36C25021Q0527 0003.docx

Contract Opportunity Amendment to a Previous Combined Solicitation

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* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation J065 Varian Truebeam and Identify Service Maintenance Agreement 45409-1337 36C25021Q0527 04-07-2021

12PM

EASTERN TIME, NEW YORK, USA

N 811219 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 Contract Specialist Chad Kemper chad.kemper@va.gov

(937) 268-6511 ext. 4541 Dayton VA Medical Center 4100 West Third Street Dayton

Ohio 45428

USA

chad.kemper@va.gov This combined Synopsis/Solicitation amendment is to provide questions and answers that have been asked by potential quoters, provide an updated statement of work, and extend the due date of the solicitation.

Q. Could you clarify if the 4 requirements in the solicitation are in scope or outside the scope of the solicitation requirements?

· Mandatory safety and reliability modifications

· Mandatory and optional firmware upgrades to the system including any associate training

· The ability to perform updates and upgrades

· The ability to provide help desk and clinical application support

A. Please reference the updated Statement of Work to verify if the question has been answered.

Q. Can you clarify the period of performance as page 9 says, “Performance Period: The contract shall be from 4/19/2021 – 4/18/2022 with 1 option year (4/19/2022 – 4/18/2023)” and on page 11 the table shows deliverable dates of 4/9/2021-4/8/2021 and 4/9/2022 – 4/8/2023?

A. Please reference the updated Statement of Work to verify if the question has been answered.

The due date is hereby extended to 4/7/2021 @ 12PM to allow for further review of the updated statement of work and give time to potential quoters to make adjustments or ask questions. All questions must be submitted via email to chad.kemper@va.gov

PERFORMANCE WORK STATEMENT

A. GENERAL INFORMATION

1. Title of Procurement: Varian Truebeam and Identify Service Contract

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as otherwise specified. The Dayton VA Medical Center may request that service be performed during Non-Standard hours. The contractor shall provide all necessary labor, management, supervision, technical skills, quality control, materials, parts, tools, transportation, and equipment necessary to perform service and preventive maintenance of the Varian Truebeam and Identify Systems as described below:

a. Truebeam, System ID: H194447:

i. Preventive Maintenance of the System shall be completed in accordance to OEM specifications. Coordination of this should be completed with Biomedical Engineering and Radiation Therapy

· Projected schedule for routine preventive maintenance activities shall be coordinated with Biomedical Engineering and Radiation Therapy at least one year in advance to allow patient scheduling.

· A comprehensive list of preventive maintenance items that will be completed at each inspection shall be provided to Biomedical Engineering and Radiation Therapy.

· Preventive Maintenance shall be completed after clinical hours to limit patient impact for a down system.

ii. Shall provide guaranteed minimum 96% uptime of the Varian Truebeam System.

· Uptime is calculated based off the following

· Hours of Coverage excludes hours for preventive and scheduled maintenance of the system

iii. Shall provide all mandatory safety and reliability modifications, this shall also be coordinated with Biomedical Engineering.

iv. All labor charges are included in this contract and should not be charged separately. Exclusions would be for repairs that occur outside Monday – Friday 8pm – 8am and weekends. These shall be provided at a rate discussed before contract award with Chief of Biomedical engineering and the Contracting Officer. Any work that was in progress before 8pm shall not accrue any additional charges.

v. All parts shall be provided in this contract with no additional charge. Parts shall be provided expedited overnight delivery to ensure limited downtime. Parts shall be new and must be OEM certified parts.

vi. Shall provide on-site emergency field service support, this includes after hours support. On-site response time shall be within 2 hours of notification of a down system.

vii. Shall inform the medical physicist of any corrective maintenance which requires testing/calibration prior to returning the equipment to clinical use.

viii. Shall provide access to Help desk technical support and clinical application support 24hours/7 days a week/365 days of the year at no additional cost.

· Telephone number shall be provided to obtain clinical applications support.

· Provide online access to support documentation and training resources.

ix. Shall provide all mandatory and optional firmware updates and upgrades to the system as requested or needed, this includes the following:

· Computer hardware

· Operating System

· Monitors

· OEM provided network devices

· Any other type of hardware upgrade

· Any associated training shall be included

x. A telephone number shall be provided to report problems with equipment during regular business hours.

xi. A means shall be provided to be able to open a service ticket online and to track resolution.

xii. Must have existing MOU/ISA in place with the VA to allow for remote technical assistance and diagnostics in accordance with VA directive 6513.

xiii. Shall complete independent review of service logs.

xiv. The Dayton VA Medical Center is responsible for providing first line support for the Truebeam which includes the following:

· Initial – first level troubleshooting

b. Identify, System ID: HID1118:

i. Preventive Maintenance of the System shall be completed in accordance to OEM specifications. Coordination of this should be completed with Biomedical Engineering and Radiation Therapy

· Projected schedule for routine preventive maintenance activities shall be coordinated with Biomedical Engineering and Radiation Therapy at least one year in advance to allow patient scheduling.

· A comprehensive list of preventive maintenance items that will be completed at each inspection shall be provided to Biomedical Engineering and Radiation Therapy.

· Preventive Maintenance shall be completed after clinical hours to limit patient impact for a down system.

ii. Shall provide guaranteed minimum 96% uptime of the Varian Identify System.

· Uptime is calculated based off the following

· Hours of Coverage excludes hours for preventive and scheduled maintenance of the system

iii. Shall provide all mandatory safety and reliability modifications, this shall also be coordinated with Biomedical Engineering.

iv. All labor charges are included in this contract and should not be charged separately. Exclusions would be for repairs that occur outside Monday – Friday 8pm – 8am and weekends. These shall be provided at a rate discussed before contract award with Chief of Biomedical engineering and the Contracting Officer. Any work that was in progress before 8pm shall not accrue any additional charges.

v. All parts shall be provided in this contract with no additional charge. Parts shall be provided expedited overnight delivery to ensure limited downtime. Parts shall be new and must be OEM certified parts.

vi. Shall provide on-site emergency field service support, this includes non-standard hour coverage. On-site response time shall be within 2 hours of notification of a down system.

vii. Shall inform the medical physicist of any corrective maintenance which requires testing/calibration prior to returning the equipment to clinical use.

viii. Shall provide access to Help desk technical support and clinical application support 24hours/7 days a week/365 days of the year at no additional cost.

· Telephone number shall be provided to obtain clinical applications support.

· Provide online access to support documentation and training resources.

ix. Shall provide all mandatory and optional firmware updates and upgrades to the system as requested or needed, this includes the following:

· Computer hardware

· Operating System

· Monitors

· OEM provided network devices

· Any other type of hardware upgrade

· Any associated training shall be included

x. A telephone number shall be provided to report problems with equipment during regular business hours.

xi. A means shall be provided to be able to open a service ticket online and to track resolution.

xii. Must have existing MOU/ISA in place with the VA to allow for remote technical assistance and diagnostics in accordance with VA directive 6513.

xiii. Shall complete independent review of service logs.

c. Identify, System ID: HID1119:

i. Preventive Maintenance of the System shall be completed in accordance to OEM specifications. Coordination of this should be completed with Biomedical Engineering and Radiation Therapy

· Projected schedule for routine preventive maintenance activities shall be coordinated with Biomedical Engineering and Radiation Therapy at least one year in advance to allow patient scheduling.

· A comprehensive list of preventive maintenance items that will be completed at each inspection shall be provided to Biomedical Engineering and Radiation Therapy.

· Preventive Maintenance shall be completed after clinical hours to limit patient impact for a down system.

ii. Shall provide guaranteed minimum 96% uptime of the Varian Identify System.

· Uptime is calculated based off the following

· Hours of Coverage excludes hours for preventive and scheduled maintenance of the system

iii. Shall provide all mandatory safety and reliability modifications, this shall also be coordinated with Biomedical Engineering.

iv. All labor charges are included in this contract and should not be charged separately. Exclusions would be for repairs that occur outside Monday – Friday 8pm – 8am and weekends. These shall be provided at a rate discussed before contract award with Chief of Biomedical engineering and the Contracting Officer. Any work that was in progress before 8pm shall not accrue any additional charges.

v. All parts shall be provided in this contract with no additional charge. Parts shall be provided expedited overnight delivery to ensure limited downtime. Parts shall be new and must be OEM certified parts.

vi. Shall provide on-site emergency field service support, this includes non-standard hour coverage. On-site response time shall be within 2 hours of notification of a down system.

vii. Shall inform the medical physicist of any corrective maintenance which requires testing/calibration prior to returning the equipment to clinical use.

viii. Shall provide access to Help desk technical support and clinical application support 24hours/7 days a week/365 days of the year at no additional cost.

· Telephone number shall be provided to obtain clinical applications support.

· Provide online access to support documentation and training resources.

ix. Shall provide all mandatory and optional firmware updates and upgrades to the system as requested or needed, this includes the following:

· Computer hardware

· Operating System

· Monitors

· OEM provided network devices

· Any other type of hardware upgrade

· Any associated training shall be included

x. A telephone number shall be provided to report problems with equipment during regular business hours.

xi. A means shall be provided to be able to open a service ticket on line and to track resolution.

xii. Must have existing MOU/ISA in place with the VA to allow for remote technical assistance and diagnostics in accordance with VA directive 6513.

xiii. Shall complete independent review of service logs.

3. Background: Warranty of the Truebeam expired 3/9/2021, service contract is required to provide 96% uptime requirements needed for Radiation Therapy. Warranty of both Identify Systems is expected to expire 10/30/2021, service contract is required to provide 96% uptime requirements needed for Radiation Therapy.

4. Type of Contract: Firm fixed price.

5. Hours of Coverage:

a. Standard business hours are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed Monday through Friday from 8:00 am to 8:00 pm unless requested or approved by Chief of Biomedical Engineering, Kevin Hutcherson or their representative. All preventive maintenance shall be completed after clinical hours (Monday through Friday after 5pm, or weekends).

b. Federal Holidays observed by the VAMC are:

i. New Years' Day

ii. Martin Luther King Day

iii. Presidents' Day

iv. Memorial Day

v. Independence Day

vi. Labor Day

vii. Columbus Day

viii. Veterans' Day

ix. Thanksgiving Day

x. Christmas Day

6. Check in and check out 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 Service Report(s). The FSE shall be required to log out with Biomedical Engineering and submit the Service report(s) to the COR. ALL service reports 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 service report will be sent to the Contractor after the work can be reviewed (if requested or noted on the service report). Service report shall describe the work that was completed and list parts that were replaced. A copy of the service report shall be signed and left with a representative of Biomedical Engineering prior to the departure of the service person.

VA Biomedical Contact Person(s): Michael Householder, Susan Hueston, Kevin Hutcherson, or Kent Forbes.

Location (Building/Room Number): Building 330/Room BC123 ______

Telephone Number & Extension(s): 937-268-6511 ext 2774_______

Contractor - Provide telephone number(s) to call for your Service Department: ______

Provide name(s) of authorized contact person(s): ______

7. Competency of personnel: All work performed shall be in accordance with commercial practices and the equipment manufacturer’s specifications.

8. Documentation: For all service visits, the Contractor shall furnish a service report describing the malfunction and all work and materials required to correct the problem.

9. Acceptance of work: Completion of all work is subject to the approval of the medical physicist and the Biomedical Engineering Section personnel. In addition, the documentation of the work is subject to approval by both representatives of both services. When the work is deemed satisfactory and documentation is provided, representatives of both services will indicate their approval on the Contractor’s service sheets prior to the Contractor’s departure.

10. 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.

11. Payment: - Invoices will be paid in arrears on a monthly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) and covered period of service.

B. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Schedule of Deliverables

The expected period of performance is subject to change depending on final award date.

Any items that are required beyond the services listed in the schedule of deliverables shall only be authorized and funding through contract modifications and shall be determined to be in scope.

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