Pre-solicitation Notice of Intent to Sole Source Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with: _E3 DIAGNOSTICS, INC. (079996159) 531 King St Unit 6 Littleton, MA 01460-1279 ueiSAM: CN86EX26M5J5_______________________ The purpose of this acquisition is to provide calibration and maintenance for a portfolio of audiology medical equipment located at VAMC Northampton campus. This agreement will include all parts and labor to bring the audiometers up to the standards required to give a precise reading. Please see the attached Statement of work for the listing of audiometry equipment to be serviced Because E3 Diagnostics, INC is the only vendor/contractor that can provide calibration and maintenance for the fleet of audiology equipment located at the VA Jamaica Plain and Brockton campus, this acquisition will not be competed. Since the intent is to procure this on a sole source basis, no solicitation will be posted to Contracting Opportunities SAM.gov. A Sources Sought Notice was posted to Contracting Opportunities SAM.gov on 1/11/2023 1/16/2023. The NAICS is 811210. The size standard is 30 MILLION. The PSC/FSC is J065. This procurement is subject to prohibitions in VAAR 852.212-71 Gray Market Items and in 852.212-72 Gray Market and Counterfeit Items. VAAR 812.3 Solicitation Provisions and Contract Clauses This acquisition is subject to VAAR 852.212-73 Gray Market and Counterfeit Items Information Technology (IT) Maintenance Allowing-Other-than-New Parts. VAAR 812.3 Solicitation Provisions and Contract Clauses The authority for this action is FAR 6.302.1-1 Only one responsible source and no other supplies or services will satisfy agency requirements. Interested persons may contact the Contracting Officer/Contract Specialist by email at Deborah. Reardon @va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer. Statement of Work EQUIPMENT COVERED: The quoted work from E3 New England Sales and Service covers all Audiology equipment in both Leeds and Worcester. Summary: The following items are listed in the service agreement with E3 New England Sales and Service: Planned maintenance service Annual Inspections per OEM recommendations in both Leeds and Worcester Audiology. This service will be completed in January of 2023. The planned maintenance includes servicing of cords and headbands. Any replacement parts will be billed at current rates. All equipment will be provided by the VA while E3 New England Sales and Service is on site at each location. Any additional repairs will be billed at $215.00 per hour - additional travel rates will be added on. 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: The embedded table lists out the devices covered within this agreement: 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.

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