Attachment_1_-_Statement_of_Work.pdf

STATEMENT OF WORK

FY 2019 MAMMOGRAPHY EQUIPMENT

GIMC – RADIOLOGY SERVICES

BACKGROUND

Gallup Indian Medical Center (GIMC) is a 99-bed hospital in Gallup, New Mexico, on the border of the Navajo

Reservation. Clinical specialties at GIMC include Internal Medicine, Cardiology, Anesthesia, OB/GYN, General

Surgery, Orthopedics, ENT, Radiology, Pathology, Pediatrics, and Emergency Medicine. The workload at

Gallup is one of the largest in the Indian Health Service with 250,000 outpatient encounters and 5,800 inpatient admissions annually. GIMC has the largest staff of all Navajo Area IHS facilities.

OBJECTIVES

Our Mammography unit has reached its “End of Life” and is in need of an upgrade. Our current mammography unit is 8 years old there is a need to upgrade to more advanced technology. Diagnostic Imaging management would prefer that we keep the continuity of systems and purchase from the same vendor. This will ease the learning curve for Technologist and Radiologist. Over the past 10 years there have been significant technological improvements on Mammography equipment, as well as development of new technologies that allow Mammography to become more widely adopted. Mammography equipment has gotten more efficient and has made great technological advances. The new units generate less heat and have become more power efficient. These upgrades, along with vast enhancements in image quality, necessitates GIMC’s acquisition of a

3D Mammography unit with Tomosynthesis and Biopsy capabilities rather than replace our current 2D unit.

SCOPE

The contractor shall provide all necessary equipment, supplies, labor, and travel for the successful removal and disposal of the old Mammography equipment and the installation and performance of the new Mammography imaging system in the required area of the Mammography Department.

The project includes replacement of the legacy Hologic Selenia unit. Project includes removal of the old system and installation of the new Mammography imaging systems, on-site training (initial & ongoing), technical support, warranties, software upgrades, service agreements. Cost of the technical support and training to be included in the unit prices quote.

Standard delivery and unit price shall be quoted F.O.B Destination, Gallup Indian Medical Center, 516 E.

Nizhoni Blvd., Gallup, New Mexico 87301.

TASK

Demonstration of Equipment period must take place before bids are placed. A time frame will be created by the Contracting officer.

The vendor shall provide qualified technicians for onsite service to be completed in 5 business days.

Offerors must meet the minimum qualifications and/or requirements set forth within the Request for Quote and must be capable of providing all core services set forth in the specifications/system requirements.

SYSTEM OPERATIONS AND RELIABILITY, INSTALLATION, ACCEPTANCE AND COMMISSIONING,

TRAINING OF RADIOGRAPHERS, RADIOLOGISTS AND OEM TRAINING.

Shall include two (2) Operator’s manual or digital equivalents for the Mammography Imaging systems delivered

Reliability - The system must be protected against the loss of acquired images and data. For this reason, the vendor must supply an Uninterruptible Power Supply (UPS) with Surge Protector and sufficient capacity to support the computer system/image storage in case of power failure, and guarantee against loss of information. Provide details of the UPS system offered.

Describe the Training for Radiologist, Technologists:

The successful Tenderer must provide a description of the proposed comprehensive training plan for the Technologists, Radiologists. The number of days needed for the training each group must be stated clearly. This applications training must be included in the tender.

The supplier must provide application specialist for adequate period of time for the training of all involved groups of personnel (up to two weeks or more, if needed).

State that all manuals must be updated appropriately to reflect each new software update release and implementation phase.

WARRANTY, MAINTENANCE CONTRACT, TRAINING OF SERVICE ENGINEERS, MANUFACTURER

SUPPORT AND SOFTWARE HARDWARE UPDATES AND UPGRADES FOR THE DIGITAL

RADIOGRAPHY AND FLUOROSCOPY SYSTEM:

Warranty and Service Contract Periods – Verify that the Mammography Imaging system offered will have a One (1) year full warranty, including service and all spare parts, starting on the date of successful completion of the acceptance testing of the unit by the Medical Physicists for the Navajo Area, in collaboration with the installer.

All updates related to the safety and reliability of the system shall be made available no-cost during both the warranty period and during the service contract.

During the warranty and service contract periods, the Tenderer must cover parts, labor, and all associated costs, including damages caused by power failure,.

Corrective Maintenance work services during the warranty and maintenance contract duration under this contract must be available from Monday to Friday with an exception of Federal Holidays, and must be available from 8:00 AM to 5:00 PM.

A commitment to provide a full support of ten (10) years after “End of Life” of the system. This will include repair parts and technical support.

Training for Service Engineers: Must include two (2) Service Engineer (Bio-Med) OEM Training to be included in the purchase, with no exception.

The Mammography Imaging System must have the capabilities for remote diagnose for troubleshooting should the system experience malfunctions.

Manufacturer support, software and hardware updates and upgrades: The Tenderer must provide all updates/upgrades of software on the Operating System for ten (10) years free of charge.

The contractor shall provide all necessary equipment, supplies, labor, and travel for the successful removal of the old Mammography equipment and the installation and performance of the new Mammography imaging system in the required area of the Radiology Department.

Provide a five (5) year cost of ownership detailing all charges that we can expect over the first five (5) years of ownership.

In a response, state who will be responsible for software up-grade/updates during warranty & when warranty expires, will it be the responsibility of GIMC or vendor to cover the cost.

Provide a detailed cost of a service agreement after warranty expires for services such as; emergency repairs and preventive maintenance on the system. The contractor shall respond within two (2) hours of contact (telephone) and a service call shall be resolved within a minimum of 4 hours after contact if need to be on-site.

SCHEDULE

Submit a proposed installation schedule allowing for removal of old system and installation of new system. This schedule shall reflect a “rolling” transition so as to ensure maximum monitor coverage at all times. This schedule will be coordinated with the Government Project Officer/COR.

Normal hours of operation: 8 Hour days between 8:00am – 5:00 pm, Monday through Friday, excluding federal holidays. Overtime and holiday pay are not authorized. However, some services may be required to be performed after normal hours of operation. In this case, the contractor shall coordinate times and access to the building with the On-Site Project Officer.

REVIEW AND APPROVAL

Review and evaluation of the overall performance of this contract is the responsibility of the Contracting Officer. Unless otherwise specified in writing, the Contracting Officer’s Representative (COR) is the delegated authority to accept or reject supplies and services delivered under this contract following necessary review.

The government reserves the right to consider changing the method of inspection from Periodic to 100% Inspection at any time; however, deteriorating contractor performance may result in immediate 100% surveillance.

The contractor shall provide itemized repair service invoices. All correspondence invoices shall include the current purchase order number. All repairs shall be completed according with all terms within this Statement of Work.

The Contracting Officer's Representative (COR) will be responsible for verifying contract compliance.

Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer by the COR.

Documentation of services performed will be reviewed by the COR prior to certifying payment. The COR will perform periodic documents checks with the using service to ensure records monitoring. GIMC will pay only for services actually performed at GIMC and at the contractor's location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

Invoices shall be submitted to the COR, by the contractor. The COR, or designee, will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices submitted for payment.

In addition to the per visit requirements listed above, a quarterly repair report, business review, shall be provided to the COR. This report should be free of charge.

The Contractor must provide validation letters certifying contractor’s competency of all representatives performing service. Letters are to be provided to the COR and the CO prior to the provision of services.

Validation letters must be provided within one week for all new representatives that are sent to perform repair, sharpening and educational services.

EVALUATION

The COR shall review services performed under this contract during the term of the contract, and all results of such evaluation shall be made part of the contract file. The evaluation report shall be directed towards meeting the requirements of the contract Scope of Work.

PERIOD OF PERFORMANCE

• The demolition and renovation will be performed before the installation of new the equipment. The project shall will be implemented within 120 days from receipt of order.

SECURITY REQUIREMENTS

Vendor will comply with agency identification verification procedure with security prior to entering the Gallup Service Unit. Contractor shall not be in a sensitive area and will be accompanied by a Facilities Management personnel.

HOURS OF OPERATION

Normal hour of operation are Monday through Friday from 8:00am to 4:00pm, excluding national holidays. All deliveries/pick-ups shall be performed during normal working hours.

Federal Holidays observed by the government are:

New Year’s Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

PLACE OR PERFORMANCE

Gallup Indian Medical Center Mammography Department 516 E. Nizhoni Blvd.

Gallup, New Mexico 87301