Page 4 of 4 THIS IS A SOURCES SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. No formal solicitation document exists at this time. We are seeking information for market research purposes only. The Government will not pay for any information solicited. The VHA Network Contracting Office 17 (NCO 17) is conducting a market survey to find Qualified, Authorized vendors capable of providing maintenance and repair services to the Steris Sterilizers (see attached list) manufactured by Steris Corporation for the North Texas VA Healthcare System, Texas Valley Coastal Bend VA Healthcare System, El Paso VA Healthcare System and a few other Healthcare Systems (herein VA Medical Centers) in NCO17. Note: To help prevent gray market items entering VHA facilities, Contractor shall be required to provide a copy of the authorized distributor letter from Steris Corp in order to verify that they are an authorized distributor of the products/services requested. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT STERIS Sterilizers Maintenance and Repair Services Scope of Work: The contractor shall provide all labor, supervision and all other resources required to perform annual preventive maintenance (PM) procedures during the contract year as arranged with the Contracting Officer s Representative (COR). Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's (OEM) established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COR). A Field Service Report shall be supplied to the COR at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but are not limited to, the following: Cleaning of equipment (not housekeeping). Completing OEM field service updates for operational and reliability engineering change notices. Aligning, calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts. Inspecting/replacing electrical wiring and cables for wear and fraying. Inspecting all mechanical components including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to OEM specifications. Returning the equipment to operating condition defined in the Original Equipment Manufacturer specifications. Replacing any OEM labels, decals, and or warning tags that are not legible. Providing documentation of services performed. BACKGROUND: The sterilizers are used for sterilizing instruments and equipment for clinical use. SCHEDULED MAINTENANCE PROCEDURES: Contractor must provide Engineering Service with a written description of the procedures to be performed on each equipment item. The description must be provided in sufficient detail to be acceptable to the field inspectors of The Joint Commission. This shall be provided within 30 days of award of contract. All equipment covered under this contract shall receive preventative maintenance in accordance with OEM specifications. All scheduled preventive maintenance performed, shall be accompanied by a technician's work-order, describing in detail, all work that has been done, including parts used, and P/N's (part numbers). 4. PERIOD OF PERFORMANCE: Period of performance shall be from 1 October 2017 through 30 September 2018 plus four (4) option years. 5. SCHEDULING ARRANGEMENTS: Vendor shall provide technical telephone support, 24 hours per day, seven days per week. Except by special alternative arrangement, scheduled maintenance shall be provided only during VA Medical Centers normal working hours (8:00 a.m. to 5:00 p.m., Monday thru Friday, (excluding holidays) local site time. The Contractor must provide the COR with a statement describing an acceptable arrangement for notifying the VA Medical Centers when equipment should be made available for servicing. This shall be provided within 30 days of contract award. 6. REPAIR SERVICES: This arrangement shall include unlimited emergency repair and call-back repair services. The contractor shall provide on-site, Monday through Friday, 8:00am to 5:00pm, (excluding holidays) emergency repair service for urgently needed equipment. This shall include all necessary parts, labor, travel and materials to maintain and repair all equipment included in on the contract. The Contractor shall provide a commercial and toll-free telephone number for standard and/or emergency assistance, twenty-four (24) hours a day, seven (7) days a week. Contractor shall repair all listed equipment with manufacturer's recommended parts and services. The contractor may elect to either repair or replace failed components of all Steris Corp. equipment. The contractor shall initiate corrective maintenance when equipment defects are discovered as a result of performing preventive maintenance. Upon receiving a trouble-call from the VA Medical Centers, the contractor shall make a return telephone call within one hour after notification by customer. Provide onsite support within 24 hours of notification by customer, if the service issue cannot be resolved remotely. Vendor shall provide next-day parts delivery. The contractor shall restore the equipment to FULL PERFORMANCE within twenty-four (24) hours of the original call. "FULL PERFORMANCE" means that all defective parts have been replaced with parts equivalent to or better than the original manufacturer's parts and that the instrument meets or exceeds the manufacturer's original performance specifications. It is acceptable to provide loaner equipment for equipment that cannot be repaired within this time frame. If at any time during the performance of this contract, the service or material is not covered under this contract and is therefore chargeable, the Contractor shall acquire approval from the Contracting Officer and COR, and should withhold further performance of service pending approval. Under normal circumstances, a purchase order would have to be issued for such charges. The Contractor shall contact Engineering Service to initiate the process to issue a purchase order. 11. END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer's performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there shall be a final inspection of all equipment at which the Contractor, the new Contractor and the COR will be present. Any deficiencies noted shall be the responsibility of the previous Contractor and shall be corrected by the terms of this contract. 12. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. The COR and the Contractor will assure that- a. No other information except what is in this contract will be shared with the contractor in any follow up communication. b. None of the information in this contract includes Protected Health Information (PHI) or Individually Identifiable Information (III). All interested parties should respond, in writing, via email to
[email protected]. No telephone inquiries shall be accepted. In response, please include the following: Company/individual name, Address, Point of contact with phone number Information describing your interest, Indicate FSS/GSA contract number or Open Market, as applicable FSS Category you qualify for Tax ID number DUNS number Capabilities statement Company Socio-Economic SIZE (example large, small, SDVOSB, VOSB, WOSB etc.) If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov), Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, due to time constraints, vendors must be registered in System for Award Management (SAM) at www.sam.gov to be considered for award. Your response is required by 12:00 Noon EST on July 12 th, 2017. Attachment: Steris Equipment List