J065--Audiology Equipment Calibration Services St. Cloud VA Med Ctr, & MN Area

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This announcement constitutes a Sources Sought Notice. This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract.
Saint Cloud VA Medical Center (VHASTC), 4801 Veterans Drive, St. Cloud, MN has a requirement for a Firm Fixed Price Service Contract to be performed at the VA Medical Center campus as well as the three Community Based Outreach Clinics (CBOCs) located in communities outside of the VHASTC facility campus in St. Cloud, MN.

The purpose of this notice is to determine interest and capability of potentially qualified businesses in particular Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 811210 Electronic and Precision Equipment Repair and Maintenance.

To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis.
Interested sources shall provide the following information in their response:

1. Company name, address, phone number, primary contact(s), e-mail address.

2. SAM UEI number.

3. NAICS (North American Industry Classification System) code that your firm uses for this supply/service.

4. State if your firm is a large business, small business, service-disabled-veteran-owned
small business, veteran-owned small business, HUB zone 8(a), women-owned small business or a small disadvantaged business.

5. State if your firm has the required supplies/services on Schedule (FSS, GSA, SEWP, other ).

6. Capabilities Statement.

Interested sources shall respond by: No later than 4:00pm CST Thursday, March 9, 2023

Send responses to: joseph.bennett@va.gov and becky.delossantos@va.gov.
Description:
Vendor to Furnish all Labor, Tools, Equipment and Materials necessary to perform annual and semiannual calibration of audiology equipment, to be performed at 4 different locations in central MN on or near the main campus of St. Cloud VA Health Care System, 4801 Veterans Drive, St. Cloud, MN, for a period of 1 year to include 4 option periods as specified in the Statement of Work contained within this requirement.
Saint Cloud VA Medical Center (VHASTC), 4801 Veterans Drive, St. Cloud, MN has a requirement for a Base plus four Option Year, Firm Fixed Price Service Contract for annual and semiannual calibration of audiology equipment to be performed at 4 different locations in central MN, (See Attachment A).
Period Of Performance: 4/15/2023 4/14/2024

Calibrations: Audiometers must be calibrated to the American National Standards Institute Specifications for Audiometers:

ANSI S3.6-1996
ANSI S3.1-1999
ANSI S3.39-1987 (R2002)

Listed equipment other than audiometers are required to be calibrated in accordance with manufacturer specifications.

Company shall provide current NASED certification or equivalent program transcripts for all service technicians assigned to complete calibration services at any VA locations.

Company shall demonstrate prior satisfactory performance of the work requested in this requirement and provide references for that work.

Written confirmation of service dates from the successful vendor shall be communicated to the Service Chief and Biomedical Engineering contact two business weeks prior to the expected service date.

Records of all calibration(s) shall be provided no later than the end of the business day following the day the calibration work was conducted

The calibration report shall accompany the Contractor s invoice. The invoice must show details as to the charges being billed.

A calibration report of equipment serviced shall contain, at a minimum, date of service, location, hours on-site, technician s name, description of work activity, serial number and equipment serviced.

Contractor shall maintain emergency availability. Contractor will provide primary and alternate POC information for emergency repairs, respond within 24 hours after notification from St. Cloud VA POC and provide on-site services within 96 hours.

Repairs, parts, and emergency services: This line item is not defined or awarded for a specific repair, part or service and is subject to a not-to-exceed (NTE) ceiling price of $10,000.00 without prior approval/modification from the Contracting Office, see Attachment A.

The Contractor shall provide all replacement parts needed to keep the audiology equipment in operating condition as originally designed by the manufacturer.

Parts may be repaired or replaced, as the contractor deems appropriate. NO GRAY MARKET or used parts will be used to repair the equipment.

Contractor may provide recalibration services due to a repair or replacement parts.

Contractor shall furnish the VA POC with a written itemized estimate and justification of the cost to make necessary repairs. Contractor shall also provide a comparison quote for what that item would have cost for commercial pricing, so the Government has a basis for determining the price fair and reasonable or as an alternative, provide a quote used for another federal agency for similar item.

Attachment A provides estimated quantities based on history, actual quantities may vary.
HOURS OF OPERATION:
The Contractor shall conduct work on-site during normal business hours, 8:00 am - 4:30 pm, excluding Federal Holidays, unless otherwise coordinated with VA POC (VA Person of Contact). If the holiday falls on a Saturday, the previous Friday will be observed and if the holiday falls on a Sunday, the following Monday will be observed.

The Contractor shall coordinate with the Service Line Chief and/or the Biomedical Engineering contact to determine when work can be performed.

Federal Holidays:

1. New Year s Day
2. Labor Day
3. Martin Luther King Jr. s Birthday
4. Columbus Day
5. President s Day
6. Veteran s Day
7. Memorial Day
8. Thanksgiving Day
9. Independence Day
10. Christmas Day

Calibration services shall be completed no later than one business day prior to the expiration of current calibration for all equipment listed

SECURITY REQUIREMENTS:
The Contractor will be responsible for ensuring compliance by its employees with all VA procedures governing building access and security. Contractor personnel will be escorted by VHA personnel at all times. The VA POC will assist Contractor personnel in obtaining requisite identification badges to enter the facilities. All Contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Privacy and HIPAA Focused Training  - TMS Code 10203. Contractors must provide signed certifications of completion to the VA POC 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). Contractor staff is required to conform to VHA s security and privacy requirements as described below:

The Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are on VHA property.

The Contractor will ensure the security of all VHA property, building ID badges, key cards, and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys, etc. the same day the employees leave the project. Background Investigations will be required for the performance of this contract.

Due to COVID-19 safety protocols, Contractor shall follow VA guidelines as appropriate.

Contractor shall adhere to the VHA tobacco-free campus policy.

St. Cloud VA Contractor badge shall be worn by all Contractor employees while working on VA premises

-End.

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