J--Notice of Intent to Award Sole Source Contract

NOTICE OF INTENT TO AWARD SOLE SOURCE CONTRACT Department of Veterans Affairs (VA) Network Contracting Office 2 (NCO 2) intends to award a sole source contract, IAW FAR 13.106-1(b) - only one source reasonably available , to 3M Company, 3M CENTER SAINT PAUL MN 55144. The period of performance is from Date of Award (DOA) to 03/31/2019 with one (1) option year 04/01/2019 to 03/31/2020. The VA New York Harbor, Brooklyn Campus, 800 Poly Place Brooklyn, NY 11209-7104 requires a full service contract for 3 Sterilizer and 2 Abators located in the SPS Department. This sole source award will allow vendor to perform Service and Preventative Maintenance in accordance with the Statement of Work. STATEMENT OF WORK This is a Service Contract for 3 Sterilizers and 2 Abators located in the SPD department of the NYHHS-Brooklyn VA. Contract to be effective: Date of Award 03/31/2019. This is the base year contract with one (1) option year available. This contract covers the following: 1. ABATOR MODEL:

50A S/N: 300028 2. ABATOR MODEL: 50A S/N: 300029 3. STERILIZER MODEL: 8XL S/N: 300527 4. STERILIZER MODEL: 8XL S/N: 300528 5. STERILIZER MODEL: 8XL S/N: 300529 Service to Include: EQUIPMENT IS CLEANED, CHECKED AND ADJUSTED AS NECESSARY. SUSCEPTIBLE COMPONENTS ARE ROUTINELY REPLACED TO GUARD AGAINST FAILURE. ALL REPLACEMENT PARTS NECESSARY DURING THE TERM OF THE CONTRACT ARE PROVIDED AT NO CHARGE. 3M STERILIZING SYSTEMS REPS ARE THROUGHLY PREPARED TO PRESENT A CERTIFIED IN-SERVICE TRAINING PROGRAM. AT THE COMPLETION OF EACH PM, A 3M 3550 EO MONITOR BADGE OR BADGES WILL BE LEFT W/DEPT SUPERVISOR INSTRUCTIONS ARE INCLUDED W/EACH BADGE ON ITS USE, ALONG WITH A SELF ADDRESSED ENVELOPE FOR THE BADGES RETURN TO 3M FOR ANALYSIS. THE RESULTS WILL BE RETURNED WITHIN TWO WEEKS. IF REQUESTED, FOR EACH SVC CALL, 3M WILL ALSO PROVIDE ONE OTHER SVC CALL DURING 3M'S NORMAL BUSINESS HOURS. EQUIPMENT IS AUTOMATICALLY UPDATED WITH CURRENT ENGINEERING CHANGES. THE COST OF THE CATALYTIC BED FOR THE M-50 ABATOR IS NOT COVERED BY PMA SERVICE CONTRACT. THE COST OF THE CATALYTIC BED WILL BE DISCOUNTED IN ACCORDANCE WITH THE CURRENT SERVICE REPRESNTATIVE LISITING IF REPLACEMENT IS REQUIRED DURING THE TERM OF THE AGREEMENT. THE INSTALLATION COST FOR THE BED IS COVERED BY THE AGREEMENT. Specifications of Work: Repair Services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed by a manufacturer trained technician. Contractor will follow manufacturer's recommendation for PM, repairs, calibrations and modifications. Preventative Maintenance: PM Service will be mutually scheduled in advance and will be performed semi-annual during the months of November and May. It is the contractor's responsibility to schedule preventative maintenance as listed. PM procedures subscribed to must follow manufacturer's specifications be documented and submitted in writing to biomedical engineering at inception of contract PM shall include at a minimum: electrical safety testing, lubrication, adjustment, calibration, testing and replacement of faulty parts and/or parts which are likely to fail at no additional charge. Upon completion of PM, the unit must be clearly labeled with a sticker stating the date last PM was completed and the due date of next PM, as well as name of technician that performed said PM. Qualification of Vendor: To be eligible for consideration, offerors will have been engaged in maintaining servicing the equipment listed for a period of no less than two (2) years. The contractors representative must have received service training from the equipment manufacturer specifically on the model listed) and be capable of presenting certification of such training. No allowance will be made for the contractor not having qualified personnel available to respond as specified in this contract at all times within the contract period. Response time: contractor shall provide a phone call back by a qualified technician within 4 hours of a service request and an onsite response by a qualified technician within a target of 24 hours of original request of service. Technical service personnel are required to sign in and out of engineering service, Bldg. #4. Test equipment: prior to commencement of work on this contract, contractor shall provide the VAMC with a copy of the current calibration certification all test equipment which is 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. Documentation Requirements: at the completion of each service call/PM, the contractor will provide a written service report to Biomedical Engineering. This report will clearly show the date of service, type of service performed, model and serial numbers, name of field technician(s) a description of the work performed, a list of any parts replaced, and the unit condition as left at the completion of said work. The contractor has the option of leaving the service report with Biomedical Engineering, Building #4; after servicing equipment or of sending the service report with the invoice. Leaving service reports with a person in the vicinity may be performed in addition to the previously stated requirement, but is not to be used as a substitution. Certification of invoices is clearly dependent upon receipt of service reports as proof of services rendered. Payment may be delayed if proper documentation is not provided. Special Requirements: 1. Service representatives are required to supply the Medical Center with Material Safety Data Sheets (MSDS's) on any chemicals that are brought in to the Medical Center prior to usage. The MSDS's are to be given to the Safety Officer. A set of MSDS's must also remain at the site where the chemical is used. 2. Vendors must comply with usage of Personnel Protective Gear as defined in 29CFR 19.10. 3. All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line VA Privacy and Information Security Awareness and Rules of Behavior Training - TMS Code 10176 . Contractors must provide signed certifications of completion to the COTR 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). In the event that equipment/medical systems containing media (hard drives, optical disks, etc.) with VA sensitive information need to be taken off-site for repair or to be replaced the media must not be returned to the vendor; the options are as follows: a. Vendor must accept the system without the drive; b. 3MVA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or c. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. d. VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-9 Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; i. The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and ii. Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre- approved and described in the purchase order or contract. iii. A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.