SPECIAL NOTICE
J -- SERVICE CONTRACT FOR CANON/TOSHIBA EQUIPMENT.
- Notice Date
- 9/9/2021 2:37:52 PM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24122N0024
- Archive Date
- 11/08/2021
- Point of Contact
- Deborah L Reardon, deborah.reardon@va.gov, Phone: 410-691-1140
- E-Mail Address
-
deborah.reardon@va.gov
(deborah.reardon@va.gov)
- Awardee
- null
- Description
- Page 1 Veterans Health Affairs, Network Contracting Office 1, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide services for the Medical Equipment listed as described below in the Statement of Work. This requirement is defined by an existing equipment currently in use at the VA New England Healthcare System ALL RESPONSES TO THIS INTENT TO SOLE SOURCE ARE DUE 9/16/2021 2:00PM EST. VA NEW ENGLAND HEALTHCARE SYSTEM VISN1 SERVICE CONTRACT STATEMENT OF WORK Period of Performance: 10/1/2021 9/30/2022 523-22-1-7853-0006 OBJECTIVE: In order to provide full-service support and coverage needed of its Canon (formerly known as Toshiba) Medical Equipment throughout the VISN1 New England Healthcare System, the VISN is seeking to establish a service contract with Canon Medical Systems. SCOPE: The systems to be covered and supported are at the following locations at various VISN1 facilities. The specific locations for each system will be noted under each subsection. VA Boston HCS Jamaica Plain White River Junction VAMC 150 South Huntington Ave 215 North Main St Boston, MA 02130-4817 White River Junction, VT 05009-0001 VA Boston HCS West Roxbury Central Western Massachusetts VAMC 1400 VFW Pkwy 421 North Main St West Roxbury, MA 02132-4927 Leeds, MA 01053-9764 VA Connecticut HCS Manchester VAMC 950 Campbell Ave 718 Smyth Rd West Haven, CT 06516-2770 Manchester, NH 03104-7007 Providence VAMC Togus VAMC 830 Chalkstone Ave 1 VA Ctr Providence, RI 02908-4734 VA Connecticut HCS - Newington 555 Willard Avenue Newington, CT 06111-2631 Augusta, ME 04330-6719 VA Boston HCS West Roxbury and Jamaica Plain Systems to be covered: Aquilion One 320 CT Scanner Location: West Roxbury SN: 319418 Site ID: 319418 Including: ECG Gating Scanning System Glassware: CXB-750E/2A Aquilion Prime 160 CT Scanner Location: Jamaica Plain SN: FLB15Z2051 Site ID: 363923 Including: Glassware: CXB-750E/2A Aquilion One 640 Genesis CT Scanner Location: West Roxbury SN: 3LA1772015 Site ID: 30002303 Including: Glassware: CXB-750E/2A Aquilion Prime SP CT Scanner (estimated will come off warranty in 06/22) Location: Jamaica Plain SN: 8OA2062080 Site ID: 30032113 Including: Glassware: CXB-750E/2A The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-9PM FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 30 minutes and on-site response by a qualified technician within 4 hours. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. See Appendix A Requirements for Equipment. VA Connecticut HCS Systems to be covered: Aquilion-One-Series V Dynamic CT Scanner Location: West Haven Site ID: 30010394 Including: Glassware Aquilion-One-Series V Dynamic CT Scanner Location: West Haven Site ID: 360603 Including: Glassware Canon Aquilion One PRISM Edition Location: Newington Site ID: TBD Unit to be installed 08/2021 (option year 1 item) Including: Glassware The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 7AM-5PM CTEXT5X12.010 Extended Service Hours: Mon-Fri, 8AM-Midnight, excluding federal holidays FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 30 minutes and on-site response by a qualified technician within 4-8 hours. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. See Appendix A Requirements for Equipment and Appendix B Requirements for VACT. White River Junction VAMC Systems to be covered: Aquilion Prime-SP10 CT Scanner (warranty ends 11/15/22) Location: White River Junction Site ID: 30026307 Including: Glassware Aquilion One CT Scanner Location: White River Junction Site ID: 383080 Including: Glassware The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-Midnight FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 8 hours and on-site response by a qualified technician within 24 hours or at a later time specified by Biomedical Engineering. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is service coverage for the equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. Updates: Canon Medical Systems will furnish to Customer, free of charge for the life of the Equipment, all Canon Medical Systems software or hardware upgrades to the Equipment purchased by Customer, which are intended to correct a safety risk. Software updates offering enhancements to previously purchased software features will be provided during the term of the warranty and the Canon Medical Systems full service maintenance agreement, if they do not require hardware modifications or additions. Software upgrades providing new features or capabilities not originally purchased, will be made available for purchase by Customer upon request when compatible with the originally purchased hardware. Canon Medical Systems retains the sole right to determine whether a software release is considered an update or an upgrade for which Customer will be charged. The above items will be performed only during the Covered Hours stated in the warranty and the Canon Medical Systems full service maintenance agreement. Service required outside these hours will be billed at Canon Medical System s differential rates in effect at the time such items are provided to Customer. See Appendix A Requirements for Equipment. Central Western Massachusetts VAMC Systems to be covered: Aquilion Prime 80 CT Scanner Location: Leeds SN: FLB1772205 SID: 30010834 Including: Glassware. All glassware will be replaced at no additional charge for the duration of this agreement. The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-5PM FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 30 minutes and on-site response by a qualified technician within 4 hours. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. Remote Monitoring: Vendor shall have necessary approvals and capacity to remotely monitor and diagnose the CT scanner utilizing existing OEM software which currently exists on the device. See Appendix A Requirements for Equipment. Manchester VAMC Systems to be covered: Aquilion CT Scanner (warranty ends 03/10/22) Location: Manchester Site ID: 30030262 Including: Glassware Titan MRI System Location: Manchester Site ID: 328690 Including: Cryogens are covered by this agreement. All cryogen fills and magnet maintenance will be completed at no additional charge for the duration of this agreement. The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-5PM FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 30 minutes and on-site response by a qualified technician within 4 hours. Guaranteed Uptime: A guaranteed uptime of 97% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. Quality Assurance Surveillance Plan: The vendor is responsible for management and quality control actions to meet the terms of this contract. The Clinical Engineering Department will review that all work is being performed in accordance to the contract on a monthly basis. Vendor POC: The vendor shall provide a designated POC for this contract. In the event that the POC leaves his or her position the vendor shall provide a new POC within 24 hours See Appendix A Requirements for Equipment. Providence VAMC Systems to be covered: Aquilion Prime CT Scanner Location: Providence Site ID: 30018270 Including: Glassware Gating: CHEG 005A/1B Fluoro: TSXF 0031/1B Power Upgrade: CGS 55A/1B Double Slice Kit: CSDS 002A/2B The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-5PM FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 2 hours and on-site response by a qualified technician within 8 hours or at a later time specified by Clinical Engineering. Parts shall receive priority delivery. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. See Appendix A Requirements for Equipment. Togus VAMC Systems to be covered: Aquilion One CT Scanner Location: Augusta Site ID: 30007427 Including: Glassware First projected model based iterative recon solution The following is to be provided by the Contractor in order to cover and support these systems: FE Cov. Weekdays: Mon-Fri, 8AM-9PM FE Cov. Weekends/Federal Holidays: None Response Time: Contractor shall provide phone call back by a qualified technician within 2 hours and on-site response by a qualified technician within 8 hours or at a later time specified by Clinical Engineering. Parts shall receive priority delivery. Guaranteed Uptime: A guaranteed uptime of 98% shall be maintained during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. See Appendix A Requirements for Equipment. Appendix A Requirements for Equipment These services and parts will be performed given the following criteria: Planned maintenance service (PM inspection monthly for a total of 12) Routine system calibration Remedial maintenance Quality assurance evaluations Replacement of parts (not including disposables & accessories) All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor. Parts and subsystems that need to be replaced containing PHI will be performed as follows: All media (e.g. hard drives) containing PHI will remain property of the VA. They will be removed from subsystem with Clinical Engineering Staff Member present and secured by Clinical Engineering Department. Clinical Engineering will identify media with equipment ID number for documentation. Clinical Engineering will transport Media to Field Ops for disposal. Vendor Personnel exposed to PHI will abide to signed BAA with the Department of Veterans Affairs Veterans Health Administration. Qualification of Vendor: Vendor will provide documentation of substantial experience working on the identified make and model instrument. This documentation shall specifically include individuals who will work on the systems. Contracting Officer reserves the right to request manufacturer specified training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility. Labor and Travel Expenses: Vendor to provide labor and travel. All labor and travel conducted during normal FE coverage hours specified at each site. Preferred rates for labor and travel outside of coverage hours. Specifications of Work: Contractor will follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable. Replacement software will include all site-specific adaptation present in originally delivered software. Updates: Vendor will provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract. Documentation Requirements: Service field reports shall be provided at the time of the service call and must be signed by contracting officer s COTR and filed with the Biomedical Engineering department. Summary (or duplicate copies) of field service reports must be included with the invoices. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor. Services and parts not covered by contract: Contracting Officer or Contracting Officer s COTR authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract. Safety Measures: Vendor will comply with all pertinent Federal Government/HIPAA/OSHA safety regulations, regarding to safeguarding patient information, during the handling of patient information containing hardware. Appendix B Requirements for VACT Unscheduled Maintenance (Emergency Repair Service): Contractor shall maintain the equipment in accordance with the manufacturer's 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. The COR or government designated representatives are authorized to request and approve service calls from the Contractor. Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 4-8 hours after receipt of this notification and will proceed progressively to completion without undue delay. Scheduled Maintenance: The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative upon electronic request. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the PM (preferably in electronic format). 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. At minimum, the contractor will perform electrical safety testing in accordance with NFPA standards. Frequency of preventive maintenance inspections will be contingent on the OEM recommendations as specified in their equipment service documentation. PM services shall include, but need not be limited to, the following: Cleaning of equipment. This includes vacuuming of filters, fans and computer/electronic and mechanical assemblies as well as subsidiary equipment (i.e.cardiac gates, monitors, etc.). Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Conformance Standards or the manufacturer's specifications. Calibrating and lubricating the equipment. Lubricants must conform to VAMC hazardous materials control and material data sheets made available. All calibrations, both electronic and mechanical must be as required by OEM specifications and guidelines. 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 Conformance Standards]. Providing documentation of services performed. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative. Service is to be requested and coordinated only through the designated COR, so as to be assured that it is covered within the scope of the contract (work day 8-5 typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COR or designated representative will not be considered authorized and completed, and will be considered to fail to meet the terms of the contract. Parts: Any expenditures associated with shipment of parts will be the responsibility of the contractor. All parts, depending on availability, should be shipped as a priority, next day delivery. Service Manuals/Tools/Equipment: The VAMC 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 Facility Service Engineer s (FSE) 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. VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract. Diagnostic capability requires a minimum level two capability (OEM designation). Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement. Live Phone Support: Service shall include applications phone support with Canon Technical Support Engineers between 8am-5pm. VAMC will be responsible for maintaining proper network connection/tunnel for Canon RSN capability. Canon agrees to comply with all VAMC network regulations and compliance with VAMC security requirements. Authorization of network link will be approved by VAMC ISO. After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Canon Customer Care Center when required. Documentation/Reports: The documentation shall 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 Engineering Service Report (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: Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by the COR or designated representative. Identification of equipment to be serviced: Inventory ID number, Manufacturer's name, Device name, Model number, Serial number, Any other manufacturer's identification numbers. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action. Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage). Signatures: FSE performing services described. Authorized VA Employee who witnessed service described. Note: Any additional charges claimed must be approved by the COR or designated representative before service is completed. Reporting Requirements: The Contractor shall be required to report to the Clinical Engineering Department 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 or designated representative. All ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to the COR or designated representative for an ""authorization signature"". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user.
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