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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 28, 2018 FBO #6153
DOCUMENT

J -- Intent to Sole Source Notice for Toshiba MRI & CT Scanner for CAVHCS VA Medical Center Montgomery AL - Attachment

Notice Date

9/26/2018
 

Notice Type

Attachment
 

NAICS

423450 — Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
 

Contracting Office

Department of Veterans Affairs;Birmingham VA Medical Center;700 South 19th Street;Birmingham AL 35233
 

ZIP Code

35233
 

Solicitation Number

36C24718Q9751
 

Archive Date

11/25/2018
 

Point of Contact

Connie Ganier
 

E-Mail Address

3-8101
 

Small Business Set-Aside

N/A
 

Description

This Notice of Intent to Sole Source is not a request for competitive proposals. No solicitations documents are available. Under Statutory Authority 41 U.S.C. 253(g), the CAVHCS VA Medical Center, Network Contracting Office 7, intends to procure services for Toshiba MRI & CT Scanner under a firm fixed contract with Canon Medical Systems USA, INC, Tustin, CA 92780 on an other than full and open completion basis. Funding exceed $1 Million with all options. The contract is expected to be awarded under FAR 6.302-1. A justification and Approval for Limited Sources Justification will be prepared. Contract will consist of Equipment and options/accessories serviced and maintained for the Department of Veterans Affairs Medical Center, Central Alabama Veterans Health Care System, 215 Perry Hill Road, Montgomery, Alabama, 36109. Equipment: Toshiba MRI, model: VANTAGE ATLAS-X 1.5T, S/N: S2A1782014, and accessories (coils packages, VRDU, Glassware, Cryogens, Magnet Maintenance, Heat Exchanger, Voltage Regulator, Computers, Monitors, Software, Detectors, etc.), Location: GB119-001-MO, EE#: MX1675422. Toshiba CT Scanner, model: Aquilion 64, S/N: JDA089055, and accessories (Glassware, Power Conditioner/Distributor, UPS, Computers, Monitors, Software, Detectors, etc.), Location: GB120-001-MO, EE# 62453. B.1.3 CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, JCAHO, FDA, ISO 9001, and manufacturer specifications. B.1.4 HOURS OF COVERAGE: Normal hours of coverage shall be Monday through Friday from 8:00 a.m. to 5p.m., excluding weekends and federal holidays. All routine service/repairs will be performed during normal hours of coverage unless requested or approved by CO/COR. Preventive maintenance will be performed after hours and emergency repairs will be performed 24 x 7. Preventive maintenance inspections are to be scheduled at least five days in advance with Contracting Officer Representative (COR) or designee and with Imaging Service. Coordination may be done by telephone. Preventive maintenance inspections will be performed quarterly in the months of November, February, May and August. Preventive Maintenance will be performed after hours and/or on the weekends. Schedule Preventive Maintenance Inspections with the HTM Staff Engineer or designee and Imaging Service supervisor. Federal Holidays observed by the DVAMC are: New Year s Day, Labor Day, Martin Luther King Day, Columbus Day, President's Day, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day. B.1.5 UNSCHEDULED MAINTENANCE: The contractor shall maintain the equipment in accordance with Section B.1.3; Conformance Standards. The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. The CO, COR or designated alternate has the authority to approve/request a service call from the contractor. Response Time: Contractor's FSE must respond with a telephone call to the COR and his/her designee within 30 minutes after receipt of telephoned notification 24 hours per day. If the problem can not be corrected by phone, the FSE will commence work (on-site physical response) within four (4) hours after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:00 a.m. to 5p.m., a 4 hours response means, if a call is placed at 3:45 p.m. Monday, August 10, the FSE must start on-site service before 10:45 a.m. Tuesday, August 11, except when outside hours of coverage is authorized by the COTR. Emergency Repairs performed 24 x 7. B.1.6 SCHEDULED MAINTENANCE: A. The contractor shall perform MRI s PM Service in the months of November, February, May and August, and CT Scanner and R& F X-ray Room PM Service in the months of November and May, and to ensure that equipment listed in the schedule performs in accordance with Section B.1.3; Conformance Standards. The contractor shall provide and utilize procedures and checklists, with worksheet originals indicating work performed and actual values obtained (as applicable) and shall provide said documentation to the COR at the completion of the PM. PM services shall include, but may not be limited to, the following: Cleaning of equipment, Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications, Calibrating and lubricating the equipment, Performing remedial maintenance of non-emergent nature, Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn, Inspecting, and replacing where indicated, tubing for wear and fraying, Measuring, adjusting and calibrating as necessary, Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying, Inspecting and replacing where indicated, all mechanical components including, for mechanical integrity, safety, and performance, Inspecting Cryogens and filling Cryogens when indicating, Inspecting and performing Magnet maintenance, Inspecting and performing coil maintenance, Inspecting the Options (Cardiac Gating Unit, Peripheral Gating Package, & Respiratory Gating Package) and performing maintenance on the Options, Inspect all accessories, (VRDU, etc.) Apply gummed label, dated & signed, certifying performance and safety to meet MFG'S published specifications as of that date, Returning the equipment to the operating condition defined in Section B-1.3; Conformance Standards, Providing documentation (worksheet) of services performed on each machine tested. Provide separate service ticket for each device, packages, VRDU, and any other device. List all the test equipment used on the device on each service ticket to meet ISO 9001 standard. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designee, and the Imaging Service supervisor. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. The contractor shall furnish documentation, including all measurements and calibration data, The contractor shall furnish all backup documentation to ensure that the system is performing in accordance with B.1.3; Conformance Standards. B.1.7 PARTS: The contractor shall furnish and replace parts to meet up-time requirements (consumables are not covered). The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts and software. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without approval by the CO and the COR. B.1.8 SERVICE MANUALS: The DVAMC shall not provide services manuals or service diagnostic software to the contractor. 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 contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request. B.1.9 DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in Section B.1.3; Conformance Standards. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: Name of Contractor, Name of FSE who performed services, Contractor Service ESR Number/Log Number, Date, Time (starting and ending), and Hours-On-Site for service call, Description of Problem Reported by COR/User, Identification of Equipment to be serviced: INV. ID number, Manufacture'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), Materials and Circuit Location of problem/corrective action, Total Cost to be billed, Signatures: FSE performing services described, VA Employee who witnessed service described may initial said ESR, but only the COR has the authority to sign the ESR Equipment downtime, VA Purchase Order Number. Provide separate service ticket for each device, packages, VRDU, and any other device. List all the test equipment used on the device on each service ticket to meet ISO 9001 standard. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED! B.1.10 REPORTING REQUIREMENTS: The contractor shall be required to report to the Biomedical Section Manager or designee. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR (s). The FSE shall be required to log out with the HTM Staff Engineer or designee, and submit the ESR (s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable a signed, authorized, copy of the ESR will be sent to the contractor after the work can be reviewed (if request or noted on the ESR). B.1.12 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. B.1.13 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 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 contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. B.1.14 CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in the schedule "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. B.1.15 COMPETENCY OF PERSONNELSERVICING EQUIPMENT: Each respondent shall have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the DVAMC. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any DVAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the DVAMC equipment. Subcontractor will not be used under this contract unless authorized and approved by the CO and the COR. B.1.16 TEST EQUIPMENT: Test equipment shall meet ISO 9001 standards. Prior to commencement of work on this contract, the contractor shall provide the DVAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on DVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the DVAMC. Test equipment calibration shall be traceable to a national standard. B.1.17 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE shall wear visible identification at all times while on the premises of the DVAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the DVAMC Police Section. The DVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the DVAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. B.1.18 Obtaining a VA IDENTIFICATION Badge: Within the first month of the service contract, the contractor s service technician(s) to arrange with the HTM Staff Engineer to obtain identification badge. The process requires contractor s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, finger prints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks. B.1.19 INSURANCE: Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000. B-1.22 PERFORMANCE REQUIREMENTS SUMMARY: SUMMARY TABLE: Factor No. Performance Indicator Performance Standard Method Type of Surveillance INCENTIVE/ DISINCENTIVE B.1.3 Repairs performed to manufacturer s specifications. Device(s) performs to manufacturer s specification. 95% BMET & COR observations. Unfavorable contractor performance evaluation and/or issuance of Contractor Discrepancy Report (CDR) B.1.5.C Response Time. Contractor s FSE responses with a telephone call within 30 minutes and on-site within 4 hours. 90% BMET & COR observations & documentation. Unfavorable contractor performance evaluation and/or issuance of Contractor Discrepancy Report (CDR) B.1.5.C Provide required documentation. Detailed repair documentation submitted with repaired device(s). Within two (2) working days after repaired device(s). 95% BMET & COR verifies each repaired device(s) service call. Unfavorable contractor performance evaluation and/or issuance of Contractor Discrepancy Report (CDR) Performance Requirements Summary Method of Application: The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task. This procurement is being conducted in accordance with FAR 6.302-1, only one responsible source and no other supplies or services will satisfy the agency requirements. Contract is firm fixed price and the NAICS Code is 423450. Interested parties may identify their interest and capability to respond to the requirement. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. All responsible sources may submit an offer; however, only services meeting the Department of Veterans Affairs requirements will be considered for award. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered and must be received no later than 1 Oct 2018. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine that a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. Information concerning SAM registered requirements may be viewed via the Internet at SAM.GOV or by calling the SAM Registration Center at 1-877-332-8277. Interested parties are encouraged to furnish information. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Contract Specialist by email at connie.ganier@va.gov. The capability documentation should include general information and technical background describing in detail the prospective contractor s capabilities and experience that will demonstrate the ability to support these requirements.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BiVAMC521/BiVAMC521/36C24718Q9751/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24718Q9751 36C24718Q9751.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4610505&FileName=36C24718Q9751-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4610505&FileName=36C24718Q9751-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN05106665-W 20180928/180926231312-fded3b18d44740496cbbf2d337e88cce (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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