SPECIAL NOTICE
J -- VISN 1 Boston Healthcare Center -Siemens Imaging Service Intent to sole source
- Notice Date
- 10/20/2022 2:59:21 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24123C0006
- Archive Date
- 12/19/2022
- Point of Contact
- Deborah Reardon, Contracting Officer, Phone: email only, Fax: NONE
- E-Mail Address
-
deborah.reardon@va.gov
(deborah.reardon@va.gov)
- Awardee
- null
- Description
- This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions. The VISN 1 Boston Department of Veterans Affairs Medical Centers has a requirement for service contract on the following equipment: Siemens imaging equipment , listed below in the Statement of Work. The Government intends to award a firm-fixed-price sole source contract. A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis. Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Deborah Reardon , Contracting Officer with the responses or questions regarding this requirement at Deborah.Reardon@va.gov . No telephone calls please. This notice will close on October 25, 2022, at 2:00 PM Eastern Standard Time (EST). VA NEW ENGLAND HEALTHCARE SYSTEM VISN1 SERVICE CONTRACT PERFORMANCE WORK STATEMENT Period of Performance: 11/01/2022 10/31/2023 OBJECTIVE: To provide service support and coverage needed Siemens Medical Equipment and identified support equipment throughout the VISN1 New England Healthcare System. BACKGROUND: There are 8 VA medical centers currently using Siemen s equipment throughout VISN1. All of the equipment currently under individual contracts will be consolidated. The COR shall be notified of all changes to the scope of the service and any upcoming changes. All changes shall be approved by the contracting officer. SCOPE: The systems to be covered and supported are at the following locations at various VISN1 facilities. The consolidation shall provide increased oversight, service support and increased dialog between all stakeholders. The vendor shall maintain the current level of support unless otherwise noted. The specific locations for each system will be noted under each subsection. Services will be Full Service unless otherwise indicated. Places of Performance: VA Boston HCS Jamaica Plain White River Junction VAMC 150 South Huntington Ave 215 North Main St Boston, MA 02130-4817 White River Junction, VT 05009-0001 VA Boston HCS West Roxbury Central Western Massachusetts VAMC 1400 VFW Pkwy 421 North Main St West Roxbury, MA 02132-4927 Leeds, MA 01053-9764 VA Connecticut HCS Manchester VAMC 950 Campbell Ave 718 Smyth Rd West Haven, CT 06516-2770 Manchester, NH 03104-7007 Providence VAMC Togus VAMC 830 Chalkstone Ave 1 VA Ctr Providence, RI 02908-4734 Augusta, ME 04330-6719 VA Boston HCS West Roxbury and Jamaica Plain Systems to be covered: Magnetom Aera Location: West Roxbury Site ID: 400-485061 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 11/1/22-10/31/23 Medrad Spectris Solis Location: West Roxbury Site ID: 400-484704 Full support OEM Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday Additional charge for services performed outside PCP weekday. On-Site Response Time: 1 Business Day Initial PoP: 11/1/22-10/31/23 Symbia Intevo Excel Location: West Roxbury Site ID: 400-510411 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 -Sybia.Net Single-User Location: West Roxbury Site ID: 400-515387 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 Syngo.via L-Software Location: West Roxbury Site ID: 400-485062 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 10:00 PM Monday through Friday Including: (4) Engines/Engines Pro (14) Engines Pro/Engines Pro +1 IT Care Plan TOP Initial PoP: 11/1/22-10/31/23 9390 160KVA UPS Location: West Roxbury Site ID: 400-541890 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 4/29/23-10/31/23 Symbia Intevo Excel Location: West Roxbury Site ID: 400-688834 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 Symbia Intevo Excel Location: West Roxbury Site ID: 400-573663 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 Magnetom Prisma Location: Jamaica Plain Site ID: 400-691677 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 4/14/23-10/31/23 Chiller (OEM) Location: Jamaica Plain Site ID: 400-691678 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 4/14/23-10/31/23 Magnetom Prisma Fit Location: Jamaica Plain Site ID: 400-484862 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 11/1/22-10/31/23 Eaton Powerware (OEM) Location: Jamaica Plain Site ID: 400-203049 PM Only Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 MRXperion Injector (OEM) Location: Jamaica Plain Site ID: 400-691679 Full coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 4/29/23-10/31/23 MRXperion Injector (OEM) Location: Brockton Site ID: 400-633303 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Medrad Stellant (OEM) Location: Brockton Site ID: 400-674212 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day Initial PoP: 1/19/23-10/31/23 Eaton UPS (OEM) Location: Brockton Site ID: 400-633508 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday. Initial PoP: 1/19/23-10/31/23 Eaton Power Conditioner (OEM) Location: Brockton Site ID: 400-579863 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 Magnetom Sola Fit Location: Brockton Site ID: 400-735585 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 5/6/23-10/31/23 KKT cBoxX 100 Location: Brockton Site ID: 400-693322 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Somatom go.Top Location: Brockton Site ID: 400-618940 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 1/19/23-10/31/23 Syngo.via Location: Brockton Site ID: 400-501755 Full coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 VA Connecticut HCS Systems to be covered: Symbia Intevo 16 Spec/CT Location: Connecticut Site ID: 400-499398 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Magnetom Sola Location: Connecticut Site ID: 400-768089 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Syngo.via Location: Connecticut Site ID: 400-610750 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 -Symbia.Net Single-User Location: Connecticut Site ID: 400-498635 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 Luminos Agile Max Location: Connecticut Site ID: 400-565328 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 Providence VAMC Systems to be covered: Somatom Definition AS+ (128) Location: Providence Site ID: 400-203458 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Syngo Multimodality WP Location: Providence Site ID: 400-366798 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 8 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 -Syngo.via Workstation Location: Providence Site ID: 400-559199 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday Initial PoP: 11/1/22-10/31/23 Medrad Stellant D (XP AS) (OEM) Location: Providence Site ID: 400-203459 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day Initial PoP: 11/1/22-10/31/23 Artis Zee Multipurpose Location: Providence Site ID: 400-542469 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 MI Spect (OEM) Location: Providence Site ID: 400-618421 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 MRXperion Injector (XP AS) (OEM) Location: Providence Site ID: 400-581781 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Magnetom Prisma Location: Providence Site ID: 400-554620 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Togus VAMC Systems to be covered: Spec/CT Scanner Symbia (T16) Location: Togus Site ID: 400-491025 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 Symbia.Net Single-User Location: Togus Site ID: 400-490381 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 MRI Location: Togus Site ID: 400-682495 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours POP: 4/29/24-10/31/24 Including: All peripherals and coils 1.5T Wrist Coil 400-682495 1.5T Foot Coil 400-682495 BM Head Nexk 20 400-682495 BM Head Nexk 20 400-682495 Body 18 Ext MR Coil 1.5T 400-682495 Body 30 MR Coil 1.5T 400-682495 Body 30 MR Coil 1.5T 400-682495 Spine 32 400-682495 Spine 32 400-682495 Tx/Rx Knee 18 MR Coil 1.5T 400-682495 Ultraflex Large 18 400-682495 Ultraflex small 18 400-682495 Dimplex Chiller 60KW (OEM) Location: Togus Site ID: 400-682496 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 4/29/23-10/31/23 Spec/CT Scanner (T2) Intevo Excel Location: Togus Site ID: 400-525485 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 -Symbia.Net Single-User Location: Togus Site ID: 400-490382 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays POP: 11/1/2019-10/31/2020 On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 -Syngo.via Location: Togus Site ID: 400-490383 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Including: IT Care Plan TOP -Syngo.via Location: Togus Site ID: 400-657928 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 White River Junction VAMC Systems to be covered: MR Sola Fit Location: White River Junction Site ID: 400-769267 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 4/14/23-10/31/23 Symbia.net Single User Location: White River Junction Site ID: 400-492443 Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 Symbia Intevo Excel Location: White River Junction Site ID: 400-492525 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 ECO Chiller-3SBT Location: White River Junction Site ID: 400-398142 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Additional charge for services performed outside PCP weekday. Initial PoP: 11/1/22-10/31/23 VA Central Western Mass Systems to be covered: Luminos Agile Max Location: Central Western Mass Site ID: 400-638756 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/3/22-10/31/23 VA Manchester NH Systems to be covered: Symbia Intevo Bold Location: Manchester Site ID: 400-625896 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23 PERFORMANCE REQUIREMENTS: Information Security Considerations: All VA sensitive information shall be protected at all the times in accordance with VA Local site. Vendor is responsible for reporting any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information to the COR. All contractor personnel (without exception) shall report to the Local Clinical Engineering Department, to sign in and receive a contractor identification badge before any work is performed. Contractor personnel shall be escorted by Clinical Engineering staff for the duration of work performed and return to the same location to sign out and turn-in said badge along with the Engineering Service Report for the service performed. If there is a need to replace any hard drive, a hard drive, and all information on it, is the property of the VA and must remain in the control of the VA Clinical Engineering department for Medical Destruction. The following performance requirements are broken down into two defined categories; Requirements for Equipment found in Appendix A, and Requirements for the VAMC found in Appendix B. Failure to comply with either Equipment or VAMC requirements will be considered a failure to meet the terms of the contract. Appendix A Requirements for Equipment These services and parts shall be performed given the following criteria: Planned maintenance service (PMs to be performed at intervals in accordance with Manufacturers specifications) Routine system calibration Remedial maintenance Quality assurance evaluations Replacement of parts (not including disposables & accessories) 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. Parts and subsystems that need to be replaced containing PHI will be performed as follows: All media (e.g., hard drives) containing PHI shall remain property of the VA. They shall be removed from subsystem with Clinical Engineering Staff Member present and secured by Clinical Engineering Department. Clinical Engineering shall identify media with equipment ID number for documentation. Clinical Engineering shall transport Media to Field Ops for disposal. Vendor Personnel exposed to PHI shall abide to signed BAA with the Department of Veterans Affairs Veterans Health Administration. (1) Guaranteed Uptime: A guaranteed uptime shall be specified in schedule A during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. (2) Qualification of Vendor: Vendor shall 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 manufacturer specified training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility. (3) Labor and Travel Expenses: Vendor to provide labor and travel. All labor and travel conducted during normal FE coverage hours specified at each site. Preferred rates for labor and travel outside of coverage hours. (4) Specifications of Work: Contractor shall follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable. Replacement software shall include all site-specific adaptation present in originally delivered software. (5) Updates: Vendor shall provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract to ensure continued operation within manufacturers specification for the equipment. Any update that is offered by a vendor that will provide an enhancement to the system for an additional charge must be submitted to Clinical Engineering for approval through separate processing and approval for installation and use within the VA system. (6) 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 with the invoices. 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. (7) 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. (8) Safety Measures: Vendor shall comply with all pertinent Federal Government/HIPAA/OSHA safety regulations, regarding to safeguarding patient information, during the handling of patient information containing hardware. Appendix B Requirements for VAMC Unscheduled Maintenance (Emergency Repair Service): A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. 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. B. The COR or government designated representatives are authorized to request and approve service calls from the Contractor. C. Response Time: Contractor's FSE shall respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. All response time shall be identified in schedule A unless otherwise specified. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within 4-8 hours after receipt of this notification and shall proceed progressively to completion without undue delay. On-site response applies in system/room down situations only or unless otherwise approved by the vendor. Scheduled Maintenance: A. The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative upon electronic request. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. At minimum, the contractor will perform electrical safety testing in accordance with NFPA standards. Frequency of preventive maintenance inspections will be contingent on the OEM recommendations as specified in their equipment service documentation. PM services shall include, but need not be limited to, the following: i. Cleaning of equipment. This includes vacuuming of filters, fans, and computer/electronic and mechanical assemblies as well as subsidiary equipment (i.e., Cardiac gates, monitors, etc.). ii. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Conformance Standards or the manufacturer's specifications. iii. Calibrating and lubricating the equipment. Lubricants must conform to VAMC hazardous materials control and material data sheets made available. All calibrations, both electronic and mechanical must be as required by OEM specifications and guidelines. iv. Performing remedial maintenance of non-emergent nature. v. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. vi. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. vii. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. viii. Returning the equipment to the operating condition [defined in Conformance Standards]. ix. Providing documentation of services performed. B. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative. C. Service is to be requested and coordinated only through the designated COR, to be assured that it is covered within the scope of the contract (workday 8-5 typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COR or designated representative will not be considered authorized and completed and will be considered a failure to meet the terms of the contract. Parts: Any expenditures associated with shipment of parts shall be the responsibility of the contractor. All parts, depending on availability, should be shipped as a priority, next day delivery. Service Manuals/Tools/Equipment: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (FSE) 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. VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract. Diagnostic capability requires a minimum level two capability (OEM designation). Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract 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. Live Phone Support: Service shall include applications phone support with Canon Technical Support Engineers between 8am-5pm. VAMC will be responsible for maintaining proper network connection/tunnel for Canon RSN capability. Canon agrees to comply with all VAMC network regulations and compliance with VAMC security requirements. Authorization of network link will be approved by VAMC ISO. After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Siemens Customer Care Center when required. Documentation/Reports: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""one"" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by the COR or designated representative. G. Identification of equipment to be serviced: i. Inventory ID number, ii. Manufacturer's name, iii. Device name, iv. Model number, v. Serial number, vi. Any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: i. Labor and Travel, ii. P...
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/cc364a7dee4b4be781fc0aa55928838f/view)
- Record
- SN06498818-F 20221022/221020230052 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |