J065--Alcon Constellation LXT Service Agreement

Sources Sought Notice DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. 1. Title: Alcon Constellation LXT Service Agreement for the G.V. (Sonny) Montgomery VA medical Center (Jackson VAMC). 2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for an Alcon Constellation LXT Service Agreement for the following equipment: Manufacturer: Model: Serial Number: MX Number: Alcon Constellation LXT 1302476601X 1075906 A draft Statement of Work is included in this RFI. The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 811210 is $34M. 3. Responses Requested: Please answer the following questions: Are you an authorized Alcon service provider with access to Original Equipment Manufacturer (OEM) parts and Alcon trained and certified field service engineers? If yes, please provide an authorization letter Do you have access to OEM parts and Alcon trained and certified field service engineers outside of the traditional Authorization Letter? If yes, please explain and provide a capability statement. Please Provide Company Name and Contact Information: Company Name: ____________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________ Contractor s Unique Entity ID (SAM): ____________________________ d. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, under NAICS code 811210? e. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please identify the contract number for the Government to review as part of this Market Research. 4. Opportunity/Market Pricing: The contracting office is seeking information from potential vendors on their ability to provide the required services. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. 5. Instructions and Response Guidelines: RFI responses are due by 12:00 PM (CST), Tuesday, August 26, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to jackie.merriman@va.gov The subject line shall read: Jackson VAMC Alcon Constellation LXT Service Agreement . NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely as Market Research and will not be released outside of the Purchasing and Contract Team. Your response to this notice is greatly appreciated! DRAFT STATEMENT OF WORK 1. OBJECTIVE: The G.V. (Sonny) Montgomery Veterans Affairs Medical Center located in Jackson, MS requires the following services for the facility: Full-Service Plan/Agreement the Alcon Constellation currently deployed at the facility. The service plan/agreement being sought includes but is not limited to the following: 24-hour vendor support, parts needed for service, software upgrades and new software versions, and on-site corrective and preventative maintenance services. 2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government. 3. BACKGROUND: Alcon Constellation is already utilized by the facility in support of facility operations for the delivery of veteran patient care. Due to the complex and proprietary nature of the systems, a service contract is needed for technical support. This machine is utilized to perform vitreoretinal surgery. 4. SCOPE OF SERVICES: The services needed (to include required Deliverables) are described below. Services must ONLY be performed by trained technicians, who have evidence of current factory training on the specific device being serviced. This must be available 24 hours a day from the vendors help desk line. Must provide evidence of equipment standards and traceability and final device performance testing that follows and complies with all manufacturer s procedural requirements. Must guarantee that safety inspections performed will comply with all applicable federal, state, and regulatory requirements, manufacturer standards, and meet FDA alerts and recall requirements. Each technician must be certified on the device prior to performing any service and/or maintenance on manufactured equipment. Must provide evidence of recent attendance and successful completion of the Manufacturer Factory Training Seminars for each product serviced. Must maintain continuous access to the most up to date manufacturer software revisions of the equipment listed. Must guarantee execution of all Manufacturer Service Recommendations during each service incident, including the use of ONLY manufacturer planned maintenance and repair parts. (Note: Failure to utilize original manufacturer parts may result in the improper operation of the equipment.) Must possess the legal rights to propriety software. Must provide updated versions of the software when released. The service technician must have completed training for each specific device by a Manufacturer Authorized Trainer prior to performing service on said device. The vendor must keep equipment functioning at a 95% uptime rate. The vendor must perform preventative maintenance that adheres to the original equipment manufacturer schedules. The vendor must respond to calls for service within 24 hours. If needed, a technician should be on site within 48 hours to complete the repair. PMs should be completed in the month designated by the Biomedical Engineering department. All parts needed for PMs and CMs shall be provided by the vendor to return the device to service at no extra cost to the facility. The G.V. Sonny Montgomery VAMC will not be charged for any parts necessary to maintain the service. The equipment to be covered under this contract is listed below: Manufacturer: Model: Serial Number: MX Number: Alcon Constellation LXT 1302476601X 1075906 5. PLACE OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. Sonny Montgomery VAMC at 1500 E Woodrow Wilson Ave. 6. PERIOD OF PERFORMANCE: The expected period of performance for services executed under the final contract for this acquisition is the following: Base Period 10/01/2025 - 09/30/2026 Option Year One 10/01/2026 - 09/30/2027 Option Year Two 10/01/2027 - 09/30/2028 Option Year Three 10/01/2028 - 09/30/2029 Option Year Four 10/01/2029 - 09/30/2030 7. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 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 Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. 8. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully execute the services described herein. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. 9. KEY PERSONNEL During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Statement of Work and covered by the final contract. This Key Personnel person must have sufficient knowledge to be able to respond to technical questions by the government. 10. DELIVERABLES: DELIVERABLE #1: ROUTINE REPORTING, DOCUMENTATION, AND SERVICE LOG Documentation shall be provided following execution of services, performance of work, and completion of deliverables during the active performance periods of the contract. A service log describing the efforts completed under the final contract shall be prepared, maintained, and provided to the government if/when requested. DELIVERABLE #2: CHECK IN AND CHECK OUT PROCEDURES Before beginning any work at any time during the active performance periods of the contract personnel performing services must physically check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check out procedures will be the same once work has been completed and services have been executed. Check in and check out procedures shall include the following: 1). Written documentation of the contractor s arrival and departure while on site and 2). Written documentation showing the expected work to be performed, approval of such work before such work begins, and confirmation/completion status of the planned work that was scheduled to be performed. Facility personnel and the contractor may modify such procedures if there is mutual agreement among both parties regarding changes to these procedures if implemented. DELIVERABLE #3: REPAIR RESPONSE TIME Upon receiving communication of a needed repair, the vendor shall respond to the call for service within 24 hours to maintain the uptime of the device. If a technician is needed for the repair, they shall be on site within no more than 48 hours. 11. RECORDS MANAGEMENT 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be management and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be management in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. GVSM and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of GVSM VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to GVSM VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSM VAMC Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to GVSM control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS(Talent Management System) course VA 4192704 : Records Management for Everyone . 7. Flow-down of requirements to subcontractors a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract and require written subcontractor acknowledgment of same. b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. 12. OTHER REQUIREMENTS: 12.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel. 12.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor. 12.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor. 12.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.