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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 03, 2017 FBO #5854
DOCUMENT

J -- WTVAHCS Siemens Symbia S - Attachment

Notice Date

12/1/2017
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

00504;Department of Veterans Affairs;Contracting Section;7201 I-40 West Suite 100;Amarillo TX 79106
 

ZIP Code

79106
 

Solicitation Number

36C25718Q0057
 

Response Due

12/8/2017
 

Archive Date

12/18/2017
 

Point of Contact

Robyn Nussbaum
 

Small Business Set-Aside

N/A
 

Description

The purpose of this Notice is to provide Fair Opportunity in accordance with FAR 16.505(b)(1). The Department of Veterans Affairs (VA) Network Contracting Office 17 (NCO 17) intends to award a Task Order from its National Acquisition Center (NAC) High Tech Medical Equipment (HTME) DLA IDIQ contract SPE2D1-17-D-0023. This requirement is to provide all necessary maintenance, service and support for medical devices/equipment IAW the Statement of Work (SOW). The NAICS Code is 811219, the Size Standard is $20.5M, and the PSC Code is J065. THIS NOTICE IS NOT A REQUEST FOR QUOTES; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements. Responses received will be evaluated; however, proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Government will proceed with the award. Responses are due by December 8, 2017 by 12:00 noon (CST). Responses shall be submitted via e-mail to Robyn.Nussbaum@va.gov. Telephone requests or inquiries will not be accepted. SCOPE: 1. DESCRIPTION The WTVAHCS is requesting the maintenance and repair services from Siemens Medical Solutions USA, Inc. for the Symbia S Imaging equipment at the West Texas VA Health Care System (WTVAHCS) located in Big Spring, TX. The repair services requested are from an already negotiated NAC contract. The contractor shall provide all necessary labor (after first call response from In-House Bio-Med. Engineer), equipment, tools, materials, repair service, hardware and software updates. Complete full service, on-site maintenance service and technical support are expected as specified below in accordance with the terms, conditions and schedule of this agreement. 0001 Name/Description of Equipment Nuclear Medicine Camera Manufacturer Siemens Medical Solutions USA, Inc. Model Symbia S Serial Number 1641 VA ID# 17155 Functional Location # 400-377120 Acquisition Date 9/12/11 Location Blg 1, Room 264 0002 Optional Equipment Sources SPEC/CT Sources PHI-0124 SPEC/CT Sources HEGL-0133 2. DEFINITIONS/ACRONYMS Biomedical Engineering - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance 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 inoperative conditions. FSE - Field Service Engineer, a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the WTVAHCS premises. 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. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. Authorization Signature - COR signature; indicates COR accepts work status as stated in ESR. WTVAHCS West Texas VA Health Care System, Big Spring, TX. OEM Original Equipment Manufacture Contract Manager - person, designated in writing by the contractor, who has complete authority to act for the contractor during the term of the contract. 3. CONFORMANCE STANDARDS Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Big Spring VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. 4. HOURS OF COVERAGE Normal business hours of coverage are Monday through Friday from 8:00 am to 4:30 pm Central time, excluding federal holidays. All service/repairs will be performed during normal business hours of coverage unless requested and approved by COR or his designee. Federal Holidays observed by the WTVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States. 5. SCHEDULED MAINTENANCE Scheduled maintenance is defined as the time the equipment is placed out of service for the purpose of accomplishing scheduled upgrades and/or preventive maintenance. The Scheduled maintenance or upgrades which would necessitate the shutdown of a System for a predetermined length of time, shall be approved by the COR. All equipment shall be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications, capable of providing their initial maximum capacity and performance at all times. The contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the schedule. Within ten (10) days after the award of the contract, the contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COR. In no event shall more than SIX (6) months elapse between inspections. Scheduled maintenance shall include an itemized list of the procedures performed, including electrical safety, and shall include, but need 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. Returning the equipment to the operating condition as stated in Equipment Performance section. Providing documentation of services performed. Measuring and adjusting and calibrating as necessary for optimal image quality. Inspecting and replacing, where indicated, electrical wiring and cables for wear and fraying 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. Performing Electrical Safety Inspections (Electrical Leakage), which should include line cord round wire resistance and leakage as specified in the Conformance standards. Returning the equipment to the operating condition defined in Conformance standards. Providing documentation of services performed. Contractor shall perform one (1) Quality Assurance Review per year to ensure that equipment performs in accordance with Equipment Performance Section. The reviews shall be performed jointly by contractor and WTVAHCS Biomedical engineering technician (s) during the hours defined in the preventive maintenance schedule. 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. All parts, services manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. The Service Engineer shall report into police service upon arrival then sign-in to Biomedical Engineering. Hardware/firmware/software updates/upgrades shall be scheduled and performed during normal hours of coverage. Contractor shall provide an outline of the Quality Assurance Review and scheduled maintenance to the COR within 15 days after the contract is awarded. Any changes to the schedule shall be coordinated and approved by the COR. 6. UNSCHEDULED MAINTENANCE The contractor shall maintain the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor, management, equipment, tools, materials, repair service, tools, instruments, software and hardware updates and parts for service (excluding consumables) in accordance with the terms, conditions and schedule of this agreement. The contractor will 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. Only, 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 phone call to the COR and his/her designee within 60 minutes after receipt of telephoned notification during normal duty 8am to 4:30pm, Monday through Friday. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within eight (8) coverage hours after receipt of notification and will proceed progressively to completion without undue delay. 7. PARTS-ITEMS The contractor shall maintain quantity of parts including unique and/or high mortality replacement parts in such a manner as to be available for shipment within 24 consecutive hours of request. The contractor shall furnish all appropriate parts. The contractor shall maintain a stock and furnish and replace parts to meet the repair up-time requirements as stated in Unscheduled Maintenance, Repair Up-time. If parts cannot be furnished by this time, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. (The contractor shall also list any parts excluded under the service contract.) This contract shall include all parts, including all new upgrades and all components including replacement motherboards and power supplies for the Siemens Symbia S Nuclear Gamma Camera. New parts, shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from the date of completed installation of the component. Used parts, those removed from another system, shall not be installed without approval by the COR. The VA reserves the right to inspect the contractor s facilities to confirm that the parts are locally available. The contractor may recommend and initiate replacement of parts at no additional expense to the Government and schedule to do so with the COR as stated in, Scheduled Maintenance. Government property shall remain the property of the Government in all respects, including but not limited to hard drives; ePHI (electronic patient healthcare information), etc. The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property. Government property shall be used only in direct operations of providing contract services, and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor s employees. 8. SERVICE MANUALS/TOOLS/EQUIPMENT The WTVAHCS shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall provide all tools, test equipment, service manuals, and/or service diagnostic software. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, diagnostic software, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the WTVAHCS Biomedical Engineering Radiology Section copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the WTVAHCS Biomedical Engineering Radiology Section copies of the latest version(s) of all technical documentation and licensing agreements, which shall include operational and service manuals, schematics, diagnostic software, and parts lists. WTVAHCS Biomedical Engineering Radiology Section shall have access to the same operation, service, and documentation as the OEM's FSE. Contractor shall provide to the WTVAHCS Biomedical Engineering Radiology Section OEM Service Bulletins for the equipment listed in Part I. 9. SUPERVISION The contractor shall arrange for all satisfactory supervision of the contract work. The contractor or his supervisors shall be available at all times to receive notices, reports, or requests from the CO or the COR only. It is the policy of the VA that Government direction or supervision of the contractor s employees, directly, shall not be exercised. The contractor shall provide the name telephone number and address of the contract manager, in writing to the CO prior to the contract starting date. The contract manager shall have the authority to accept notices of deductions, inspections reports and all other correspondence on behalf of the contractor. The contract manager must be physically located so that he/she is readily available to deal with the day to day operation of the contract. 10. MISCELLANEOUS SERVICES Telephone Technical Support: Telephone Technical Support shall be available during normal business hours of coverage: Monday through Friday from 8:00 am to 4:30 pm CST, excluding federal holidays 11. DOCUMENTATION/REPORTS: Documentation and reports shall be furnished upon completion of any maintenance activity. Where available and practicable, additional documentation and reports may be submitted electronically or on electronic media (i.e., CDs). 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, and the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the contract. Grouping different equipment from different contracts on ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: Name of Contractor and contract number. Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, time (starting and ending), equipment downtime and hours-on-site for service call. Identification of equipment to be serviced: I.D. number, Manufacture s name, device name, model number, serial number, and any other Manufacture s indentoificationnumbers. Description of problem reported to Biomedical Engineering Radiology Section. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part#s) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed. Signatures: FSE performing services described. VA Employee who witnessed service described. Equipment downtime VA PO#(s) covering the call, if outside normal working hours. ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE HAS COMMENCED. All records and logs shall be turned over to the COR at the completion of the work performed. 12. REPORTING REQUIREMENTS: The contractor shall be required to report to COR/Clinical (Biomedical) Engineering to check in. This check 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 Clinical (Biomed) Engineering 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 COR by the contractor after the work can be reviewed (if requested or noted on the ESR). Upon award, the Contractor shall be required to furnish telephone numbers to call for their Service Department to Biomedical Engineering and the COR or his designee. The contractor is totally responsible for providing service and preventive maintenance reports. Failure to provide the COR with service reports will result in a delay of payment due for that service or preventive maintenance time period. Failure to provide the COR with all records and logs will result in a delay of the payment due for contract time frame. 13. PAYMENT: The Contractor shall submit invoices in arrears. General Information on Invoice: Submission of a proper invoice including facility name, address, and phone number. Type of service performed. Date(s) of service. Payment will be made by VA FSC, Austin, Texas 30 days after receipt of a proper invoice. 14. ADDITIONAL CHARGES: There will be no additional charge to the Government 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. 15. 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. 16. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. 17. 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) has successfully completed a formalized training program, for the equipment. For field experience, the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable to the Siemens Symbia S Nuclear Gamma Camera. C. The FSEs shall be authorized by the contractor to perform the maintenance services. 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 VA equipment. D. If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. Both new and replacement contract managers must meet these qualification standards. 18. TEST EQUIPMENT: Prior to commencement of work on this contract, the contractor shall provide the WTVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the contractor on VA equipment. This certification shall be performed and provided on an annual basis. Test equipment calibration shall be traceable to a national standard. 19. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The contractor's FSE's shall wear visible identification at all times while on the premises of the WTVAHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from Police and Security Service. The WTVAHCS will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VA facility. 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. 20. INSURANCE Workers compensation and employer's liability. Contractors are required to comply with applicable Federal and State of Texas Workers 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. 21. EQUIPMENT MODIFICATIONS/UPGRADES/UPDATES: Equipment modifications are divided into two kinds; 1) Normal functional improvements that assure that the equipment is operating at the peak of performance and 2) Enhancing improvements are optional improvements that change the equipment s original design to allow for supplementary or additional functions. Normal functional improvements shall be provided at no cost to VA within six (6) months after each version is released. Installation shall be done at no additional cost to the government during normal working hours, unless requested by the COR Enhancing improvements are optional to VA. If the COR has determined that VA requires such enhancing improvements, it shall be considered outside of the scope of this contract and processed as a separate procurement. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR must receive notice at least five (5) full business days in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training. Documentation must be provided to Biomedical Engineering Radiology Section when software upgrades/updates are installed. Documentation will include what was installed, how it was installed, and where it was installed on the system. Documentation will include parts list, calibration procedures, and test procedures, if applicable. 22. INFORMATION SECURITY AND PRIVACY: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 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. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act. TRAINING: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber SecurityAwareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAHCS/VAAHCS/36C25718Q0057/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25718Q0057 36C25718Q0057.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3938900&FileName=36C25718Q0057-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3938900&FileName=36C25718Q0057-000.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;Engineering Section;300 Veterans Blvd;Big Spring, TX

Zip Code: 79720
 

Record

SN04754761-W 20171203/171201231335-6b90920feb78d0effeaef31d1da62136 (fbodaily.com)
 

Source

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

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