J065--1 year Service Agreement for Alpha Omega Neuro Omega unrestricted/open market Brand Name or Equal To

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following: The Portland VAMC requires a Clinical and Technical Service support on the Alpha Omega Neurological drive (SN 228), Navigation Workstation, and navigation software (Navigation Tools) to ensure equipment is kept in proper operating condition and ready for services for Veterans at Portland VAMC. All work is to be performed on the Alpha Omega Neurological drive (SN 228), Navigation Workstation, and

navigation software (Navigation Tools) located at the Portland VA Medical Center. The contractor shall provide service engineers that have specialized experience servicing/repairing/maintaining Alpha Omega Neurological drive (SN 228), Navigation Workstation, and navigation software (Navigation Tools). The contractor s services engineers must be original equipment manufacturer (OEM) trained on the Alpha Omega Neurological drive (SN 228), Navigation Workstation, and navigation software (Navigation Tools), and have a valid training certificate that is kept up to date. The contractor s service engineer shall have fast access to parts, elevated troubleshooting assistance, and regional support. Only fully qualified and OEM Alpha Omega authorized field engineers and technicians who have gone through original equipment manufacturer OEM certification process having the capabilities necessary to provide the above stated equipment services are invited to respond to this Sources Sought Notice via e-mail to scott.james@va.gov no later than 02/10/23 at 11:59am PST. No telephone inquiries will be accepted. Items covered under this contract include: Alpha Omega Neurological drive (SN 228), Navigation Workstation, and navigation software (Navigation Tools) located at Portland VAMC. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: company name, address, and business size, point of contact name, phone number, and e-mail address, OEM Certifications for Technicians to provide the services must be included in the response. OEM documentation confirming access to all required OEM parts must be included in the response. Please note whether the requested system services is presently offered on a current Government contract. NAICS Code 811210 is applicable to determine business size standard. Any questions or concerns may also be directed to scott.james@va.gov via e-mail. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. Applicable Clause/provision for this sources sought notice: VAAR 852.212-72Â GRAY MARKET AND COUNTERFEIT ITEMS (MAR 2020) Â (a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory. Â (b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics. Â (c) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. STATEMENT OF WORK (SOW) 1. Background The Portland VA Medical Center (PVAMC) requires: Clinical and Technical Service support on the Alpha Omega Neurological drive (SN 228), Navigation Workstation, and navigation software (Navigation Tools). 2. Scope The systems are to operate in accordance with manufacturer specifications and tolerances. All software upgrades and technical service are to be provided by the OEM. 3. Specific Tasks General Requirements: 50 onsite visits per-year, which can be used for Intraoperative technical support accompanied with guidance in target localization, four annual performance inspection or department in-servicing. Any additional visits will be billed at $3,000 per visit in excess. Annual performance inspection includes: Full accessories mechanical tests, full system diagnostic, install latest software version, training for hospital staff and sterilization trays maintenance The vendor shall not access any Patient Health Information (PHI) during repairs of applicable devices. License to use Alpha Omega s proprietary Navigation Tools (the Software ). Coverage for all repair costs on all parts and equipment that is not the result of improper handling or misuse. 35% discount on repairs as a result of improper handling or misuse 4 Drive Headstage calibrations or repairs 25% discount on new equipment purchases (excluding consumables) Reduced rate for additional onsite visits Discounted consumables pricing according to price list. A loaner will be provided at no charge for all repairs that need to occur off station. Any loaner equipment required will be shipped out next day at no additional cost to the VA. Shipping labels and RMA will be provided for returning loaner equipment as well as broken equipment Clinical Requirements: The Clinical support representative will be given at least 7 calendar day advance notice when their services are required. The Clinical support representative shall arrive 30 minutes before the start of the case and participate in the pre-procedure huddle (Typically this is 8am for all Monday/Thursday cases and 7am for all Tuesday, Wednesday, and Friday cases). This time will be communicated to the Vendor in writing via text or email. The Clinical support representative will be expected to inspect instrumentation and ensure proper operation prior to the patient entering the operating suite. The Clinical support representative is allowed to take meal breaks during the procedure provided the following: The timing of the break is approved in advance by the surgeon and/or circulating/scrub nurse. The breaks do not exceed 30 minutes. The breaks are not taken during a critical portion of the surgery (as determined by the surgeon and/or circulating/scrub nurse) During the breaks, the Clinical support representative is to remain in the physical building of Portland VAMC, and during the duration of the procedure. The Clinical Support Representative is only allowed to leave at the conclusion of full implant of the DBS system. This will be indicated by the surgeon and/or scrub/circulating nurse. Clinical Support Representative must receive explicit consent of the surgeon and or scrub/circulating nurse before leaving the facility. The Clinical Support Representative is expected to be knowledgeable, professional, and responsive in providing technical support regarding all functions and capabilities of the current Alpha Omega system and associated instrumentation/consumables purchased by the VA. The Clinical Support Representative is expected to assist in education and training of PVAMC staff involved with clinical and surgical use of the unit such as electroencephalography (EEG) technologist, Intraoperative Neuromonitoring (IONM) technologist during on-site visits. The Clinical Support Representative is responsible for ensuring that all clinical and surgical staff can access the full recording as well as a PDF summary post case. The summary may include detailed recordings, analytical charts, and any other appropriate information to the surgeon and neurologist involved in the patient care. Additionally, the Clinical Support Representative needs to demonstrate and verbally assist in accessing archived folders of current and previous patients to appropriate PVAMC staff using those folders including but not limited to neurosurgery team, neurology team, OCD staff. The Clinical Support Representative will not remove Patient Health information (PHI) from the VA network or the VA Portland HCS. Representative will be expected to respond to all requestions (including phone call and email) within 2 calendar days. Representative is not permitted to remove any equipment, instrumentation, disposables, or documentation with Patient Health Information (PHI) from PVAMC. 4. Performance Monitoring The tasks are well defined and can, therefore, be easily monitored by the Government point of contact (POC), who shall represent the government for this process. The contractor performance will be monitored and the work certified by the POC. The POC will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed. 5. Security Requirements The Clinical Support representative should apply for a PIV badge. They will otherwise be escorted by a VA employee except when they are on breaks. All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 6. Other Pertinent Information or Special Considerations. 7. Inspection and Acceptance Criteria. The POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services. 8. Place of Performance. Work will be performed at the Portland VA 9. Period of Performance. 4/1/23 3/31/24 10. Delivery Schedule. SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Invoice for work Contractor determined format. 1 hard copy or 1 emailed copy Within 30 days of completion of work.