VA247-17-Q-0484 Page 1 of Page 1 of 7 Page 1 of The Department of Veterans Affairs, VISN 7, intends to award a sole source contract to E3 / Tele-Acoustics who is the sole distributor for Grason-Stradler products and service for North Carolina and South Carolina, specifically for bi-annual calibration acoustic equipment at the Dorn VA Medical Center, 6439 Garners Ferry Road, Columbia, SC 29209. Interested persons may identify their interest and capability to respond to the requirement or submit proposals. This notice of intent is not a request for competitive proposals or a solicitation for offers. However, parties interested in responding to this notice shall submit technical data, including cost, sufficient to determine capability in providing the same product to Joseph M. Locke, Contract Specialist at
[email protected]. Phone number: 803-776-4000, Ext: 7814 by May 15, 2017 no later than 9am EST. All capability statements received by the closing date of this notification of this synopsis will be considered by the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This acquisition is being conducted under FAR Part 12 commercial procedures. There are no set-aside restrictions for this requirement. The intended procurement will be classified under North American Industry Classification System (NAICS) 423450- Medical, Dental and Hospital Equipment and Supplies Merchant Wholesalers. This is for informational purposes only and not to be considered as a commitment by the Government. Any information submitted to this notice of intent is voluntary. Statement of Work Calibration of e3 Tele Acoustics Equipment in Columbia, Greenville, and Anderson Clinics 1. REQUIREMENT: This requirement is for a new Base + 4 options for calibration of all e3 Tele-Acoustics equipment located in Columbia, Greenville, and Anderson Outpatient Clinics. 2. BACKGROUND: There are e3 Tele-Acoustics pieces of equipment located in Columbia, Greenville, and Anderson Outpatient Clinics that require bi-annual calibration, routine cleaning, warranty replacement, and preventive maintenance. It is in the Government s best interest to establish a preventive maintenance/calibration contract with e3/Tele-Acoustics representative. 3. PERIOD OF PERFORMANCE: This is a recurring requirement and is requested for a base + 4 option years. Services will be performed during normal duty hours of 8:00am - 5:00pm Monday Friday, excluding Federal holidays. If extended hours are required by the contractor they must notify Biomedical Engineering and the owning department prior to scheduling the work. Base Year: June 1, 2017 May 31, 2018 1st Option Period June 1, 2018 May 31, 2019 2nd Option Period June 1, 2019 May 31, 2020 3rd Option Period June 1, 2020 May 31, 2021 4th Option Period June 1, 2021 May 31, 2022 4. PLACE OF PERFORMANCE: The equipment is located in Columbia, SC, Greenville, SC and Anderson SC Outpatient Clinics. 5. PERFORMANCE REQUIREMENTS: Vendor shall provide all personnel, parts, tools, glassware, test equipment, service manuals, computer software, applications support and schematics necessary to effect repairs and preventive maintenance procedures on all of the identified equipment during normal working hours, 8:00 AM 4:30 PM EST Monday through Friday except holidays. The Vendor s service representative (VSR) will contact Biomedical Engineering (803-776-4000 Extension 7578/7583) to schedule an inspection or prior to responding to a service call. VSR will acknowledge receipt of a service call within 2 hours and will arrive on the premises to effect repairs within 24 hours. VSR will provide, upon request, suitable loaners for contracted equipment that will be out of service for more than 48 hours. Equipment repaired by the VSR or loaned to the Medical Center by the vendor will be calibrated and safety tested by the VSR before being placed into service. VSR will not deviate from this protocol without the prior approval of Biomedical Engineering representative. The vendor s service representative will present the field service report to a representative of Biomedical Engineering for an authorized signature, leaving one legible copy for inclusion in the individual equipment s Historical Maintenance Record. Vendor will also provide Biomedical Engineering with a legible copy of the calibration reports including numerical values of measurements taken within 5 business days. Scheduled preventive maintenance will include, but not be limited to, electrical safety testing, lubrication, adjustments, calibration, testing and replacement of faulty parts and parts which are likely to fail at no additional charge, returning the instruments or equipment to the operating conditions specified by the manufacturer, NFPA 99 and VA MP-3 guidelines. A copy of the Preventive Maintenance Inspection procedure (including Qualitative and Quantitative tests) used by the vendor service representative for each item listed on the contract, shall be made available upon request. All work shall be performed by competent, experienced personnel qualified to work on the specified equipment in accordance with good manufacturing practices. Vendor will provide factory training certificates/competencies for all technicians assigned to service the specified equipment, in accordance with JCAHO standards. Such certificates/competencies are to be submitted to Biomedical Engineering within 30 days from date of contract award. Failure to provide required documentation will result in non-payment of invoices for this service. Per ISO 9001, vendor must list all the test equipment that had been used along with the details including their calibration due date, test equipment name, model, serial number, Mfg. etc. on the service report during any service associated with medical equipment Training for two Biomedical Technicians will be provided so that the government biomed technicians can handle all FIRST CALL service on the existing contracted medical device system, and/or will include all service possible on the medical device system, given that factory quality parts are available under the contract. Training will include all service kit materials and software mode authorizations. Training will include all airfare, meals, transportation and hotel accommodations during the training event. This is an optional item that can be cancelled, if the government makes a decision 60 days before the training not to attend. 6. INVOICES: a. Payment will be made monthly in arrears, invoices will be prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Period Supply or Service Provided Total Amount Due b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge. c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows: Â Â Â Â Â Â Â Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email:
[email protected] FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email:
[email protected] Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP 7. TERMINATION FOR CONVENIENCE: In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. 8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. B.4 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 BI-ANNUAL CALIBRATION OF ALL E3/TELE-ACOUSTICS EQUIPMENT LOCATED IN COLUMBIA, GREENVILLE AND ANDERSON OUTPATIENT CLINICS. EQUIPMENT SPECIFIED BELOW: VERIFIT H.A./PROBE ANALYZER CALIBRATION IN COLUMB Contract Period: Base 1.00 YR __________________ __________________ 0101 BI-ANNUAL CALIBRATION OF ALL E3/TELE-ACOUSTICS EQUIPMENT LOCATED IN COLUMBIA, GREENVILLE AND ANDERSON OUTPATIENT CLINICS. EQUIPMENT SPECIFIED BELOW: VERIFIT H.A./PROBE ANALYZER CALIBRATION IN COLUMB Contract Period: Option Year 1 1.00 YR __________________ __________________ 0102 BI-ANNUAL CALIBRATION OF ALL E3/TELE-ACOUSTICS EQUIPMENT LOCATED IN COLUMBIA, GREENVILLE AND ANDERSON OUTPATIENT CLINICS. EQUIPMENT SPECIFIED BELOW: VERIFIT H.A./PROBE ANALYZER CALIBRATION IN COLUMB Contract Period: Option Year 2 1.00 YR __________________ __________________ 0103 BI-ANNUAL CALIBRATION OF ALL E3/TELE-ACOUSTICS EQUIPMENT LOCATED IN COLUMBIA, GREENVILLE AND ANDERSON OUTPATIENT CLINICS. EQUIPMENT SPECIFIED BELOW: VERIFIT H.A./PROBE ANALYZER CALIBRATION IN COLUMB Contract Period: Option Year 3 1.00 YR __________________ __________________ 0104 BI-ANNUAL CALIBRATION OF ALL E3/TELE-ACOUSTICS EQUIPMENT LOCATED IN COLUMBIA, GREENVILLE AND ANDERSON OUTPATIENT CLINICS. EQUIPMENT SPECIFIED BELOW: VERIFIT H.A./PROBE ANALYZER CALIBRATION IN COLUMB Contract Period: Option Year 4 1.00 YR __________________ __________________ GRAND TOTAL __________________ B.5 DELIVERY SCHEDULE ITEM NUMBER QUANTITY DELIVERY DATE 0001 1.00 SEE SOW 0101 1.00 SEE SOW 0102 1.00 SEE SOW 0103 1.00 SEE SOW 0104 1.00 SEE SOW