SPECIAL NOTICE
J -- Service Varian TrueBeam Linac Sys.
- Notice Date
- 12/1/2023 2:16:59 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25224Q0129
- Response Due
- 12/6/2023 7:00:00 AM
- Archive Date
- 03/05/2024
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 1901, the Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Varian Medical Systems, Inc., for service on the linear accelerator, component equipment, Eclipse and Aria Software support at the Edward Hines Jr. VA Hospital, Chicago, IL. Varian Medical Systems, Inc., is the only vendor capable of providing software updates and revisions. In addition, Varian has access to remote support on their proprietary systems. This procurement is being conducted in accordance with FAR 12 & 13 Single Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a 12-month base year contract with four one-year option periods to be exercised at the discretion of the Government. The NAICS Code is 811210. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 9:00 AM (local time) December 6, 2023. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with Cooper Atkins Corporation. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK Service Contract for Varian Radiotherapy Linear Accelerators and Component Equipment and Eclipse and Aria Software Support Agreement Title of Project: Provide full-service maintenance and preventative maintenance on each of the devices at the frequencies specified in Attachment 1: Equipment List at the Edward Hines, Jr. VA Hospital, 5000 South 5th Avenue. Scope of Work: The contractor shall provide all resources necessary to accomplish the emergency (unscheduled) and preventative maintenance inspections and repairs for equipment described in the Attachment 1. This vendor ensures the proper functioning and safety of the equipment at the completion of the inspections/repairs. Background: The equipment listed in Attachment 1 are the linear accelerators and integrated accessory components used in Radiotherapy to diagnose, plan, and deliver improved radiotherapy to oncology patients. Each of the components has a specific function that optimizes the patient s treatment and allows for more efficient and effective patient care. The Eclipse and Aria software packages provide vital structure for treatment planning and patient scheduling and information capture. Performance Period: The period of performance is 12 months from the date of award, with up to four option years to be exercised at the Government s discretion. Work at the government site shall not take place on Federal holidays or weekends unless agreed upon and directed by the Contracting Officer Representative (COR): New Year s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Type of Contract: Full-service maintenance contract Place of Performance: Edward Hines, Jr. VA Hospital A. GENERAL REQUIREMENTS Contractor shall provide the necessary manpower and supervision to properly execute the emergency (unscheduled) and preventative maintenance inspections and repairs of the equipment at the frequencies listed in Attachment 1. A Field Service Report (FSR) must be generated, and a copy given to the Hines VA Hospital s Contracting Officer s Representative (COR) or designee after completion of any maintenance events. It is preferred that this FSR be provided electronically if possible. The contractor s representative will contact Biomedical Engineering at (708) 202-8387, ext. 21167, prior to performing service at the Hines VA Hospital. B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Linear Accelerators and Component Equipment Preventative Maintenance (PM): Preventative maintenance (PM) shall be performed by factory-trained service representatives or service technicians, and documentation shall be provided certifying that training was provided on all items by the equipment manufacturer. All PM service shall be performed during normal business hours (8:00am to 5:00pm local time) and any deviations must be approved in advance. PM inspection frequency will depend upon system configuration and will be determined following an initial inspection. During the PM visit, the Contractor shall perform preventative maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer s factory specifications. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation shall be performed at this time. Preventative maintenance shall be performed in accordance with the original equipment manufacturer s published procedural guidelines. The Contractor shall contact the COR at 708-202-8387 x21167, five (5) workdays in advance of the PM to confirm that the equipment can be serviced at a time that is agreeable to the VA and the Contractor. This service agreement shall include telephone support services with unlimited telephone support. Priority scheduling of on-site service requirements with minimized delay of patient services will be required. Emergency Service Calls: Contractor shall provide on-site emergency field service support for the covered equipment for issues that cannot be resolved by telephone or through remote support. Emergency field service support includes non-standard business hours coverage. To qualify as an emergency service event, customer must declare the equipment down, cease treatment and make the equipment available to contractor service personnel immediately. For each emergency service visit initiated at the request of the COR, the Contractor shall furnish all labor, material, repair parts, equipment (not to include operating supplies), and travel necessary to correct any equipment malfunctions and return equipment to operational condition. The Contractor shall guarantee that, at the conclusion of any emergency maintenance performed, the equipment will meet manufacturer s factory specifications. Unlimited emergency service calls are provided during the annual contract period. After each service call, the Contractor shall submit a list containing each part installed to the COR or his designee. The Contractor shall provide the COR or his designee with any service representative names, address, and phone number, so that the VA Medical Center may obtain emergency maintenance service after normal VA working hours. The Contractor is responsible for notifying the COR within twenty-four (24) hours of any changes in the emergency response information. Emergency service coverage shall be provided 24 hours per day, 7 days per week. Any service not covered under this contract must have prior approval of the Contracting Officer or designee before any work is performed. A two (2) hour response time is required. Response time is defined as time vendor is first notified until time vendor arrives on station. Telephone response is required within 15 minutes. Other included service: The contractor guarantees that the covered system described at the end of this section will achieve an uptime of 96% or better. The contractor shall perform all mandatory safety and reliability modifications for the covered equipment during standard business hours at mutually agreed upon dates and times. The contractor shall provide all optional upgrades to software embedded or installed on the treatment delivery systems, its subcomponents (i.e. MLC, KV MV imager, CBCT, OBI, Respiratory Gating) and all treatment consoles for the covered equipment. Upgrades will be performed only when they become necessary due to an upcoming Varian OIS or TPS upgrade, in order to get the delivery system compatible with the prospective OIS or TPS version. The contractor may install upgrades remotely or on-site. Firmware and console software upgrades will be performed during standard business hours at mutually agreed upon times. The contractor shall provide a discount from the published standard labor rate for any service performed that is not covered under the Service Level Agreement. The contractor shall provide all parts necessary to keep the covered equipment functioning normally, including all glass parts, vacuum parts, X-ray tubes and imaging panels, but excluding consumables. The contractor shall undertake every business effort to transport the parts to customer site as fast as reasonably possible. The contractor shall provide on-site field service support for the covered equipment during standard business hours for issues that cannot be resolved by telephone or through remote support. The contractor shall provide remote diagnostics and support during standard business hours for service of a defect or an error that cannot be resolved by telephone or e-mail. The contractor help desk specialists will provide technical support for the covered equipment over telephone and e-mail during standard business hours. The contractor help desk specialists will provide clinical product support for the covered equipment over telephone and e-mail during standard business hours. Eclipse and Aria Software Support: The contractor shall provide the support services described below for all Aria and Eclipse Software specifically licensed to the customer. Support Service shall consist of: Upgrade releases that enhance and improve the features of the covered software Maintenance releases that provide bug fixes, patches, and other error corrections to covered software. Installation and training associated with Upgrades and Maintenance Releases, including interface testing and resolution Software periodic maintenance inspections that evaluate the software environment and identify any hardware that is not current with requirements Help desk support that provides telephone support for both clinical applications as well as technical (service) issues Remote software support On-site software support Web environment to provide online help, documentation updates, up-to-date news about Varian products, service bulletins FAQs and user tips Computer hardware support (for hardware purchased from Varian), including parts replacement Hardware refresh option (at additional charge) that provides new computer hardware at a predetermined point during the contract term Annual refresher training Availability Support Service shall be available during normal business hours, Monday through Friday 8 A.M. 5:00 P.M, local time, not including holidays, via a telephone hotline. Extended support hours are 5:00 PM 9:00 PM local time. During Normal business hours, the contractor shall provide telephone support within two (2) hours of receiving a support request. Outside of normal business hours, the contractor shall provide telephone support at the beginning of the next business day following the day of the request. The contractor shall provide on-site support within twenty-four (24) hours of receiving a support request. Security: The contractor shall report to Hines Police PIV badging desk (Building 17) to check in and obtain vendor badge before being escorted to the clinical area for service. All mobile media (i.e., flash drives, CD/DVD disks, etc.) that are required to complete the repairs on the equipment listed in Attachment 1must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. If the contractor must connect a contractor-owned laptop to perform the repairs, contractor must show proof that the laptop has current anti-virus software and that a recent scan shows no infections on the laptop. GENERAL: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/c07ce00513b7455582d03f14c5a0ac3a/view)
- Record
- SN06900146-F 20231203/231201230047 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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