SPECIAL NOTICE
J -- Hologic Selenia Dimensions Preventive Maintenance Services
- Notice Date
- 8/3/2021 6:08:07 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24221Q1263
- Archive Date
- 11/01/2021
- Point of Contact
- Monique Paltan, Contracting Officer, Phone: (212) 686-7500
- E-Mail Address
-
Monique.Paltan@va.gov
(Monique.Paltan@va.gov)
- Awardee
- null
- Description
- Department of Veterans Affairs, New York Harbor Healthcare System, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source to HOLOGIC, INC., in order to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for full preventive maintenance, repair and software updates for a Hologic Selenia Dimensions Digital Mammography System and APC UPS for SecureView DX Workstation and its ancillary equipment. SERVICES REQUIRED: Contractor shall provide annual service for preventive maintenance, repair and software upgrade for a Hologic Selenia Dimensions Digital Mammography System and APC UPS for SecureView DX Workstation and its ancillary equipment located at the Stratton Veterans Administration Medical Center, 113 Holland Ave, Albany NY 12208 during the term of 10/01/2021 through 09/30/2022 with provision for four (4) Option Years. Contractor shall provide preventive maintenance services, repair and software update for the Hologic Selenia Dimensions Digital Mammography System and APC UPS for SecureView DX Workstation and its ancillary equipment. INTERESTED & CAPABLE RESPONSES: NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please provide all of the following in your response: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number. Please also include the North American Industry Classification System (NAICS) Code for which you propose to provide the service under for verification of your size standard. A Capability Statement which provides detailed, specific information that demonstrates understanding of the tasks required and capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive. Responses must be submitted by 12:00 PM EST, Wednesday, August 11, 2021. Responses to the information requested above may be submitted via email to Monique.Paltan@va.gov. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice may assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted for this notice. STATEMENT OF WORK HOLOGIC SELENIA DIMENSIONS A. BACKGROUND: The Department of Veterans Affairs Medical Center, New York Harbor Healthcare (NYHHS) System is seeking full Preventive Maintenance (PM) service, repair and software updates for the Hologic Selenia Dimensions 3D Mammography System, C-View Software, and SecurView DX-1200 Systems. The Systems are located at the Stratton VA Medical Center. Contractor shall perform full preventive maintenance and repairs and software updates on all equipment listed in this requirement. Contractor shall provide timely responses to all service call and repairs to minimize equipment downtime. The aforementioned. Hologic Dimensions 3D Performance System and SecurView DX-1200 equipment and software programs will be maintained by the contractor at the Albany Stratton VAMC. B. SCOPE OF WORK: Contractor shall provide all necessary labor, materials, travel, tools, equipment, transportation and parts required to perform full preventive maintenance, repairs and associated software updates on listed equipment. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Contractor shall have access to Original Equipment Manufacturers (OEM) parts, manuals and schematics to perform the service. Contractor shall have their own schematics available on site at time of service. Contractor shall furnish all labor, tools, and equipment as applicable to perform full preventive service maintenance and repairs on identified equipment and associated software. The contractor will remediate all issues with the sustainment of hardware and software for aspects of the Dimensions 3D Performance system including updates. The resulting contract requires an unlimited license to sustain all current software and components, including both the PC board used for C-View and any future releases of software pertaining to the C-View Synthesized 2D software. C. EQUIPMENT LIST: VA EE# Equipment Description Model Serial Number 243471 Selenia Dimensions Digital Mammography System Selenia Dimensions 3D 81002154385 243472 Acquisition Workstation ASY03694 81402154368 243473 Acquisition Workstation Display AS172BK 4X115135NA 307668 Acquisition Workstation Computer 415 415D2017215 247334 Barco 21 Inch Display MDNG-2121 1879086266 285015 C-View Software License C-View n/a 242553 SecureView DX Workstation SecureView DX-1200 2980215B5901 242550 APC UPS for SecureView DX Workstation SMT1500 331441X02989 317498 Barco Mammo Tomosynthesis 5MP Diagnostic Display MDMG-5221 2590234604 317499 Barco Mammo Tomosynthesis 5MP Diagnostic Display MDMG-5221 2590234605 D. OTHER REQUIREMENTS: Contractor shall provide all manufacturer approved Operating System Software Updates and Hardware Reliability Updates at no additional charge. Contractor shall furnish all original equipment manufacturer (OEM) parts to provide maintenance of the listed equipment in accordance with OEM guidelines. All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. Contractor shall have access to unique and/or high mortality manufacturer's replacement parts (or equal thereto). The contractor shall use only new or remanufactured parts, approved by the OEM, and shall not install used parts. Contractor shall test the functionality of the equipment upon completion of corrective maintenance. If this is a test for repair, the Test should ensure that damaged parts have been successfully repaired and all functions including, but not limited to those related to repaired parts, are operational. All work shall be performed by fully trained, experienced and certified technician identified to work on the specific equipment listed on the schedule. Contractor shall provide certification as required by the Joint Commission on the Accreditation of Healthcare Organizations (JCAHO) that all personnel authorized to maintain the equipment specified by the contract are competent and able to perform all duties listed under the terms of the contract. All work performed shall be first class in accordance with good manufacturing practices. Corrective maintenance services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. These services will also include support for recalls. All repairs shall be performed by a manufacturer-trained technician. Contractor will follow manufacturer's recommendations for PM, repair, calibration and modifications. Preventive maintenance will be scheduled in advance and conducted annually. It is the contractor's responsibility to schedule preventive maintenance as listed. Scheduled preventive maintenance will include, but not be limited to, electrical safety testing, lubrication, adjustment, calibration, testing, and replacement of parts which would normally be replaced during the course of a standard PM (as recommended/required by manufacturer procedures), or parts found in the manufacturers PM Kit . The contractor s PM procedures will be up to standards required by the equipment manufacturer. At the conclusion of the preventive maintenance visit, the instrument(s) and/or equipment shall be returned to the operating condition stipulated by the manufacturer's factory specifications. Contractor shall test the functionality of the equipment upon completion of corrective maintenance. If this is a test for repair, the Test should ensure that damaged parts have been successfully repaired and all functions including, but not limited to those related to repaired parts, are operational. Scheduled preventive maintenance service will be provided at the frequencies required by the manufacturer per year in accordance with the contract. Such service will be provided at equal intervals during the term of the contract. Unless a particular time is specified in the contract, the Contractor shall notify the COTR within thirty (30) days of acceptance of the contract of the times during which the preventive maintenance inspections are to be performed. The contractor is responsible for scheduling all PM Service visits prior to the end of the month in which they are due. Any deviations from this schedule must be approved in advance by the COTR. At the completion of each service call/PM, the contractor will provide a written service report to Biomedical Engineering. This report will clearly show the date of service, type of service performed, model and serial numbers, name of field technician(s) a description of the work performed, a list of any parts replaced, and the unit condition as left at the completion of said work. The contractor shall provide a copy of the service report to Biomedical Engineering, Building #4 after servicing equipment. Certification of invoices for payment is clearly dependent upon receipt of service reports as proof of services rendered. Payment may be delayed if proper documentation is not provided. The contractor shall be responsible for informing the COR of any uncorrected deficiencies and noting these on the service ticket. Notation will include the type of deficiency, dated and initialed. Any deficiency which poses a hazard to patients, staff, or other equipment will immediately be called to the attention of the users and the COR. Contractor shall draw attention to, and specifically describe any additional benefits or options that are incorporated in their standard maintenance agreement that are not included in the above specifications. Examples may include remote diagnostic monitoring, discounted labor rates for repairs outside of normal working hours, extended normal working hours, no charge hardware and/or software upgrades, discounted additional hardware and/or software options, discounted labor rates for emergency repairs, downtime protection guarantees, etc. Brief explanations illustrating why these options are beneficial or how they increase efficiency or productivity, or decrease downtime, should be included. Contractor shall comply with all applicable HIPAA regulations and requirements necessary to protect the privacy, integrity & reliability of electronic Protected Health Information (ePHI) per the existing Business Associate Agreement with the VA. This includes any exposures to ePHI by support personnel or disclosure of any ePHI to any other agents during the course of regular service and support activities, and to any ePHI obtained during the course of complaint investigation or any other FDA mandated activity. Upon termination of this contract, the contractor shall continue to extend this protection to any ePHI retained during this activity. NOTE: Under no conditions shall any electronic storage media be removed from Veterans Affairs (VA) premises without being thoroughly sanitized to VA standards. Electronic media that cannot be sanitized to VA standards shall be destroyed on-site by the VA. Contractor shall provide any documentation required by law regarding the final disposal of any components and/or supplies, as defined by the EPA, the Resource Conservation & Recovery Act, and 6NYCRR, replaced during any service performed on the listed equipment. This documentation shall include, but not be limited to, manifests, detailed lists of disposed waste, etc. showing cradle-to-grave documentation of proper disposal. E. SPECIFICATIONS: The contractor's service representative shall contact Biomedical Engineering (518) 626-6270 or the COR, Michael Lewis, (518) 626-6234 prior to any service performed. Vendor will be required to purchase Vendor Credentialling Service as part of physical security standards for the Albany Stratton VAMC. The Kiosk is in the Employee entrance of the building. Upon sign in, please report to C52-2-AL, located in the basement. Service tickets will be signed and filed in Biomedical Engineering (Bldg. 2, room C52c). In lieu of presenting service tickets while on-site, service tickets may be emailed to VHAALNBIOMEDSERVICEREPORTS@va.gov . Failure to provide signed service tickets will result in delayed payment. Upon completion of the maintenance service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection should ensure that all equipment is returned to full functioning condition. No invoices will be processed for payment prior to the completion of COR/POC inspection. F. RESPONSE TIME: Contractor shall provide a phone call back by a qualified technician within 1 hour of a service request and an onsite response by a qualified technician within 24 hours of original request for service. Telephone troubleshooting/repair services within one (1) hour of the initial contact, Same day on-site visit by a qualified repairperson during standard hours (8:00 AM 5:00 PM EST), and on-site emergency coverage for down equipment Monday Friday, 5:00 PM 9:00 PM EST if call with contractor placed before 2:00 PM EST. If a call falls outside of this scope, contractor shall dispatch qualified repairperson the following business day G. OTHER RELATED SERVICES (NOT INCLUDED IN THE STATEMENT OF WORK Any services not expressly stated in this statement of work are not authorized. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive. H. NONCOMPLIANCE: The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. I. CONTRACTOR IDENTIFICATION: Contractor personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers license or passport. Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government J. WORKING HOURS: All services will be performed during normal business hours of coverage unless proper alternate arrangements have been coordinated beforehand with the COR. Working hours will be Monday to Friday from 8:00 AM EST to 5:00 PM EST excluding Federal Holidays. Federal Holidays which are observed by the federal government are annotated below. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Day Independence Day - Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. K. PERIOD OF PERFORMANCE The base period of performance will be one (1) year from the date of award of contract with provision of four (4) Option Years. L. PLACE OF PERFORMANCE: Department of Veterans Affairs Stratton VA Medical Center Biomedical Office, Bldg #4, 113 Holland Avenue, Albany, NY 12108
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