Document Type: Sources Sought
Solicitation Number: N/A
Original Response Date: October 12, 2020
NAICS CODE: 811219
Contracting Office Information:
Department of Veterans Affairs
Network Contracting Office 3
130 W. Kingsbridge Road Rm. 9b16
Bronx NY 10468
Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, New York Harbor Healthcare System, is conducting a market survey for qualified firms capable of providing the following services for New York Harbor Healthcare System.
Background: The VA New York Harbor Healthcare System is currently seeking a service contract for the maintenance of the Pyxis Medstation system located in the Pharmacy department. The following equipment will be covered: 29 Medstations in New York Campus, 21 Medstations in Brooklyn Campus, and 4 Medstations in St Albans Campus, as well as associated Harbor-wide servers. The contract will have a length of a base period and 4 option years.
This Full Service contract is to include all necessary labor, full service including software and server service, software patches and upgrades, maintenance, tools, equipment, transportation and parts (excluding non-Carefusion parts) required to perform repair and Preventive Maintenance (PM) on listed equipment. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have manufacturer certification to service and maintain the devices and have access to Original Equipment Manufacturers (OEM) parts, manuals and schematics to perform the service. Vendors must have their own schematics available on site at time of service.
Scope of Work:
Contractor is required to furnish all original equipment manufacturer (OEM) parts and labor to provide maintenance of the Medstations, in accordance with OEM guidelines. Contractor must have manufacturer certification to service and maintain the above equipment.
Covered Equipment includes:
Contractor shall test the functionality of the equipment upon completion of repair. If this is a test for repair, the Test should ensure that damaged parts have been successfully repaired and all functions including, but not limited to those related to repaired parts, are operational. If this is a test for a routine PM service, inspection, etc., then the test should just ensure that the equipment is functioning within the guidelines of the OEM or the applicable standards (OSHA, ASSE, JCAHO, NEFP, etc).
Software Support: Contractor shall provide all major software patches and upgrade releases on the covered equipment and provide any training associated with the upgrade. In addition, the Contractor shall provide support for software and connectivity issues.
Repair services at the request of the VA, including support for recalls issued by NCPS/FDA, will be provided to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed by a manufacturer-trained technician. Contractor will follow manufacturer’s recommendations for PM, repair, calibration and modifications
Preventive maintenance: PMs will be scheduled in advance and conducted ANNUALLY. It is the contractor’s responsibility to schedule preventive maintenance as listed. PM procedures subscribed to must follow manufacturer s specifications and must be documented and submitted in writing to biomedical engineering. Upon completion of PM procedures, an applicable label should be applied to the unit, indicating the date of PM performance, the next date following PM is due, as well as the initials of the individual that performed the PM. At inception of contract, PM shall include, at a minimum, electrical safety testing, lubrication adjustment, calibration, testing and replacement of faulty parts and/or parts which are likely to fail at no additional charge.
At the completion of each service call/PM, the contractor will provide a written service report to Biomedical Engineering. This report will clearly show the date of service, type of service performed, model and serial numbers, name of field technician(s) a description of the work performed, a list of any parts replaced, and the unit condition as left at the completion of said work. The contractor has the option of leaving the service report with Biomedical Engineering, Building #4 after servicing equipment or of sending the service report with the invoice. Leaving service reports with a person in the vicinity may be performed in addition to the previously stated requirement but is not to be used as a substitution. Certification of invoices is clearly dependent upon receipt of service reports as proof of services rendered. Payment may be delayed if proper documentation is not provided.
Response time: Contractor shall provide a phone call back by a qualified technician within 4 hours of a service request and an onsite response by a qualified technician within 24 hours of original request for service. Technical service personnel are required to sign in and out of engineering service at the various site or contact the COR via email or phone.
Liquidated Damages: Contractor shall be liable to the government for losses of production due to significant equipment downtime. Significant equipment downtime is that which exceeds ten (10) hours/month. Records regarding downtime will be kept by the Contracting Officers technical representative and the maintenance contractor. Equipment downtime is calculated only from those normal hours of coverage (see hours of coverage section), that the scheduled equipment is not fully operational. Downtime will begin when the contractor is required to be on the site after notification by the Contracting Officer, Contracting Officers technical representative or designated alternate. Downtime will accumulate until the scheduled equipment is returned to full and usual operation and accepted as such by the contracting officer, contracting technical representative or designated alternate. If downtime exceeds (sixteen (16) consecutive hours), the contracting officer may exercise the option to hire and alternate source to resolve the problem. The decision to exercise this alternative will reside exclusively with the contracting officer. All fees generated by the alternate contractor(s) will be handled in accordance with default clause.
Privacy and Security: All contractor employees and subcontractors under this contract or order are required to complete the VA’s on-line VA Privacy and Information Security Awareness and Rules of Behavior Training – TMS Code 10176 . Contractors must provide signed certifications of completion to the COTR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).
In the event that equipment/medical systems containing media (hard drives, optical disks, etc.) with VA sensitive information need to be taken off-site for repair or to be replaced the media must not be returned to the vendor; the options are as follows:
Vendor must accept the system without the drive;
VA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or
VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.
VENDOR MUST COMPLY WITH:
VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-9 (4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;
The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and
Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre- approved and described in the purchase order or contract.
A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.
Training – All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:
Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;
Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
Successfully complete the appropriate VA privacy training and annually complete required privacy training; and
Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]
The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
The C&A requirements do not apply, and a Security Accreditation Package is not required
To be for consideration, offerors will have been engaged in maintaining/servicing the equipment listed for a period of no less than two (2) years (on model listed) and be capable of presenting certification of. No allowance will be made for the contractor not having qualified personnel available to respond as specified in this contract at all times with-in the contract period.
The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work, and hold the Contractor in default.
Period of Performance
Contract hours will be 8:00AM-4:30PM, Monday-Friday, excluding Government Holidays
Place of performance
Various wings of VA NYHHS New York VAMC, Brooklyn VAMC, and St Albans CLC Campuses
If services do not include equipment, then an inspection shall be done by the VA COR/POC upon completion The COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. No invoices will be processed for payment prior to the completion of POC inspection. If the service is routine and/or performance based then inspections may not occur for every service date but may occur periodically as part of a Quality Assurance Surveillance Plan (QASP). If this is the case then a QASP will need to be provided as a separate document.
Other Related Services (Not Included in the Scope of Work)
Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.
The North American Industry Classification Systems (NAICS) is 811219. Responses to this notice must be submitting in writing via email and must be received no later than October 12, 2020. No telephone inquiries will be accepted.
The purpose of this notice is to gain knowledge of potential qualified sources for this procurement relative to NAICS 811219. Qualified offerors shall be experienced in addition to providers (sellers) capable of supporting this facility.
Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, and examples of similar facilities which you have provided services to DUNS number, address, and point of contact.
If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Responses to this notice must be submitted in writing (email or fax) and received no later than October 12, 2020 at 5:00PMEST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.sam.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Samantha.Henderson2@va.gov or fax: 718-741-4722.