SPECIAL NOTICE
J -- Vision RT Full Service Contract - Bronx VAMC
- Notice Date
- 2/8/2024 4:53:48 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24224Q0330
- Response Due
- 2/12/2024 9:00:00 AM
- Archive Date
- 04/12/2024
- Point of Contact
- LEVI RUSSIN, CONTRACTING OFFICER, Phone: 518-626-6757
- E-Mail Address
-
Levi.Russin@va.gov
(Levi.Russin@va.gov)
- Awardee
- null
- Description
- Department of Veterans Affairs, Albany Stratton VA Medical Center, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide a full preventive maintenance, repair and software updates for one Vision RT Align RT Systems at Bronx James J. Peters VA Medical Center. SERVICES REQUIRED: Contractor shall provide annual service for preventive maintenance, repair and software upgrade for one Vision RT Align RT System at the James J. Peters VA Medical Center, 130 West Kingsbridge Road, Bronx, NY 10468 during the term of February 16, 2024, through February 15, 2025, with provision for four (4) Option Years. Contractor shall provide services for the Vision RT Align RT System. 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, Monday, February 12, 2024. Responses to the information requested above must be submitted via email to Levi.Russin@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 Vision RT Preventive and Service Maintenance A. BACKGROUND: Department of Veterans Affairs, VISN 02, James J Peters VA Medical Center is procuring an full service and maintenance agreement to properly maintain Vision RT system, workstations, software and equipment at Radiation Therapy of Bldg 100. B. SCOPE OF WORK: This action is a new requirement and requires the purchase of base year and 4 option years to provide preventive maintenance and support services for all Vision RT systems, workstations, software and equipment at Radiation Therapy of Bldg 100.: QUANTITY DESCRIPTION 1 Device description S/N 249-0617 OS Comprehensive service and support via remote services and physical field service as required. Annual Maintenance Contract Software Upgrades as they come out Annual Training for clinicians Bi Annual Follow up on application trainings Align RT Marketing Annual maintenance to include the following: running diagnostics on the system for potential errors and resolve issues checking memory files and clean as necessary provide software updates, patches as they are released software installations as necessary Bug fixes and enhancements Upgrade system files to work properly as necessary Check optic sensors are working properly to treat patients Camera Optimization to work properly with Vision RT software, sensors, etc. Contractor to provide annual technical support which provides customers with the ability to call Vision RT support desk to report problems and receive technical support both via phone and in person if necessary. All work shall be in accordance with the Original Equipment Manufacturers (OEM) standards. The contractor shall provide remedial service including all labor, travel and parts if required to repair any malfunction with any of the above listed units. All repairs, preventive maintenance, physical onsite services are to be done on site between the times of 7:00 AM to 6:00 PM if necessary. Contractor will not be paid if services are not rendered. C. CONTRACTOR QUALITY ASSURANCE. The contractor must adhere to guidance and instructions provided in the OEM repair and maintenance manuals. The contractor shall provide documentation of services provided. The documentation will include legible detailed descriptions of the services and parts delivered. All records and logs shall be turned over to the COR or Biomedical Engineering Designee at the completion of the work performed. Failure to provide all required documentation and equipment service reports, payment will be withheld until the all documents are received. The contractor shall provide a checklist with worksheet originals indicating work to be performed and actual values obtained. Contractor must maintain all operational and technical documentation such as operational and service manuals, schematics, diagnostic software and parts list. Contractor must maintain an Inspection Record Log. For each service visit, a detailed Equipment Service Report will be required. Each service report shall include: 1. Name of the contractor and contracting number. 2. Name of the Field Service Engineer (FSE) performed the services. 3. Contractor Service Number/Log Number. 4. Date, time (starting and ending), equipment downtime and hours-on-site for service call. 5. Identification of equipment to be serviced, invoice or ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. 6. Description of problem reported by COR/User. 7. Signature from the FSE performing services described. 8. Signature from an authorized VA employee who witnessed services described The contractor shall provide written proof that all gauging and measuring equipment used to check and calibrate the parts has been tested in accordance with the Original Equipment Manufacturers (OEM) standards. Contractor to communicate in person and leave all documentation with Biomedical Engineering between the times from 7:00 AM to 6:00 PM. In addition, if contractor repairs services are approved by the COR and performed after normal business hours, the contractor will leave any paperwork and sign in/out at the VA Police and Security office in the main lobby. Biomed COR and/or Biomedical Chief with permission and communication with the Contracting Officer can hold back up to 10% retainage if all documentation is not provided. D. REPAIR PARTS (if necessary): The contractor shall use Original Equipment Manufacturers (OEM) new parts only. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year minimum from the date of completed installation of the component. Used parts, shall not be installed without approval by the COR. Repair parts must be sent to the attention of the COR to the following address, at no additional expense to the Government: James J. Peters VA Medical Center Biomedical Engineering, Room 6A05 130 West Kingsbridge Road Bronx, NY 10468 E. CONTRACTOR IDENTIFICATION: The contractor personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers license or passport. Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property. Day pass must be worn at all times above the waist, in front, with the face of the card visible. Once issued a temporary identification badge, the contractor s Field Service Engineers are to report to the Biomedical Engineering Department to log in and sign the VA vendor sign-in sheet located on the outside door of the Biomedical Engineering Department. This check-in is mandatory. The contractor will then be escorted by Biomedical Engineering personnel to the respective work site. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible Equipment Service Report (ESR). All ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COR or Biomedical Engineering designee for an ""authorization signature"". If ESRs are available electronically, a signed authorized copy of the ESR will be sent to COR and Biomedical Engineering designee via email to the addresses. Upon completion, the FSE shall be required to check-out with Biomedical Engineering. F. WORKING BUSINESS HOURS: All service and deliveries will be performed during normal business hours of coverage if repairs have to be done onsite unless proper alternate arrangements have been coordinated beforehand with the COR. Otherwise all offsite repairs at Olympus America Inc can be done as per company policy times of operation as long as all devices are returned to Bronx VA at specified date and time from Contracting Officer on the contract. Working hours will be Monday to Friday from 7:00 AM to 6:00 PM excluding Federal Holidays. Federal Holidays which are observed by the federal government are annotated below. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day - Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. G. PLACE OF PERFORMANCE: Services to accomplish the full annual preventive maintenance and support services for all Vision RT system workstations and equipment at Radiation Therapy will be rendered for or at the: Department of Veterans Affairs James J. Peters VA Medical Center Biomedical Engineering, Room 6A05 130 West Kingsbridge Road Bronx, NY 10468 H. PERIOD OF PERFORMANCE: Annual preventive maintenance and annual support of for full annual preventive maintenance and support services for all Vision RT workstations and equipment at Radiation Therapy. 15 days from Notice to Proceed services must commence to VA and unit scheduled to be maintained with Biomed.
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- SN06959230-F 20240210/240208230047 (samdaily.us)
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