Sources Sought Notice Notice of 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, as well as any large businesses. The results from this source sought notice will be used to determine set-aside. The intended contract is a firm-fixed price supply purchase. The Department of Veterans Affairs, NCO20, is looking for any authorized distributors of service in accordance with the following Statement of Work: DRAFT STATEMENT OF WORK (SOW) 1. Contract Title CONMED AirSeal Insufflators Service Contract for VA Puget Sound Health Care System 2. Background VA Puget Sound Health Care System, Seattle Campus requires on-site, full-service maintenance and repair services to ensure CONMED AirSeal Insufflators are kept in proper operating condition and ready for clinical use. 3. Scope This contract includes all parts and services to properly provide preventative maintenance and on-site repairs to ensure that all units are fully operational according to manufacturer specifications prior to departure. Contractor shall provide all necessary travel, labor, materials, tools, documentation, and parts required for the inspection, support, and repair of the equipment, software, and accessories listed in the Schedule of Equipment. 4. Specific Tasks Schedule of Equipment: ConMed Air Seals Item # System Name Serial # 1 AIRSEAL IFS 2404CE0571 2 AIRSEAL IFS 2405CE0244 3 AIRSEAL IFS 2405CE0254 4 AIRSEAL IFS 2405CE0255 5 AIRSEAL IFS 2405CE0251 6 AIRSEAL IFS 2405CE0246 7 AIRSEAL IFS 2405CE0245 8 AIRSEAL IFS 2404CE0569 For items 1 through 8, the contractor shall provide the following: Preventive Maintenance Corrective Maintenance Parts Replacement Coverage Software & System Updates Loaner at no extra charge Overnight shipment of replacement unit Return Label at no extra charge 24/7/365 Telephone Technical Support Remote System Diagnostics and Maintenance Normal Working Hours (0600-1630) 5. Documentation The contractor shall provide service reports to the primary and/or alternate point of contact for all work performed within 7 business days. The report shall indicate the following: Date of service Description of service performed Model Serial Number VA Asset Number (EE#) List of parts replaces Contract number Detailed Resolution 6. Performance Monitoring The contractor shall be monitored by the Station Point of Contact or their designee. The Station Point of Contact shall submit an annual performance evaluation to Network Contracting Office 20 summarizing the performance viewed over the period of performance. 7. Security Requirements 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. Access to VA Information and Info Systems The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. VA Information Custodial Language For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. 9. Other Pertinent Information or Special Considerations All contractor personnel must have at least two years of field experience as a Field Service Engineer or meet OEM standards for a fully qualified Field Service Engineer to perform maintenance on the equipment. No subcontracting is authorized for this contract. The Station Point of Contact shall conduct routine inspections, product sampling, and monitoring of work while contractor is on site. In the event of any concerns, the Station Point of Contact shall notify Network Contracting Office 20 and coordinate addressing the concerns. 10. Risk Control Vendor must coordinate with station point of contact for access to the Seattle Campus. Once Vendor completes the service, they must check out with station point of contact to ensure that all work has been completed with no issues. If any issues arise the station point of contact must be contacted. 11. Place of Performance Department of Veterans Affairs Puget Sound Health Care System Seattle Division 1660 S. Columbian Way Seattle, WA 98108-1597 12. Period of Performance. Base Year: To commence immediately after award Required Information in Your Response to Sources Sought: In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information: 1) Company name, address, and point of contact, phone number, e-mail address, and UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 541990 All other professional, scientific, and technical services. To be considered a small business your company must have less than $19.5 million in annual receipt. 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) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/. 4) Please provide completed above courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. 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).
