This is a SOURCES SOUGHT announcement ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought announcement MUST be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include: A. Company Name B. Address C. Point of contact D. Phone, fax, and email E. DUNS number F. Cage Code G. Tax ID Number H. Socioeconomic Status: " Service Disabled Veteran Owned Small Business " Veteran Owned Small Business " 8(a) HUB Zone " Women Owned Small Business " SBA Certified Small Disadvantaged Business " SBA Certified 8(a) " SBA Certified HUB-Zone " Small Business " Other than Small Business I. Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below: Description: The VA NY Harbor Healthcare System at the Manhattan Campus, 423 E 23 Street New York NY 10010 is requesting a preventive maintenance (PM) service to ensure that equipment listed in the SOW performs in accordance with Section C, III, Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the schedule. The North American Classification System (NAICS) code for this acquisition is 811219 (size standard of 20.5 million). This inquiry is for a preventative maintenance services and must meet or exceed all of the specs in the SOW. Please provide a capabilities statement and exactly what you can provide compared to the SOW. Please include specs and pictures (if possible). REQUIREMENTS: A. Furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, etc., for complete On-Site Preventive Maintenance and Repair Service as specified below in accordance with the terms, conditions and schedule of this agreement. B. Contract Extension: The Government will have the Option to extend the Term of the contract for Four (4) additional years at the prices you bid. This is in accordance with the provision of FAR 52.217-9 in Section - I "Contract Clauses" of this Solicitation. I. EQUIPMENT Equipment to be serviced / maintained includes: CAREASSIST BEDS W/ARS (28 EA) VERSACARE W/AIR (68 EA) VERSACARE W/FOAM (7 EA) Location at Manhattan VAMC: MEDICAL SERVICE II. DEFINITIONS/ACRONYMS: A. Biomedical Engineering - Chief or designee, at: Manhattan VAMC, 212-686-7500 ext. 7309 B. CO - Contracting Officer. C. COR - Contracting Officer Representative. D. PM - Preventive Maintenance Inspection. Services, which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with incidence of malfunction or inoperative conditions. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center. L. OSHA - Occupational Safety and Health Agency. M. OEM - Original Equipment Manufacturer. III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, and [include performance standards and specifications used when the Patient Bed were procured by VA National, Acquisition Center and any upgrades/updates]. IV. HOURS OF COVERAGE: A. Normal business hours of coverage are [Monday through Friday], [8:00am - 4:30pm], excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR. B. Preventive maintenance will be performed [annually]. Preventive maintenance is to be performed inside normal business hours. C. Work performed inside the normal hours of coverage will include service time, and include parts and travel time. Note: Hardware/software scheduled and performed inside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by COR). D. Federal Holidays observed by the VAMC are: New Year's Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Christmas Day Thanksgiving Day Independence Day And any other day specifically declared by the President of the United States to be a national holiday. IV. LABOR: A. Unlimited labor is included within the hours of coverage noted above. V. REPAIRS: A. The contractor shall maintain the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor, unlimited technical phone support, equipment, tools, materials, repair service, shipping charges and all peripherals. Equipment repairs/service as specified in Section C, in Section C, I, Equipment, software updates and parts for service in accordance with the terms, conditions and schedule of this agreement. The contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts and maintaining the equipment, including all intervening calls necessary between regular services calibrations. B. Only, the CO, COR or designated alternate has the authority to approve/ request a service call from the contractor. C. Response Time: Contractor's FSE must respond with a phone call to the COR and his/her designee within [one (1) hour] after receipt of telephoned notification [24 hours per day]. If the problem can not be corrected by phone, the FSE will commence work (on-site physical response) within [four (4) hours] after receipt of notification or completion of phone support, and will proceed progressively to completion without undue delay. Except when outside hours of coverage is authorized by the COR. D. Repair Up-Time: From the time when the FSE commences the on-site unscheduled maintenance, the repairs/service must be completed within are 24 hours (24 hours/day). VI. SCHEDULED MAINTENANCE: A. The contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in the schedule performs in accordance with Section C, III, and Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the Schedule. Within ten (10) days after the award of the contract, the contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COR. The contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. All equipment listed under Section C, I, Equipment, will have PM service performed annually. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that system is operating to the manufacturer's specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Test and replacing faulty and worn parts and/or parts which are likely to become faulty fail or become worn. 6. Adjusting and calibrating as necessary. 7. Inspecting electrical wiring and cables for wear and fraying. 8. Inspecting all mechanical components including, but not limited to patient restraints and support devices, chains, belts, bearing and tracks, interlocks, clutches, motors, mechanical integrity, safety, and performance. 9. Performing Electrical Safety Inspections, which should include line cord ground wire resistance and leakage as specified in the Conformance Standards. 10. Returning the equipment to the operating condition defined in Section C, III, Conformance Standards: B. PM Services shall be performed in accordance with, and during the hours defined in, the Preventive Maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. C. All parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. D. Upon completion of the preventive maintenance and electrical safety inspection, the FSE must tag the equipment with the appropriate labels used by each facility, if required by the facility. The FSE must fill-in label sections for: date inspection, date next due, and initials of FSE. Labels will be provided to the FSE when reporting (signing-in) to Biomedical Engineering. VII. PARTS: The contractor shall furnish and replace parts to meet the repair up-time requirements as stated in Section C, V, Unscheduled Maintenance, D, and Repair Up-time. If parts cannot be furnished by this time, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from of completion installation of the component. VIII. SERVICE/REPAIR: The contractor shall maintain all of the equipment listed in Section C, I, Equipment. In the event that an equipment needs service/repair, the contractor's FSE must respond with a phone call to the COR and his/her designee within [one (1) hour] after receipt of telephoned notification [24 hours per day]. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) to identify and help eliminate any problems, within [four (4) hours] after receipt of notification or completion of phone support, and will proceed progressively to completion without undue delay. Notice to Potential Offerors: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This announcement shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM) located on the web at www.sam.gov. It is desirable that any Offeror to have completed their business Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to this announcement must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at https://www.vip.vetbiz.gov/. All interested Offerors should submit information by e-mail to
[email protected]. All responses are to be received NO LATER THAN WED, May 27, 2015, 9AM EST. Please refrain from telephonic communication.