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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 21, 2018 FBO #5903
DOCUMENT

J -- Siemens Medical Equipment Annual Maintenance and Repair Services - Attachment

Notice Date

1/19/2018
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 4
 

Solicitation Number

36C24418Q0185
 

Response Due

2/5/2018
 

Archive Date

3/7/2018
 

Point of Contact

Andrew Taylor
 

E-Mail Address

1-6640<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

ANNUAL CALIBRATION, MAINTENANCE REPAIR SERVICES STATEMENT OF WORK 1. Title: Service and Maintenance Contract for Government owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAMs, Biograph TruePoint, and Syngo WP at Corporal Michael J. Crescenz (CMCVAMC). 2. Scope of Work: The contractor shall provide a service contract for government owned owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAMs, Biograph TruePoint, and Syngo WP, required by the requirements stated herein. 3. Background: CMCVAMC imaging department utilizes owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAMs, Biograph TruePoint, and Syngo WP along with all associated hardware and PACS needed for the proper functioning of the system. The Artis Zee is an interventional cardiology device. The Avanto and Espree are MRI units. The E.CAMs are gamma cameras. The Biograph TruePoint is a PET/CT. 4. Equipment List: (1) Siemens Artis Zee, SN 146705, EE# 71315 (1) Siemens Avanto, SN 502620, EE# 54338 (1) Siemens Espree, SN 30941, EE# 70514 (2) Siemens E.CAMs, SN 9168,EE# 41630 and SN 41743, EE# 9224, (1) Siemens Biograph TruePoint SN 1039, EE#64805. This equipment requires repair and maintenance by trained personnel using manufacturer approved parts and specifications. 5. Service to be Provided by Contractors: 5.1. Repairs: Repair services will be provided, at the request of the Department of Veterans Affairs, to diagnose and correct equipment malfunctions on a routine basis. Repair service will be provided on VAMC working days as follows: System Name Hours On Site Response Artis zee Ceiling 8am-9pm 8 hours syngo X Workplace 8am-9pm 8 hours Biograph TruePoint 64 8am-10pm 4 hours syngo MMWP 8am-10pm 4 hours syngo.via 8am-5pm - e.cam Single 8am-9pm 8 hours e.cam Variable-Angle (e.cam Dual) 8am-9pm 8 hours MAGNETOM Avanto 8am-9pm 8 hours MAGNETOM Espree 8am-9pm 8 hours MR syngo MM Workplace 8am-9pm 8 hours All repairs shall be performed by a manufacturer trained technician. Service for MRIs will include x-ray tube replacement, cryogen coverage, magnet insurance, and magnet refrigeration service, which includes coverage for the coldhead, cryo compressor, and helium lines. Service for the Biograph will include TrueV Coverage, 2-mCi Source 10247944 (True V), CT Detector Coverage, and PET Gantry Chiller Coverage. Service for the E.CAMS will include crystal and photomultiplier tube coverage. After being alerted to a service need, a service engineer will be on-site per the table. Telephone support is available 24/7. 5.2. Parts: All replacement parts furnished will be new or factory rebuilt and equal to or exceeding the manufacturers authorized parts specifications. All parts will arrive on-site the next day if ordered by 10:30am. X-ray tubes are covered as parts. 5.3. PM and Performance Test: Preventive Maintenance shall be conducted at least semi-annually. The preventive maintenance inspection shall be in accordance with manufacturer's frequency and recommended protocol. Performance testing will clearly verify that all equipment covered under the agreement meets or exceeds manufacturer's technical specifications. Maintenance will include, but is not restricted to: cleaning of equipment running system diagnostics (hardware and software) calibrating and lubricating equipment to manufacturer's specifications providing all factory required hardware and software updates, which ensure performance to manufacturer's current specifications Electrical safety testing of equipment 5.4. Documentation:   At the completion of each service call or scheduled maintenance, the contractor shall provide a written service report to the primary and/or alternate contact person.   This report will clearly indicate the following: 5.4.1. Date of service 5.4.2. Name of vendor service technician/engineer 5.4.3. Type of service performed 5.4.4. Model 5.4.5. Serial number 5.4.6. VA barcode (EE) number of the component of the system 5.4.7. Description of the service completed 5.4.8. List of any parts replaced 5.4.9. Transaction number 5.4.10 Service reports must also be emailed to vhaphibiomedicalservicereports@va.gov, with the Vendor Name and Transaction Number listed in the Subject line.   Failure to provide complete and legible documentation as described will result in payment delays and possibly non-payment. 5.5. Calibration and Documentation Of Contractor s Test Equipment: Test and measuring equipment used by the Contractor in performance of this contract must be calibrated in the last twelve months to a traceable national or international standard such as National Institute of Standards and Technology (NIST). For each service instance in which Contractor test or measuring equipment is used to calibrate, maintain or repair the medical equipment included in this contract, the Contractor must track the specific test or measuring equipment used. Ideally, this test or measuring equipment should be uniquely identified on the service documentation provided to the facility at the completion of the service instance. This identification should be traceable back to the specific test and measuring equipment used. Upon request, Contractor must provide COR/Biomedical Engineering with documentation of the calibration of this test and measuring equipment. This documentation should include at least the following: Unique identifier for the test and measuring equipment. This should match the identifier on the service documentation provided to Biomedical Engineering. Testing interval. Test date. Next test due date. 5.1.1. As received and As returned status of the equipment being tested (e.g., was equipment in tolerance or not when received for testing and was equipment in tolerance or not when returned). Calibration results data. 5.1.2. Identification of the device used to test equipment. 5.1.3. Statement of traceability to the national or international standard used in the testing and calibration of the equipment. The national or international standard will be specified on the certificate. 5.1.4. Reference to the testing procedure used. 5.1.5 Calibration company identification information including company name, address, phone number and name of specific representative completing performance testing and calibration service. 6. Terms and Conditions: 6.1. User Responsibility: The Department of Veterans Affairs will provide the contractor's authorized personnel access to the equipment and adequate working space during performance of any services specified in this agreement. Biomedical Engineering Contact Person: The VAMC contact person for this maintenance contract can be reached at (215) 823-5800 x6750 or (215) 823-5800 x6404 Primary: Edward Yan Alternate: Mark Brody The primary contact, or alternate, shall coordinate the scheduling of repair and preventive maintenance visits with the contractor. The contractor's representative shall notify the primary contact, or alternate, either in person (Biomedical Shop Room 3A152, bldg 2) or by telephone (extension 5829) whenever he/she arrives on station. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. The completed service reports shall be provided to the primary contact, or alternate, upon completion of the work. Failure to contact VA representative or present proper documentation will result in delay of payment. 6.2 Records Management/Media Storage: Equipment, and any related services/support associated with the use of this equipment, must adhere to the Health Insurance Portability and Accountability Act (HIPAA) and all applicable Information Security Requirements of the Department of Veterans Affairs. Hard drives and other storage media contained within the equipment cannot be returned to the company, manufacturer and/or its representative. Hard drives or other storage media shall not be removed from VA property by the contractor. Biomedical Engineering MUST be notified whenever a hard drive or other storage media needs to be removed from the equipment so that the VA can take possession for proper disposal/destruction by the Department of Veterans Affairs. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. 7. VA Information Custodial Language: 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). 7.1. Information Systems Hosting, Operations, Maintenance, or Use: Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: 7.1.1. Vendor must accept the system without the drive; 7.1.2. VA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or 7.1.3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. 7.1.4. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; 7.1.5. The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and 7.1.6. Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract. 7.1.7. A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The Information 7.1.8. Security Officer (ISO) needs to maintain the documentation. 7.2. Security Incident Investigation: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. 7.3. Liquidated Damages For Data Breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: 7.3.1. Notification; 7.3.2. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; 7.3.3. Data breach analysis; 7.3.4. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; 7.3.5. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and 7.3.6. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 7.4. 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: 7.4.1. 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; 7.4.2. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; 7.4.3. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and 7.4.4. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access 7.4.5. 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. 7.4.6. 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/PiVAMC646/PiVAMC646/36C24418Q0185/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24418Q0185 36C24418Q0185_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4027261&FileName=36C24418Q0185-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4027261&FileName=36C24418Q0185-002.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: Philadelphia VA Medical Center;3900 Woodland Avenue;Philadelphia, PA

Zip Code: 19104
 

Record

SN04795042-W 20180121/180119231328-e9a63bcfda1d45e40dd0d8423419f7fe (fbodaily.com)
 

Source

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

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