DOCUMENT
J -- SVC CONT. POWERSCRIBE - Attachment
- Notice Date
- 11/7/2014
- Notice Type
- Attachment
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
- ZIP Code
- 37129
- Solicitation Number
- VA24915N0085
- Response Due
- 11/13/2014
- Archive Date
- 1/12/2015
- Point of Contact
- Carlos Suggs
- E-Mail Address
-
5-6956<br
- Small Business Set-Aside
- N/A
- Description
- This is a sources sought notice only; it is not a request for quotations or offers. This sources sought notification is for the Department of Veterans Affairs Network Contracting Office 9 for the Robley Rex Veteran Medical Centers (VAMC) located at 800 Zorn Avenue, Louisville, Kentucky to determine the availability of Small Business (preferably Service-Disabled Veteran-Owned and/or Veteran-Owned) Entities within the area, relative to NAICS code 811219, with a size standard of $20.5M, and possessing the skills and capabilities necessary to provide maintenance coverage services for the PowerScribe Recognition System located at the VAMc Louisville per the Statement of Work (SOW). Contract period shall begin December 1, 2014 thru November 30, 2015. The contractor shall provide all necessary on-site labor to support system operation on all items not covered by Deport Repair Support located at the Robley Rex VAMC, Louisville, Kentucky. Contractor shall provide equipment fault troubleshooting for VA provided equipment and shall be responsible for installation of vendor provided software if replacement equipment is required. located at the Robley Rex VAMC, Louisville, Kentucky. The contractor shall use commercially reasonable efforts to diagnose and resolve any issues concerning the programs via telephone, email, web page and/or fax support. Customer shall receive any updates and upgrades released by the contractor in the ordinary course of its business, and shall receive documentation and minor enhancements as the contractor makes them available during the term of this contract. Contractor must identify any/all potential subcontractors proposed to work on the subsequent contract in writing prior to the subcontractor's commencement of work. Approval of subcontractor(s) must be approved in writing by the Contracting Officer. No unauthorized work to be completed without appropriate authorization by the Contracting Officer (CO). Contractor service response to calls from unauthorized personnel may result in non-payment by the government. 1. SERVICES TO BE PROVIDED: A. Remote Support Requirements For remote support, the contractor shall utilize VA approved VPN remote access clients. In order to provide this support, the contractor shall use (i) pcANYWHERE (ii) Citrix GoToAssist Web based support technology or (iii) Microsoft Terminal Services (each a "Supported Solution") for console and workstation level access. B. Emergency Remote Support Emergency remote support shall be provided on a 24-hour/7 day per week basis. An emergency support call shall be authorized when the programs (excluding DNS for which support is delivered remotely) or equipment fails to operate in accordance with the specifications, and the failure is of such a nature as to prevent the continuation of the day-to-day business operations of VA, and for which no immediate workaround is available. Contractor shall make commercially reasonable efforts to assist the VA in becoming operational and shall return all emergency support calls within one (1) hour following receipt of the call by the contractor. C. Non-Emergency Remote Support - Response Time For Non-Emergency Remote Support calls, the contractor shall contact the VA within four (4) hours following receipt of the call. D. Update and Upgrade Coverage The contractor shall provide to the VA updates and upgrades of the applicable programs released during the term of this contract. E. Virus Protection Contractor shall provide an approved listing of anti-virus software product and ensure proper operation of the core application and essential utility software when used in conjunction with the approved anti-virus software. The contractor, as part of the installation process, shall configure server-based products to perform automated virus definition updates. VA shall be responsible for ensuring virus definition updates are performed consistent with VA internal virus protection policies F. Additional Data FieldMappings on HL7 Integrations Contractor shall provide up to five (5) free additional HL7 data field mappings within their integration. Maintenance services do not provide for an entire new integration when HL7 standards migrate to new levels (e.g. HL7 version 3), or when the VA replaces their host environment. Maintenance services do not cover any custom requests. G. Equipment Upgrades From time to time updates and/or upgrades on applicable programs may result in the requirement or recommendation by the contractor that VA upgrade the equipment and/or upgrade VA-provided hardware components. Any such necessary equipment and/or VA-provided hardware upgrades shall be at the sole responsibility and cost of VA, whether the original equipment was purchased from the contractor or purchased separately by VA. H. Implementation Services and Upgrades From time to time updates and/or upgrades on applicable programs may result in the requirement or recommendation by the contractor that VA receives various services to implement the software effectively. Such services include but are not limited to user training, administrator training, software programming and project management. Any such necessary services shall be charged at the discretion of the vendor and are at the sole cost of VA. Level 2 Depot Repair Support Contractor shall maintain a depot repair center. In the event VA requires repair support for any PowerMic, VA may chose to collect, ship, receive and deploy the applicable PowerMic to the depot repair center. DEFINITIONS/ACRONYMS A. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer's latest established service procedures to ensure operation of equipment within manufacturer's or VA's performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. B. FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Medical Center premises. C. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. D. Acceptance Signature - VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. E. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. F. NFPA - National Fire Protection Association. G. CDRH - Center for Devices and Radiological Health. H. VAMC - Veterans Affairs Medical Center. I. OEM - Original Equipment Manufacturer J. "Update" means a release of a Program that may include minor feature enhancements, and/or bug fixes and/or fixes of minor errors and/or corrections and typically is identified by an increase in a release or version number to the right of the first decimal (for example, an increase from Version 5.1 to 5.2 or from Version 5.1.1 to 5.1.2). "Update" shall not be construed to include upgrades. K. "Upgrade" means a release of the Program that may include some feature enhancements and/or additional capabilities (functionality) over versions of the Programs previously supplied to Customer, and typically is identified by an increase in the release or version number to the left of the decimal (for example, an increase from Version 5.2 to Version 6.0). For clarification purposes, "upgrade" shall not be construed to include either a release that contains major new feature enhancements or a release that contains major new capabilities such that, in either case, the contractor, in its sole discretion, deems such release to constitute a new product or substantial extension of the product line. CONFORMANCE STANDARDS Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JCAHO, NEC, OSHA, CAP, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM's technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. PREVENTIVE MAINTENANCE (PM) A. Contractor shall perform preventive maintenance and system performance checks as requested. B. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications. EMERGENCY MAINTENANCE, HOURS OF COVERAGE A. All required service shall be furnished, 24x7x365 days a year. B. The CO or COR have the authority to approve/request a service call from the contractor. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT A. Each respondent must 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. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in attachment 1. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in attachment 1. C. FSE(s) shall be authorized by the contractor to perform the maintenance services as required. 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 VAMC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC 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 VAMC equipment. 2. SPECIAL INSTRUCTIONS: A. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS The contractor's FSE shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. B. DOCUMENTATION/REPORTS The documentation shall include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: 1. Name of Contractor 2. Name of FSE who performed services. 3. Contractor Service ESR Number/Log Number. 4. Date, Time (starting and ending), Hours-On-Site for service call. 5.VA Purchase Order Number(s) (if any), covering the call, if outside normal working hours. 6. Description of Problem Reported by COR/User. 7. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. 8. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. 9. Total Cost to be billed. 10. Signatures from the following: a. FSE performing services described. b. VA Employee who witnessed service described. 11. Equipment downtime, calculated in accordance with Conformance Standards. C. CONTRACTOR CHECK-IN The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) 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 accepted copy of the ESR will be sent to the COR within 5 business days of work completion. Failure to comply, either in whole or in part, with either the notification or ESR requirements will be deemed significant non-compliance with the contract and may be justification for termination of the contract. D. 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. 3. TERMS AND CONDITIONS: A. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but no 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. This request for information (RFI) is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this RFI will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission or responses to this announcement or the Government use of such information. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee as a requirement for maintenance coverage services for the PowerScribe Recognition System located at the VAMC Louisville in developing its acquisition strategy and statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for the information submitted in response to this RFI. No phone calls will be accepted. Interested parties should respond to the Contract Specialist, Carlos Suggs via e-mail at Carlos.Suggs@va.gov, not later than (NLT) November 13, 2014 at 2:00 PM Central Standard Time (CST). All interested parties should include the following information: 1. A company profile, including name of business, DUNS number, and other pertinent information. 2. A description of capabilities. 3. The business size and business socioeconomic category. Please note, all SDVOSB and VOSB must be verified by the office of Small Disadvantaged Business Utilization Center for Veterans Enterprise (CVE) prior to receiving any award. ATTACHMENT 1: EQUIPMENT LIST Qty Model/Part No Description Serial No. 1 0POWM2N-004 MIC POWERMICROPHONE, II NON SCANNER A3160900019 1 0POWM2N-004 MIC POWERMICROPHONE, II NON SCANNER A3160900020 1 0POWM2N-004 MIC POWERMICROPHONE, II NON SCANNER A3160900021 1 0POWM2N-004 MIC POWERMICROPHONE, II NON SCANNER A3160900027 1 0POWM2N-004 MIC POWERMICROPHONE, II NON SCANNER A3160900028 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0007474 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002419 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0007475 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002415 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006254 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006255 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002418 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006256 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006257 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006258 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0006259 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0007111 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0007112 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0007113 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0007114 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002416 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002417 1 0PWCSEP LIC SELF EDIT PKG CONCURRENT PSS0002420 2 0PSWCOE LICENSE, CORRECTION EDITOR, PE 1 0UPS30R-L02 UPS 3000VA 120V 2U RACK MOUNT 1 0M17LCD-K01 MONITOR 17INW-KYBRD RCKMNT 1U 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006608-D 1 0PSRWSS-M47 SW V4.7SP1-B WEB SRVR PSW 1UP PSL0006803 1 0PSWAPI LICENSE API SERVERLICENSE FEE 1 OPWTESR-332 SRVR TEST DL320G5 2003 MX271504M 1 0PSWREC LICENSE RECOGNITION SERVER SW 2 0CORCKU KIT,CORRECTION,US B,POWERSCRIBE 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006604-D 1 0PSWPXL LICENSE POWEREXP SW CUSTOM 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006611-D 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006610-D 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006607-D 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006609-D 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006605-D 1 0PWCPL1 LIC PHYSICIAN CONCURRENT PSL0006606-D 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2690700007 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700046 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700049 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700001 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700050 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700010 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700012 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700016 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700019 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700025 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700028 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700032 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER A2700700029 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700003 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700006 1 0POWM2N-004 MIC POWERMICROPHONE II NON SCANNER a2890700011 1 0POWM2N-005 MIC POWERMICROPHONE II NON SCANNER a2271400068 1 0POWM2N-005 MIC POWERMICROPHONE II NON SCANNER a2271400069 1 0POWM2N-005 MIC POWERMICROPHONE II NON SCANNER a2271400070 1 0POWM2N-005 MIC POWERMICROPHONE II NON SCANNER a2271400071
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