J--Optifill

The Department of Veterans Affairs, Veterans Integrated Service Network (VISN 3), James J. Peters VA Medical Center, Bronx New York, intends to award a sole source contract under the authority of 41 U.S.C 253(c) (1) - FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements, to Amerisource Bergen Technology Group, 1400 Busch Parkway, Buffalo Grove, IL 60089. Amerisource Furnish all necessary labor, equipment, tools, materials, parts, repair services, maintenance, telephone technical/applications assistance, remote VPN monitoring/maintenance support, software updates and software upgrades and cover any zone charges on a Full Service Basis. The place of performance is Hudson Valley Healthcare System, Castle Point Campus, Rt. 9D, Castle Point NY, 12511. This action will result in a Firm-Fixed Price contract with a period of performance of twelve (12) months with four (4) option years This notice of intent is not a request for quotations; Interested parties may express their interest by providing a capabilities statement NLT 26 November 2013 at 12:00 PM EST. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required services. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal responses are not acceptable and will not be considered. When responding to this announcement, respondents should refer to Announcement VA243-14-Q-0139 Notice of Intent. If after November 26, 2013, no viable responses have been received in response to this announcement, Dept of VA shall negotiate solely with Amerisource Bergen. This notice of intent to award a sole source contract is not a request for competitive quotes. There will be no solicitation available for competitive quotes. Phone calls will not be accepted. The point of contact for this action is Contract Specialist, Tina Alves who can be reached at [email protected]. The Government anticipates the award of a firm-fixed- price contract. A determination by the Government whether to compete this proposed 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 competition. EQUIPMENT: Equipment to be serviced/maintained includes: 1. Automed Optifill VA Entry # 57247 and all sub components purchased under 620-VA0001 , ROOM 239-15H-CP CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, JCAHO, CDRH, and include performance standards and specifications used when the equipment was procured by VA and any upgrades/updates. HOURS OF COVERAGE: A. Normal business hours of coverage are [Monday through Friday] from [8:00 am to 5:00 pm], excluding federal holidays. All service/repairs will be performed during normal business hours of coverage unless requested and approved by [COTR]. B. Preventive Maintenance Inspections will be performed as required by MFR at a minimum [SEMI-ANNUALLY] (2 PMS PER YEAR) C. Work performed outside the normal hours of coverage at the request of [COTR] will be billed at the price listed in Section B, item II. Billing will include service time, and exclude parts and travel time as they are included in Section B, item I. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Note: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional labor charge to the Government (unless it would be detrimental to equipment up-time; to be determined by COTR). D. Federal Holidays observed by the VAMC are: New Years Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. UNSCHEDULED MAINTENANCE: A. The contractor shall maintain the equipment in accordance with the Conformance Standards Section and the Performance Requirements Section, by furnishing all necessary labor, equipment, tools, materials, repair service, software updates and parts for service (excluding consumables) 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 and calibrations. B. Only, the CO, COTR 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 COTR and his/her designee within [ninety (90) minutes] 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) within [eight (8) hours] after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are [8:00 am to 5:00 pm], a [8] hour response means, if a call is placed at [5:00] pm [Monday], [September 9th], the FSE must start on-site service before [4:00 pm Tuesday], [September 10th], except when outside hours of coverage is authorized by the COTR. SCHEDULED MAINTENANCE: A. The contractor shall perform Preventive Maintenance Inspection (PMI) service to ensure that equipment listed in the schedule performs in accordance with Section C, III, 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 PMIs and a PMI checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COTR. 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 COTR at the completion of the PM. All equipment listed under Section C, I, Equipment, will have PM service performed as required by the MFR at a minimum of SEMI- ANNUALLY. In no event shall more than six months elapse between inspections. PMI services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 6. Measuring and adjusting and calibrating as necessary for optimal performance, output or image quality. 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, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 9. Performing any Electrical Safety Inspections required by NFPA-99 as they may apply to this class of equipment and its application. 10. Returning the equipment to the operating condition defined in Section C, III, Conformance Standards. 11. Providing documentation of services performed. B. Preventive Maintenance Inspections shall be scheduled and performed as follows: Items requiring 2 visits [semi-annual PM inspections] shall be inspected in the months of [January and July] C. All exceptions to the PMI schedule shall be arranged and approved in advance with the COTR. D. All parts, services, manuals, tools, or software required to successfully complete scheduled PMI are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. E. Upon completion of the preventive maintenance and any required electrical safety inspection, the FSE must tag the equipment with an inspection tag, label or sticker which provides the following information: date inspected, date of expiration of inspection, and initials of FSE. VA Biomedical Engineering Labels will be provided to the FSE upon request when reporting (signing-in) to Biomedical Engineering. PARTS: The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall INCLUDE all routine preventative maintenance parts, but it shall NOT INCLUDE major repair parts or consumables. The contractor shall use OEM new or re-built parts. 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, those removed from another similar system shall not be installed without approval by the COTR. MISCELLANEOUS SERVICES, COVERAGE AND TERMS: A. VA shall notify contractor immediately of any equipment failure which may require corrective action to resolve in order to schedule repairs and provide Purchase Card information or Purchase Order Number. B. Contractor shall be responsible for all preventative (planned) maintenance service-related travel expenses including overnight living expenses. C. VA shall notify contractor 24 hours in advance of a scheduled service visit if equipment will be unavailable for PM. D. Telephone Technical Support and any applicable remote diagnostics shall be available from the contractor on a 24-hours by seven-days- per-week basis. E. Software "Updates" ARE INCLUDED and shall consist of any modification, update, improvement or error corrections and shall be performed during normal business hours. Updates do not include separately licensed software modules which provide additional functionality relating to an application or feature for the hardware or software. F. Software "Upgrades" that consist of separately licensed software modules providing additional functionality relating to an application or feature for the hardware or software are NOT INCLUDED and shall require a separate Purchase Order. G. Clinical Applications Support by telephone shall be available M-F, 8AM - 5PM Central Standard Time to contractor-trained VA personnel who use the covered equipment and the COTR. SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. DOCUMENTATION/REPORTS: The documentation will include legible 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 ESR 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 ESR Number/Log Number. D. Date, time (starting and ending), and Hours-On-Site for service call. E. VA Purchase Order (PO) #(s) covering the call, if outside normal working hours. F. Description of Problem reported by COTR/User. G. Identification of Equipment to be serviced: VA Inventory Entry # (if available), manufacturer, model#, serial#, and any other manufacturer's ID#'s. H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor and travel hours, parts replaced (with part#s), location of problem (equipment assembly, circuit, etc) and Corrective Action . I. Total Cost to be billed. J. Signatures: 1. FSE performing services described. 2. VA Employee who is notified and accepts that repair /service has been completed. REPORTING REQUIREMENTS: A. The contractor shall be required to report to Engineering Office, Building 9, Room 108 to log in during Normal Business Hours.. Outside of Normal Business hours, FSE may report directly to area Supervisor at equipment site. When the service is completed, the FSE shall document services rendered on a legible ESR(s). All ESRs require an acceptance signature from the Area Supervisor. The FSE shall be required to log out either by contacting/meeting the COTR to provide him with the ESR(s) or at Engineering Office. Outside of Normal Business Hours, FSR(s) may be left in the Pharmacy, when detailed FSR(s) are generated by the company, they must be received within five (5) business days after completion of work either electronically (e-mailed to COTR [[email protected]]), by fax to (845) 838-5259, or by mail (VA Hudson Valley HCS Rt. 9D Castle Point NY 12511 Attention Biomedical Engineering (138BME).