6540--Ophthalmic Lanes Service and Maintenance

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations.
The Department of Veterans Affairs El Paso Medical Center Biomedical Equipment service in El Paso, Texas intends to award a brand name or equal contract award for the purchase of Ophthalmic Lanes Service and Maintenance. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.
The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 339115 with a size standard of 1,000 employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.
Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.
ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001
12.00 MO

Ophthalmic Lanes Service and Maintenance
Base Year: 06/16/2025 - 06/15/2026 Option Year 1: 06/16/2026 - 06/15/2027 Option Year 2: 06/16/2027 - 06/15/2028 Option Year 3: 06/16/2028 - 06/15/2029 Option Year 4: 06/16/2029 - 06/15/2030

STATEMENT OF WORK Ophthalmic Lanes Service and Maintenance
El Paso VAMC is requiring non-personal services to provide labor, equipment, materials, and travel for the preventive maintenance of fifteen (15) Ophthalmic lanes located at the ELPVAHCS main facility in El Paso, Texas. Current inventory may change as older assets are replaced.
1. EQUIPMENT IDENTIFICATION: NAME/DESCRIPTION OF EQUIPMENT Phoropters/ Refractors MANUFACTURER/MODEL Marco RT-700 MANUFACTURER/MODEL Reichert 11635, Phoropter VRX
Procedure will be the following but not limited to: 1. Complete disassembly and inspection 2. Cleaning of all optics 3. Check of alignment and calibration of cylinder lenses and rotating prisms and alignment of cylinder protractors, including realignment as needed 4. All necessary lubrication and adjustments 5. External polishing of instrument body with silicone compound to repel dust and fingerprints
NAME/DESCRIPTION OF EQUIPMENT Slit Lamps MANUFACTURER/MODEL Haag Streit BQ 900
Procedure will be the following but not limited to: 1. Partial disassembly and total inspection 2. Cleaning of all optics 3. All necessary lubrication and adjustments 4. All necessary optical alignment to insure parfocality between magnifications as well as coaxial alignment between microscope head and illumination 5. Cleaning, tightening and tensioning of electrical contacts as needed 6. Reconditioning of joystick ball surface and glide plate with silicone compound to assure smooth friction-free base movement 7. External polishing of instrument body with silicone compound to repel dust and fingerprints
NAME/DESCRIPTION OF EQUIPMENT Tonometer MANUFACTURER/MODEL Haag Streit AT 900 Procedure will be the following but not limited to: 1. Inspection and calibrate check with counter-weights of 0, 2 and 6 grams corresponding to 0, 2, and 6 mmHg respectively with recalibration as needed 2. Alignment of prism in center of field of one slit lamp ocular 3. Cleaning of friction points with tonometer to increase sensitivity and precision if necessary 4. Adjustment of tension of detent spring for tonometer alignment on slit lamp if necessary 5. External polishing of instrument body with silicone compound to repel dust and fingerprints
NAME/DESCRIPTION OF EQUIPMENT Lensometers MANUFACTURER/MODEL Reichert ML1, AL500, Lenschek MANUFACTURER/MODEL Topcon LM-8E MANUFACTURER/MODEL Marco LM-101 Procedure will be the following but not limited to: 1. Partial disassembly and total inspection 2. Cleaning of all optics 3. All necessary lubrication and adjustments 4. Recalibration as needed using Younger Gauge Master with +/- dioptors and +/- 12 dioptors for power, a high cylinder lens for axis alignment with etchings for pin alignment with axis, optical center and stage 5. Alignment of target and target's rotational axis wit optical axis 6. External polishing of instrument body with silicone compound to repel dust and Fingerprints
NAME/DESCRIPTION OF EQUIPMENT Ophthalmic Stand MANUFACTURER/MODEL Reliance 7900
Procedure will be the following but not limited to: 1. Check all functions 2. Lubricate arm joints on stand and pole 3. Inspect and adjust slit lamp arm movement a counterweight mechanism 4. Inspect and adjust slit lamp arm lock within stand base
2. DEFINITIONS/ACRONYMS: Biomedical Engineer - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status. Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR. OEM Original Equipment Manufacturer VA - Department of Veterans Affairs ELPVAHCS El Paso VA Health Care System 3. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications. Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act. Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required.
4. HOURS OF COVERAGE: Vendor shall provide telephone support 24 hours a day, 7 days a week. Vendor shall provide unscheduled maintenance Mondays - Fridays, 8:00 AM-6:00 PM local site time for Optometry Systems, Mondays - excluding Federal Holidays. Vendor shall provide planned maintenance scheduled at a mutually agreeable time Mondays - Fridays, 8:00 AM-6:00 PM local site time for optometry Systems, excluding Federal Holidays. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage. Federal Holidays observed by the ELPVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 5. DOCUMENTATION/REPORTS: The documentation (ESR) shall include detailed itemization of the equipment serviced. each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Identification of equipment to be serviced: inventory ID number, device name, manufacturer's name, model number, and serial number, and any other manufacturer's identification numbers.
6. REPORTING REQUIREMENTS: The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR will be sent to the COR after the work for review.
Contact Information for EI Paso, Texas: ELPVAHCS Biomedical Contact Person(s): TBD Location (Building/Room Number): 5001 N. Piedres St. Rooms A 100, El Paso, Texas 79930
7. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required beyond the scheduled service/calibration maintenance to the scheduled equipment.
8. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPV AHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. 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.
9. PERIOD OF PERFORMANCE: Base Year: 06/16/2025 - 06/15/2026 Option Year I: 06/16/2026 - 06/15/2027 Option Year 2: 06/16/2027 - 06/15/2028 Option Year 3: 06/16/2028 - 06/15/2029 Option Year 4: 06/16/2029 - 06/15/2030
10. PLACE OF PERFORMANCE: ELPVAHCS 5001 N. Piedres St. Attn: Biomedical El Paso, Texas 79930 Rooms A 100
11. CONTRACTING OFFICER REPRESENTATIVE (COR): TBD
12. QUALITY ASSURANCE SURVEILANCE PLAN (QASP): A. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) COR shall use surveillance methods listed below in the administration of this QASP. 1. COR will periodically review major aspects of the SOW to include quality of services provided. 2. COR will utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided. B. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections will be unscheduled, as required.) 1. COR will inspect service records supplied by vendor with using service to ensure quality of service and positive customer interaction. 2. COR will periodically monitor interaction of vendor with using service to ensure services are provided timely, efficiently, and meet the customer's needs. C. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.) 1. COR will routinely engage customers in discussions regarding services rendered and ensure that all communications from the vendor are professional. 2. COR will review customer complaints regarding system maintenance and general communication with vendor, to ensure vendor is aware of any situations where a high-quality of service may have been compromised.
13. UNSCHEDULED MAINTENANCE (Repair Service): Contractor shall maintain the equipment in accordance with Albuquerque Optical and OEM recommended frequencies and hardware specifications as set forth in the service manuals. Vendor shall make reasonable efforts provide on-site support within twenty-four hours, during covered days, upon notification by Customer. The CO or COR has the authority to approve/request a service call from the Contractor. C. Coverage includes on-site support (4-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance. D. Contractor shall provide telephone support per Section C, IV, Hours of Coverage. E. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards. F. The COR shall be informed personally or in writing of the equipment status prior to the Contractor leaving the work site. G. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit. 14. SCHEDULED MAINTENANCE: The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following:
Cleaning of equipment. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Inspecting and replacing, where indicated, all mechanical components. 7. Returning the equipment to the operating condition. 8. Providing documentation of services performed.
15. PARTS: The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. The Contractor shall also list any additional excluded parts under the service contract. Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS.