SPECIAL NOTICE
J -- NOTICE OF INTENT TO SOLE SOURCE GE MUSE Software Support
- Notice Date
- 8/23/2021 2:09:08 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25222Q0013
- Archive Date
- 11/21/2021
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with General Electric (GE) for full-service maintenance and emergency repairs of the GE Muse System and components. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a service for Muse software and components. The NAICS Code is 811219. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 8:00AM Local Time (Wisconsin) 09/01/2021. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the General Electric (GE). Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. SCHEDULE OF SUPPLIES/SERVICES AND PRICES/COSTS SCOPE OF WORK: Provide labor, material, tools, and equipment necessary to provide a full -service Maintenance and Emergency Repairs of the VISN 12 GE Muse System and Components, located at Clement J. Zablocki VA Medical Center (VAMC) , Edward Hines Jr. VAMC , Jesse Brown VAMC, Captain James A. Lovell Federal Health Care Center, Tomah VAMC, William S. Middleton Memorial Veterans Hospital, VA Illiana Health Care System, and Oscar G. Johnson VAMC. The period of performance shall be from October 1st, 2021 through September 30th, 2022 with four (4) option renewal periods. NOTE: Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government. SPECIAL NOTES AWARD OF CONTRACT/CONTRACTOR S QUALIFICATIONS Contractor hereby certifies that their firm is a regularly established in the business called for, they are financially responsible and have the necessary equipment and personnel to provide services as specified under this solicitation. The successful Contractor shall meet all Federal, State and Local codes and requirements for the operation of equipment. STATEMENT OF WORK (SOW)/SPECIFICATIONS SCOPE OF WORK: Provide labor, material, tools, and equipment necessary to provide a full- service Maintenance and Emergency Repairs of the VISN 12 GE Muse System and Components, located at Clement J. Zablocki VA Medical Center (VAMC) , Edward Hines Jr. VAMC , Jesse Brown VAMC, Captain James A. Lovell Federal Health Care Center, Tomah VAMC, William S. Middleton Memorial Veterans Hospital, VA Illiana Health Care System, and Oscar G. Johnson VAMC. The period of performance shall be from October 1st, 2021 through September 30th, 2022 with four (4) option renewal periods. EQUIPMENT IDENTIFICATION Description Quantity MUSE Cardiology Information System Server on VA supplied hardware 1 Modem 120v 8 MUSE v8 Server Software 1 Muse Web License 1 Additional Facility License 5 Client Software - MUSE 10 License 2 Stress Module 1 Holter Module 1 ECG Serial Comparison 1 Enhanced ECG Editor 1 MUSE - Monitoring Gateway 9 VA Vista Image Interface 1 HL7 Production Interface License 1 HL7 Test Interface License 1 ECG/Stress/Holter Text Results Module 1 Waveform Image Results Module 1 ADT interface License 1 DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's Representative D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of applicable industry standards, including but not limited to the NEC, NFPA-99, UL, OSHA, VA, CDRH, Federal, State, and local codes. Equipment defined herein shall be maintained in accordance with the manufacturer's standards/specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications and schedule for PM's. OPERATIONAL UPTIME REQUIREMENTS: The equipment shall be operable and available for use 99% of the normal operating hours of the equipment as detailed in paragraph V., HOURS OF COVERAGE. Downtime shall be computed from notification of problem during normal work hours. Scheduled maintenance shall be excluded from downtime. Normal work hours are listed below Monday thru Friday, excluding national holidays. Operational Uptime shall be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm for all facilities listed except for Milwaukee. All on-site service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO) or COR or his designee upon prior notification to the CO. B. Contract shall provide technical telephone support and remote diagnostics 24 hours a day, seven days a week. C. IF SERVICES ARE REQUIRED AFTER HOURS, THE CONTRACTOR SHALL BE REQUIRED TO PROVIDE A WRITTEN QUOTE PRIOR TO ANY SERVICES BEING PERFORMED FOR APPROVAL BY THE CO. NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). Government provides software/hardware upgrade/update. D. Federal Holidays observed by the VAMC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor shall maintain the equipment in accordance with the manufacturer specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. B. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within 1 hour after receipt of telephoned notification 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 24 (two) hours after receipt of this second notification and will proceed progressively to completion without undue delay. SCHEDULED MAINTENANCE: A. The Contractor shall perform PM service to ensure that equipment listed under the Equipment Identification section performs in accordance with the Conformance Standards and the manufacturer's specifications. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include the following: 1. Checking system error logs 2. Checking system backups are running properly 3. Verifying connectivity from server to system components 4. Performing remedial maintenance of non-emergent nature 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 it s agreed upon price, unless specifically stated in writing otherwise. PARTS AND SOFTWARE The Contractor shall furnish and replace parts to meet uptime requirements for equipment identified in the SOW. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts. The contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts used parts or those removed from another piece of equipment shall not be installed without specific approval by the CO or the COR. Should the VA choose to provide their own parts that meet specifications, Contractor shall install these parts as part of this contract. Software updates are any modification, update, improvement, or error corrections that are made generally available as part of the software are included. Software upgrades are any revision or enhancements of the software by the Contractor that improves expands or upgrades existing software features that are made generally available are included for the licensed products identified in the statement of work. SERVICE MANUALS/TOOLS/EQUIPMENT: The VA Medical Centers listed in this statement work shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the co upon request. DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with {conformance standards or the Manufacturer's specifications}. Such documentation shall meet the guidelines as set forth in the {conformance standards section}. The ESR will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""ONE"" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. b. Name of FSE who performed services. c. Contractor service ESR number/log number. d. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. f. Description of problem reported by COR/user (if applicable). g. Identification of equipment to be serviced: inv. Id number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (If Applicable --i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COR (only if she/he is an authorized purchase card holder with authority) before service is completed! FOOTNOTE: The contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8 1/2 x 11 paper and MUST BE APPROVED BY the CO or COR prior to use and implementation. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering at each facility (Clement J. Zablocki VAMC building 70 room C9, Edward Hines Jr. VAMC Building 228 room 1024B, Jesse Brown VAMC building Damen room 7400, Captain James A. Lovell Federal Health Care Center building 133 room BA-101, Tomah VAMC building 403 room 1375, William S. Middleton Memorial Veteran Hospital building 1 room C133-1, VA Illiana Health Care System building 102 room 108E, Oscar G. Johnson VAMC building 1 room B009) to log in. This check-in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COR for an ""authorization signature"". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). VA Biomedical Contact Person(s): are as follows: Contractor -- Provide telephone number(s) to call for your Service Department:______________________________________________________ Provide name(s) of authorized contact person(s):_________________ PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract no., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. 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. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT: A. The Contractor accepts responsibility for the equipment, in ""as is"" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who will serve as the backup. B. ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the herein. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment identified in Paragraph I. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. INSURANCE: A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000
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