J065--INTENT TO SOLE SOURCE Service GE Revolution Apex
Under Statutory Authority 41 U.S.C. 4106(c) the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with General Electric for preventive maintenance (PM) and emergency repair services on one (1) GE Healthcare Revolution Apex CT Scanner unit. This acquisition is conducted under the authority of 41 U.S.C. 4106(c) order against multiple award schedule as implemented in FAR 16.505, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract not to exceed one year. 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 12/19/2021. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the Statement of Work below. 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. 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. The Contractor shall perform PM Service to ensure that the equipment listed herein performs in accordance with the Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). Upon completion of PM, the Contractor shall provide to the Contracting Officer s Representative (COR) checklists with worksheet originals indicating work performed, procedures utilized, and actual values obtained (as applicable) as a result of the PM. The Contractor shall provide a written description of each Preventive Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including the electrical safety procedures utilized. PM services shall include the following: Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system shall be operating to the manufacturer's specifications. Calibrating and lubricating the equipment. 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 includes cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance. Returning the equipment to the operating condition defined in Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). Installation of any software updates or upgrades necessary to maintain proper operation of the system in accordance with Section C, Paragraph 3 ( Conformance Standards ). Providing documentation of services performed. PM services shall be performed by the Contractor annually and in accordance with the hours defined in Section C, Paragraph 4 of this Statement of Work ( Operational Uptime Requirements ). All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designee. Unscheduled Maintenance (Emergency Repair Services): The Contractor shall maintain the equipment listed herein in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Contractor shall provide repair services 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 to complete these repairs at no additional cost to the Government according to Section C, Paragraph 5. The Contractor shall provide unlimited telephone technical support. The Contracting Officer (CO), COR or a previously designated alternate has the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer (FSE) must respond by phone to the COR or his/her designee within sixty (60) minutes after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within four (4) hours after receipt of the second notification and shall proceed progressively to completion of repairs without undue delay. Conformance Standards: The Contractor shall ensure that the equipment listed herein functions in conformance with the latest published edition of National Fire Protection Association Code 99 (NFPA-99), Underwriters Laboratories (UL), Occupational Safety and Health Administration (OSHA), Association for the Advancement of Medical Instrumentation (AAMI), The Joint Commission (TJC), and Veterans Administration (VA) standards. The Contractor shall ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement. All upgrades/updates shall be included in this contract except for upgrades that provide new features or capabilities or that require hardware changes. Current Electronic Health Record (EHR), VistA may be replaced with Cerner during the term of this Service contract. All upgrades/updates must be compatible or have the ability to be compatible to the Cerner interface. Operational Uptime Requirements: The equipment listed herein shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Section H, HOURS OF COVERAGE. Downtime shall be computed from the time the Contractor was notified of problem during normal work hours. Operational Uptime shall be computed during a 12-month long time period. Scheduled maintenance shall be excluded from downtime. Normal work hours are 8:00 AM 5:00 PM Local Time (Central), Monday tough Friday, excluding Federal Holidays. If work must be performed outside of normal work hours ( over-time work), the Contractor shall obtain prior approval from the COR. If such work shall be at the cost of Captain James A. Lovell FHCC, a separate Purchase Order must be obtained by the Contractor prior to performing any over-time work. Parts: The Contractor shall furnish and replace parts to meet uptime requirements (including ALL glass parts, e.g., x-ray tube). The Contractor shall have parts available to complete repairs and maintain the 97% operational uptime requirement. Parts ordered by 6:00 PM Local Time (Central) shall be delivered by 10:30 AM Local Time (Central) on the next business day. All parts are included in the contract price. The 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. 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. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. Service Manuals/Tools/Equipment: The VA shall not provide tools, (test) equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to their FSEs all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to complete the services required herein. The location and listing of the service data manuals by name and/or manuals themselves shall be provided to the Contracting Officer upon request. Documentation/Reports: Documentation shall include detailed descriptions of scheduled and unscheduled maintenance performed and parts replaced to maintain the equipment in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Vendor Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate Purchase Orders. Each ESR must, at a minimum, legibly document the following data in complete detail: Name of Contractor and Purchase Order 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 the service call. Description of problem reported by COR/End User (if applicable). Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer s name, device name, model number, serial number and any other manufacturer specific information or identification information. Itemized descriptions of service performed including: Labor and Travel, Parts (with part numbers) and Materials and Circuit location of problem/corrective action. Signatures of FSE performing services and a VA employee who witnessed the services described. The Contractor shall design/develop an ESR report form that, at a minimum, incorporates the above criteria. The form shall be either a PDF file or Word file and shall be sent via email to and approved by the COR prior to use and implementation. In addition, a hardcopy of the ESR may also be submitted, this is optional. Travel: Any and all travel required by the Contractor to complete scheduled or unscheduled maintenance shall be covered by this Purchase Order and shall not be separately charged to the Government. In addition, there shall 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. D. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering located in building 133 room BA101 to log in. This check-in shall be mandatory. When the service shall be 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 shall be unavailable, a signed, authorized copy of the ESR shall be sent to the COR after the work can be reviewed (if requested or noted on the ESR). The Contractor shall perform PM Service to ensure that the equipment listed herein performs in accordance with the Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). Upon completion of PM, the Contractor shall provide to the Contracting Officer s Representative (COR) checklists with worksheet originals indicating work performed, procedures utilized, and actual values obtained (as applicable) as a result of the PM. The Contractor shall provide a written description of each Preventive Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including the electrical safety procedures utilized. PM services shall include the following: Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system shall be operating to the manufacturer's specifications. Calibrating and lubricating the equipment. 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 includes cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance. Returning the equipment to the operating condition defined in Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). Installation of any software updates or upgrades necessary to maintain proper operation of the system in accordance with Section C, Paragraph 3 ( Conformance Standards ). Providing documentation of services performed. PM services shall be performed by the Contractor annually and in accordance with the hours defined in Section C, Paragraph 4 of this Statement of Work ( Operational Uptime Requirements ). All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designee. Unscheduled Maintenance (Emergency Repair Services): The Contractor shall maintain the equipment listed herein in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Contractor shall provide repair services 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 to complete these repairs at no additional cost to the Government according to Section C, Paragraph 5. The Contractor shall provide unlimited telephone technical support. The Contracting Officer (CO), COR or a previously designated alternate has the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer (FSE) must respond by phone to the COR or his/her designee within sixty (60) minutes after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within four (4) hours after receipt of the second notification and shall proceed progressively to completion of repairs without undue delay. Conformance Standards: The Contractor shall ensure that the equipment listed herein functions in conformance with the latest published edition of National Fire Protection Association Code 99 (NFPA-99), Underwriters Laboratories (UL), Occupational Safety and Health Administration (OSHA), Association for the Advancement of Medical Instrumentation (AAMI), The Joint Commission (TJC), and Veterans Administration (VA) standards. The Contractor shall ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement. All upgrades/updates shall be included in this contract except for upgrades that provide new features or capabilities or that require hardware changes. Current Electronic Health Record (EHR), VistA may be replaced with Cerner during the term of this Service contract. All upgrades/updates must be compatible or have the ability to be compatible to the Cerner interface. Operational Uptime Requirements: The equipment listed herein shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Section H, HOURS OF COVERAGE. Downtime shall be computed from the time the Contractor was notified of problem during normal work hours. Operational Uptime shall be computed during a 12-month long time period. Scheduled maintenance shall be excluded from downtime. Normal work hours are 8:00 AM 5:00 PM Local Time (Central), Monday tough Friday, excluding Federal Holidays. If work must be performed outside of normal work hours ( over-time work), the Contractor shall obtain prior approval from the COR. If such work shall be at the cost of Captain James A. Lovell FHCC, a separate Purchase Order must be obtained by the Contractor prior to performing any over-time work. Parts: The Contractor shall furnish and replace parts to meet uptime requirements (including ALL glass parts, e.g., x-ray tube). The Contractor shall have parts available to complete repairs and maintain the 97% operational uptime requirement. Parts ordered by 6:00 PM Local Time (Central) shall be delivered by 10:30 AM Local Time (Central) on the next business day. All parts are included in the contract price. The 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. 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. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. Service Manuals/Tools/Equipment: The VA shall not provide tools, (test) equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to their FSEs all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to complete the services required herein. The location and listing of the service data manuals by name and/or manuals themselves shall be provided to the Contracting Officer upon request. Documentation/Reports: Documentation shall include detailed descriptions of scheduled and unscheduled maintenance performed and parts replaced to maintain the equipment in accordance with Section C, Paragraph 3 of this Statement of Work ( Conformance Standards ). The Vendor Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate Purchase Orders. Each ESR must, at a minimum, legibly document the following data in complete detail: Name of Contractor and Purchase Order 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 the service call. Description of problem reported by COR/End User (if applicable). Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer s name, device name, model number, serial number and any other manufacturer specific information or identification information. Itemized descriptions of service performed including: Labor and Travel, Parts (with part numbers) and Materials and Circuit location of problem/corrective action. Signatures of FSE performing services and a VA employee who witnessed the services described. The Contractor shall design/develop an ESR report form that, at a minimum, incorporates the above criteria. The form shall be either a PDF file or Word file and shall be sent via email to and approved by the COR prior to use and implementation. In addition, a hardcopy of the ESR may also be submitted, this is optional. Travel: Any and all travel required by the Contractor to complete scheduled or unscheduled maintenance shall be covered by this Purchase Order and shall not be separately charged to the Government. In addition, there shall 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. D. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering located in building 133 room BA101 to log in. This check-in shall be mandatory. When the service shall be 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 shall be unavailable, a signed, authorized copy of the ESR shall be sent to the COR after the work can be reviewed (if requested or noted on the ESR).
36C25222Q0198 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 12
12/10/21, 3:34 PM