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Sources Sought
The Minneapolis VAMC requires a Patient Simulator and accessories with the Salient Characteristics listed and in accordance with the draft Statement of Work below.
This is a sources sought looking for businesses to provide the supplies listed below for market research purposes. No awards of a contract will be made from this announcement.
Identify if your organization is the manufacturer of the required supplies. If you are not the manufacturer, identify the manufacturer of the supplies that you will provide.Â

Identify whether any foreign end products, as defined in FAR Provision 52.225-2, would be provided to meet this requirement ( https://www.acquisition.gov/far/part-52#FAR_52_225_2__d3401e52).

Please identify your organization's socio-economic category.
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Address whether your organization meets the requirements of 13 CFR 121.406 (b)(1)(i), (b)(1)(ii) and (b)(1)(iii) (https://www.ecfr.gov/current/title-13/chapter-I/part-121/subpart-A/subject-group-ECFR0fca5207262de47/section-121.406#p-121.406(b)).
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If you are a vendor that can provide the requested information and required supplies described below with competitive pricing, send your information with a description of proof of capability to: Jeffrey.Brown8@va.gov on or before July 11th, 2023.
*If applicable, 852.219-76Â VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses.*
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*If applicable, 852.212-71 Gray Market Items, will apply to the potential solicitation.*

*If applicable, FAR Provision 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*

STATEMENT OF WORK
General Scope:
TeleCritical Care West (TCCW) has a requirement for patient simulator equipment at the Minneapolis VA Medical Center (VAMC) hub location. This requirement includes all equipment, delivery, professional installation, and maintenance/warranty services necessary to provide the intended end product.

2.0 Delivery:
All element of this requirement shall be delivered Free On-Board (FOB) destination to address below.

Minneapolis VAMC TeleCritical Care
6330 Bloomington Rd
Building 222 Room 111
Garland, TX 75042

3.0 Reports:
Not Applicable

4.0 Period of Performance:
The contractor shall complete this effort as soon as possible but no more than 90 days after the date of award. Duty hours for delivery and installation will be determined based on the availability of VA resources while minimizing interference with patient care.

5.0 General Requirements for Services:
The dates and times for delivery, receipt, and installation of equipment will be determined based on equipment availability, required VA resources, and potential impact to patient care.

All service shall be performed on-site during normal VA business hours, 8:00am to 4:30pm Local Time (Central), Monday thru Friday, excluding the Federal Holidays listed below. When one of the designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday is observed as a Federal Holiday by United States Government agencies.
New Year's Day

Martin Luther King, Jr

Presidents Day

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Any other day specifically declared by the President of the United States to be a Federal Holiday.

The Contractor is not permitted to perform any scheduled/planned work on VA property outside of normal duty hours without prior approval. If such work is required, the Contractor shall submit a written request to the VA Contracting Officer s Representative (VAMC POC) at least five (5) business days prior to the proposed work. This request shall include the day(s), times, work to be performed, and the reason why performance is necessary outside of normal duty hours.

The Contract shall be made aware of local security policies and procedures relevant to the work being performed. The contractor must comply with these standards during all site visits on Government property.

The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the contractor. A VA badge will be provided and must be visibly worn above the waist at all times while on Government property.

The Contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks.

The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, permits, VA design standards (www.cfm.va.gov/til/dguide.asp), and instructions required for the performance of the duties in the Statement of work (SOW).

The Contractor is responsible for ensuring that its firm and staff maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records and must make them available upon request for the Government. The Government will not pay for expenses to meet this requirement.

The Contractor is responsible for ensuring staff are trained and certified for planning and installing the product to maintain the integrity of the manufacturer s warranty.

The Contractor is responsible for providing an electronic Field Service Report (FSR) for any maintenance or repair activities performed as part of this effort. This FSR must include the following elements, at a minimum.
Name of Contractor and purchase order number
Name of Field Service Engineer (FSE) who performed services.
Contractor work order/service ticket number
Date, time (starting and ending) , equipment downtime, and hours on-site for service call
Description of problem reported by VAMC POC/User (if applicable).
Identification of equipment to be serviced: ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers.
Itemized Description of Service Performed including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.
Signatures of the FSE who performed services and the VAMC POC or designee who witnessed/accepted the work described

5.1 Offer Requirements:

The offeror shall provide an itemized list of all systems, components, or accessories included in the proposal.

Based on the salient characteristics provided, the offeror shall provide a package that clearly outlines how their proposed system meets all required elements.

The offeror shall provide a package to list Labor/Services on a separate line item(s) than the product line items.

The selected Contractor shall be responsible for ordering, tracking and installing all specified items, managing and coordinating all deliveries for the installation schedule as approved by the VA VAMC POC.

5.2 Contract Tasks/Requirements:

The Contractor shall act in collaboration with the VAMC POC and any departments of Minneapolis VAMC that will be facilitating this effort such as IT, Housekeeping, or Facilities Management.

The Contractor shall perform assembly and installation services for all equipment purchased.

The Contractor may or may not be required to complete services outside of normal duty hours as determined during project planning meetings.

The Contractor must provide Proof of Insurance.

The Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery; (B) load and unload purchased equipment; (C) place/install items in designated rooms/locations; (D) assemble items as required; (E) secure as designated; (F) properly dispose of all associated packing/crating materials in accordance with the approved project plan; and (G) maintain/service equipment in accordance with coverage.

5.3 Protection of Property:

The Contractor shall perform an inspection of the buildings and grounds with the VAMC POC, or their designee, prior to commencing work. The Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the buildings, grounds, and furnishings. The Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade, and color, to match existing work.

The Contractor shall communicate with the VAMC POC to resolve all repairs beyond simple surface cleaning. Concurrence of the VAMC POC is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

The Contractor shall be responsible for the security of the areas in which the work is being performed at all times prior to completion. The Contractor shall maintain accountability and control of any keys provided, and shall return them to the VAMC POC, or their designee, upon completion of the work.

The Contractor shall provide necessary floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

5.4 Delivery:

The contractor shall contact the VAMC POC at least 14 business days prior to the start of work/shipping to ensure that the install location is ready.

In the event there is a delay in delivery, the Contractor must notify the VAMC POC immediately in writing, preferably via email.

The Contractor shall provide the VAMC POC with scheduled date and time that the delivery truck will be arriving at least 24 hours minimum in advance.

The Contractor must ensure that the driver of the delivery vehicle has copies of the Bill of Materials/delivery orders and shall not attempt to deliver any items before the scheduled delivery date.

Contractor must be bonded and insured in accordance with standard commercial practices and state requirements for vehicles and trailers.

The Contractor shall provide free storage for the purchased equipment from the completion of manufacturing until the delivery can be completed. All items must be stored at a conditioned facility that meets all building requirements including but not limited to the sprinkler, security, safety, temperature, and environmental controls as not to void equipment warranties.

The Contractor must notify VA of the specific location of any or all stored furniture.

5.5 Receive and Unload:

If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor will be responsible for moving these items to a secure location, until the next available workday. The Contractor will be responsible for moving the items from the overnight storage site to its designated position in the building.

The Contractor shall verify and inspect all items. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the VAMC POC in writing, preferably via email, immediately upon identification.

The Contractor shall store damaged items in the location designated by the VAMC POC. The Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the VAMC POC on a daily basis.

Contractor shall repair or coordinate with the VAMC POC for replacement of damaged, defective, or missing items.

5.6 Assembly and Final Acceptance:

The Contractor shall be responsible for all safety and security guidelines within the area in which work is being performed, to include securing any contractor-owned tools or equipment, and any on-site storage being utilized.

The Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers' instructions.

The Contractor shall prevent its personnel from entering any area other than the designated work area.

The Contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

The Contractor shall inspect to ensure that the equipment is free of surface dirt, clean and polished, free of defects, and that the installation is complete and ready for use.

The Contractor shall do a final inspection with VAMC POC, or their designee, and provide a list of any required repairs or replacements before releasing crew for the day.

5.7 Jobsite Cleanliness:

The Contractor will be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling all items installed under this contract.

Final Acceptance by the Government will not occur until all installed items have been wiped cleaned and debris/dust connected with installation is removed from the VA site.

Recyclable cardboard products shall be disposed of in accordance with applicable statutes, in respective containers. The contractor is responsible for providing trash containers at an offsite facility.

Packing materials will not be stored in the buildings for any period exceeding 24 hours unless prior written approval is provided by the VAMC POC.

The Contractor shall ensure its personnel eat or drink only in designated areas.

Personal trash (food wrappers, drink containers, etc.,) shall be removed from the site on a daily basis by the Contractor.

5.8 Warranty Items:

The warranty of an item is to start on the date of acceptance of the products by the VAMC POC.

The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

5.9 Maintenance and Repair:

A vendor may offer a two-year service plan for the equipment listed.

The Contractor shall offer technical support by phone and email during normal VA business hours.

The Contractor shall offer equivalent loaner equipment during all off-site maintenance and repairs.

All service and maintenance activities shall be performed based on maintaining the equipment at its original level of functionality.

6.0 Quality Control Plan:
The Contractor is responsible for Contract Management and Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's quality control program is the means by which the contractor ensures their work complies with the requirement of the contract.

The Contractor shall be responsible for quality control for all work accomplished during the performance of this contract. Work and documentation produced by the contract personnel may be regularly reviewed by the VAMC POC

Salient Characteristics and Items

Item #
Description/Part Number*
Qty
1
Multipurpose Patient Simulator Mannequin
1
3
Mechanical Ventilator Simulator
1
4
Simulation Debriefing System
1

To be considered technically acceptable, the proposed patient simulator systems must possess the following features or functionalities:

- Compatibility with the following medical equipment without requiring additional accessories or systems
- Ventilator
- Vital Signs/Physiological Monitor
- Defibrillator
- Electrocardiograph (ECG)
- Pulse Oximeter

- The following list of airway and breathing features/functions
- Endotracheal Tube Intubation
- Tracheostomy
- Placement of Airway Adjuncts
- Chest Rise and Fall
- Lung Ascultation (Normal & Abnormal)
- Upper Airway Sounds (Stridors/Gurgling)
- Non-Compliant Lung Simulation

- The following list of physiological monitoring features/functions without additional accessories or systems
- Four Lead ECG Monitoring
- 12 Lead ECG Monitoring
- Non-Invasive Blood Pressure Measurement
- Defibrillation, Cardioversion, and Pacing
- Bilateral radial, carotid, and femoral pulses

- The following list of injection or medication features/functions
- IV Cannulation at Atecubital and Hand
- Intraosseous Access
- Intramuscular Injection Sites
- Automatic IV Drug Detection

- Realistic chest compression with depth, resistance, and palpable/visual feedback

- Neuro simulation functionalities such as reactive pupils and seizures/shivering

- Wireless connectivity with control PC and other accessories

- Bidirectional communication between learner and remote operator

- Access to a variety of pre-programmed scenarios at no additional cost

- Software and firmware updates provided at no additional cost

- Simulation control software and simulated bedside monitor included with patient simulator purchase

In addition to the patient simulator, any technically acceptable offering must also provide the following additional systems/service:

- Mechanical ventilator simulator that offers the following features/functions
- Multiple ventilation modes
- Customizable settings (including alarm thresholds and treatment parameters)
- Realistic patient interface accessories (i.e. patient circuit tubing, masks, etc.)
- Interfaces with patient simulator, control software, and other system components for seamless simulation
functionality and control

- Simulation recording and debriefing system with the following features/functions
- All required audio and video equipment included
- Records and stores all audio and video from the simulation
- Incorporates information from the patient simulator, control software, and other accessories into a
single simulation recording/debrief

- Service coverage for all purchased equipment with the following coverages
- Webinars and training at no additional cost
- Phone/Email Support
- Loaner Systems
- Preventative maintenance performed in accordance with manufacturer recommendations

Attachments/Links