond to service calls within 48 hours Contractor responded to all corrective action calls within 48 hours. Zero deviation. Any deviation from this standard could result in poor performance review. Documentation in the form of an email to the COR and Biomedical Engineering Department after each corrective action. INTERESTED & CAPABLE RESPONSES NCO 16 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name Business type Socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.) Person of contact (including telephone number & email address) GSA Contract number if applicable DUNS number Capability statement Responses must be submitted by 2PM (CST) , Wednesday, September 16, 2020. Responses to the information requested above may be submitted via email to
[email protected]. DISCLAIMERS This Notice of Intent to Sole Source does not constitute a solicitation. All information received in response to this notice that is marked proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e). Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.