This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/ Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and Size Standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/ Project requirements: Full-service contract for the Alcon Constellation LXT, LenSx, and Centurion Ophthalmology equipment at the VA Medical Center located in Dallas, TX, which is part of the VA North Texas Healthcare System (VANTHCS). Anticipated period of performance: Base: January 1, 2020 December 31, 2020 Option Year One: January 1, 2021 December 31, 2021 Option Year Two: January 1, 2022 December 31, 2022 Option Year Three: January 1, 2023 December 31, 2023 Option Year Four: January 1, 2024 December 31, 2024 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: A tailored capability statement indicating the firm s ability to provide the services required in the Description of Service Section. Include any certifications/qualifications for accomplishing repairs the work listed in the Statement of Work. Firms must submit documentation from ALCON, Vision, LLC stating that they are an authorized third-party vendor and have the necessary certifications and training to perform the work. This documentation must be on ALCON Vision, LLC letterhead. The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code; Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to
[email protected] with the subject line "Sources Sought, Full-Service Alcon Equipment Contract/your company name" by 11:59pm CST on December 4, 2019. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK GENERAL: The contractor shall provide a service contract for the Alcon Constellation LXT, LenSx, and Centurion Ophthalmology equipment at the VA Medical Center located in Dallas, TX, which is part of the VA North Texas Healthcare System (VANTHCS). PLACE OF PERFORMANCE: VA North Texas Health Care System Dallas VA Medical Center 4500 S. Lancaster Rd. Dallas, TX 75216 DESCRIPTION OF WORK: The contractor shall provide all required service, labor, travel, and parts for the VA software and equipment in accordance with the original equipment manufacturer specifications. Field service engineers must be licensed or contracted with the original manufacturer in order to work on the equipment. All parts must be certified new from the original manufacturer. Reference below for equipment type and the required service: Equipment: Alcon Clinical and Technical Service Plan Service Coverage Equipment Type Model Serial Number Quantity Service Location Optical Laser Constellation LXT 1101619101X 1 Comprehensive Monday Friday 08:00-17:00 CST 24-hour Telephone Support Annual Planned Maintenance (Twice per year) Annual Recertification Onsite Repairs as Required OEM Parts that require an FSE to install Case Support BB220 2J Optical Laser LenSx 1013-A541 1 Premium Monday Friday 06:00-21:00 CST 24-hour Telephone Support Annual Planned Maintenance Annual Recertification Onsite Repairs as Required OEM Parts that require an FSE to install Case Support BB220 2J Optical Laser Centurion 1503192701X 1503252401X 2 Comprehensive Monday Friday 08:00-17:00 CST 24-hour Telephone Support Annual Planned Maintenance Annual Recertification Onsite Repairs as Required OEM Parts that require an FSE to install Case Support BB220 2J (1) Constellation LXT (1101619101X) Comprehensive Monday Friday 08:00-17:00 Local Time Telephone Support Annual Planned Maintenance (Twice per year) Annual Recertification Onsite Repairs as Required Parts that require an FSE to install Case Support LenSx (1013-A541) Premium Monday Friday 06:00-21:00 Local Time Telephone Support Annual Planned Maintenance Annual Recertification Onsite Repairs as Required Parts that require an FSE to install Case Support (2) Centurion (1503192701X, 1503252401X) Comprehensive (What does the comprehensive service include?) Monday Friday 08:00-17:00 Local Time Telephone Support Annual Planned Maintenance Annual Recertification Onsite Repairs as Required Parts that require an FSE to install Case Support TYPE OF CONTRACT: Firm fixed price HOURS OF PERFORMANCE: Delivery of services shall occur Monday Friday 08:00-17:00 CST for the Centurion and Constellation LXT, and Monday Friday 06:00-21:00 CST for the LenSx. HOLIDAYS: The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday. HOLIDAY DATE New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 GOVERNMENT BADGES: The Contracting Officer Representative (COR) or VAMC Representative will coordinate the issuance of required access badges to Contractor personnel. Contractor personnel shall wear laminated identification badges provided by the Government always when performing. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract. CONTRACTOR BADGES (NOT APPLICABLE): All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. SAFETY/SECURITY REQUIREMENTS: The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and actor supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR. CONDUCT OF PERSONNEL: Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract. CONTRACTORS ATTIRE AND APPEARANCE: Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority. DOCUMENTATION: At the completion of each service call or scheduled maintenance, the contractor shall provide a written service report to the primary and/or alternate contact person. This report will clearly indicate the following: Date of service Name of vendor service technician/engineer Type of service performed Model Serial number VA barcode (EE) number of the component of the system if applicable Description of the service completed List of any parts replaced Contract purchase/obligation number (549-Cxxxxx) PERIOD OF PERFORMANCE: Base and four option year renewals Base: January 1, 2020 December 31, 2020 Option Year One: January 1, 2021 December 31, 2021 Option Year Two: January 1, 2022 December 31, 2022 Option Year Three: January 1, 2023 December 31, 2023 Option Year Four: January 1, 2024 December 31, 2024 CONTRACTING OFFICER REPRESENTATIVES: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. INFORMATION TECHNOLOGY SECURITY REQUIREMENTS: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. RECORDS MANAGEMENT STATEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.