36C24421Q0012 – Sources Sought – J065–PM and corrective maintenance on (3) Philips Epiq 7, and (1) Philips EpiQ CVX Ultrasound machines with 17 Transducers. (new 5-year) This is NOT a Request for a Quote.

Sep 25, 2020 | Sources Sought

Send a capability statement, no more than one page in length; to include Company Name Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular project in the Erie and Meadville PA area, website and GSA Contract number if applicable & contract number/information. Email to David.Santiago2@va.gov with 36C24421Q0012 in the email Subject line, no later than 12:00 pm EST on Thursday October 1, 2020.


1. Title: Full Service for Ultrasounds and Transducers
2. Background.
The Erie VA Medical Center (VAMC) has previously purchased this service through a purchase card transaction, however, this fiscal year the dollar amount threshold will be exceeded. Additionally, an ultrasound machine was placed at our Meadville facility and will be a part of this new service contract. This preventative maintenance program will allow a higher percentage of uptime required of critical systems to provide uninterrupted critical patient care.

3. Scope.

The Contractor shall provide preventative full service for the three (3) Philips ultrasound machines and their sixteen (16) transducers at the Erie VAMC and one (1) Philips ultrasound machine and its one (1) transducer located in Meadville, PA.

4. Period of Performance. Base plus option years, see delivery schedule

5. Type of contract: Firm fixed price

6. Place of Performance. Two locations at the main Erie VAMC facility in Erie, PA and the Community Bases Outpatient Clinic (CBOC) in Meadville, PA.

7. Specific Tasks.

The Contractor shall provide full service for the four (4) Philips Ultrasounds machines and the seventeen (17) transducers provided in the table below. The Contractor shall provide all labor, materials, travel, lodging and any other supplies or equipment necessary to perform the full service as required by the manufacturer s established PM and repair procedures. These PM inspections may require, but are not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, checking worn/defective parts, as required by the Original Equipment Manufacturer (OEM) written PM/repair standards. Two points of interest: First, the Contractor shall clean monitors and touch screens as well as calibrate the touch screens; second, the Contractor shall visually inspect the transducers and the pins on the probe connector looking for any bent pins. If any replacement parts are needed during the full service, only original standard parts from the OEM shall be used. Further, all replaced parts shall have the same versatility with presently installed equipment. The Contractor must obtain approval from Contracting Officer Representative (COR) or designated technical point of contract in Biomedical Engineering before using any parts or supplies that are not standard original parts from the OEM.

8. Performance Monitoring (if applicable).

The Contractors performance will be evaluated for each contract year. Documentation will be maintained by the technical POC on the Contractor s compliance with the performance measurements. Failure to meet the performance requirements could result in the loss of future consideration for a contract. The performance measurements are:

The Contractor must obtain an Identification badge, from the Police office, and notify the Biomed department of their arrival on station. This must occur each time the Contractor arrives on station to perform preventive maintenance inspections or repairs.

The Contractor must perform the PM services during the months scheduled, according to the contract.

The Contractor will provide all service documentation to the Biomedical Engineering department.

The Contractor must provide copies of the Completion Certificate for Privacy Awareness training to the technical POC.
9. Privacy and Security Requirements.
2) The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis, as long as the contract is in place, the VA security/privacy awareness training (contains VA s security/privacy requirements) within 1 week of the initiation of the contract.

Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis, as long as the contract is in place, an acknowledgment that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. By signing the Rules of Behavior on behalf of the vendor, the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA s information and information systems.

The contractor shall provide Biomed Engineering a copy of the completed training certificate(s).

10. Reports.
Upon completion of the service, the Contractor’s representative shall inform Biomedical Engineering and provide a copy of the service report. The report shall include 1) date of service 2) equipment serviced 3) action taken 4) parts replaced 5) any recommended work not covered under the service contract 6) signature of authorized VAMC official 7) copy of all pertinent data and test results against the equipment.

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