J065--STERIS CORP. - STERILE PROCESSING SERVICES Enclosure Panel Install

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The Loma Linda VA Health Care System (LLVAHCS) located at 11201 Benton St., Loma Linda, CA 92357 is seeking a potential qualified contractor to establish full maintenance service for the equipment and systems listed below. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 Electronic and Precision Equipment Repair and Maintenance ($34 Million Dollars). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the U.S. Small Business Administration located at https://veterans.certify.sba.gov All interested Offerors should submit information by e-mail to william.cornick@va.gov. All information submissions to be marked Attn: William Cornick, Contract Specialist and should be received no later than 4:30 pm PST on January 14, 2025. 1. Scope of Work: 1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the New Steris Washer Enclosure install located at the Loma Linda VA Medical Center. The vendor shall provide the following coverages on the system: The vendor shall have the ability to apply all Steris washer enclosure part changes to ensure the system is installed and maintained according to manufacturer s standards. 1.2. This contract is effective for 1 year upon date of award plus 4 one-year options that may be exercised by the VA. 1.3.. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 1.4. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by VA LOMA LINDA to the contractor due to a partial or complete system or subsystem failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system. 2. Equipment: 2.1. The equipment to be serviced/maintained includes: Top enclosure panel 7053L / 7053HP 8 ft. ceiling, 4 washers. Install of top enclosure panels for 4 washers 3. Definitions/Acronyms: 3.1. VALL - VA Loma Linda Health Care System. Consists of the main campus: 11201 Benton Street address (909-825-7084)). 3.2. CO Contracting Officer. 3.3. COR Contracting Officer s Representative. 3.4. IAW In Accordance With 3.5. 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. 3.6. FSE Field Service Engineer. A person who is authorized by the contractor. 3.7. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. 3.8. Acceptance Signature Signature of VA LOMA LINDA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. 3.9. Authorization Signature COR s signature; indicates COR accepts work status as stated in ESR. 3.10. OSHA Occupational Safety and Health Administration. 3.11. First Look / CO-OP type of service contract coverage where the VA BESS attempts to solve minor problems or makes easily completed repairs with parts provided by the vendor. May also include the VA BESS accomplishing scheduled maintenance (PM) instead of the vendor performing it. This type of coverage normally results in a cost savings to the government. 3.12. BESS Biomedical Equipment Support Specialist. VA employee responsible vendor coordination of maintenance for VA owned medical equipment. 4. Conformance Standards: 4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, manufacturer s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer s specifications and must operate within manufacturer s specifications and must operate within manufacturer s specified parameters. 5. Hours of Coverage: 5.1. The contractor will respond by phone at no additional charge, within the normal business hours (8:00 AM to 5:00 PM (CST) M-F). 5.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist: 5.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun. 5.2.1.1 The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO. 5.3. Scheduled maintenance shall be performed in accordance at the manufacturer s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and CO. 5.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR. 5.6. Federal holidays observed by VA LOMA LINDA are: Labor Day Columbus Day Veteran s Day Thanksgiving Day New Years Day Martin Luther King Day President's Day Memorial Day Independence Day Christmas Day and any other day specifically designated by the President of the United States. 6. Unscheduled Maintenance: 6.1. Contractor shall maintain the equipment in accordance with manufacturer s standards. 6.2. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts. 6.3. All parts will be covered in this agreement. 6.4. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor. 6.5. Response time: 6.5.1. Contractor s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours. 6.5.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than 4 business hours after the call is placed. Uptime commitment shall be 95%. 7. Scheduled Maintenance: 7.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer s Maintenance Manuals for the system. 7.2. 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. 7.3. PM services shall include, but need not be limited to, the following: 7.3.1. Cleaning of equipment to include filters, gearing, and other parts. 7.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer s specifications. 7.3.3. Calibrating and lubricating the equipment. 7.3.4. Performing remedial maintenance of non-emergent nature. 7.3.5. Performing electrical safety inspection IAW NFPA 99. 8. Parts: 8.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. 8.2 Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment. 8.3 Parts shall be shipped for arrival the next day by 1030 A.M. 9. Service Manuals: 9.1. VA will not provide service manuals of service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs 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. 9.2. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the Contracting Officer upon request. 10. Documentation/Reports: 10.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date due calibration. 10.2. Any additional charges claimed will be approved by the CO via the COR before service is completed. 11. Reporting Requirements: 11.1. Upon arrival at VA Loma Linda, the Contractor must check in in with VA Loma Linda Police Dispatch to obtain a contractor badge. The contractor will always visibly wear the badge while on VA Loma Linda premises and must turn in the badge before leaving VA Loma Linda premises. 11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. Preferred method of delivery is via email to the assigned BESS / Biomedical technician. 11.3. In those cases when the Biomed office is closed, contractor personnel will log in and/or out via the VA police and after-hours service shall be prearranged with the BESS. 12. Services Beyond the Contract Scope: 12.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. 12.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs. 13. Condition of Equipment: 13.1. The contractor accepts responsibility for the equipment described in as is condition. 13.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance. of the requirements of this contract. 14. Test Equipment: 14.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. 15. Identification, Parking, Smoking, and VA Regulations: 15.1. Contractor s FSE(s) identification will be visible at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. 15.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. 15.3. Smoking is prohibited inside all VA buildings. 15.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 15.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. 16. Contractor Qualifications: 16.2. Fully qualified is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel. 16.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. 16.4. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.