This is a Sources Sought Constitutes Market Research The Department of Veterans Affairs Palo Alto Health Care System (VAPAHCS) CA is conducting market research to determine if there are sufficient number of qualified vendors to issue a Veteran-owned set aside or small business. In accordance with United States Code Title 38 Section 8127(d), we are seeking vendors in the following categories: Service Disabled Veteran Owned Small Business Small Business The responses from this notice will be used to make the appropriate set aside determination. The proposed solicitation will be issued as a Request for Quotation under FAR Parts 12 and 13. The contractor shall provide preventive maintenance and repair service for the three Sterrad sterilizers at VAPAHCS. The Performance Work Statement is attached to this notice. Interested contractors should provide a capabilities statement demonstrating their experience providing similar services. The period of performance for this contract will be a base year plus four option years. All interested contractors must respond by email to
[email protected] before 1:00 P.M. Pacific Time on 25 April 2018. SDVOSB and VOSB vendors are registered in the Vendor Information Pages (VIP) VetBiZ. DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. DISCLAIMER This SSN is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. 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 associated with responding to this Sources Sought Notice. Statement of Work Preventive Maintenance and Repair of Sterrad Sterilizers The Offeror shall furnish labor, materials, parts, equipment, tools, travel time and transportation to provide preventive maintenance and repair for Government owned Sterrad sterilizers located at the Department of Veterans Affairs (VA), Palo Alto Health Care System (VAPAHCS). Complete equipment listing and required testing is provided. General Information VA Palo Alto owns 3 Sterrad Sterilizers which will require preventive maintenance at minimum once per year and repair as needed. Scope of Work 1. Repairs: Coverage is to be 24 hours per day, 7 days per week, and 365 days per year. Offeror shall respond by telephone within one hour from the time a VA telephone service call is placed. A technical maintenance representative shall arrive on-site for repair within one business day after a VA service call. Offeror personnel will schedule service with Biomedical Engineering and check in with Biomedical Engineering upon arrival. Payment for services will be held if the Offeror does not follow proper reporting procedures. 2. Preventive Maintenance: Each of the 3 Sterilizers will have a preventive maintenance inspection performed once per year (schedule to be determined at start of contract) or when a specified number of cycles is reached (see below) according to the manufacturer s recommended procedure as stated in the Sterrad service manuals. Preventive maintenance/calibration inspections are as noted under the Preventive Maintenance Schedule. Preventive maintenance inspections will be coordinated with Biomedical Engineering. Maintenance will comply with all applicable regulations and manufacturer s specifications, and it will include, but is not limited to the following: 3.1 Ensuring that the equipment is operating within its specifications. 3.2 Calibrating and cleaning. 3.3 Replacing any worn or defective parts. 3.4 Installing and maintaining all software updates/upgrades. After the PM Maintenance is completed, offeror will place a green sticker on the device showing when the device needs to be inspected next (due date) and who inspected the device. The sticker can be obtained from Biomedical Engineering. EE# Manuf Model Serial Cycle count 66749 ADVANCED STERILIZATION PRODUCTS STERRAD NX 10033 60602 1200 66750 ADVANCED STERILIZATION PRODUCTS STERRAD NX 10033 60606 1200 178005 ADVANCED STERILIZATION PRODUCTS STERRAD 100NX 10104 170423 650 Note: For the Sterrad NX 10033, the cycle counter is reset after each PM. 4. Parts: The Offeror shall furnish and replace all necessary parts as required to return equipment to full manufacturer s published specifications. All parts supplied shall be OEM (Steris) parts and compatible with existing equipment. The offeror shall use new parts only. Re-built or backward-engineered parts are not permitted. 5. Documentation 5.1 The Offeror shall provide individual service reports that reference services performed on the equipment. The following information must be provided in each service report: Date of service Summary of action taken Equipment details (location, equipment ID, serial number, model, etc.) Labor hours Parts used Name of service representative 5.2 The service report must be approved and signed by the COTR or designated representative. A copy of each report must be left with COTR or designated representative at the time the services were completed and emailed to the COTR. 5.3 Invoices- Invoices must be submitted to Austin twice per year. The invoices need to include the following: 1) Period of performance. 2) Equipment EE# and Serial # and 3) Brief summary of work performed for each device. 6. Personnel Qualifications - 6.1. Offeror shall have been engaged in maintaining/servicing the equipment listed for a minimum of three (3) years. 6.2. Offeror personnel must be directly trained and qualified to work on all components of the sterilizing equipment and the latest revisions of hardware and software as required by the manufacturer (Sterrad). Offeror shall provide a copy of training maintenance certificate for the specific models listed in the quote for any field service representatives including subcontractors providing services under the terms of this contract. 7. ID Badges, Parking, and Smoking Policy 7.1 Badges: All Offeror personnel are required to wear identification (ID) badges when on VA property and surrounding grounds. Offeror ID badges must have an identification picture, name of the individual and the represented company depicted on it. VA badges will also need to be worn while on VA grounds and should be obtained through the VA Police Dispatch Center. 7.2 Parking on VA grounds: Offeror personnel are to park only in designated parking areas. Parking information is available from the VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the Offeror s personnel under any circumstances. 7.3 Smoking: Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas. 8. Hours of Performance 8.1 All services will need to be performed during normal working hours of coverage or after hours at discretion of the Contracting Officer s Representative (COR) (i.e., emergency service calls). 8.2 Vendor shall respond within 24 hours of notification of needed repairs. 6500.6 Information security Clauses Appendix B The offeror, 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. Appendix C GENERAL Offerors, offeror personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Hard Drive Security Clause All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the offeror/subcontractor or any person acting on behalf of the offeror/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the offerors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the offeror/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.