NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs, Northeast Consortia (VANEC), intends to award a sole source Blanket Purchase Agreement (BPA) pursuant to FAR 13.106-1(b) for full-service and maintenance on the Optime Forum Enterprise System Service and Zeiss Optometry Equipment across Veterans Integrated System Networks (VISNs) 1, 2, 4, & 5; with PROAIM Americas, LLC located at 16024 Manchester Road, Suite 200, Ellisville, MO 63011, for a five-year requirement (estimated dates) from August 1, 2024 July 31, 2029. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any responsible firm that believes it can meet the requirements may give written notification and capability statements prior to the response due date and time. Vendors shall indicate if they are the direct supplier of the items. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address. Responses must include following information: Company Name SAM number Company s address Point of Contact information (title, phone number and email address) Business size. Response received will be evaluated; however, a determination by the Government not to compete the proposed procurement based on responses to this notice is solely within the discretion of the Government. Information provided will not be returned. Responses are due by Tuesday, July 2, 2024, at 3PM (EST). No submissions will be accepted after this date and time. Responses shall be submitted via email to Amanda Lopez, [email protected]. The NAICS code for this acquisition is 811210 and the standard size is $34M. VA Northeast Consortia (VANEC) Blanket Purchase Agreement (BPA) Full-Service on Optime Forum Enterprise System Service and Zeiss Optometry Equipment Statement of Work General: This is for a Blanket Purchase Agreement (BPA) for full-service and maintenance on the Optime Forum Enterprise System Service and Zeiss Optometry Equipment across Veterans Integrated System Networks (VISNs) 1, 2, 4, & 5. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and full-service necessary to perform Optime Forum Enterprise System Service and perform preventative and corrective maintenance on Zeiss Optometry Equip as defined in this Statement of Work (SOW). The contractor shall perform to the standards in this agreement. Background: The Veterans Health Administration (VHA) VA Northeast Consortia (VANEC) - VISNs 1, 2, 4, & 5 is seeking Optime Forum Enterprise System Service to provide both remote and onsite customer service and support for technical problems relating to Forum or any connected modalities or VISTA interface, training needed for Clinical staff and/or Healthcare Technology Management staff, and software updates and upgrades as they become available to keep the Forum system up to date and ready for future applications. As well as seeking general service coverage on the Zeiss Optometry Equipment within the VISNs 1, 2, 4, & 5 facilities and their associated clinic-based outpatient centers (CBOCs). The services shall include all services offered for equipment under warranty, such as emergency service, unlimited parts, preventive maintenance, factory authorized updates/modifications, technical support, and application support. Objectives: The Zeiss Optime service plan includes coverage and support of the following: FORUM software updates Access to the FORUM team s service hotline Technical Support Remote support Architecture evaluation Unlimited access to our online training Software updates and software upgrades with all the latest features and optimal performance. Updates needed to connect any new instruments to FORUM The equipment preventative maintenance and service support shall cover and include the following: Provide preventative maintenance at scheduled intervals. Electrical and mechanical checks designed to identify systems or subsystems that require further service or maintenance. Provide live phone support with Zeiss Support Engineers between 7AM 5PM. (EST). Emergency repair service between 7AM 5PM (EST). Monday through Friday. Minor repairs and adjustments will be made at the time of inspection. Work performed will be documented on the work orders and provided by the contractor. Services shall be performed by certified appropriately trained and qualified personnel. Scope: The Forum application resides on several computers through the eye centers at each of the facilities within VISNs 1, 2, 4, & 5 and associated CBOCs, as needed, support and services shall be provided to upgrade the application at each site. Additionally, any ancillary Carl Zeiss Meditech eye clinic equipment connected to Forum at the applicable medical centers shall be included as it pertains to network connectivity or updates needed to communicate properly to Forum. All optometry equipment shall be maintained in proper operating condition as specified by the manufacturer. The contractor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the contractor. Period of Performance: The period of performance shall be for a five (5) years BPA. The Period of Performance reads as follows: Year 1: 08/01/2024 07/31/2025 Year 2: 08/01/2025 07/31/2026 Year 3: 08/01/2026 07/31/2027 Year 4: 08/01/2027 07/31/2028 Year 5: 08/01/2028 07/31/2029 Frequency of Performance: Preventive Maintenance should occur in intervals in accordance with the OEM s recommendations and scheduled with the site. Maintenance must be completed in the month the equipment is due for Preventive Maintenance. General Information: The work to be performed under this requirement will be performed at the following VISNs 1, 2, 4, & 5 locations and their respective CBOCs: The scope of this requirements includes all VISNs 1, 2, 4, & 5 facilities as outlined below, as well as any respective CBOBs, associated with the main medical centers: VISN 1 VA Maine Healthcare System 1 VA Center Augusta, ME 04330 Bedford VA Medical Center 200 Springs Road Bedford, MA 01730 White River Junction VA Medical Center (215 North Main Street White River Junction, VT 05009) VA Boston Healthcare System Jamaica Plain Campus 150 South Huntington Ave Jamaica Plain, MA 01230 VA Boston Healthcare System West Roxbury Campus 1400 VFW Parkway West Roxbury, MA 02132 VA Boston Healthcare System Brockton Campus 940 Belmont Street Brockton, MA 02301 Manchester VA Medical Center 718 Smyth Road Manchester, NH 03104 Providence VA Medical Center 830 Chalkstone Ave Providence, RI 02908 VA Connecticut Healthcare System West Haven Campus 950 Campbell Ave West Haven, CT 06516 VA Connecticut Healthcare System Newington Campus 555 Willard Ave Newington, CT 06111 VA Central Western Massachusetts 421 North Main Street Leeds, MA 01053 VISN 2 Northport 79 Middleville Rd. Northport, NY 11768 Hudson Valley 41 Castle Point Rd. Wappingers Falls, NY 12590 Hudson Valley 2094 Albany Post Rd. Montrose, NY 10548 Bronx 130 W Kingsbridge Rd. Bronx, NY 10468 East Orange 385 Tremont Ave East Orange, NJ 07018 Manhattan 423 E 23rd St New York, NY 10010 Brooklyn 800 Poly Pl Brooklyn, NY 11209 Albany 113 Holland Ave. Albany, NY 12208 Syracuse 800 Irving Ave Syracuse, NY 13210 Buffalo 3495 Bailey Ave Buffalo, NY 14215 Rochester 260 calkins Rd Rochester, NY 14623 Lyons VA Medical Center 151 Knollcroft Rd Lyons, NJ 07939 VA Medical Center-Bath 76 Veterans Ave Bath, NY 14810 Canandaigua VA Medical Center 400 Fort Hill Ave Canandaigua, NY 14424 VISN 4 James E. Van Zandt VA Medical Center - Altoona, PA 2907 Pleasant Valley Boulevard Altoona, PA 16602 VA Butler Healthcare 353 North Duffy Road Butler, PA 16001 Coatsville VA Medical Center 1400 Black Horse Hill Road Coatesville, PA 19320 Erie VA Medical Center 135 East 38th Street Erie, PA 16504 Lebanon VA Medical Center 1700 South Lincoln Avenue Lebanon, PA 17042 VA Pittsburgh Healthcare System- University Drive C Pittsburgh, PA 15240 H. John Heinz III Department of Veterans Affairs Medical Center 1010 Delafield Road Pittsburgh, PA 15240 Corporal Michael J. Crescenz VA Medical Center - Philadelphia, PA 3900 Woodland Avenue Philadelphia, PA 19104 Wilkes-Barre VA Medical Center 1111 East End Blvd. Wilkes-Barre, PA 18711 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 VISN 5 VA Maryland Healthcare System 10 N Greene St. Baltimore, MD 21201 Perry Point VA Medical Center 515 Broad St Perry Point, MD 21902 Loch Raven Medical Center 3901 The Alameda Baltimore, MD 21218 Beckley VA Medical Center 200 Veterans Ave Beckley, WV 25801 Louis A. Johnson Medical Center 1 Medical Center Drive Clarksburg, WV 26301 Hershel Woody Williams VAMC 1540 Spring Valley Drive Huntington, WV 25704 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 Washington DC VA Medical Ctr 50 Irving Street NW Washington, DC 20422 Hours of Operation:The contractor is responsible for conducting business, between the hours of 7:00 am 5:00 pm EST Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons.Onsite response time of 48 hours or less for down systems is required. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR). NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. Scheduled maintenance will be excluded from downtime. Recognized Holidays: The contractor is not required to perform services on holidays. There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: New Year's Day January 1 Juneteenth National Independence Day June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Equipment List: Specific hardware and software to be covered would be each/every Forum server and Zeiss optometry equipment at the VISNs 1, 2, 4, & 5 centers and their CBOCs as well as any VISNs 1, 2, 4, & 5 level servers. Quality Assurance: The government shall evaluate the contractor s performance under this agreement in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements. Escort will be provided as required in sensitive work areas. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. Identification of Contractor Employees: All contract personnel where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Information Security: The contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy Act and HIPAA requirements. No VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. Contractor Responsibilities: Training: All training for upgrades shall be considered within scope throughout the life of the agreement. This shall be provided to both Clinical staff as well as Clinical Engineering staff. Transportation: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after BPA completion, shall be paid by the contractor, and incorporated in the price proposal. The contractor shall be responsible for all damage in transit including any transportation costs for replacement. Service Manuals/Tools/Equipment: The contractor shall provide all tools, (test) equipment, service manuals or service diagnostic software to perform the service. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this agreement. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Reporting Requirements: For onsite work, the contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible Engineering Service Report (ESR). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. Records Management Language: The following standard items relate to records generated in executing the BPA and should be included in a typical Electronic Information Systems (EIS) procurement BPA. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. The contractor shall treat all deliverables under the BPA as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the BPA using Government IT equipment and/or Government records. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the BPA. The Government Agency owns the rights to all data/records produced as part of this agreement. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this agreement. The contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer (CO). The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. The contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this agreement requiring the disclosure of information, documentary material and/or records generated under, or relating to, this agreement. The contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Required Services Beyond the BPA Scope: The contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the BPA. The contractor shall furnish the CO with a written estimate of the cost to make necessary repairs. Services and parts outside the scope of this agreement will not be authorized. Additional Charges: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. Miscellaneous: Additional equipment may be added and/or removed throughout the life of this agreement and shall be determined within scope.