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 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. STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project Repair of MR-6A Rigid Scope 2. Scope of Work: The contractor shall provide all resources (labor, equipment, tools, materials, preventive maintenance service, and parts) necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Equipment: Manufacturer: Olympus America Device Name: Rigid Scope ID#: Model: MR-6A Serial# 210625 Site ID# Service Reference# (if applicable) 3. Background: Explanation of issue: Using Service: PERIOPERATIVE Description of Service: Dents on the distal tip and must be repaired or replaced Note; Any additional service or parts required to return the unit to full operational condition must be approved prior to continuing work. Unapproved service or parts will not be compensated. Patient Care Affected: This scope is needed for direct patient care and must be repaired in a timely manner. 4. Performance Period: Normal business hours: [Monday - Friday] from [7:00am to 6:00pm], excluding federal holidays. Federal holidays 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. Contractor Response Time: calendar days (24 hours/day) from date of award Biomedical Engineering Designee: Gloria Copeland (
[email protected]) Fredrick Rosser (
[email protected]) COR: Salvatore Tatta (
[email protected]) Biomedical Engineering Contact Information: 718-584-9000 ext. 6870 Room: 6A05 5. Type of Contract: Contract Type: Firm Fixed Price 6. Additional Requirements: a. All service/repairs will be performed during normal business hours of coverage unless requested and approved by [COR]. b. The contractor must respond to the Biomedical Engineering Designee and/or COR with a phone call within [two (2) hours] [24 hours per day], after receipt of telephoned service call notification, by Contracting Officer (CO). c. If the problem cannot be corrected by Biomedical Engineering, the contractor shall commence work (on-site) within [24 hours] after receipt of initial service call notification and will proceed progressively to completion without undue delay. For example, a [24] hour response means, if a call is placed at [10:45am Monday], [September 9th], the contractor must start on-site service before [10:45 am Tuesday], [September 10th], except when repairs outside of normal business hours is authorized by the COR. d. The contractor shall complete the work required under this SOW in calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor's proposal, the contractor's proposed completion date shall prevail. e. Reporting Requirements: The contractor shall be required to: 1. Once the contractor arrives on site, they must be issued a temporary identification badge by the VA Police and Security. It must be worn at all times above the waist, in front, with the face of the card visible. 2. Once issued a temporary identification badge, they are to report to the Biomedical Engineering Department to log in and sign the VA vendor sign-in sheet located on the outside door of the Biomedical Engineering Department. This check in is mandatory. 3. The contractor will then be escorted by Biomedical Engineering personnel to the respective work site. 4. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible Equipment Service Report (ESR). 5. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or Biomedical Engineering designee for an "authorization signature". 6. If ESRs are available electronically, a signed authorized copy of the ESR will be sent to COR and Biomedical Engineering designee via email to the addresses identified above. 7. Upon completion, the FSE shall be required to log out with Biomedical Engineering. f. Documentation: The contractor must provide documentation of services provided as described below: The documentation will include legible detailed descriptions of the services performed, including replaced parts and costs. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. All records and logs shall be turned over to the COR or Biomedical Engineering Designee at the completion of the work performed. The documentation at a minimum, shall document the following data legibly and in complete detail: A. Name of Contractor. B. Name of Field Service Engineer (FSE) who performed services. C. Contractor Service Number/Log Number. D. Date, Time, Equipment Downtime and Hours-On-Site for service call. E. Description of Problem Reported by COR/User. F. Identification of Equipment to be serviced: INV. ID #, Manufacturer's Name, Device, Model#, Serial#, and any other Manufacturer's ID#'s. G. Itemized Description of Service Performed (including Costs associated with after normal working hour services, if applicable), including: Labor, Travel, Parts, Materials, and Circuit Location of problem/corrective action. H. Total Cost to be billed. I. Signatures: 1. FSE performing services described. 2. Biomedical Engineering Employee who witnessed service described. J. Equipment downtime g. Failure to provide the COR with all required documentation, equipment service reports and/or logs will result in an automatic 10% deduction from the total payment due for repair services provided. h. In addition, if contractor repairs services are approved by the COR and performed after normal business hours, the contractor will leave any paperwork and sign in/out at the VA Police and Security office in the main lobby. i. The vendor/contractor will identify if removable media is required to perform their duties. Biomedical Engineering will ensure the contractor's removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device or facilities system. Any vendor/contractor with patient sensitive information that is imported into the removable media device for any reason must purge all patient sensitive information prior to departure from the facility. j. All parts supplied shall be compatible with existing equipment. The contractor shall use OEM new parts only. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from the date of completed installation of the component. Used parts, shall not be installed without approval by the COR. k. Government property shall remain the property of the Government in all respects, including but not limited to hard drives; ePHI (electronic patient healthcare information), etc. Parts replaced become the property of the Government. The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property. l. Repair parts must be sent to the attention of the COR to the following address, at no additional expense to the Government: James J. Peters VA Medical Center Biomedical Engineering, Room 6A05 130 West Kingsbridge Road Bronx, NY 10468 m. The contractor shall provide to the contracting officer and his/her designee with written proof that all gauging and measuring equipment used to check and calibrate the equipment has been calibrated according to the specifications of all applicable standards. n. If a vendor does not follow these procedures, they are subject to nonpayment of any of the services provided, at the discretion of the Contracting office. 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 (preferred) to
[email protected] and include the RFQ (RFI) number, title of the project (Automatic Swing Doors Operator), and company name in the email subject heading. All responses are to be received NO LATER THAN Monday, November 2, 2015, 12PM EST. Please refrain from telephone communication.