J065--B+4 Annual PM LAP Laser

Pre-solicitation Notice of Intent to Sole Source Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with: - LAP of America LC ( 008699530) 161 COMMERCE RD STE 3 BOYNTON BEACH, FL 33426-9385 Unique Entity ID (SAM): P8ZZBKW2BLM6 The Department of Veterans Affairs VA Medical Center intends to award a purchase order, Firm Fixed Price base plus four (4) year option , Sole Source contract for PM, repairs, and service for positional lasers. The intent is to procure these services on a sole source basis. - The NAICS 334510. The size standard 1,250 employees. The PSC/FSC is J065. - - - Interested persons may contact the Contracting Officer/Contract Specialist by email at sharieka.wright@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer. - Response must be received by 07/25/2023 no later than 11am CST. STATEMENT OF WORK (SOW) Objective REQUESTING SERVICE: Clinical Engineering. 1.0 Objective: To provide Original Equipment Manufacturer (OEM) certified technicians for preventive maintenance (PM), repairs and support for BHS LAP of America, positional lasers at VA Medical Center, 150 South Huntington Ave, Jamaica Plain, MA 02130 1.2 Period of Performance: BHS requests a Base and four option year contract. Base 8/1/2023 7/31/2024 Option 1 8/1/2024 7/31/2025 Option 2 8/1/2025 7/31/2026 Option 3 8/1/2026 7/31/2027 Option 4 8/1/2027 7/31/2028 1.3 Type of Contract: Firm Fixed Price. 1.4 Contract Award Meeting: N/A 2.0 Background: The positional lasers are owned by BHS and project light upon the patient which enables accurate positioning and delivery of radiation. Only technicians certified by the manufacturer can repair, service and perform PM. This contract is for qualified technicians to maintain, service and repair these devices. BHS clinical engineering (CE) does not have the qualified staff for this service. 2.1 Protected Health Information (PHI), the only records exchanged between VA and vendor are invoices for work performed that do not contain PHI. 3.0 Scope: The Vendor shall accomplish the deliverables, provide certified technicians, labor, personnel, equipment, tools, materials, parts, supervision and other items necessary to perform onsite PM, repairs and support on the BHS Intuitive Ion equipment listed in paragraph 7.1 below. 3.1 Contractor on Site: When required by BHS, requested and authorized by BHS and the vendor, a field service agent (FSA) must be on-site the next business day. 3.2 Professional Qualifications: The assigned (FSA) must have the appropriate training, experience, expertise and certification by the OEM to work on the equipment identified in paragraph 7.2 below. 4.0 Scheduling a Visit: Contact the BHS CE department at (857) 203-5517 or Dennis Allen (dennis.allen2@va.gov) or another CE staff member to schedule a visit at a mutually agreed upon date and time. 4.1 Security Requirements: FSA shall report to the CE point of contact or another government designated representative to check in and obtain a short-term identification (ID) badge. This must be obtained before any work is performed. 4.2 Identification: FSA must present a current (not expired) Federal ID, PIV card, State or local government ID card/badge before the temporary Federal ID badge is issued. 5.0 Upon Arrival: All contractors can proceed to CE, Jamaica Plain, MA where the ID presented is verified. If deemed official, the CE liaison will have the contractor sign in and will then give the FSA a temporary U. S. Government ID badge. The badge shall be worn prominently by the FSA while on VA Property. 5.1 Work Site: The contractor will be escorted by CE staff or other designated VA employee to the work site and must return to CE to sign out and turn-in said badge along with the documented service report for the service performed. If there is a need to replace any hard drive, hard drives and all information on them, are the property of the VA and must remain in the control of the VA Clinical Engineering department for proper destruction. 6.0 Federal Law: The FSA must follow all Government laws, rules and regulations regarding National Security, patient privacy and information security. And must adhere to the privacy Act, HIPAA, and COVID-19 screening requirements. 6.1 Unauthorized Work/Parts: Work outside the scope of this agreement is not authorized. Purchase of parts is not authorized. 7.0 Authorized Service: PM on the Lap laser Systems components listed in paragraph 7.1 below. Use of OEM parts/kits required by OEM Periodic Manufacturers certification are included in PM service. Service must meet the manufacturer s required service frequency and must include all steps detailed in the OEM service manual. 7.1 BHS equipment to be serviced: Manufacturer Device Name EE Number Location LAP wall laser Doradonova 0189455 2B48-1-JP LAP wall laser Doradonova 0189458 BD101D-1-JP LAP wall laser Doradonova 0189460 BD101D-1-JP Red wall laser Doradonova 0118837 B9-1A-JP Red wall laser Doradonova 0109786 B9-1A-JP Red wall laser Doradonova 0109789 B9-1A-JP 7.2 Emergency work: If FSA thinks an emergency exists which requires parts and service outside the scope of this agreement, FSA must provide a written estimate of parts and repair/replacement. The CE staff member will request a purchase order (PO). Once the FSA has these two documents can additional work begin. 8.0 Deliverables: Field Service Report (FSR) must be completed by the FSA and a copy given to CE staff. The FSR must include: Name & work phone number of FSA who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on site for service call. Identification of equipment serviced to include: Facility Inventory EE ID number Manufacturer Device name Model number Serial number 8.1 Itemized Description: of Service Performed (including, if authorized by a separate PO, costs associated with after normal working hour services) including: Labor and Travel, parts with part numbers. Materials used b. Signatures of FSE and BHS employee who verified the work 8.2 Hours of Coverage: Service support and contract administration available by contacting: Tom Gaudet, T.Gaudet@lap-laser.com, or 1 561 416 9250. 9.0 VA Information and Information Systems & Privacy: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 9.1 Access to VA Information and VA Information Systems: Access to VA information Contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.