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Contract Opportunity

THIS IS A BRAND NAME OR EQUAL SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the potential availability and capability of qualified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Business Manufacturers, other Small Businesses interested and capable of providing items requested, as well as any large businesses. This source sought is UNRESTRICTED and seeks providers capable of fulfilling the requirement in accordance with the Statement of Work and Salient Characteristics. The responses received from interested contractors will assist the Government in determining the appropriate set-aside and the appropriate acquisition method.
The intended contract is a firm-fixed price supply purchase.
The SBA Non-Manufacturer Rule is not applicable, this is a service under NAICS code 811210 an NMR class waiver is Not needed.
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, Roseburg VA Medical Center (VAMC) is conducting market research to identify potential contractor sources which can provide the following services:
A Base +4 years- E3 Diagnostics Audiology Equipment Calibrations. This service contract will include all scheduled preventive maintenance, calibrations as needed and phone support. Must have full access to the original manufacturer s software for calibrations as required. No sub-contracting of any portion of this service is authorized. Travel and labor costs are to be covered with this agreement. The Department of Veterans Affairs VISN 20, Roseburg VAMC in accordance with the attached Statement of Work.
Potential sources having the capabilities necessary to provide the above Audiology Equipment Calibrations Service which meet all the requirements outlined in the attached statement of work are invited to respond to this Sources Sought Notice via e-mail to phillip.folger@va.gov no later than noted in the RFI. No telephone inquiries will be accepted.
Appropriate responses shall include the following information:
Company name, address, and business size; point of contact name, phone number, and e-mail address; A capability statement addressing the requirements in the attached Statement of Work to include:
References for similar service Audiology Equipment Calibrations currently being provided or previously provided (if any) at the required service levels as outlined in the Statement of Work
Capability Statement
Capability to provide required supplies at VISN 20 in accordance with the Statement of Work
NAICS Code 811210 is applicable to determine business size standard.
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 supply the required commodities. 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.
The Department of Veterans Affairs, NCO20 is looking for BRAND NAME or EQUAL sources of the following:

For Roseburg and Eugene
MFG PN
Items VA Medical Center - Roseburg
Qty
S/N 20210500 / ECKEL
1000012 - SR-Ambient Noise Certification
1
S/N 2033651 / MADSEN ZODIAC
1000674 - IMP-Calibration- Clinical
1
S/N 260367 / OTOMETRICS AuDX PRO
1000677 - OAE-Calibration - OAE Clinical
1
S/N 40112 / AMBCO 1000+
1002468 AUD Calibration - Screening
1
S/N AB10278 / AMBCO 650AB
1002468 AUD Calibration - Screening
1
S/N C1683 / AUDIOSCAN VERIFIT 2
1000673 HAD-Calibration REM/HIT Clinical
1
S/N C5598 / AUDIOSCAN
1000673 HAD-Calibration REM/HIT Clinical
1
S/N GS0097355 / GSI AUDIOSTAR PRO 2
1000001 AUD-2nd Transducer
5

1000670 AUD-AC+BC Clinical Calibration
1

1000074 AUD-FF Calibration - additional FF
5
8122325
PARTS/REPAIRS IF NEEDED
1
8122324
OPTION YEAR 4
1
1000029
LBR-Travel fee
1

VA Medical Center Eugene
MFG PN
Items VA Medical Center Eugene
Qty
S/N 2037028
OTOMETRICS ZODIAC
1000674 -IMP-Calibration- Clinical
1
S/N 3058323
OTOMETRICS ZODIAC
OTOMETRICS ZODIAC -1000674 -IMP-Calibration- Clinical
1
S/N C1682
AUDIOSCAN VERIFIT 2
1000673 - HAD-Calibration REM/HIT Clinical
1
S/N C1684
AUDIOSCAN VERIFIT 2
1000673 - HAD-Calibration REM/HIT Clinical
1
S/N GS0059190 / G S I
AUDIOSTAR PRO
1000670 AUD-AC+BC Clinical Calibration
1

1000002 AUD-FF Calibration - Audiometer FF
1

1000003 AUD-HF Calibration- Audiometer HF
1

1000001 AUD-2nd Transducer
1
S/N GS0060875 / G S I AUDIOSTAR PRO
1000670 AUD-AC+BC Clinical Calibration
1

1000002 AUD-FF Calibration - Audiometer FF
1

1000003 AUD-HF Calibration- Audiometer HF
1

1000001 AUD-2nd Transducer
1
8122324
PARTS /REPAIRS IF NEEDED
1
1000029
LBR-Travel fee
1
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Statement of work:
preventive maintenance, calibrations, Service Contract

CONTRACTING OFFICERS REPRESENTATIVE (COR): RVAHCS will appoint one (1) COR for this contract. The COR will come from the HTM Department. The Biomedical Engineering contact for the service contract will be Robert Hruza (541-67-0952). When service is requested, the contractor will always contact Robert Hruza.

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor s normal working hours (8:00 a.m. to 5:00 p.m.), Monday thru Friday, (excluding holidays) local site time.

LOCATION OF WORK: Roseburg VA Medical Center and Eugene HCC

SCOPE OF WORK: This service contract will include all scheduled preventive maintenance, calibrations as needed and phone support. Must have full access to the original manufacturer s software for calibrations as required. No sub-contracting of any portion of this service is authorized. Travel and labor costs are to be covered with this agreement.

The equipment covered includes Roseburg:
S/N 20210500 / ECKEL
S/N 260367 / OTOMETRICS AuDX PRO
S/N 40112 / AMBCO 1000+
S/N AB10278 / AMBCO 650AB
S/N C1683 / AUDIOSCAN VERIFIT 2
S/N GS0097355 / GSI AUDIOSTAR PRO 2
8122325 PARTS/REPAIRS IF NEEDED

Equipment Eugene:
S/N 2037028 / OTOMETRICS ZODIAC
S/N 3058323 / OTOMETRICS ZODIAC
S/N C1682 / AUDIOSCAN VERIFIT 2
S/N C1684 / AUDIOSCAN VERIFIT 2
S/N GS0059190 GSI AUDIOSTAR PRO
S/N GS0060875 GSI AUDIOSTAR PRO
8122324 PARTS /REPAIRS IF NEEDED

PERIOD OF CONTRACT: Contract will be for base year-12 months, and then 4 option years as approved. Base year will start when the contract is approved by both parties, signed and put into place.
Base Year: 04/01/2024-03/31/2025
Option Year 1: 04/01/2025-03/31/2026
Option Year 2: 04/01/2026-03/31/2027
Option Year 3: 04/01/2027-03/31/2028
Option Year 4: 04/01/2028-03/31/2029
INVOICES SHALL BE ELECTRONIC AND TRANSMITTED TO:
Financial Services Center
P.O. Box 149971
Austin, TX 78714
http://www.tungsten-network.com/us/en/veterans-affairs/
http://www.tungsten-network.com/us/en/
http://www.fsc.va.gov/einvoice.asp.

All invoices MUST contain the Purchase Order Number on them.

7. JUSTIFICATION: In accordance with the manufacturer s requirements, NFPA, The Joint Commission
and local policy, scheduled and unscheduled maintenance is required on this equipment. Additionally, all service (including parts) must be equal to or greater than what the original manufacturer would provide.

PERSONNEL CLEARANCES AND PRIVACY CONSIDERATIONS: The Contractor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment. Additionally, all contracted service personnel must have training on the above described equipment equivalent to the original manufacturers training.

DOCUMENTATION: Contractor will provide the Biomed COR with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient detail as to be acceptable by field inspectors of the Joint Commission Accreditation of Healthcare Organizations. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. A copy will be given to VAMC Biomedical Engineering for their internal records. This can be supplied via e-mail. Send service report to VHAROS-BIOMED@VA.GOV.

Prior to award, bidder must have a facility to include personnel, test equipment, parts inventory, training certificates, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services form other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations.
The Contractor warrants that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor.
NEGLIGANCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer s Representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contact and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges for service and parts due to accident, abuse, misuse or negligence by the contractor or his representative.

END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer s performance specifications at the contract expiration date. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract.

TECHNICIANS PROVIDING SERVICE: All technicians providing service on this equipment MUST be factory trained by the original manufacturer of the equipment. Documentation of this training needs to be available upon request.

FEDERAL HOLIDAYS
Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below.
New Year s Day Labor Day
Birthday of Martin Luther King, Jr. Columbus Day
Washington s Birthday Veterans' Day
Memorial Day Thanksgiving Day
Juneteenth Christmas Day
Independence Day
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Potential contractors shall provide, at a minimum, the following information to phillip.folger@va.gov .
1) Company name, address, and point of contact, phone number, e-mail address, and SAM UID.
2) Please identify your company s size in comparison to the anticipated North American Industry Classification System https://www.sba.gov/document/support-table-size-standards (NAICS) code 811210 Electromedical and Electrotherapeutic Apparatus Manufacturing. To be considered a small business your company must have less than 34.0 million under the current SBA size standards. This notice is to determine the marketplace for this specific requirement. Please check one of the following:
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Small Business Manufacturers
[ ] yes [ ] no All other Small Business (SB)
[ ] yes [ ] no Other than Small Business
3) The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).
4) Any Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.
5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer.
6) This is a brand name or equal requirement. As such, the salient characteristics reflect the physical, functional, or performance characteristics that equal products must meet to satisfy the Government s needs. To be considered for any potential solicitation, offers of equal products, including equal products of the brand name manufacturer, must:
(a) Meet the salient physical, functional, or performance characteristic specified in this sources sought; clearly identify the item by Brand name, if any and make/model number.
(b) Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the equal item meets or exceeds the Statement of work required by the Government.
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Responses are due by 02/29/2024 11:59 PM PST, to the Point of Contact. phillip.folger@va.gov

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Shipping Address:
Roseburg VA Medical Center
913 NW Garden Valley Blvd
Roseburg, OR 97470- 6523
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Point of Contact:
Phillip Folger
Contracting Specialist
phillip.folger@va.gov

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