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The Louis A. Johnson VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below.
As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.
Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice.
Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.
This service will be implemented using the North American Industry Classification System (NAICS) Code 811210.
If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered.
NOTES
All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to jennifer.elkins2@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than September 08, 2023 at 12:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER
This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.


SCOPE OF WORK: Services
Louis A. Johnson VA Medical Center
1 Medical Center Dr.
Clarksburg, WV 26301

Contractor shall provide a Full-Service Annual Software Licensing and Support Service Agreement, detailed below, for the listed equipment located at the VAMC in Clarksburg, WV. All services shall be provided in accordance with the specifications, terms and conditions contained herein.

Covered Equipment and Systems

Period of Performance: The Period of Performance is for one base year:

Base Year Period: October 1, 2023 thru to September 30, 2024

The following equipment and systems are to be covered under this service contract.

EE #
Manufacturer
Equipment Name
Model
Serial
19625
Dell
EndoSoft Server
Power Edge R310
GHF19V1

The contractor shall provide service that includes Software Licensing, and telephone technical support at no additional charge for each year that the Service Agreement is in effect.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SERVICES: The C&A requirements do not apply, and that a Security Accreditation
Package is not required.
Contractor shall furnish the following:
Preventative Maintenance per OEM requirements including PM required parts, system verification, alignment, and adjustments are provided by the Contractor at no additional customer cost
Parts & Labor necessary for PM are provided by the Contractor at no additional customer cost. Unscheduled Service and maintenance parts & labor are provided.
Unscheduled Service is provided.
Equipment Verification will be provided by the Contractor at no additional customer cost.
2. DEFINITIONS/ACRONYMS:

Biomedical Engineering - Supervisor or COR designee.
CO - Contracting Officer.
COR - Contracting Officer's Technical Representative.
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 operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM.
CM Corrective Maintenance. Maintenance tasks that are undertaken to identify, isolate and repair a fault in order to restore equipment, a machine or a system to an operational condition so it can perform its intended function. Services may include troubleshooting, disassembly, adjustment, repair, part replacement, realignment, and operational verification to manufacturer s or VA s performance specifications, whichever is most rigorous.
FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic premises.
ESR - Contractor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
Acceptance Signature - VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.
Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.
NFPA - National Fire Protection Association.
CDRH - Center for Devices and Radiological Health.
VAMC - Department of Veterans Affairs Medical Center.
OEM - Original Equipment Manufacturer

3. CONFORMANCE STANDARDS:
Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.

4. CORRECTIVE MAINTENANCE (CM):
The Government will request corrective maintenance to contractor s technical POC. The contractor will assign a unique Log/Reference Number to each Government request for corrective maintenance.
The contractor s response to requests for service may include telephone consultation with the equipment user/operator and a contractor FSE. Telephone consultation will: 1) provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of an FSE; and 4) to identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.
Hour of coverage are Monday through Friday, between 8:00am to 4:30pm The contractor will respond via telephone within four (4) hours after receipt of trouble call and on-site response time is next available slot, with a target of less than 72 hours. The contractor will make a best effort to have all equipment operational within 72 hours of initial on-site response.
In the event that emergency service outside the normal working hours are required by the Government, the contractor will bill the Government at published commercial rates, and negotiated and approved by CO and COR prior to services rendered.
The contractor will only incorporate OEM specified modifications, alterations and upgrades. BME approval will be obtained prior to the contractor s installation of any modification, alteration, or upgrades. The Government will not alter the system without prior notification to the contractor.
The contractor, at no additional cost, will provide software updates to the Government. Installation of updates will be mutually determined by the contractor and the Government. All supplied software will be warranted current and free of defects such as viruses.
Vendor will have approved VA MOU/ISA Remote Connection

5. HOURS OF COVERAGE:
Normal hours of coverage are (Monday through Friday) from 8:00am EST - 4:30pm EST, excluding federal holidays. Labor, travel, and living expenses incurred by the contractor will be covered during normal hours of coverage. Work performed outside the normal hours of coverage at the request of COR will be billed at the preferred rate. A separate purchase order will be issued to cover the cost(s) associated with any call back service as described herein.

6. PARTS:
The contractor shall furnish and replace parts at no cost.
All parts supplied shall be OEM.
The contractor shall use new or rebuilt parts. Used parts, those removed from another system, shall not be installed without approval by the COR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COR.
The contractor will have ready access to unique and/or high mortality replacement parts. All parts/supplies will be compatible with the existing system(s). In the event that replacements parts are required to be shipped, shipping will be performed in the fastest reasonable means possible (e.g., next day air) at no additional cost to the Government.
The contractor, at their expense, for only preventative maintenance and corrective maintenance within scope of this PWS, will replace all worn or defective parts necessary to restore the equipment to 100% operational OEM condition. The contractor is not responsible for consumable items.
Contractor installed OEM replacement parts will become the property of the Government and the replaced malfunctioning parts will become contractor property. The contractor will properly dispose of replaced items, excepting used oil, at no additional cost to the Government, including all environmental fees where required. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts will be the contractor s responsibility.
All replacement parts will be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies will be allowed, provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor will specifically annotate on the final Field Service Report the use and identification of rebuilt parts and the period of warranty. Replacement parts will maintain the integrity of system / equipment certification to include compliance with any UL, AMA, JCAHO, Manufactures Certifications or any other certifications, as they apply.
The contractor will include software revisions and updates (field service changes), which are required due to FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Updates will be performed as soon as possible after release, but no later than the first scheduled Preventative Maintenance Inspection after release. For any updates that have been identified as critical or required for the proper operation of equipment by the contractor will provide installation within 30 days of release, regardless of Preventative Maintenance Schedules.
7. SERVICE MANUALS:
The VAMC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. 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 upon request.

8. DOCUMENTATION/REPORTS:
The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail:
Name of Contractor
Name of FSE who performed services.
Contractor Service ESR Number/Log Number.
Date, Time (starting and ending), Hours-On-Site for service call.
VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours.
Description of Problem Reported by COR/User.
Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers.
Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.
Total Cost to be billed.
Signatures from the following:
FSE performing services described.
VA Employee who witnessed service described.
Equipment downtime calculated in accordance with Conformance Standards.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED!

9. REPORTING REQUIREMENTS:
The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) 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 accepted copy of the ESR will be sent to the COR within 2 business days of work completion.

FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT.

10. 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.

11. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:
The Contractor shall immediately, but no 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 to the scheduled 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.

12. CONDITION OF EQUIPMENT:
The contractor accepts responsibility for the equipment described in Covered Equipment and Systems Section, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

13. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:
Each respondent must 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.
"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Covered Equipment and Systems Section. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Covered Equipment and Systems Section.
The FSE(s) shall be authorized by the OEM and the contractor to perform the maintenance services as required. 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 VAMC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC 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 VAMC equipment.

14. TEST EQUIPMENT:
Prior to commencement of work on this contract, the contractor shall make available if requested t a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.
15. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:
The contractor's FSE shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

16. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:
The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall:
Have methods by which all employees are educated as to risks associated with bloodborne pathogens.
Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens.
Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.
Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.




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.


INFORMATION SECURITY:
Per VA Handbook 6500.6 Appendix B:
Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).
In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.
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.

Per VA Handbook 6500.6 Appendix C:
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).

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