SOLICITATION NOTICE
J -- Maintenance Services for Government-owned Elekta Brachytherapy Systems
- Notice Date
- 6/11/2018
- Notice Type
- Presolicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Rockville, Maryland, 20852, United States
- ZIP Code
- 20852
- Solicitation Number
- N02CO82572-8
- Archive Date
- 6/30/2018
- Point of Contact
- Megan N. Kisamore, Phone: 2402765261
- E-Mail Address
-
megan.kisamore@nih.gov
(megan.kisamore@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- The National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Oncology Branch (ROB), plans to procure, on a sole source basis, maintenance and software updates for Government-owned Elekta Brachytherapy equipment and software, from Elekta, Inc., 400 Perimeter Center Ter Ne Ste 50, Atlanta, GA 30346-1227. The response close date of the notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR subpart 13.5 - Simplified Procedures for Certain Commercial Items in accordance with 41 U.S.C. 1901; and is exempt from the requirements of FAR part 6. The North American Industry Classification System code is 811219 and the business size standard is $20.5 million. The period of performance shall consist of a 12-month base period, plus four (4) 12-month option periods, as follows: Base Period: July 15, 2018 - July 14, 2019 Option Period 1: July 15, 2019 - July 14, 2020 Option Period 2: July 15, 2020 - July 14, 2021 Option Period 3: July 15, 2021 - July 14, 2022 Option Period 4: July 15, 2022 - July 14, 2023 It has been determined there are no opportunities to acquire green products or services for this procurement. The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive and emergency maintenance for a Government-owned Elekta Flexitron (S/N FT00280) brachytherapy afterloader, Elekta Oncentra Brachy (S/N 85512) brachytherapy planning system, and Elekta Oncentra Prostate (S/N 70209) brachytherapy planning system, including testing the parts or accessories and software support. One (1) hardware refresh shall be included to replace obsolete computer components, as described below. All equipment maintenance shall be performed on-site in accordance with the Original Equipment Manufacturer's (OEM) most current standard commercial maintenance practices. Software and applications service may be performed remotely as applicable. All travel, labor and related charges shall be included. Software updates and support services (technical services, clinical applications support, remote diagnostics) shall be provided remotely as indicated below. The Contractor shall possess a broad scope license from the Nuclear Regulatory Commission (NRC) to possess and transfer radioactive materials. The Contractor and all relevant service personnel must be approved by the NRC for maintenance of high dose-rate afterloading devices. All primary service personnel shall have at least one backup support person with at least the same level of expertise in servicing the equipment covered by this purchase order. PREVENTIVE MAINTENANCE The Contractor shall perform one (1) planned preventive maintenance inspection (PMI) during each 12-month performance period for the Oncentra Brachy and Oncentra Prostate. The Contractor shall perform four (4) quarterly PMI services during each 12-month period of performance for the Flexitron, including radioactive source replacement and a comprehensive inspection carried out in accordance with NRC requirements. Authorized OEM-trained personnel shall perform inspections/services. PMI service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer's most current standard commercial service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of each preventive maintenance inspection to assure optimum and efficient performance. EMERGENCY SERVICE On-site, emergency repair service visits shall be provided during each 12-month period of performance at no additional cost to the Government. Emergency service shall be provided during normal business hours, defined as 8:00 am - 5:00 pm, Monday through Friday, excluding Federal Holidays found at http://www.opm.gov/operating_status_schedules. Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide, within twelve (12) business hours, a qualified factory-trained on-site service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel shall be included. The Contractor shall provide an electronic service report within 5 working days detailing work completed and any recommendations for additional work. The Contractor shall provide 97% uptime assurance to the maximum extent practicable. REPLACEMENT PARTS The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be genuine Elekta OEM parts which meet original equipment specifications. Parts shall be delivered within 24 hours. Quarterly radioactive source replacement for the Flexitron shall be included as part of the preventive maintenance. One (1) hardware refresh shall be included to replace obsolete computer components. At the direction of the Contracting Officer's Representative, the Contractor shall refresh all computer hardware used to operate the Flexitron (desktop system), Oncentra Brachy (workstation system) and Oncentra Prostate (laptop system) systems with new hardware in accordance with the OEM's current standard commercial practices. SOFTWARE UPDATES/SERVICE The Contractor shall provide software service and updates, in accordance with the OEM's latest established service procedures, at no additional cost to the Government. Software service shall include updates to the current software versions, as well as upgrades to new major software releases. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Updates/Upgrades shall be applied remotely if possible. Defective software shall be replaced/re-installed at no additional cost to the government. During normal business hours, the Contractor shall provide telephone and email access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. Telephone clinical application support shall be provided during normal business hours at no additional cost to the Government. SERVICE EXCLUSIONS The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this purchase order. PLACE OF PERFORMANCE Service shall be performed at the Contractor's facility unless onsite service is required. In the event of an onsite response, the Contractor shall sign in and be escorted by authorized staff. No logical access to data shall be provided. Onsite service shall be performed at the following location: NIH, NCI, Radiation Oncology Branch 10 Center Dr. Bethesda, MD 20892 PAYMENT Payment authorization requires monthly submission and approval of invoices to the COR and NIH OFM. The CCR/ROB treats cancer patients with radiation per approved clinical protocols. One of the modalities employed by ROB is brachytherapy, which involves the implantation of sealed radioactive sources into the patient at the treatment site. This employs an afterloader, a device for positioning and moving a radioactive source in a controlled fashion. The ROB uses a Flexitron afterloader manufactured by Elekta, Inc. which is controlled by the Elekta Oncentra Brachy brachytherapy planning system. Treatment for prostate cancer also incorporates a specialized treatment planning system which translates the desired dose distribution into positions for the radioactive source implants and works in concert with an ultrasound probe to ensure precise positioning. The ROB obtained an Elekta Oncentra Prostate system for this purpose. These systems work together to provide brachytherapy to ROB patients and do not provide any significant function independent from one another. The Elekta brachytherapy systems are critical to patient treatment; therefore, any malfunctions with the equipment must be diagnosed and corrected quickly. The equipment must be calibrated accurately and maintained according to the OEM's specifications, because any deviation from the design specifications could result in patient harm and compromise the integrity of data for ongoing research studies. Service outage due to equipment failure must be remedied promptly with emergency service to avoid harmful delays to patient treatment schedules. In addition, the radioactive sources must be replaced on schedule to retain their efficacy. The requested services shall be performed by authorized, Original Equipment Manufacturer (OEM)-trained service engineers who are approved by the U.S. Nuclear Regulatory Commission for this purpose. Elekta, Inc. is the sole manufacturer and distributor for the equipment and associated software to be serviced under the subsequent award. Additionally, Elekta, Inc. is the sole provider of preventive maintenance service, emergency service, proprietary hardware and software upgrades, genuine Elekta OEM replacement parts, and technical and clinical support to troubleshoot and resolve issues that arise during regular operation of the systems. The required services are not authorized through any other entity. Therefore, the use of any other source would void future care of this specialized equipment. This notice is not a request for competitive quotation. However, if any interested party, especially small business believes it can meet the above requirement, it may submit a proposal or quote for the Government to consider. The response and any other information furnished must be in writing and must contain material in sufficient detail to allow NCI to determine if the party can perform the requirement. Responses must be received in the contracting office by 3:00 PM EST, on June 15, 2018. All responses and questions must be via email to Megan Kisamore, Contract Specialist at megan.kisamore@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to receive an award, Contractors must be registered and have valid certification through SAM.GOV. Reference: N02CO82572-8 on all correspondence.
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