Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 23, 2015 FBO #4990
DOCUMENT

J -- Olympus Endoworks - Attachment

Notice Date

7/21/2015
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Gulf Coast Veterans Health Care System;Network Contracting Office 16;400 Veterans Avenue;Biloxi MS 39531
 

ZIP Code

39531
 

Solicitation Number

VA25615Q0836
 

Response Due

8/11/2015
 

Archive Date

9/10/2015
 

Point of Contact

Rene' Impey
 

Small Business Set-Aside

N/A
 

Description

The Gulf Coast Veterans Health Care System (GCVHCS), Network Contracting Office (NCO) 16, Biloxi, MS, is issuing a combined synopsis/solicitation for commercial services. We intend to issue a sole source purchase order to Olympus America, Inc., 3500 Corporate Parkway, P. O. Box 610, Center Valley, PA 18034-0610. This procurement is in accordance with FAR 6.302-1 (only one responsible source and no other supplies or services will satisfy agency requirements) for services and repairs on the Olympus Endoworks system located in Biloxi, MS. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation is being issued. The solicitation number VA256-15-Q-0836 is issued as a Request for Quotation (RFQ). This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-81 effective April 10, 2015. The NAICS code is 811219 and the size standard is $20.5 million. This requirement is full and open, sole source, and will be firm-fixed-price. The closing date for this notice is 3:00 PM EST August 11, 2015. The requirement is for the following: Contractor shall furnish all tools, labor, transportation, supervision and parts necessary to provide full maintenance and repair services, including preventative maintenance inspections for Rx Framework Vista Interface software support and maintenance as further described in the Statement of Work (SOW) below. All maintenance and inspections are located at the Gulf Coast Veterans Health Care System, Biloxi, Mississippi. Services will be provided in accordance with terms and conditions stated here in. Contractor to provide services in accordance with terms and conditions of the contract for the period of October 1, 2015 through September 30, 2016, to include four (4) twelve (12) month option periods. To be eligible for award of a contract, vendor must be actively registered in the SAM database (http://www.sam.gov). Vendor is also required to complete representations and certifications found in the provision at 52.212-3, Offeror Representations and Certifications - - Commercial Items. Questions regarding this solicitation must be made in writing to the Contract Specialist, Rene' Impey at rene.impey@va.gov, or by fax at 228-523-4324, and must include the solicitation number VA256-15-Q-0836 on the subject line or the cover sheet. NO TELEPHONE REQUESTS OR INQUIRIES WILL BE ACCEPTED. Submissions must be received by 3:00 PM EST on August 11, 2015. In order to be responsive, the firm must offer a quote on all items and total base year including all option years pricing as provided below. Base Year: 10/01/2015 - 9/30/2016 Option year 1: 10/01/2016 - 9/30/2017 Option year 2: 10/01/2017 - 9/30/2018 Option year 3: 10/01/2018 - 9/30/2019 Option year 4: 10/01/2019 - 9/30/2020 Base Year: 10/01/2015 - 9/30/2016 ITEM NODESCRIPTIONQTYUNITUNIT COSTTOTAL 0001Provide EndoWorks Support and Maintenance with Remote Support Services12MO$$ Option year 1: 10/01/2016 - 9/30/2017 ITEM NODESCRIPTIONQTYUNITUNIT COSTTOTAL 1001Provide EndoWorks Support and Maintenance with Remote Support Services12MO$$ Option year 2: 10/01/2017 - 9/30/2018 ITEM NODESCRIPTIONQTYUNITUNIT COSTTOTAL 2001Provide EndoWorks Support and Maintenance with Remote Support Services12MO$$ Option year 3: 10/01/2018 - 9/30/2018 ITEM NODESCRIPTIONQTYUNITUNIT COSTTOTAL 3001Provide EndoWorks Support and Maintenance with Remote Support Services12MO$$ Option year 4: 10/01/2019 - 9/30/2020 ITEM NODESCRIPTIONQTYUNITUNIT COSTTOTAL 4001Provide EndoWorks Support and Maintenance with Remote Support Services12MO$$ AGGREGATE TOTAL (BASE PLUS FOUR OPTION PERIODS):$_____________ STATEMENT OF WORK 1.SCOPE & EQUIPMENT CONTRACTOR SHALL PROVIDE ALL TOOLS, LABOR, TRANSPORTATION, SUPERVISION, AND PARTS NECESSARY TO PROVIDE FULL MAINTENANCE AND REPAIR SERVICES INCLUDING PREVENTIVE MAINTENANCE INSPECTIONS (Includes Telephone & On-Site Service), FOR Rx Framework Vista Interface software support and maintenance, LOCATED AT The Gulf Coast Veterans Healthcare System; 400 Veterans Avenue; Biloxi, MS 39531. PROPOSALS SHALL BE DONE ON AN ALL OR NONE BASIS. Operator/applications phone support for users required. Software for Rx Framework for Vista interface to be serviced/repaired/maintained includes: Maintenance subscription fee covers application software bug fixes, telephone support, and remote support. Software covered includes network server image software, network image capture software, and advanced reporting software. Note: Contract pricing is to include base year plus four option years. 2.DEFINITIONS/ACRONYMS: A.Biomedical Engineering - Supervisor or designee, Bldg. 1 Rm. 2B112, phone (228) 523-5720. B.CO - Contracting Officer. Government Agent authorized to affect contract, contract changes, and issue direction. C.COR - Contracting Officer Technical Representative. Individual designated by the Contracting Officer to monitor contract performance, and coordinates performance efforts subject to authority limits designated. A designation letter identifying the COR for this project will be issued and signed by all parties prior to issuance of the NTP, or within ten (10) calendar days of contract award. D.PMI - Preventive Maintenance Inspection. Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with (IAW) its original manufacturers 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. F.ESR - Vendor Engineering Service Report. The documentation/report of services rendered for each incidence of work performance under the terms and condition of the contract. G.Acceptance Signature - Authorized Department of Veterans Affairs (DVA) employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. H.Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I.NFPA - National Fire Protection Association. J.OEM- Original Equipment Manufacturer. K.ISO- Independent Service Organization. L.PO- Purchase Order. The VA document that obligates funds. Include this number, as well as the contract number, on all correspondence. M.GCVHCS- Gulf Coast Veterans Health Care System 3.CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer's performance standards and specifications. 4.HOURS OF COVERAGE: A.Normal business hours of coverage are Monday through Friday from 8:00 a.m. to 4; 30 p.m., excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility, and shall sign in and out of the facility with Biomedical Engineering. B.Preventive maintenance inspections will be performed semiannually during the months of January and July (adjusted for the basic year, depending on DOA). Coordinate with COR). Inspections will be scheduled two weeks in advance with Biomedical Engineering. C.Work performed outside the normal hours of coverage at the request of COR shall be billed at the prices listed in the schedule. Billing shall include service time plus travel, and exclude parts as they are included in the contract. Work performed outside normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage. D.Federal Holidays observed by the GCVHCS are: New Year's DayLabor Day Martin Luther King DayColumbus Day President's DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day Or any other day specifically declared by the President of the United States to be a national holiday 5.SCHEDULED MAINTENANCE: A.The contractor shall perform PMI service to ensure that equipment listed in the schedule performs IAW the Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed, and actual values obtained (as applicable) shall be provided to the COR at the completion of the inspection/service. PMI 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 equipment is operating according to original 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 which are likely to become faulty, fail or become worn. 6.Measuring, adjusting, and calibrating as necessary for optimal performance. 7.Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 8.The contractor prior to issuance of contract shall identify parts or components that are considered consumables. 9.Return equipment to full operating condition IAW the Conformance Standards. 10.Provide documentation of services performed. B. PMI services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete schedule PMI are included within this contract, and its agreed upon price. C. The contractor shall furnish all documentation of all measurements and calibrations to the COR, to ensure that the system is performing in accordance with the Conformance Standards (see Para. 10). 6.UNSCHEDULED MAINTENANCE: A.Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of but not limited to software troubleshooting, re-establishing communication with picture archiving and communication systems (PACS). 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 shall respond to the GCVHCS initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8) normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request. 7.PARTS: The contractor has ready access to unique and/or high mortality replacement repair parts. All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or rebuilt parts, approved by the OEM, and shall not install used parts; those removed from another system without written COR approval. 8.UPDATES: Contractor shall provide all software and hardware updates upon release at no additional cost to the Government throughout the life of the contract. Software and Hardware updates are limited to those items which are commercially available (i.e. to ISOs) from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled and performed at no additional charge to the Government. 9.SERVICE MANUALS: The GCVHCS shall not provide 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 service manuals, schematics, parts list, etc., 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 procedures performed, including replaced parts and prices, required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the conformance Standards Section. In addition, each ESR shall 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), Equipment Downtime and Hours on Site for service call. E.GCVHCS PO#(s) covering the call, if outside normal working hours. F.Description of Problem Reported by COR/User. G.Identification of Equipment to be serviced: Equipment Inventory ID#, Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturer's identification #s. H.Itemized Description of Service Performed (including costs associated with after normal business working hours service), including: Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action. I.Total cost to be billed. J.Signatures: 1.FSE performing services described. 2.DVA Employee who witnessed service described. K.Equipment downtime. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. 11.REPORTING REQUIREMENTS: For all on-site service, the contractor shall be required to report to Biomedical Engineering to log in during normal business hours, Monday through Friday. 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 shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR.) 12.PAYMENT: Invoices shall be submitted quarterly in arrears to Gulf Coast Veterans Health Care System, 400 Veterans Avenue; Biloxi, MS 39531. Invoice shall have contract number and purchase order identified as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Invoices shall be submitted electronically to: http://www.tungsten-network.com/US/en/veterans-affairs/. VA FSC P.O. Box 149971 Austin, TX 78714 13.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. 14.REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 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 the necessary repairs. This contract does not include labor or materials for service lines and fittings, equipment not set forth on this schedule, or operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that does not comply with equipment specifications. This also applies to improper operation of the equipment by operating personnel. Repairs made by the contractor, which are the result of neglect or improper operation of the equipment by the medical center, will result in issuance of a separate purchase order by the Government. Contractor must obtain a purchase order in this respect prior to affecting such repairs. Contractor must notify the Biomedical Program Manager and/or his representative prior to this type of repair and secure a purchase order before proceeding further. 15.CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment listed in an "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. 16.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 training program, for the equipment listed in this SOW. 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 the equipment listed in this SOW, or comparable to similar equipment. Evidence of said training shall be provided with your proposal (see PROPOSAL PREPARATION ADDENDUM). 17.TEST EQUIPMENT: Prior to commencement of work on this contract, the contract awardee shall provide the GCVHCS with a copy of the current calibration certification of all test equipment that is to be used by the contractor on GCVHCS's equipment, not later than ten (10) calendar days after contract award. 18.IDENTIFICATION & PARKING: The contractor's FSE's shall wear visible company identification at all times while on the premises of the GCVHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the GCVHCS Police & Security Section. 19. PRIVACY INFORMATION: The contractor's employee(s) will secure (in a sealed envelope) and relinquish any documentation found on the VA grounds (either by themselves or others) that contains sensitive patient and/or employee information (i.e. privacy information) to Ms. Melanie Lane, VA Gulf Coast Veterans Health Care System Privacy Officer, Bldg. T-102, Room No. A132, Phone: (228) 523-5526. Please contact Ms. Lane within 60 minutes of finding or of receipt of such documents for instructions on what action to take on the documentation. Ms. Lane can also be reached at melanie.lane@va.gov. If Ms. Lane cannot be immediately reached, the documentation will be secured in the Police Office until instructions are received from Ms. Lane. 20. CERTIFICATION AND ACCREDITATION OF CONTRACTOR'S IT SYSTEMS: Certification and Accreditation of the Contractor's IT System(s) does not apply and a Security Accreditation Package is not required as contractor's employee will only be utilizing VA owned computers and computer systems. 21.ANNUAL TB TESTING: All contractor personnel providing on-site GE imaging systems maintenance at the GCVHCS are required to have an Annual TB Test accomplished at the Contractor's expense. The contractor shall provide written certification of the TB testing on an annual basis and before any employees start work on this contract. New conversions to a positive PPD or new symptoms related to TB, if previously a positive PPD, must be reported to the VAGCVHCS Occupational Health Department within 10 working days. New hires shall provide certification of TB Testing before starting work at the GCVHCS. 22.SECURITY CLAUSES: SUBPART 839.2 - INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding. 23.PERFORMANCE REQUIREMENT SUMMARY Performance Requirements Summary Matrix: The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). TaskIDIndicator & Paragraph NumberStandardAcceptable Quality LevelMethod of SurveillanceIncentive Endoworks maintenance1Endoworks maintenance, Functions and Responsibilities; complete field service calls within time limits and provide detailed FSRComplete all required PWS tasks100%Periodic Inspection & Customer (facility occupant) ComplaintExercise of Option Period(s); Positive Past Performance 2Training; contractor supplies necessary training documentation completionComplete all Contractor and Government Furnished Training prior to starting operations100%100% InspectionExercise of Option Period(s); Positive Past Performance 4Personnel Requirements; Ref. PWS Para. 5Meet and complete necessary requirements100%100% InspectionExercise of Option Period(s); Positive Past Performance 5TB Testing; contractor shall supply Tb testing documentation prior to commencing workContractor must have annual TB Test conducted100%100% InspectionExercise of Option Period(s); Positive Past Performance 6Section 6 paragraph CVendor will respond to service call within 1 hour of initial call100%ObservationExercise of Option Period(s); Positive Past Performance 7Section 6 paragraph CVendor will begin within 24 hours of initial service call100%ObservationExercise of Option Period(s); Positive Past Performance 8Section 6 paragraph CVendor will have equipment fully operation within 48 hours of initial call100%ObservationExercise of Option Period(s); Positive Past Performance
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BiVAMC/VAMCCO80220/VA25615Q0836/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-15-Q-0836 VA256-15-Q-0836_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2180515&FileName=VA256-15-Q-0836-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2180515&FileName=VA256-15-Q-0836-000.docx

 

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

Record

SN03804653-W 20150723/150721235351-9c270daf733988679f4101e0585823f7 (fbodaily.com)
 

Source

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

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