J--PM Tissue Processor - Erie | EDA: 03/01/2016

Sources Sought NOTICE: This is not a request for quotes or proposals. No formal solicitation document exists at this time. Erie VA Medical Center has a need for Pathos and Logos services, see the below SOW for details. This sources sought notice is issued in an attempt to determine level of interest in doing business with the VA. Responses will assist VA planners in determining an appropriate acquisition strategy which best fits VA requirements. Interested parties are requested respond to this notice no later than February 9, 2016, 2:00 PM Eastern Time. Please provide the companies Dun & Bradstreet (DUNS) number. Please also indicate whether small or large business and whether or not registered in www.sam.gov formerly Central Contract Registration (CCR). SAM registration is free and a mandatory requirement for award of any government contract or agreement. Please email requests or questions to: April Stanch, [email protected]. Telephone requests will not be accepted. Please note "VA244-16-Q-1134 sources sought notice" in the subject line of the email. Statement of Work: Contractor will provide a quotation for the services requested within this Scope of Work for the following equipment: Tissue Processor MFGR : Milestone Medical Model# : 62070 PATHOS S/N: 074420086 EE# : 13637 Location : Laboratory - Histology Fiscal Year 2016 (period of performance 03/01/2015 - 02/28/2016) Cost per month Fiscal Year 2017 (period of performance 03/01/2016 - 02/28/2017) Cost per month Fiscal Year 2018 (period of performance 03/01/2017 - 02/28/2018) Cost per month Fiscal Year 2019 (period of performance 03/01/2018 - 02/28/2019) Cost per month Fiscal Year 2020 (period of performance 03/01/2019 - 02/28/2020) Cost per month Tissue Processor MFGR : Milestone Medical Model#: LOGOS S/N: 134815124 EE#: 23727 Location : Laboratory - Histology Fiscal Year 2016 (period of performance 03/01/2015 - 02/28/2016) Cost per month Fiscal Year 2017 (period of performance 03/01/2016 - 02/28/2017) Cost per month Fiscal Year 2018 (period of performance 03/01/2017 - 02/28/2018) Cost per month Fiscal Year 2019 (period of performance 03/01/2018 - 02/28/2019) Cost per month Fiscal Year 2020 (period of performance 03/01/2019 - 02/28/2020) Cost per month QUALIFICATION OF BIDDERS: Bids will be considered only from bidders who are regularly established in the service called for and who, in the judgement of the Contracting Officer are financially responsible. The bidder must provide documentation to verify their competency to work on the equipment upon submittal of a quotation. The documentation may consist of a letter from the Manufacturer verifying the service representative has been trained or a Manufacturer's training certificate. The Contracting Officer reserves the right to refuse bidders who do not satisfactorily demonstrate these requirements. INSPECTION OF PREMISES AND EQUIPMENT: Bidders shall visit the Medical Center to fully inform themselves regarding the conditions under which the services are to be performed. They shall make technical inspections of the equipment to ensure a thorough knowledge of existing conditions. Submission of an offer to maintain the equipment shall constitute acceptance of equipment in the existing condition. If the equipment is not in acceptable working condition, the cost to bring the equipment into an acceptable working condition will be included in the cost of the contract. The Contracting Officer reserves the right to either order the equipment repaired or delete the specific item of equipment from the contract. SERVICE: PATHOS: Service shall consist of, but is not limited to technical inspections, cleaning, lubricating, adjusting, calibrating and installation of the PM kit. Contractor will perform all preventive maintenance inspections, PM kit installations and repairs in accordance with the manufacturer's procedures. Contractor will provide full service coverage for equipment failures and shall include replacing failed parts as needed, troubleshooting, repairing and travel or zone charges without additional cost to the government and maintaining the equipment in first class operating condition, including all intervening/emergency calls necessary between regular inspections, but excepting services necessitated by accident, fire or abuse. LOGOS: Service shall consist of, but is not limited to technical inspections, cleaning, lubricating, adjusting, calibrating and installation of the PM kit. Contractor will perform all preventive maintenance inspections, PM kit installations and repairs in accordance with the manufacturer's procedures. Contractor will provide full service coverage for equipment failures and shall include replacing failed parts as needed, troubleshooting, repairing and travel or zone charges without additional cost to the government and maintaining the equipment in first class operating condition, including all intervening/emergency calls necessary between regular inspections, but excepting services necessitated by accident, fire or abuse. The bidder will coordinate all services through the Biomedical Engineering Contracting Officer's Representative (COR) and must obtain approval before performing any service or using any parts or supplies that are not covered under the contract. Services will be performed between the hours of 8:00am and 4:30pm, Monday through Friday, unless otherwise approved by the Biomedical Engineering COR. The Contractor will confirm the date of the preventive maintenance inspection 48 hours prior to the date of the planned visit. CALIBRATION AND DOCUMENTATION OF CONTRACTOR'S TEST EQUIPMENT: Test and measuring equipment used by the Contractor in performance of this contract must be calibrated in the last twelve months to a traceable national or international standard such as National Institute of Standards and Technology (NIST). For each service instance in which Contractor test or measuring equipment is used to calibrate, maintain or repair the medical equipment included in this contract, the Contractor must track the specific test or measuring equipment used. Ideally, this test or measuring equipment should be uniquely identified on the service documentation provided to the facility at the completion of the service instance. This identification should be traceable back to the specific test and measuring equipment used. Upon request, Contractor must provide COR/Biomedical Engineering with documentation of the calibration of this test and measuring equipment. This documentation should include at least the following: a. Unique identifier for the test and measuring equipment. This should match the identifier on the service documentation provided to Biomedical Engineering. b. Testing interval. c. Test date. d. Next test due date. e. "As received" and "As returned" status of the equipment being tested (e.g., was equipment in tolerance or not when received for testing and was equipment in tolerance or not when returned). f. Calibration results data. g. Identification of the device used to test equipment. h. Statement of traceability to the national or international standard used in the testing and calibration of the equipment. The national or international standard will be specified on the certificate. i. Reference to the testing procedure used. j. Calibration company identification information including company name, address, phone number and name of specific representative completing performance testing and calibration service. REPORTS: The Contractors representative shall report to the Medical Center Police office to sign-in and obtain a contractor's identification badge prior to performing any preventive maintenance inspections or repairing of the equipment. After obtaining a contractors identification badge the Contractor's representative shall notify the Biomedical Engineering COR to inform them of their presences on station. Upon completion of the service call the Contractor's representative shall inform the Biomedical Engineering COTR and provide a copy of the service report. The report shall include 1) date of service 2) equipment serviced 3) action taken 4) parts replaced 5) any costs not covered under the service contract 6) signature of authorized VAMC official 7) copy of all pertinent data and test results against the equipment. EMERGENCY REPAIRS: The Contractor will be required to respond by telephone within two (4) hours after notification, by an authorized VAMC employee, of an emergency repair for the contracted equipment. A service technician must arrive at the Medical Center within twenty-four (48) hours to evaluate or initiate repair of the equipment. Once repair work has commenced, it is expected that the repair will be completed as expeditiously as possible to minimize the downtime. Upon acceptance of the contract, emergency work will only be accepted if ordered by an authorized VAMC employee. 1. Jerry Skalko, Spvr. Biomedical Equipment Support Specialist 2. Steve Sommers, Biomedical Equipment Support Specialist 3. Ann Pesta, Biomedical Equipment Support Specialist 4. Chief of Engineering Any work directed by any other VAMC employee or unauthorized work completed by the Contractor shall be at the liability of the Contractor. All work shall be performed in accordance with all commercial "good manufacturing practices". REPLACEMENT PARTS : The cost of all parts used in the repair of the processors will be provided by the Contractor, under this agreement. Only new standard parts, produced by the manufacturer of the equipment or proven equal, shall be furnished and installed by the Contractor. All parts shall be of current manufacture and shall have full versatility with presently installed equipment. The Contractor must obtain approval from the Biomedical Engineering COR or the authorized VAMC employee before using any parts or supplies that are not covered under this contract. FREQUENCY OF INSPECTIONS: The equipment covered under this will receive one (1) preventive maintenance inspection per year. The preventive maintenance inspection will be performed no later than 4 months after the award of the contract. Within 30 days after the award of the contract, the Contractor and the VAMC will establish a mutually acceptable schedule for preventive maintenance inspections for the equipment listed. In no event shall the schedule be deviated from by more then two (2) weeks without the approval of the Contracting Officer. PAYMENTS: Payments will be made in accordance with the established schedule and after receipt of properly prepared invoices. Invoices shall be billed on a monthly basis. Invoices must contain the Contractors billing address, invoice number, invoice date and current purchase order number. Invoices may be submitted directly to: Financial Services Center P.O. Box 149971 Austin, Texas, 78772. CANCELLATION: If during the contract period the equipment is deemed, by the Government, to be unrepairable, not cost effective to be repaired or is replaced with new equipment, the VA Medical Center reserves the right to delete the applicable equipment from the contract and/or cancel the entire contract thirty (30) days after notifying the Contractor of the intent to cancel the contract. Work not performed by the Contractor will be deducted from the contract on a pro-rata basis. PRIVACY TRAINING: . VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or use of VA Sensitive Information (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place. A. The contractor shall provide to the VA COR a copy of the completed training certificate(s). INFORMATION SECURITY REQUIREMENTS: The C&A requirements do not apply, and a Security Accreditation package is not required. BACKGROUND INVESTIGATION: In accordance with the memo, subject: Contractors Excepted from Background Investigations and Screenings, dated Feb. 8, 2007, a background investigation is not needed for this contractor. The contractor does not meet the requirements for a background investigation, based on the clarification, provided in the memo, which states: "Contract personnel with limited and intermittent access to equipment connected to facility networks where PHI may be resident, including medical equipment contractors who install, maintain and repair networked medical equipment such as CT scanners, EKG systems, ICU monitoring, etc. Here medical facilities must have a VA Business Associate Agreement with the vendor to assure compliance with the requirements of the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996."