J078--Service Agreement for Exercise Equipment

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this sources-sought notice. You will not be entitled to payment for direct or indirect costs that you incur in responding to this Sources Sought Notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. No solicitation exists. Therefore, do not request a copy of a solicitation. Statement of Work EQUIPMENT COVERED: This contract covers all Physical Therapy and Occupational Therapy exercise equipment in Leeds, Worcester, and Springfield. Summary: The following items are listed in the service agreement: Planned maintenance service Annual Inspections per manufacturer s recommendations in both Leeds, Worcester and Springfield Physical Therapy and Occupational Therapy. This service will be completed annually. The planned maintenance includes servicing of all exercise equipment used within the Physical Therapy and Occupational Therapy Department. Any replacement parts will be ordered and installed by the vendor. All necessary testing equipment will be provided by the vendor while they conduct their inspection on site at each location. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor, except where a hard drive is replaced. The hard drive is VA property and will be disposed of according to Information Security standards. Equipment: EE#: Room: Manufacturer: PM Recommended Schedule 36397 B16-11-VA Nustep INC. Recumbent Bike Repair Only 36398 B16-11-VA Nustep INC. Recumbent Bike Repair Only 36399 B16-11-VA Nustep INC. Recumbent Bike Repair Only 36309 B16-11-VA SCIFIT Arm Exercisers Repair Only 36560 B16-11-VA SCIFIT Arm Exercisers Repair Only 36213 B16-11-VA Cybex Stationary Bike Repair Only 35943 B16-11-VA Octane Fitness Arm and Feet Machine Repair Only 35944 B16-11-VA Octane Fitness Arm and Feet Machine Repair Only 38324 B16-11-VA Life Fitness Rowing Machine Repair Only 38325 B16-11-VA Life Fitness Rowing Machine Repair Only 36506 B16-11-VA Spirit Seated Eliptical Annual 36507 B16-11-VA Spirit Seated Eliptical Annual 36560 B16-11-VA Spirit Seated Eliptical Annual 17683 B16-11-VA TechnoGym Leg Press Repair Only 38353 B16-11-VA Life Fitness Cable Machine (4) Repair Only B16-11-VA Fitven Punching Bag Repair Only 35922 B16-11-VA Cybex Treadmill Annual 17682 B16-11-VA TechnoGym Leg Extension Repair Only 17674 B16-11-VA TechnoGym Chest Machine Repair Only 38176 B16-11-VA Life Fitness Cable Machine (2) Repair Only 38355 B16-11-VA Life Fitness Cable Machine with Storage (2) Repair Only 38322 B16-11-VA Life Fitness Leg Press (One Weight) Repair Only B16-11-VA Hammer Strength Bench Press (3 benches) Repair Only 38323 B16-11-VA Life Fitness Arms and Abs Repair Only 38321 B16-11-VA Hammer Strength Seated Workout Repair Only 17681 B16-11-VA TechnoGym Standing Elipitcal Annual B16-11-VA Xtreme Series Standing Eliptical Annual 31527, 31526, 31528 B16-11-VA 3 Sports Art Treadmills Annual 20929 B16-11-VA Race Spin Bike Repair Only 38176 B16-11-VA Life Fitness Muscle S Chest Press Repair Only 38177 B16-11-VA Life Fitness Pectroal Fly Repair Only 27003 2WA17-1-VA Promaxima Viper Recumbent Bike Repair Only 25380 B040-1-VA Healthcare International Physiostep Elliptical Unit Annual 19138 B040-1-VA Recumbent Bike S-RBX Repair Only 31365 B040-1-VA Nustep INC. Recumbent Bike Repair Only 31460 B040-1-VA Scifit Pro 1000 w/premium seat Repair Only 26699 B040-1-VA Sports Art America Treadmill Annual Total 39 Pieces of Equipment at SPOPC Hours of Coverage: Contract hours will be 8:00 AM to 5:00PM Monday through Friday (excluding Federal holidays). Qualification of Vendor: Vendor will provide documentation of substantial experience working on the identified make and model instrument. This documentation shall specifically include individuals who will work on the systems. Contracting Officer reserves the right to request factory training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility. Specifications of Work: Contractor will follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable. Replacement software will include all site-specific adaptation present in originally delivered software. Documentation Requirements: Service field reports shall be provided at the time of the service call and must be signed by contracting officer s COR and filed with the Biomedical Engineering department. Summary (or duplicate copies) of field service reports must be included within 30 days of provided service. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor. Services and parts not covered by contract: Contracting Officer or Contracting Officer s COR authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract. REQUEST FOR INFORMATION INSTRUCTIONS: 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 mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811490 (size standard of $9 Million). Please answer the following questions: 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.)? Is your company considered small under the NAICS code identified under this RFI? Are you an authorized technician or servicer for the equipment eferenced above? If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. Please provide your UEI number. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to [email protected] no later than, 4:30 PM Eastern Standard Time (EST) on April 19, 2023. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Specialist, Manases Cabrera. Questions or responses will include the Source Sought number in the subject line. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. Any interested business concern must submit a no longer that 10-page capability statement addressing its ability to meet the requirements listed above to Capability Statement shall include a statement regarding how the business concern is engaged in wholesale trade and normally sells the item being supplied and how the business concern will take ownership of the items being delivered. Vendors shall also provide certification, evidence that they are an authorized distributor of the Original Equipment Manufacturer. If a solicitation is issued, information will be posted on the SAM web site for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Specialist at [email protected]. DISCLAIMER 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. 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.