NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs intends to issue sole-source firm-fixed priced award contract, to Mar Cor Purification 14550 28th Avenue North Plymouth, MN, 55447. A sole source procurement will be issued to MAR Cor Purification for WRO300H equipment maintenance and service. Mar Cor Purification, Inc. is a medical device manufacturer and the sole source provider of the WRO 300 and the WRO 300 H Reverse Osmosis (RO) machine and its replacement components for the Unites States of America. These portable water purification units are considered medical devices and have an FDA 510(k) clearance. They are exclusively designed to make hemodialysis water quality that meets ANSI/AAMI standards. FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, applies to this procurement." The contract is expected to be awarded under FAR 13.106-1 (b). Period of Performance: 02/01/2021-01/31/2026 NACIS: 811219, Other Electronic and Precision Equipment Repair and Maintenance PSC: J065, Maintenance, Repair, and Rebuilding of Equipment-Medical, Dental and Veterinary Equipment and Supplies Size Standard: $22 M STATEMENT OF WORK SCOPE OF WORK: The James H. Quillen VA Medical Center (VAMC) has a requirement for a service contract for MAR COR Dialysis Water System Equipment. This will be awarded as a base plus four (4) option years, firm-fixed-price contract. Contractor will provide preventative maintenance services in accordance with the material specifications of the equipment original equipment manufacturer (OEM), in order to ensure optimal working condition and lessen the likelihood of down time. The contractor is required that service personnel are factory trained and certified on the MAR COR Dialysis Water System Equipment listed below in the 1. EQUIPMENT section. Training and certification documentation must be provided to the Contracting Officer s Representative (COR), upon execution of the contract and requested by the OCR, listed in section 2. Schedule of services. 3. DEFINITIONS/ACRONYMS, this documentation is to remain on file with the COR. 1. EQUIPMENT: Equipment to be serviced and/or maintained includes, but is not limited to: (Equipment is located at the James H. Quillen VA Medical Center, Mountain Home, TN) System ID System Name 1307951 WRO300H Portable RO 1307952 WRO300H Portable RO 1307953 WRO300H Portable RO 2. SHEDULE of SERVICSE: Month of service is provided to give an estimate of the frequency of service visits; service may or may not happen on the months shown and will depend upon when the service is due. Preventative Maintenance shall be preformed between the hours of 8am to 5pm M-F, except Federal Holidays. QTY Description Part # Service Frequency FEB AUG JAN 4 Portable Performance Review 4000-0089 Semi Annual 4 4 4 Clean Portable S15080 Semi Annual 4 4 4 Disinfect Portable S15090 Semi Annual 4 4 4 AAMI Water Test AMMI TEST Semi Annual 4 4 4 LAL Water Test (MAR COR to Pull) 7 Day LAL Test Semi Annual 4 4 4 4 Bacteria Water Test (MAR COR to Pull) 7 Day BACTERIA TEST Semi Annual 4 4 4 3. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, and includes performance standards and specifications. 5. SCHEDULED MAINTENANCE: A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section 4. CONFORMANCE STANDARDS. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Calibrating and lubricating the equipment. 3. Performing remedial maintenance of non-emergent nature. 4. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 5. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Returning the equipment to the operating condition defined in Section 3. CONFORMANCE STANDARDS. 7. Providing documentation of services performed. 8. Inspecting and calibrating the hard copy image device. 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. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. 6. PARTS: The contractor shall furnish and replace parts to meet the uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new or re-built parts. 7. DOCUMENTATION/REPORTS The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each FSR must at a minimum document the following data legibly and in complete detail: A. Name of Contractor. B. Name of FSE who performed services. C. Contractor Service FSR Number/Log Number. D. Date, Time, (starting and ending), Equipment Downtime and ours-On-Site for Service call. E. VA PO#(s) covering the call, if outside normal working hours. F. Description of Problem Reported by COR/User. G. Identification of Equipment to be serviced: INV. ID# Manufacturer s Name, Device Name, Model #, Serial #, and any other Manufacturer s identification #s. H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part #s) and Materials and Circuit location of problem/corrective action. I. Total Cost to be billed. J. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. K. Equipment downtime NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. 8. REPORTING REQUIREMENTS: The contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. All FSRs shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy of the FSR will be sent to the COR after the work which can be reviewed (if requested or noted on the FSR). INSURANCE: A. Worker compensation and employer s liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. 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. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, all responsible sources may submit a capability statement or quotation, which shall be considered by the agency on or before January 21, 2021, 10:00am CST to
[email protected]. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE 36C24921Q0093 in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities including documented proof the quoter is authorized by the OEM to accomplish software programming changes to satisfy the requirements listed above to the Contracting Specialist, Christina Lawrence by email at
[email protected]. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements, including proof of training and certification for performing maintenance and service on the listed equipment and systems. Point of Contact: Christina Lawrence,
[email protected].