36C24220Q1032.docx

Contract Opportunity Special Notice

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* = Required Field Contract Opportunity Special Notice J065 l SERVICES Abbot Cardiac Mapping 10468-3904 36C24220Q1032 N 339112 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 Marshand Boone https://www.va.gov https://www.va.gov marshand.boone@va.gov marshand.boone@va.gov The purpose of this notice is to notify industry of the Department of Veterans Affairs intent of contract action, using other than competitive procedures for sole source award. Notice of contract action: The Department of Veterans Affairs, VA New York Harbor Healthcare System (Manhattan Campus) intends to issue a sole source, firm fixed price contract using other-than competitive procedures to Abbott Laboratories, 3200 Lakeside Drive, Santa Clara, CA for the procurement of services for the government-owned equipment listed below: The Contractor shall Furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, etc., for complete On-Site Maintenance Service of the ENSITE VELOCITY MAPPING SYSTEM S#14041442 (EE#26430) (draft statement of work attached) This procurement is being conducted in accordance with FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements. The NAICS code for this procurement is 339112 and the Small Business Administration Size Standard is 1,000 employees. DISCLAIMER: THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTATIONS. Responsible sources may identify their interest and capability to meet this requirement by submitting supporting documentation. Such documentation will be reviewed solely for the purpose of determining whether or not to conduct the procurement on a competitive basis. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to this Contracting Officer Marshand Boone at marshand.boone@va.gov by 8/13/2020 at 4:00PM Eastern Standard Time (EST).

New York Manhattan VA Medical Center New York, New York

Statement of Work (SOW) –

Background: The Manhattan VA Medical Center in New York, New York is currently seeking a full-Service contract to include a Base + 2 Option Years for the government owned equipment listed below.

Equipment to be serviced/maintained includes:

ENSITE VELOCITY MAPPING SYSTEM

S#14041442 (EE#26430)

Assurance Premium Service Plan

• Extended Product Warranty: Parts replacement coverage

• Software Revisions/Upgrades and Expansion Modules

• Annual Preventive Maintenance

• On-site service, Priority Response Level 2 (within two business days)

• Shipping Level 2: Priority Next Business-Day morning

• 24hrs x 7 days x 365 days telephone technical support

• Remote System Diagnostics and Maintenance (requires network connection and client set-up)

• Loaner Equipment/Components/Modules (as needed during service/repair of Covered Product)

• Technical User Training Course (as applicable)

• Advanced Training (as applicable)

• Discount on Parts & Labor related to services not covered by Service Plan

• Hardware Upgrades / Revision released during the term of service coverage

• Software Expansion Modules released during the term of service coverage

Location at Manhattan VAMC:

CARDIAC CATHLAB SERVICE

REQUIREMENTS:

A. Biomedical Engineering - Chief or designee, at:

Manhattan VAMC, 212-686-7500 ext. 7309

Inspection. 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 incidence of malfunction or inoperative conditions.

Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

Contract service shall ensure that the equipment functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, and [include performance standards and specifications used when the Ensite Cardiac Mapping System were procured by VA National, Acquisition Center and any upgrades/updates].

IV. HOURS OF COVERAGE:

A. Normal business hours of coverage are [Monday through Friday], [8:00am

- 4:30pm], excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR.

Note: Hardware/software scheduled and performed inside normal hours of coverage at no additional charge to the Government (unless it performed outside normal hours of coverage would be detrimental to equipment up-time; to be determined by COR).

D. Federal Holidays observed by the VAMC are:

New Years Day Labor Day Martin Luther King Day Columbus Day President’s Day Veterans Day Memorial Day Christmas Day Thanksgiving Day Independence Day And any other day specifically declared by the President of the United States to be a national holiday.

IV. LABOR:

A. Unlimited labor is included within the hours of coverage noted above.

V. REPAIRS:

A. The contractor shall maintain the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor, unlimited technical phone support, equipment, tools, materials, repair service, shipping charges and all peripherals.

Equipment repairs/service as specified in Section C, in Section C, I, Equipment, software updates and parts for service in accordance with the terms, conditions and schedule of this agreement. The contractor will 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 calibrations.

A. The contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the Schedule. Within ten (10) days after the award of the contract, the contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COR. The contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. All equipment listed under Section C, I, Equipment, will have PM service performed annually.

PM services shall include, but need no be limited to, the following:

C, III,

Conformance Standards.

The contractor shall furnish and replace parts to meet the repair up-time requirements as stated in Section C, V, Unscheduled Maintenance, D, Repair Up-time. If parts cannot be furnished by this time, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from of completion installation of the component.

VIII. SERVICE/REPAIR:

The VAMC shall not provide service manuals or service diagnostic software to the contractor. They shall obtain, have on file, and make available to its FSE’s 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. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

X. DOCUMENTATION/REPORTS:

The documentation will include legible detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour service) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each ESR must as a minimum document the following data legibly and in complete detail:

Equipment Downtime and Hours-On-Site for service call.

INV. ID#, Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturers identification numbers.

H. Itemized Description of Service Performed (including Cost associated with after normal working hour services), including:

Labor and Travel, Parts (with parts #) and Materials and Circuit Location of problem/corrective action.

I. Total Cost to be billed.

K. Equipment downtime Note: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED!

XI. REPORTING REQUIREMENTS:

A. Purchase Order Payment Procedures:

Payments will be made monthly in arrears upon receipt of properly prepared invoices which must show reference to the correct purchase order number issued upon the award of this contract. Each invoice must be provided in [triplicate] and must include the Service Reports (ESR’s) for work performed during that period.

B. Payment Procedures:

Invoices must then be mailed to the corresponding VAMC the charge is applied to. Vendor must submit invoices to:

http://www.tungsten-network.com/US/en/veterans-affairs/.

Each invoice must be provided in [triplicate] and must include the Service Reports (ESR’s) for work performed. Invoices must show reference to the correct purchase order number and contract number issued upon the award of this contract. If there are any deductions to be made, or a credit card charge in was made in error, a credit will be due of the correct amount for the monthly payment in question. Notification of the credit, is to be made in writing for any adjustments that were made and then mailed to the corresponding VAMC.

XIII. ADDITIONAL CHARGES:

There will be no additional charge to the Government 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.

XIV. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the COR, (in writing), of the existence or the development of any defects in, or repairs 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 CO and COR with a written estimate of the cost to make necessary repairs.

XV. QUALIFICATIONS:

Offers will be considered only from offerors who are established in the business called for and whom in the judgment of the Contracting Officer (CO) are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service.

All contractor employees and subcontractors under this contract or order are required to complete VA's Information Security and Privacy combined Awareness Training Course annually. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

VA INFORMATION CUSTODIAL LANGUAGE

a. 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).

b. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

c. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

d. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

(1) Vendor must accept the system without the drive;

(2) VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

(3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

(4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

(a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and

(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract.

(c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.

TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; VA Handbook 6500.6, Contract Security APPENDIX C

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

XVI. CONDITION OF EQUIPMENT

The contractor accepts responsibility for the equipment described in Section C, I, 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.

XVII. COMPETENCY OF PERSONNEL SERVICES EQUIPMENT:

Prior to commencement of work on this contract, the contractor shall provide the VAMC with copy of current calibration shall perform and provided on an annual basis. Test equipment calibration shall be traceable to national standard.

XIX. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The contractor’s FSE’s shall wear visible identification at all times while on the premises of the VAMC. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

XX. INSURANCE

Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

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