J066--Service and maintenance of the Steris Ultrasonic Cleaners. Maintenance New Base Plus Four

Sources Sought: Service and maintenance of the Steris Ultrasonic Cleaners. THIS IS A SOURCES SOUGHT AND IS NOT A REQUEST FOR COMPETITIVE QUOTES. The Department of Veterans Affairs, Birmingham VA Medical Center intends to award a firm fixed price contract: The objective of this sources sought is to determine if a SDVOSB or VOSB set aside can be done to award Service and maintenance of the Steris Ultrasonic Cleaners. The NAICS Code for this requirement is 811210; the small business size standard is $34 million. This notice of sources sought is not a request for competitive quotes; however, all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. All information received by 3:00PM EST on February 6, 2025 may be considered by the Government. Responses shall be submitted to William Prenzler, Contract Specialist at William.prenzler@va.gov email subject line shall state, Service and maintenance of the Steris Ultrasonic Cleaners, Sources Sought . A determination by the Government to do a set aside for SDVOSB or VOSB to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. THIS REQUEST IS FOR A BASE + 4 YEAR FULL SERVICE MAINTENANCE CONTRACT TO SUPPORT ALL STERIS STERILIZATION EQUIPMENT AT THE BIRMINGHAM VA MEDICAL CENTER. BASE POP: 6/1/2025 - 5/31/2026 PARTS AND SERVICE: 1 CAVIWAVE PRO ULTRASNC CLNER 17 GAL 208V/3PH/132HZ SN 1116TC0028 1 YR 2 RELIANCE VISION SC 460- 480V 3Ph 60Hz STEAM HTD SN 3601617029 1 YR 3 AMSCO 400 48 PVAC SD HINGE LH R1W STM 480V SN 033651609 1 YR 4 AMSCO 400 48 PVAC SD HINGE LH R1W STM 480V SN 033281601 1 YR 5 RELIANCE VISION SC 460- 480V 3Ph 60Hz STEAM HTD SN 3601617028 1 YR 6 AMSCO 400 16X16X26 PVAC SD SLIDE REC STM SN 031841312 1 YR 7 1227 C & UTENSIL W/DISINF 460-480V,60HZ,STEAM,DMD SN 3635616001 1 YR 8 CAVIWAVE PRO ULTRASNC CLNER 17 GAL 208V/3PH/132HZ SN 1016TC0021 1 YR 9 AMSCO 400 16X16X26 PVAC SD SLIDE REC STM SN 031851318 1 YR Statement of Work / Salient Characteristics Steris Sterilizer Maintenance Contractor shall provide the Birmingham VA Medical Center with full-service maintenance and support of all Steris ultrasonic cleaners, washer/disinfectors, sterilizers, and cart utensil washers located at the hospital. Title: Steris Sterilizer Maintenance Purpose: Contractor shall provide the Birmingham VA Medical Center with full-service maintenance and support of all Steris ultrasonic cleaners, washer/disinfectors, sterilizers, and cart utensil washers located at the hospital. Equipment shall be maintained in operational condition in accordance with the manufacturer s specifications. The base POP for this contract is 6/1/2025 5/31/2026 with four consecutive option years to follow. Background: The Birmingham VA Medical Center Sterile Processing Services sterilizes equipment for use in surgery, gastroenterology, and bronchoscopy, amongst other services. The timely sterilization of this equipment is imperative to maintain patient care. Should any sterilization equipment require repair, it is imperative it is addressed in a timely matter. Description/Product Specifications: Deliverables Need by Date: The base POP for this contract is 6/1/2025 5/31/2026 with four consecutive option years to follow. Deliverable Location: Birmingham VA Medical Center 700 19th St S Birmingham, AL 35233 Definitions/Acronyms: A. Biomedical Engineering Supervisor or designee, Room G505, phone # 205-933-8101, extension 5252 or 5501. B. CO - Contracting Officer. C. COR - Contracting Officer Technical Representative. D. 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. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract. G. Acceptance Signature. VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature. COR's signature; indicates COR accept work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. OSHA - Occupational Safety and Health Administration. L. JCAHO - Joint Commission on Accreditation of Healthcare Organizations. M. FDA - Food and Drug Administration. N. DVAMC - Department of Veterans Affairs Medical Center. O. Normal Working Hours - Monday through Friday, 8:00 a.m. 5:00 p.m., excluding weekends and Federal Holidays, Conformance Standards: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, JCAHO, FDA and manufacturer specifications. Hours of Coverage: A. Normal hours of coverage shall be Monday through Friday from 7:00 a.m. to 4 p.m., excluding weekends and federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR. B. Preventive maintenance inspections are to be scheduled at least one week in advance with Contracting Officer s Technical Representative (COR). Coordination may be done by telephone. C. Preventive maintenance inspections will be performed at a frequency in accordance with manufacturer recommendations. D. Federal Holidays observed by the DVAMC are: New Year s Day, Labor Day, Martin Luther King Day, Columbus Day, President's Day, Veterans Day, Juneteenth, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day. Unscheduled Maintenance: A. The contractor shall maintain the equipment in accordance with Section III, Conformance Standards. The contractor shall 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. All required parts shall be new and furnished by the contractor. B. The CO, COR 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 telephone call to the COR and his/her designee within 30 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 four (4) hours after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:00 a.m. to 5:00 p.m., a 4 hours response means, if a call is placed at 3:45 p.m. Monday, August 10, the FSE must start on-site service before 10:45 a.m. Tuesday, August 11, except when outside hours of coverage is authorized by the COR. Scheduled Maintenance: A. The contractor shall perform PM Service to ensure that equipment listed in the schedule performs in accordance with Section III, Conformance Standards. The contractor shall provide and utilize procedures and checklists, with worksheet originals indicating work performed and actual values obtained (as applicable) and shall provide said documentation to the COR at the completion of the PM. PM services shall include, but may 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) Inspecting, and replacing where indicated, tubing for wear and fraying. 7) Measuring, adjusting and calibrating as necessary. 8) Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying, 9) Inspecting and replacing where indicated, all mechanical components for mechanical integrity, safety, and performance. 10) Image quality assessment. 11) Apply gummed label, dated & signed, certifying performance and safety to meet manufacturer published specifications as of that date. 12) Returning the equipment to the operating condition defined in Section III, Conformance Standards. 13) Providing documentation (worksheet) of services performed on each machine tested. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. B. The contractor shall furnish documentation, including all measurements and calibration data. C. The contractor shall furnish all backup documentation to ensure that the system is performing in accordance with III, Conformance Standards. Parts: The contractor shall furnish and replace parts to meet up-time requirements (consumables are not covered). 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 parts and software. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without approval by the COR. Service Manuals: The DVAMC shall not provide services 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 or COR upon request. Documentation/Reports: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in Section III, Conformance Standards. In addition, each ESR shall, 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. Description of Problem Reported by COR/User. F. Identification of Equipment to be serviced: Inventory ID number (Equipment Entry Number), Manufacturer's name, Device Name, Model number, Serial number, and any other Manufacturer's identification numbers. G. Itemized description of service performed, including: labor and travel, parts (with part numbers), materials and circuit location of problem/corrective action. H. Total Cost to be billed. I. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described may initial said ESR, but only the COR has the authority to sign the ESR J. Equipment downtime. K. VA Purchase Order Number. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. Reporting Requirements: The contractor shall be required to report to the Biomedical Engineering supervisor or designee. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR (s). The FSE shall be required to log out with the Biomedical Section Manager or designee, and submit the ESR (s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable a signed, authorized, copy of the ESR will be sent to the contractor after the work can be reviewed (if request or noted on the ESR). Payment: Invoices will be paid in arrears on a monthly basis. Additional Charges: There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. Reporting Required Services Beyond the Contract Scope: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, in writing, of the existence or the development of any defects in, or repairs required for the equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. Condition of Equipment: The contractor accepts responsibility for the equipment described in the schedule "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. Bidder s Qualifications: The Bidder is required to submit sufficient evidence of adequate equipment, facilities, personnel and necessary experience to establish responsibility and integrity to meet the requirements of this contract. Any bidder, who does not have adequate experience, personnel and/or equipment, in the opinion of the Contracting Officer, will be rejected. To assist in this determination, offeror is required to furnish the following information: A. Number of years experience performing the type of services indicated within. B. Number of personnel regularly employed on a full-time basis. C. Bidders who have not previously provided the same or similar type services at this Medical Center are required to furnish for evaluation purposes, the names, addresses and telephone numbers of three (3) companies for whom exact services have been furnished. D. Provide certification that contractor has manufacturer updated maintenance software, manuals, and parts. Competency of Personnel Servicing Equipment: A. Each respondent shall have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed. C. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the DVAMC. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any DVAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the DVAMC equipment. D. Subcontractor will not be used under this contract unless authorized and approved by the COR. Test Equipment: Prior to commencement of work on this contract, the contractor shall provide the DVAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on DVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the DVAMC. Test equipment calibration shall be traceable to a national standard. Identification, Parking, Smoking, and VA Regulations: The Contractor's FSE shall wear visible identification at all times while on the premises of the DVAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the DVAMC Police Service. The DVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the DVAMC. 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. Obtaining a VA Identification Badge: Within the first month of the service contract, the contractor s service technician(s) to arrange with the Biomedical Section Manager to obtain identification badge. The process requires contractor s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, finger prints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks. Insurance: A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes. B. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. D. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000. Performance Requirements Summary: A. Summary Table: Factor No. Performance Indicator Performance Standard Method Type of Surveillance INCENTIVE/ DISINCENTIVE B.1.3 Repairs performed to manufacturer s specifications. Device(s) performs to manufacturer s specification. 99% BMET & COR observations. 1% for each non-performing device. (Max of 10%) Deduction Amount on each defective/repaired device billing. B.1.5.C Response Time. Contractor s FSE responses with a telephone call within 30 minutes and on-site within 4 hours. 90% BMET & COR observations & documentation. 1% for each late response x hours late. (Max of 10%) Deduction Amount on each quarterly billing. B.1.9 Provide required documentation. Detailed repair documentation submitted with repaired device(s). Within two (2) working days after repaired device(s). 99% BMET & COR verifies each repaired device(s) service call. 1% for each late device documentation x days late. (Max of 10%) Deduction Amount on each quarterly device billing. B. Performance requirements summary method of applications: The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task. Records Management Language for Contracts: Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at: https://www.va.gov/vapubs/search_action.cfm?dType=2 **Note: This link is the complete list of VA Handbooks and are in sequential order. **Instructions for accessing VA Handbooks at link listed above: Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1. Once there, go to the PDF Format Column and click on PDF. VA Handbook 6300.1 will then ask you to open or save the document. Please follow the same instructions listed above for accessing VA Handbook 6500.6. All contractor employees working on this requirement are required to complete mandatory annual training entitled, VA Privacy and Information Security Awareness and HIPPA Training prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://va-cm03.ns2cloud.com/learning/user/SelfRegistrationUserSelection.do A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.