Loren Data's SAM Daily™

FBO DAILY ISSUE OF OCTOBER 21, 2011 FBO #3618
DOCUMENT

65 -- MiPACs annual service and maintenance renewal - Attachment

Notice Date

10/19/2011
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Palo Alto Health Care System (90/NCA);3801 Miranda Ave;Palo Alto CA 94304-1207
 

ZIP Code

94304-1207
 

Solicitation Number

VA26112Q0058
 

Response Due

10/21/2011
 

Archive Date

10/31/2011
 

Point of Contact

Carol Lam
 

E-Mail Address

3-5000
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 13.106(b)(1). Interested persons may identify their interest and capability to respond to the requirement or submit proposals. This notice of intent is not a request for competitive proposals. However, all proposals received prior to 10/21/11 will be considered by the Government. 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. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The solicitation number, VA-261-12-Q-0058 is issued as a Request for Quotation (RFQ). Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53 effective August 4, 2011 and Veterans Affairs Acquisition Regulation Supplement (VAAR) current to January 7, 2010. The North American Industry Classification System (NAICS) Code for this acquisition is 511210, Size Standard: $25MIL. Only emailed requests received directly from the offeror are acceptable. A brief description of the requirement is as follows: ITEM DESCRIPTION OF QTY UNIT UNIT AMOUNT NO. SUPPLIES/SVCS PRICE 1 4 QR _______________ __________________ RENEWAL SERVICES OF MIPACS ANNUAL SUPPORT AND MIPACS ANNUAL MAINTENANCE. SERVICE SHALL BE IN ACCORDANCE WITH THE ATTACHED STATEMENT OF WORK. CONTRACTOR SHALL PROVIDE THE FOLLOWING SERVICES: SUPPORT DESK, TECHNICAL SUPPORT, NEW VERSIONS, UPDATES, PATCHES AS THEY ARE RELEASED. BUG FIXES, AND ENHANCEMENTS, INCLUDING ANY FEATURE REQUESTS MADE BY USERS WHICH ARE APPROVED BY MEDICOR ARE PROVIDED IN THESE UPDATES. SERVICES SHALL BE PROVIDED BY CERTIFIED MEDICOR TECHNICIANS. ____________________ GRAND TOTAL --- ==================== SOLICITATION PROVISIONS/CONTRACT CLAUSES: FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Aug 2009): Offerors must include a completed copy of the provision with its offer. If the offeror has completed online representations and certifications at https://orca.bpn.gov/, the offeror only needs to complete paragraph (b). If the offeror has not completed online representations and certifications, the offeror must complete all relevant portions of this provision. FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Jun 2010). FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2011) For the purposes of this clause items (b) 4, 6, 7, 11, 21, 24, 25, 26, 27, 28, 29, 30, 36, 37, 38, 40, 43, 46 are considered checked and apply. FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (May 1999) FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998). For the purpose of this provision, the fill-in's are provided at: https://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/ FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998). For the purpose of this clause, the fill-in's are provided at: https://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/ VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.273-76 Electronic Invoice Submission (Interim - October 2008) Contracting Office Address: Department of Veterans Affairs; VISN 21 3801 Miranda Avenue, 90CCA Palo Alto, CA 94304 Primary Point of Contact: Carol Lam Carol.lam@va.gov Phone: 650-493-5000 X65825 Fax: 650-493-2546 STATEMENT OF WORK Contractor shall provide software maintenance and licensing agreement to include all applicable system and client upgrades and updates as well as technical and software support for each of the below listed government-owned Medicor MiPACS Dental X-Ray PACS system and peripherals. Services shall be provided for the Department of Veterans Affairs Northern California Health Care System. All services shall be provided in accordance with the specifications, terms and conditions contained herein. The following equipment located at the Sacramento VAMC, 10535 Hospital Way, Mather, CA 95655; Mare Island OPC, 201 Walnut Avenue, Mare Island, CA 94592; McClellan VA Dental Clinic, 5401 Arnold Avenue, McClellan Park, CA 95652; Redding OPC, 351 Hartnell Avenue, Redding, CA 96002; Chico OPC, 280 Cohasset Road, Chico, CA 95926. 1.Medicor MiPACS Dental X-Ray PACS System a.MiPACS Annual Support Renewal b.MiPACS Annual Maintenance Renewal ƒ DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. SERVICES: Contractor shall furnish the following for line items 1: Medicor Annual Support provides the customer with the ability to call Medicor ™s support desk at (704) 227-2629 or email support@medicorimaging.com to report problems, receive technical support, and answer any questions about the MiPACS Components. Annual Maintenance includes access to new versions, updates, and patches to the MiPACS Components as they are released. Bug fixes, and enhancements, including any feature requests made by users which are approved by Medicor are provided in these updates. 2. DEFINITIONS/ACRONYMS: A. Biomedical Engineering - Supervisor or designee, Phone Number (916) 843-9113. B. CO - Contracting Officer. C. COTR - Contracting Officer's Technical Representative. D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer ™s latest established service procedures to ensure operation of equipment within manufacturer ™s or VA ™s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VAOPC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAOPC - Department of Veterans Affairs Outpatient Clinic. L. OEM - Original Equipment Manufacturer ƒ 3. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JCAHO, HIPAA, NEC, OSHA, CAP, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM ™s technical specifications. Additional performance specifications that exceed the OEM ™s specifications shall be specified in writing by the VA. 4. PREVENTIVE MAINTENANCE (PM): Contractor shall perform Preventive Maintenance inspections, including data integrity checks and system performance checks, as scheduled by the Dental Department. Contractor will work around the dental schedule to perform routine maintenance when necessary or requested. 5. EMERGENCY MAINTENANCE: A.All required parts and labor shall be furnished. Any exceptions shall be noted by the contractor in writing prior to the initiation of the contract. B. The CO, COTR or designated alternate has the authority to approve/request a service call from the contractor. 6. HOURS OF COVERAGE: For any service, Medicor technicians will work whenever they are needed. Technicians will work before the dental clinic opens or after it closes as well as during standard business hours. Technicians will work around Dental schedule to ensure its efficient operation. Technicians are either stationed onsite or at home office. Service includes a Helpline for software, and user questions which is available 9am to 6pm ET or by E-mail. 7. PARTS: The contractor shall furnish and replace parts at no cost. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be the original equipment manufacturer or equivalent and fully compatible with existing equipment. The contract shall include all parts with the exception of consumable or expendable items. The contractor shall use new or rebuilt parts. Used parts, those removed from another system, shall not be installed without approval by the COTR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COTR. 8. SERVICE MANUALS: The VAOPC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's 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 CO upon request. 9. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: A. Name of Contractor B. Name of FSE who performed services. C. Contractor Service ESR Number/Log Number. D. Date, Time (starting and ending), Hours worked for service call. E. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. F. Description of Problem Reported by COTR/User. G. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. H. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed. J. Signatures from the following: 1. FSE performing services described. 2. VA Employee who witnessed service described. K. Equipment downtime, calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED! 10. REPORTING REQUIREMENTS: The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract or contact the COTR prior to remote access. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature." If the COTR is unavailable, a signed accepted copy of the ESR will be sent to the COTR within 5 business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. 11. ADDITIONAL CHARGES: There will 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. 12. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COTR, (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 the CO and COTR with a written estimate of the cost to make necessary repairs. 13. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. 14. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B. C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VAOPC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAOPC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAOPC equipment. 15. TEST EQUIPMENT: Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAOPC. Test equipment calibration shall be traceable to a national standard. 16. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of the VAOPC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAOPC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAOPC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. 17. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall: A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens. B. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. ƒ
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAPAHCS/VAPAHCS/VA26112Q0058/listing.html)
 

Document(s)

Attachment
 

File Name: VA-261-12-Q-0058 VA-261-12-Q-0058.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=267323&FileName=VA-261-12-Q-0058-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=267323&FileName=VA-261-12-Q-0058-000.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02609614-W 20111021/111019234307-d19355513641caf0c63c6c94613cab04 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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