The tasks are well defined and can ... - Veterans Affairs

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FedBizOppsSpecial Notice****CLASSIFICATION CODE*SUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSNAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION GENERAL INFORMATIONADDITIONAL INFORMATION* = Required FieldFedBizOpps Special NoticeRev. March 2010JPhilips Digital Diagnost PM692-C85 POP: 10/25-17 - 10/24/18837067N811219Department of Veterans AffairsNetwork Contracting Office 20960 Broadway Ave, Suite 460Boise ID 83706Amy KuczajdaContract Specialist208-429-2018amy.kuczajda@amy.kuczajda@NOTICE OF INTENT TO AWARD NONCOMPETITIVE PROCUREMENT Requisition No.: 648-18-1-105-0006Date of Notice: 09/13/2017 Contracting Officer: Amy KuczajdaClosing Date: 09/20/2017 ******************************************************************************Description of Supplies/Services: The Department of Veterans Affairs, Portland, OR, requires non-personal services for preventative maintenance on the Portland VA Medical Center’s Philips Digital Diagnost 4 MRI equipment.The Government intends to award this requirement noncompetitively to Philips Healthcare IAW FAR 13.106-1(b)(1)(i). The authority for restricting competition on this procurement is under 41 U.S. Code 3304, as implemented by FAR 13.106-1(b)(2) for acquisitions of commercial items pursuant to FAR Subpart 13.5. The Portland VA Medical Center (PVAMC) requires a full-service maintenance contract on the PVAMC’s Philips Digital Diagnost 4 MRI equipment. The systems are to operate in accordance to manufacturer specifications and tolerances. All parts replaced are to be OEM or OEM approved parts and components. The proposed task order is a firm-fixed, one year plus four (4) option years, task order. Work will be performed within Portland VA Medical Center (PVAMC) located at 3710 SW US Veterans Hospital Road, Portland, OR 93289.The proposed contractor is Philips Healthcare, and the total estimated value of the proposed action is $256,600.20 for a base plus four (4) option years task order.Other interested concerns having the ability to furnish these services shall submit a capabilities statement to the Contracting Officer no later than the closing date of this announcement. All submissions will be evaluated to determine if competitive opportunities exist. This is NOT an RFQ. This does represent the Government’s only written notice of this procurement. All responsible sources may submit a response which, if timely received, must be considered by the agency. The estimated/potential $256,600.20Place of Performance: Portland, OR ****************************************************************************** This notice and any resulting contract or order conforms to the requirements in place through FAC 2005-95 (effective 01/19/2017).All questions regarding this procurement shall be in writing, and addressed to Amy Kuczajda at amy.kuczajda@ no later than 10/16/2017.STATEMENT OF WORK VA Southern Oregon Rehabilitation Center and Clinics (SORCC)8495 Crater Lake Hwy.White City, OR 97503Preventative Maintenance of Philips Digital Diagnost MRI 1. Contract Title. The VA White City SORCC requires a full-service maintenance contract on the Philips Digital Diagnost 4 MRI equipment. The systems are to operate in accordance to manufacturer specifications and tolerances. All parts replaced are to be OEM or OEM approved parts and components.2. Background. The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) requires a full-service maintenance contract for the Philips Medical Systems Digital Diagnost 4 equipment which is utilized for scheduled patient diagnostic procedures as well as emergency procedures. The device was installed in November of 2015 and is under warrant until 11/24/2017. Equipment down time can be extensive as a result of not having a contract in place, and repairs for any components associated with this piece of equipment can be extensive, as well. The VA SORCC does not have a technician trained and qualified to perform service on the scanner and qualified service is required to maintain the device to manufacturer’s specifications. 3. Scope. General Requirements: Digital Diagnost 4 – Full service contract to include: Semi-annual, and Annual preventive maintenance (PM) checks and service per manufacturer’s specifications. PM shall be performed during contract coverage hours.Field Service Engineer coverage Monday through Friday, 8:00 AM through 5:00 PM, excluding U.S. Federal holidays.Replacement of the tube (should it fail) shall be covered under the contract.All repairs on the systems (DD4-UPS)All parts, including the tube/batteries. Priority scheduling for service calls and access to spare parts inventoryPriority remote service responseAll labor and travel during standard hours of coverage – M-F, 8am – 5pm, excluding holidaysOne hour initial response with four hour on-site responseAll spare part that fail during normal useParts delivery by 10:30am the next dayLifecycle catalogue discount of 15% excluding UPSUnlimited technical services (24x7) & Clinical applications telephone support (M-F, 8am-5pm)Remote service support Remote proactive monitoring Reports PSI eligible, service history, PM’s on requestAll software updates based upon original O.S. & application purchased (excluding software/hardware performance upgrades).Equipment to be covered by this contract shall include:Digital Diagnost 4 High Performance Site/Serial #: 65874064UPS s#130502600, EE# 163494. Performance MonitoringThe tasks are well defined and can, therefore, be easily monitored by the Contracting Officers Representative (COR) who shall represent the government for this process. The contractor performance will be monitored and the work certified by the COR. The COR will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed. Security RequirementsContractor’s Field Service Engineer shall have only limited and intermittent access to sensitive patient information residing on the Digital Diagnost 4 system. This is necessary and unavoidable. However, maintenance and installation contracts are exempt from the requirements of VA Handbook 6500.6, Appendix C, paragraph 2.b. when a Business Associate Agreement (BAA) is in place. Contractor will comply with all of the terms in the BAA between Philips Healthcare and the VA to assure compliance with the requirements of the Privacy Act of 1974 and Health Insurance Portability and Accountability Act of 1996 (BAA is attached). Contractor shall work with the VA to obtain this connection through necessary background checks and training. Contractor shall provide the VA with all information required for the VA to perform background investigations on Field Service Engineers within two weeks of contract agreement. Contractor shall also ensure that its Field Service Engineers complete all necessary VA Network Security training.Business Hours/DaysBusiness hours are defined as the time of 8:00am to 5:00 pm, Monday through Friday, excluding Federal holidays:New Year’s Day – January 1*Martin Luther King’s Day – Third Monday in JanuaryPresident’s Day – Third Monday in FebruaryMemorial Day – Last Monday in MayIndependence Day – July 4*Labor Day – First Monday in SeptemberColumbus Day – Second Monday in OctoberVeteran’s Day - November 11*Thanksgiving Day – Fourth Thursday in NovemberChristmas Day – December 25**If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.In addition to the designated holidays, the Government observes the following days:Any other day designated by Federal StatuteAny other day designated by Executive OrderAny other day designated by the President’s ProclamationOff Business Hours/Days are defined as the time of 4:31pm to 7:59am, Monday through Friday, all day Saturday, Sunday and Federal Holidays.7. Other Pertinent Information or Special Considerations Contractor’s FSE shall check in (sign in) at the Biomedical Engineering shop when he/she arrives on site and check out (sign out) when he/she has completed the necessary service.All preventive maintenance in accordance with manufacturer’s specifications shall occur at proper intervals as prescribed by The Joint Commission and the most current edition of NFPA 99, to again be monitored by the contractor’s Field Service Engineers checking in and out upon arrival and departure.Contracting officer will have sole discretion before contract is modified or work outside the scope of the contract is started. Contractor may be asked to provide a quote of repair cost at no charge to the government. Contractor’s Field Service Engineers shall be knowledgeable and trained on the specific system for which this contract shall cover. Should the tube fail during this contract period, the labor to replace the tube shall be included as a part of this contract. Since the system will be down, tube replacement shall occur during normal contract coverage hours, unless circumstances should make it necessary to replace the tube on the weekend.8. Inspection and Acceptance Criteria The COR is responsible for certifying that the work done under this contract is performed to standard. The COR is also responsible to assure the inspection and acceptance of products provided incidental to services. 9. Risk ControlThe Contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any contractor representative, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.The Contractor will not discuss any patient issues that were observed during the course of the work. The Contractor shall be escorted by a VA employee and all work will be observed while performing work at the Portland VA Medical Center. The Contractor shall adhere to all VA Policies pertaining to sensitive information and sensitive systems while performing work on the Philips MRI System, either remotely or while physically on-site.10. Place of Performance. Work will primarily be performed at the White City Medical Center. Some work may be performed remotely at the contractor’s facilities as pertaining to remote diagnostics and troubleshooting.White City VA Southern Oregon Rehabilitation Centers and Clinics (SORCC) 8495 Crater Lake HwyB201, Room 107. UPS 201A basement.White City, OR 9750311. Period of Performance. This will be a base plus 4 one year option periodsBase Year: 10/25/2017 – 10/24/2018Option Year One: 10/25/2018 – 10/24/2019Option Year Two: 10/25/2019 – 10/24/2020Option Year Three: 10/25/2020 – 10/24/2021Option Year Four: 10/25/2021 – 10/24/202212. Definitions: Contracting Officer: The Contracting Officer for this contract shall be the Veterans Health Administration representative warranted to enter into a contract on behalf of the government. There shall be only one Contracting Officer for this contract.Contracting Officer’s Representative (COR): The COR shall aid the CO in developing the contract specifics for this contract and shall manage the contract on behalf of the CO. The COR can neither enter into a contract nor authorize a contract modification on behalf of the government.Contractor: Shall refer to the company contracted to perform the work under this contract. Any personal, either as a direct employee of the contractor, or as a direct employee of the subcontracted company to perform any part of the services of this contract shall be considered an employee of the contractor for the purposes of this contract, and shall, therefore, adhere to the stipulations set forth under this contract.FSE: Field Service Engineer. Any personal, regardless of their assigned title, that shall perform any part of the maintenance services to the system for which this contract is drawn.PM: Preventive Maintenance Checks and Services. Shall refer to those services rendered to the system on a scheduled basis that shall keep the system in a like-new condition and to allow the system to operate as is intended by the manufacturer. Services rendered as a part of a PM program shall ensure the system operates within the statutes of all regulatory jurisdictions, e.g., Federal, State, and local.14. Uptime guarantee definitionsa. Measurement Period: The measurement period for determining Uptime Percentage is 12 months beginning on the effective date of the Agreement and thereafter on their annual anniversary date of the effective date. b. Base Hours means the hours/day and days/week over which Uptime Hours and Downtime will be calculated during the Measurement Period. The Base Hours will be the contracted hours of coverage provided for under the Agreement for each particular piece of Uptime System. c. Downtime means the time that the Uptime System is unable to produce diagnostic images during the Base Hours of any given Measurement Period solely due to Philips design, manufacturing, materials, or Servcie performance failure. Measurement of Downtime commences when the Customer notifies the Philips customer service center that the Uptime System is unable to produce diagnostic images. Downtime does not include time due to planned maintenance service, cryogen replenishment, installation of upgrades and updates, x-ray tube replacement, or an occurrence or condition excluded under the Agreement. Philips may verify Downtime and adjust calculations accordingly. d. Uptime hours is determined by subtracting the total Downtime form the Base Hours, and multiplying the result by 100 [Uptime hours=Base hours – Downtime].e. Uptime Percentage is determined by dividing the Uptime Hours by the Base Hours, and multiplying the result by 100 [Uptime Percentage= (Uptime hours/Base hours) x 100. 13. Delivery Schedule. SOW Task#Deliverable TitleFormatNumberCalendar Days After CO Start1Semi-Annual Preventive MaintenanceContractor-Determined FormatService report emailed to CORWithin 150-210 Days of contract commencement2Annual Preventive maintenanceContractor-Determined FormatService report emailed to CORWithin 335-395 days of contract commencement3Repairs.Contractor-Determined FormatService report emailed to CORAs necessary* Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be Emailed. ................
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