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This is NOT a solicitation or request for quote (RFQ). This is NOT a request for proposal (RFP). This is NOT a job advertisement for hiring employees. The VA is seeking QUALIFIED VENDORS to provide a very brief response to this notice including only just what is asked for in this notice below. This is sources sought notice to industry and the only information is posted on Contract Opportunities web page at SAM.gov. Sources sought means seeking qualified vendors. The attachments included on the Contract Opportunities page do not include any additional information.
If your company is interested please read this notice entirely and submit the required information, as requested herein.
Cheyenne, Wyoming VA Medical Center
Audiology Equipment Service Procurement
The Cheyenne Wyoming Veterans Affairs Medical Center located at 2360 east Pershing Avenue, Cheyenne, Wyoming 82001 is seeking the service of a firm to supply qualified audiology equipment specialists to perform the requirements listed below. This agreement will be for one base year with the option of two additional years. Monitoring of audiology equipment will be performed at least annually by an audiology equipment specialist. Additional or more frequent monitoring may be necessary for new equipment installation or after repair or service that might change the performance of the equipment. The role of the audiology equipment specialist will be to monitor system-specific performance characteristics, optimize data quality, personnel qualifications, follow-up procedures, and assist with quality control as outlined in this scope of work. The goals are to produce optimal-quality diagnostic data, ensure performance standards are met, and to ensure that clinical use of the equipment and the information requirement of the examination are met.
Qualifications
All work shall be performed by a qualified audiology equipment specialist. A qualified audiology equipment specialist is a person who has been certified by equipment manufactures to work on specific pieces of medical equipment. These technicians must have a working knowledge of acoustic systems audiology booths, the Verifit 2, the Freefit & Hit, Audiostar, Tympstar 2, Tympstar pro, CORTI, Capella 2, AIRFX, MAICO MA40, Zodiac 2, and Otoflex.
Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE.
Fully Qualified is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment.
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 copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified in the schedule. When deemed appropriate, the CO and/or COTR reserve the right to prohibit contractor personnel from working on VAMC equipment.

Mandatory Services to be Performed
Scheduled Maintenance
The Contractor shall perform PM Service to ensure that the equipment listed in the schedule performs in accordance with the original manufacturer s specifications. Annual PM Service must be completed by September 30th of each year. An outline of the PM schedule and procedures shall be provided to the CO within 2 weeks of award of the contract. The contractor shall provide a written description of the Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following:
Cleaning of equipment.
Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the manufacturer s specifications.
Calibrating and lubricating the equipment.
Performing remedial, non-emergent maintenance.
Testing and replacing faulty and worn parts and/or parts likely to fail or become faulty or worn.
Inspection and replacement of worn or frayed electrical wiring and cables.
Returning the equipment to the operating condition and mode.
Providing documentation of services performed
All service/repairs shall be performed during normal hours of coverage unless requested or approved by the COR. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). The contractor shall provide software/hardware updates at no charge.
PM inspection and calibration of the hard copy imaging device services shall be performed in conjunction with all other PM as outlined in the schedule submitted by the contractor and agreed to by the VA. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COTR at the completion of the PM.
Work performed outside the normal hours of coverage, at the request of FSE, shall be considered service during normal hours of coverage and shall be exempt from a labor hour charge.
Unscheduled Maintenance
The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer s specifications.
Only the CO, COR or alternate designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor.
The contractor's FSE shall respond on site within four (4) hours after receipt of request for service. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem.
There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage defined in the statement of work. Work performed outside the normal hours of coverage, at the request of the COTR, shall be invoiced at the price listed in the schedule. Invoicing may include service time plus one (1) hour for travel time. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage.
Documentation/Reports
The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the specifications Each ESR must, at a minimum, document the following data legibly and in complete detail:
Name of contractor and contract number
Name of FSE who performed services
Contractor service ESR number/log number
Date, time (starting and ending), equipment downtime and hours on-site for service call
VA purchase order number(s) covering the call if outside normal working hours.
Description of problems reported by the COTR/user (if applicable).
Identification of equipment to be serviced including inventory ID number, manufacturer s name, device name, model number, serial number, any other manufacturer s identification numbers, itemized description of service performed (including, if applicable, costs associated with after normal working hour services) which may include labor and travel, parts, materials and circuit location of problem/corrective action, and total cost to be billed.
Signatures of FSE performing services described and authorized VA employee who witnessed service described.
Reporting Requirements
The Contractor shall log in with Biomedical Engineering prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an acceptance signature and then to the COTR for an authorization signature . If the COTR is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR).
Additional charges
There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts.
Reporting Required Services Beyond the Contract Scope
The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO or the COR, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility under the terms of the contract. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.
Condition of Equipment
The contractor accepts responsibility for the equipment covered under this equipment in as is condition. Failure to inspect the equipment prior to award of this contract will not relieve the contractor from performance of the requirements of this contract.
Test Equipment
Prior to commencement of work on this contract, the contractor shall provide to the VAMC copies of all current calibration certificates for all test equipment to be used by the contractor on VAMC 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.
VA Regulations
Contractor employees shall wear visible identification at all times when on premises of the VAMC. Contractor personnel are responsible for parking in appropriate designated personnel. The VA will not be responsible for parking violation incurred by the contractor. Information on parking is available from the VA police station. Smoking is prohibited inside any VA facility. Possession of firearms is prohibited. Enclosed containers, including toolboxes, may be subject to search at the discretion of the VAMC.
Hours of Coverage
Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:
New Year s Day
Dr. Martin Luther King Jr. Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Juneteenth
Any other day specifically declared a National Holiday by the President of the United States
When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.
Parts
The contractor shall furnish all spare and replacement parts under the terms of this contract. The price of all parts used to perform all scheduled preventive and unscheduled maintenance shall be included in the price of this contract as listed in the schedule. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the performance of this contract. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain equipment covered under the contract.
Service Manuals/Tools/Equipment
The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) necessary to meet the performance requirements of this contract. A reference list of applicable service manuals and their respective locations shall be provided to the CO upon request.
Place of Performance and List of Equipment
Equipment is located at Cheyenne VA Medical Center 2360 East Pershing Blvd Cheyenne, Wyoming 82001. The Northern Colorado VA outpatient clinic is located at 4575 Byrd Drive Loveland, CO 80538. The Rawlins VA outpatient clinic is located at 1809 East Daley Street Rawlins, WY 82301. The Sidney VA outpatient clinic is located at 1116 10th Avenue Sidney, NE 69162.
VA Medical Locations
Addresses
Cheyenne
Cheyenne VA Medical Center 2360 East Pershing Blvd Cheyenne 82001
NOCO
The Northern Colorado VA outpatient clinic 4575 Byrd Drive Loveland, CO 80538
Rawlins
The Rawlins VA outpatient clinic 1809 East Daley Street Rawlins, WY 82301
Sidney
Sidney VA outpatient clinic 1116 10th Avenue Sidney, NE 69162
Equipment List Based on Location:
Location
Model
Manufacturer
Serial Number
Cheyenne
1 AC 242 Suite
AMP Special IND
400864390
Cheyenne
MA40
Maico diagnostics
77508
Cheyenne
EP25
Interacoustics
0996632
Cheyenne
AUR REM
Madsen
215479
Cheyenne
AUR REM
Madsen
215484
Cheyenne
Otoflex
Madsen
429290
Cheyenne
AirFX
Micromedical
AFX1-0535
Cheyenne
Verifit 2
Audioscan
C1112
Cheyenne
Audiostar Pro
GSI
GS0077565
Cheyenne
Audiostar Pro
GSI
GS0077571
NOCO
Aurical Free Fit
Otometrics
219228_253318
NOCO
Capella 2
Otometrics
2433-1.2
NOCO
Aurical Free Fit
Otometrics
276295-291520
NOCO
Verifit 2
Audioscan
C1113
NOCO
Verifit 2
Audioscan
C4675
NOCO
Verifit 2
Audioscan
C5998
NOCO
Verifit 2
Audioscan
C5999
NOCO
Verifit 2
Audioscan
C6000
NOCO
Verifit 2
Audioscan
C6001
NOCO
Corti
GSI
GI1004131
NOCO
Tympstar
GSI
GS0045625
NOCO
Audiostar Pro
GSI
GS0071195
NOCO
Tympstar Pro
GSI
GS0071670
NOCO
Audiostar Pro
GSI
GS0077564
NOCO
Audiostar Pro
GSI
GS0077566
NOCO
Tympstar Pro
GSI
GS0090307
NOCO
Audiostar Pro
GSI
GS0093126
NOCO
39V2
GSI
GS0100066
NOCO
Tympstar Pro
GSI
GS0100476
NOCO
RE142MC
Acoustic Systems
HC-54008
NOCO
RE243
Acoustic Systems
HC-55092
NOCO
RE243
Acoustic Systems
HC-57053
Sidney
Madsen Astera
Otometrics
996068
Sidney
Freefit
Otometrics
5113
Sidney
Freefit
Otometrics
990087
Sidney
Madsen Zodiac
Otometrics
1912711
Sidney
Audiostar Pro
GSI
GS0091433
Rawlins
Audiostar Pro
GSI
GS0085899

Period of Performance
Base Year: 6/01/2023 to 5/31/2024
Option Year 1: 6/01/2024 to 5/31/2025
Option Year 2: 6/01/2025 to 5/31/2026

Invoicing
Contractor must first be registered in SAM.gov before completing the VA 10091 vendor file document. All inquiries regarding the SAM.gov website will go through SAM.gov customer service. Upon completion of the VA 10091 document the contractor must fax or email the document to the FSC (contact information provided on the 10091 form). Contractor shall invoice using the Tungsten website. Any questions regarding how to use the Tungsten site, shall be answered by Tungsten Customer Service.

Type of Contract. A Firm- Fixed Price contract will be issued for this effort

This shall be a non-personal services contract. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor. Contractor shall furnish all labor, materials, equipment, tools, shipping, transportation, insurances, licenses, certifications, and supervision necessary to provide services in accordance with this Statement of Work (SOW). The Contractor is responsible for all charges and fees related to disposal of materials generated by the Contractor.

This is anticipated to be a commercial service acquisition under the authority of FAR Part 13, Simplified Acquisition Procedures for Commercial Items.

IMPORTANT NOTE: This RFI (Request for Information) is for information only.
No award will be made from this RFI.

QUALIFIED VENDOR: A qualified source has the a) necessary equipment, vehicles, personnel, resources and current operations as well as b) recent experience (within past 2 years) of performing services of a comparable size, scope and complexity, AND c) certified technicians to perform services with unrestricted access to the facility during inclement weather. A qualified source also has current and valid registration in System for Award Management (SAM), https://www.sam.gov).
Please communicate via e-mail to dragos.vlase@va.gov by 4:00 PM MDT on 05/05/2023 as to your company s ability to perform service per this brief Scope of Work and the following questions below:
What is your company s socio-economic type(s)? ie: SDVOSB, VOSB, WOSB, Large Business, etc.
What are your company s qualifications and specialty background?
Can your company perform the work specified in the SOW attachment?
Information is being gathered for market research purposes only. Industry exchanges and vendor teleconferences are at the discretion of the Contract Specialist. This is not a request for quotes.
DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. 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. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI.
Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/
Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp
To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp
To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp
To become a CVE-verified VOSB or SDVOSB visit Home  · VetBiz Portal (va.gov)

Attachments/Links