J066-- Sony Cell Sorter Service Contract

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the VA Puget Sound Health Care System (VAPSHCS): VAPSHCS has a need for a service plan for Sony Cell Sorter SH800S. SONY CELL SORTER Service Contract STATEMENT OF WORK (SOW) 1. Contract Title. SONY CELL SORTER Service Contract 2. Background. The Northwest MIRECC is Congressionally-mandated to investigate the hidden wounds of war posttraumatic stress disorder and traumatic brain injury. The sensitive equipment used by the MIRECC requires continued preventive services and maintenance to sustain operations related to cellular analysis. These systems are delicate and complex scientific instruments and therefore must be maintained and calibrated by either the original manufacturer, Sony, or a manufacturer approved service technician using manufacturer approved parts. This critical equipment supports important on-going scientific research at VA Puget Sound that benefits Veterans. 3. Scope. The service plan must ensure that a Sony approved service engineer will troubleshoot and repair instruments with certified Sony parts. The general scale of work is limited to servicing, preventive maintenance, technical support, and repair of one Sony Cell Sorter SH800S system. The contract is limited to instrumentation that is currently located on the 3rd floor of building 101, VA Puget Sound. Coverage is for the Sony Cell Sorter SH800S (SN: 314063). There are no other tasks required within the facility except the above-mentioned tasks related to this particular instrument, located in room 3W10 of building 101. 4. Specific Tasks. Task 1. Contract will include unlimited on-site service. Task 2. Contract will include unlimited technical support for instrument and proprietary software. Task 3. Contract will include one on-site maintenance visit per annual contract period including all labor, travel and PM kit. Task 4. Coverage will begin as soon as contract is in place and will continue for 12 months. Task 5. Contract will include highest priority service call scheduling. The service contract will cover the following equipment: Sony Cell Sorter SH800S SSI# 171002957 Serial Number: 314063 5. Performance Monitoring All monitoring of this contract will be done by the MIRECC laboratory managers and scientists (POCs) assigned to manage the shared equipment of the MIRECC on the 3rd floor of building 101, VA Puget Sound. Any failure of the company to comply with any part of this contract will be immediately reported by the POCs to Dr. Jeffrey Iliff and the assigned contracting officer. 6. Security Requirements. In the performance of the contractor s duties on site if required, all contractor personnel are required to take the appropriate instructional classes through our Lab Safety Program and/or complete a visitor compliance form and must be escorted at all times within the facility. Any work to be performed under this contract is within research space and specifically in room 3W10 of building 101, VA Puget Sound. These areas are non-clinical spaces and are secured by swipe card badges and unique keys providing a double layer of protection as well as direct observation by the escorting scientist or laboratory manager. This piece of equipment is for cellular analysis, therefore no VA sensitive data or patient information is involved, the listed equipment does not connect to the VA LAN. Each service appointment will be scheduled in advance by one of the scientist or laboratory manager POCs. Regarding Information security; the C&A requirements do not apply, a Security Accreditation Package is not required. 7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). None 8. Other Pertinent Information or Special Considerations. There is no government furnished equipment or government furnished information. a. Identification of Possible Follow-on Work. N/A b. Identification of Potential Conflicts of Interest (COI). None c. Identification of Non-Disclosure Requirements. None d. Packaging, Packing and Shipping Instructions. N/A e. Inspection and Acceptance Criteria. See 6 above. 9. Risk Control This is a low risk contract. 10. Place of Performance. Work will be performed through telephone and email conversations or actual on-site inspections and repair of the equipment. MIRECC Research Areas Bldg. 101, Room 3W10 1660 S. Columbian Way Seattle, WA 98108 11. Period of Performance. The start date will begin when the contract is awarded and will end 12 months from the start date. 12. National Holidays. Work shall not be performed on the following legal government holidays: New Year s Day Jan 1st Martin Luther King Day 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran Day November 11th Thanksgiving 4th Thursday in November Christmas December 25th If a holiday falls on Sunday, the following Monday will be observed as the national Holiday. When a holiday falls on a Saturday, the proceeding Friday is observed as the national Holiday. Also included would be any day specifically declared by the President of the United States as a National Holiday. 14. Delivery Schedule. No deliverables. Privacy Officer Language for Statement of Work (SOW) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Nazanin Kreiner at contact@example.gov no later than May 11, 2023, 4:30PM MDT. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 811210 Size Standard: $34 Million is applicable to determine business size standard. Any questions or concerns may also be directed via email to Nazanin Kreiner at contact@example.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.