SPECIAL NOTICE
D -- Netsmart myAvatar Maintenance and Service INTENT TO SOLE SOURCE
- Notice Date
- 5/1/2024 5:30:13 AM
- Notice Type
- Special Notice
- NAICS
- 513210
—
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24124Q0513
- Response Due
- 5/6/2024 7:00:00 AM
- Archive Date
- 07/05/2024
- Point of Contact
- Fred Revah, Contract Specialist, Phone: 207-623-8411
- E-Mail Address
-
frederic.revah1@va.gov
(frederic.revah1@va.gov)
- Awardee
- null
- Description
- This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions. The Department of Veterans Affairs Medical Center located at 950 Campbell Avenue, West Haven, CT 06516-2770 has a requirement for a methadone dispensing system. The Government intends to award a firm-fixed-price sole source contract with Netsmart Technologies, Inc. A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis. Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Fred Revah, Contracting Specialist with the responses or questions regarding this requirement at Frederic.revah1@va.gov. This notice will close on May 6th, 2024 at 10:00 AM Eastern Standard Time (EST) STATEMENT OF WORK FOR THE SERVICE & MAINTENANCE OF THE AVATAR SYSTEM AT VA MEDICAL CENTER, WEST HAVEN, CT General Information: Contractor shall provide all labor, equipment, materials, apparatus, tools, transportation, supervision, and disposal necessary to provide Maintenance Services on the Avatar. The services shall include the deliverables as outlined in the Scope of Work. The equipment is located at the VA CT Health Care System, 950 Campbell Ave West Haven, CT 06516. Type of Contract: Firm-Fixed Price Service Contract. Contract Performance Period: Base Year plus 4 option year renewals. Scope of Work Requirements for Equipment: 1. EQUIPMENT IDENTIFICATION: Manufacturer: Netsmart Model: My Avatar System Number: 0003785 Equipment Identification Number: EE#107266 Location: Building 1 Room SG 105 HTM Service, VA CT Health Care System, West Haven Campus 950 Campbell Ave, West Haven, CT 06516. 2. CONFORMANCE STANDARDS: Contractor shall provide service and ensure that the equipment functions in conformance with the equipment manufacturer s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state and local governing any chemicals, equipment or work which may be used or performed in the work under this contract. 3. OPERATIONAL UPTIME - REQUIREMENTS: The Avatar Methadone System shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in paragraph 13, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. 4. GUARANTEED RESPONSE TIME: The Netsmart Service Engineers (SE) will use commercially reasonable efforts to respond to Customer s requests within 24 hours of notification to Netsmart Customer Service Center. 5. LIVE PHONE SUPPORT: Service shall include phone support with Netsmart Technical Support Engineers between 6:00 a.m. - 8:00 p.m. (Eastern Time). 6. AFTER HOURS PHONE SUPPORT: Service for after hour phone support shall include 24 Hours, 7 Days a week and 365 days a year for technical assistance when required. 7. SOFTWARE ENHANCEMENTS: Periodic software enhancements shall be provided as part of the firm fixed price contract and shall be considered within scope. 8. PREVENTIVE MAINTENANCE: Perform System maintenance inspections as necessary to maintain factory specifications. 9. PARTS EXCHANGE: All parts required for the repair of the System (excludes instruments and accessories) are covered. 10. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours: Monday through Friday, 8:00am 5:00pm relative to customer s local time, (excludes Netsmart company holidays). 11. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The scheduled maintenance and service calls shall be performed by Netsmart trained personnel in accordance with the agreement. Technicians shall include fully qualified Facility Service Engineers (FSE) and a fully qualified FSE who will serve as the backup and show proof of competency, as shown by training conducted on said system. ""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 identified in this statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. Proof of training shall be provided upon demand and be immediately sent via fax, upon demand to the COTR. All FSE s and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSE's. The COTR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system; at the time of the maintenance event. 12. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 06:00 AM to 05:00 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Technical Representative (COTR). B. Preventive maintenance will be performed in accordance with manufacturer's recommendations. Preventive maintenance will be performed during normal hours of coverage or as agreed to by user and the COTR. NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COTR or designated representatives. Government provides software/hardware upgrade/update. There shall be no additional charge 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. D. Federal Holidays observed by the VAMC are: New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day Scheduled maintenance will be excluded from downtime. (Normal work hours are 08:00 AM to 05:00 PM, Monday thru Friday, excluding federal holidays). Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 13. UNSCHEDULED MAINTENANCE (Emergency Repair Service): A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. 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. All required parts shall be furnished. B. The COTR or government designated representatives are authorized to request and approve service calls from the Contractor. C. Response Time: Contractor's remote support must respond with a phone call to the COTR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, arrangements for a FSE and possibly a PO maybe needed since all support is remote with Netsmart. 14. SCHEDULED MAINTENANCE: A. The Contractor must perform support and service to ensure that equipment performs in accordance with Conformance Standards. The vender will also support any software upgrades and troubleshooting needed to ensure the system is working at optimal capacity. Since this is a software-based system the daily cleaning, maintenance and checks will be performed by the end users. Any equipment performance issues will be reported to HTM. HTM is responsible for the maintenance of the following: 1) The calibration of the Methadone Pump. 2) Supporting the vender, with Informatics, OI&T, and the COTS Team in resolving system software problems to ensure that the system is operating in accordance with Section 2, Conformance Standards or the manufacturer's specifications. 3) Configuring the Client Workstation, Label Printer, and the inspection of wiring and fraying. 4) Performing remedial maintenance and support of emergent and non-emergent nature. 5) Providing documentation of services performed. B. Maintenance Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the maintenance schedule shall be arranged and approved in advance with the COTR or designated representative. C. Service is to be requested and coordinated only through the designated COTR, so as to be assured that it is covered within the scope of the contract (workday 8-5 typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COTR will not be considered authorized and completed and will be considered to fail to meet the terms of the contract. 16. PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor has ready access to all Original Equipment Manufacturer (OEM) parts, including unique and/or high mortality replacement parts. All parts supplied shall be from the OEM. The contract shall include all parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. 18. PARTS AND SERVICES NOT COVERED OR EXCLUDED BY CONTRACT: Authorization received by the COTR for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts that are not covered by this contract will be purchased by the VA Medical Center. The contractor under the terms of this contract shall accomplish the full installation and complete testing of these parts. Separate Purchase Order Numbers for components/parts not covered under this contract for preventive maintenance will be issued when detailed information with pricing to the COTR is submitted. 19. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (FSE) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) 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 COTR and CO upon request. 20. DOCUMENTATION/REPORTS: 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 Section 2, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""one"" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by the COTR or designated representative. G. Identification of equipment to be serviced: 1) EE#107266 2) Manufacturer's name, Netsmart 3) Device name, Medical Server 4) Model number, My Avatar 5) Serial number 6) Any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: 1) Labor and Travel 2) Parts (with part numbers) 3) Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1) FSE performing services described. 2) Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COTR or designated representative before service is completed! 21. REPORTING REQUIREMENTS: The Contractor shall be required to report to the HTM/Clinical Engineering Department to log in. This check- in 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 Biomedical Engineering and submit the ESR(s) to the COTR or designated representative. ALL ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COTR or designated representative for an ""authorization signature"". If COTR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. VA COTR: Terry Gethers VA HTM/Clinical Engineering Points of Contacts: Cooper Schwabe 22. PAYMENT: - Invoices will be paid in arrears on a monthly basis. Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices: Department of Veterans Affairs Financial Services Center PER VAAR Clause 852.232-72 Electronic Submission of Payment Request http://www.fsc.va.gov/einvoice.asp 23. ADDITIONAL CHARGES: There shall be no additional charge 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. 24. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: - The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COTR and/or designated representative (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 to the COTR or designated representative a written estimate of the cost to make necessary repairs. 25. CONDITION OF EQUIPMENT: The Contractor shall accept 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. 26. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to the Original Equipment Manufacture s standard. 27. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. 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. 28. TRAINING: The Contractor shall provide first call HTM/Clinical Engineering training for current qualified technicians at the VAMC, CT during regular service hours of Monday through Friday from 8:00am 5:00 PM EST. This is not an ongoing training and will only be provided on an annual basis as required. All training for upgrades to equipment shall be considered within scope throughout the life of the contract. 29. TRANSPORTATION CHARGES: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement. 30. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. 31. MISCELLANEOUS Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope. 32. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Security Requirements: All contractor personnel shall obtain a short term identification badge issued by the COTR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COTR a valid (non-expired) photo identification issued by a US federal, state or local government agency. Escort will be provided as required in sensitive work areas. The C&A requirements do not apply and the security accreditation package is not required. The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. ""The A&A requirements do not apply, and that a Security Accreditation Package is not required . The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. The identified Sole Source Vendor shall be subject to all background investigations and inquiries per the completed PDAT, as outlined in section 731.106 of title 5, Code of Federal Regulations. Per the VA handbook 6500.6, the VHA information security clauses listed below are required for inclusion in this scope of work. Terry Gethers 03-25-2024 ____________________________________ ______________________ COTR Signature: Date Name: Title:
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