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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 17, 2015 FBO #4922
DOCUMENT

J -- Service Contract for Accuray Cyberknife Equipment - Attachment

Notice Date

5/15/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Acquisition & Materiel Management;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

Solicitation Number

VA25615N0682
 

Response Due

5/22/2015
 

Archive Date

7/21/2015
 

Point of Contact

Anthony C Marion
 

E-Mail Address

4-7408<br
 

Small Business Set-Aside

N/A
 

Description

Accuray Cyberknife Robotic Radiosurgery System SOURCES SOUGHT 1. Title: Service contract for Accuray Cyberknife Robotic Radiosurgery System. 2. Purpose: The Michael E. Debakey Veteran Affairs Medical Center (MEDVAMC) hereby issues the following Request for Information (RFI). This RFI is to seek contractors who can perform system administration, corrective and preventive maintenance services which meet the original equipment manufacturer (OEM) maintenance requirements on the government equipment specified below: MANUFACTURER: Accuray EQUIPMENT: Cyberknife Robotic Radiosurgery System 3. Objective: To find qualified and certified contractors with the capability to perform corrective and preventive maintenance on the specific identified equipment to meet original equipment manufacturer (OEM) maintenance requirements standards and provide system administration. The contractor shall have the ability to access, develop, maintain, and update as necessary, in addition to the Standard Operating Procedures, Process Documents, Equipment service manuals, and other documentation necessary to comply with government requirements. 4. Responses Requested: The MEDVAMC requires the following questions answered in this RFI: a. Name of Potential Contractor that possess the capability to perform this work. Contractors shall also provide their point(s) of contact name, address, telephone number, and email address; and the company's business size, and Data Universal Numbering System (DUNS) Number. b. Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications. c. Provide a list of active and inactive sales for commercial, federal, state, and local governments. d. Is your company available under any Government Wide Agency Contract (GWAC), Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please list the contract number and a brief summary of the products and services provided. e. Provide a short summary (two pages or less) of your potential approach to this type of contract and meeting the specific maintenance requirements for the identified equipment and your experience managing similar contracts with similar equipment. The summary shall also address the following: i. Provide an explanation of how your company will access the latest software and equipment updates and modifications for this specialized equipment. ii. Does your company have access to the source code and programming rights on the listed systems? If not, provide an explanation on how your company would get the work performed. 5. Opportunity (See Draft Statement of Work): The MEDVAMC,is seeking information from potential contractors on their ability to provide this service. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition available in the industry. 6. Instructions and Response Guidelines: RFI responses are due by Friday May 22, 2015 at 2:00 pm (CST); size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to anthony.marion2.gov. The subject line shall read: Service contract for Accuray Cyberknife Robotic Radiosurgery System.: NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 4(a) - 4(d). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by MEDVAMC as "market research" and will not be released outside of the MEDVAMC Purchasing and Contract Team. This RFI does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this RFI is preliminary as well as subject to modification and is in no way binding on the Government. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it is will be synopsized in the Federal Business Opportunities (FedBizOpps) website. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI, or future RFP. 7. Contact Information: Contract Specialist, Anthony Marion Email address: anthony.marion2@va.gov Your responses to this notice are appreciated. DRAFT STATEMENT OF WORK Accuray Cyberknife Robotic Radiosurgery System 1.EQUIPMENT IDENTIFICATION: A.NAME/DESCRIPTION OF EQUIPMENT: MANUFACTURER - Accuray EQUIPMENT - Cyberknife Robotic Radiosurgery System SERIALl # 2134908 MODEL: Cyberknife 2.DEFINITIONS/ACRONYMS: A.Biomedical Engineer(ing) - Supervisor or designee. B.CO - Contracting Officer C.COR - 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 inoperative conditions. E.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC 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 - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H.Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I.NFPA - National Fire Protection Association. J.CDRH - Center for Devices and Radiological Health. K.VAMC - Department of Veterans Affairs Medical Center L.VAH - Department of Veterans Affairs Hospital 3.CONFORMANCE STANDARDS: - Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH. 4.OPERATIONAL UPTIME - REQUIREMENTS: - The Cyberknife modality shall be operable and available for use 98% of the normal operating hours of the equipment as detailed in section 5., HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. Normal work hours are 8:00 a.m. to 5:00 p.m., Monday thru Friday, excluding national holidays). Operational Uptime will be computed on a twelve consecutive month agreement year. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 5.HOURS OF COVERAGE: A.Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. B.Preventive maintenance will be performed according to manufacturers specifications on weekdays. C.Work performed outside the normal hours of coverage at the request of COR will be billed at half the contractor's standard hourly service rate. 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 COR). Government provides software/hardware upgrade/update. 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 Christmas Day 6.UNSCHEDULED MAINTENANCE (Emergency Repair Service): A.Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor will 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 CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C.Response Time: - Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification twenty-four (24) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within two (2) hours after receipt of this second notification and will proceed progressively to completion without undue delay. 7.SCHEDULED MAINTENANCE: A.The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section 3, Conformance Standards. (An outline of the PM procedures and schedule shall be provided to the COR). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be 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, but need not be limited to, the following: 1)Cleaning of equipment. 2)Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3, Conformance Standards or the manufacturer's specifications. 3)Calibrating and lubricating the equipment. 4)Performing remedial maintenance of non-emergent nature. 5)Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 6)Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7)Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 8)Returning the equipment to the operating condition defined in Section 3, Conformance Standards. 9)Providing documentation of services performed. 10)Inspecting and calibrating the hard copy image device. B.PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. C.Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. 8.PARTS:The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts [except -if applicable - those parts specifically listed as being EXCLUDED]. The contractor shall use new or rebuilt 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. Rebuilt parts, used parts or those removed from another [name the equipment], shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts under the service contract). 9.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 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. 10.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 3, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The 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 numbers covering the call if outside normal working hours. F.Description of problem reported by COR. G.Identification of equipment to be serviced: 1)Inventory ID number, 2)Manufacturer's name, 3)Device name, 4)Model number, 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 COR before service is completed! 11.REPORTING REQUIREMENTS: - The Contractor shall be required to report to Biomedical Engineering 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 COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). VA Biomedical Contact Persons: Devang Patel, Morolake Omoruyi, Morris McKenzie Location (Building/Room Number): BA340-100 Telephone Number & Extension(s): 713-794-7271/7479 Contractor - Provide telephone number(s) to call for your Service Department: Provide name(s) of authorized contact person(s): 12.LIQUIDATED DAMAGES: A.Contractor shall be liable to the Government for losses of production due to significant equipment downtime. Significant equipment downtime is that which exceeds ten (10) hours/month. Records regarding downtime will be kept by the COR and the maintenance contractor. B.Equipment downtime is calculated only from those normal hours of coverage (see Hours of Coverage Section) that the scheduled equipment is not fully operational. Downtime will begin when the Contractor is required to be on site (see Unscheduled Maintenance Section response time definition) after notification by the CO, COR or designated alternate. Downtime will accumulate until the scheduled equipment is returned to full and usual operation and accepted as such by the CO, COR or designated alternate. This does not include scheduled maintenance for PM purposes or when waiting for VA furnished tubes. Refusal of access to the equipment indicates that the unit is up and running and this time will not be considered when determining downtime. Refusal of access to the equipment voids the service call. C.If downtime exceeds sixteen (16] consecutive hours, the CO may exercise the option to hire an alternate source to resolve the problem. The decision to exercise this alternative will reside exclusively with the CO. All fees generated by the alternate Contractor(s) will be handled in accordance with Default clause. D.Monies will be subtracted from the contract if the Contractor fails to meet the up-time requirements using the following formula: MONTHLY MONTHS DOWNTIME 10 - 11 hours/month0% 12 - 13 hours/month20% 14 - 15 hours/month40% 16 - 17 hours/month60% 18 - 19 hours/month80% 20 or more hours/month100% These will be computed for the monthly dollar totals. PAYMENT:Invoices will be paid in arrears on a quarterly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. Each invoice must be provided in triplicate. 14.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. 15.REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (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 COR with a written estimate of the cost to make necessary repairs. 16.CONDITION OF EQUIPMENT:The Contractor accepts responsibility for the equipment 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. 17.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) has successfully completed a formalized training program, for the equipment. 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, on GE Healthcare Anesthesia Machines. C.The FSEs shall be authorized by the Contractor to perform the maintenance services. 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 VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. D.If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 18.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 a national standard. 19.IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: - The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to 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. NOTE: - Enter unique or unusual conditions [modify to suit your specific situation(s)] if the above clause is not entirely applicable. 20.INSURANCE: A.Worker compensation and employer's liability: - Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B.General Liability: - Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C.Property Damage Liability: - Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. The Vendor will need to access VA systems in order to perform software upgrades, preventative maintenance and maintenance repairs. PRIVACY/SECURITY The contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HoVAMC/VAMCCO80220/VA25615N0682/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-15-N-0682 VA256-15-N-0682.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2048602&FileName=VA256-15-N-0682-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2048602&FileName=VA256-15-N-0682-000.docx

 

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

Record

SN03733528-W 20150517/150515235613-d23b01c05c7f1a0ec87366d410c10304 (fbodaily.com)
 

Source

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

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