Spacelabs Software Support Services Intent to Sole Source
The Department of Veterans Affairs, Network Contracting Office 16 intends to procure as a single source procurement in accordance with FAR 13.106-1(b)- Soliciting from a Single Source to the original equipment manufacturer (OEM) Spacelabs Healthcare, L.L.C. located at 35301 SE Center Street, Snoqualmie, WA 98065-9216 providing support, updates, and service for Spacelabs Software inclusive of Clinical Access plan contract at the Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd. Building #100; Houston, Texas 77030. Title of Project: Spacelabs Software Service and Support Contract Scope of Work: The Contractor shall provide support, updates, and service for Spacelabs Software inclusive of Clinical Access; which, is manufactured by Spacelabs. General Requirements: The Michael E. DeBakey VA Medical Center in Houston, TX is requesting service and support for the above systems to include the following coverage options. Shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. Shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH. Shall supply certification of tuberculosis testing completion prior to commencing any work located on the MEDVAMC campus. NAICS Code is 811219, and Small Business Size Standard is $20.5 Million. This notice of intent is not a request for competitive proposals, solicitations, or request for offers. A determination not to re-compete is solely within the discretion of the Government. Interested parties may identify their interests and capability to respond to this requirement within fourteen (14) calendar days of the publication of this notice. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Interested parties shall submit clear evidence with an either an authorization letter from the Original Equipment Manufacturer (OEM) or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM or OEM train technicians. No telephone inquiries will be accepted. Responses must be emailed to shasta.britt@va.gov.
36C25619Q0963 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
7/22/19, 3:23 PM Spacelabs Software Annual Support Sources Sought
Sources Sought Notice This Sources Sought/Market Survey Notice is being conducted by the Network Contracting Office (NCO) 16 at 2002 Holcombe Blvd. Bldg. 100, Houston, Texas 77030 to identify other sources that are capable of providing software support services plan for the spacelabs ICS system for hardwire beds and telemetry services contract at the Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd. Building #100; Houston, Texas 77030. NOTE 1: Contractor shall be an authorize Contractor, trained technician, possess licenses and certification for proprietary equipment and services to meet all government requirements and objectives. NOTE 2: Contractor shall be an OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services contracts for maintenance of equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the supplies, equipment and/or services contracts for maintenance of equipment shall be in accordance with the OEM terms and conditions. Performance Location and Hours: Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd. Building #100; Houston, Texas 77030. Normal duty hours are from 0800-1630, Monday tough Friday, excluding Federal Holidays. Contractor access shall be provided during this time period. The expected period of performance is for a base year with four (4) option years, exercisable at the Government s discretion. Draft Statement of Work GENERAL REQUIREMENT Michael E. Debakey Medical Center (MEDVAMC) is requesting for a contractor to provide support, updates, and service for Spacelabs Software inclusive of Clinical Access at the MEDVAMC located at 2002 Holcombe Blvd, Houston, TX 77030. The Contractor shall furnish all labor, materials, parts, equipment, tools to service and perform provide support, updates, and service for Spacelabs Software inclusive of Clinical Access. DEFINITIONS/ACRONYMS Biomedical Engineer(ing) - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Technical Representative PM - Preventive Maintenance. 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. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the MEDVAMC premises. 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. 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. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAMC - Department of Veterans Affairs Medical Center VAH - Department of Veterans Affairs Hospital OEM - Original Equipment Manufacture ISO Information Security Officer CONFORMANCE STANDARDS Contractor shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH. The contractor shall supply certification of tuberculosis testing completion prior to commencing any work located on the MEDVAMC campus. HOURS OF COVERAGE Normal hours of coverage are Monday tough Friday from 8:00 a.m. to 5:00 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. On-site service for performance enhancement maintenance of the system shall be performed yearly. 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). Contractor provides software/hardware upgrade/update. Work performed -excluding hardware/software update/upgrade installations- outside the normal hours of coverage at the request of COR or designee will be billed at the price listed in Vendor Contract. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included in the Vendor Contract. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays: New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Cistmas December 25 In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. SOFTWARE UPDATES AND SUPPORT Contractor shall provide and install all software updates for Clinical Access and all other Spacelabs software as listed above. Installation and updates are to be coordinated with MEDVAMC staff either in-person, or remotely in accordance with VA remote access requirements. Contractor shall verify compatibility of any updates with COR prior to and following any remote or on-site updates. Contractor shall provide 24x7 telephone support for all Spacelabs Software. The contractor shall provide remote diagnostic support via remote access for all Spacelabs Software issues. Contractor shall provide on-site service including travel, lodging, labor and materials during normal business hours for all updates that teaten patient safety. Once a fiscal year, the contractor shall provide on-site service including travel, lodging, labor and materials during normal business hours for performance enhancement maintenance of the system. UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor shall maintain the software in accordance with the manufacturer's latest specifications. Contractor shall provide repair service which may consist of hardware maintenance/software update/upgrade installations, and maintaining the equipment, including all intervening calls necessary between regular services and hardware maintenance/software update/upgrade installations. All required hardware maintenance/software update/upgrade installations shall be furnished. The CO, COR or designee 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 twenty-four (24) hours per day. If the problem cannot be corrected by phone or remotely, the FSE will commence work (on-site physical response) within forty-eight (48) hours after receipt of this second notification and will proceed progressively to completion without undue delay. This requirement for response time shall be the same for both services calls during the VA normal business hours and after-hour service calls. Corrective work with regards to patient safety shall be completed within forty-eight (48) hours from telephone contact time or within a given time frame of no less than 48-s as declared by the COR. Contractor shall provide mandatory safety and performance-related updates to covered equipment and software. Contractor shall have the ability to concurrently address multiple emergency calls and unscheduled maintenance on different equipment. SCHEDULED MAINTENANCE The Contractor shall provide and install all software updates for Clinical Access and all other Spacelabs software to ensure that equipment/software listed in the schedule performs in accordance with Section 3, Conformance Standards. The yearly on-site service for performance enhancement maintenance of the system must be done in accordance with the latest OEM maintenance procedures and protocols. (An outline of the yearly on-site service procedures and schedule shall be provided to the COR). 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 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, 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 the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty software and/or software likely to become faulty or fail. Returning the software to the operating condition defined in Section 3, Conformance Standards. Providing documentation of services performed. Inspecting and calibrating the hard copy image device. The yearly on-site service for performance enhancement maintenance of the system shall be performed in accordance with, and during the hours defined in the Hours of Coverage Section, the preventive maintenance schedule established herein. All exceptions to the on-site service schedule shall be arranged and approved in advance with the COR. PARTS Contractor shall furnish and replace parts (software, etc.) in accordance with the manufacturer's specifications if applicable with regards to software support. Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. Contractor shall include all parts [except -if applicable - those parts specifically listed as being EXCLUDED]. The Contractor shall also list any excluded parts under the service contract. The contractor shall use new original equipment manufacturer (OEM) parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. Rebuilt parts, used parts or those removed from other equipment, shall not be installed without specific approval by the CO or the COR All parts shall perform identically to the original equipment specifications. SERVICE MANUALS/TOOLS/EQUIPMENT/TRAVEL The MEDVAMC shall not provide travel, tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available 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 COR upon request. DOCUMENTATION/REPORTS Contractor shall provide reports, and 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 Section 3, 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: 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 numbers covering the call if outside normal working hours. Description of problem reported by COR. 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 and not covered under this contract must be approved by the COR before service is completed! REPORTING REQUIREMENTS The Contractor shall be required to report to Biomedical Engineering 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. 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. In any case, the VA shall be explicitly notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that the VA agrees the work is not within the scope of the contract, and the VA desires the Contractor to perform service, a separate purchase order will be issued to the Contractor for the work. Any service required which the Contractor believes to be in excess of the contract provisions and require additional payment (e.g., work beyond normal work hours) shall not be performed without prior authorization from the BIOMED COR, who will arrange a separate purchase order to pay for the additional service if desired by the VA. The Government shall not be responsible for incidental charges including; but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in, or repairs/parts 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 COR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT 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. REMOVAL OF EQUIPMENT Should a piece of equipment require repair at the Contractor s plant, the Contractor shall coordinate with the COR the removal of equipment. Government property cannot be removed from the station without a signed Property Pass. This Property Pass may be obtained from Acquisition & Material Management Service, Personal Property Section, 4A-320 after removal is authorized by the COR. The Contractor may not remove equipment from Government site for repairs. The Contractor shall be responsible for damage or loss of equipment while in the Contractor s charge. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT 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. "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 and is OEM Certified. 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 Leica equipment. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified", OEM Certified 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 MEDVAMC. The COR 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 MEDVAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the MEDVAMC equipment. 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 MEDVAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on MEDVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the MEDVAMC. Test equipment calibration shall be traceable to a national standard. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the COR, or his/her designee, may determine to be reasonably necessary to protect the lives and health of occupants of the building. Contractor shall have one supervisory employee, who will disseminate requirements to those who work at our facility, report to the Safety Manager s office for a one- (1) time training class before working on-site. The COR 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 representative at the site of work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly with such notice, the CO may issue an order stopping all or any part of the work and hold the Contractor in default. The MEDVAMC, CO, COR or any of its and/or their associates, employees or descendants under any conditions or circumstances shall not be held responsible for any safety incident, any injury or any inconvenience experienced by the Contractor, their associates, or subcontractors while performing the services, labor, travel, software upgrades or maintenance included within this contract to the extent applicable by federal, local and state law with federal law taking precedence. PRIVACY/SECURITY The Contractor will need to access VA systems to perform software upgrades, preventative maintenance and maintenance repairs. The Contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property. REMOTE SUPPORT The contractor shall have proper access and control to remotely monitor all equipment listed in the Equipment Identification and Coverage Section. The Contractor shall have an MOU/ISA in place with the Veterans Health Administration before contract award. The contractor shall present the MOU/ISA to the COR prior to contract administration. This includes background checks and Information Security Officer approval as required by Directive 6500. MOBILE MEDIA SCANNING The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Personally-owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 certified USB thumb drives, and only with the permission of a designated VA supervisor. All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is located in the biomedical engineering shop, Building 100, Room BA200. (End of Draft Statement of Work) If this is a service your business can provide, please respond to this Sources Sought Notice by 11:00am CT on June 14, 2019. Responses should include: (1) Business Name (2) Business Address (3) Point of Contact Name Phone Number E-mail Address (4) DUNS Number (5) NAICS code (6) Business Size: SMALL or LARGE (7) Type of Business: SERVICE DISABLED VETERAN OWNED (SDVOSB), VETERAN OWNED (VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc. (8) Letter stating OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted service. Send responses to Shasta Britt via e-mail at shasta.britt@va.gov. This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.
36C25619Q0963 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
6/5/19, 1:31 PM