Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Q-Matic Corporation for service and maintenance for the Q-Matic devices and Q-Matic systems applications (Pharmacy and Lab) at the Milo C. Huempfner Department of Veterans Affairs Outpatient Clinic (per attached SOW) located in Green Bay WI. Q-Matic is the only vendor capable of providing service to their proprietary software system as well as their hardware systems. This acquisition is conducted under the authority of 41 U.S.C 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base, plus four option years. The NAICS Code is 811219. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, any firm that believes it can meet these requirements may give written notification to the Contracting Specialist by 9:00 AM Local time Monday, October 21, 2019. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contract Specialist, Della Bond at
[email protected]. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with Q-Matic Corporation. DISCRIPTION OF WORK SCOPE. With the exception of those items listed in paragraph 5 as Government furnished supplies and services, the Contractor shall provide all transportation, labor, parts, materials, individual tools and test equipment required to service and maintain the following equipment: Q-Matic Devices and Q-Matic Systems Applications LOCATION: The Q-Matic Devices and Systems Applications are located at 2851 University Ave, Green Bay WI 54311 room 1E002. The contractor s service technician shall report to Administration Office 1N001 prior to and on completion of their work to sign in and out QUALITY CONTROL The Contractor shall develop and maintain a quality program to ensure services are satisfactorily performed in accordance with the terms and conditions specified herein. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. HOURS OF OPERATION. a. Normal hours of operation at the facility are Monday through Friday from 8:00 am to 4:30 PM, excluding holidays. All work must be scheduled in advance with the COR on a mutually agreed upon date and time. b. Federal Holidays observed by the VAMC are: New Years Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Government Provided Services The Government will provide: An individual from the using activity to be on hand if scheduled service inspections or service calls aren t completed before the end of our work day , 4:30 pm. An individual from the activity to sign service reports verifying the completion and satisfaction of the service(s) performed CONTRACTOR FURNISHED EQUIPMENT, PARTS, MATERIALS AND SERVICES Except for the supplies and services stated in paragraph 5 to be Government furnished the contractor shall furnish/provide the following: Unlimited telephone Support , 5 days per week (Monday-Friday 6am-6pm) Onsite support, if required , 5 days a week (Monday-Friday 6am-6pm) Software updates and upgrades Overnight parts replacement Two remote 1-hour refresher training seminars Access to the Qmatic training portal Priority case handling All work expected to be billable outside the contract must be quoted to the COR and authorized by CO prior to performance. SECURITY REQUIREMENTS. The Contractor s employees shall wear visible identification at all times while on the premises of the GB HCC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or from the COR. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the GB HCC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. DAMAGE: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the Contractor will be repaired and or replaced to the satisfaction of the VA at the Contractor s expense. MATERIAL SAFETY DATA SHEETS: Prior to commencement of services the Contractor shall provide the material Safety Data Sheets in accordance with VA and OSHA regulations. DEFINITIONS/ACRONYMS: EPA - Environmental Protection Agency OSHA Occupational Safety and Health Administration VA Veterans Administration JCAHO Joint Commission on Accreditation of Healthcare Organizations CO Contracting Officer F. COR Contracting Officer s Representative G. FSE Field Service Employee. A person who is authorized by the Contractor to perform services on the VAMC premises H. VAMC Department of Veterans Affairs Medical Center REPORTING REQUIREMENTS. The Contractor shall be required to report to the COR assigned; should the COR not be available the Contractor shall sign in with the executive secretary room 1N003. This check in is mandatory. Upon completion of each service visit, the Contractor document services rendered on a legible report. The FSE shall also be required to log out with the above or as specified by the COR. ALL reports shall be submitted to the COR for an acceptance signature . If the COR is unavailable, a signed, authorized copy of the Report will be sent to the Contractor after the work can be reviewed (if requested or noted on the Report). VA Contact Person(s): Telephone Number & Extension(s): Contractor Provide telephone number(s) to call for your Service: First point of contact: _______ Phone No. ____________ and Cell Phone: ________________, Second Point of Contact: _________ Phone No. ___________ and Cell Phone: _______________. PRE-WORK ORIENTATION: A. Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the Contractor regarding these topics and will document the meeting) Fire and Safety Infection control Disaster procedures Security B. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. C. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. INSURANCE: Worker compensation and employer's liability: Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. General liability: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property damage liability: Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. BASE PERIOD: November 1, 2019 through October 31, 2020 Item Description Qty/Unit Cost Per Month Total 0001 0002 Emergency services for the Qmatic Software Maintenance and Qmatic Hardware Maintenance 12 months 12 months $_______ $_______ $_______ $_______ OPTION YEAR I: November 1, 2020 through October 31, 2021 Item Description Qty/Unit Cost Per Month Total 0003 0004 Emergency services for the Qmatic Software Maintenance and Qmatic Hardware Maintenance 12 months 12 months $_______ $_______ $_______ $_______ OPTION YEAR II: November 1, 2021 through October 31, 2022 Item Description Qty/Unit Cost Per Month Total 0005 0006 Emergency services for the Qmatic Software Maintenance and Qmatic Hardware Maintenance 12 months 12 months $_______ $_______ $_______ $_______ OPTION YEAR III: November 1, 2022 through October 31, 2023 Item Description Qty/Unit Cost Per Month Total 0007 0008 Emergency services for the Qmatic Software Maintenance and Qmatic Hardware Maintenance 12 months 12 months $_______ $_______ $_______ $_______ OPTION YEAR IV: November 1, 2023 through October 31, 2024 Item Description Qty/Unit Cost Per Month Total 0009 0010 Emergency services for the Qmatic Software Maintenance and Qmatic Hardware Maintenance 12 months 12 months $_______ $_______ $_______ $_______ GRAND TOTAL BASE PLUS ALL OPTION RENEWAL PERIODS: $_______