SPECIAL NOTICE
J -- MiPACS Annual Maintenance & Support
- Notice Date
- 9/29/2021 5:34:13 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24222Q0021
- Archive Date
- 11/08/2021
- Point of Contact
- Monique Paltan, Contracting Officer, Phone: 000-000-0000
- E-Mail Address
-
Monique.Paltan@va.gov
(Monique.Paltan@va.gov)
- Awardee
- null
- Description
- Department of Veterans Affairs, New York Harbor Healthcare System, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source to LEAD TECHNOLOGIES, INC., for MiPACS Annual Maintenance & Support services of the Dental Enterprise PACS system. The contractor shall provide all resources necessary to maintain the systems at the Original Manufacturer (OEM) specifications. SERVICES REQUIRED: Contractor shall furnish all labor, resources and expertise necessary for annual maintenance and support of the MiPACS Dental Picture Archive and Communication System at all NJ HCS 3 sites. Services include properly executing software license and support of the Dental PACS System for all 3 sites. The services will be for the New Jersey Health Care System VA Medical Center, East Orange Campus, 385 Tremont Avenue, East Orange, NJ 07018; Lyons Campus, 151 Knollcroft Road, Lyons, NJ 07939, and John J. Howard (Brick) CBOC, 970 Route 70, Brick, NJ 08724 during the term of Mid October 2021 to September 2022 and the provision for four (4) option years. INTERESTED & CAPABLE RESPONSES: NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please provide all of the following in your response: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number. Please also include the North American Industry Classification System (NAICS) Code for which you propose to provide the service under for verification of your size standard. A Capability Statement which provides detailed, specific information that demonstrates understanding of the tasks required and capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive. Responses must be submitted by 12:00 PM EST, Tuesday, October 5, 2021. Responses to the information requested above may be submitted via email to Monique.Paltan@va.gov. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice may assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted for this notice. STATEMENT OF WORK MiPACS Dental Enterprise Support & Maintenance 1. Background: The Department of Veterans Affairs, New Jersey Health Care System (NJ HCS) is currently seeking to fulfill a requirement for annual services for support and maintenance of the Medicor Imaging Picture Archiving and Communication Systems (MiPACS) Dental Enterprise Support and Maintenance systems at its three facilities of the NJ VA Medical Center (East Orange, Lyons and John J. Howard (Brick) Campuses). The purpose of this requirement is to obtain service contract for the hardware and software components of the PACS Enterprise that will ensure the effective operation of the system. The support and maintenance services will allow for the systems to be maintained at Original Equipment Manufacturer (OEM) specifications. 2. Scope of Work: Contractor shall furnish all labor, resources and expertise necessary for annual maintenance and support of the MiPACS Dental Picture Archive and Communication System at all NJ HCS 3 sites as defined in the Places of Performance . The contractor shall provide all resources necessary to service and support the MiPACS equipment below: Line Item Quantity Product # Requirement 1 1 MP-SS-SUP MiPACS Annual Support 2 4 MP-SS-SUP MiPACS Annual Support 3 1 MP-SS-SUP MiPACS Annual Maintenance 4 4 MP-SS-SUP MiPACS Annual Maintenance 2.1 General: Contractor will provide the necessary manpower and supervision to properly execute software license and support of the Dental PACS System MiPACS software at all 3 sites. NJ HCS has the option of onsite visits at any of the 3 sites during the period of performance . 2.2 Support: The contractor will provide telephone technical support 24 hours, 7 days per week to the 3 sites to receive technical support, and answer any questions about the MiPACS components The contractor will provide software updates as they are available/applicable. This includes access to new versions, updates, and patches to the MiPACS components as they are released. The contractor will provide continued licensing of all the clients and servers throughout NJ HCS 3 sites. All sites shall have support and maintenance within 24 hours a day, 7 days a week coverage. The Contractor s Field Service Personnel must respond with a phone call to the VANJHCS POC or VANJHCS designee within two (2) hours after receipt of telephoned notification. If the problem cannot be corrected by phone, the Field Service Personnel will commence work (via VPN virtual response) within one (1) hour after receipt of notification and will proceed progressively to completion without undue delay. If it is determined that an on-site physical response is necessary, the Field Service Personnel will commence work within twenty-four (24) hours after receipt of notification and will proceed progressively to completion without undue delay. From the time when the Field Service Personnel Commences the on-site unscheduled maintenance or VPN virtual maintenance, the repair/service and/or next day express delivery of replacement parts, the repair/service must be completed withing twenty-four (24) hours. 2.3 Repairs: All repairs shall be performed by qualified FSP. All completed repairs shall be verified by the New Jersey VA Medical Center Biomedical Department prior to acceptance. The Contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required shall be included within the scope of this task order and it s agreed upon price. At the conclusion of each repair the Contractor shall provide a written service report indicating: Dates of service (including date received at the repair facility and date returned to the Government) Make, model, serial number, and barcode/ID number of the equipment services. Name of FSE who performed the work Hours worked Description of the reported problem, and the services performed, and parts replace. If the repair is caused by damage or abuse this shall be specified on the report including a justification for this determination. Information regarding any traceable test or diagnostic equipment used in the repair including: Device Manufacturer Device Serial Number Last Calibration Performed on the device Next Calibration Due Date At the end of each quarter the Contractor shall provide detailed history report of the repairs completed for that quarter. The contractor shall have an established formal quality control program implemented by OEM trained technician(s) for all of the equipment to be serviced to ensure repairs are done to OEM standards. 2.4 Parts: The Contractor shall provide all replacement parts required to keep equipment performing within the Original Equipment Manufacturer (OEM) specifications. The Contractor shall use new OEM parts only. Parts removed or replaced by the Contractor shall become property of the Contractor. The Contractor shall provide documentation with their quote that they shall only utilize parts/materials/components that are equal to or exceed OEM specifications, quality, and performance standards. The parts/materials/components used shall not alter the effectiveness and validation of the equipment. Replacement parts for the MiPACS System must be sent to the attention of the COR or Healthcare Technology Management (HTM) at their respective site at no additional expense of the Government. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of one (1) year from the date of completed installation of the part. Used parts shall not be installed without approval by the COR. 2.5 Preventive Maintenance: The Contractor is subject to the same standards for Preventive Maintenance (PMs) as defined in Section D.1 and Section D.2, except for any changes stated in Section D.3. The Contractor shall upgrade any and all software to the latest version supported while working with VA NJHCS Personnel regarding reasonable accommodations. The Contractor shall perform PM s according to the OEM standards and procedures for both PM procedure and intervals. The Contractor shall affix a filled-out label provided by the NJHCS HTM Department on the devices PM d at the completion of the PM. Preventive maintenance starting months must be approved by the VANJHCS POC and will include access and installation to new versions, updates and patches to the MiPACS components and software as they are released. Bug fixes and enhancements, including any feature requests made by users which are approved by the Contractor are provided in these updates. The contractor is responsible for working in tandem with the VA NJHCS Personnel for resolution in regards to any and all cyber vulnerabilities identified by either the Government or the Contractor. 2.6 Service Documentation: Contractor shall leave a service record at the time the work is completed prior to leaving the premises with any available Healthcare Technology Management personnel and obtain signature. If there are no available HTM personnel, the Contractor shall send all service reports to the COR within 3 calendar days of service performed. The current Chief of HTM shall be carbon copied on the emails regarding service reports. If the work is not completed, prior to leaving the premises, a service report will be left, as per the above procedures, indicating the equipment status. 3. Ownership: Government Property shall remain the property of the Government in all respect, including but not limited to: Hard Drives Electronic Patient Healthcare Information (ePHI) The Contractor shall take all responsible precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industry practices, to safeguard and protect Government Property. 4. Changes to the Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. 5. New Equipment: Equipment may be added or deleted from the service contract as needed upon notification by the Contracting Officer (to be documented in writing via bilateral contract modification). Deleted equipment will be credited in the full amount if deleted before any scheduled maintenance has been performed on it. 6. User Responsibility: The contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. 7. Exclusions: Service does not include electrical work external to the equipment. 8. Physical Security and Safety Requirements: Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law. Contractor and their personnel shall wear visible identification at all times while they are on premises. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside/outside any building other than the designated smoking areas. Possession of weapons is prohibited. Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. 9. Confidentiality and Non-Disclosure: The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. 10. Ordering of Services: The site s Biomed Department COR shall be the point of contact for this requirement. Contact can be made via phone, e- mail, or Internet to Contractor. Vendor shall contact Emmanuel Sherman, at emmanuel.sherman@va.gov , office phone # 973-676-1000 Ext 203370, the current SBESS or VANJHCS appointed personnel to coordinate any and all preventive maintenance and corrective maintenance necessary. 11. COVID -19 Safe Workplace Update: The Contractor is responsible for ensuring that the Field Service Personnel that physically respond to any VA Facility abides by the Department of Veterans Affairs Memorandum regarding attestation on Health and Safety Precautions for Coronavirus Disease 2019 (COVID-19). VA protocols and guidance require compliance with the following: Each individual attest that they are fully vaccinated by signing the required attestation form and presenting it when asked at all VA facilities, or Show negative COVID-19 test results dated within three days prior to desired entry date for all unvaccinated personnel or onsite personnel who decline to provide their vaccination status, and All personnel wear masks inside all VA facilities in accordance with CDC and local guidelines. 12. Period of Performance: The period of performance will be one (1) from contract with provision of four (4) option years. 13. Places of Performance: Services will be rendered at the Department of Veterans Affairs NJ Health Care System three (3) Sites: 1) East Orange Campus 385 Tremont Ave, East Orange, NJ 07018 2) Lyons Campus, 151 Knollcroft Road, Lyons, NJ 07939 3) John J. Howard (Brick) CBOC, 970 Route 70, Brick, NJ 08724.
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