36C25523Q0005.docx

SUBJECT*

Prime Series Aquilion Whole body Ct Scanner Service Contract - EK - 589-23-1-2761-0005 (VA-22-00097711)

GENERAL INFORMATION

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Jennifer Sotomayor Jennifer.Sotomayor@va.gov 913-946-1975

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Special Notice Special Notice

DESCRIPTION

Special Notice

The Department of Veterans Affairs, VISN 15 Contracting Office intends to award a sole source contract under the authority of 41 U.S.C 1901 – FAR Part 13.106-1 (b) (1) (i); Solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available –Cannon Medical Systems 2441 Michelle Drive Tustin, CA 92780

The Department of Veterans Affairs, Network Contracting Office (NCO) 15, has a requirement for a a maintenance contract for the Toshiba America CT Scanning Systems for the Leavenworth and Topeka Medical Center Kansas City MO. Cannon Medical is the only authorized OEM service provider for Toshiba diagnostic equipment.

This notice of intent is not a request for quotations; interested parties may express their interest by providing a capabilities statement NLT October 11, 2022 at 4:00 PM CST. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required equipment. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal responses are not acceptable and will not be considered.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THE RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e. small/large), and DUNS Number.

2) Statement of Capability that demonstrates ability of providing the item in accordance with the attached Statement of Work (SOW) and past performance in providing this type of service.

3) Proof of technical certification from OEM of authorized repair training

Include examples of prior completed Government contracts, references, and other related information.

This notice is to assist the NCO 15 in determining SOURCES ONLY. This announcement is not a request for proposals or quotations. The Government is not committed to award a contract pursuant to this announcement. The Government will not pay for any costs incurred in the preparation or submission of information in response to this announcement.

When responding to this announcement, respondents should refer to Announcement 36C25523Q0005 Notice of Intent. If after October 11, 2022, if no viable responses have been received in response to this announcement, Department of Veterans Affairs shall negotiate solely with Cannon Medical.

This notice of intent to award a sole source contract is not a request for competitive quotes.

There will be no solicitation available for competitive quotes. Phone calls will not be accepted.

The point of contact for this action is Contracting Officer, Jennifer Sotomayor who can be reached at: Jennifer.Sotomayor@va.gov .The VISN 15 Contracting Office address is: VA Network 15 Contracting Office, 3450 South. 4th Street, Leavenworth, KS 66048.

Section C - Description / Specifications

1. Equipment Covered by this contract:

· Nomenclature: SCANNING SYSTEMS: CT

· Manufacturer: Toshiba America Medical Systems, Inc.

i. (SYSTEM 1) Topeka - VA EE# 180965, SN 2AB1622722 (warranty expiration date 4/18/2017)

ii. (SYSTEM 2) Leavenworth – VA EE# 181504, FOB1662110, Site ID SID#386396 (warranty expiration date 4/3/18)

· Model# Aquilion Prime

· This includes all sub-components of the system including the UPS

· This equipment is located in the Radiology Department at the Leavenworth VA Campus (4101 S. 4th Street, Leavenworth, KS, 66048) and the Topeka VA Campus (2200 SW Gage Blvd, Topeka, KS 66622).

2. The contractor shall provide a maintenance contract base year

a. Base year (11/1/2022 – 10/31/2023) full maintenance coverage for both System 1 and System 2

b. Full maintenance includes 24/7 overnight glassware coverage, preventative and corrective maintenance, all replacement software updates and upgrades, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications which meet or exceed the manufacturers’ specifications. Any and all parts used must be new or factory rebuilt for that model and type of device. If any action requires replacement of hard drive (or other storage media), the contractor shall not remove the hard drive (storage media) from the VA premises and, must turn over said device to Biomedical Engineering.

i. Preventive maintenance inspections shall be performed in accordance with manufacturer’s literature on a quarterly basis and must be prescheduled to avoid equipment access conflicts. Preventive maintenance inspections shall be performed in a manner which clearly demonstrates that all equipment meet or exceed all manufacturers’ technical performance specifications for preventive maintenance. Each preventive maintenance inspection shall include all items outlined in the manufacturers’ manual. In the event of an emergency in which the device is needed, the technician must restore the device to working order immediately and relinquish control to clinical staff. Once the device is no longer needed, the clinical staff will relinquish control back to the FSE.

c. Shared maintenance includes 24/7 overnight glassware coverage, access to software updates and upgrades (to be applied in house), discounted parts, labor, and travel and other incidentals necessary to maintain or restore the listed equipment to operating specifications. No preventative maintenance will be included in this option, and in house personnel will always attempt repair first.

d. In-house Biomedical Engineering will provide first look response to all trouble calls and will notify contractor when services are needed. The contractor must respond by telephone for diagnostic response within two (2) hours after notification, and must respond on the premises of the VA Eastern Kansas Health Care Systems (EKHCS) within four (4) hours from notification when required for on-site service call as requested by the Contracting Officer Representative (COR) or a designee.

3. All services for this contract must meet manufacturers’ performance and technical specifications, Federal Regulations, FDA device certification and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), the Joint Commission (JC), and VA Regulations. Contractor must provide the appropriate service documentation at no additional expense. Contractor shall provide hardcopy proof, upon request by COR, that contracting entity is a certified manufacturer service provider and that technicians are current in device certification training. Contractor service representative shall report to the Engineering Offices upon arrival on station to be issued a temporary VA Contractors ID badge and shall wear the VA issued ID badge above the waistline at all times while on the premises.

4. The contractor shall ONLY respond to service calls placed from the Contracting Officer Representative (COR) or designee.

5. Contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer (CO).

6. All contractor personnel must report to the COR or designee, or check in with Engineering or VA Police for afterhours maintenance, to sign in before any work is performed on the premises of the VA EKHCS campuses, and to sign out after completion of assignment. The contractor will furnish a detailed field service report, or equivalent, showing work completed, listing all repairs and/or repair parts used to maintain operating efficiency of the equipment. This report must be delivered via email. The service report from the contractor must contain, at a minimum, the following information:

a. Date and time of the contractor’s arrival on station.

b. Type, model, and serial number(s) of all equipment on which maintenance was performed.

c. Total time spent performing maintenance, excluding travel time.

d. Detailed narrative description of the malfunction or PM action required.

e. Complete list of parts replaced.

f. Comments as to the cause of the malfunction when applicable.

g. Date and time the repair or software upgrade was completed.

7. There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital. All maintenance persons must use the “Universal Precautions” (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures required by this contract.

8. Payment will be made monthly or quarterly, in arrears, upon receipt of a properly prepared invoice, referencing the period for which payment is due, contract number and/or purchase order number assigned.