36C24920Q0289 – Sources Sought – J065–Cepheid Gene Xpert Service (11/17/2020-11/16/2021)

Aug 15, 2020 | Sources Sought

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.

Background: The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the James H. Quillen VA Medical Center is conducting market research through this source sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below.

Purpose and Objectives: Your responses to the information requested will be used for planning purposes only. The Veteran Affairs Medical Center (VAMC), James H. Quillen is developing its requirements for Cepheid Genexpert Service. The purpose of this Request for Information (RFI) is to gather information to assist the VAMC in formulating its requirements, and identify qualified firms who are able to meet our requirements.

Anticipated period of performance: The NCO 9 does not presently intend to award a contract, but want to obtain market information and sources capability for acquisition planning purposes only.
NAICS code: 811219 and sized standard is 22.0 Million
NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov.

STATEMENT OF WORK
Cepheid Genexpert Services

1. INTRODUCTION AND SCOPE OF WORK:
Furnish all parts, material, travel/shipping to and from for Annual Calibration and Repairs on the 16 Site Genexpert 6-Color, 16 Module for a One year.

2. REQUIREMENTS:
Unlimited visits for emergency repairs as well as all associated costs with emergency repair to include travel, parts, and labor (onsite service available Monday through Friday between the hours of 8am to 4pm EST), one calibration annually, and telephone technical support 24X7.
a. SCHEDULED MAINTENANCE:
The Contractor shall perform Annual Calibration and repair services to ensure that equipment listed in the schedule performs in accordance with paragraphe 3. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the Microbiology Supervisor and COR at the completion of the annual calibration and or repair. The contractor shall provide written description of Vendor Service Reports. These descriptions shall include an itemized list of the procedures performed, including electrical safety. Calibration and repair services shall include, but need not be limited to, the following:
b. MAINTENANCE ON THE Genexpert SHALL INCLUDE THE FOLLOWING:
Unlimited visits for emergency repair
All costs associated with emergency repair (includes travel, parts, and labor)
Priority scheduling of requests for service
Telephone technical support
Onsite 1-business day response time for repairs, if required

(2) Repair services shall include the replacement of any defective parts and shall be performed in accordance with, and during the hours defined in, the schedule established herein. Any charges services, manuals, tools, or software required to successfully completed are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise.
b. Normal Business hours coverage (8:00AM- 5:00PM), Monday through Friday, excluding holidays is required. All maintenance will be performed during normal hours of coverage unless requested or approved by the COR or his designee. Federal Holidays observed by the VAMC are:
New Years’ Day Labor Day Martin Luther King Day
Columbus Day Presidents’ Day Veterans’ Day
Memorial Day Thanksgiving Day Independence Day
Christmas Day

c. UNSCHEDULED MAINTENANCE (Emergency Repair Service)
(1) Contractor shall maintain the equipment in accordance with paragraph 3. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished, with the exception of operating supplies such as paper, disks, etc.
(2) The Contracting Officer has the authority to approve/request a service call from the Contractor when purchase orders are approved for unscheduled equipment repair outside the normal business hours covered by this contract.
d. PARTS: The Contractor shall furnish and replace parts to maintain the equipment covered by the contract. The Contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except operating supplies. The Contractor shall use new or rebuilt parts. Used parts, those removed from another piece of equipment, shall not be installed without approval by the COR. All used or rebuilt parts must be specifically approved by the Contracting Officer or COR.
e. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:
The Contractor shall immediately, but no later than 24 (twenty- four) 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.
f. CONDITION OF EQUIPMENT:
The Contractor accepts responsibility for the equipment described in paragraph I., 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.
g. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:
(1) 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.
(2) “Fully Qualified” is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance.
(3) The FSEs shall be authorized by the Contractor to perform the maintenance services. 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 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 COR specifically reserves the right to reject any of the Contractor’s personnel and refuse them permission to work on the VAMC equipment.
(4) If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.
h. TEST EQUIPMENT:
Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC’s equipment. 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.
i. SERVICE MANUALS:
The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all 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 menu.
3. REFERENCES:
Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The listed equipment shall be maintained in accordance with the manufacturer’s standards and/or specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer’s specifications.
4. DELIVERY: Unlimited visits for emergency repairs as well as all associated costs with emergency repair to include travel, parts, and labor. One calibration annually during the month of November and telephone technical support M-F 8am-12am (EST), and 10am-3pm (EST) on Saturday.
a. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log in during normal working hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the Microbiology Supervisor and COR.

5. PERFORMANCE PERIOD: One (1) year 11/17/2020 -11/16/2021

Other important considerations: Cite any other information that is necessary for potential respondents to understand the nature of the potential requirement or proposed acquisition. 
Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.
Please e-mail your response with the above information to Christina.Lawrence2@va.gov with the subject line “Sources Sought Notice # 36C24920Q0289 by 10:00 a.m. on 09/04/2020. Any question should be emailed to Christina.Lawrence2@va.gov.

Disclaimer and Important Notes. This 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. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. 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. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

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