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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 04, 2018 FBO #6190
DOCUMENT

J -- Gold Service Contract Mtc. & Support Elekta Infinity - Attachment

Notice Date

11/2/2018
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 2;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

36C24219Q0075
 

Response Due

11/9/2018
 

Archive Date

1/8/2019
 

Point of Contact

Janice Brooks Campbell
 

E-Mail Address

Janice.Brooks@va.gov
(Janice.Brooks@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Radiation Equipment Maintenance and Support Elekta Linear Accelerator and Brachytherapy Systems for the New Jersey Healthcare System (NJHCS), East Orange Campus. The contractor shall be responsible for all supervision, tools, equipment, travel, labor and materials necessary to provide a software support package, annual scheduled preventative maintenance and on-call emergency support to include diagnostic or corrective actions needed, in order to support full performance level in accordance with Elekta, Inc., systems specifications. The North American Industry Classification Systems (NAICS) is 811219. Responses to this notice must be submitting in writing (email or fax) and must be received not later than November 9, 2018 at 10:00AM. Email: Janice.Brooks@va.gov and Fax: 718-741-4585. No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811219. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. STATEMENT OF WORK Radiation Equipment Maintenance and Support Elekta Linear Accelerator and Brachytherapy Systems Veterans Administration New Jersey Healthcare System East Orange Campus, East Orange, NJ 07018 BACKGROUND: The Veterans Administration (VA) New Jersey Healthcare System (NJHCS), East Orange Campus, Biomedical Engineering department requires preventative maintenance, equipment support and software support package for highly specialized Elekta, Inc., radiation and oncology equipment (linear accelerators and brachytherapy systems). An Uptime of the equipment is vital to continued patient care and any delay in treatment due to equipment malfunction directly effects treatment facility and patient outcomes. SCOPE: The contractor shall be responsible for all supervision, tools, equipment, travel, labor and materials necessary to provide a software support package, annual scheduled preventative maintenance and on-call emergency support to include diagnostic or corrective actions needed, in order to support full performance level in accordance with Elekta, Inc., systems specifications. Replace/repair any component/part that fails including labor cost for duration of contract. Standard Maintenance Agreement includes full hardware warranty extension, and full access to all new software releases, telephone and web-based technical support. In addition, contract provides access to all updated user manuals and reference guides. The planned maintenance frequency will be determined according to the products covered in accordance with Elekta planned maintenance schedules. Requests for technical support will be responded to within 30 minutes by phone and 4 hours for onsite service call. EQUIPMENT: The following equipment covered under this contract will include: Agility - Gold Electron Energies Gold Photon Energies Gold Elekta Infinity Gold VMAT Gold XVI Imaging Gold iViewGT Gold Lantics & Impac Software PARTS: The contractor shall furnish all parts. The contractor shall maintain quantity of parts, including unique and/or highly morality replacement parts in such a manner as to be available for shipment with 24 consecutive hours of request. All parts supplied shall be compatible with existing equipment. The contract shall include parts. Contract parts coverage is to include all system options, third party pass thru devices, such as compact disk devices, remote workstations, etc., and will include all supplied software including that used by third party devices. The contractor shall use new or certified rebuilt parts. All parts shall perform identically to the original equipment specifications. SERVICE MANUALS/TOOLS/EQUIPMENT: Contractor shall provide all tools, test equipment, service manuals, and/or service diagnostic software. Contractor shall obtain, have on file, and make available to its Fiend Service Engineer (FSE) all operational and technical documentation (such as operational and service manuals, schematics, diagnostic software and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the Contracting Officer (CO) upon request. Contractor shall provide the VA NJHCS East Orange Campus Biomedical Engineering Section copies of all documentation that pertains to nay hardware, software or firmware upgrade or repair. Contractor shall provide to the NJHCS East Orange Campus Biomedical Engineering Section copies of the latest version(s) of all technical documentation and licensing agreements, which shall include operational and service manuals, schematics, diagnostic software and parts list. VA NJHCS East Orange Campus Biomedical Engineering Section shall have access to the same operation, service and documentation as the Original Equipment Manufacture s (OEM) FSE. Contractor shall provide to the VCA NJHCS East Orange Biomedical Engineering Section OEM Service Bulletins for the equipment listed under Equipment. CONDITION OF THE EQUIPMENT: Contractor shall accept responsibility for the equipment in as is condition. Failure to inspect the equipment prior to contract award will not relieve Contractor from performance of the requirements of this contract. SCHEDULED MAINTENANCE: Vendor service technician(s) shall perform scheduled PM s. Contractor shall provide to VA NJHCS East Orange campus Biomedical Engineering Section recommended PM procedures and checklists with worksheet originals indication work to be performed and actual values obtained, if applicable. Scheduled maintenance shall include an itemized list of the procedures performed including electrical safety and shall include, but need not be limited to, the following: Cleaning of equipment Reviewing software diagnostics to ensure that the systems is operating in accordance with Equipment Performance. Calibrating and lubricating the equipment. Performing remedial maintenance of a non-emergent nature Testing and replacing faulty and worn parts and/or parts likely to become faulty, worn or filed. Inspecting and replacing, where indicated, electrical wiring and cables for wear and fraying. Inspecting and replacing, where indicated, all mechanical components. Returning the equipment to the operating condition as stated in Equipment Performance Section. Providing documentation of services performed. UNSCHEDULED MAINTENANCE: Contractor and VA NJHCS East Orange Campus Biomedical Engineering shall maintain the equipment in accordance with Equipment Performance. Contractor will provide unlimited telephone technical support and onsite service calls. These service calls may be used for any maintenance or repair service as determined by Biomedical Engineering Section. Response time: Contractor s FSE or Technical Support must respond by phone to VA NJHCS East Orange Campus Biomedical Engineering Section within one hour after receipt of telephone notification during normal duty, 8:00am to 9:00pm for Infinity Linear Accelerator and 8:00am to 5:00pm on HDR System Monday through Friday. If the problem cannot be corrected by Biomedical Engineering, the FSE will be on site within two hours of notification. EQUIPMENT MODIFICATIONS/UPGRADES/ UPDATES: Equipment modifications are divided into two kinds; 1) normal functional improvements that assure that the equipment is operating at the peak of performance and 2) enhancing improvements are optional improvements that change the equipment s original design to allow for supplementary or additional functions. Normal functional improvements shall be provided at no cost to the VA within six months after each version is released. Installation shall be done at no additional cost to the Government during normal working hours, unless requested by the COR. Enhancing improvements are optional to the VA. If the COR has determined that the VA requires such enhancing improvements, it shall be considered outside of the scope of this contract and processed as a separate procurement. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and the COR must receive notice at least five (5) full business days in advance before any equipment updates, upgrades, enhancements and modifications are begun along with justification (if vendor-suggested modification) estimated costs (if applicable) probable effect on equipment operation, and needs for new or additional in-service training. Documentation must be provided to Biomedical Engineering Section when software upgrades/updates are installed. Documentation will include what was installed, how it was installed and where it was installed on the system. Documentation will include parts list, calibration procedures and test procedures, if applicable. DOCUMENTATION: At the completion of each service call (scheduled or unscheduled) Contractor/FSE shall provide a detailed ESR. The ESR shall, at a minimum, document the following information legibly and in complete detail: Name of the contractor and contracting number. Name of the FSE performing services. Contractor Service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. Identification of equipment to be serviced; ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. Description of problem reported by Biomedical Engineering Section. Signature from the FSE performing services described. Signature from an authorized VA employee who witnessed services described. PERIOD OF PERFORMANCE: BASE YEAR: JANUARY 1, 2019 to DECEMBER 31, 2019 OPTION YEAR (1): JANUARY 1, 2020 to DECEMBER 31, 2020 OPTION YEAR (2): JANUARY 1, 2021 to DECEMBER 31, 2021 OPTION YEAR (3): JANUARY 1, 2022 to DECEMBER 31, 2022 OPTION YEAR (4): JANUARY 1, 2023 to DECEMBER 31, 2023 PLACE OF PERFORMANCE: Service and maintenance work will be completed on site at VA NJHCS East Orange Campus, Radiation Oncology Department, 385 Tremont Avenue, East Orange, NJ 07018. WORK HOURS: Normal hours of coverage are Monday through Friday 8:00am to 9:00pm for Infinity Linear Accelerator and 8:00am to 5:00pm on HDR system, excluding federal holidays. Service will be performed during normal hours of coverage unless requested or approved by COR or due to an emergency. Federal holidays: The 10 holidays observed by the Federal Government are identified below and may be modified or supplemented to include additional day(s) as specifically declared by the President of the United States: New Year s Day Labor Day Martin Luther King Day Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day When one of the holidays fall on Sunday, the following Monday shall be observed as a Federal Holiday. When the holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. REPORTING PROCEDURES: Contractor shall be required to report to Biomedical Engineering section to check-in. This check-in is MANDATORY. The FSE shall check-out with Biomedical Engineering Section and submit the ESR(s) to Biomedical Engineering Section. All ESR shall be submitted to Biomedical Engineering Section for an acceptance signature. If Biomedical Engineering Section is unavailable, a signed, authorized copy of the ESR will be sent to Biomedical Engineering Section. CONTRACTOR IDENTIFICATION: Contractor FSE shall wear visible identification at all times while on the premises of the VA NJHCS East Orange Campus. It is the responsibility of Contracting FSE to park in appropriate designated parking areas. Information on parking is available from the VA Police Service. The VA NJHCS East Orange Campus will not invalidate or make reimbursement for parking violations of Contractor s FSE under any conditions. Smoking is prohibited inside any buildings at the VA NJHCS East Orange Campus. Possession of weapons is prohibited. BILLING AND PAYMENT: The contractor shall submit payment requested in electronic form via VA s Electronic Invoice Presentment and Payment System. (see website at http://www.fsc.va.gov/einvoice.asp) Invoices shall be submitted monthly, in arrears, and shall include at a minimum: Date of invoice, contract number/purchase order number, vendor name, invoice number and CLIN & Date of service. Work to be performed, which is not covered under this contract, must be pre-approved by the Biomedical Engineer and/or designee and a purchase order issued for the work to be performed. Failure to obtain prior authorization will result in NON-PAYMENT of charges incurred. Payment will not be made for parts and/or services that are requested by anyone other than the Biomedical Engineer and/or designee or for incomplete or incorrect invoices. PRIVACY & SECURITY: Contractors, Contractor personnel, Subcontractors, and Subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS: A Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, Subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All Contractors, Subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for Contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the Contractor/Subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The Contractor or Subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the Contractor or Subcontractor s employ. The Contracting Officer must also be notified immediately by the Contractor or Subcontractor prior to an unfriendly termination. VA INFORMATION CUSTODIAL LANGUAGE: Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the Contractor/Subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the Contractors/Subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of Contractor and Subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, Contractor/Subcontractor must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a Contractor/Subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The Contractor/Subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The Contractor/Subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/Subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/Subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The Contractor/Subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the Contractor/Subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The Contractor/Subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the Contractor/Subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the Contractor/Subcontractor is in receipt of a court order or other requests for the above-mentioned information, that Contractor/Subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the Contractor/Subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. SECURITY INCIDENT INVESTIGATION: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/Subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access. To the extent known by the Contractor/Subcontractor, the Contractor/Subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the Contractor/Subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the Contractor/Subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its Subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor/Subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the Contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the Contractor/Subcontractor processes or maintains under this contract. The Contractor/Subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: Nature of the event (loss, theft, unauthorized access); Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; Number of individuals affected or potentially affected; Names of individuals or groups affected or potentially affected; Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; Amount of time the data has been out of VA control; The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); Known misuses of data containing sensitive personal information, if any; Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING All Contractor employees and Subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix D relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access The Contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/36C24219Q0075/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24219Q0075 36C24219Q0075_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4666216&FileName=36C24219Q0075-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4666216&FileName=36C24219Q0075-000.docx

 

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

Place of Performance

Address: VA NJHCS East Orange Campus;Radiation Oncology Department;385 Tremont Avenue;East Orange

Zip Code: 07018
 

Record

SN05142330-W 20181104/181102230541-1e8d7e555a6dfd773ba0c4518153fedd (fbodaily.com)
 

Source

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

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