SOURCES SOUGHT
J -- Service GE Healthcare Imaging Equipment
- Notice Date
- 8/6/2010
- Notice Type
- Sources Sought
- NAICS
- 621512
— Diagnostic Imaging Centers
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Navajo Area Office, PO Box 9020, Window Rock, Arizona, 86515
- ZIP Code
- 86515
- Solicitation Number
- FDIHB-0002
- Archive Date
- 9/11/2010
- Point of Contact
- Christine House, Phone: 928.729.3795, Christine House, Phone: 928-729-3795
- E-Mail Address
-
christine.house@ihs.gov, christine.house@fdihb.org
(christine.house@ihs.gov, christine.house@fdihb.org)
- Small Business Set-Aside
- N/A
- Description
- Sources Sought Synopsis for GE Healthcare Imaging Equipment at Fort Defiance Indian Hospital Board medical facility, SNOPSIS IS NOT A REQUEST FOR PROPOSAL. It is a market research tool being used to determine potential sources prior to determining the method of acquisition and issuance of a Request for Proposal. The FDIHB, Inc. is not obligated to and will not pay for information received from potential sources as a result of this synopsis. SCOPE OF WORK GE HEALTHCARE IMAGING EQUIPMENT Ocotber 1, 2010 - September 30, 2011 1.0 SCOPE This is a full service contract to include preventive maintenance and all required repair services on General Electric medical imaging equipment at the medical facilities of the Fort Defiance Indian Hospital Board, Inc. (FDIHB), Fort Defiance, Arizona. 2.0 DEFINITIONS Definitions of terms used in this document. 2.1 AUTHORIZED HOSPITAL REPRESENTATIVE (AHR) Any Biomedical Engineering Technician (BMET) or the Medical Imaging Department Manager. 2.2 PROJECT OFFICER (PO) Individual responsible for administration of this contract. The Project Officer closely monitors the contract for contractor compliance and provides feed back to the Senior Acquisition Manager. 2.3 CALIBRATION The term calibration, or its variations, e.g. calibrate, calibrated, as used in this contract shall mean, a procedure to adjust the device to operate within manufacturer's specifications, or as required by applicable regulations, to ensure safe and proper operation and to return the instrument to the condition, accuracy, and performance level specified by the equipment manufacturer for the device when new, as is stated in the equipment's service manual, and applicable regulations. 2.4 PREVENTIVE MAINTENANCE Preventive maintenance, as used in this contract, shall mean a set of tasks to be performed periodically, at intervals established by the terms of this contract, as a measure to extend the useful life of the equipment and its components. Task items included in the preventive maintenance shall include those checks and services listed in the original equipment manufacturer's maintenance literature for that specific device and any other the Project Officer or the Authorized Hospital Representative deem necessary, e.g., functionality checks, system testing, lubrication of necessary parts, system calibration/verification, replacement of warn parts, cleaning of necessary parts, routine replacement of parts outlined by the original equipment manufacturer's scheduled maintenance procedures. 2.5 CURRENT TRAINING Current training not to exceed one year if the Field Service Engineer has not been exposed to the device after training. Current can be an indefinite time if the Field Service Engineer has maintained his/her proficiency on a specific device through constant exposure to that device following training on that device. 2.6 EQUIPMENT SPECIFIC TRAINING Training for the specific device as is on site by make and model number, e.g., specific training for a GE AMX-4 portable x-ray unit would be so stated on a training certificate. 2.7 ORIGINAL EQUIPMENT MANUFACTURER Company that designed or contracted to design, constructed or contracted to construct, tested or contracted to test, and sold a particular device. 2.8 FACTORY TRAINED An employee or employees of the original equipment manufacturer of a specific device has provided training on that device while employed by the original equipment manufacturer. 2.9 HANDS-ON TROUBLESHOOTING Physical testing of a system or device at the site the equipment is located by utilization of manuals, tools, electronic test equipment, laptop computer with associated software, and any other media necessary to determine a malfunction of that device. 2.10 REMOTE-ACCESS TROUBLESHOOTING Troubleshooting through a remote connection such as VPN access or telephone modem. 2.11 EMERGENCY REPAIR SERVICE CONDITION REPORT A description of all work performed, including number of man hours, all parts replaced, including part numbers and nomenclature and recommendations for future modifications, updates, parts replacement, operator instructions or procedural changes. 2.12 PREVENTIVE MAINTENANCE SERVICE CONDITION REPORT A description of all work performed, including number of man hours, all parts replaced, including part numbers and nomenclature and any recommendations for future modifications, updates, parts replacement, operator instructions or procedural changes. 2.13 LOG-IN SHEET A contract has a log will be maintained by a collaborative effort of the medical facility Radiology and Biomedical Engineering Staff and the Contractor's Field Service Engineers. 2.14 VPN ACTIVITY REPORT Written report provided to the PO or AHR providing information on all VPN connection activity. Report contains dates and times that all VPN connections were made, what the purpose of those connections were, and what the outcome of the connections were. 3.0 GOVERNMENT-FURNISHED PROPERTY The government shall furnish no property for this contract. 4.0 CONTRACTOR-FURNISHED PROPERTY 4.1 PARTS The Contractor shall provide all parts required for the preventive maintenance and unlimited callback repair services. The Contractor shall ensure parts are available on site for installation by the contractor within twenty-four (24) hours of identified need. All parts shipment costs required for repair of the equipment, including parts returned and restocking charges are to be included in the contract cost. The Contractor shall be responsible for installation of all parts. 5.1 Outcome. The overall desired outcome of this contract is optimum longevity of all General Electric medical imaging equipment through a well-managed maintenance, and repair program characterized by the following: 5.1.1 Strict compliance with manufacturer recommended scheduled maintenance or other Government approved standard of equal or higher level. 5.1.2 Accurate diagnosis and prompt resolution of system problems identified through service calls, preventive maintenance, or contract initiated, proactive inspections. 5.1.3 An aggressive contractor inspection system (quality control) that emphasizes on-going systematic analysis of potential problems so as to reduce the probability of future system failures. 5.1.4 Contractor independent performance consistent with the need to keep the Project Officer informed of current status of medical imaging systems, anticipated service interruptions, and other information vital to FDIHB. 5.1.5 A Government-contractor relationship characterized by mutual trust and support. 5.2 SPECIFIC REQUIREMENTS The contractor shall provide all management, supervision, labor, materials, supplies, and equipment and shall plan, schedule, coordinate and assure effective performance of the operation, maintenance, and repair services described below. The Contractor shall ensure its Field Service Engineers arrive on site with all tools, parts, computers and software, and necessary supplies to perform all duties outlined under this contract. As part of the service provided under the terms of this contract and at no additional cost to the Government, the contractor shall perform all repairs necessary to prevent a breakdown or failure of a piece of equipment or system. 5.2.1 PREVENTIVE MAINTENANCE 5.2.1.1 SCHEDULING OF PREVENTIVE MAINTENANCE The Contractor shall notify the Project Officer and/or the Authorized Hospital Representative five working days in advance for mutual scheduling of each preventive maintenance inspection so that arrangements can be made to make equipment available for the Service Engineer performing the work. 5.2.1.2 PREVENTIVE MAINTENANCE The Contractor shall perform preventive maintenance inspections in accordance with equipment manufacturer's literature, e.g., inspection, cleaning of interior and exterior, lubrication, calibration, and replacement of any and all necessary parts required to ensure safe and proper operation and to return the instrument to the condition and performance level specified by the equipment manufacturer and applicable regulations. The Contractor shall ensure the preventive maintenance is at least equivalent in scope to that provided in the manufacturer's service manual, or as required by applicable regulations, for the given inspection frequency and age. The contractor shall provide to the Project Officer a copy of the written preventive maintenance procedures to be used for inspection of the equipment covered by the contract. 5.2.1.3 CALIBRATIONS The Contractor shall perform calibrations using calibrated test equipment (verifiable within one year) to adjust the device to operate within manufacturer's specifications, or as required by applicable regulations, to ensure safe and proper operation and to return the instrument to the condition, accuracy, and performance level specified by the equipment manufacturer for the device when new, as is stated in the equipment's service manual, and applicable regulations. The Contractor shall ensure calibrations are the equivalent in scope to that provided in the manufacturer's service manual. Contractor shall provide the Project Officer a copy of the written calibration procedure to be used on the equipment covered by this contract. 5.2.2 REPAIR/EMERGENCY SERVICE Contractor shall respond via telephone within four (4) hours and be on site to perform repairs within twenty four (24) hours of service call being placed to the contractor. The Contractor shall respond only to requests for repair service initiated by the Project Officer or the Authorized Hospital Representative. The Contractor shall provide consultation service via telephone on a 24-hour, 7-day-per-week basis. All cost related to equipment repair service shall be covered under this contract. 5.2.3 OTHER REQUIREMENTS 5.2.3.1 SERVICE REPORTS The Contractor shall provide service reports to the Project Officer or Authorized Hospital Representative no later than five (5) working days after work has been performed. The Contractor shall ensure reports include a description of all work performed, including number of man hours, all parts replaced, including part numbers and nomenclature; the type of work performed, e.g., preventive maintenance, repair, calibration, modification and updates; and any recommendations for future modifications, updates, parts replacement, operator instructions or procedural changes. Service reports become part of the equipment's permanent history file. 5.2.3.2 EQUIPMENT LABELING Contractor shall ensure that all warning/caution labels and placards are present and legible. Contractor shall replace any warning/caution label or placard that is missing or illegible. 5.2.3.3 PARTS EXCLUSIONS Supplies and consumable are excluded from contract coverage. Parts determined by mutual agreement between contractor's Service Engineer and the Project Officer to have been damaged by someone other than the Service Engineer, abuse or inexplicable acts are also excluded from the contract cost. All required parts and related costs not covered by the conditions of the contract shall be furnished and installed only after receiving authorization from the Senior Acquisition Manager, and covered by issuance of a separate purchase order, prior to installation of said parts. 5.2.3.4 CONSULTATION Contractor shall provide consultation to the equipment users and Biomed Engineering Technicians to include: use, calibration, care, procedures, technical assistance, troubleshooting, supply and replacement of user replaceable parts and expendables. The Contractor's Service Engineer shall provide consultations during on-site visits as well as via telephone. 5.2.4 ADMINISTRATIVE REQUIREMENTS 5.2.4.1 INITIAL EQUIPMENT EVALUATIONS/INSPECTIONS Contractor shall be responsible, at its discretion, for performing a pre-inspection to determine the condition of all equipment to be covered under this contract prior to contract agreement and initiation. This inspection is to ensure that the equipment is in correct working order prior to assuming the responsibilities of maintaining the equipment. 5.2.4.2 HOURS OR WORK The Contractor shall perform work performed under this contract during normal business hours, 8:00 AM - 5:00 PM, Mondays through Fridays. After hours, weekend, and holiday coverage shall be at the normal rate of the contractor and shall only occur with the consent of the Project Officer or Authorized Hospital Representative. 5.2.4.3 HIPAA AND PRIVACY ACT Contractor and its Field Service Engineers, shall be knowledgeable and abide by all HIPAA and Privacy Act requirements. 5.2.4.4 VPN ACCESS Contractor shall establish and maintain a Virtual Private Network Access for the purpose of remotely troubleshooting equipment covered under this contract. As part of compliance of this stipulation, contractor shall also ensure that anti-virus protection software is maintained current on the equipment used to access equipment covered under this contract to reduce the threat of virus intrusion. Contractor shall also provide a monthly activity report on all VPN activity. 6.0 QUALIFICATION REQUIREMENTS 6.1 OEM-TRAINED FIELD SERVICE ENGINEERS All Contractor Field Service Engineers performing the duties outlined under the terms of this contract shall be trained by the Original Equipment Manufacturer for the specific device they will be servicing. E.g., an employee trained only on a High speed single-slice CT scanner shall not service a Lightspeed sixteen-slice CT scanner. 6.2 CURRENT-TRAINED FIELD SERVICE ENGINEERS All Contractor Field Service Engineers performing the duties outline under the terms of this contract shall be currently trained on the device that they are servicing. Current training shall mean the employee has been trained on the device within the year previous to the beginning of the contract if the employee has not worked with the specific device following his/her training on the device. Current can be an indefinite time if the Field Service Engineer has maintained his/her proficiency on a specific device through constant exposure to that device following training on that device. 8.0 ATTACHMENTS IMAGING EQUIPMENT LIST DControl I Description 80FDB-11489 GE SENO 2000D DIGITAL MAMMO 80FDB-10955 OEC 9800 9" STD C ARM SP GSP ESP 80FDB-10870 AGFA MP3510 MULTIPLATE 80FDB-10869 AGFA CY CR SINGLE PLATE 80FDB-10871 AGFA CY CR SINGLE PLATE 80FDB-10868 AGFA CY CR SINGLE PLATE 80FDB-10926 AGFA NX STANDARD WORKSTATION 80FDB-10927 AGFA NX STANDARD WORKSTATION 80FDB-11546 GE LEGACY R&F 80FDB-11547 GE LEGACY R&F 80FDB-11548 AMX 4 PLUS 80FDB-11794 AMX 4 PLUS 80FDB-11437 VIVID e 80FDB-10302 LOGIQ P5 BASIC 80FDB-10303 LOGIQ P5 BASIC There is no commitment by the FDIHB, Inc. to issue a solicitation, make an award, or be responsible for any monies expended by an interested parties in support of the effort mentioned above. Information provided herein is subject to change and in no way binds the FDIHB, Inc. to solicit or award a contract. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website, located a www.FedBizOpps.gov. It is the potential offeror's responsibility to monitor this site for the release of any follow-on information. This is a Sources Sought, and feedback from industry is also sought on our requirements as stated in this synopsis. THIS IS NOT A REQUEST FOR PROPOSAL (RFP). Interested parties are requested to submit a capabilities statement of no more than three (3) pages in length and demonstrate their ability to provide the requirements listed above. All data received in response to this sources sought notice, marked or designated as corporate or propriety, will be fully protected from release outside the FDIHB, Inc. The information may be faxed to ATTN: Christine House @(928)729-8019 or email to Christine.house@fdihb.org. The FDIHB, Inc. is not committed nor obligated to pay for the information provided, and no basis for claims against the FDIHB, Inc. shall arise as a result of a response to these sources sought.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/IHS/IHS-Navajo/FDIHB-0002/listing.html)
- Place of Performance
- Address: Fort Defiance Indian Hospital Board, Corner of Routes N12 & N7, P.O. Box 649, Fort Defiance, Arizona, 86504-0649, United States
- Zip Code: 86504-0649
- Zip Code: 86504-0649
- Record
- SN02232376-W 20100808/100806235750-4d8140da447b99c9583ae62d346aa0e5 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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