SAM #36C24126Q0361

Preventive Maintenance and Support for Draeger Anesthesia Machines and Vaporizers at VA Boston Healthcare System

This opportunity involves preventive maintenance and support services for Draeger anesthesia machines and vaporizers at VA Boston Healthcare System facilities. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 1 (Bedford, MA) - VA Boston Healthcare System - OEM Highlight: - Draeger is the Original Equipment Manufacturer (OEM) for all covered equipment - Only Draeger-certified technicians are authorized to perform services - Products/Equipment Covered: - Draeger Apollo anesthesia machines - Draeger Fabius GS Premium anesthesia machines - Draeger Fabius Tiro anesthesia machines - Draeger anesthesia vaporizers - Services Requested: - Onsite preventive maintenance, repairs, and technical support - Emergency service with next business day onsite response and 24/7 helpline - Use of OEM parts and adherence to Draeger service manuals - Notable Requirements: - Strict compliance with federal security and privacy regulations - Rapid response times: two-hour callback for non-PM issues, next business day onsite for emergencies - Annual travel allowance authorized - Locations: - VA Medical Centers in Brockton (940 Belmont Street), Jamaica Plain (150 South Huntington Avenue), and West Roxbury (1400 VFW Parkway), all part of the VA Boston Healthcare System - No specific product quantities or part numbers are listed; focus is on qualified service delivery.

Description

SOURCES SOUGHT NOTICE THIS IS A SOURCES SOUGHT NOTICE ONLY: This announcement seeks information from the industry, which will be used for preliminary planning purposes for procurement. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. THIS IS STRICTLY MARKET RESEARCH. The purpose of this synopsis is to gain knowledge of the interests, capabilities, and qualifications of various members of the industry who have the capability to provide Draeger-certified technicians for preventive maintenance, repairs, and support for the VA Boston Healthcare System (BHS) Anesthesia Machines & Anesthesia Vaporizers in the operating rooms, VA Medical Centers, Brockton, 940 Belmont Street, Jamaica Plain, 150 South Huntington Avenue, and West Roxbury, 1400 VFW Parkway. All interested firms must be registered in SAM (System for Award Management) to be eligible for the award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum: Company name and address, point of contact with phone number, and SAM UEI. Documentation relating to performance capability, current point of contact, and phone number. Socio-economic status to identify the business class as a large business, SDVOSB, VOSB, small business, Woman Owned, etc. Any other pertinent company documentation prior to submission of offers to a solicitation. Any SD/VOSB firms responding to this Sources Sought Notice must also provide proof of registration in the SBA Vet Cert prior to submitting offers to a solicitation. This market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised that the government will not pay any costs for responses and information submitted. All submissions are acceptable via manases.cabrera@va.gov. RESULTS INFORMATION Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement. PERFORMANCE WORK STATEMENT / SCOPE OF WORK Maintenance, Repairs, and Support for Drager Ventilators / Vaporizers Contract Number: 523-26-3-7441-0041 REQUESTING SERVICE: Clinical Engineering. Objective To provide Draeger-certified technicians for preventive maintenance, repairs, and support for the VA Boston Healthcare System (BHS) Anesthesia Machines & Anesthesia Vaporizers in the operating rooms, VA Medical Centers, Brockton, 940 Belmont Street, Jamaica Plain, 150 South Huntington Avenue, and West Roxbury, 1400 VFW Parkway. 2.0 Background These machines are owned by VA and have been maintained by Drager personnel for the past five years. They are used to administer anesthesia to patients undergoing surgical procedures. These machines provide a continuous supply of medical gases (oxygen and nitrous oxide) mixed with an accurate concentration of anesthesia vapor (isoflurane, sevoflurane, d-vapor) and deliver the mixture at a safe pressure and flow. The delivery of these gases renders the patient unconscious. This equipment is highly technical and specialized, and requires technicians certified to perform this work. The training and certification of technicians is provided by Drager, the original equipment manufacturer (OEM). BHS clinical engineering (CE) does not have the qualified staff for this service. 3.0 Scope The Vendor shall accomplish the deliverables, provide all certified technicians, labor, personnel, equipment, tools, materials, parts, supervision, and other items necessary to perform onsite preventive maintenance (PM), repairs, and support on the BHS Draeger equipment listed on pages 3-5 below. 3.1 Contractor on Site When required by BHS, requested and authorized by a BHS purchase order (PO), a Field Service Agent (FSA) must be on-site the next business day. 3.2 Professional Qualifications The assigned field service agent (FSA) must have the appropriate training, experience, expertise, and certification by the OEM to work on the equipment identified in paragraph 10 below. 4.0 Scheduling a Visit Contact the BHS CE department at (857) 203-5517 or Thong.san@va.gov or another CE staff member to schedule a visit at a mutually agreed-upon date and time. 4.1 Security Requirements FSA shall report to Clinical Engineering or another government-designated representative to check in and obtain a short-term identification (ID) badge. This must be obtained before any work is performed. 4.2 Identification FSA must present a current (not expired) Federal ID, PIV card, State or local government ID card/badge before the temporary Federal ID badge is issued. 5.0 Upon Arrival All contractors can proceed to CE, building 1 (older brick building), ground floor, room GB112 (next to Hanscom Credit Union), where the ID presented is verified. If deemed official, the CE liaison will have the contractor sign in and will then give the FSA a temporary U.S. Government ID badge. The badge shall be worn prominently by the FSA while on VA Property. 5.1 Work Site The contractor will be escorted by CE staff or other designated VA employee to the work site and must return to Clinical Engineering to sign out and turn in said badge along with the documented service report for the service performed. If there is a need to replace any hard drive, hard drives and all information on them are the property of the VA and must remain under the control of the VA Clinical Engineering department for proper destruction. 6.0 Federal Law The FSA must follow all Government laws, rules and regulations regarding National Security, patient privacy and information security. And must adhere to the Privacy Act, HIPAA, and COVID-19 screening requirements. 6.1 Unauthorized Work/Parts Work outside the scope of this agreement is not authorized. Purchase of parts is not authorized. 7.0 Authorized Service Preventative maintenance (PM) on the Drager anesthesia machines and vaporizers listed on paragraph 7.1 below. Use of OEM parts/kits required by OEM Periodic Manufacturers certification are included in PM service. Service must meet the manufacturer’s required service frequency and must include all steps detailed in the OEM service manual. Vendor is authorized $1,034.00 per contract year for travel. 7.1 BHS equipment to be serviced Manufacturer Device Name Serial Number Equipment EE# VA Brockton APOLLO ASCM-0408 208546 VA Jamaica Plain FABIUS GS PREM ARZK-0049 106675 VA West Roxbury FABIUS TIRO ASEA-0129 142821 VA West Roxbury FABIUS TIRO ASFJ-0055 153934 7.2 Emergency work If CE staff thinks an emergency exists, FSA must provide a written estimate of repairs. The CE staff member will request a purchase order (PO). Once the FSA has these two documents, additional work can begin. 8.0 Deliverables Field Service Report (FSR) must be completed by the FSA and a copy given to CE staff. The FSR must include: Name & work phone number of FSA who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on site for service call. Identification of equipment serviced to include: Facility Inventory EE ID number Manufacturer Device name Model number Serial number 8.1 Itemized Description Of Service Performed (including, if authorized by a separate PO, costs associated with after normal working hour services) including: Labor and Travel, parts with part numbers. Materials used. Signatures of FSE and BHS employee who verified the work. 8.2 Hours of Coverage Service support and contract administration available Monday-Friday 8:00am to 8:00pm. 800# Helpline for software, hardware, and user questions. 8.3 Emergency service 24-hours, 7 days per week. 8.4 Toll free Emergency service support via (800) 437-2437. 8.5 Response Time A two (2) hour call back response time for any non-PM service-related issues that are communicated to the contractor. Next business day response with a technician on site for emergencies. 9.0 VA Information and Information Systems & Privacy Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 9.1 Investigative Requirements All contractors, subcontractors, and third-party technicians and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. 9.2 Custom software development and outsourced operations Must be 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. 9.3 Contractor Notification 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. 10.0 Prior to Termination Or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. 10.1 Contractor/Subcontractor Responsibilities Must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and VA Handbook 6500.6, Contract Security APPENDIX C. 3.

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