THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Businesses , including Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses (SDVOSB/VOSB), who are interested in submitting proposals for this procurement and who are capable of performing the work required for this procurement. 2. The NAICS for this requirement is 541519 Other Computer Related SServices 3. The Contractor shall provide Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS (see attached DRAFT SOW). The required products shall be provided by the contractor along with all resources necessary to accomplish the deliverables described in the attached Draft Statement of Work (SOW). 4. Interested and capable Contractors are encouraged to respond to this notice not later than Wednesday, Aug 21st 2024, at 11:00 AM PDT, by providing the following information via email only to Jose.Espinoza3@va.gov. (a) Company name (b) Address (c) Point of contact (d) Phone, fax, and email of primary point of contact (e) Contractor s Unique Entity ID (SAM) number (f) Type of small business, if applicable, (e.g. Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a), HUB-Zone, Woman Owned Small Business, Small Disadvantaged Business, or Small Business). (g) Statement indicating whether your company is considered small under the size standard for the NAICS code identified under this RFI. (h) Statement indicating the product name of the Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS product referenced above that you intend to provide for this procurement. (i) Statement indicating whether you are the manufacturer of the Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS that you intend to provide for this procurement. If you intend to provide products manufactured by a company other than your own, state the name of the company whose Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS product you intend to provide, the country of origin, and whether the company that manufactures that product is a small business under the size standard for the NAICS code identified under this RFI. (j) Statement indicating if you have a current contract to provide the Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS product that you intend to provide for this procurement, along with the installation, configuration, validation, support, and maintenance services required by this procurement, under either the General Services Administration (GSA) Federal Supply Schedule (FSS) or with the VA National Acquisition Center (NAC), National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP), or any other federal contract. If yes, provide the contract type and contract number, as well as the identity of the federal agency with whom you hold that contract. (k) Statement indicating if your product that you intent to provide for this procurement was assessed by VA Technical Reference Model Management Group and currently approved for use in the VA. (l) Statement indicating how many calendar days you estimate it would take you to implement, configure, and validate the Regan Technologies VM Backup Software (brand name or equal to) for the GLAVAHCS that you intend to provide for this procurement in a medical center similar to the VA Medical Center. (m) General pricing for your products/solutions for market research purposes. (n) A capability statement that provides detailed information for one or more reference contracts that demonstrate your experience providing requested products that meets the requirements described in the attached Draft Salient Characteristics and demonstrates your experience providing the installation, configuration, validation, support, and maintenance services required by this procurement. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Respondents must provide the following information for each reference contract the respondent identifies as evidence of the respondent s capability to perform the work required by this procurement. Respondents must provide the following information for each reference contract: (1) the legal name of entity with whom the respondent held the contract; (2) the contract number; (3) a description providing details of the specific tasks the respondent performed under that contract; (4) the dates during which the respondent performed the contract; (5) the name, phone number, and email address of a person at the entity with whom the respondent held the contract who can verify the information the respondent provides regarding this reference contract. If a respondent offers to demonstrate experience through the proposed use of subcontractors, the respondent must provide all of the information required above for one or more reference contracts performed by each subcontractor the respondent intends to use. NOTE: The information requested above is required for the Government to evaluate whether there are sufficient small business concerns of a particular type who are capable of performing the work required by this procurement to determine if this procurement should be set aside for a given type of small business concern. FAILURE TO SUBMIT ALL OF THE INFORMATION REQUESTED ABOVE TO SUPPORT A RESPONDENT S CLAIMED EXPERIENCE MAY BE VIEWED BY THE GOVERNMENT AS EVIDENCE THAT THE RESPONDENT LACKS THE ABILITY TO PROVIDE THE PRODUCTS REQUESTED IN THIS PROCUREMENT. THIS, IN TURN, MAY AFFECT THE GOVERNMENT S DETERMINATION ABOUT WHETHER THE REQUIREMENTS FOR A SET-ASIDE PROCUREMENT HAVE BEEN MET. 5. All Offerors who provide goods or services to the United States Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. 6. Small Business respondents. (a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. (b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: (1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. (c) Please note that if VA s pending market research establishes that two or more verified VOSB or SDVOSB can provide the services required, VA will set aside the underlying solicitation per 38 U.S.C. §8127. --End of Sources Sought Announcement-- 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. In accordance with FAR 15.201(e), 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. Statement of Work Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide licenses and technical support for West Los Angeles Medical Center (WLA) virtual machine (VM) backup. Preventive Maintenance Inspection (PMI) and Corrective Maintenance will be provided as necessary. The backup software must have the capabilities to backup all existing 110 VMs for WLA. The ability to expand the capabilities of backup more VMs must be possible. Technical support must be available 24/7 as not to delay patient care. These VMs are used throughout the hospital in crucial areas such as OR/Imaging/Cath/EP. Period of Performance: Base Year: 09/15/2024 09/14/2025 Option Year 1: 09/15/2025 09/14/2026 Option Year 2: 09/15/2026 09/14/2027 Option Year 3: 09/15/2027 09/14/2028 Option Year 4: 09/15/2028 09/14/2029 General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below: EE# Serial Number Equipment PM Frequency Table 1: Equipment included as part of this requirement Preventive maintenance and Inspection (PMI) The Contractor shall perform all manufacturer recommended PMI duties regarding what is specified in the vendor s service manual. The Contractor shall perform PMI in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contract may request a copy of the JC standards from the COR. The Contractor shall provide all PMI-related replacement parts at no cost to the Government. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The PMI will be scheduled a minimum of five business days in advance with the Contracting Officer s Representative (COR). The Contractor shall provide a detailed service report to the COR within 10 business days of PMI maintenance. Corrective Maintenance / Repair Services: The Contractor shall conduct corrective maintenance/repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission. The Contractor may request a copy of the JC standards from the COR. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. The Contractor shall provide a detailed service report to the VA POC within 10 business days of corrective maintenance. Replacement Parts: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment (See FAR Clause 52.211-5 (Aug 2000)). All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of COR. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. Hours of Work: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am 5:00 pm, excluding National holidays. Telephone support services are available at no additional cost to the Government. Any service performed during other than normal work hours must have prior approval and coordinated with the VA POC. National Holiday: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & holiday Pay: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. Qualification: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent and experienced to work on the equipment assigned. Service: Service shall include software updates needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the COR. Any call back for service request for the same type of malfunction shall be at no charge to the Government. Intervening Service Call: When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the COR or the Contracting Officer (CO). These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices. Additional Requirement: Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufactures manual necessary to perform maintenance. Submission of Reports: The Contractor shall submit a complete field service report (FSR) electronically to the COR within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. General Information Contractor s Program Manager: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s program manager shall have full authority to act for the Contractor on all matters relating to daily operations of this contract. Contractor Employees: The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public. The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract. Reporting Procedures: For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg 500, Room 0261 and sign-in. In addition to signing-in, the Contractor personnel shall identify him/herself to the COR before proceeding to the job site. For services to be performed outside normal working hours, the Contractor shall obtain a visitor s badge from the security guard assigned at the facility entrance prior to signing the after-hours log book located outside the Biomedical Engineering Department, Bldg 500, and proceeding to Room 0261. Prior to leaving the facility the Contractor shall communicate status of equipment to the COR, sign out at the same location that they signed in and return the visitor s badge. Parking: It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations VAGLAHS is a smoke free facility. This includes the use of vape, electronic cigarettes and tobacco products. Invoicing & Payment: The Contractor shall submit a monthly invoice No advance payments shall be authorized. Payment shall be made monthly for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.
