THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.
THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
SOURCES SOUGHT DESCRIPTION
This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811219 (size standard of $22.0 Million). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 22 Network Contracting Office, is seeking sources that can provide Isensix Control Center Maintenance and Services that meets the following Statement of Work for the New Mexico VA Healthcare System:
STATEMENT OF WORK
This requirement will be for the period of February 1, 2021 to January 31, 2022 with the request for four (4) option years for the maintenance and repair of the Isensix Control Center Server (EE# 88622, S/N 2M2903021H) and temperature sensors utilized throughout the laboratory.
2. SPECIFIC TASKS:
This requirement is for the maintenance and repair of the Isensix Control Center, temperature sensors utilized in the Laboratory, and temperature sensors used in Dietary services at NMVAHCS. This equipment is proprietary to Isensix. The contractor will be responsible for all repairs and work required to ensure that this equipment is operating to the manufacturer s specifications. The contractor will cover all parts and labor associated with corrective actions and preventative maintenance performed on the Isensix Control Center, temperature sensors utilized in the Laboratory, and temperature sensors used, as well as daily database backup and all software upgrades and enhancements. Work will be performed on-site at NMVAHCS.
The contractor will inspect, repair, and perform operation accuracy checks should an incident requiring service occur. The company is responsible for the equipment in the event of failure. Additionally, the contractor will provide one annual electrical and mechanical calibration to the equipment for preventative maintenance.
2.1 TASKS 1 Complete Maintenance and Repair of Isensix Control Center Server and Temperature Sensors.
2.1.1 SUBTASKS 1 Base year plus 4 option years of Maintenance and Repair Contract for Isensix Control Center Server.
Manufacturer: Isensix, Inc.
Model: Control Center Server (Dell Computer, Model: Optiplex 210L)
2.1.2 SUBTASKS 2 Base year plus 4 option years Temperature Sensors for Use in the Laboratory
Manufacturer: Isensix, Inc.
3. SERVICE/WORK TO BE PERFORMED:
The contractor shall perform on-site support on equipment/systems as provided for in the contract. Support will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Contractor must use OEM certified parts and service engineer/technicians must be OEM trained and certified on all equipment included in the contract.
Contractor shall provide software support and updates defined as bug and/or patch fixes, error correction, equipment enhancement or modification to already existing features for the purposes of maintaining current functionality of the equipment.
Contractor must provide toll free phone support 24 hours a day, seven days a week.
Contractor must provide service calls with on-site response time within 24 hours, next business day, (Monday to Friday 8:00 AM to 4:30 PM excluding holidays); unless otherwise agreed upon by POC or designee
Response: The contractor shall consider ALL requests for repairs/services as emergencies unless a statement to the contrary is made by the Contracting Officers (CO), Point of Contact (POC) or designee. A certified service representative adequately equipped with tools, test instruments, service manuals and repair parts will arrive at the NMVAHCS within the designated response time. The service representative may contact VA staff by phone before arrival at the NMVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Department.
Contractor must offer a dedicated support agreement.
Hours: Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with department is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate.
Preventive maintenance will be scheduled with a contact person as assigned by the Contracting Officer (CO), Point of Contact (POC) or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by POC or designee. For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 4:30 p.m. the Vendor shall check-in with the Police Service and with the POC or designee before proceeding to the job site. All contractor personnel (without exception) must report to the Engineering Department, Bldg. 1 – room B213, to sign in before any work is performed and return to the same location to sign out and submit documented service report (as described in section DOCUMENTATION) for the service performed.
Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.
Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address.
Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at NMVAHCS.
Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.
All shipping for parts will be included in the cost of the contract.
Service reports will be provided prior to departure from NMVAHCS for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information:
a) Date(s) and time period of service.
b) Complete description of equipment serviced including model number and serial number.
c) Complete description of equipment services performed including upgrades, updates and software changes made.
d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.
e) A statement of the complaint that initiated the service call.
f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.
6. REMOVAL OF EQUIPMENT:
Whenever possible, all repairs and preventive maintenance will be performed at the NMVAHCS. When that is not possible, the CO, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.
VA property may not be removed from the NMVAHCS prior to execution, and approval of all documents as required by Logistics Service. Computer hard drives and other storage media items may not leave VA property.
Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.
7. GOVERNMENT REPAIRS:
Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.
The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.
1 ASPR-CMPS-E ASP Renewal – Server & CC
11 ASPR-AP ASP Renewal – Access Point
1 ASPR-CO2 ASP Renewal – CO2 CP Set
1 ASPR-HU ASP Renewal – HU (Humidity) CP Set
44 ASPR-RE ASP Renewal – RE (Ref/Frz) CP Set
14 ASPR-RM ASP Renewal – RM (Room Temp) CP Set
13 ASPR-SC ASP Renewal – SC (Ultralow Frz) CP Set
The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.
If you are interested, and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:
(1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)
(2) Is your company considered small under the NAICS code identified under this RFI?
(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?
(4) If you re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(5) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.
(6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?
(7) Please provide general pricing for your products/solutions for market research purposes.
(8) Please state your company s DUNS number.
(9) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?
*** Submissions addressing Section (9) should show clear, compelling and convincing*** evidence that all equal to items” meet all required salient characteristics.
Responses to this notice shall be submitted via email to Clift.Domen@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, December 21st, 2020 at 2:00 p.m. PST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.