Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 07, 2019 FBO #6313
SOURCES SOUGHT

J -- Full Service Contract for the Philips EPIQ(s)/for the West Texas VA Health Care System.

Notice Date

3/5/2019
 

Notice Type

Synopsis
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;NCO 17 - SAO West;NCO 17 Network Contracting Activity;124 E. Hwy 67;Duncanville, Texas 75137
 

ZIP Code

75137
 

Solicitation Number

36C25719Q0440
 

Response Due

3/8/2019
 

Archive Date

4/7/2019
 

Point of Contact

ReginaldD.Hayes@va.gov
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/ Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and Size Standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/ Project requirements: Full Service Contract for the Philips EPIQ(s) for the West Texas VA Health Care System. Anticipated period of performance: Base: April 1, 2019 March 31, 2020 Option Year One: April 1, 2020 March 31, 2021 Option Year Two: April 1, 2021 March 31, 2022 Option Year Three: April 1, 2022 March 31, 2023 Option Year Four: April 1, 2023 March 31, 2024 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: A tailored capability statement indicating the firm s ability to provide the services required in the Description of Service Section. Include any certifications/qualifications for accomplishing repairs the work listed in the Statement of Work. Firms must submit documentation from Philips Healthcare stating that they are an authorized third-party vendor and have the necessary certifications and training to perform the work. This documentation must be on Philips Healthcare letterhead. The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code; Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to ReginaldD.Hayes@va.gov with the subject line "Sources Sought, Full Service Contract for Philips EPIQ(s)/your company name" by 8:00 AM CST on Friday, March 8, 2019. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK DESCRIPTION: The WTVAHCS is requesting the maintenance and repair services for two EPIQ 5G US units and for maintenance and repair services for one EPIQ 7C US unit located at the West Texas VA Health Care System (WTVAHCS) in Big Spring, TX. The contractor shall provide all necessary labor, equipment, tools, materials, repair service, hardware and software updates. Complete full service, on-site maintenance service and technical support are expected from the contractor as specified in this Statement of Work. PLACE OF PERFORMANCE: West Texas VA Health Care System George H. O'Brien, Jr. VA Medical Center 300 Veterans Blvd Big Spring, TX 79720 ANTICIPATED PERIOD OF PERFORMANCE: Base: April 1, 2019 March 31, 2020 Option Year One: April 1, 2020 March 31, 2021 Option Year Two: April 1, 2021 March 31, 2022 Option Year Three: April 1, 2022 March 31, 2023 Option Year Four: April 1, 2023 March 31, 2024 EQUIPMENT: Philips EPIQ 5G UltraSound, Philips Site ID: 73672359 Philips EPIQ 5G UltraSound, Philips Site ID: 69067095 Philips EPIQ 7C UltraSound, Philips Site ID: 69066497 0001 Name/Description of Equipment Manufacturer Philips Healthcare Model EPIQ 5G UltraSound Serial Number US017C1404 VA ID#: 22738 Philips Location #: 73672359 Acquisition Date 10/30/2017 Location Bldg 1, Room 243-1 0002 Name/Description of Equipment Manufacturer Philips Healthcare Model EPIQ 5G UltraSound Serial Number US716C0439 VA ID#: EE 21806 Philips Location #: 69067095 Acquisition Date 07/29/2016 Location Bldg 1, Room 251-1 0003 Name/Description of Equipment Manufacturer Philips Healthcare Model EPIQ 7C UltraSound Serial Number US516B0674 VA ID#: EE 21721 Philips Location #: 69066497 Acquisition Date 05/27/2016 Location Bldg 1, Room 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 - WTVAHCS 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. CONFORMANCE STANDARDS: The contractor shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the WTVAHCS, 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), WTVAHCS standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. 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/her designee. FEDERAL HOLIDAYS Federal Holidays: The 10 holidays observed by the Federal Government are: New Year s Day January 1 Martin Luther King s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2 Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 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. 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 always. 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 Twelve (12) months (or manufacturer s recommendation) 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. Proprietary operating system software enhancements, without hardware changes, are included with no charge (excludes software upgrades). 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. UNSCHEDULED MAINTENANCE: The contractor shall maintain the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor & travel, 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 shall 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 the next business day after receipt of notification and will proceed progressively to completion without undue delay. 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 new standard parts or parts of equal quality. If parts cannot be furnished in a timely manner, the COR must be notified. All parts supplied shall be compatible with existing equipment. All parts shall be of current manufacture and have complete versatility with the presently installed Philips EPIQ 5G and EPIQ 7C units. All parts (including transducers listed on agreement, excluding TEE transducers) that fail during normal use are included. 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. Exchanged parts removed from the equipment shall become the property of Siemens with the exception of hard drives with stored patient information. 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. 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. 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. 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 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 identification numbers. 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. 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. 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. PAYMENT: The Contractor shall submit invoices in arrears electronically. 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. 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. 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. 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. 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 one (1) year of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable to the Siemens AXIOM Luminos Agile. 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. 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. TEST EQUIPMENT: Prior to repair or services, the COR may request to see the calibration sticker on contractor test equipment. 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. 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. Refer also to the solicitation provision FAR 52.228-5 Insurance Work on a Government Installation. A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes 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. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (05-MAR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25719Q0440/listing.html)
 

Place of Performance

Address: West Texas VA Health Care System;George H. O'Brien, Jr. VA Medical Center;Big Spring VA Medical Center;300 Veterans Blvd;Big Spring, Texas

Zip Code: 79720

Country: United States
 

Record

SN05239876-F 20190307/190305230023 (fbodaily.com)
 

Source

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

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