J065--Notice of Intent to Sole Source

Veterans Health Administration, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to furnish and replace Karl Storz Endoscopes as described below in the Statement of Work. The location of service is 510 Butler Avenue, Martinsburg, WV 25405 All response to this Intent to Sole Source are due by 9/11/2020, at 2:00 PM EST to Caitlin.Hippensteel@va.gov. STATEMENT OF WORK: TABLE OF CONTENTS 1.0 Introduction 1.1.1 Scope of Work 1.1.2 Non-Personal Services 1.2 Communication 1.3 Safety 1.4 Performance Reports 1.5 Technical Requirements 1.6 Professional Qualifications 1.7 Specific Task/Responsibilities 1.8 Period of Performance 1.9 Place/Hours of Performance 1.1 Holidays 1.11 Contractor Provided Services 2.0 Definitions/Acronyms 3.0 Applicable Technical Orders, Manuals, Regulations, Directives and Forms 3.1 Mandatory Documents 3.2 Other Requirements INTRODUCTION: The Contractor shall provide maintenance support for the VA Medical Center, Martinsburg WV. The services provided will be of nature and scope described in the paragraphs below. 1.1.1 SCOPE OF WORK: The purpose of this requirement is to exchange problematic endoscopes with a new endoscope no-fault, located at the VA Medical Center, Martinsburg, WV 25405. The following endoscopes need replacement and repair: Endoscope QTY Serial Number Fiberscope, Rhino-LARYNGO 5 R11101RPK2 CYSTOSCOPE, 15FR X 370MM, ADULT 5 11272CKS FIBERSCOPE, CYSTO-URETHRO, RESVERSE 11 R11272CK2 7.5 X 675 MM FLEXIBLE URETERSCOPE ASSEMBL 1 11278AUK1 FLEX-X2 FLEXIBLE URETEROSCOPE, 7.5FR 2 R11278AUK1 VIDEO URETEROSCOPE, 8.5 FR. X 700MM 4 R11278VSUEK URETERO-RENOSCOPE, 7FR X 34CM, ACLAV 1 R27010KA URETERO-RENOSCOPE, 7FRX 43X, ACLAV 1 R27010LA 1.1.2 NON-PERSONAL SERVICES: This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. 1.2 COMMUNICATION: The contractor's employee shall be able to read, write, understand and speak English clearly, to effectively communicate with patients and/or other healthcare providers and staff. 1.3 SAFETY: The Contractor shall be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal. 1.4 PERFORMANCE REPORTS: Reports will be provided by the COR to ensure acceptable performance of the contract. Annual reports provided by COR to Contracting Officer after completion of each performance period will be reported to the DOD Contractor Performance Assessment Reporting System (CPARS). 1.5 TECHNICAL REQUIREMENTS: All Contractor employees provided by the Contractor shall meet the qualifications for that specialty and perform essentially the same functions, within the scope acceptable for their professional discipline and standard, as those required by the Department of Veterans Affairs or Government service health care professionals of similar experience and in similar duty assignments. 1.6 PROFESSIONAL QUALIFICATIONS: Personnel shall have current factory training and experience in the servicing endoscopes that includes maintenance, repair. 1.7 SPECIFIC TASK AND RESPONSIBILITIES: The Contractor provide in the exchange the new serial number and RMA associated with the exchange of damaged endoscope to new endoscope. 1.7.1 CUSTOMER SUPPORT: The Karl Storz should provide following services. 24x7x365 Help Desk support to address questions and problems on an immediate, real-time basis Operating system patches Ongoing interface maintenance 1.7.2 DIAGNOSTIC AND ISSUE RESOLUTION: The Customer Service Department provides diagnostic and resolution services that include the following: Diagnosis/FboNotice cause analysis Defined resolution approach: RMA and replacements with new endoscope Operator instruction on actions to be taken on the customer's end to correct the problem Correction of errors/defects in the programs Correction of configuration errors Correction of errors in the standard software through the sourcing, testing, and implementation of patches and service packs provided by software providers Correction of interfaces and custom reports Quality/training initiatives to increase operator knowledge and decrease the number of incoming incidents 1.7.7 PART REPLACEMENT: All parts, labor, to perform maintenance service and repairs (preventive or corrective) are included in this Maintenance Agreement. Notification needs to be given to the COR of any equipment being replaced. 1.8 PERIOD OF PERFORMANCE: 01 OCT 2020 TO 30 SEP 2021, with two 12-month option periods. 1.9 PLACE/HOURS OF PERFORMANCE/NORMAL BUSINESS HOURS: The place of contract is for is the VA Medical Center, 510 Butler Ave, Martinsburg, WV 25405 (Station 613). Contract shall perform repair services Monday through Friday, between 8:00 AM and 4:30 PM EST, excluding holidays. 1.10 HOLIDAYS: The following legal holidays are observed by Martinsburg VA Medical Center: New Year's Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. 1.11.1 SERVICE REPORTS: A copy of the service report, complete with test data, will be furnished to the COR within 5 working days after completion of Corrective Maintenance. 1.12 CONTRACTOR PROVIDED SERVICES: 1.12.1 The Contractor shall furnish all personnel and services to comply with the requirements of this contract. The Contractor will report to Biomed to be escorted to the equipment. The Contractor will converse with Biomed prior to exiting the building. He/she will provide an update of the equipment status and what work was performed. 1.12.2 POINT OF CONTACT: Upon award, the Contractor shall designate, in writing and provide to the COR and Contracting Officer, the name and telephone number of the point of contact for all actions on this requirement. 2.0 DEFINITIONS/ACRONYMS: CONTRACTING OFFICER (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on contracts. CONTRACTING OFFICER'S REPRESENTATIVE (COR): A Government employee, appointed in writing and within the limits of authority as delegated by the contracting officer, authorized to act as his representative in monitoring a contract. QUALITY ASSESSMENT AND IMPROVEMENT (QA&I): An ongoing program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, to pursue opportunities to improve patient care, and to resolve identified problems QUALITY CONTROL: Those actions taken by the Contractor to control and ensure that performance of duties meet the requirements of the contract. 3.0 APPLICABLE TECHNICAL ORDERS, MANUALS, REGULATIONS, DIRECTIVES AND FORMS: All applicable directives and publications (advisory or mandatory), and supplements or amendments to these directives and publications will be current when furnished to the contractor. Directives will be available to contractor upon request. 3.1 The Contractor is required to follow all mandatory documents to the extent they apply to this contract. Any such changes to mandatory publications that cause a change in the scope of performance will not be implemented by the contractor until the Contracting Officer issues a modification in writing. 3.2 All Test Equipment utilized must meet NIST and ISO 9001 standards. Technicians must provide proof of calibration of instrumentation upon before or upon arrival. All invoices must contain the model, serial number and calibration date/due of test equipment utilized. The C&A Requirements do not apply and that a Security Accreditation Package is not required.