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J -- Ultrasound Annual Service Agreement Phillips Equipment

Notice Date
Notice Type
811219 — Other Electronic and Precision Equipment Repair and Maintenance
Contracting Office
Department of Veterans Affairs;NCO 17 North Texas Healthcare System;NCO 17 Network Contracting Activity;4500 S. Lancaster Road;Dallas TX 75216
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Small Business Set-Aside
Service-Disabled Veteran-Owned Small Business
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/ Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and Size Standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/ and small for the applicable NAICS code. Status as a qualified SDVOSB and VOSB concern is under the authority of 38 CRF Part 74 in accordance with the VA Acquisition regulation (VAAR) part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids. Project requirements: Full Service Contract for Preventative Maintenance on the Phillips Ultrasound equipment for the North Texas Health Care System. Anticipated period of performance: Base: June 1, 2019 May 31, 2020 Option Year One: June 1, 2020-May 31, 2021 Option Year Two: June 1, 2021-May 31, 2022 Option Year Three: June 1, 2022-May 31, 2023 Option Year Four: June 1, 2023-May 31, 2024 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: A tailored capability statement indicating the firm s ability to provide the services required in the Description of Service Section. Include any certifications/qualifications for accomplishing repairs the work listed in the Statement of Work. Firms must submit documentation from Medivators stating that they are an authorized third-party vendor and have the necessary certifications and training to perform the work. This documentation must be on Phillips Letterhead. The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code; Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to danised.burt@va.gov with the subject line "Sources Sought, Preventative Maintenance Phillips Ultrasound System Full Service Contract/your company name" by 8:00 AM CST on May 20, 2019. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK Description of Work: The contractor shall provide the specified service contract for the VA equipment in accordance with the original equipment manufacturer specifications. Reference the section Equipment Listing for equipment type and the required service. Type of Contract: Firm Fixed Price Hours of Performance: Work shall occur Monday Friday during normal duty hours. After hours work is authorized upon approval of Biomedical Engineering department. Check in Requirements: The Field Service Engineer must report to the Biomedical Engineering Department to obtain a badge and sign in with the Biomedical Engineering Service before work begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of work, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if Biomedical Staff is unavailable concerning completion of service. At the end of briefing Field Service Engineer will return the badge and sign out in the Biomedical Engineering Department. Unscheduled Maintenance (Repair Service): 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. The Contracting Officer, Contracting Officer s Representative or designated alternate has the authority to approve/request a service call from the Contractor. 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 from 8 a.m. to 9 p.m. 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. Scheduled Maintenance: The Contractor shall perform preventative maintenance (PM) to ensure that equipment listed in the schedule performs in accordance with TJC, NFPA-99, UL, OSHA, VA, and CDRH Standards. (An outline of the PM procedures and schedule shall be provided to the Biomedical Engineering Department). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (if applicable). This documentation shall be provided to Biomedical Engineering 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: Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3, Conformance Standards or the manufacturer's specifications. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 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. Returning the equipment to the operating condition defined in Section 3, Conformance Standards. Providing documentation of services performed. Inspecting and calibrating the hard copy image device. 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. 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. Documentation: Contractor shall furnish a detailed field service report upon completion of work to Biomedical Staff in the Biomed Department. Payment will not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information: Type, model, System ID, and serial number (s) of all equipment on which maintenance was performed Total time spent performing maintenance. Detailed narrative description of the services required Copies of all test reports Complete list of parts replaced Date and time the repair was completed The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs. Place of Performance: VA North Texas Health Care System Facilities, including Dallas, Bonham, and Ft. Worth. Contracting Officer Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. Information Technology Security Requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. Security Statement: Sensitive VA information is contained within the systems covered by this contract. Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information. During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a User ID/Password. Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media. The vendor will have remote access to complete the repair(s) and preventive maintenance. Records Management Statement: All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Equipment Listing: SiteId SystemName SystemCode Catelog # 47624757 Brilliance CT Big Bore Oncology 728243 728243-120 75958911 Allura Xper FD20/10 722029 722029-121 41787786 Allura Xper FD20 722006 722006-109 66936789 Allura Xper FD20 722028 722028-122 69241172 Allura Xper FD20 722028 722028-122 53778448 iU22 Ultrasound System 795050 795050-S 57365011 iU22 Ultrasound System 795050 795050-S 45675291 iE33 Ultrasound System 795052 795052-S 45679817 iE33 Ultrasound System 795052 795052-S 53599856 iE33 Ultrasound System 795052 795052-S 57936666 iE33 Ultrasound System 795052 795052-S 57963549 iE33 Ultrasound System 795052 795052-S 57963561 iE33 Ultrasound System 795052 795052-S 74279012 EPIQ 7G Ultrasound System 795200 795200001-S 74297033 EPIQ 7G Ultrasound System 795200 795200001-S 64282257 EPIQ 7C Ultrasound System 795201 795200001-S 65666530 EPIQ 7C Ultrasound System 795201 795200001-S 73523044 EPIQ 7C Ultrasound System 795201 795200001-S 73625325 EPIQ 7C Ultrasound System 795201 795200001-S 60818995 MobileDiagnost wDR 712001 712001-92 60832600 MobileDiagnost wDR 712001 712001-92 60841933 MobileDiagnost wDR 712001 712001-92 60996512 MobileDiagnost wDR 712001 712001-92 61753315 MobileDiagnost wDR 712001 712001-92 60841981 MobileDiagnost wDR 712001 712001-37       712001-63       712001-60       712001-62 41997886 BV Pulsera, Mobile X-Ray unit 718094 718094-37       718094-62 67036284 Pinnacle Professional System 870201 870201 PLACES OF PERFORMANCE: Tasks under this PWS shall be performed at VISN 17 VAMCs or may be performed remotely at Contractor facilities. Work may be performed at remote locations other than Contractor facilities with prior approval of the COR. On-site support shall be performed in VA facilities located in the following locations: Facility 1: North Texas Veterans Health Care System: Dallas VA Medical Center, 4500 South Lancaster Road, Dallas, Texas 75216. Phone: 214-742-8387 HOURS OF PERFORMANCE: Work shall occur Monday Friday between 8 a.m. to 5 p.m. local time, excluding federal holidays. FEDERAL HOLIDAYS Federal Holidays: The 10 holidays observed by the Federal Government are: New Year s Day January 1 Martin Luther King s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2 Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. OTHER REQUIREMENTS: Annual PM s shall be performed as scheduled by the COR. After-hours customer telephone support is available from 6 pm to 10 pm, Monday through Friday, on Contractor s business days. After-hours customer telephone support is available from 6 am to 6 pm Central time on nonbusiness days seven days a week including holidays. CERTIFICATIONS: The contractor shall certify that that their field service engineers (FSE) are OEM-trained to service the equipment and that they shall provide only OEM manufactured replacement parts. FSE must be certified yearly and carry the documentation. CONTRACTING OFFICER REPRESENTATIVES: The Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. Contracting Office Address: Department of Veterans Affairs; NCO 17 - SAO West; NCO 17 Network Contracting Activity;124 E. Hwy 67; Duncanville, Texas 75137 Point of Contact(s): Danise Burt Danised.burt@va.gov NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (14-MAY-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
Web Link
Link To Document
Place of Performance
Address: Department of Veterans Affairs;4500 S Lancaster Rd;Dallas TX
Zip Code: 75216
Country: USA
SN05310692-F 20190516/190514230025 (fbodaily.com)
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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