SPECIAL NOTICE
J -- Intent to Sole Source SunServices Premier Support
- Notice Date
- 7/3/2024 4:10:59 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24124Q0696
- Response Due
- 7/9/2024 11:00:00 AM
- Archive Date
- 08/08/2024
- Point of Contact
- Manasés Cabrera, Contracting Specialist, Phone: 781-687-4418
- E-Mail Address
-
manases.cabrera@va.gov
(manases.cabrera@va.gov)
- Awardee
- null
- Description
- This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements and brand-name descriptions. The Department of Veterans Affairs Medical Center, located at 150 South Huntington Avenue, Boston, MA 02301, requires a SunServices Premier Support Contract. The Government intends to award a firm-fixed-price sole source contract. The government's determination not to compete with this proposed contract based on responses to this notice is solely within its discretion. This notice of intent is not a request for competitive proposals. It is a written notice to inform the public of the Government's intent to award on a sole-source basis. Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Manasés Cabrera, Contracting Specialist with the responses or questions regarding this requirement at manases.cabrera@va.gov. This notice will close on July 9, 2024, at 2:00 PM Eastern Standard Time (EST) REQUESTING SERVICE: Clinical Engineering. Objective: Continue patient safety for those undergoing Stereotactic Body Radiation Therapy (SBRT)and Stereotactic Radio Surgery (SRS). MapCHECK supports the prevention of treatment errors when delivering Linac and Cyberknife laser radiation treatment to patients. It expedites the workflow for time-sensitive patient quality assurance (QA). And is a consistent, easy to maintain method for high-density absolute dose measurements. 1.2 Period of Performance: BHS requests a base and four option years: Base: 9/1/2024 to 8/30/2025 Option 1: 9/1/2025 to 8/30/2026 Option 2: 9/1/2026 to 8/30/2027 Option 3: 9/1/2027 to 8/30/2028 Option 4: 9/1/2028 to 8/30/2029 1.3 Type of Contract: Firm Fixed Price. 1.4 Contract Award Meeting: The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived. 2.0 Background: The radiation treatment systems and MapCHECK machine are owned by BHS. MapCHECK is utilized before procedures that require precise radiation dose administration. The is a renewal of a current 5-year contract with MapCHECK that ends on 8/30/2024. MapCHECK is used prior to the patient arriving for treatment to verify that the device that is going to be used is set to the correct parameters for safe radiation delivery. 2.1 Protected Health Information (PHI), the only records exchanged between VA and vendor are invoices. Invoices do not contain PHI. 3.0 Scope: The Vendor shall accomplish the deliverables, provide certified technicians, labor, personnel, equipment, tools, materials, parts, supervision, and other items necessary to perform onsite PM, repairs and support on the BHS Intuitive Ion equipment listed in paragraph 7.1 below. 3.1 Contractor on Site: Is not required, the software updates are remote from the vendor directly to our MapCHECK device. Most repairs are completed via phone call to MapCHECK. If the device needs repair, it will be mailed to the vendor and mailed back. 3.2 Professional Qualifications: The assigned (FSA) must have the appropriate training, experience, expertise, and certification by the OEM to work on the equipment identified in paragraph 7.2 below. 4.0 Scheduling a Visit: If required, Vendor contact the BHS CE department at (857) 203-5517 or Dennis Allen (dennis.allen2@va.gov) or another CE staff member to schedule a visit at a mutually agreed upon date and time. 4.1 Security Requirements: FSA shall report to the CE point of contact or another government designated representative to check in and obtain a short-term identification (ID) badge. This must be obtained before any work is performed. 4.2 Identification: FSA must present a current (not expired) Federal ID, PIV card, State or local government ID card/badge before the temporary Federal ID badge is issued. FSA must be current in OEM certification to perform the work. 5.0 Upon Arrival: All contractors can proceed to CE, building 1, (older brick building) ground floor, room GB112 (next to Hanscom Credit Union) where the ID presented is verified. If deemed official, the CE liaison will have the contractor sign in and will then give the FSA a temporary U. S. Government ID badge. The badge shall be worn prominently by the FSA while on VA Property. 5.1 Work Site: The contractor will be escorted by CE staff or other designated VA employee to the work site and must return to CE to sign out and turn-in said badge along with the documented service report for the service performed. If there is a need to replace any hard drive, hard drives, and all information on them, are the property of the VA and must remain in the control of the VA Clinical Engineering department for proper destruction. 6.0 Federal Law: The FSA must follow all Government laws, rules and regulations regarding National Security, patient privacy, and information security. And must adhere to the privacy Act, HIPAA, and COVID-19 screening requirements. 6.1 Unauthorized Work/Parts: Work outside the scope of this agreement is not authorized. Purchase of parts is not authorized. 7.0 Authorized Service: Repair and PM on the devices listed in paragraph 7.1 below. Use of OEM parts/kits required by OEM Periodic Manufacturers certification are included in PM service. Service must meet the manufacturer s required service frequency and must include all steps detailed in the OEM service manual. 7.1 BHS equipment to be serviced: Manufacturer Device Name Serial Location SRS MapCHECK 2 detector 272153003 Jamacia Plain Campus SunCHECK 141400006061 Jamaica Plain Campus MapCHECK 2 software 1173030 Jamaica Plain Campus 7.2 Emergency work: If FSA thinks an emergency exists which requires parts and service outside the scope of this agreement, FSA must provide a written estimate of parts and repair/replacement. The CE staff member will request a purchase order (PO). Once the FSA has these two documents additional work begins. 8.0 Deliverables: Field Service Report (FSR) must be completed by the FSA and a copy given to CE staff. The FSR must include: Name & work phone number of FSA who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on site for service call. Identification of equipment serviced to include: Facility Inventory EE ID number Manufacturer Device name Model number Serial number 8.1 Itemized Description: of Service Performed (including, if authorized by a separate PO, costs associated with after normal working hour services) including: Labor and Travel, parts with part numbers. Materials used. b. Signatures of FSE and BHS employee who verified the work. 8.2 Hours of Coverage: Clinical and technology service support and contract administration available Monday-Friday 8:00am to 4:00pm. 8.3 Maintenance: PM must be completed following OEM schedule. FSA must follow and complete all steps/part replacement and testing following OEM PM guide. 8.4 Response Time: Immediate or ASAP via telephone and Web Support via unlimited Premier Support Contract. 9.0 VA Information and Information Systems & Privacy: 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. 9.1 Access to VA Information and VA Information Systems: Access to VA information 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. 9.2 Investigative Requirements: 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. 9.3 Custom software development: and outsourced operations must be 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. 9.4 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. 10.0 VA Information Custody: 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). 10.1 VA Information: should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems 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 follow VA directive requirements. 10.2 Prior to Termination: or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while 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. 10.3 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 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 VA Handbook 6500.6, Contract Security APPENDIX C. 3.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/ade9a0f6604c44bd9ee447379b378002/view)
- Record
- SN07116735-F 20240705/240703230109 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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