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Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice
*= Required Field
Sources Sought Notice

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Sources Sought

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 (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Business Manufacturers, other Small Businesses interested and capable of providing items requested.

Background
The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) has two Toshiba Diagnostic ultrasound units which are utilized for scheduled patient diagnostic procedures as well as emergency procedures. The device was installed in September of 2015. A service contract is currently needed to be put into place for Aplio 500 ultrasound systems.
Scope
This contract shall cover base year and four option years.
Base Year 02/01/2023 01/31/2024
Option Year One 02/01/2024 01/31/2025
Option Year Two 02/01/2025 01/31/2026
Option Year Three 02/01/2026 01/31/2027
Option Year Four 02/01/2027 01/31/2028

Contract shall cover one (1) preventive maintenance check and services per year as is recommended by the manufacturer. Additionally, Contractor will provide service and parts on a as needed basis when contacted by the COR. All needed repairs on the systems, to include all parts; All probes and batteries shall be included in this contract and replaced as needed or as recommended by the manufacturer. All replacement parts shall be original equipment manufacturer (OEM).
Service coverage shall be Monday through Friday, 8:00 AM through 5:00 PM, excluding recognized U.S. Federal holidays.
Contract shall provide Emergency service outside these hours and shall be approved by using organization. Contracting officer will have sole discretion before contract is modified or work outside the scope of the contract is started. Contractor s Field Service Engineers shall be knowledgeable and trained on the specific system for which this contract shall cover.
Should the probe fail during this contract period, the labor to replace the probe shall be included as a part of this contract.
Equipment to be covered by this contract shall include:
Two (2) Toshiba diagnostic ultrasound units EE18949 and EE18950
Specific Tasks
The tasks described below shall ensure a 97 percent uptime. Uptime shall be accomplished by necessary preventive maintenance and timely response to repair service calls.
5.1 Task 1 - Enterprise Management Controls
5.1.1 Subtask 1 - Integration Management Control Planning.
Contractor shall provide an uptime of ninety seven percent (97%) through proper maintenance of the system in accordance with the manufacturer s specifications. Proper maintenance shall be accomplished by the following:
Semi-annual, and Annual preventive maintenance (PM) checks and service per manufacturer s specifications. PM shall be performed during contract coverage hours.
Field Service Engineer coverage Monday through Friday, 8:00 AM through 5:00 PM, excluding U.S. Federal holidays.
Twenty-four (24) hours per day of available remote system monitoring and troubleshooting via a VPN access regardless of holidays and weekends. Contractor shall work with the VA to obtain this connection through necessary background checks and training. Contractor shall provide the VA with all information required for the VA to perform background investigations on Field Service Engineers within two weeks of contract agreement. Contractor shall also ensure that its Field Service Engineers complete all necessary VA Network Security training.
Onsite Field Service Engineer response time shall not exceed four hours from time service is called in for hard down systems.
Shall include all parts necessary to perform all repairs. In the event the probe should fail, replacement of the probe shall be covered under the contract.
Shall include all labor and travel.
Shall include all software updates based upon original O.S. & application purchased. This shall exclude software/hardware performance upgrades.

5.1.2 Subtask 2 - Contract Management
Contract management shall be accomplished through:
Monitoring the actual uptime of the system.
Response time. Contractor s FSE shall check in (sign in) at the Biomedical Engineering shop when he/she arrives on site and check out (sign out) when he/she has completed the necessary service.
Technical superiority. The contractor shall demonstrate through its actions that is possesses the technical skills necessary to perform the services under this contract.
PM performance. All preventive maintenance in accordance with manufacturer s specifications shall occur at proper intervals as prescribed by The Joint Commission and the most current edition of NFPA 99, to again be monitored by the contractor s FSE checking in and out upon arrival and departure.
Deliverables: There are no pre-determined deliverables for this contract.

Performance Monitoring
The contractor s ability to provide ninety seven percent (97%) uptime, Field Service Engineer response time, shall be the performance indicators for this contract. The 97% uptime shall be calculated by total time the system has the ability to acquire, process, and transfer a diagnostically useful image divided by the contract coverage time.
Security Requirements
Contractor s Field Service Engineer shall have only limited and intermittent access to sensitive patient information residing on the Toshiba Diagnostic ultrasound system. This is necessary and unavoidable.
Government-Furnished Equipment/Government-Furnished Information
Should the probe fail during the Period of Performance of this contract, the contractor shall acquire an OEM probe for replacement. The contractor shall provide all other parts, tools and implements necessary to perform the duties outlined in the contract.
NINETY SEVEN PERCENT (97%) UPTIME: Shall mean that the system is up 97% of absolute time, without regards to coverage hours, or any other definition any potential contractor proposes. Example: Twenty-four (24) hours a day multiplied by three hundred sixty-five (365) days a year produces eight thousand seven hundred sixty (8,760) hours of up time per year. Ninety seven percent (97%) uptime shall then be eight thousand four hundred ninety-seven (8,497) hours. The three percent (3%) downtime shall be the result of consecutive hours the system is in DOWNTIME as defined in this section.

DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Presolicitation Notice

Presolicitation Notice

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Presolicitation Notice
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Presolicitation Notice

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Responses are due by 01/05/2023 08:00 am PST, to the Point of Contact.

Shipping Address:
VA Southern Oregon Rehabilitation
Center & Clinics
8495 Crater Lake Hwy
White City, OR 97503

Point of Contact:
Kevin Brown
Contract Specialist
Kevin.Brown1@va.gov
(360)553-7674

Attachments/Links