SPECIAL NOTICE
J -- INTENT TO SOLE SOURCE Service Siemens Imaging Equip.
- Notice Date
- 9/2/2022 9:55:06 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25222Q0914
- Archive Date
- 12/01/2022
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 4106(c) the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Siemens Medical Solutions USA, Inc, for maintenance, repair services scheduled and unscheduled (emergency) for the Siemens imaging equipment (listed in Attachment 1), located at the Edward Hines VA Hospital, 5000 South 5th Avenue, Hines, IL 60141. See the Statement of Work for required services. This acquisition is conducted under the authority of 41 U.S.C. 4106(c) order against multiple award schedule as implemented in FAR 16.505, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for base year with one option year to be exercised at the discretion of the Government. The NAICS Code is 811219. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 9:00AM (CST) 09/08/2022. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the Siemens Medical Solutions USA, Inc. Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK Siemens Imaging Equipment SCOPE: Contractor shall furnish all labor, material, parts, tools, equipment, supervision, transportation, and expertise necessary to provide preventive maintenance and emergency (unscheduled) repair of the Siemens Imaging equipment, listed in Attachment 1, located at the Edward Hines VA Hospital, 5000 South 5th Avenue, Hines, IL 60141. This contract will be a base plus four option years format. The contractor will have remote access to covered systems, but sensitive information will be required as part of this service. CONTRACT PERIOD: Contract period shall be one year plus four (4) option years to be exercised at the discretion of the Government. The base period shall occur from October 11, 2022, through October 10, 2023. QUALIFICATIONS: To be considered eligible for consideration, offerors must: Field Service Representative (FSE) that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she shall be being asked to work on. Contractors must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this purchase order. At least two years experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventative and remedial maintenance. Be able to provide four hour on-stie response time to urgently repair critical imaging equipment. Not subcontract any ensuing award of this solicitation without written permission of the Contracting Officer. SERVICES TO BE PROVIDED: General: Contractor shall provide the necessary manpower, materials, and supervision to properly execute the maintenance and repair of the equipment listed in Attachment 1. A Field Service Report (FSR) must be generated and electronically provided to the Hines VA Contracting Officer s Representative (COR) or designee within five (5) business days of each episode of scheduled or emergency maintenance. Repair: All maintenance shall be performed on-site during normal VA business hours, 8:00am to 6:00pm Local Time (Central), Monday thru Friday, excluding Federal Holidays. Work performed outside the normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage. If work must be performed outside of normal business hours and is requested by the COR, a separate IFCAP Obligation number must be obtained by the Contractor prior to performing any work. Contractor shall not be expected to perform service of the following Federal Holidays, or any other day specifically declared by the President of the United States to be a Federal Holiday: New Year's Day Labor Day Martin Luther King, Jr Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday is observed as a Federal Holiday by United States Government agencies. A technical maintenance representative shall respond by telephone to the VA within 30 minutes of a service call from the VA. The contractor shall arrive on-site for repair within four (4) hours of a service call being placed by the VA. Contractor must furnish all tools and materials (e.g., service manuals, diagnostic software, etc.) required to maintain the equipment in top operating condition. All service, including cryogen fills, coil repairs, etc. shall be completed as needed to keep the equipment functioning at optimum levels, with no limit to the number or type of service events that can take place during the period of performance. All parts, software, components, materials, etc. necessary for service shall be included in the monthly contract cost. Service shall include all available software updates. Preventive Maintenance: The Contractor shall perform PM Service for all equipment listed in Attachment 1 to ensure that equipment performs in accordance with manufacturer standards. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, at a minimum, the following: Cleaning of equipment Reviewing operating system software diagnostics to ensure that the system shall be operating to the manufacturer's specifications Providing any available software updates to ensure systems shall be running the latest software version Calibrating and lubricating the equipment Performing remedial maintenance of non-emergent nature Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying Inspecting, and replacing where indicated, all mechanical components to maintain integrity, safety, and performance of the equipment Returning the equipment to the operating condition as defined by the OEM Providing documentation of services performed Preventive Maintenance shall be performed by the Contractor at the intervals that shall be in accordance with the manufacturer s recommendations, but no less than annually. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. All required parts, services, manuals, tools, or software needed to successfully perform Preventive Maintenance shall be provided by the Contractor at no additional cost to the VA, unless otherwise, specifically stated in writing. Operational Uptime requirements: The equipment listed in Attachment 1 shall be operable and available for use 97% of the normal operating hours of the equipment as detailed below. Downtime shall be computed from notification of problem during normal work hours. Scheduled maintenance shall be excluded from downtime. Normal work hours shall be from 8:00am to 6:00pm, Monday thru Friday, excluding Federal holidays. Operational Uptime shall be computed during a month-long time. Repeated failure to meet this requirement can subject the Contractor to DEFAULT action. Documentation: A documentation package acceptable for The Joint Commission purposes shall be maintained by the Contractor and made available to Hines VA. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (including 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. Each Electronic Service Record (ESR) must, at a minimum, document the following data in complete detail: Name of Contractor and purchase order 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. IFCAP Obligation number(s) Description of problem reported by COR/User (if applicable). Identification of equipment to be serviced: ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. Itemized Description of Service Performed including Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed Signatures: FSE performing services described COR or designee who witnessed service described Prior to commencement of work on this purchase order, the Contractor shall provide Hines VA with a copy of the current calibration certification of all test equipment, which shall be used by the Contractor on Hines VA equipment. This certification shall also be provided on a periodic basis when requested by Hines VA. New Equipment: If new equipment or components shall be obtained, either through new purchase, upgrade, or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the service purchase order as needed upon notification of the Contracting Officer (to be documented in writing via purchase order modification). All models of Siemens imaging equipment shall be considered within scope for bilateral modification. Deleted equipment shall be credited in the full amount if deleted before any maintenance or repair has been performed on it. SPECIAL INSTRUCTIONS: Contractor Check-In: The contractor s representative will contact Healthcare at _________, ext. _____, prior to performing service at the Hines VA Hospital. Identification: The Contractor's FSE s shall always wear visible identification while on the premises of Hines VA and follow all local visitor badging policies. Security: Contractor must check in at the Hines PIV Badging office (or police desk if outside normal hours) to obtain a contractor badge before entering the work site. All mobile media (i.e., flash drives, CD/DVD disks, etc.) that shall be required to complete the repairs or updates on the equipment listed in Attachment 1 must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. If the Contractor must connect a Contractor-owned laptop to perform the repairs, they must show proof that the laptop has current anti-virus software and that a recent scan shows no infections on the laptop. Contractor remote access to monitor system performance must be approved by and coordinated with Hines Information Security Officer, in conjunction with Healthcare Technology Management. All required documentation must be completed by contractor prior to remote access being granted. All information security policies apply. ATTACHMENT 1: EQUIPMENT LIST Item # System Name Functional Location 1 Biograph mCT 400-505973 2 Magnetom Skyra 400-452864 3 Magnetom Espree 400-203362 4 ECO Chiller 400-452865 5 Axiom Luminos Agile Max 400-448733
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