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FBO DAILY ISSUE OF AUGUST 22, 2012 FBO #3924
DOCUMENT

65 -- DC VAMC OR Integration - Attachment

Notice Date

8/20/2012
 

Notice Type

Attachment
 

NAICS

423450 — Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
 

Contracting Office

Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 308B;Martinsburg WV 25405
 

ZIP Code

25405
 

Solicitation Number

VA24512I0466
 

Response Due

8/24/2012
 

Archive Date

9/23/2012
 

Point of Contact

Crystal Showell
 

Small Business Set-Aside

N/A
 

Description

Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing complete OR Integration per the Statement of Work at the DC VA Medical Center. The proposed period of the contract will be from date of award to project completion. NAICS Code 423450 applies to this procurement. The following is the Statement of Work associated with Sources Sought Announcement VA-245-12-RI-0466. STATEMENT OF WORK C.1 DESCRIPTION: Washington DC Department of Veterans Affairs Medical Center Operating Room Integration Project THE PRIMARY OBJECTIVES "Provide an Integrated Operating Room System for (7) operating room suites that integrates with the (Bertchold) equipment and anesthesia booms and light system. "This includes the installation and testing of a state-of-the-art video management system and the integration of existing designated medical devices and hospital information systems. "This is project is critical to comply with the designated parity of operating room standardization within medical facilities within the National Capita Area. "Contractor shall furnish all necessary travel; labor, materials, and parts required for the inspection, repair, and periodic preventive maintenance of the equipment, located at the Veterans Affairs Medical Center, 50 Irving Street, NW, Washington, DC 20422. SUPPLIES AND SERVICES SPECIFIC TO THE AGENCY NEEDS A.The system must fully integrate with the planned operating rooms integration system. (Bertchold) B.The system must allow for full control of all endoscopy equipment and designated medical devices from the surgical field and the nursing station. C.The system must have the technology to input any video signal analog or digital from any medical device. D.The system must utilize digital system processing architecture within their integration system. E.The system must be able to integrate with designated medical devices, PACs, and endoscopy equipment that includes; camera control unit, light source, insulflator, orthopedic endoscopy pump, and orthopedic shaver. F.The system must provide an open information technology architecture that allows for signal routing. G.The system must provide overall input capability for DVI, HD-SDI, VGA, Composite, S-Video, and RGBHV. H.The system must provide for video and audio recording and streaming functionality that can be archived and viewed anywhere across the enterprise architecture. I.The system must provide a Time Out verification capability that meets Joint Commission and World Health Organization compliance. J.The system must provide the capability to produce a visual display that represents real time information of the patients' status and the surgical procedure. This information must be able to display on any monitor located in the room so it can visualized by the entire surgical team. K.The system must be able to integrate with existing clinical information systems. This includes real-time integration with patient records, charting, laboratory results, and bedside telemetry. L.The vendor must be able to demonstrate successful deployment of their integration system in other federal and DOD facilities. M.The system must provide for control of all endoscopy equipment. Control of the endoscopy equipment from the surgical field and the nursing station is a major requirement of the integration system. The system must have the ability to support over 75 third party medical devices through their interface. N.The project requirements call for both surgical time out verification and hospital information systems integration for patient safety practices. The system must have a collaborative venture that interfaces with the system and provides for surgical time out and real time patient information via the surgical integration system. The integration of hospital-based information systems is critical piece of the project. O.VA recommendation is that the Endoscope Supplier offers a lease program. P.The Lease Program shall include but is not limited to the following conditions: oSelected Vendor must be able to provide full contract support immediately upon award of a resulting order. oSelected Vendor will provide full maintenance support for the items listed in the lease program. oThe Vendor Lease Contract shall provide for maintenance services for which the item to be repaired will be sent to the vendor for repair or replaced oThe Vendor Lease Contract shall include all systems, subsystem components, and assemblies, (i.e.: contractor responsible for total maintenance of entire system). oAll maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. oThe Vendor Lease Contract shall comply with Federal, State, and Local Laws, plus any Federal Regulations as applicable to the performance of this contract. oThe Vendor Lease Contract shall not accept any instructions issued by any person employed by the U. S. Government, other than: the Contracting Officer (CO), or the Contracting Officers Technical Representative (COTR), all acting within the limits of their authority. oThe Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. C.2CONFORMANCE STANDARDS: Service shall ensure that the equipment functions in conformance with the following latest published standards/codes/specifications/regulations to include, but not limited to: Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency (NFPA-99), Original Equipment Manufacturer (OEM), American Association of Blood Banks (AABB), Nuclear Regulatory Commission (NRC), Center for Devices of Radiological Health (CDRH), 21 CFR, College of American Pathologists (CA), American Hospital Association (AHA)/American Society for Hospital Engineering (ASHE), Institute of Electrical And Electronic Engineers (IEEE), Washington, DC VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State, and Local regulations mandated. C.3HOURS OF COVERAGE: A.Normal VAMC working hours are Monday through Friday, 8a.m. to 4:30p.m excluding federal holidays. Call back time is within 24 hours with an equipment down time of no more than 48 hours unless a written explanation is provided and approved by the VA. B.Federal Holidays observed by the VAMC are: New Years' Day Day of Presidential Inauguration (when applicable) Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day C.All service/repairs shall be performed during normal hours of coverage with prior approval of the COTR. At the request of the FSE, the Contracting Officers Technical Representative (COTR) may approve service outside normal hours of coverage at no additional cost to the government. C.4PREVENTIVE MAINTENANCE: A.The Contractor shall perform Semi-annual Preventative Maintenance service, as scheduled; services include, but are not limited to: 1.Performing preventive maintenance in accordance with the manufacturer specifications. 2.Cleaning equipment. 3.Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications. 4.Calibrating and lubricating the equipment. 5.Performing remedial maintenance/repairs of non-emergent nature. 6.Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. 7.Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 8.Inspecting and replacing where indicated, all mechanical components which may include but not limited to cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, solenoid or manual valves, chemical injectors and keyboards for mechanical and electrical integrity, safety, and performance. 9.Returning the equipment to the operating condition defined in the Conformance Standards. 10.Measuring, adjusting, and calibrating for optimal image quality. Applicable only for imaging equipment. 11.Providing documentation of services performed B.Within thirty (30) days after award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications, the ones listed in paragraph A, and any additional procedures followed by the Contractor. C.The day of the PM Service must be scheduled by the Field Service Engineer and the Contracting Officers Technical Representative at least a week in advance and during normal working hours. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance. D.Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete schedule PM shall be provided by the Contractor and are included within this contract, and its agreed upon price. C.5 UNSCEDULED MAINTENANCE AND REPAIR-SERVICES A.The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life (excluding glassware), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. B.Service calls to the Contractor are only authorized when they are received from the Contracting Officer, COTR, or authorized designee. Work performed outside the normal hours of coverage at the request of Field Service Engineer will be considered service during normal hours of coverage. Service responses on calls from unauthorized personnel may result in nonpayment. C.Response Time: Contractor's Field Service Engineer must respond with a phone call to the COTR within twenty-four (24) hours after receipt of telephoned notification. C.6PARTS A.The Contractor shall furnish and replace all equipment replacement parts (including glassware). The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, in order to minimize downtime and meet equipment uptime requirements. B.Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. C.7REMOVAL OF EQUIPMENT Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. C.8SERVICE MANUALS The VAMC shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its Field Service Engineer's 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. C.9TEST EQUIPMENT Within thirty (30) days after award, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. C.10CHECK-IN PROCEDURES A.The Contractor shall be required to report to the COTR during normal working hours, prior to, and after any work is performed, every day that is required to complete the job. This check-in is mandatory. At this time the Field Service Engineers will be issued a contractor's identification badge which will be displayed at all times while on VAMC property, and surrendered upon completion of the job. Also, at this time Field Service Engineers (FSE) will be required to enter the following information into the lob: name of Field Service Engineers, name of Contractor, current date, time in, location of service/equipment being serviced, and time out. B.When service is completed, the Field Service Engineer shall document services rendered on a properly completed Engineering Service Report. The Field Service Engineer shall be required to log out with the Utility Systems Shop and submit the Engineering Service Report(s) to the COTR. All Engineering Service Reports shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature". If the COTR is unavailable, a signed, authorized copy will be sent to the Contractor after the work can be reviewed. C.When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress in the form of an Engineering Service Report and verbal description must be provided to the COTR before 4:00 p.m. D.When work is authorized to be done outside normal working hours and Utility Systems Shop is not staffed the Field Service Engineer shall be required to log in and out with Security/Police service in the VAMC lobby or room 1A114 and receive proper identification badges. Engineering Service Reports for these services, completed and left in progress, will need an "acceptance signature", and should be dropped off at a point agreed upon with the COTR. C.11DOCUMENTATION/REPORTS A.Documentation in the form of Engineering Service Report must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment. B.The documentation shall include detailed descriptions of scheduled maintenance and emergency repairs, procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment. Such documentation shall meet the guidelines as set forth in Section C.3, Conformance Standards. The Engineering Service Report shall consist of a separate report for each equipment item covered under the "specific" contract. Each Engineering Service Report must, at a minimum, document the following data legibly and in complete detail: 1.Name of Contractor. 2.Name of Field Service Engineering who performed services. 3.Contractor service Engineering Service Report number/log number. 4.Date, time (starting and ending), equipment downtime and hours on-site for service call. 5.VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). 6.Description of problem reported by Contracting Officers Technical Representative. 7.Identification of equipment to be serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode, and any other identification numbers. 8.Itemized description of service performed and parts replaced. 9.Results of calibration and/or performance testing. 10.Total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage. 11.Signatures: a. Field Service Engineering performing services described. b.Acceptance signatures as defined in Section C.2 c.Authorization signature by Contracting Officer's Technical Representative. If he/she is unavailable a signed, authorized, copy of the Engineering Service Report will be sent to the Contractor after the work can be reviewed, if requested by the Field Service Engineer and noted on the Engineering Service Report. C.Any additional charges claimed by the Contractor must be approved by the Contracting Officers Technical Representative before the service is completed. A purchase order number must then be provided to the Field Service Engineer /Contractor by the Contracting Officers Technical Representative. C.12REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the Contracting Officer and the Contracting Officers Technical Representative, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the Contracting Officer and Contracting Officers Technical Representative with a written estimate of the cost to make necessary repairs. C.13ADDITIONAL CHARGES There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional Field Service Engineer and/or delivery of parts. C.14INITIAL CONTRACTOR INSPECTION AND SUBMITTALS A.Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the Contracting Officer shall be notified in writing as to the specific items(s) of equipment deemed to be in poor operating condition. B.The Contractor shall have fully qualified Field Service Engineer performing all service on the equipment under contract. Within a thirty day period after the award of the contract, the Contractor shall submit a list of the fully qualified Field Service Engineers who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each Field Service Engineer performing work at this VAMC will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). C.15COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A.Each respondent must have an established business, with an office and full time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two "fully qualified" Field Service Engineers who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. B."Fully Qualified" is based upon training and on experience in the field. For training, the Field Service Engineer(s) has successfully completed a formalized training program, for the equipment identified in the scheduled of equipment. For field experience, the Field Service Engineer(s) shall have a minimum of two years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment. C.The Field Service Engineers shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" individuals. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Engineers for each make and model the Contractor services at the VAMC, as detailed in Section C.15. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. D.If subcontractor(s) are used, they must be approved by the Contracting Officer; the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval or disapproval. THIS IS NOT A SOLICITATION. In accordance with FAR Part 10, Market Research, and as part of VA's market research process, this is a request for information (RFI) to assist us in identifying possible SDVOSB/VOSB and other Small Businesses capability of providing these services in full. Information Requested from Industry: In response to the RFI, interested contractors shall submit the following information: 1. Company Information/Socio-Economic Status - a. Provide the company size, the CAGE code, and the POC information (name, email address, telephone, and fax numbers). b. Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? 2. Background/Past Experience - Provide the following information on a maximum of three similar projects in a healthcare environment completed within the last three years for which the responder was a prime or subcontractor. a. The name, address, and value of each project b. The Prime Contract Type, Firm Fixed-Price, Cost Reimbursement or Time and Material c. The name, telephone and address of the owner of each project d. A description of each project including difficulties and successes e. Your company's role and services provided for each project. 3. Capabilities/Qualifications - Overview of proposed solution(s). a. Include a description of the capabilities/qualifications/skills your company possesses to perform the work as described in the PWS. b. Identify whether you are the Original End Manufacturer, Authorized Reseller, or an Integrator for your solution. 4. Teaming Arrangements - Description of Teaming Partners, Joint Ventures that your company would consider to perform the work. 5. Other Market Information - Provide any other relative information, however this information must be included within a 20 page limitation. 6. Other Federal Experience - Identify the federal contract vehicles to which you are party. Any offeror capable of providing this service shall notify the Contracting Officer by email within 4 calendar days from the date of the publication of this synopsis. (i.e. no later than August 24, 2012). All information is to be submitted via e-mail at crystal.showell@va.gov. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC613/MaVAMC613/VA24512I0466/listing.html)
 

Document(s)

Attachment
 

File Name: VA245-12-I-0466 VA245-12-I-0466.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=448229&FileName=VA245-12-I-0466-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=448229&FileName=VA245-12-I-0466-000.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;50 Irving Street, NW;Washington, DC

Zip Code: 20422
 

Record

SN02846651-W 20120822/120820235534-5622fe20bf821d49039e41c5836a8d04 (fbodaily.com)
 

Source

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

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